<p>Event Risk Management Planning</p><p>The event application and approval process for Park Land events requires a Risk Management Plan to be submitted to Leanne Marchington 5 working days prior to your event.</p><p>This Example Event Risk Management Plan Template has been provided to you to help you in the planning for your event. The template is provided as an example only and needs further consideration tailored to your event. The Adelaide City Council makes no representation as to the suitability of the template and will not take any responsibility in relation to your Risk Management Planning.</p><p>Good risk management planning is an essential component of event planning. The risk assessment process may assist you with:</p><p> o complying with your ‘Duty of Care’ o obtaining appropriate insurance cover o meeting legal and regulatory requirements osetting up effective communication and understanding with agencies, staff, volunteers, contractors and emergency services o planning for future events o running a safe and successful event</p><p>If you have any questions regarding the completion of your Event Risk Management Plan, please don’t hesitate to contact. Event Risk Management Plan Template</p><p>The Risk Management Plan for (Your Organisation) was prepared by (Name) on (Date), aligned with the International Standard on Risk Management ISO 31000:2009.</p><p>Objective: The aim of this Event Risk Management Plan is to ensure that measures are identified to eliminate or minimise risk and any potential negative outcomes.</p><p>Distribution: It is important that all contractors, agencies and groups involved in the organisation and running of your event are provided with a copy of your Event Risk Management Plan. As a minimum, anyone allocated responsibilities in the Event Risk Management Plan must be provided a copy. This plan has been provided to representatives from the following (please select where applicable): o SAPOL: Name, Contact Details o SECURITY CONTRACTOR: Name, Contact Details o MFS: Name, Contact Details o AMBULANCE SERVICES: Name, Contact Details oINFRASTRUCTURE AND AUDIO CONTRACTOR Name, Contact Details o INFRASTRUCTURE CONTRACTOR (Marquee) : Name, Contact Details o AMUSEMENT CONTRACTOR: Name, Contact Details o CATERING CONTRACTOR: Name, Contact Details o ADELAIDE CITY COUNCIL: Name, Contact Details</p><p>EVENT DETAILS </p><p>Event name: Event date: Event location: Event description: Anticipated program: picnic with guest speakers, cultural entertainment, Sausage Sizzle,Bouncy Castle, Facepainting, Balloon man and Kids Activities – ALL FREE Set-up from (date/time): 08.00am Date to Pull down by (date/time): 5pm Date Public entry times: 12-3pm Expected attendance: 500 pax Road closures required (yes/no) Details: N/A Alcohol consumption (yes/no) Alcohol sales (yes/no) Liquor Licence obtained (yes/no) Marquees installed (yes/no) Size & description: 2 x walled marquee structures, measuring 3m x 3m – secured with custom water weights, sandbagged Supplier name & contact details: </p><p>Catering provided (yes/no) Caterer business names & contact details: </p><p>Amusement rides (yes / no) Details: Small bouncy castle, weighted with generator and staff hired Supplier name & contact details: Electrical work required (yes/no) Electrician name & contact details: n/a First Aid (yes/no ) Supplier name & contact details: Ambulance Audio Visual / Staging (yes/no) Supplier name & contact details: </p><p>Security (yes / no) Number of security staff engaged: n/a – Will call SAPOL if required Supplier name & contact details: Toilets supply/maintenance (yes / no) Supplier name & contact details: </p><p>RISK CONSEQUENCE PREVENTATIVE CONTROL RESPONSIVE CONTROL EFFECTIVENESS OF (What can go wrong) (What is the impact) (How do we prevent the risk) (What do we do if it still CONTROLS happens) (Are we satisfied with our risk controls: options: satisfactory, some weaknesses, weak) SAFETY Medical incident E.g. Injury requiring first Action: <YOUR Action: First Aid supplied Satisfactory aid ORGANISATION> and Ambulance to be volunteers (identifiable by t- called. shirts and lanyards) will liaise with Ambulance in any medical incident. Responsibility: <YOUR Responsibility: <YOUR ORGANISATION> ORGANISATION> volunteers and Event volunteers and Event Manager Manager Lost children Children at risk, Action: <YOUR Action: <YOUR Satisfactory distressed ORGANISATION> ORGANISATION> parents/guardian volunteers (identifiable by t- volunteers (identifiable by shirt) will inform Stage t-shirts) will inform Stage Manager or Event Manager Manager or Event who will arrange for MC to Manager who will arrange advise parent to collect child for MC to advise parent to from <YOUR collect child from <YOUR ORGANISATION> volunteer ORGANISATION> at stage. volunteer at stage.</p><p>Responsibility: Responsibility: <YOUR ORGANISATION> <YOUR volunteers, Stage Manager, ORGANISATION> Event Manager volunteers, Stage Manager, Event Manager Crowd control incident Crowd crush, injuries, Action: Site plan structured Action: Highly Unlikely, Satisfactory death, panic to have ample space for space is very large. We expected attendance. will ask attendees to stand if space is limited. There is plenty of space for the event. Volunteers will instruct people where to stand if required. In an emergency Event Manager will call 000.