Incident and emergency reporting

All event organisers must have a clear process for reporting, recording and responding to incidents and emergencies that occur before, during and after the event.

Reporting incidents helps:

• ensure the safety and wellbeing of attendees, workers, and volunteers
• meet legal and insurance obligations
• identify risks or patterns for future planning
• provide evidence in the event of investigations or insurance claims.

What to include in your incident and emergency reporting process

• Designated personnel responsible for recording incidents
• Incident report forms available on-site (digital or hard copy)
• Clear reporting channels for contractors, staff, volunteers and attendees
• Emergency contact numbers readily available
• Process for escalation to Emergency Services or council if required
• Debrief and follow-up process after serious incidents.

Types of reportable incidents

• medical emergencies or injuries
• near misses or hazards
• property damage
• aggressive or antisocial behaviour
• crowd-related issues
• lost children or vulnerable persons
• environmental damage or pollution.

Reporting to WorkSafe Victoria

Some incidents are legally reportable to WorkSafe Victoria under the Occupational Health and Safety Act 2004. These include:

• death of a person
• serious injury or illness (for example, amputation, serious head or eye injury, electric shock)
• dangerous incidents (for example, collapse of a structure, explosion, escape of gas or hazardous substance).

WorkSafe must be notified immediately by calling 13 23 60. A written incident notification must be submitted within 48 hours.

The scene of the incident must not be disturbed until an inspector arrives or you are directed otherwise by WorkSafe (unless it's to preserve life or prevent further injury).