6.1 Risk management and risk assessment
6.2 Insurance
6.3 Incident reports
6.4 Emergency response plan (ERP)
6.5 Occupational health and safety
6.6 Accreditation/role recognition
6.7 Signage
6.8 Alcohol
6.9 Crowd management
6.10 Site plan
6.11 Operational staff
6.12 Lost children
6.13 Fireworks pyrotechnics etc
6.14 Erection of structures
6.15 Weather
6.16 Lighting
6.17 Electricity/gas cylinders/other hazardous materials
6.18 Security guards
6.19 Dealing with money

6.1 RISK ASSESSMENT AND RISK MANAGEMENT

During the planning phase it is essential that you carefully consider potential risks involved with staging your event. As many people as possible involved with the event should be invited to identify potential risks. After identifying risks, you should rate the chance of each one occurring and the impact it could have on your event.

By identifying risks that are likely to happen, or that could have a significant and negative impact, you can develop strategies that reduce both the likelihood and consequence of a risk occurring. This process also allows you to plan a response in case an emergency situation arises (see Section 6.4).

The risks you identify will depend on the nature of the event but could include:

• financial—from budget blowout, cancellation or poor attendance on event day
• non-arrival of performers or deliveries of goods
• equipment failure
• property damage or loss
• inadequate security
• food poisoning
• lost children
• breach of noise restrictions.

The following could also give rise to risks:

• handling money (see Section 6.19)
• larger than expected crowds (see Section 6.9)
• sun exposure or adverse/extreme weather (see Section 6.15)
• fireworks (see Section 6.13).

There is an Australian Standard for Risk Management (AS/NZS 4360:2004). For more details call Standards Australia on (02) 8206 6000 or visit www.standards.com.au

For more information on risk management, see 17. Evaluating your event


6.2 INSURANCE

It is vital that you seek professional advice about the insurance required to cover your event. The type and amount of cover you need will depend on the nature of your event, and the requirements of the landowner or venue where you propose to hold your event. The insurances you need might include:

• public liability
• workers’ compensation
• motor vehicle insurance
• professional indemnity liability
• property (to cover your own equipment).

This is not a comprehensive list and professional advice should be sought about the insurances required to meet the specific needs of your event.

Public liability insurance is required by a number of government agencies and venues and is usually a condition of approval to hold an event. In most cases $20 million is the amount of cover required by the appropriate agency or agencies listed as ‘interested parties’ on the certificate issued.

You should also ensure any contractors you use have appropriate insurance to cover their activities at the event. It is a good idea to ask them for a copy of their Certificate of Currency. You should also check with the landowner/venue manager about the insurance they have and the insurance you are required to have.

6.3 INCIDENT REPORTS

It is advisable to have a system in place at your event to record any incidents or accidents that occur. Also, it is important that everyone working at the event has a clear understanding of how to record incidents and what to do with this record at the end of the event.

The information you will want to capture in your incident report depends upon the nature of your event. A template you can adapt to suit your own needs can be found in Appendix B.

Note that, as an event organiser, you are required under New South Wales occupational health and safety legislation to notify WorkCover NSW of any serious injuries or deaths that occur at your event. For more information, phone WorkCover on 13 10 50 or go to www.workcover.nsw.gov.au

6.4 EMERGENCY RESPONSE PLAN (ERP)

An Emergency Response Plan (ERP) outlines how you will respond to an emergency at your event. It should be developed in consultation with police (see NSW Police in 4. Who should you talk to?), fire brigade (see NSW Fire Brigades/NSW Rural Fire Service in 4. Who should you talk to?), Ambulance (see Ambulance Service of NSW in 4. Who should you talk to?) and other relevant emergency services.

The ERP should clearly identify one suitable person who is responsible for managing the emergency response at the event. That person’s contact details should be given to all those who may be involved in responding to an emergency.