</p><p>Responsibility: Event Responsibility: Event manager and <YOUR Manager, <YOUR ORGANISATION> ORGANISATION> volunteers volunteers Trip hazard Injuries Action: All potential trip Action: First Aid supplied Satisfactory hazards, e.g. cables will be and Ambulance to be covered using cable guides. called.</p><p>Responsibility: Event Responsibility: <YOUR Manager ORGANISATION> volunteers and Event Manager </p><p>Food poisoning, non- Sickness, expiations, Action: All vendors required Action: First Aid supplied Satisfactory compliance with food impact on reputation to comply with food safety and Ambulance to be safety regulations regulations and provide called. copies of certificates of currency etc.</p><p>Responsibility Event Responsibility: <YOUR Manager, Food vendors ORGANISATION> volunteers and Event Manager </p><p>Electrocution Injuries/death Action: Site inspection Action: First Aid supplied Satisfactory conducted and power set up and Ambulance to be checked prior to event. called.</p><p>Responsibility: Event Responsibility: <YOUR Manager ORGANISATION> volunteers and Event Manager Fire Death, burn injuries, Action: Caused by electrical Action: First Aid supplied Satisfactory property damage equipment: Site inspection and Ambulance to be conducted and power set up called checked prior to event. Cables covered by cable guards. Natural: monitor weather situation and enforce contingency plan if extreme weather circumstances expected. Cancellation of the event if the weather is extreme heat and too hot to proceed.</p><p>Responsibility: Suppliers, Event Manager Responsibility: <YOUR ORGANISATION> volunteers and Event Manager </p><p>Structural collapse (e.g. Injuries, death, property Action: Stages and Action: First Aid supplied Satisfactory stage or marquee) damage marquees set up as per and Ambulance to be specifications and checked called. prior to event. Responsibility: Suppliers Responsibility: <YOUR ORGANISATION> volunteers and Event Manager </p><p>Hazardous items in Injuries, diseases Action: Area monitored and Action: First Aid supplied Satisfactory events area (syringes, checked prior to event. and Ambulance to be broken glass) called. Police involved if necessary.</p><p>Responsibility: Event Responsibility: <YOUR Manager, <YOUR ORGANISATION> ORGANISATION> volunteers and Event volunteers Manager </p><p>Disorderly behaviour Fights, injuries, impact Action: Alcohol not supplied Action: First Aid supplied Satisfactory on reputation, property at event nor admitted into and Ambulance to be damage area. <YOUR called. Police called to ORGANISATION> monitor and intervene if volunteers to monitor event necessary. goers and call police if necessary. Responsibility: <YOUR ORGANISATION> Responsibility: Event volunteers and Event Manager, <YOUR Manager ORGANISATION> volunteers Protesters/Preachers Fights, injuries, event Action: <YOUR Action: <YOUR Satisfactory disturbing the event disruption, impact on ORGANISATION> ORGANISATION> reputation volunteers to monitor and volunteers to monitor and refer to Event Manager and refer to Event Manager. police as necessary. Police called if necessary.</p><p>Responsibility: Event Responsibility: Event Manager, <YOUR Manager, <YOUR ORGANISATION> ORGANISATION> volunteers volunteers</p><p>Falling tree branches Death, injuries, property Action: Area to be Action: Area to be Satisfactory damage monitored and checked prior monitored and checked to event. prior to event.</p><p>Responsibility: Adelaide Responsibility: Adelaide City Council City Council</p><p>Vandalism Property damage Action: <YOUR Action: Volunteers to Satisfactory ORGANISATION> report. Police called if volunteers to monitor and necessary. refer to Event Manager and Police as necessary. Responsibility: Event Responsibility: Event Manager, <YOUR Manager, <YOUR ORGANISATION> ORGANISATION> volunteers volunteers</p><p>Drug/alcohol issues Unsavoury behaviour, Action: Alcohol not supplied Action: First Aid supplied Satisfactory injuries, fights, property at event nor admitted into and Ambulance to be damage, breach of area. <YOUR called. Police called to liquor licence conditions ORGANISATION> monitor and intervene if volunteers to monitor event necessary. goers and call police if necessary. Responsibility: <YOUR ORGANISATION> Responsibility: Event volunteers and Event Manager, <YOUR Manager ORGANISATION> volunteers</p><p>Bomb threat Panic, injuries death, Action: <YOUR Action: Police informed if Satisfactory mass evacuation ORGANISATION> necessary. volunteers to monitor the site and check for unattended bags or suspicious parcels. Report to SAPOL. Responsibility: Event Responsibility: Event Manager, <YOUR Manager, <YOUR ORGANISATION> ORGANISATION> volunteers, SAPOL volunteers</p><p>Traffic management Traffic congestion, Action: Monitor traffic and Action: Monitor traffic and Satisfactory traffic incidents, direct to parking if required. direct to parking if vehicle/pedestrian required. collision Responsibility: Event Manager, <YOUR Responsibility: Event ORGANISATION> Manager, <YOUR volunteers ORGANISATION> volunteers</p><p>Mass