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Whenever you hold a public gathering, you may need to provide a level of first aid. The level and type of first aid will depend on the nature, size and type of event. The event venue may stipulate the level as a condition of hire.
If your event is held on or near water, you should also consider if aquatic rescue services are required.
You may elect to appoint a first aid provider to provide first aid services for your event. There are a number of first-aid providers in the A.C.T. You will need to ensure they are registered. For information on first aid providers visit the A.C.T. Emergency Services Agency (ESA) website.
In addition, you must ensure that your key staff and personnel carry a current Senior First Aid Certificate.
Safety Risk Esposure A number of key factors affect the level of risk to which an event organiser is exposed. They also impact on the level, and expense, of public liability insurance that the event organiser will require. Insurance indemnifies the organiser from any legal liability arising from the activities they conduct. Residual risk could give rise to these legal liabilities.
Electrical products sold in Australia must comply with relevant Australian standards of performance and safety. Electrical items are tested and given approval numbers which indicate to the community that the product has met the applicable standards. A business has a responsibility, when selling second-hand items of electrical equipment, to ensure that the items are tested and still meet the required standards.
For further information refer to the Standards, Codes and Legislation Section of the A.C.T. Planning and Land Authority (ACTPLA) website or or content ACTPLA on telephone 6207 7161.
It is good event management practice to develop an incident register and complete incident report forms for all incidents that occur at your event. If you are having alcohol or security is employed at the event it is mandatory to have an incident register. Incident documentation should identify all reporting obligations and relevant contact details.
An incident is 'any unplanned event that could have, or did cause, an injury or property damage'. Regardless of the severity of the incident, it is appropriate to document the details of all incidents.
There are a range of issues you should consider regarding the holding of an event including:
traffic flow;
road closures;
public transport;
parking; and,
emergency access and regress.
You should approach Territory and Municipal Services Roads A.C.T. webpage about any possible traffic and transport issues that could arise as a result of your event activity. This includes setting up and dismantling the event site. Roads A.C.T. will advise you about who you need to speak to and the documentation you may need to provide.
Transport Management Plan
If you anticipate that your event will have an impact on traffic and/or transport then you might be required to develop a transport management plan (TMP) and Roads A.C.T. will advise accordingly. You should work closely with them in preparing the TMP so that you include all relevant information. You may need to employ the services of a professional agency to prepare your Transport Management Plan.
The TMP will address all issues associated with traffic and transport at your event including (but not limited to):
event summary;
contact details;
traffic control plan ( describing how you will control the movement of traffic affected by the event activity);
assessment of risks involved in the control and movement of traffic around the event including occupational health and safety issues;
arrangements for people with a disability;
details of public liability insurance;
any special approvals required for the event, e.g. from police if the event is a road-race;
evidence that appropriate authorities have been notified about the event
any alternative route to be taken by traffic during the event;
parking arrangements;
public transport arrangements;
contingency plans;
special event clearways; and,
the impact of heavy vehicles.
You should begin discussing your TMP with Roads A.C.T. as soon as practicable but no later than four months before the event.
Road Closures
If your event requires the closure of any public roads you will be required to submit a transport management plan. You may need to employ the services of accredited traffic marshalls.
Reasons to close roads include:
to set up/pack up the event;
the event activity takes place on roads e.g. road-race or marathon;
large numbers of pedestrians are expected;
trucks will be moving large objects; and,
heavy vehicles will be used.
You should speak to Roads A.C.T. to discuss temporary road closures, parking, traffic control devices and traffic management plans. There is a legal requirement that you give residents affected by road closure at least seven days notice by advertising the closures in local and/or metropolitan newspapers as directed by Roads A.C.T. (this will depend on the impact of the event .
Further information for event organisers is available in the following Roads A.C.T. Special Events Handbook .
Parking
It is important to provide sufficient parking for people attending and working at the event. If your event is not accessible by scheduled public transport it may be necessary to provide hired shuttle bus services and/or additional parking spaces.
