Risks associated with your event must be identified and procedures put in place to minimise or eliminate these risks before the event. Look at what could go wrong and what action you can take to avoid this from happening. This responsibility lies with the event coordinator/organiser and it may be necessary to undertake a risk assessment for an event and implement appropriate risk management controls. A risk checklist and assessment form should mainly be used for larger public events where external guests are attending.
A venue, campus or event location are places of work, therefore, it’s imperative that all staff within the work space follow standards and regulations to ensure a safe workplace for all. Refer to the ACU Risk Management webpage for more information. Also refer to the ACU risk assessment procedure for guidance on completing the Risk Management checklist and assessment.
Risk assessments and checklists are used to determine which risks may present the greatest threat to an event and the consequences that may result (i.e. the highest risk rating). Event coordinators/planners can effectively manage risks by anticipating, understanding and making sensible decisions on how to manage and control risks. Allow time for this detailed planning to ensure that your event is a safe and successful one, not just for the guests attending, but also for ACU and our positive reputation. Risk scores are determined by assessing the likelihood of risks occurring, along with the consequences that will result in the risk occurring. If any risk returns a hire score, additional resources should be allocated to ensure risks are significantly reduced. If the risk cannot be reduced, please speak to the Risk Management team and your manager about determining whether the event should go ahead.
See below for some brief examples of what you should think about during event planning and prior to completing the checklist:
Workplace health and safety (WHS) – ensure events are safe for guests and staff. For example, is there a need for staff to lift and move heavy boxes? If so, consider having a trolley available. Ensure there is a first-aid kit available on-site and all event spaces, including bathrooms, are free of spills.
Wet weather contingency – have a wet weather back-up venue planned if you are holding an event outdoors. If there are no alternative options, consider a marquee with appropriate flooring, all-weather power leads and cord-covers, non-slip rubber mats, adequate signage, and umbrellas or ponchos. Umbrellas can be purchased from the merchandise site.
Fire alarms – ensure you and your staff are aware of the evacuation exits and procedures before an event begins. If you are using an external venue, request this information from your event contact. This information should also be shared by the MC at the start of your event.
Check your guests are comfortable – ensure the venue can accommodate the number of guests without blocking exits, have water available, check the air conditioning is working and there is adequate shelter for breaks if holding refreshments outdoors. Advise guests if any part of an event is being held outdoors so they can come prepared with hats, sunscreen, and appropriate footwear and clothing.
Insurance – refer to the Insurance Policy on the ACU website. If you require any more information about insurance at ACU, contact the financial accountant at email@example.com .
First aid and emergency assistance
check availability of a first-aid kit
if the function has a large number of attendees, check the availability of a first-aid officer
ensure fire extinguishers/hydrant(s) are serviceable and unencumbered
ensure emergency numbers are readily available
be aware of evacuation procedures and assembly points.