Part of your role as an organiser of a show or event is to ensure there are:
- Plans in place relating to health and safety
- A process to ensure operators are competent
- Information provided about the site
- Anticipate the types of hazards people attending will be exposed to
- Reduce the risk of those hazards as low as reasonably possible
- When you are planning your event you need to work out how you as the organiser is involved. Are you acting as an Advisor only, assisting others in an event, conducting the event, or outsourcing the whole event? The more involved you are in organising the event the more health and safety responsibility you take on.
- Check your insurance and that it covers the activities you are planning to have at your event. What is the minimum public liability that your operators need to have? You don’t want to be left short with your insurance.
- Is there an age restriction for your event, or for the activities you are undertaking?
- What about the emergency equipment? Say you have an event with people at heights, what if they get stuck, how will you rescue them? You need to conduct a risk assessment to determine what emergency first aid equipment and security personnel you need.
- How many ‘Supervisor’ will oversee the safety of the event? For example if there’s a car event and you’re expecting a lot of people doing things they shouldn’t such as burn outs, you may need to consider having more visible ‘marshals’ wearing high vis walking around the event.
- Have you informed the local emergency services and given them a plan of the day.
- Who is your main point of contact to make decisions about safety? Are your Marshals confident to stop an event or ride immediately if they think it’s unsafe?
- Go through all the worst case scenarios and plan for each of those, including storms, fire bush fire, flood, large accident, medical emergency, escaped animal, protestors.
- Review the previous years and other events similar on what has gone wrong
- Forecast conditions for event day
- What checks do you have in place to ensure the stall holders, exhibitors and contractors are at a level of safety you are prepared to accept?
- What documentation are you going to ask for from them, insurances are a must but what about a list of the dangerous chemicals and copies of safety data sheets (information on what to do if its inhaled or causes harm to someone). Service history of equipment, registrations of design of amusement devices, checklists of safety set up of machinery?
- What level of supervision through the event are you going to have?
- Have you given them an induction with information such as emergency scenarios, procedures for bump in/ out, electrical lead testing and tagging, incident management, how to report unsafe things
- Ensure you have a risk register of all the hazards for the event including pre – during and post, it would be reasonable to have at least over 50 items on this list, and controls for each of them.
- Do you have forms or an App for operators to identify and quickly report unsafe things? We recommend the Take 5 App as a good reporting tool for our clients
- For each hazard identified, it should never be accepted as high, there should always be controls in place to either eliminate to reduce the risk to an acceptable level
- Document the controls
- Communicate the controls to all relevant stakeholders
- Conduct a post event review – what went well, what could have been done better
For more information check out the Regulators guide for events.
If you are interested in us managing the safety of your event, contact us here.
If you are interested in us managing your contractor safety documentation for free, contact us here.