Emergency management

Content

Whether you're hiring an indoor venue or holding your event in an outdoor space, you must develop an Emergency Management Plan (EMP) specific to your event.

If you are hiring an indoor venue, request a copy of the venue’s EMP. Clarify with the venue whether they will manage incidents using their Chief Warden or if they expect you to take on the role of Chief Warden. Integrate the venue's emergency procedures and your responsibilities into your event's own EMP.
If you are holding an event in an outdoor space it is your responsibility as the event organiser to develop and document a specific EMP tailored to your event. A generic plan or a copied template is not sufficient. Your plan must reflect your site, your risks and your team’s capacity to respond.

Why you need an EMP

Emergency services are not always immediate. In an emergency, it may take time for police, fire or ambulance services to arrive and until they do, you are legally responsible for managing the incident.
Legal and insurance obligations. Regulators and insurers require evidence that you planned for foreseeable emergencies. Without a tailored EMP, you may be found negligent.
Clear roles and communication. An EMP ensures everyone knows who is in charge, who to contact and what actions to take. In an emergency, confusion costs time and time costs lives.

What to include in your EMP

1. Identify likely emergency scenarios

These need to be specific to your event. Examples include:

Extreme weather (lightning, wind, heat, heavy rain, fire danger days)
Medical emergencies (injury, illness, collapse in crowds)
Lost child or vulnerable person
Fire or explosion (LPG, fireworks, food vendors, electrical faults)
Security threats (suspicious package, violent behaviour, protestors, vehicle attack)
Crowd surge, crush or evacuation issues
Utility failure (power, water, communications).

2. Set out clear roles and responsibilities

Event Manager/Chief Warden – overall control, decision-making authority.
Area Wardens/Zone Leaders – responsible for specific zones (for example, stage, food court, rides).
First Aid/Medical Coordinator – manages medical response and liaises with Ambulance.
Security Supervisor – manages security and crowd control.
Communications Officer – responsible for PA announcements, radios, and liaison with Council.
Volunteers and contractors must be briefed on their role in emergencies and who they report to.

3. Detail emergency response procedures for each scenario

4. Include evacuation arrangements

5. Establish communication protocols

6. Provide site plans and maps

7. Train and brief participants

8. Do a post-event review

How to document your EMP

Use clear, simple language – avoid jargon and acronyms. Staff and volunteers must be able to understand it.
Present information in tables and checklists where possible (for example, list of scenarios, controls, responsible person).
Attach maps and diagrams to show evacuation routes, assembly points, first aid locations and vehicle access.
Include a contact list with names, roles and phone/radio numbers.
Keep a printed copy on site and ensure key staff carry it (or have it digitally accessible).

Share your EMP

Submit your EMP to us as part of your permit application.
Share it with emergency services where required (Victoria Police, Fire Rescue Victoria (FRV), State Emergency Service (SES) and Ambulance Victoria).
Provide relevant extracts to contractors and suppliers (for example, evacuation routes to food vendors).
Brief all staff and volunteers in advance and again on the day.

Your Emergency Management Plan must be real, site-specific and actionable. A generic document copied from another event will not protect you in an emergency and may expose you to legal and financial liability.