Event Safety 101: The Ultimate OHS Checklist for Event Planners

Event Safety 101: The Ultimate OHS Checklist for Event Planners

Events can be on a small scale, like local community events, fundraisers, or grand productions, like music festivals. One thing they all have in common is a need for event safety management. Success of any event often hinges on its safety.

Risks at events can range from minor injuries to catastrophic incidents, and with growing emphasis on Occupational Health and Safety (OHS) today, planners must be proactive in managing safety at their events. In this blog post, we have compiled what an OHS checklist must have for events management, based on industry best practices and solutions.

Risks at Events

At the 2018 Defqon.1 festival in Australia, two young attendees died from suspected drug overdoses due to inadequate medical response, with only two doctors for 30,000 people and significant delays in care. This tragedy highlights importance of a comprehensive OHS plan.

Event planners hold responsibility for safety of everyone attending their events, including staff, volunteers, and vendors. Proper safety measures help detect and prevent potential threats, handle emergency situations effectively, and ensure a secure environment.

The following hazards must be considered and managed:

• Public Health Risks: The spread of diseases or food borne illnesses due to inadequate sanitation, hygiene, and food safety practices.
• Crowd Management: Depending on the event's scale, crowd control measures must be implemented to prevent overcrowding and stampedes.
• Fire and Electrical Safety: With pyrotechnics, electrical equipment, and large structures at events, there is an increased risk of fires and electrocution. Reviewing our guidance on new regulations for electrical safety can help planners stay compliant.
• High-risk Work: Events may involve hazardous work activities like rigging, scaffolding, or operating heavy machinery.
• Security Threats: You can never be too prepared for security threats at events. A proactive approach to security management remains crucial.
• Weather Hazards: Unpredictable weather can disrupt events, particularly outdoor ones. Planners should have contingency plans, such as alternative venues or weather monitoring systems.
• Transport and Traffic Management: High traffic volumes can create congestion and delays for large events.
• Medical Emergencies: Events can lead to various medical issues, from minor injuries to severe health crises requiring emergency services.

What is an Event Management Plan

An Event Management Plan (EMP) is a comprehensive document outlining details and logistics necessary for organising and executing a successful event. It includes information on objectives, timelines, budget, venue, staffing, safety measures, permits, risk management, marketing, and contingency plans.

The EMP serves as a roadmap to guarantee effective coordination of all event aspects and proactive anticipation of issues. It can also be called an event safety or OHS management plan.

Key Components of an Event Management Plan

For safety and success of events, it's crucial to implement a well-structured and detailed OHS plan. Here are critical components that should be included in an events management plan:

1. Contractor and Vendor Management

Event planners often work with contractors and vendors to bring an event to life. This represents the first area to examine when managing OHS risks. To ensure contractors and vendors comply with safety standards, event planners must:

• Assess safety records and practices of potential vendors and contractors
• Include safety clauses in contracts to ensure compliance with regulations
• Provide OHS training to contractors and vendors
• Have a system for regular safety inspection of equipment and materials contractors use

2. Event Overview and Risk Assessment

An EMP should outline the event's purpose, objectives, expected attendance, and layout. Following this, a risk assessment will be conducted to identify potential hazards.

Conduct an Event Risk Assessment

An event risk assessment is the cornerstone of an effective OHS plan. This process involves identifying potential hazards that could impact the event and its participants. Key areas to consider include:

• Venue Hazards: Assessing structural integrity, fire safety, and accessibility.
• Activity-Related Risks: Identifying dangers associated with specific activities planned for the event, such as stage setups or sports activities.
• Environmental Factors: Considering weather conditions, natural disasters, and other environmental impacts.

Develop Mitigation Strategies

Once hazards get identified, the next step involves developing strategies to mitigate these risks. This includes:

• Implementing engineering controls (e.g., barriers, guardrails)
• Establishing administrative controls (e.g., safety protocols, signage)
• Providing personal protective equipment (PPE) where necessary

3. Emergency Management and Response Plan

Events can present various emergencies, including medical situations, fire incidents, or natural disasters. Therefore, an OHS plan must include a comprehensive emergency management and response plan. This plan should clearly:

• Outline procedures for responding to different emergency scenarios
• Identify key personnel responsible for implementing the emergency response plan
• Establish communication protocols and evacuation procedures
• Ensure all participants remain aware of these plans through training and drills

Key components of an emergency response plan include:

• Communication Protocols: Establish clear communication channels for notifying staff, emergency services, and attendees during an emergency.
• Evacuation Procedures: Develop detailed evacuation plans, including designated exits, assembly points, and routes.
• First Aid Provisions: Ensuring adequate first aid supplies and trained personnel remain on-site to provide medical assistance.

4. Facilities Management

Facilities management for event safety involves overseeing and coordinating various physical aspects of an event venue. This includes managing infrastructure, services, and logistical elements necessary to support the event, such as:

• Venue inspection (event site, temporary structures, stages, and other installations)
• Crowd control and management
• First aid and medical facilities
• Sanitation
• Food safety
• Waste management
• Setup and teardown of event infrastructures

5. Traffic and Transportation Management

Gatherings, whether large or small, can pose significant transportation and traffic challenges. An OHS plan should include a comprehensive traffic and transport management strategy to ensure safe and efficient movement of attendees, staff, and participants in and out of an event venue.

