The information provided in this document is intended for general use only. It is not a definitive guide to the law or to risk and safety management, does not constitute formal advice, and does not take into consideration the particular circumstances and the needs of your organisation. While every effort has been made to ensure the accuracy, adequacy and completeness of this information, THA Consulting cannot be held responsible and extends no warranties as to the suitability of the information in this document for any particular purpose and for actions taken by third parties. THA Consulting recommends seeking advice from qualified and experience legal personnel on issues affecting you before acting on any legal or risk matter.
3. Specific Risk and Safety Plans - Examples.............................................................................133.1 Sample Plans........................................................................................................................133.2 Response to specific incidents.............................................................................................143.3 Checklists.............................................................................................................................143.4 Sample Event Safety Checklists: Gas, Electrical, Food.....................................................143.5 Specific Safety Requirements..............................................................................................163.6 Insurance..............................................................................................................................173.7 Example: Site Coordinator Safety Pre-Festival Checklist..................................................18
EVENT SAFETY AND EMERGENCY MANAGEMENT.........................................................194. Human Resources and Contractors.........................................................................................19
4.1 Specific Roles and Responsibilities.....................................................................................194.2 Training and Inductions.......................................................................................................194.3 Venue Details......................................................................................................................20
5. Emergency Control Organisation and Planning......................................................................205.1 Emergency Control Organisation (ECO) and Emergency Planning Committee (EPC).....205.2 Emergency Control Centre (ECC).......................................................................................205.3 Emergency Response Procedures........................................................................................205.4 Sample: Roles of Chief Wardens, Deputy Chief Warden, Wardens, Communications Officers, Emergency Response Team............................................................................................21
Note: This is a sample template only. The risk, safety and emergency plan should be developed in conjunction with relevant stakeholders and
adapted to suit the event.
3
Creates value
Integral part of organisational processPart of decision making
Explicitly addresses uncertainty
Systematic, structured and timely
Based on the best available information
Tailored
Takes human and cultural factors into account
Transparent and inclusive
Dynamic, iterative and responsive to change
Facilitates continual improvement and enhancement of the organisationPrinciples (Clause 3)
Mandate andcommitment (4.2)
Design of framework for managing risk
(4.3)
Continual improvement
of the framework
(4.6)
Implementing risk
management (4.4)
Monitoring and review
of the framework
(4.5)
Framework (Clause 4)
Establishing the context (5.3)
Risk Assessment (5.4)
Risk identification (5.4.2)
Risk analysis (5.4.3)
Risk evaluation (5.4.4)
Risk treatment (5.5)
Process (Clause 5)
Com
munication and consultation (5.2)
Monitoring and review
(5.6)
Risk Management: Principles and GuidelinesAS/NZS ISO 31000:2009 Risk management – Principles and guidelines. Relationship between risk management principles, framework and process
Risk Management Principles (source: ISO 31000:2009, Risk Management, p.7)
For risk management to be effective, an organisation should at all levels comply with the principles below.
a) Risk management creates and protects value.Risk management contributes to the demonstrable achievement of objectives and improvement ofperformance in, for example, human health and safety, security, legal and regulatory compliance, publicacceptance, environmental protection, product quality, project management, efficiency in operations,governance and reputation.
b) Risk management is an integral part of all organizational processes.Risk management is not a stand-alone activity that is separate from the main activities and processes ofthe organisation. Risk management is part of the responsibilities of management and an integral part ofall organisational processes, including strategic planning and all project and change management processes.
c) Risk management is part of decision making.Risk management helps decision makers make informed choices, prioritise actions and distinguishamong alternative courses of action.
d) Risk management explicitly addresses uncertainty.Risk management explicitly takes account of uncertainty, the nature of that uncertainty, and how it can beaddressed.
e) Risk management is systematic, structured and timely.A systematic, timely and structured approach to risk management contributes to efficiency and toconsistent, comparable and reliable results.
