ADMINISTRATION POLICY AND GUIDELINES

SUBJECT EVENT RISK MANAGEMENT

CHAPTER 8. RISK MANAGEMENT
REFERENCE NO.
RELEASE NO. 2010/01
AUTHOR Administrative Officer – Risk Management
APPROVED BY Corporate Management Group
DATE: 1 March 2010

1 Purpose
1.1 Where The Administration of Norfolk Island is the controller of premises, they are responsible
for the site safety. There will be specific hazards associated with any event that must be
addressed in consultation with the organizing committee and other interested parties.

1.2 This document is designed to assist in the planning of events, activities, stalls or functions that
will take place on Administration land. It is important that right from the start, the organizing
committee is aware of the need to manage and mitigate any risks undertaken in conduct of all
events.

1.3 An “Event” is any planned and/or organized occasion that may be of single occurrence or a
series of occurrences, and may include (but not limited to):

 Celebrations
 Ceremonies
 Competitions
 Conventions/Conferences
 Festivals/Fests
 Fete’s/Markets
 Parties
 Sports
 Shows

2 Objectives
2.1 Whilst we have public liability insurance this should not in any way be seen as a waiver of our
responsibilities regarding the safety and security of participants and suppliers.

2.2 On-site safety at the event is paramount – the public expects to be able to enjoy the event in safe
and secure surrounds. Committee members need to identify potential hazards during the
planning of, and on site at, events and work to implement solutions.

3 What is Risk Management?

The basic principles of and processes in Risk Management are:
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(1) IDENTIFY HAZARDS (2) ASSESS RISKS

(3) MONITOR PERFORMANCE (4) IMPLEMENT CONTROLS

4 The Risk Management Process

To help with the risk assessment process, general forms have been prepared to make the process
more manageable.

4.1 The Events Risk Assessment Sheet provides information that summarises the
event/activity/function and shows that an assessment has been completed.

4.2 The Event Safety Checklist lists a range of elements to consider helping identify what is
needed for the event/activity that is being organised that may present hazards or risks.

4.3 The Site/Activity Information Sheet allows collection of plans, documents etc that are
available for the event and show that elements of hazards have been considered and steps taken
to manage these.

4.4 The Hazard Summary Sheet is used to put down all the hazards that can be identified relating
to the event. There are some triggers included to help focus on the areas of concern.

4.5 The Event Hazard Assessment Sheet will need to be completed for each hazard.

4.6 The Risk Definition and Classifications Sheet explains how to measure a hazard by the
likelihood of it occurring and the consequences of the occurrence. This will help determine how
to respond to the possible hazards and risks.

4.7 The Pre-Event Audit Sheet gives a range of possible hazard areas. Refer to this sheet just
before the event to check off on each item and have all volunteer and other workers sign off that
they understand the assessment

5 Planning
Careful planning is vital to make the event a success. Developing an Event Management Plan is
valuable to ensure all matters have been considered. The time and effort in planning is reflected
in a quality event.

The Administration’s Risk Management Administrative Officer must receive a copy of the Risk
Management Plan, and a copy of the Committees’ Public Liability Insurance Policy at least two
months prior to the event date, for all major events (i.e. events that run for two or more
days/nights, and/or expect more than 100 attendees), and at least one month prior to any other
event.

The organisers of the event are responsible for the safety of everyone who is involved. If anyone
is hurt or injured because of negligence, it is almost certain to end up in court. Therefore:

Issued: November 2008 Released March 2010

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(a) risk assessments must be completed;

(b) plans must be in place to manage a major incident;
(c) casualty treatment, management and evacuation plans in place;
(d) clear chain of command and control;
(e) emergency services resources must be on site;
(f) adequate communications between key personnel and the crowd.

6 Things to Consider
Risk Assessment The first step is to produce a written risk assessment to ensure adequate
health and safety measures are in place.

Insurance Give all the information to the insurance provider for advice.

