As an event organiser you are responsible for planning and managing risk at your event by taking all reasonably practicable steps to deliver a healthy and safe environment, and therefore enjoyable event experience.
You have a legal responsibility under the Health and Safety at Work Act 2015 (HSWA) to ensure the health and safety of all event participants, spectators, event staff, contractors, subcontractors, volunteers and other event delivery participants such as sponsors, and any persons legally entitled to be at or in the vicinity of the event site.
To get approval to hold your event on Council-owned public open space, your documentation needs to demonstrate you have considered health and safety as part of your event planning. To assist you with writing your plan, council has developed an Event health and safety guideline and optional tools to use as below:
This guide is to help you understand Council’s expectations of event organisers, and to support you in developing an event operations plan that documents how you plan to deliver a healthy and safe event environment.
Event health and safety guidelines
This template can be used to document your health and safety planning by integrating health and safety throughout your event plan. It’s intended that this sits alongside your other event plans such as marketing etc.
Event operations plan template
Your Council event facilitator will assist you with which template (or a version of) might be more suitable for your event, depending on its level of impact. You are welcome to create your own plan, however Council will require to be satisfied that all risks associated with your event are considered and managed. All elements outlined in the Event safety guidelines relevant to your event will need to be covered in your plan to obtain approval for your event to take place.
Public liability insurance will also be important when the organiser has indemnified the Council, and a third party makes a claim against us.
For further information contact an insurance broker.
If you are holding your event in a Council-owned venue, you may need to pay a bond to cover the potential costs of repairing any damage or for reinstatement if the area is not left in the way it was found. The bond amount will depend on the area you are using and the scale of activities you are undertaking.
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Page last updated: 12:55PM Fri 22 October 2021