f) Risk management is based on the best available information.The inputs to the process of managing risk are based on information sources such as historical data,experience, stakeholder feedback, observation, forecasts and expert judgment. However, decisionmakers should inform themselves of, and should take into account, any limitations of the data ormodeling used or the possibility of divergence among experts.
g) Risk management is tailored.Risk management is aligned with the organisation's external and internal context and risk profile.
h) Risk management takes human and cultural factors into account.Risk management recognises the capabilities, perceptions and intentions of external and internal peoplethat can facilitate or hinder achievement of the organisation's objectives.
i) Risk management is transparent and inclusive.Appropriate and timely involvement of stakeholders and, in particular, decision makers at all levels of theorganisation, ensures that risk management remains relevant and up-to-date. Involvement also allowsstakeholders to be properly represented and to have their views taken into account in determining riskcriteria.
j) Risk management is dynamic, iterative and responsive to change.Risk management continually senses and responds to change. As external and internal events occur,context and knowledge change, monitoring and review of risks take place, new risks emerge, somechange, and others disappear.
k) Risk management facilitates continual improvement of the organization.Organisations should develop and implement strategies to improve their risk management maturity alongside all other aspects of their organisation.
1. Sample Risk, Safety, Emergency Management Plan Document Control Details
Version Issue Date
Changes Responsibility Distribution/Approvals
1
2
DefinitionsInsert relevant definitions, including event specific definitions. Examples:
o Hazard: A source or a situation with a potential for harm in terms of human injury or ill health, damage to property, damage to the environment, or a combination of these.
o Safety: A state in which the risk of harm (to persons) or damage is limited to an acceptable level.
1.1 Context Description of the event and organisation. Ownership, management, structure Dates, times Brief history Attendance, audience type etc Venue/site details (capacity etc) Contact details for organisers, committee, key personnel
1.2 Event ObjectivesOutline key event objectives.NOTE: Organisation and event objectives need to be clear in order to assess risks against the event objectives.
1.3 Systematic Event breakdown
Systematically assess your event (align to your Event Management Plan) Break into components (e.g.)
1.4 Risk Policy StatementDocument your risk policy.
Example: Identify and measure the impact or consequences of risks that might jeopardise the
event objectives. Ensure all Occupational Health and Safety (OHS) issues are addressed in the
planning stages of the event and strategies identified to minimise or reduce risk. Ensure the event is compliant with all relevant legislation, regulations, standards and
codes. Effectively manage any incident, emergency, evacuation that may occur during the
event and related activities.
1.5 Risk Management Principles, Framework, Process
Outline how and the process you will commit to, and implement the risk management process (refer 11 principles). Example: Risk will be managed in accordance with the processes described in:
International Standard in Risk Management - AS/NZS ISO 31000:2009 Risk Management – Principles and guidelines
AS 3745-2010 Australian Standard – Planning for emergencies in facilities. Occupational Health and Safety Act 2004, and AS/NZS 4801:2001 Occupational health and
safety management systems – Specification with guidance for use. Building Act 1993, Building Regulations 2006 (the Regulations) and the Building Code of
Australia (the BCA)
1.6 Accountability and Responsibilities Detail risk owners, accountability and authority to manage risk. Include roles for key people. Who is responsible for updating and distributing the plan. Performance measures and reporting systems. Include roles for key people.
Example: Responsibility for the development and implementation of the Risk and Safety Management
Plan lies with all members of the Festival Board, the Festival Director and other personnel appointed to manage or support the Festival. Individual responsibilities for specific activities have been allocated within the Plan.
Contractors, suppliers, volunteers and other individuals and organisations involved with the Festival will be consulted and informed of their specific responsibilities, and where necessary training/inductions will be provided.
Responsibility for updating the plan on an on-going basis lies with the Festival Director in conjunction with the Risk and Safety Sub-Committee.
1.7 Stakeholders Assessment Identify your key stakeholders (those impacted by or likely to impact your activity/project).