Key considerations for traffic and transportation management include:

• Assessing road conditions leading to the event venue
• Implementing traffic control measures (e.g., signage, temporary barriers)
• Coordinating with local authorities for road closures or alternative routes

6. Training and Communication Plan

Success of an OHS plan relies on effective training and communication. All personnel involved in an event should receive proper training on their roles and responsibilities, plus which safety protocols to follow.

Safety Training

Training proves crucial for ensuring staff and volunteers know safety processes. This includes:

• Orientation Sessions: Providing initial safety training for all staff and volunteers.
• Regular Drills: Conducting emergency drills to ensure preparedness.

Clear Communication of Safety Rules

Effective communication ensures all attendees understand safety rules. This can be achieved through:

• Signage: Clear and visible signs get placed throughout the venue.
• Announcements: Make regular safety announcements during the event.
• Information Materials: Distributing brochures or leaflets with safety information.

7. Incident Reporting and Management

If an incident or injuries occur during an event, having an established process for reporting and investigating them becomes crucial. This enables detection of potential bottlenecks within the OHS plan and immediate implementation of corrective measures.

Reporting Incidents

All staff, participants, vendors, or contractors must know how to report an incident immediately. This could involve notifying designated personnel or using an incident reporting form.

Investigation and Analysis

Investigating could involve reviewing event footage, conducting witness interviews, or consulting workplace safety experts. Findings often feed directly into future risk assessments for similar gatherings.

Follow-up Actions

Based on incident investigation findings, follow-up actions should be taken promptly to prevent similar incidents from occurring in future. This may include updating safety procedures, providing additional training, or making necessary changes.

OHS Checklist for Events

Here is a comprehensive event safety checklist essential for small to medium-sized community events. Below is a detailed checklist to help you cover crucial safety aspects:

Planning and Preparation

1. Risk Assessment

• Identify potential hazards
• Evaluate the risk level of each hazard
• Develop mitigation strategies

2. Permits and Approvals

• Obtain necessary permits from local authorities
• Ensure compliance with local regulations and guidelines

3. Emergency Plan

• Develop an emergency response plan
• Designate emergency exits and assembly points
• Communicate the plan to all staff and volunteers

4. First Aid

• Arrange for first aid stations and equipment
• Ensure the presence of trained first aid personnel

5. Site Inspection

• Conduct a thorough site inspection
• Identify and address any safety hazards
• Provide toilet and handwashing facilities

Site Setup

1. Crowd Management

• Designate entry and exit points
• Implement crowd control measures (e.g., barriers, signage)

2. Security

• Hire security personnel if needed
• Coordinate with local police for additional support

3. Fire Safety

• Install fire extinguishers and alarms
• Schedule regular cleaning and waste removal
• Ensure staff receive training in fire safety procedures

4. Sanitation and Hygiene

• Provide adequate restrooms and handwashing stations
• Schedule proper cleaning and maintenance

5. Accessibility

• Give provision to make the event accessible to people with disabilities
• Provide ramps, grab bars, accessible restrooms, and other accessible accommodations

6. Traffic Flow and Parking

• Develop a transportation management plan
• Arrange for adequate parking facilities

7. Safety Signage

• Install clear and visible safety signs throughout the venue
• Include directions to emergency exits, first aid stations, and other essential facilities

During the Event

1. Staff and Volunteer Briefing

• Conduct a safety briefing before the event starts
• Ensure everyone knows their roles and responsibilities

2. Communication

• Establish clear communication channels (e.g., radios, phones)
• Ensure all staff can communicate effectively during emergencies

3. Monitoring

• Continuously monitor the event for potential safety issues, including psychosocial hazards among staff and attendees
• Have designated staff or volunteers patrol the area

4. Weather Preparedness

• Monitor weather forecasts
• Have contingency plans for adverse weather conditions

5. Food and Beverage Safety

• Ensure food vendors comply with health and safety regulations
• Provide clean drinking water for attendees

6. Electrical Safety

• Verify all electrical installations remain safe and meet regulations
• Use proper cable management to prevent tripping hazards

Post-Event

1. Debriefing

• Conduct a post-event debrief with staff and volunteers
• Discuss any incidents or safety concerns that arose, including psychosocial impacts on staff

2. Incident Reporting

• Document any incidents or near-misses
• Review and analyse incident reports to improve future events

3. Site Clean-Up

• Ensure proper disposal of waste and recyclables
• Leave the venue in a clean and safe condition

4. Documentation

• Maintain records of all safety-related documents, including permits, risk assessments, and incident reports
• Keep a copy of the OHS plan for future reference

Save Time with SafetyDocs

If you manage an event and need assistance creating an OHS plan, consider using the Events Management Plan from SafetyDocs by SafetyCulture. Our templates prove easy to use and cover all essential safety aspects, from hazard identification to emergency response planning.

You also have the option to customise the template according to your event's specific needs. For events involving electrical infrastructure, our Electrical Safety Checklist offers additional support for identifying wiring and equipment hazards on-site. With SafetyDocs, nothing gets left to chance, and you can always ensure a safe and successful event.

Contact us to learn more about our safety templates and how we can help you streamline your OHS planning process.

Our team of experts remains dedicated to providing accurate and informative content. Craig Cruickshank, our senior HSEQ advisor at SafetyDocs by SafetyCulture, has reviewed this blog post to ensure the highest level of quality.

Learn more about Craig's work on LinkedIn for further industry insights.

Available for instant download and supplied in fully editable MS Word format for use in your business.

Please note that the above information is provided as a comment only and should not be relied on as professional, legal or financial advice.