The Event Organiser has an obligation to provide a safe environment for the public and to ensure appropriate care, safety and any training requirements are provided for staff and volunteers involved in running the event. This includes contracting specialists in required areas that event staff do not specialise in themselves, including First Aid respondents and on site security when necessary.
It is essential that you provide adequate facilities and qualified personnel to administer first aid. There are many professional contractors you can hire to provide this service at events. St John Ambulance is one organisation that may be available to hire to provide volunteer first aid responders. It is also strongly advised that your event staff have first aid training to assist in the case of emergency.
Security may be required at your event, either during, before or even after. Security may be needed to assist event staff during the event or possibly to monitor an event site or equipment overnight or out of hours. There are many professional contractors you can hire to provide this service at events. Event Security can help to provide a feeling of safety for patrons. Particularly when there is high crowd attendance or service of alcohol at an event. Please discuss the exact security requirements with the contractor prior to booking to ensure you have the right guard for the job. For example, an RSA qualified guard for service of alcohol.
Working with Children
It is essential that anyone working with or alongside children at your event including staff, volunteers and event contractors have a valid Working With Children Check number (WWCC). This can be applied for via Service NSW.
Event risk assessment and management is the careful examination of your event activities and the surrounding location in order to identify potential hazards and prepare measures to reduce the risk to the lowest practical level. For example:
- Large events attracting families are at risk of dealing with lost children – how will you deal with this situation?
- Outdoor events risk being affected by weather – how would high winds, rain, storms or a heatwave impact your event? The following link to Risk Assessment and Risk Management from the NSW Government's Event Starter Guide will give you an idea of what to consider when planning your event and how to minimise the associated risks: NSW Government Event Starter Guide Risk Management
The aim of an Emergency Plan is to minimise the threat to life and damage to property. For Major events, contact your local police to discuss any requirements and to seek advice on any known issues and how they might be managed.
Your Emergency Plan should include details like:
- Access to site for emergency vehicles – this is essential for ambulance or police entry and exit of your event site, prior, during and post event.
- An evacuation procedure - if using a Council owned hall, the building should already have an evacuation procedure in place, check when booking your venue
- A communications plan - make sure all staff know the chain of command in an emergency and the procedure for communicating with each other and the public. Radio communication for key personnel at Large and Major events is highly recommended.
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