Stakeholders are often a source of risk and a key player in keeping your event safe. Refer to the Event Management. Document what you will do to minimise risks associated with
The event is expected to occur in most circumstances
Likely B The event will probably occur in most circumstances
Possible C The event should occur at some time
Unlikely D The event could occur at some time
Rare E The event may occur only in exceptional circumstances
Table 2: Risk Consequence Descriptors
Consequence Category Description
Catastrophic 5The consequence would threaten the event & attendees e.g. death, huge financial loss, national reputation damage.
Major 4The consequence would threaten the continued effective functioning of the event e.g. major financial loss, serious injury, serious damage and reputational damage.
Moderate 3The consequence would not threaten the event, but would mean it would be subject to manageable changes e.g. high financial loss, medical treatment required, some damage to reputation.
Minor 2The consequence would not threaten the efficiency or effectiveness of the event, but would be dealt with internally e.g. medium financial loss, first aid treatment.
Insignificant 1 Consequence would be dealt with by routine operations, e.g. no injuries, no financial loss.
Table 3: Level of Risk Matrix
Likelihood
Consequence
1Insignificant
2Minor
3Moderate
4Major
5Catastrophic
A Almost Certain Moderate High High Extreme Extreme
B Likely Moderate Moderate High High Extreme
C Possible Low Moderate High High High
D Unlikely Low Low Moderate Moderate High
E Rare Low Low Moderate Moderate High
Risk ActionsExtreme risk – immediate action requiredHigh risk – attention needed to develop risk reduction strategiesModerate risk – specific risk reduction strategies neededLow risk – manage using existing controls
Control HierarchyAvoid/Eliminate - Avoid the risk by removing the hazard completely or cancel event/activity.Substitution - Use less hazardous procedure/substances equipment/process.Isolation - Separate the process from people by the use of the event design, barriers/enclosures or distance.Engineering Controls - Mechanical/physical changes to equipment/materials/process.Administrative Controls - Change procedures to reduce exposure to a hazard – e.g. implement different procedures/policies.Personal Protective Equipment - Gloves, goggles, enclosed shoes etc.
Accept risk – Accept risk once all effective controls are in place.
Catastrophic 5 Significant prosecution and fines. Serious
litigation.
Very serious, long term
environmental impairment of
ecosystem functions
Above $50,000
Death(s) / many critical
injuries
Very significant impact on reputation
Major 4 Major breach of regulation. Major
litigation.
Up to $40,000
Multiple long term or critical
injuries
Serious public or media
outcry
Moderate 3 Serious breach of regulation with investigation or
report to authority.
Serious medium term environmental
effects
Up to $30,000
Single minor disablement/
multiple temporary
disablement
Significant adverse national
media/public attention
Minor 2
Minor legal issues, non-
compliances and breaches or regulation
without substantial
impact.
Moderate, short term
affects
Up to $20,000
Injury Attention from media/heightened concern
from community
Insignificant 1 Minor effects on
environment
Up to $10,000
Minor First Aid Minor, adverse local public attention or complaints
Risks will be treated to ensure they are “As Low As Reasonably Practical” (ALARP) or in the “Broadly Acceptable” areas.
NOTE: Consequences and risk tables should be tailored to be relevant to the event. Levels should be adjusted in accordance with the event context and risk tolerance.
equipmentElectrocution of vendors, staff or public.
Vendors advised all installations to be in accordance with AS/NZS 3000:2000 Wiring Rules and the Code of Practice temporary installation on building and construction site.
Only licensed and registered electricians to do installations.
All leads and appliances to be tested and tagged at event.
