How to organise events
Organising your event
| Locations and venues
| Getting permission
| Event safety
| Event security
| Resources
| Waste management
| Traffic management
| Funding and your budget
| Licences
| Insurance and damage
| Pay your invoice
Preparation of a safety plan
As part of the event safety planning, the hazard management plan will assist
you in highlighting and documenting the key issues relating to your event.
Hazard management plan
In order to create a hazard management plan, answer the following questions:
- what
could go wrong - risk
- what
could cause it to go wrong - hazard
- what
is in place to prevent it going wrong - risk control
- Who is responsible for implementing and checking the risk control
measures.
By working through each element of your event, with the questions above, you
will create a basic hazard management plan. We have designed a simple hazard
management template to assist you in documenting event hazards.
Hazard management plan guideline (195kb) PDF
To
view PDFs download Acrobat Reader from the
Adobe
website. Further
help on how
to view PDFs.
Contact
us if you wish to receive this guideline as a word document.
Safety factors to consider
This is a guideline on what safety factors to consider when planning your
event. Not all elements will be apply to your event, or we may ask you for
further details.
Environmental effects on people
- Event organiser to
consider the effect of wind/rain and UV protection
- Extreme weather conditions
- cancellation/postponement.
Participants
- Event organiser to show how they have considered age/experience/suitability
of participants in an event.
- Are objects being
carried, pulled or pushed - if so provide details.
- Accessibility needs - parking, toilet facilities, venue accessibility.
Ensure active steps are taken to accommodate people with disabilities.
- Refreshments
- Information line
- Lost children facilities
- Child supervision, eg
school activities
- Animals (if animals
are part of your event):
- What steps have you taken
to manage the control of animals at your event, eg supervision/animal waste
collected and disposed of appropriately?
- Is your contractor
registered for the trade?
- Isolation required -
circuit brakes / RCD / distribution boxes.
- Tripping hazards - cable
covers on power cords over high pedestrian usage areas.
Staging and structures
- Dimensions of structures
and stages.
- Include details - anything
over 1m requires building consent.
- Access to stage (stairs).
- Weight
- Ground stability - ensure
stages/structures are built on stable ground.
- Erection by whom -
competent tradesman used?
- Size sets, weight, and stability - do you require
building consent, eg above 1m?
Accident and health
emergencies
- First Aid
- Appropriate
fire
extinguisher onsite relevant to event, eg BBQ, umu.
- Key emergency contacts.
- Report/recording of
accidents (please report any accidents to your event specialist).
Waste management
- Toilet facilities.
- Rubbish collection/removal.
- Animal waste.
Set-up/pack-down
- How will you manage
safety at the event at set-up and pack down?
- Traffic management plan
- Signage
- Public notification
- Confirm with your event
specialists if a traffic management plan is required for your event
- Marshals
- Placement at
intersections.
- Parade/activities led by
marshals and following obstructions.
- Will you be using lead/tail marshals?
- Hi-visibility vests.
- Do you have a safety
briefing plan (please include roles and responsibilities of all marshals)?
- Surface and/or route to
be used
- Check route before event.
- Remove any obstructions
or obstacles.
- Cone off/sign post
hazards.
- Public transport route/stops around the event - safety of pedestrians accessing the site, roads and transport stops.
- Management of parking
- Marshals/drop off
zone/disability parking.
- Pedestrian management
- Is this event happening on a or near a busy traffic corridor or bus route?
- Identify and document the risks and management systems relating to pedestrians and traffic interaction
- provisions to barrier off and/or corral pedestrians to a safe road crossing point, cross point marshals
- Buses have a clear route into and out of the event. Shown on a TMP or site map
- Temporary bus stop provisions, are these shown on the TMP or site maps and are highly visible to drivers and pedestrians.
Vehicles participating
Activities
Security
Crowd control
- Fencing/barricades - is this required, please give
details.
- Alcohol.
- Protection of property.
- Briefings
- Responsibilities - are they clear and fully explained
and appropriate to the role of the person?
- Refreshments - will you have drinks or food available
for your staff and volunteers?
- Training - will you be providing training for your
staff and volunteers for their role and responsibilities on the day?
Emergency procedures
- Emergency plan (bomb threat, fire, earthquake).
- Hazardous substances - do you need to notify the fire service?
Miscellaneous
- Lifesavers - for any events on the water.
- Qualified lifesavers and rescue craft to be provided.
- Contingency plan - do you have a contingency plan or
rain date.
- Site map
- Alcohol
- Communication plan internal/external.
- For Auckland City Council-organised events - all
contractors must be health and safety approved.
- How will the event be managed on the day, key
contacts, etc?
- Banners/signage - are these secure?
- Are there any site specific hazards?
High risk
Other relevant
information
- Include any other information relevant for the safety of
your event.
This is a guideline only and the nature of your event may
mean some of these points are irrelevant, or that you may be asked for further
information.
Published August 2009
