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Work Health & Safety Event Safety Checklist – Small Event
EventSafety_Checklist - Small Event, revised 24/5/2018
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Note: This checklist relates to the Bedford Park site and contains information specific to that site. Other sites can use the checklist but may need to adapt the information.
This documentation must be kept by the Faculty / Portfolio for 8 years for review/audit purposes. Please forward this completed form, after it has been approved by your area, to [email protected] and [email protected]
Event Name:
Date & Time of Event:
Site of Event: Facility/Rooms to be Used: Event Coordinator:
Person Completing Checklist: Checklist Date:
Type of Event (if not listed choose ‘Other’ and specify)
Barbeque Seminar Exhibitions Marketing Functions Bake Sale Small Concert (i.e. Noel Stockdale Room)
Other (specify)
Brief description of the Event
Expected attendance Event Stakeholders (i.e. people who are involved, interact or have an interest in the event)
Security Local Council WHS Unit Volunteers Organisers Staff Emergency Services Contracted Service providers Media Transport Students Public School/Facility(Owner) Office Other
(specify)
Event Planning Committee:
Member’s Name Position Contact #
Event Coordinator
Business & Contractor Name Purpose for event Contact #
Work Health & Safety Event Safety Checklist – Small Event
EventSafety_Checklist - Small Event 24/5/2018
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Items and comments to be addressed
When the term “adequate” is used, consider the size of your event when responding.
Applies tothis event ACCESS and EGRESS (access for crowd numbers) Comments
Entry and exit areas are clear and easily accessible for all persons working and / or attending the event Entry and exit areas are accessible to emergency services Thoroughfares are well defined and clearly marked
Applies tothis event AMENITIES (quantities of provided amenities) Comments
Toilets, toilet supplies (i.e. paper, soap etc) and hand washing facilities are available Accessible toilets available Availability of clean fresh water for both staff and attendees Adequate catering facilities, including clean up and food preparation areas
Applies tothis event SIGNAGE Comments
Signage / advertising for the event is available Signage is available for entries, exits, toilet facilities etc Signage for any hazardous areas or substances Clearly signed first aid and fire extinguisher locations
Applies tothis event FIRE PREVENTION Comments
A fire extinguisher and / or blankets are available and tested in the last 6 months Fire extinguisher / blanket has 1 metre clear space around it Ignition source areas are kept clear at all times and easily accessible Keep ignition sources (i.e. BBQ) away from combustible materials such as hedges
Applies to this event
EMERGENCY PROCEDURES Nominated Key Person Comments Have a copy of the evacuation area / map / diagram Event staff / volunteers aware of evacuation process / area Nominated key person chosen to assist in evacuation Emergency exits are kept clear (i.e. nothing is planned to be immediately adjacent or in front of an emergency exit) Aware of security contact (ext 12880 or 8201 2880) for emergencies
Applies tothis event FIRST AID (ability to provide first aid within 4 minutes) Comments
Location of nearest first aid kit: ________________________ Event staff / volunteers aware of first aid kit location
Applies tothis event STAFF, VOLUNTEER and CONTRACTOR TRAINING Comments
Staff and volunteers are given site induction and trained about the event (especially in tasks such as lifting / moving) Copies of applications, memos and any induction / training records are kept by the event coordinator Contractors are Flinders University Registered contractors (see guidance notes for details)
Work Health & Safety Event Safety Checklist – Small Event
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Applies tothis event ELECTRICAL Comments
Residual circuit devise (RCDs) are used where required, including all hand held electrical appliances and tools All portable electrical equipment, including leads, are tested, tagged and in date Check all equipment and cables are free of damage and in good working order. Check all equipment and cords are not located in areas / walkways where they may cause people to trip All leads, plugs, etc. are protected from weather and other environmental conditions (e.g. water)
Applies to this event
PERMITS, LICENSING AND REGISTRATION (INCLUDING BUT NOT LIMITED TO) Comments Liquor licence required? Food on the plaza? Contact Flinders Campus Community Services
Applies tothis event LIGHTING Comments
Adequate natural or artificial lighting provided for setting up, conducting and dismantling event Emergency lighting is available and in working order
Applies tothis event MANUAL HANDLING Comments
All staff and volunteers are trained to assess each task and use safe technique when lifting Loads are delivered as close as possible to area using vehicle or mechanical aid (e.g. trolleys, sack trucks) Light, small loads and physical aids (assistance from second person or team lift where needed) are used
Applies to this event
LIQUID PETROLEUM GAS (LPG) CYLINDERS AND HEATERS, GAS BARBEQUES Comments LPG cylinders are secured to increase stability LPG cylinders are clear of ignition sources and are in a well-ventilated area (i.e. in an open area and not a tent). All LPG cylinders are checked to ensure they do not exceed 10 years of the stamped test date
Applies tothis event BARBEQUES Comments
Are there mats in the barbeque area to prevent oil spills and spattering from hot plates reaching pavers or surface. Container for oil run off from hot plate is large enough for the amount of cooking being undertaken Barbeque is setup on an even surface and is stable. Barbeque checklist is obtained and used
Applies tothis event WEATHER CONDITIONS Comments
Use current Australian Bureau of Meteorology information to ascertain weather conditions www.bom.gov.au Weather conditions planned for and monitored e.g. partitions, displays and signage well secured for windy conditions, non slip mats for wet conditions, and shade, sunscreen and water provisions for heat Wind speeds are monitored and any equipment (including tents and marquees) are weighted to prevent movement
Applies tothis event PERSONAL PROTECTIVE EQUIPMENT (PPE) Comments
PPE provided if needed (e.g. gloves, aprons, earplugs etc.) and is in good condition and working order
Work Health & Safety Event Safety Checklist – Small Event
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OTHER CONSIDERATIONS Other general event issues to consider as part of overall event preparation include:
Other Details Noise issues, special considerations, use of ladders, contractor / caterer details)
General security and crowd control University Security advised and given relevant documents about the event (minimum 2 weeks’
notice)
Date Security were advised of this event: _________________________
Communication channels between parties Site maps of area, any changes to the area used (i.e. any access / egress blocked off?) How is communication maintained (i.e. mobile phone, walkie talkies)
Alcohol and food requirements Liquor licence has been obtained for the event if alcohol is to be sold / provided University permit for consumption of alcohol on campus has been obtained (where alcohol
provided, but not sold) Food providers comply with food safety requirements of the Aust&NZ Food Standards Code (see
www.dh.sa.gov.au/pehs/Food) Responsible service of alcohol provisions are in place
Contingency Planning Contingency plan in the event of an incident or other issue such as bad weather, i.e., contact
person, reporting process, modification to event venue (attach further documentation as required).
