Risks associated with your event must be identified and procedures put in place to minimise or eliminate these risks prior to 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 Manager/Organiser. It may be necessary to undertake a risk assessment for an event and implement appropriate risk management controls.
Occupational health and safety (OHS) – ensure the safety of your event for guests and staff. For example, think about staff lifting and moving heavy boxes for an event and look at having a trolley available. Also have a first-aid kit available on-site and ensure all event spaces (and bathrooms) are free of spills.
Wet weather contingency – have a wet weather back-up venue planned just in case if you are holding an event outdoors. If there are no alternative options, consider tents with appropriate flooring, all-weather power leads, ‘non-slip’ rubber mats, adequate signage and ACU-branded umbrellas or ponchos.
Fire alarms – ensure you are aware of the evacuation exits and the procedure before the event commences. Ensure all event assistants are aware also. If you are using an external venue, request this from your event contact if they have not offered this to you. This should be included in your housekeeping by the MC at the start of your event.
Ensure guests are comfortable – ensure the event venue can accommodate the number of guests without blocking the exits, have water available, ensure the air-conditioning is working and there is adequate shelter for breaks if holding refreshments outdoors. Be sure to advise guests of any part of the event that is being held outdoors, so they can come prepared with hats, sunscreen, appropriate footwear/clothing etc.
Insurance – Refer to the Insurance Policy for insurance on the ACU website. If you require any more information about insurance at ACU, please contact Rajan Wiley, Insurance Manager, on ext: 2945 or email firstname.lastname@example.org.