Event Safety Guidelines - Flinders University

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EVENT SAFETY GUIDELINES2018Version 1.023 November 2018

Contents1.0 INTRODUCTION .32.0 WHAT IS AN EVENT? .33.0 EVENT SAFETY RESOURCES .53.1 Event Safety Documents .53.2 Other Documents .73.3 Document Retention .74.0 APPROVAL REQUIREMENTS .75.0 RESPONSIBILITIES .85.1 Senior Executives .85.2 Event Organiser’s Manager/Supervisor . 85.3 Event Organisers .85.4 Support Services . 105.5 Stall holders. 115.6 Event attendees/participants . 115.7 Volunteers . 115.8 Children attending events . 116.0 PLANNING .126.1 Contractor Registration (including caterers/entertainers/performers) . 126.2 Amusement devices (including inflatables) . 126.3 Marquees . 136.4 Signage, A-Frames and other portable signage. 136.5 Staging .146.6 Venue . 146.7 Amenities and Toilets . 146.8 Vehicle Use and Traffic Control . 156.9 Hot/Cold environments (including weather) . 166.10 Noise . 166.11 Safe Food Handling . 166.12 Barbecues . 166.13 Alcohol . 166.14 Security . 176.15 Fresh Air. 176.16 Gardens and Lawn spaces . 176.17 Emergency Lighting . 176.18 Chemicals and biological specimens . 177.0 EVENT PROCESS .178.0 INCIDENT/ACCIDENT REPORTING PROCEDURES .199.0 EMERGENCY PROCEDURES .199.1 Communication . 199.2 First Aid . 19event-safety-guidelines v1.0.docxPage 1 of 22

10.0 EQUIPMENT.2010.1 Safety Equipment . 2010.2 Plant and Equipment (including tools). 2010.3 Hire/Lease equipment . 2010.4 Contractor / event vehicles . 2011.0 OTHER REQUIREMENTS .2111.1 Permits/Licenses . 2111.2 Insurance . 2111.3 Working Alone . 2111.4 Working with other organisations and shared duties as a PCBU . 2112.0 OTHER INFORMATION .22event-safety-guidelines v1.0.docxPage 2 of 22

1.0 INTRODUCTIONThese guidelines apply to all University events, including staff and student events in any situation wherethe University is involved in event activities (including on-site and off-site events).The guidelines support the procedures, which establish responsibilities and action required to managethe risks to health and safety associated with events, in accordance with legislative requirements and theUniversity’s Work Health and Safety Policy.The purpose of these guidelines is to ensure: staff and students undertaking events have appropriate information and awareness of the potentialhazards involved in the event activities and follow established procedures and guidelines. academic/professional staff who are supervising students or volunteers undertaking eventsunderstand their responsibilities and the risks involved in running the event. Everyone is aware of the event safety procedures where they must use the event safetydocumentation to address the management of health and safety risks associated with their event.Please note that these guidelines should be used to provide direction on handling the health and safetyaspects of managing an event. The guidelines are not intended to cover every circumstance and furtherguidance should be obtained where the information is not covered such as financial, reputational andother event aspects. In the cases where the guidelines do not cover a specific aspect, then adviceshould be sought from the relevant support team in Section 5.4 of these guidelines.2.0 WHAT IS AN EVENT?A University activity or function involving a gathering of people at a set time, other than regular day today 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 Universitypremises.The scope of an event considers locations such as a site, tenancy or an external venue. Where it is theexternal venue it is the degree to which we have control and shared responsibility under WHS legislationthat defines what level of event safety assessment needs to occur.Events include activities such as (but not limited to): Open Day student focussed events such as O’Week, movie nights, pub crawls prospective student events such as campus tours and open days university run community events conferences and seminars graduations public lectures with external presenters/attendees marketing functions such as art exhibitions barbecues expos school promotional visits sports daysevent-safety-guidelines v1.0.docxPage 3 of 22

careers fairs concerts sporting carnivals general public gatherings external events hosted on University premises other activities in the context of the definition of an event, which are not classified by other areassuch as field trips or placements.Events do 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 usedfor its intended purpose student/work experience placements field trips/field work public activities such as hiking or orienteering on campusevent-safety-guidelines v1.0.docxPage 4 of 22