If existing parking facilities at the event location are inadequate, consider nearby parking stations. If you need to set up additional parking areas, certified traffic marshals might be required. Remember to provide easily accessible parking spaces close to the event for people with a disability.
When planning where to put parking, ensure you allow access for emergency vehicles. Parking areas and vehicle entrances and exits should be indicated on your site plan and car parking should be communicated to patrons before the event. You may be required to submit a parking plan as part of your transport management plan.
Pedal Power A.C.T. is a community group that promotes the use of bicycles as a form of transport. They can supply temporary bike racks for your event to encourage patrons to come to your event by bike.
An event that is serviced by public transport has a number of advantages, including:
A reduction in congestion on roads around the event.
Fewer parking facilities are required for private cars.
The event is more accessible to people who cannot travel by car.
You should also consider coordinating public transport that is accessible to people with a disability.
For advice on providing a range of sustainable transport options, contact the Sustainable Transport Officer at transportplanning@act.gov.au . To encourage event visitors to use public transport, your event can make reference to the ACTION Transit Trip Planner .
If you are holding a large event you should contact the relevant transport agencies to discuss the coordination of transport services to and from your event including designated drop off and pick up zones and changes to traffic conditions. For a list of local cab and bus services refer to the yellow pages.
Transport information and regulations can be found on the Territory and Municipal Services website.
For a large event it is advisable to make arrangements for lost children. This could include setting up an area where lost children can be looked after and where carers can look for them. Arrangements for children and carers who become separated should be clearly communicated to event patrons.
All staff and volunteers working at the event should be aware of the procedures to be followed for lost children. The lost children’s area should be staffed with appropriately qualified employees or volunteers.
Note that all people (whether volunteers or paid staff) working with children must sign a 'Prohibited Employment Declaration'. This declaration helps prevent unsuitable persons from working for your event in positions where they have direct, unsupervised contact with children.
For resources to help organisations become child-safe and child-friendly, visit the Community Services Directorate Child Safe Organisations webpage for links to helpful information and guidelines.
Also on the Directorate’s website is a document related to the Screening of people working with Children.
It is an offence to sell a product which is subject to a banning order. Products are sometimes banned from sale a long time after they first entered the market place. The Office of Regulatory Services and the Australian Competition and Consumer Commission (ACCC) can provide lists of banned products and more specific product safety information.
Accreditation is an important tool for ensuring appropriate levels of access and security are maintained at your event. Accreditation also identifies your event team, volunteers, staff authorised personnel.
The type of accreditation you decide to produce will depend on your budget, resources and numbers required.
Your accreditation may come in the form of:
photo accreditation (including a passport photo of the holder); or,
laminated cards (basic card indicating level of accreditation).
To support your accreditation you will also need to ensure staff and volunteers are briefed in the conditions of each accreditation level and appropriate signage is in place to assist with access control.
Effective communication is vital to the success of your event. This includes during the planning process right through to implementation.
Prior to your event consider:
meetings with documented agendas and minutes; and
organisational structure and communication channels.
At the event consider:
two way radios;
loud Hailers;
public address (PA) systems;
mobile Phones;
internet and wireless communications; and,
meetings and briefings.
Identify who has the expertise to handle various situations and ensure this is communicated and understood.
If your event will be held at night in a dark venue, it is essential to ensure there is enough light to see walkways and exits in case of an evacuation. You should also ensure you have backup generators to provide adequate lighting in case of a black out. It is advisable to have the services of a qualified electrician on site in case problems arise with lighting equipment.
External lighting may also affect nearby residences and could be a potential breach of the Environment Protection Act 1997 . Contact the Environment Protection Authority for further information.
Walk your venue at night to personally view the lighting. This is the best way to assess adequacy of lighting. Some guidance to Australian Standards on lighting are available on the Territory and Municipal Services Design Standards for for Urban Infrastructure webpage
Before building any structures at your event, you need to seek permission from the venue manager or land owner. Depending on the structure, you may also need to lodge a building or development application with the A.C.T. Planning and Land Authority Design and Build webpage, or provide certification by an Engineer.
For safety reasons, you should engage the services of persons or organisations with appropriate expertise to build any structures required at your event. Structures might include:
staging;
amusement Rides;
lighting Rigs;
marquees;
stalls; or,
tiered seating stands.
Persons or organisations with appropriate expertise should provide their own public liability and or product liability insurance, and may be able to indemnify major structures constructed by them.
For example, even a minor structure such as a sign may become a serious hazard in a strong gust of wind, if not correctly installed/attached. Wherever possible require suppliers and service providers to provide certificates of currency covering their goods and services.
A.C.T. Fire and Rescue Fire Safety views temporary structures as permanent structures for the purpose of fire safety. A requirement to erect temporary structures will need to comply with fire safety requirements. Further information may be found on the A.C.T. Fire and Rescue website or telephone the Risk and Analysis section on 6207 8371.
Temporary structures are not to be erected over hydrants and adequate room must be allowed for emergency operations.
Sprinkler systems need checking - for danger of damage to underground installations by tent pegs. Consider danger to electrical systems e.g. sprinkler systems timed to start operating during the event.
Trip hazards – consider tent pegs and cables as potential trip hazards.
Beware of utility services also. Diagrammatic plans of these networks can be obtained by calling “Dial Before You Dig” on 1100 or on the Dial Before You Dig website.
Blue-green algae and waterborne microbial pathogens can pose health risks to recreational water users. Organisers of events that will be on or near water should contact the Health Protection Service on 6205 1700 for advice on the latest water quality testing results for A.C.T. waterways. The Health Protection Service can provide information on the health risks posed by blue-green algae and microbial pathogens and how to minimise these risks at events.
You may also want to consider hiring lifeguards or having SES attend events that are being held on water.
The Environment Protection Authority and the A.C.T. Health Directorate are responsible for any closures on A.C.T. waterways. You should contact them for advice.
Lake information:
The impact of weather on your event will depend on the activities you are coordinating. It is very important to carefully consider potential weather impacts and to include them in your risk assessment. You should also have in place arrangements to deal with conditions such as:
Heat - provision of shelter, water. First Aid, sun cream, mosquito repellent (further information and fact sheets on heat-related stress can be obtained by calling the Health Protection Service on 6205 1700).
Wind - provision of shelter, and ensuring structures and dangerous items are secure.
Rain - provision of shelter, and protecting leads and wiring.
Hail - provision of shelter.
Cold - provision of shelter and warmth.
Fire Bans due to extreme weather.
In the case of extreme weather it may be necessary to cancel or postpone your event to ensure the safety and security of those present.
So, before the event, you should establish:
conditions for cancellation/postponement;
who is responsible for deciding to cancel/postpone;
at what time you need to make a decision about cancelling/postponing an event;
how you will advise staff, volunteers, performers and people planning to attend the event of the cancellation/postponement; and,
contingency plans if the event is still able to go ahead.
This information should be included in your pre-event staff and volunteer briefings as well as in your event documentation.
Check to see if your venue has an existing Emergency Evacuation Plan for weather. This may save you a lot of time and money.
It is advisable to monitor weather forecasts in the lead-up to your event so you can plan for the predicted weather condition. The Bureau of Meteorology (BOM) is a useful resource, particularly if you plan to hold your event outdoors. It can provide you with long and short-range forecasts. You can also find historical data on the BOM website to assist with the planning and preparation of your event.
Volunteers can provide invaluable assistance in the coordination and running of an event. Volunteering A.C.T. can assist member organisations with recruitment of volunteers through the Volunteer Referral Service. For further information call the Centre for Volunteering on 6251 4060.