evacuation Crowd crush, traffic Action: Evacuation point to Action: Evacuation point Satisfactory incidents, panic, be identified and announced to be identified and unclear communication, over PA. announced over PA. congestion, injuries, loss of property Responsibility: Event Responsibility: Event Manager, Stage Manager, Manager, Stage Manager, MC MC</p><p>SERVICES Damage to underground Bodily injury/death, Action: Irrigation mark-out Action: Irrigation mark-out Satisfactory services Property damage, to be completed prior to to be completed prior to Consequential loss, event if necessary. MQs, event if necessary. MQs, liability stage and stalls not pegged stage and stalls not out at venue. pegged out at venue. Responsibility: Event Responsibility: Event Manager, Supplier Manager, Suppliers</p><p>Damage to irrigation Water leaking, damage Action: Irrigation mark-out Action: Irrigation mark-out Satisfactory pipes to property, costly to be completed prior to to be completed prior to repairs event. MQs, stage and stalls event. MQs, stage and not pegged out at venue. stalls not pegged out at venue </p><p>Responsibility: Event Responsibility: Event Manager, Manager, Suppliers</p><p>Damage to park land turf Impact on future Action: MQs, stage and Action: MQs, stage and Satisfactory events, expensive stalls not pegged out at stalls not pegged out at remediation of the turf venue. venue. </p><p>Responsibility: Event Responsibility: Event Manager, Stage Company Manager, Stage Company Insufficiently trained Customer Action: Volunteers to be Action: Volunteer briefing Satisfactory event staff/volunteers dissatisfaction, unclear inducted one week prior to for set-up AND event on communication, impact event. the day. on service delivery and emergency response, Responsibility: Event Responsibility: Event liability Manager, Volunteer Manager, Volunteer Coordinator Coordinator</p><p>Water supply failure Customer Action: Water supply & Action: <YOUR Satisfactory inconvenience, no toilets facilities checked prior ORGANISATION> sanitary facilities, to event. volunteers to monitor and unhygienic conditions report to Event Manager and ACC as necessary.</p><p>Responsibility: Adelaide City Council Responsibility: Event Manager, <YOUR ORGANISATION> volunteers</p><p>Power failure Impact on lighting, Action: All cables to be Action: Two power outlets Satisfactory audio and other tagged and under cable have been requested from electrical equipment guard. council to be available, to mitigate risk. If power isn’t available from the access points, council to rectify immediately. If can’t be restored, a generator is to be sourced immediately. Responsibility: Event Responsibility: Adelaide Manager, Suppliers City Council. <YOUR ORGANISATION> Event Manager</p><p>Toilet/amenities failure Customer Action: Facilities to be Action: <YOUR Satisfactory inconvenience, no checked prior to event. ORGANISATION> sanitary facilities, volunteers to monitor and unhygienic conditions report to Event Manager and ACC as necessary. Responsibility: Adelaide City Council Responsibility: Event Manager, <YOUR ORGANISATION> volunteers</p><p>WEATHER Inclement weather Injuries, damage to Action: Cancellation to be Action: <YOUR Satisfactory infrastructure assessed in the event of ORGANISATION> adverse weather. volunteers to monitor weather situation and enforce contingency plan if extreme weather Responsibility: Event circumstances expected. Manager Responsibility: Event Manager, <YOUR ORGANISATION> volunteers</p><p>Sunburn/extreme heat Heat stroke, sunburn Action: Adequate shade will Action: <YOUR Satisfactory be provided in case ORGANISATION> necessary. volunteers to monitor weather situation and enforce contingency plan if extreme weather circumstances expected. Have sunscreen available at the Welcome Stand for Responsibility: Event attendees. Manager Responsibility: Event Manager, <YOUR ORGANISATION> volunteers</p><p>ENVIRONMENT Waste Pollution, litter Action: Adequate rubbish Action: <YOUR Satisfactory bins to be provided for ORGANISATION> disposal of rubbish. volunteers to ensure rubbish from event removed from parklands Responsibility: Event after event. Manager, Adelaide City Council Responsibility: Event Manager, <YOUR ORGANISATION> volunteers</p><p>Noise pollution Complaints from Action: Festival scheduled Action: It is unlikely due Satisfactory residents, impact on for Saturday afternoon, while to timing of event that reputation shops, restaurants and other noise pollution will be an establishments open. Pack issue, nor should the down to be completed volume be too loud. If a before 8pm. complaint is made, we will reduce the volume to a lower level.</p><p>Responsibility: Event Manager, <YOUR Responsibility: Suppliers, ORGANISATION> Event Manager volunteers</p><p>FINANCIAL Cash handling Financial loss Action: All food vendors and Action: Food vendors to Satisfactory stalls handling cash to handle own cash and ensure cash monitored at all responsible for own risk. times and not left <YOUR unsupervised. ORGANISATION> will not be having cash paid/received on the day. Responsibility: Food vendors, Individual stall Responsibility: Stall holders, Stalls coordinator Holders</p>