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Event safety

Feedback, rights & policy Work Health and Safety Information & documents Topics Event safety

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Related links

     Event safety procedure  Event safety manual  Event planning checklist (PDF)  Event planning checklist (DOCX)  Event safety assessment (PDF)  Event safety assessment (DOCX)  Event induction checklist  Event safety review form  Event inspection checklist (FlinSafe)  Barbecue information sheet

University events are activities or functions involving a gathering of people at a set time, other than regular day to day activities of the University, held on University premises or external venue. 

Events may involve staff, students, volunteers, visitors, contractors, others and external parties hosting an event on University premises.  It may include a component or the full event being organised and run offsite by Flinders staff or students.

An event does not include:

  • meetings that form part of regular work for University staff
  • formal study (including academic classes as part of the curriculum)
  • activities in internal bookable rooms (where they are maintained regularly) and the room is used for its intended purpose
  • student/work experience placements
  • field trips/field work
  • public activities such as hiking or orienteering on campus

The following documentation is to be used to assist with Work Health and Safety requirements for the event:

  • Event safety procedures
  • Event safety manual
All event workers (staff, student casuals, contractors and volunteers) require inducting into the local area.
 

Event organisers are encouraged to exercise best judgement and consider holding events outdoors or in large spaces with good ventilation.  The event quick reference sheet provides summary guidance on what needs to be considered for organising events.

Event organisers should continue to have hand sanitiser available where needed and need to remind participants to not attend if unwell or if they are still during their contagious period as set out by government health regulatory guidelines.

 

Event Safety Training keyboard_arrow_up

There is online training available for all event organisers and those involved with events who wish to know more about running events safely.

Event Safety Training

Contractors and Events keyboard_arrow_up

Contractors (including caterers, performers and entertainers) need to be locally inducted to the event they are attending.  The only exception would be the example of a caterer dropping off food and leaving (i.e. no food preparation on site, no serving, etc).

Contractors are categorised in the Contractor Engagement Guide to help determine what documentation requirements are in each level.

Event organisers using contractors will need to follow the contractor registration process.  Registration requirements may include (but not limited to):

  • Register their company (often requiring public liability and / or professional indemnity insurance, ReturnToWork SA registration).
  • Making sure each worker has completed the online contractor induction.
  • Risk management (may include any licences and permits, risk assessment, safe work procedure, SWMS and / or part of the event safety assessment in some cases).
  • Sign in / out each day they are onsite.
  • Be aware they may be selected to undertake a contractor safety inspection (large / complex events).

 

Activity Stalls keyboard_arrow_up

Activities involving only up to 2 – 3 stalls are not typically events as they only present as a low-risk activity.  A low-risk activity includes:

  • information stall
  • merchandise stall
  • information stall with basic processed / natural food offerings (no cooking)
  • basic arts and crafts (no contractor and non-hazardous art / craft supplies)
  • where the stall has basic equipment such as laptops.
  • where the stall has no or very basic electrical requirements (i.e. might be a power cord or power board for laptop / computer equipment / kiosk).

When can the example stall risk assessment template be used?

These activities still need to be risk assessed but can use a standard risk assessment with the guidance of the example stall risk assessment template below.  This template is not a definitive hazard list and should be updated to reflect the actual risks associated with running the stall.

Example stall risk assessment template

 

Examples of when the example stall risk assessment template cannot be used

Where the tasks associated with the stall present more risk such as running equipment including food preparation, or hazardous chemicals or substances or a hazardous task then an event safety assessment must be completed.

Where there are many stalls (i.e. expos), this would be considered an event as the footprint is larger and other considerations such as emergency access and egress become more important, as well as considering other factors such as thoroughfares, equipment, more people attending and housekeeping on a larger scale.

Christmas Activities keyboard_arrow_up

During the end of year celebrations, activities will be organised that may or may not fall under the definition of an event.  Please refer to the Christmas activity quick reference sheet for guidance.

Small Events keyboard_arrow_up
  • Event safety assessment (DOCX) | (PDF) (please right-click and Save Link as to download to your computer)
Large and Complex Events keyboard_arrow_up
  • Event planning checklist (DOCX) | (PDF) (please right-click and Save Link as to download to your computer)
  • Event safety assessment (DOCX) | (PDF) (please right-click and Save Link as to download to your computer)
  • Event safety review

If using contractors for your event you will need to follow the contractor registration process to register them, induct and request them to sign in / out when onsite.

Food Safety keyboard_arrow_up

People who order catering services (eg working lunches, food for events or meetings on University premises, field trip catering) are responsible for taking reasonable care to ensure that the caterer will provide safe food and complies with Food Safety Standards for Australia.

If using caterers for your event you will need to follow the contractor registration process for caterers.

Where you or event workers may be handling, preparing, storing or working with food in any way, food safety training should occur.  There are free courses that can be completed and should be used to increase food safety awareness (only need to choose one):

  • Do Food Safely (available in multiple languages) or
  • I'm Alert

Further information

The following Fact Sheets from Food Safety Standards Australia provide further information about the requirements of the food safety legislation:

  • Temperature control (PDF) (cooling and reheating - PDF; thermometers - PDF)
  • Preparing and cooking food (processing food - PDF; storing food - PDF; packaging - PDF)
  • Labelling food (allergen labelling poster – PDF)
  • Sausage sizzles and barbecues
  • Transporting food (PDF)
  • Camping
  • Health and hygiene for food handlers (PDF) (cleaning and sanitising - PDF; pest control - PDF)
  • Skills and knowledge (PDF)
  • Food Safety 2 hour 4 hour guide (PDF) (cooling and reheating food – PDF)
  • Temporary food premises (event stalls, marquees, BBQs - PDF)
  • Notifying your food enforcement agency
Event Safety Inspection Checklist keyboard_arrow_up

The Event Safety Inspection Checklist is used to inspect an event venue(s) prior to and during the event to ensure safety measures documented in place are maintained or working as intended.  The checklist should be used for larger / complex events; however can be used for any event at the event organiser's discretion.

This form is part of FlinSafe on the FlinSafe / Field Trips Portal and can be accessed via the following menu system:

FlinSafe / Field Trips Portal > Inspection > New Inspection

After entering the Site / Location, choose:

  • Inspection Type = Operational Activity
  • Operational Activity = Event Activities
  • Checklist = Event Safety Observation Checklist

 

 

Other event templates

Further templates and information are included below to assist:

  • Event safety statement (can be used for housekeeping at the start of the event covering the main topics common to most events)
  • BBQ information sheet

For detailed information about Event Safety view the event safety manual.

 

Need more information?

Contact Work Health & Safety

08 8201 3024

whs@flinders.edu.au

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