Your event’s characteristics will determine the contents of your ERP. Some possible inclusions are:

• the kind of emergencies that could occur
• a chain of command identifying who is responsible for decision-making
• a description of roles performed by those involved with emergency response
• the location of emergency response headquarters
• a site plan
• first aid facilities
• access for emergency vehicles
• the evacuation procedure
• crowd management issues
• a communication plan.

The communication plan should outline:

• how to contact emergency services (always dial 000 first)
• who else needs to be contacted in an emergency such as:
   —the family of anyone involved in a serious incident
   —employees, volunteers, contractors, etc.
   —the media
• who are the key stakeholders (with contact details)
• the mode of contacting key stakeholders, e.g. two-way radio, mobile phone, email, etc.
• who will deal with media enquiries
• who is the media spokesperson (there should only be one person for the event)
• how to communicate with people attending the event.

When completed, copies of your ERP should be provided to:

• emergency services
• local council (an ERP may be required when submitting an application to stage your event)
• any other agencies working with you to stage the event, e.g. Roads and Traffic
Authority, State Transit Authority, etc.
• staff/volunteers/contractors (within a pre-event briefing)
• suppliers who will be present at the event.

6.5 OCCUPATIONAL HEALTH AND SAFETY

You have a duty of care to provide a safe environment in which staff, volunteers, performers and contractors can work. Depending on the nature of the event, you may have certain legal responsibilities in relation to occupational health and safety legislation (contact WorkCover NSW for more information—see details below).

The provisions made for people working at your event will depend on its various
components. Some of the issues you may need to consider include:

• handling of electricity, gas, and other hazardous materials 
• supplying ear protection for people working in noisy areas

• operating equipment and machinery and whether licensed operators are required
• supplying sunscreen and other personal protective equipment for people working at outdoor events
• providing drinking water for people and volunteers working at events
• providing adequate training to safely carry out assigned jobs at the event such as:
   —handling money (see section 6.19)
   —moving heavy items
   —managing and directing traffic 
   —crowd management (see section 6.9).

You should contact WorkCover to discuss your responsibilities in relation to the occupational health and safety issues relevant to your particular event.

For detailed information about occupational health and safety issues go to
www.workcover.nsw.gov.au or phone WorkCover NSW on 13 10 50.

6.6 ACCREDITATION/ROLE RECOGNITION

At an event it is important for you to be able to clearly and quickly identify authorised personnel. This allows you to ensure members of the public are not in high-risk areas, e.g. money collection and food preparation areas, places where hazardous materials are accessible and so on.

Identifying authorised personnel through “accreditation” can be simple or complex depending on the nature of your event. Some ways of accrediting authorised personnel include:

• having authorised staff/volunteers/suppliers/contractors, etc. wear coloured t-shirts or hats, with an organisational logo
• providing staff/volunteers/suppliers/contractors/media with colour-coded identification tags that are worn around the neck or at the wrist and are visible at all times
• coding clothing or tags according to the areas the staff/volunteers are allowed to access.

You will also need to consider how to ensure that non-accredited people do not access restricted areas and, if by chance they do, how they will be removed from these areas. Measures for restricting access could include fencing, using security guards (also see 6.18), briefing staff and volunteers and using signage.

6.7 SIGNAGE

• parking/no parking areas
• toilets
• entrances and exits
• first aid
• lost children.

If liquor is being sold you will be required to display a number of signs under the liquor laws e.g. the statutory notice stating the offence of supplying liquor to a minor.

When planning signs, check whether there are any restrictions on the placement of signage where the event is being held. Depending on your event and where you are placing signs you may need to check with:

• local council (see 4.1 Who should you talk to?)
• the landowner (see Landowners/venue managers in 4.2 Who should you talk to?)
• venue management.