Copy of forms and paperwork for event safety management to be retained for audit process (to bekept for 7 years)
Work Health & Safety Event Safety Checklist – Small Event
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Useful Contacts for Events (Bedford Park Campus)
Tick These contacts must be advised For events involving Organisation Phone Email Service provided All events WHS Unit 13024 [email protected] WHS requirement and event safety support All events Security 12880 [email protected] Security requirement
Property, Facilities and Development
12733 [email protected] Licencing Matters, Catering, Room Bookings Union Building Alcohol, licensing matters, catering
Use of outside contractors Property, Facilities and Development
12733 [email protected]
Use of electrical systems Property, Facilities and Development 12733 [email protected] Advice on electrical use
Use of any University room Your College Room booking system Office
Moving of furniture and equipment Property, Facilities and Development
12733 [email protected] https://beims.flinders.edu.au/BEIMSWeb2/
Property, Facilities and Development
12733 [email protected] https://beims.flinders.edu.au/BEIMSWeb2/ All events on campus except third party retailers
Moving people or things Property, Facilities and Development
12733 Phone only Hire of University cars and buses
People in buildings Chief Warden 12880 [email protected] For the contacts for your Chief Warden Access to buildings out of hours Security Clerk 12880 [email protected] After-hours access
Airconditioning out of hours Property, Facilities and Development
12733 [email protected] Air conditioning services
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The Risk Assessment process must be completed for the following: Check off when each of the following has been considered and risk assessed and controlled as required (see attached risk control plan):
Event Planning Running the Actual Event (including Bump In / Set up and Bump Out / Close Down) Event Review
Hazard Types to be considered:
Human (eg crowd issues) Technological (mechanical, plant etc) Natural (physical location) Environmental (weather)
Risk Assessment Use the attached checklist to determine what types of hazards exist for your event and then develop the relevant control plan for these hazards. The tables below provide guidance for ranking risk factors and determining the risk level.
Step A - Consider the consequences Step B - Consider the likelihood For each hazard, consider the consequences if something happens. Consider what could reasonably have happened, as well as what actually happened (if there was an accident/incident). Look at the descriptions below and choose the most suitable consequence
How likely is it that something will happen as a result of the hazard?
Look at the descriptions below and choose the most suitable Likelihood
Consequence Description Likelihood Description Fatality May cause death and/or severe
irreversible disability, and/or permanent ill health
Very likely Expected to occur in most circumstances
Major Severe injury or illness Likely Will probably occur in most circumstances Minor Minor (usually reversible) injury or
illness resulting in days off work Possible Might occur occasionally
First Aid First aid level medical treatment Unlikely Could happen at some time Negligible No treatment required Highly
unlikely May happen only in exceptional circumstances
Consequence Likelihood
Very likely Likely Possible Unlikely Highly unlikely
Fatality Extreme High High High Medium
Major injury High High High Medium Medium
Minor injury High Medium Medium Medium Medium
First aid Medium Medium Medium Low Low
Negligible Medium Medium Low Low Low
Control Hierarchy
Elimination Remove hazard
Substitution Use a less hazardous alternative
Isolation Eg Restrict access, use in a closed container, fume cabinet
Engineering Eg Trolleys to move loads, guards on machinery, Fume cupboard
Administration Eg: Training, Safe Work Method Statement, signage PPE - Personal Protective Equipment Eg: Gloves, respirator, safety glasses
Work Health & Safety Event Safety Checklist – Small Event
Approved by Supervisor/Manager:
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Event Risk Assessment
EVENT Name: Date: Event Coordinator:
Person Conducting Risk Assessment: Position: Date: Signature:
Task and Hazard Persons affected & location
Risk Level (H, M or L) Control measures Who, by when Notes
Example: Task: Manual handling – lifting 4kg boxes of brochures to restock display areas (from truck to desks) Hazards: back or shoulder strain or sprain
Restock staff Volunteers
Medium Currently: Trained in good lifting technique Seek assistance if needed Delivery as close as possible to area Sack trucks to be used
Next steps Purchase one more sack truck Training for new workers, refresher for existing staff
Matt Flinders 1 April 2012
Waiting for quote
Date:
