Good planning and organisation is essential to the safety of everyone at your event. The level of detail in your planning depends on the size and complexity of your event.
Event organisers must identify and manage hazards, work out the associated risks, and how to remove or control them. This is called the risk management process and is the key to putting on an event that is both safe and enjoyable.
To get started you need to know what work may cause injury. There are many resources available to assist you in identifying and assessing potential hazards. This might be a work health and safety contractor or an organisation, such as the local council. Our free workplace advisory service could also assist in the planning process. As the event organiser, it is your responsibility to manage the process and continue to check in with them before, during and after the event to make sure that all is going smoothly.
Communication with your workers is a great way to confirm you have thought of all risks and to ensure they know safety is your main priority:
- provide them with easy to understand information
- train and supervise your workers, volunteers and contractors
- give clear instructions on what to do in an emergency, in extreme weather (such as strong winds or hot weather), or if someone is away or injured
- provide good working conditions – fresh drinking water, clean washing and eating areas, first aid, clean toilets
- see that they use the appropriate equipment for manual tasks e.g. trolleys and sack trucks to move equipment safely
- encourage them to report any equipment errors and fix these straight away.
Talk to your contractors if your event includes catering, amusement rides, fireworks, or construction such as staging or putting up tents. Check that their staff can carry out the work safely, especially when it comes to:
- electrical equipment, lights and leads
- Liquid Petroleum Gas (LPG) containers and stoves
- manual tasks (bump in/bump out)
- operation and supervision of rides
- having the correct training, permissions and licences.
Other things that you may need to think about include:
- getting crowds and equipment in and out of the event safely
- signage and traffic flow
- safety zones where the public cannot enter
- how you communicate at the event e.g. phones, two-way radio, loudspeaker
- regular inspections of the event site.
Our WHS inspectors are commonly involved in community events to ensure event organisers keep their workers and the community’s health and safety top of mind.
For large-scale community events such as the Clipsal 500, Royal Adelaide Show and music festivals, they conduct pre-event audits and site inspections, liaise with organisers/owners before and during the events and make proactive visits throughout the event process.
Inspectors will check that contractors and workers have relevant competencies and licences for the work they are undertaking. This includes checking amusement structure registrations, plant registrations, dangerous substances licences, annual inspection reports are up-to-date. They will also check that you have relevant public liability insurance and that you have safe work method statements in place.
As an event organiser it’s your responsibility to plan and manage risks to ensure work health and safety is a priority.
For tips and advice on work health and safety, you can contact our free workplace advisory service.
An experienced WHS advisor can visit your workplace to help you identify hazards and risks, and help with practical safety systems that will suit your specific circumstances. Our advisors are not inspectors, so you can feel comfortable asking for their help.
This information sheet outlines your responsibilities as a person conducting a business or undertaking (PCBU) i.e. a company, a self-employed person, each partner within a partnership, an unincorporated association and a government department, towards engaging contractors.
Primary duty of care
As a PCBU you have the primary duty of care and must, so far as is reasonably practicable, ensure the health and safety of:
- workers you have engaged, or caused to be engaged;
- workers carrying out work who are influenced or directed by you, e.g. contractors; and
- other persons e.g. visitors and the public. You owe this duty of care when, as a PCBU, you:
- direct or influence work carried out by a worker
- engage or cause to engage a worker to carry out work (including through sub-contracting), or
- have management or control of a workplace.
A worker can be:
- an employee
- a contractor or subcontractor
- an employee of a contractor or subcontractor
- an employee of a labour hire company who has been assigned to work for a PCBU
- an outworker
- an apprentice or trainee
- a student gaining work experience
- a volunteer
If a PCBU engages a contractor, both parties have shared responsibilities and must work together to ensure the health and safety of themselves and others.
The Work Health and Safety Act 2012 (SA) (WHS Act) requires each PCBU to consult, cooperate and coordinate activities so that WHS risks can be effectively managed. The purpose of consultation is to ensure everybody has a shared understanding of the risks, who will be affected and how the risks will be controlled.
The exchange of information helps each person to meet their duty and minimise gaps in WHS management. This process can range from directly discussing and planning daily work with contractors to establishing formal mechanisms with written agreements and consultation meetings.
Each PCBU must, so far as is reasonably practicable, consult with workers and any health and safety representatives (HSRs) about matters that directly affect their health and safety. This duty extends to all workers, as defined previously.
The duty to consult does not require agreement, although each duty holder retains responsibility for meeting their health and safety duties.