6.8 ALCOHOL

To sell alcohol you must obtain a licence from the Licensing Court of NSW. For a temporary function licence (for non-profit groups) the application must be submitted no less than four weeks prior to the event. For a permanent function licence or a special event licence, the application must be submitted no less than eight weeks prior to the event. To determine the appropriate liquor licence required, go to the NSW Office of Liquor, Gaming and Racing's website www.olgr.nsw.gov.au or phone the Licensing Court of NSW on (02) 9995 0894 www.olgr.nsw.gov.au

You are also required to notify:

• the local police station (see NSW Police in 4. 2 Who should you talk to?)
• the local council (see 4. Who should you talk to?) or venue, depending on who the consent authority is for the land where you propose to stage your event.

To gain a licence you will need to demonstrate that alcohol will be served responsibly at your event.

Some issues you should consider are:

• the display of responsible service of alcohol signs
• provision of clear signage showing where alcohol can and can’t be served
• provision of free drinking water
• availability of food
• plans to ensure neighbours are not disturbed by the event
• plans to ensure safety and security at the event
• provision of safe transport for people leaving the event
• the legal requirement for the licensee, serving staff and security officers to be trained in the responsible service of alcohol (with copies of certificates kept by the licensee in a register at the event).

Please note this is not a comprehensive list of issues that may affect the selling of alcohol at your event.

6.9 CROWD MANAGEMENT

It may be that an event will only become crowded in particular areas, or at certain times, for example, in front of a stage, or if a VIP arrives in an area that can only hold a small number of people. You should seek advice from the venue manager or landowner about the capacity of the venue/site. You will also need to clearly establish whose responsibility it is to count patrons, if applicable.

If you are expecting large numbers of people it is strongly recommended you employ the services of a professional event organiser to advise you on how to address crowd management issues such as:

• entry and exits at venues—are they clearly marked and large enough to allow an evacuation if required?
• stage and barricade design
• management of a crowd around the stage area
• provision of sufficient facilities to the ensure the health and safety of a crowd
• sale of alcohol and BYO alcohol (also see 6. Safety and security)
• use of security guards who are licensed for crowd control (also see 6. Safety and security)
• communication with event participants (also see 8. Communication plan)
• potential risks such as overheating, crush, fire, etc.
• whether you should ticket your event to control crowd numbers.

If you are expecting large numbers of people you will also need to:

• seek permission from the local council or consent authority to hold the event (see 4. Who should you talk to?)
• consult emergency services (see NSW Police, NSW Fire Brigades/NSW Rural Fire
Service and Ambulance Service of NSW in 4. Who should you talk to?)
• consult local council and Roads and Traffic Authority about disruptions to traffic (see 4. Who should you talk to? and Roads and Traffic Authority in 4. Who should you talk to?)
• consult those services providing public transport (see 10. Traffic and transport issues)
• consider availability of parking (see 10. Traffic and transport issues).

6.10 SITE PLAN

As you are coordinating your event you should develop a site plan. A site plan provides an overview of your event, clearly shows where it will be staged, and displays the entrances and exits, facilities, etc. This document is invaluable when you are:

• applying to the local council for permission to stage your event (see 4. Who should you talk to?)
• applying to government agencies and other regulatory authorities for special licences and approvals needed to stage your event (see 4. Who should you talk to?and appendix A)
• identifying potential risks (see 6. Safety and security )
• providing information for emergency services e.g. the location of potential hazards, emergency vehicle access etc. (see 6. Safety and security)
• considering crowd management (see 6. Safety and security).

The content of your site plan should reflect the various aspects of your event. Some suggested inclusions are locations of:

Structures

• the stage and other structures, such as mosh pits, barriers etc. (see 6. Safety and security )
• the communication centre/command HQ (see 6. Safety and security and 8. Communication plan)
• entertainment areas
• restricted access areas (see 6. Safety and security)
• liquor outlets (see 6. Safety and security)
• approved liquor consumption areas (see 6. Safety and security)
• no-alcohol (dry) areas
• food vendors/stalls (see 9. Health)
• toilets (see 9. Health)
• sound and lighting control points

Access

• emergency access (see 6. 4 Safety and security)
• all entrances and exits (see 6. 4 and 6.9 Safety and security)
• routes around and through the event used by vehicles
• paths and lighting for pedestrians
• parking (see 10. Traffic and transport issues)
• parade route
• area for media working on the event

Facilities

• fire-fighting equipment (see section 6.4)
• water points (see section 6.4)
• areas for lost children (see section 6.12)
• electricity (see section 6.17)
• gas cylinders (see section 6.17)
• seating arrangements
• security guards (see section 6.18)
• waste receptacles (see section 9.3)
• first aid facilities (see section 9.5)
• facilities for people with a disability (also see 11. Accessibility).

This is not an exhaustive list. Your site plan should reflect your particular event’s characteristics.

6.11 OPERATIONAL STAFF

You should consider having people with particular expertise at the event site to deal with situations that might arise. The staff you require could include:

• experts in handling hazardous materials e.g. fireworks (see section 6.13)
• electricians, gas fitters and plumbers (see section 6.17)
• security guards (see section 6.18)
• medical/first aid staff (see 9. Health)
• qualified sound and lighting technicians (see 9. Health)
• qualified personnel if the event is to be held on water (see NSW Maritime Authority in 4. Who should you talk to?

6.12 LOST CHILDREN

For a large event it is advisable to make arrangements for lost children. This could include setting up an area where lost children can be looked after and where carers can look for them. Arrangements for children and carers who become separated should be clearly communicated to event patrons (see 8. Communication plan).

All staff and volunteers working at the event should be aware of the procedures to be followed for lost children. The lost children’s area should be staffed with appropriately qualified employees or volunteers.

Note that all people (whether volunteers or employees) working with children must sign a “Prohibited Employment Declaration”. This declaration helps prevent unsuitable persons from working for your event in positions where they have direct, unsupervised contact with children.

For resources to help organisations become child-safe and child-friendly, visit www.kids.nsw.gov.au/safefriendly

For more details about the “Working with Children Check” contact the NSW Commission for Young People on (02) 9286 7276 or visit their website at www.kids.nsw.gov.au/check/intro.html

6.13 FIREWORKS PYROTECHNICS ETC

It is illegal to operate fireworks in NSW without a permit from WorkCover (also see WorkCover NSW in 4. Who should you talk to?). You must apply for the permit from WorkCover at least seven days before the event. The supplier or operator of the fireworks must also hold an appropriate licence from WorkCover.

If fireworks are planned for your event, you are also required to advise the following organisations:

• local council at least seven days before the event (see 4. Who should you talk to?)
• local fire brigade at least two days before the event (see NSW Fire Brigades/NSW Rural Fire Service in 4. Who should you talk to?)
• local police at least two days before the event (see NSW Police in 4. Who should you talk to?)
• any other applicable agencies or interested parties e.g. many outdoor venues such as the Royal Botanic Gardens will have their own requirements regarding the use of fireworks. (WorkCover can advise which agencies need to be contacted).

You are also required to seek written approval from:

• the land or property owner where the display will be carried out
• any neighbours who may be affected by the fireworks display.

Ensure you keep a copy of your permits and approvals for future reference (also see 5. Documentation).

For detailed information about the operation of fireworks and the permits required phone WorkCover on (02) 4321 5499 or visit their website at www.workcover.nsw.gov.au

6.14 ERECTION OF STRUCTURES

Before building any structures at your event you need to seek permission from the venue or landowner. Depending on the structure you may also be required to lodge a building or development application with the local council or provide certification by an engineer.

For safety reasons you should engage the services of an expert to build any structures required at your event. Structures might include:

• staging
• amusement rides
• lighting rigs
• marquees
• stalls.

6.15 WEATHER

The impact of weather on your event will depend on the activities you are coordinating. It is very important to carefully consider potential weather impacts and to include them in your risk assessment (see section 6.1) You should also have in place arrangements to deal with conditions such as:

• heat—provision of shelter, water, first aid, sun cream, mosquito repellent
• wind—provision of shelter, and ensuring structures and dangerous items are secure
• rain—provision of shelter, and protecting leads and wiring
• hail—provision of shelter
• cold—provision of shelter and warmth.

In the case of extreme weather it may be necessary to cancel or postpone your event to ensure the safety and security of those present. So, before the event, you should establish:

• conditions for cancellation/postponement
• who is responsible for deciding to cancel/postpone
• at what time you need to make a decision about cancelling/postponing an event
• how you will advise staff, volunteers, performers and people planning to attend the event of the cancellation/postponement
• contingency plans if the event is still able to go ahead.

This information should be included in your pre-event staff and volunteer briefings as well as in your event documentation (see 5. Documentation).

If you are running an event to generate income you might consider insurance that will protect you against loss in the case of cancellation. It is advisable to monitor weather forecasts in the lead-up to your event so you can plan for the predicted weather conditions. The Bureau of Meteorology can provide you with long and short-range forecasts.

For more information about the services provided by the Bureau of Meteorology phone (02) 9296 1555 or visit their website at www.bom.gov.au

6.16 LIGHTING

If your event will be held at night or in a dark venue, it is essential to ensure there is enough light to see walkways and exits in case of an evacuation. You should also ensure you have back-up generators to provide adequate lighting in case of blackout. It is advisable to have the services of a qualified electrician on site in case problems arise with lighting equipment.

6.17 ELECTRICITY/GAS CYLINDERS/OTHER HAZARDOUS MATERIALS

If your event will be using hazardous materials such as electricity, gas, chemicals and fireworks, it is vital that you seek expert advice about their safe use and storage. Safety procedures should be communicated to all staff, volunteers, contractors and others who could come into contact with the materials.

You should ensure that:

• reputable suppliers are used
• items such as gas cylinders and generators are tested, are in good working order and safely stored
• gas cylinder tags are clearly displayed
• back-up plans exist in case equipment such as generators fail
• all electrical cords and extension leads are tagged and tested
• appropriate fire extinguishers are provided and staff are trained in their use and
aware of their locations
• placement of any hazardous material is clearly marked on your site plan (also see section 6.10)
• a system exists for checking equipment of contractors on site, especially caterers.

It is a good idea to have someone with expertise in working with electricity, gas, etc. present at the event in case of equipment failure or an emergency situation. Often the venue manager or landowner can provide details of someone with experience and knowledge of your event site.

6.18 SECURITY GUARDS

A security guard service licensed for crowd control and with events experience can provide invaluable expertise to help manage potential risks at your event. It is highly recommended that you consider using security guards at your event if:

• large crowds are expected (see section 6.9)
• large sums of money will be processed at the event (see section 6.19)
• there will be alcohol at your event—either for sale or BYO (Section 6.8). Note that for most large licensed events, the licensing arrangements will require that a minimum number of security officers be employed, who have been trained in the responsible service of alcohol
• protection of assets is needed
• your risk management planning identifies any other high security risks that are likely to occur at the event.

If you do contract a security company, it is advisable to liaise with them during the event planning stage.

NSW Police is responsible for regulating the security industry. For more information about security licensing call the police on 1800 622 571 or visit their website at www.police.nsw.gov.au

6.19 DEALING WITH MONEY

Whether you are fundraising or running an event for profit there are money-related issues you need to consider, including:

• gaining a fundraising authority from the Office of Liquor, Gaming and Racing (see 14. Fundraisingfor more information)
• making arrangements for the collection of money at your event:
   —gate collection—is fencing needed?
   —collecting at dispersed locations—how to secure staff and storage?
   —transferring money to a secure location during the event—how often and how best to do this, and where can money be securely stored?

Any staff handling large sums of money at your event must be trained in correct procedures (contact WorkCover NSW at www.workcover.nsw.gov.au for more detailed information). It is also advisable to use security guards in this instance (see section 6.18).

You should consider whether you will still make a profit at your event after the necessary money-handling precautions have been put in place. You may decide it is not worth your while to collect money at the event.

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