- Determining site capacity, establishing site rules and requirements (e.g exit routes), site layout
Temporary Structures
- Building regulations, POPEs, Siting and Occupancy Permits, Construction etc
Food Safety
- Event standards and requirements relating to food safety
Traffic Management
- Event traffic, transport, pedestrian planning including event site traffic issues- Internal traffic management – bump in and outs, vehicle movements on site
Communications Plans
- Radio and other communications procedures, protocol, training, distribution- Emergency response procedures- Assessment of coverage
/Stallholders Amusement ride and jumping castles Gas safety (see attached) Electrical safety (see attached) Construction and Plant Cash/money handling Manual handling Liquor licensing / alcohol
Accessibility Entrants/exits (lighting, access etc) Fire equipment Noise Parking and traffic Security and Crowd control Total Fire Ban day Toilets Waste management Volunteers, casuals, staff, contractors
Various others specific to your event
3.4 Sample Event Safety Checklists: Gas, Electrical, FoodThe following checklist is an example for event gas, electrical and food safety. The list may not be applicable to all events. Advice should be sought from relevant experts in each area.
including their site supplies AS/NZS 3002:2008 – Electrical Installations – Shows and Carnivals AS/NZS 3010:2005 – Generating Sets AS/NZS 3760: 2010 – In-service safety inspections and testing of electrical equipment
(for methods of inspection and testing only) All electrical installations are in accordance with Building Regulations and above
Only include those likely to be an issue at your event.
Develop checklists that are relevant to your event.
Where Electricians are used they are Registered Electrical contractor and a Certificate of Electrical Safety obtained.
Event official is appointed to oversee electrical safety. All agreements with stallholders, vendors and suppliers – contain electrical compliance
requirements. Detailed power usage obtained from all vendors, suppliers, contractors using power. Residual circuit devices (RCDs) in use. All portable electrical equipment including leads are tagged and tested (6 or 12 months in
accordance with AS/NZS 3760). All leads, plugs etc are protected from the weather and hazards including water. All electrical leads and electrical equipment are placed in safe locations, e.g. not in a tree
or on top of unstable surfaces. All electrical equipment is out of reach of the public. No leads are causing trip hazards. Leads on ground have heavy duty matting (if no vehicles)-or other electrician approved
cover, without trip hazards. Leads on ground – if vehicles driving over – must have steel piping, rigid planking or
purpose made ducts (electrician approved). Overhead leads approved by electrician. Location of all site underground services (power/gas/mains etc) and overhead powerlines
identified and included on site maps provided to construction and event staff/volunteers. Equipment NOT permitted:
o Melted or damaged plug topso Damaged or frayed leads o Electrical equipment in unsafe condition or locationo Multiple leads terminating in a single plug arrangemento Piggyback plugs and double adapters
GENERATORS
An approved generator complying with Australian Standards. Operating procedures read and understood by users. Responsible, trained person appointed. Emergency contact details for hire company available (on call contact) Generators are placed in a safe, flat, well ventilated location. No access to the public. Fit for purpose fuel containers used (in accordance with AS/NZS 2906 Fuel Containers –
Portable-Plastic and Metal and AS/NZS 1940 Storage and handling of flammable and combustible liquids). Fuel stored away from ignition sources and secure place.
Re-fuelling takes place when visitors are not on site by trained person (when generator turned off, on the ground, cool and funnel used (if in instructions)).
Power use requirements match capacity of generator. Fire extinguisher nearby to generator (suitable for electrical fires). Personnel trained in use, re-fuelling and fire safety. No ignition sources nearby (no smoking, matches, cigarette lighters used in vicinity); No
Smoking/No Naked Flame signs placed near generator. Silenced generators used where possible. Noise levels known before event.
GAS SAFETY Comply with Energy Safe Victoria’s Code of Practise for the Safe Use of LP Gas at Events. Gas Safety Self-Checklist for Caterers, Food Outlets and Others at Major Events (Energy
Safe Victoria) prior to the start of event (provided in advance). All Mobile Catering vehicles using gas must have a valid Energy Safe Victoria compliance
plate or interstate equivalent. Responsible person appointed to do inspections.
