During your planning process it is essential to develop a Risk Management Plan so potential hazards are identified early and appropriate measures are put in place to reduce the likelihood of an incident occurring.
In order to create a thorough Risk Management Plan below are the key things that you’ll need to consider:
Risks should also be prioritised based on the most significant risks, and a staff member allocated to the management of each risk area to ensure ownership of its management. Some specific areas of attention your Risk Assessment should consider addressing are:
If you are looking to hold your event on public land, Council will require a copy of your risk assessment. Council will use this assessment to assist in determining whether the land is fit for the proposed activity. It is important therefore that you consider and document all risks relevant to the event and how you propose to manage those risks.
A Risk Assessment Template can be found on the Free Templates page and will help you manage and reduce the likelihood of incidents at your event.
First Aid Stations should be positioned in central locations with suitable access for emergency vehicles. Where there is more than one Station, distribute them evenly throughout the event site. Ensure that your first aid stations are well signed and highly visible to patrons and accessible (e.g. no stairs).
The following table gives an indication of what level of first aid is required at events; however this may change depending on the type and location of the Event.
|Event Visitors||First Aiders||First Aid Station|
St Johns Ambulance Coffs Harbour can provide further advice:
You will need to have a clear understanding of what your Insurances will cover, and any remaining area will need to be covered by the relevant parties. For example third parties such as Contractors, Entertainers, and Vendors are rarely covered in the overall Event Insurances so you will need to obtain up-to-date Certificates of Currency to ensure no activities are left uninsured.
Most typically Public Liability Insurance is required, and when hiring any Council managed venues or spaces $20,000,000 Public Liability Insurance is required, with Coffs Harbour City Council listed as an interested party on the policy.
Depending on the nature of your event and the requirements of the venue or land owner, other insurances may be required. These insurances may include (but not limited to):
Much of your ERP may have been identified in your event Risk Assessment, however things your ERP should factor include:
Copies of the ERP should be distributed to emergency services, any external agencies (such as RMS), all key stakeholders, staff and volunteers, and available at relevant points at the event venue.
A copy of the Emergency Evacuation Plan should be contained in the overall Event Management Plan.
If changing venues or locations due to predicted weather is not an option, consider the below issues that may arise and potential measures
|Extreme Heat||· Dehydration
· Insect born disease
|· Extra drinking water
· Provide sunscreen
· Extra shelter
· Insect repellent
|Extreme Wind||· Temporary Structures blowing away||· Secure Loose items
· Use suitable and substantial weights or pegs to secure structures
· Remove dangerous Items
|Extreme Wet||· Slip Trip hazards
· Electrical hazards
· Exposure to wet and cold
|· Closing off dangerous or affected areas of the event
· Extra shelter
· Reconfigure/cover electrical