You need to be aware of your rights and responsibilities in relation to volunteers. These include:
Insurance – professional advice should be sought about the type of insurance you will require to cover volunteer activity. You should also check to ensure that any existing insurance policies cover volunteers. Some you might consider are:
Volunteers/workers personal accident;
Public liability;
Motor vehicle; and.
Professional indemnity liability.
Occupational health and safety – volunteers are entitled to the same safe conditions that are provided to paid employees.
Appropriate orientation and training – to ensure volunteers are able to do their assigned job effectively. Note that volunteers serving alcohol at a licensed event must be trained in the responsible service of alcohol.
Reference, police or other checks – depending on the role assigned to a volunteer (such as working with children) it may be necessary to carry out checks. If checks are relevant, volunteers should always be advised and their permission sought.
To make your event accessible to as many people as possible, you should aim to cater for people with disabilities.
Accessibility considerations include:
Event Information: consider how details of your event are to be communicated to persons with accessible needs Refer to the Web Content Accessibility Guidelines .
Travel to and from the event: public transport and parking (refer to Transport and Traffic Management).
If your event is ticketed, consider pension card holder prices. Also give consideration to whether or not the ticket price includes provision for a carer.
Accessible facilities such as toilets, hearing loops, interpreters for people with hearing impairment (Auslan), seating and sight lines.
Accessibility around your event site. Ensure the width of pathways, entrances and exits can accommodate accessible needs such as including ramps and kickboards (refer to Building Code of Australia and Australian Standards).
Ensure special consideration for persons with the need to have a guide dog.
For more details about accessibility issues related to special events contact the Community Services Directorate Telephone: 6207 1086 TTY: 6205 0888
A.C.T. Council of Social Services (ACTCOSS) can assist you with the formation of policy and procedures to make your event accessible to the whole community.
It is likely that your event will have an impact on the environment. Some events require an authorisation from the Environment Protection Authority. Applications need to be submitted to the Environment Protection Authority a minimum of 30 days prior to the start date of the event.
Consider the following:
damage to natural environment and infrastructure;
excessive noise (e.g. concerts, burnouts, etc.);
noxious gases (e.g. burnouts);
high levels of dust (e.g. car rally during drought);
garbage and recycling/reuse opportunities (e.g. food and drink wrapping/containers);
toilet facilities and water consumption;
cooking oils and similar cooking waste;
energy and fuel consumed onsite and greenhouse gas emissions; and,
sustainable procurement options to reduce environmental impact.
The A.C.T. has adopted strong and ambitious greenhouse gas reduction targets to meaningfully address climate change and create a low carbon future for Canberra. The Climate Change and Greenhouse Gas Reduction Act 2010 commits the A.C.T. to making a 40 per cent cut in emissions, based on 1990 levels, by 2020 and 80 per cent by 2050.
For further information on A.C.T. greenhouse gas targets and how the community can monitor, manage and improve the environmental impacts of an event, refer to the Environment and Sustainable Development Climate Change webpage.
Visit the Environment and Sustainable Development Directorate Portal for further guidance on climate change, sustainable use of energy, water and waste and pollution issues.
Damage to Environment and Infrastructure
You should consider the impact your event will have on the environment, and whether the environment may present hazards for your event.
For example consider sprinkler systems. You should check for danger of damage to underground installations by tent pegs, or danger to electrical systems from sprinkler systems timed to start operating during an event. Check that grass is cut before the event to prevent grass hiding hazards such as hollows, rocks, stakes or similar dangers.
Note that liability for repair of damage to infrastructure and environment may include refurbishment of damage to parkland and grass verges, for example as a result of vehicle movement and parking.
Noise
It is illegal for offensive noise to emanate from a public place so it is important to carefully consider the impact noise will have on the surrounding environment. Consult with the venue/landowner and A.C.T. Government about managing noise at your event, especially as some venues have maximum noise levels.
If using a public address system you should consider the following:
Times of use.
Position of speakers.
Direction of speakers.
Sound checks.
Noise monitoring-who will do this and how?
Contractual obligation with musicians.
Consider the predominant direction of the wind.