FOOD VENDORS Event Food Coordinator appointed. Temporary Food Premises Registration details from all food vendors; Council approval all
vendors. Stall space requirements obtained - image and exact dimensions. Include cool-room and
preparation space (e.g. van or own stand). Prices and goods sold details obtained. If using an Open fire / BBQ / LP Gas: LP Gas Event Safety Checklist provided. Regular inspections for safe food handling practises. Plumbing and disposal of waste approved by Council (or venue manager). Food preparation/serving surfaces clean and fire proof; flooring appropriate. Liquor Licence (if alcohol). Good housekeeping
Clearways free from obstructions.
3.5 Specific Safety Requirements Identify what specific safety requirements you may need. E.g. Working at heights, setting up marquees etc.
Examples: - Safe Work Method Statement (SWMS) Jobs Safety Analysis (JSA) Safe Work Procedures (SWP)
Materials Safety Data Sheet (MSDS) – hazardous chemical (which may be hazardous substance and/or dangerous goods)
Works Permits – e.g. Hot Works; Working at Heights
units tested & tagged12 Generators: no public access; fuel storage
in correct containers13 All emergency access routes kept clear14 All pedestrian pathways kept clear 15 No trip hazards (e.g. leads, boxes etc)16 No protruding edges or other hazards17 Overhead work: not over 2 metres,
clearance zone, spotter18 Stage steps – correct height; handrails in
place19 Lighting: Installed and working20 Crowd controllers – briefed (see separate
checklist)21 Stage: edge marked, steps and handrail in
- secured24 Accessibility: Refer checklist25 Noise: Check sound levels; position of
speakers; PA working26 Entrances: queuing barricades in place;
conditions of entry signs27 Waste: Bins secured and in place28 Barricading & fencing: Secured (weighted)29 Temporary structures: signed off; no trip
hazards; secured
20
EVENT SAFETY AND EMERGENCY MANAGEMENT
4. Human Resources and ContractorsAdapted from: AS 3745 – 2010, Planning for emergencies in buildings
4.1 Specific Roles and Responsibilities
Examples: Event management team Chief Warden, Deputy Warden, Area Wardens, Communication Officers, Emergency
Response team Safety Officers Crowd control/security; Event Marshals First aid (list of qualified first aiders) Specialist expertise – e.g. electrician, gas safety
4.2 Training and InductionsTraining program for staff, volunteers, contractors
a) Communicationsb) Pre-event inductionsc) On-day inductionsd) Post event feedback
Example: - Emergency Coordination Personnel Training and Inductions
Specific safety training and induction will be undertaken for all personnel involved in emergency management and the event management team. The training will include: Roles and responsibilities of all personnel The site layout including all structures, entries and exits. Procedures and methods of evacuation, alarms, evacuation routes and safe places. Liaison with emergency services. Mechanisms to raise an alarm and communicate in the case of an emergency. The operation of and procedures for use of all communications equipment (e.g. radios). The operation of fire detection and suppression systems including portable fire
extinguishers and fire blankets, fire doors, exit signage etc. Any special procedures which may be required for the event (e.g. protection of stage
equipment). Human behaviour during emergencies. Any dangerous goods that may require special attention or isolation. The procedures for dealing with people with a disability. The emergency team and roles of members.
Training and site inductions will include emergency responses and evacuation exercises. All personnel involved will be familiar with what is expected of them.Members of the ECO (Chief Warden, Deputy, Wardens, Communications Officer, Emergency Response team) will have additional training regarding their specific roles.Procedures will be tested, reviewed and updated.Equipment will be tested pre event.
21
4.3 Venue Details
a) Site / venue safety rules and procedures.b) Policies and procedures documented.c) Site plans: emergency; operational; public etc.d) Communications of safety information to staff, volunteers and contractors on site.e) Pre, during and post site inspections.f) Specific venue training and inductions.g) Risk and hazard identification.