3.0 EVENT SAFETY RESOURCESEvents can include many health and safety areas already covered by policy and procedures. Where apolicy or procedure is involved you need to refer to the WHS Unit web site for further details. Some ofthe key resources are listed in Section 12 of these guidelines.3.1 Event Safety DocumentsThe following are the resources used to support health and safety for your event and can be found onthe event safety web site.DocumentEvent Safety Planning ChecklistEvent Safety AssessmentEvent Safety TrainingEvent Safety Observation ChecklistEvent Debriefing / ReviewEvent InductionPurpose SummaryCollect details about health and safety aspects that need to beconsidered for the event safety assessment. Ask the questions in thischecklist of your event to see what risks may need to be considered.This document is used to assist and provide information to supportservices for each event.Documents the health and safety risks associated with the event andprovides an overview of the event including when, how big, who isinvolved and any contractors. Managers/supervisors sign off on thisdocument. This is required for each event.While not formally a document, the training is aimed at creatingawareness of what is required to safely run an event. This isrecommended for anyone who is intending to be an event organiser.A list of checklist items to verify health and safety aspects and identifyany remaining health and safety issues to rectify for the event. Thedocument serves as a quick inspection of the event area. This can beused daily for a multi-day event and formalises the checking of the spaceand any follow up actions.Reviews the event after it has occurred to determine lessons learnt, whatworked and what needs improvement for next time. This is required toconduct a post-event review.Used to induct anyone into the local area for the event and remind themabout key health and safety aspects including emergency evacuations,first aid arrangements, key contacts and any risks and control measuresspecific to the event and its environment.More detailed explanations of each document are given below.3.1.1 Event Safety Planning ChecklistUnder Section 5 of the Event Safety Procedures, an Event Safety Planning Checklist must be used toassist in planning an event. The intent of the checklist is to consider a list of questions relating to eventsthat affect health and safety. Where an item in the list is considered to affect your event, then this needsto be considered for event safety assessment. The details on this form should be used to assist supportservices in understanding what is required to support an event of any size. Notifying support servicesalso alerts them to any potential clashes or issues they may already be aware of and can advise andupdate you on this information. For most events, the key items of consideration are likely to be: ContractorsEmergency access/egressEmergency EvacuationAmenitiesVenue – space and ghting – natural and artificialWeather – for outdoor events (consider wind, fire ban, amusement structures, umbrellas,marquees)Vehicle access / traffic controlevent-safety-guidelines v1.0.docxPage 5 of 22

As events become more complex, more items will need to be considered, which will impact on the eventsafety assessment.3.1.2 Event Safety AssessmentThis document provides summary information and an event risk assessment, which is used by the eventorganiser’s manager/supervisor to sign off on how the health and safety risks are managed for the event.As per Section 5 of the Event Procedures, this document must be used for all events. For some eventswhere other organisations or PCBUs are involved you may need to consider the details in Section 11.4of this guide. The event safety assessment contains important details about the event, who is involvedand affected, and how the risks for the event are managed. The information should also be forwarded tokey stakeholders such as Security, Services, WHS and OCME to assist with supporting the event.A contingency plan needs to consider what can affect the event and how to manage it. It is key to thesuccess of an event.3.1.3 Risk AssessmentsRisk assessments must be provided for activities, plant/equipment and chemicals used for the event(see Section 5, Event Safety Procedures). If existing risk assessments are used, they should bereviewed for their effectiveness in the context of use during the event. For instance, an item ofequipment may be used differently during the event or a different concentration of chemicals used for anexperiment demonstration. Please check the WHS web site for templates to use.3.1.4 Event Safety Observation ChecklistThis checklist should be used to inspect the event venue to verify event safety one set up. Where thechecklist identifies there is something unplanned or a hazard that affects the risk of injury/illness at theevent, action will need to be taken to put control measures in place to ensure people will not be exposedto that risk so far as is reasonably practicable. While this checklist may be used for any event, it is mostbeneficial and practical for larger events.3.1.5 Event Debrief/ReviewThe event debrief/review documents the review of the event after it has been run. This formallydocuments what was learned from the event, including what worked, what did not go as planned andimprovements for the next event, including any proposed actions/solutions to issues experienced. EventSafety Reviews must be conducted and recorded for each event (see Section 15, Event SafetyProcedures) and may be a formal event safety review form or meetings with agendas and minutes,which are shared with relevant event stakeholders. For some smaller events this may be consultation insome form such as email. Event safety reviews may reveal there were no particular issues; howeverthey must still be recorded to indicate the review occurred as per the Event Safety Procedures.event-safety-guidelines v1.0.docxPage 6 of 22

3.1.6 Event InductionEvent workers (including staff, student casuals, contractors and volunteers) must be inducted to the localevent area to provide them with key information to protect their health and safety (see Section 13, EventSafety Procedures). Key information should include: emergency evacuation plans,location of amenities,key contact details (including security),reporting hazards/incidents,the risks associated with the event andany other identified hazards for the venue or activities on the event safety assessment form.When conducting inductions for large numbers of event workers some strategies that can streamline thisprocess may involve online inductions or holding a group induction session(s) prior to the event.Evidence of inductions must be recorded (see Section 13, Event Safety Procedures). Some examplesmay include a sign off sheet or individual signed induction sheets. Performing inductions prior to theevent avoids rushing it during the event, where key information can be easily missed and increasepotential for injury.3.1.7 Event Safety TrainingEvent safety training is designed to assist with understanding event safety as an integrated part of yourevent management and the use of the event documents.For further information on risk management there is also a course on Risk Management.3.2 Other DocumentsDuring the course of running an event there are other key documents that may be generated, dependingon how large and complex the event may be. Some important documents include: Event maps/mud maps/venue layoutEvent schedule indicating activities and when and where they occurTraffic management planRisk assessments, Safety Data Sheets and other WHS documentation that applies for workingwith hazardous plant, chemicals or tasks.Marketing brochuresEvent specific signage and wayfindingPhotographs (especially of how the event was set up for reference)Photographs and videos can be useful tools to review the event, especially when repeated on a regularbasis or each year. These tools can provide better information on layout that an event map may not beable to provide.3.3 Document RetentionAll documentation for events must be kept in accordance with legislative requirements as outlined inSection 16 of the Event Safety Procedures). Keeping documentation also serves to assist if the event isrepeated as a useful resource for running the future events.4.0 APPROVAL REQUIREMENTSPrior to an event occurring, it must be approved according to Section 7 of the Event SafetyProcedures).For the purpose of events, the WHS Unit is not an approver; however is an adviser regarding the healthand safety component of managing an event.event-safety-guidelines v1.0.docxPage 7 of 22