Events can generate huge amounts of waste and it needs to be dealt with efficiently and quickly.
You should consider the following:
The number and location of bins at venue.
If you require extra bins.
What sort of waste will be produced.
How you can minimise waste produced at your event.
Whether recycling is possible during your event.
Whether the bins will need to be cleared more than once.
How waste that is not put into bins will be managed.
How the waste will be disposed of from the site.
How the waste water produced by food stalls will be managed.
You can contact ACTSmart at ACTSmart@act.gov.au to get further advice and assistance on how to minimise and manage the waste at your event. The Territory and Municipal Service website also has extensive information on where various items can be recycled in the A.C.T.
If you will be producing waste water or any special waste products you should refer the Territory and Municipal Services Recycling and Waste webpage and Health Protection Service as they will assist you with proper disposal methods.
Your venue should also be able to assist you with finding suitable waste contractors for you to use during your event.
Have you considered the impact of your event on your participants’ health? Here are a few simple ideas to help you make your event a healthy one.
Providing Healthier Food and Drinks
The Heart Foundation has published the Guide to Healthier Catering, a practical guide to serving healthier food and drinks when catering for events.
Consider providing free access to water that is from a safe supply to help promote water as the drink of choice.
Consider inviting local food growers and producers to showcase their produce by conducting free tastings, cooking demonstrations, or even by participating as a stall holder.
If providing giveaways to kids consider non-food or healthy food items as prizes.
Promoting Physical Activity
Consider if people can walk or ride their bike part of the way or all the way to your event. Publicise bus stops close to your event and consider secure bike parking.
Promote active choices at your event by placing a sign next to lifts/escalators suggesting people take the stairs instead and include physical activity exercise breaks as part of the event.
Promoting Sun Smart Messages
If your event is outdoors, plan and provide adequate shade. The Cancer Council A.C.T. can provide a SunSmart Events Package . Where possible plan outdoor activities outside 10.00am – 3.00pm when the UV index is at its highest (from the first of September through to the end of April) and provide SPF 30+ sunscreen.
Copyright
If you are having live or pre-recorded music (either a recording or music video) at your event, and that music is protected by copyright (as most music is), you will need to obtain a licence at least 72 hours prior to the event.
If there is live music only you will require a licence from the Australasian Performing Rights Association (APRA). Recorded music (either a recording or music video) is protected by two types of copyright so if you are using recorded music at your event you will need to obtain a licence from both APRA and the Phonographic Performance Company of Australia (PPCA).
For more information concerning APRA’s Event Licences refer to their website or call 9935 7900.
Phonographic Performance Company of Australia
The Phonographic Performance Company of Australia Limited (PPCA) is a national, non-government, non-profit organisation representing the interests of record labels (licensors) and Australian recording artists.
If you intend to broadcast, communicate or play recorded music or music videos publicly then you will require a license from PPCA. Refer to the PPCA website for further information or call 8569 1100.
Insurance
You should ensure that performers have insurance to cover their activities while at your event. You should sight their insurance as well as seek professional advice about the insurance you need as the event organiser.
Occupational Health and Safety
You have a duty of care in relation to the health and safety of performers at your event. During your risk assessment, identify any potential hazards for performers and take steps to minimise those risks.
If your performers do not have their own insurance and you intend covering them on your insurance premium then they become a “worker” and you must conduct a Workplace Health and Safety induction.
Remember also that performers may need facilities in which to change their clothes, do their make-up etc.
Contracts
It is advisable to have a written contract with all performers at your event. You should seek professional legal advice about the contents of a performer’s contract.
With penalties now imposed for breach of noise by Environment Protection Authority it is advisable to have noise limits with penalty clauses in your contract for performers.
The Arts law Centre of Australia website has low cost sample contracts for sale, free information on arts law and arts insurance, and can provide free legal advice.
Event organisers should ensure arts workers are paid correct wages. The relevant union is the Media Entertainment and Alliance .
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