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Department of Justice and Community Safety

Guide to Public Events in the ACT

Step 3 - Event Organisation Checklist

Following is a range of issues likely to need consideration when organising an event. Each subject area is linked to a page with some further clarification and contact details and/or links to organisations and web sites that you may need to contact for detailed information, assistance, guidance, permits, authorisations, etc.

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Food and Alcohol

If you are serving food at your event, there are certain requirements under the Food Act 2001.

To sell alcohol you must obtain a Permit from the Office of Regulatory Services. The availablity of alcohol at an event introduces a range of risk management issues that must be addressed by the organiser.

Regulated Activities

As events can encompass a diverse range of activities you should check whether any of the activities at your event are subject to controls.

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Common Hazards

The linked page provides information and access to information regarding common hazards associated with events. It is not intended to be, nor is it feasible to provide, a comprehensive list as there will be hazards unique to individual events that the organiser will need to identify and address as appropriate.

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Traffic and Transport Issues

There are a range of issues you should consider regarding the holding of an Event including:

  • Traffic flow
  • Road closures
  • Public transport
  • Parking

You should approach Roads ACT (6207 6601) about any possible traffic and transport issues that could arise as a result of your event activity. This includes setting up ( bump-in) and dismantling ( bump-out ) the event site. Roads ACT will advise you about who you need to speak to and the documentation you may need to provide.

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Managing Money and Crowds

A security guard service licensed for crowd control and with events experience can provide invaluable expertise to help manage potential risks at your event. It is highly recommended that you consider using security guards at your event if:

  • large crowds are expected
  • large sums of money will be processed at the event
  • there will be alcohol at your event-either for sale or BYO

Environmental Impact

Will your event have an impact on the environment.

Consider the following:

  • damage to environment and infrastructure
  • excessive noise (eg concerts, burnouts, etc.)
  • noxious gases (eg. burnouts)
  • high levels of dust (eg. car rally during drought)
  • garbage (eg. food and drink wrapping/containers)
  • toilet facilities
  • cooking oils and similar cooking waste
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Providing Music and Entertainment

Some of the issues you will need to take into account if you are using performers, live music and/or pre-recorded music at your event are:

  • Copyright
  • Insurance
  • Additional occupational health and safety issues
  • Contracts

Funding Suggestions

If you will be raising money at your event your organisation may need to be authorised. Event organisers also have responsibilities in respect of volunteers.

Administration Issues

To make your event accessible to as many people as possible, you should aim to cater for people with disabilities.

You should always evaluate your event to determine what worked well, what didn’t work well and where improvements could be made.

Respecting Australian Indigenous in the form of a traditional welcome is a general practise of special significance.

Public Events Guide Contents