5.0 RESPONSIBILITIES5.1 Senior ExecutivesResponsibilities for Senior Executives can be found under Section 17 of the Event Safety Procedures.5.2 Event Organiser’s Manager/SupervisorThe Event Organiser’s Manager/Supervisor is responsible for the initial review of the event informationand its approval. The manager/supervisor must be satisfied that all health and safety aspects of theevent have been considered and completed before signing off (see Section 17, Event SafetyProcedures). This may require review by support services for professional advice. Where amanager/supervisor is unsure they should always seek appropriate advice to make an informed decisionregarding the event.5.3 Event OrganisersEvent Organisers are responsible for ensuring that adequate consideration has been given to any health and safety issues that mayarise during any event; providing appropriate guidance and supervision and ensuring it is maintained for the duration ofthe event (including from bump in to bump out activities); ensuring that adequate operational resources are provided for the event; ensuring that an appropriate amount of time is considered prior to the event to inform keystakeholders, support services and make venue bookings; ensuring enough time to organise registration of contractors, obtaining relevant contractorlicences and gathering evidence of safe systems of work; ensuring that they have prepared for any emergencies that may arise, including how to respondto emergencies; providing adequate information to event workers (including contractors, entertainers andperformers), event attendees and volunteers to ensure that they are not exposed to unsafeconditions or risks to their health. This information should include:ohousekeeping or announcements during the event about key safety information such asemergency evacuation and contact detailsolocal area induction for event workers, contractors and volunteersosignage for essential amenities, if not already availableopersonal protective equipment provided where required, including protective clothing andsupplies.oevent safety assessment details, including any relevant risk assessments.event-safety-guidelines v1.0.docxPage 8 of 22

ensuring that all relevant details for the event have been completed, including:oEvent Planning ChecklistoEvent Safety Assessmentoevent layout/map (as appropriate)oevent schedule of activities (as appropriate)ocontractor and event worker local area inductionsospecific risk assessments and safe work procedures for plant/equipment, chemicalsintended to be used at the event submitting the event documentation to key stakeholders (including support services) to allow theability to provide professional advice to support the event prior to it starting. The duration of timefor notification prior to an event varies and needs to take into consideration the complexity ofwhat is organised and the size of the event (see Section 7 of these guidelines). submitting event documentation to the relevant College/Portfolio approvers for approval beforethe event starts. This needs to be within reasonable timeframes prior to event starting to allowthe event approvers to review the documentation. performing an event review/debrief to assess any learnings and solutions for future events.event-safety-guidelines v1.0.docxPage 9 of 22

5.4 Support ServicesSupport services provide professional advice on their area of expertise to assist approvers and eventorganisers with effective management of their events.Support TeamFunctionContactWork Health andSafety UnitProvide advice on health and safetyaspects of eventsW: E: whs@flinders.edu.auP: 8201 3024Office ofCommunication,Marketing andEngagementFlinders UniversityStudent AssociationProvide advice on marketing, media andcommunication. For each College there isalso a Marketing Communications Partnerwho can assist.Provide student-themed events andsupport for student club events.W: http://events.flinders.edu.au/E: events@flinders.edu.auProperty, Facilitiesand DevelopmentProvide operational support for maintenance electrical requirements services permits/licences contractors presentation (caretakers andgrounds) fleet vehiclesProvide advice on security relatedmatters, including provision of additionalsecurity resources for major events,access control, parking and traffic control.W ndservices/property-facilities-developmentW cesupport/contractor-safetyP: 8201 2181 (Main)P: 8201 2733 (Support Request)E: pfd@flinders.edu.auProvide booking of campus rooms andvenuesE: venuehire@flinders.edu.auP: 8201 3373E: webroombookings@flinders.edu.auP: 7221 8333 (internal staff/students only)SecurityVenue HireW: http://fusa.edu.au/events/E: fusa@flinders.edu.auP: 8201 ark/facilities-services/securityE: security@flinders.edu.auP: 8201 2880W: Bedford Park nue-hire-cateringW: Sports and Fitness nue-hire-catering/sport-fitnessE: sport.fitness@flinders.edu.auW: Tonsley ireE: victoriasquare@flinders.edu.au (VictoriaSquare)W: Victoria Square /venue-hireTimetableTimetabling services – use timetableviewer to determine venue availability forcampus lecture theatresE: timetabling.services@flinders.edu.auW: etabling-services home.cfmInsuranceProvide advice on insurance requirementsfor University, independent contractorsand governancerisk/insurance/insurance home.cfmE: lines v1.0.docxPage 10 of 22