Stewards There must be enough stewards for the size and type of event depending if:
 the event is indoors or outdoors;
 the event is during the day or at night;
 there are children attending;
 there are unsound surfaces;
 the weather is bad;
 vulnerable people are there;
 alcohol is being served.
 All stewards must be properly briefed.

Communication Is essential for stewards and organisers during the event and it must be
reliable. There should be one office on site.
Equally vital is the method of communication with the public in the event
of an evacuation.

Evacuation An evacuation procedure must form part of the risk assessment for both
indoor and outdoor events.

First Aid First aid must be provided for all events. The level will depend on the type
of event and the number of people. Access by ambulance in an emergency
should be considered.

Fire Safety Liaise with the Fire Department for arrangements on fire prevention,
detection and control.

Security The Police can advise on special security measures to be implemented for
cash, VIP’s etc.

Barriers Consider the types and size of barriers to be used and the hazards or risks
they may present.

People with Ensure all arrangements and plans meet the needs of people with
Disabilities disabilities or special needs.

Signs Clear directions and information signs must be provided. Check to see if an
application/approval is required for temporary signs.

Environment Is the site suitable for the event? Take into account noise, litter.

Facilities What is needed i.e. hot and cold drinks, toilets, PA systems, lighting,
temporary structures, and parking.

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Food Ensure all regulations/permits are complied to. Consider:

 Is food fully prepared on site, only requires one-step preparation on

site, or pre-wrapped, bottled or packaged.
 Siting of food;
 Serving of alcohol;
 Facilities and equipment;
 Washing facilities;
 Waste disposal;
 Temperature control;
 Food safety practices;
 Power and LPG provisions.

7 Treatments & Controls

Avoid By deciding not to start or continue with the activity that gives rise to the risk.

Elimination Redesigning the job to design out risks altogether is the most effective
method of risk control.

Substitution Replacing materials, equipment or processes with less hazardous ones.

Isolation Enclose or isolate the hazard to eliminate or reduce the risk of injury or
illness.

Engineering This may involve the provision of mechanical aids, barriers, guarding,
ventilation or insulation to isolate a hazard.

Administration Establishing policies, procedures and work practices designed to reduce

exposure to risk. It may also relate to the provision of specific training and
supervisory practices.

PPE Using appropriate protective clothing such as gloves, high-vis clothing etc as
a method of reducing exposure to risk.

8 Monitoring and Reviews

Ongoing review is essential to ensure that the policy and procedures remains relevant. Monitoring and
review also involves learning lessons from the risk management process, by reviewing events, the
treatment plans and their outcomes.

Management shall review this policy on a regular basis, to ensure its continuing relevance, suitability,
adequacy and effectiveness. The review process shall ensure that information is collected to allow this
valuation to be carried.

Issued: November 2008 Released March 2010

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Norfolk Island

The Administration of Norfolk Island

Event Risk Assessment

Organiser:

Contact name & Number:

Event:

Venue:

Safety Contact Name & Number:

Dates and Times:

Event Description:

 Type of activity:

 Number of Staff:

 Description of activity:

Assessment completed by: Received by Administration:

Name: ……………………….. Name: …………………………

Signature: ………………………… Signature: …………………………

Date: …………………………… Date: …………………………

Issued: November 2008 Released March 2010

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Norfolk Island

The Administration of Norfolk Island

Event Safety Checklist

Key personnel identified Landowner Permission
Site is suitable Risk assessment complete
Appointed H&S Officer Provided all information
Know how many people to expect Entrances and exits identified
Are entrances and exits controlled? Entrances/exits suitable for
prams/wheelchairs
Stewards briefed and clearly identifiable Met needs of people with disabilities
Reliable communications set up Call signs predetermined
Control point identified Emergency announcements prepared
Crowd control barriers Emergency procedures in place
Emergency vehicle access identified Effective fire control measures in place
Adequate First Aid Facilities Adequate facilities in place, toilets,
parking
Emergency plan documented Licensing obtained
Insurance cover adequate Risk Management Officer notified