5. Emergency Control Organisation and Planning
5.1 Emergency Control Organisation (ECO) and Emergency Planning Committee (EPC)
a) Membershipb) Structurec) Meetingsd) Dutiese) Emergency identificationf) Development and maintenance of emergency plan/procedures/diagramsg) Training schedule and testing proceduresh) Process for review of procedures
5.2 Emergency Control Centre (ECC)a) Roleb) Staffingc) Location and resources requiredd) Contact details etc
5.3 Emergency Response Procedures
Evacuation Procedures and Plans: Adapted from: AS 3745 – 2010, Planning for emergencies in buildings
a) Occupant warning system (emergency warning and intercommunication system – EWIS; smoke alarms, intercom system etc)
b) Control and coordination - emergency control pointc) Emergency response equipment (e.g. fire extinguishers)d) Evacuation – areas, procedures for people with a disability, options (e.g. full, partial,
shelter)e) Evacuation routesf) Assembly area(s)g) First aid officers (roles of first aid officers and wardens should be separate and distinct –
AS 3745:2010)h) Lifts and escalatorsi) Media response – authorized/nominated personsj) Occupants and visitors with a disabilityk) People unfamiliar with venue/emergency response – arrangements forl) Personal affectsm) Specialist staff roles (e.g. security)n) Vehicle entry points – restrictions of movement and entry
22
o) Emergency colour codes: (red- smoke/fire; purple- bomb threat; blue- medical; black – personal threat; yellow – internal emergency; brown – external emergency; orange – evacuation).
5.4 Sample: Roles of Chief Wardens, Deputy Chief Warden, Wardens, Communications Officers, Emergency Response Team
(Adapted from: AS 3745 – 2010, Planning for emergencies in buildings)
Chief WardenNon-emergency roles of the Chief Warden may include:
Maintain register of ECO members and ensure positions are filled Conduct regular exercises, ensure procedures are kept up to date Attend EPC meetings; training, emergency exercise.
In the case of an emergency the Chief Warden should:
Ascertain the nature of the emergency and implement appropriate action. Respond and take control as appropriate Ensure the appropriate emergency services have been notified. Ensure Area Wardens and Wardens have been advised of the situation. Ensure all people are removed from the area of hazard. If necessary initiate the evacuation and control entry to the affected areas. Monitor progress of evacuation and record any action in incident log Brief Emergency Services upon arrival on the type, scope and location of emergency
and on the status of the evacuation, and thereafter, act on the senior officer’s instructions.
Any other actions considered to be necessary or as directed by Emergency Services Notify Event Management of issues.
Post emergency role of Chief Warden:
When emergency incident is rendered safe, or Emergency Service returns control, notify ECO members to have occupants return to facility as appropriate.
Organise a debrief with ECO members and where appropriate, Emergency Services.
Compile a report for the EPC and management.
Deputy Chief WardenThe Deputy Chief Warden shall assume the responsibilities normally carried out by the Chief Warden if the Chief Warden is unavailable, and otherwise assist as required.
Floor/Area Wardens Non-emergency responsibilities of the Floor/Area Wardens include:
Attend training and emergency exercises as required by EPC. Confirm sufficient wardens for area of responsibility. Representing their area at pre-event briefings/inductions and post debriefings Be aware of their site/area of responsibility, the location of emergency equipment and
first aid/medical, contractors, stallholders/vendors and other site personnel and infrastructure.
Report on deficiencies in emergency equipment. Brief Wardens and other (e.g. staff, volunteers, contractors, stallholders, vendors) of
the safety procedures as part of their induction (if not done by Chief Warden).23
Remember to adapt to suit your event!
Ensure staff/volunteers are aware of special needs of people with a disability. Ensure safety and emergency equipment (e.g. fire extinguishers) and signage is
accessible and serviceable at all times. Ensure furniture, infrastructure and/or equipment does not impede access and that
walkways are free of obstructions, and that access is maintained for emergency service vehicles.