A principal contractor and a subcontractor for construction work, as PCBUs, must ensure, so far as is reasonably practicable, the provision of adequate facilities for the welfare of the workers carrying out the construction work. This does not mean that both are responsible for providing the facilities. One may provide the facilities with the other duty holder satisfying themselves that their duty is met because the facilities provided by the other duty holder fulfil their obligations.
Source: Guide to the model Work Health and Safety Act, SafeWork Australia, March 2016
The primary duty of care, applies to all PCBU’s regardless of the terms of any contract. The “no contracting out” provision is fundamental to the Act. This provision essentially means that duty holders cannot limit or modify their WHS obligation by way of a contract with a third party.
Contracts that assume liability to the contractor for all WHS matters arising from the work will be void to the extent it attempts to render the contractor responsible or liable for your statutory duties. The question of what WHS duties you have will always be determined on the facts and circumstances of each case, rather than contractual terms.
Each PCBU retains responsibility and must discharge their duty to the extent to which they have the capacity to influence and control the matter, disregarding any attempts to “contract out” their responsibilities.
A labour hire company hires out employees to host employers to carry out work for them. Both the labour hire company and the host employer owes a duty of care to those employees. In such cases both are fully responsible for meeting that duty to the extent to which they have capacity to influence and control the matter. It is not possible to ‘contract out’ of work health and safety duties.
Source: Guide to the model Work Health and Safety Act, SafeWork Australia, March 2016
Codes of Practice:
- How to Manage Work Health and Safety Risks
- Work Health and Safety Consultation, Co-operation and Co-ordination
Food catering sites at community events are workplaces too. Good planning will make sure you, your workers and the public have a safe and successful event.
The following safety tips will help you manage some of the common risks associated with food catering sites at community events.
By understanding what can cause people harm you can take steps to prevent it from occurring.
Ensure that your workers are trained on how to work safely and that they are adequately supervised. This includes giving them clear instructions on what to do when safety issues arise (e.g. a leaking gas bottle), in the event of severe weather (e.g. heat, storms) and in case of emergencies (e.g. an injury).
For electrical safety ensure that:
- a residual current device (RCD) that accommodates all your electrical items is fitted
- all electrical leads and electrical equipment are inspected and tested
- appropriate electrical leads, equipment and connection points are protected from heat sources and wet weather
- appropriate electrical power boards are used
- electrical cables are protected to prevent damage and secured to prevent hazards such as tripping
- festoon lighting is supported by steel cables or guy wires of at least 2.7 metres height above pedestrians and at least 6 metres above vehicle traffic areas and is installed by a competent person.
Liquefied petroleum gas (LPG)
All gas appliances should be fit-for-purpose. Any connections from LPG cylinders to appliances must be in good working order. Ensure that LPG cylinders (including spares) are:
- correctly stored outside in well ventilated areas.
- kept on a firm stable base and secured from falling (eg restrained by a chain)
- positioned so that pressure relief valves are facing away from the catering van, tent or other combustible materials
- be kept clear of ignition sources (naked flames, electrical sockets)
Events which use more than a total of 250kg of LPG cylinders may require a licence. Please visit the SafeWork SA website for further information.
- plastic milk crates are not used to store LPG cylinders as this may cause static electricity to build up.
- Maintain clearance distances between all ignition sources and combustible materials (e.g. vans, tent and marquee walls, overhanging trees etc).
- Use soapy water or detergent to check for leaks in LPG cylinders and fittings before use.
- Safely dispose of used cooking oil and coals (after they have cooled) and clean up excess grease and fat from grills etc.
- Fit your structure or van with appropriate and readily available (i.e. unobstructed) fire-fighting equipment, ensuring that fire extinguishers are charged and within the test date.
Good working conditions for you and your workers include provision of:
- clear, unobstructed entry to and exit from work areas
- fresh drinking water
- hygienic washing and eating facilities
- floors and surfaces in good condition (e.g. level and no debris/waste pooling on the floor)
- adequate ventilation
- sufficient space to carry out work and for storage of stock, without risks to health and safety
- steps or ladders, if supplied, in good condition
- emergency plans.
Make sure your first aid kit is stocked and easily accessible.
Lifting and moving equipment
Trolleys and sack trucks can assist you and your workers to lift and move equipment and supplies more easily.
Equipment (plant) safety
Checking equipment before use is an essential part of ensuring it doesn’t cause harm to anybody.
Good examples of this are making sure that:
- guarding is in place (e.g. dough rollers, slicers, mixers)
- there are no faults or defects with the equipment
- emergency stops are working (if applicable).
