Risk management is an essential aspect of planning any event. Risk Management is carried out through tools including a Risk Management Plan, Site Plan and Emergency Management or Evacuation Plan. A risk management plan identifies all the potential risks which may arise from holding an event and then lists the steps event organisers will take to reduce or mitigate identified risks. 

Risk Assessment Management Plan   

A Risk Assessment Plan should identify all the hazards that could eventuate, whether environmental, physical, chemical or organisational. 

It should also cover details surrounding an event cancellation procedure. 

Provide details of how the group will manage these situations, including how the group will communicate with all stakeholders and patrons. 

Site Plan  

The site plan should detail key aspects of the event including: 

  • Entrances and exits, emergency access, site office, fire extinguishers and first aid posts 
  • Drinking water locations, emergency vehicle entry points and access routes 
  • Accessible paths, fenced off areas, car parks and toilets  
  • Activities and amusements
  • Food vendors, stalls and marquees
  • Generators or power boxes
  • An information point and a site for lost children or lost property
  • Temporary structures including staging, sound desk and speakers.

Road closures 

Any event which requires roads to be closed needs to gain permission from Council for a Temporary Road Closure. If the road is a main or arterial road, permission must be sought from VicRoads-external site.

If an event will attract a large audience, or if road closures are required, a traffic management plan will be required and submitted to us. 

The following points will need to be considered:

  • There needs to be adequate parking or public transport available for attendees including stallholders, entertainers, emergency services, seniors and those with disabilities.
  • Provide disabled parking spaces for people with disabilities. These need to be located near the main entry, with wheelchair access to the footpath.
  • Identify who will be directing traffic, what roads should be closed, and who will close the roads.

Emergency Management and Evacuation Plan 

An Emergency Management and Evacuation Plan should identify:

  • The nearest Emergency Response Providers, with a list of contact details.
  • The Emergency Management Team members’ roles and responsibilities and contact numbers.
  • The name and contact number of first aid service providers or trained responders, their location on site and communications protocols.
  • The number of staff or volunteers on the site.
  • Protocols for communicating, managing and actively directing the response to any fire, medical, security and safety-related incidents 
  • Evacuation protocols and people responsible, including arrangements for helping seniors, children, and people with a disability. When holding outdoor events consider having sufficient exit gates in locations where people can exit quickly and safely to a designated assembly area.
  • Locations of emergency vehicle access points.
  • Emergency exits.

See our Risk Management Plan template.

Insurance

Insurance is a necessary part of risk management. Seek professional advice to ensure the event has adequate public liability insurance cover for spectators, participants, volunteers, officials and the organising committee. Event organisers are legally responsible for the selection of suppliers, set-up of event infrastructure, ensuring sufficient amenities and accessibility, and addressing health and safety issues.