Ensure good housekeeping (e.g. disposal of rubbish). Ensure hazardous materials are not stored or used incorrectly. Ensure safety barriers, signage and infrastructure is in place where required. Identify and attend to maintenance issues. Conduct site safety inspection checklists. Report any irregularities to the Chief Warden.
Emergency responsibilities of Area Wardens include:
Communicate with Chief Warden and act on instructions. Implement the emergency procedures for their area if circumstances warrant this. Ensure that the appropriate emergency service has been notified. Direct wardens to check the area for any abnormal situation, if safe to do so. Advise Chief Warden as soon as possible of the circumstances and actions taken. Where possible, confirm that all people are accounted for and are at the emergency
assembly area. Co-opt persons as required to assist a Warden during an emergency. Confirm that the activities of Wardens have been completed and report this to the
Chief Warden.
Post emergency role of Floor/Area Warden:
Compile a report of the actions taken during the emergency for the debrief.
WardensNon-emergency roles: Wardens assist the area warden with specific tasks (to be identified prior to the event). If the Area Warden is absent, they will assume their responsibilities.
Emergency responsibilities of the Wardens include:
Act as directed by the Area Warden and emergency services. Report to the Area Warden when duties have been completed. In the case of an evacuation, and if safe to do so, check that area has been
evacuated. Ensure orderly flow of persons into protected areas. Check that any fire doors and smoke doors are properly closed; close/open other
doors in accordance with emergency response procedures. Assist persons with disabilities. Act as leader of groups moving to nominated assembly areas. Report status of activities to floor/area warden.
Communications Officer Non-emergency roles:
Ensure personal proficiency in operation of facility communication equipment. Maintain records and logbooks and make them available for emergency response. Ensure ECO members are proficient in use of facility communication equipment. Ensure that emergency communication contact details are up to date. Attend training and emergency exercises, as required by the EPC.
24
Emergency responsibilities of Communications Officer include:
The Event Communications Officer, on becoming aware of the emergency, should:
Ascertain the nature and location of the emergency. Confirm that the appropriate Emergency Service has been notified. Notify appropriate ECO members. Transmit instructions and information. Record a log of the events that occurred during the emergency. Act as directed by the Chief Warden
Post emergency role of Communications Officer:
Collate records of events during the emergency for the debrief and ensure they are secured for future reference.
Emergency Response Team
Non emergency roles:
Attend regular training. Practice use of specialised equipment. Maintained specialised equipment as per manufacturers specifications. Ensure personal protective equipment is maintained and available. Ensure personal ERT (emergency response team) identification is available. Pre-emergency planning. Attending training and emergency exercises as required by EPC.
Emergency responsibilities of Emergency Response Team include: Respond to emergency as directed by the Chief Warden. Communicate the status of the situation with the Chief Warden. Hand over and brief Emergency Services on arrival.
Post emergency roles: Clean and service used specialised equipment. Replace specialised equipment as necessary.
Identification of ECO Members
ECO member identification: e.g. helmet, cap, hat, vest, tabardo Chief Warden – Whiteo Deputy Chief Warden – Whiteo Communication Officer – Whiteo Floor/area Warden – Yellowo Warden – Redo First Aid Officers – Green (white cross on green background for in-house first
aid personnel)
25
6. Key Contacts List
Name Role Mobile Radio
Event Manager
Event Coordinator/Chief Warden
Stallholder Coordinator
Area A Coordinator
Area B Coordinator
Electrician
Gas
Safety Officer
Council – Environmental Health
Council – Venue manager
Victoria Police
CFA
Ambulance Vic
SES
Bureau of Meteorology
Poisons information
Power supply company
Water
26
7. Sample Incident Report FormName of person reporting incident: ____________________________ Person affected: ____________Address (person affected): ____________________________________ Telephone: _______________
1. Incident/Near Miss/Injury (also complete section 3 for injury)
Exact Location: _______________________ Date of Incident: ___/___/___ Time: ____am/pm Reported to: _____________________________________________________________________
Name(s) of witnesses: _____________________________________________________________
Description of incident: ________________________________________________________________________________________________________________________________________________________________
2. Property/Equipment Loss/Damage
Was there property/equipment: Lost Damaged Stolen
Details of property/equipment (e.g. registration no., serial no., model, building etc.)