Train workers in safe working methods and continue to check equipment throughout the event.
Encourage your workers to report any equipment malfunctions to a supervisor or manager.
Structures and marquees
- the structure or marquee has been properly erected
- access to underground services is not obstructed
- above and below-ground services are identified during installation and dismantling (e.g. overhead power lines)
- suitable anchor mechanisms are used (weights/ stakes), taking into account adverse weather conditions (e.g. high winds)
- anchor mechanisms are suitably protected (e.g. against trips, impalement, traffic)
- the ground is suitable for the anchor mechanisms
- all guy ropes are in a sound condition
- you have a safety procedure for severe weather conditions and all workers have been trained in this procedure
- suitable exits are available and kept clear of tripping hazards at all times
- adequate lighting is provided for workers and the public.
Bouncy castles and inflatable slides can be a lot of fun, however injuries or even fatalities can happen if they are incorrectly set up, anchored, operated or supervised.
The health and safety of the community and anyone in the vicinity must not be put at risk by the operation of inflatable amusement devices.
This information is relative to land-borne inflatable amusement devices that do not require plant registration with us. Plant registration is required if an inflatable amusement device:
- relies on a continuous supply of air pressure to maintain its shape (e.g. has a fan attachment), and
- has a platform height of 3 metres or more (refer to Diagram 1).
Diagram 1: Measuring platform height
The platform height of an inflatable amusement device is measured without anyone on the device, and from the surface supporting the device to the highest point designed to support a person. A height of 3 metres or more requires plant registration.
Persons conducting a business or undertaking (PCBUs) for example owners, operators or managers of inflatable amusement devices, must ensure that:
- risks are identified and managed appropriately before set-up (e.g. check for overhead or underground power lines, location of gas pipelines, overhanging trees, sloping ground, poor drainage)
- inspections for continued safe use are carried out by a competent person annual inspections are carried out in the absence of any other manufacturer information
- daily checks, routine maintenance, repairs and regular scheduled inspections are carried out and recorded in a log book
- electrical equipment (e.g. motors, electrical leads, generators, residual current devices [RCDs]) is inspected annually by a competent person
- a site emergency plan is prepared, including emergency access, and workers are trained in what to do in an emergency
- fire extinguishing equipment is provided and inspected and tagged in date
- workers have been provided with information, training and instruction (e.g. safe operating procedures) for set-up, use and dismantling
- devices are secured and anchored as per the manufacturer’s or engineer’s instructions
- anchor pegs/stakes/weights and guy ropes do not pose a tripping hazard
- barriers (e.g. fences) are sufficient to guide patrons and prevent public access to ‘no go’ zones
- devices are not deployed over water
- impact mats are installed in areas where patrons could fall off the device (e.g. at entrances and exits)
- condition checks are conducted during dismantling
- (e.g. check for wear or rips in the fabric), any faults recorded and repairs made.
You should conduct regular checks of inflatable amusement devices to ensure that:
- daily inspections are recorded in the log book
- maintenance and repairs have been carried out and recorded in the log book
- anchor stakes/pegs/weights are adequately securing the device and are suitably protected to prevent trips, impalement and traffic damage
- fall zone impact mats are in place and free of obstacles
- guarding on electrical equipment (e.g. to stop children inserting fingers or toes into the fan blades) is in place and effective.
When operating inflatable amusement devices you must ensure that:
- supervision is provided at all times by persons who are able to operate the device safely and know what to do in an emergency (e.g. in case of inclement weather)
- operators or supervisors are not under the influence of or adversely affected by sleep deprivation, alcohol, narcotics or medication
- only the recommended maximum number of patrons and only those of a similar size and weight are on the device at the same time
- patrons are instructed in safe use of the equipment and informed that their behaviour (e.g. somersaults, flips) must not put their safety or that of others at risk
- devices are evacuated then deflated when wind gusts exceed the manufacturer’s guidelines or when wind gusts exceed 40 km per hour, whichever is the lower.
- Code of Practice: Managing the Risks of Plant
- Australian Standard AS3533.4.1 Amusement rides and devices – Specific requirements – Land-borne inflatable devices
We're interested in identifying ways in which we can assist event organisers of public events that have any of the following:
- registered amusement devices
- dangerous goods over the licensable quantities, i.e. 250kg or more of LPG, 120L or more of class 3 (e.g. petrol)
- large marquees, i.e. over 6m in length
- stages or grandstands that require scaffolding.
Use the Public Events - Assessment checklist to provide with information about your upcoming event.