Support TeamFunctionContactP: 8201 2618 (Main)P: 8201 5726Information andDigital ServicesProvide audio visual and technical supportfor computer and AV equipment.W: -client-services/its-clientservices home.cfmE: ids@flinders.edu.auP: 8201 23455.5 Stall holdersStall holders are responsible for providing someone who can supervise the stall for the duration of theevent and for managing the housekeeping and health and safety aspects of their activity. Stall holdersneed to ensure the event organiser is aware of the activities they plan to undertake during the event.5.6 Event attendees/participantsEvent attendees/participants should take responsibility for their own safety and the safety of thosearound them. They are expected to follow all University policies and procedures and any reasonableinstruction. Some examples include event signage, visible control measures such as bollards andbunting, housekeeping at the start of the event or information awareness announcements during thecourse of the event.5.7 VolunteersA volunteer is a person whose participation in the event is not related to their paid work orstudent/course requirements or related academic experience. Volunteers participating in events havethe same rights and obligations as staff and students to contribute to the provision of a safe environmentand to abide by policies, procedures and rules pertaining to the event. They are also entitled to thesame information as other event workers, where it is required to undertake their duties/tasks safely andto maintain their health and safety during any event activities.All volunteers should fill in the volunteer engagement form.5.8 Children attending eventsEvents where children are present should consider the relevant Children on University Premisesguidelines. The Event Organiser’s Manager/Supervisor should be satisfied the health and safety risk tochildren has been managed effectively for the event. Consideration needs to be given childrenbecoming injured/ill as a result of exposure to the physical environment and the event activities takingplace. For instance vehicle traffic, waterways, electric generators, other hazardous areas and evenbecoming lost.event-safety-guidelines v1.0.docxPage 11 of 22

6.0 PLANNINGIt is essential to complete the required details on the Event Safety Assessment form and have the eventapproved, before it occurs. The Event Safety Planning Checklist can be used to help guide the planningprocess for aspects of the event that may need to be considered.Allow time to obtain authorisation from your Supervisor/Manager and College Dean/PortfolioDirector and for consultation to occur with key support services.The event must not be undertaken if relevant documentation has not be completed and approved (seeSection 7, Event Safety Procedures). The following sub sections provide some information regardingevent planning areas that may require consideration. Please note the information for this guide is notexhaustive and any examples are provided to guide thinking while planning an event. In all cases,where a statement or clause appears in the event safety procedures, these must be adhered to.6.1 Contractor Registration (including caterers/entertainers/performers)Contractors provide various services to an event including some form of work be it staging, amusementstructures, food preparation and serving or other service. As part of the process of engaging contractorsfor work at events for Flinders University, the contracted company, according to Section 9, Event SafetyProcedures, must be registered with Flinders Universityhave their workers complete the online inductionhave their workers undertake the Flinders University site specific work area induction to the eventto be aware of any hazards and risks present as a result of the event.sign in and out all of their workers from the University siteContractors must provide evidence in their documentation that they have effectively managed the risksassociated with their work and follow it while performing that work. This may include provision ofrelevant licenses, tickets, registrations and health and safety documentation to indicate effective riskmanagement of their work activity. Event Organisers should use contractor services already on theregistered contractors list, where practicable, as this saves time engaging contractors. If engaging acontractor already registered ensure their public liability insurance and safety documentation is up-todate before they arrive on site.6.2 Amusement devices (including inflatables)Amusement devices are defined as ‘plant operated for hire or reward that provides entertainment,sightseeing or amusement through movement’ of all or part of the equipment or users travel, move on,around or along the equipment. An inflatable device is defined as an amusement

Under Section 5 of the Event Safety Procedures, an Event Safety Planning Checklist must be used to assist in planning an event. The intent of the checklist is to consider a list of questions relating to events that affect health and safety. Where an item in the list is considered to affect your event, then this needs

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