Event planning and risk management

When organising your activity or event, it is important to assess all aspects of the activity, from set up to pack up.

Common event risks include:

• temporary structures (e.g. marquees)
• using equipment (e.g. BBQs)
• manual handling (e.g. moving tables)
• managing emergencies and first aid
• providing food and drink (e.g. food allergies, storage and preparation)
• service of alcohol (make sure you follow the responsible service requirements)
• working outdoors (e.g. weather conditions)
• operating vehicles
• using third-party services
• vehicle and pedestrian traffic management, including safe access and exits.

Event risk assessments

Your Event Risk Management Plan (ERMP) will ask you to check the risk assessments and control measures required for your event.

If event risks are covered by our centrally-managed risk assessments, you’ll be able to select these within the ERMP.

If you identify additional risks, you’ll be able to create your own activity-specific risk assessments (just make sure you’ve completed our risk assessment training first).

Manual handling

Setting up and packing down displays involves manual handling. Lifting, carrying or using unfamiliar tools can cause injuries.

You might need to:

• complete a risk assessment of manual handling tasks
• provide mechanical aids to reduce manual handling where possible
• train staff to use mechanical aids
• teach staff proper manual handling techniques
• show staff how to safely use hand tools like hammers, screwdrivers and staple guns
• organise for professional contractors to complete high risk work (such as moving of heavy furniture or setting up large marquees).

Access management and restricted area control

To maintain a safe event environment, it’s important to strike the balance between open access for attendees and secure control of restricted work areas.

You’ll need to have measures in place to keep everyone safe during the entire event timeline, from bump in to bump out. Make sure:

• event areas have systems to guide people along safe routes, including barriers, signage or traffic control
• emergency escape routes are available, especially where you use barriers or locked doors
• if you’re escorting a vehicle onto Monash grounds, you have a spotter walking in front of the vehicle to ensure pedestrian safety and help maintain the vehicle’s speed (it should move at walking speed)
• all restricted areas near the event are secure (lock doors to offices, labs and workshops)
• staff know to direct people away from restricted areas
• staff know what to do to maintain restricted areas (report unsupervised children or suspicious activity to the person in charge or security)
• any changes to work areas follow the OHS Management of Work Areas Procedure.

Outsourcing

You might outsource high-risk activities like catering, entertainment rides, transport or temporary structures.
To manage risks from outsourced activities, follow the OHS Contractor Management Procedure and OHS Risk Management Procedure.