Events on Roads

Timing – good light, visibility Route Planned

Administration notified and approved Police notified/approved
Briefing for participants prepared

Issued: November 2008 Released March 2010

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Norfolk Island

The Administration of Norfolk Island

Site Activity Information

Venue:

Existing Site Structures:

Onsite Set-up:

Manual Handling Issues:

Food Handling Equipment:

Operation Procedures:

Assessment Completed By: Received By Administration:

Name: ………………………………… Name: …………………………………

Signature: ………………………………… Signature: …………………………………

Date: ………………………………… Date: …………………………………

Issued: November 2008 Released March 2010

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Norfolk Island

The Administration of Norfolk Island

Hazard Summary Sheet

HAZARD RISKS CONTROLS
Getting onto event site

Setting Up

First Aid, Food, Emergencies

Parking, cash handling, security,

communications, what can go
wrong with people.

Pulling the event down

Evaluate the event – lessons

learnt

Issued: November 2008 Released March 2010

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Norfolk Island

The Administration of Norfolk Island

Event Hazard Assessment Sheet

Hazard:

Risk

Likelihood Consequence Risk Rating Stakeholders

Action to Control the Risk Who to take action Contact

Action in event of incident Who to take Action Contact

Issued: November 2008 Released March 2010

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Norfolk Island

The Administration of Norfolk Island

Event Risk Definition and Classification

Qualitative measures of LIKELIHOOD

LEVEL Descriptor Description

A Very Likely Is expected to occur in most circumstances
B Likely Will probably occur in most circumstances
C Unlikely Could occur at some time
D Highly Likely May occur only in exceptional circumstances

Qualitative measures of CONSEQUENCE

LEVEL Descriptor Description

1 Insignificant No injuries, low financial loss
(Negligible injuries)
2 Minor First Aid treatment, on-site release immediately
(Minor injuries) contained, medium financial loss.
3 Major Extensive injuries, loss of production capability, off-site
(Major Injuries) release with no detrimental effects, major financial loss.
4 Catastrophic Death, toxic release off-site with detrimental effect,
(Fatality) huge financial loss.

Qualitative Risk Analysis Matrix – LEVEL OF RISK

RISK RATING 1 2 3 4
A H H E E
B M H E E
C L L H E
D L L H H

Legend: E Extreme risk; immediate action required

H High risk; management attention needed
M Moderate Risk; responsibility must be specified
L Low risk; manage by routine procedures

Issued: November 2008 Released March 2010

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Norfolk Island

The Administration of Norfolk Island

Pre-Event Audit
Organization Running
Event:
Event Description:
Event Location:
Date and Time:
HAZARD IDENTIFICATION: NA = Not Applicable; S = Satisfactory; US = Unsatisfactory
NA S US NA S US
Paperwork Public Matters
Contractor risks assessed Crowd control measures
Licences/permits obtained Staff Clothing
Chemical use and MSDS completed Loud hailer or PA system
Traffic control Entry controlled
Food & alcohol approvals Fire fighting equipment
Activities Site
Electrical equipment tagged Traffic control plan
PPE Pedestrian access
First Aid Kit Amenities
Lighting Site conditions
Environmental protection plan Security
Noise control Signs

Machinery Utilities Identified

Ladders Adequate Ventilation

Manual Handling Rubbish Disposal

Gas cylinders Storage

Emergency procedures Hazardous materials
Insurance Comments/Controls:
Public liability
Professional Indemnity
Workers Compensation
Products Liability
Other
_________________________________________
ATTENDANCE LIST: Place names and signatures on the back of this form

PROJECT SUPERVISOR

Name …………………… Signature ……………………………………. Date …………………….

Issued: November 2008 Released March 2010
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ATTENDANCE LIST

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Issued: November 2008 Released March 2010