Please give form to (insert Event organiser) at the (location) as soon as possible after the incident.
27
8. Event Risk and Safety ResourcesBelow is a list of resources available to event organisers in the areas of risk, safety and emergency management. The list is not an exhaustive list. Event organisers should seek specific information relevant to their event.
Advice for Managing Major Events Safely , WorkSafe, 2006 Crowd Control at Venues and Events , A practical occupational health and safety guide, WorkSafe
Publication, 2006 Guidance notes on inflatable castles , WorkSafe, 2008 Keeping Children Safe in the Workplace , A handbook for workplaces, WorkSafe, Ed No. 2, 2010 Guidance Note, Interstate Construction Induction Cards, WorkSafe, 2010 Guidance Note, Working in heat, WorkSafe, 2010 Guidance Note, Temporary grandstands, WorkSafe, 2011 Building Commission: Erector of Temporary Structures - information sheets on requirements for
those erecting temporary structures Places of Public Entertainment (POPE) Code of Practice for The Safe Use of LPGas at Public Events in Victoria Gas Safety Self Checklis t - checklist to be used by event organisers and operators of gas appliances at
events and festivals. (ESV) Public Events Catering Vendors Information Pack – catering vendors information. Use of Portable Gas Heaters in Public Places (ESV) Guideline - Electrical Installations & Electrical Equipment at Public Events (ESV) Food Safety - information and templates for food safety at events www.health.vic.gov.au Public Transport and Events - notification process if event is likely to have an impact on public transport
services (www.transport.vic.gov.au/DOI) Working with Children Check - Department of Justice details relating to the Working with Children Act
2005 (Vic) - when it's required and how to apply National Audit Tool for Amusement Devices - checklist for amusement rides. PLEASE NOTE: this
document is not a Victorian document Live Performance Australia - Contains a range of Guides and Codes relating to live performance SHERP State Health Emergency Response Plan (First Aid / Medical)
http://www.dhs.vic.gov.au/emergency/sherp Australian Emergency Manuals Principles and Reference series – Manual 12 : Safe and Healthy Mass
Gatherings (Currently under review – contact Emergency Management Australia for details) Guidelines for the Management of Public Health & Safety at Public Events , Government of South
Australia, Department of Health, 2006. http://www.health.sa.gov.au/pehs Code of Practice for running safer dance partie s (the “Code”). Department of Human Services, 2001. Smoke-free Underage Music/Dance Events Guide , Department of Human Services, 2006 The Event Safety Guide: A Guide to Health and Safety and Welfare at Music and Similar Event s
(1999) 131-134. Health and Safety Executive. ISBN: 0717624536 (UK document) Understanding Crowd Behaviour: Guidance and Lessons identified , Cabinet Office, Emergency
Planning College, University of Leeds, UK, 2009. w ww.cabinetoffice.gov.uk/ukresilience Managing Crowds Safely , Health and Safety Executive, UK, 2000. Crowd Saf e http://crowdsafe.com/cafe.html AS/NZS ISO 31000:2009 Risk Management – Principles and Guidelines, Standards Australia AS 3745-2010 Planning for emergencies in buildings
Organisations
Ourcommunity.com.au - Insurance and risk management centre for community organisations. Pilch.org.au - PilchConnect provides legal advice to community organisations including event organisers
and sporting clubs. Arts Law Centre of Australia Online - provides legal information for arts organisations. Includes
"Organising a Festival Checklist".
Also see: http://thaconsulting.com.au/resource-centre/knowledgehub/ (password: Events)
