Friday 12 June 2020
EV EVEN ENT RISK M K MAN ANAGEM EMEN ENT • Introduction • Overview • Risk & Occupational Health & Safety (OHS) Requirements • OHS Roles & Responsibilities of Event Organisers • Event Risk Management Plans • Events in a COVID 19 Landscape • Questions
INT NTROD ODUCTION Adam Williams HS & RTW Specialist & Acting Risk & HS Coordinator Organisational Development – Corporate Strategies Directorate • 10 years + Risk & Safety Management experience chiefly in Coal, heavy manufacturing, industrial & commercial construction sectors. • Extensive experience in developing and implementing event risk management systems, liaising with industry bodies such as Tourism NSW, Revitalise Newcastle & Urban Growth NSW
OVER ERVIEW EW The Risk and OHS and requirements placed on event organisers can seem daunting and difficult. This is reasonable expectation as many of these requirements are legislative in nature.
OVER ERVIEW EW What we want you to take from this is that yes there legal and other requirements placed on event organiser but meeting these does not have to be exhaustive. The information contain in this presentation will help you better understand these requirements and give practical tips and advice on achieving them.
The information in this presentation is not legal advice, it is our interpretation of legislative requirements and is designed as a guide to assists event organisers when hosting an event.
RISK & & OHS HS REQUI QUIREMENTS
RISK & & OHS HS REQUIREM EMEN ENTS This guide sets out the requirements around: • Permits • Insurances • Event risk assessments
RISK & & OHS HS REQUIREM EMEN ENTS Permits & Insurances Occupancy Permits for places of public entertainment (POPE) https://www.warrnambool.vic.gov.au/events https://www.localcommunityinsurance.com.au/
RISK & & OHS HS REQUIREM EMEN ENTS Permits & Insurances • It is essential that anyone hosting an event hold their own current public lability policy • WCC Public Liability Insurer MAV LIM does not cover third parties
RISK & & OHS HS REQUIREM EMEN ENTS OCCUPATIONAL HEALTH AND SAFETY ACT 2004 - SECT 20 The concept of ensuring health and safety (1) To avoid doubt , a duty imposed on a person by this Part or the regulations to ensure, so far as is reasonably practicable, health and safety requires the person— (a) to eliminate risks to health and safety so far as is reasonably practicable; and (b) if it is not reasonably practicable to eliminate risks to health and safety, to reduce those risks so far as is reasonably practicable
RISK & & OHS HS REQUIREM EMEN ENTS OCCUPATIONAL HEALTH AND SAFETY ACT 2004 - SECT 23 Duties of employers to other persons (1) An employer must ensure, so far as is reasonably practicable, that persons other than employees of the employer are not exposed to risks to their health or safety arising from the conduct of the undertaking of the employer.
RISK & & OHS HS REQUIREM EMEN ENTS How can you satisfy these requirements?
RISK & & OHS HS REQUIREM EMEN ENTS Plan Event Risk Controls Developed Assessment Identified
EV EVEN ENT R RISK K MAN ANAGEM EMEN ENT PL PLAN ANS Event Risk Assessments should that take into account risk and associated hazards with regards to: • Loss of life/injury • Impacts to patrons • Failure to deliver a successful event • Legal and compliance liability • Disruption to operations • Financial loss, including theft and fraud • Loss or damage to the reputation of your organisation
EV EVEN ENT R RISK K MAN ANAGEM EMEN ENT PL PLAN ANS Plans include and may encompass: • Site Plans • Emergency Management • Traffic Management
EV EVEN ENT R RISK K MAN ANAGEM EMEN ENT PL PLAN ANS • It is the event organiser duty to develop these plans and submit them to in conjunction with all other requested documentation to WCC prior to the event commencing. • WCC holds no responsibility to review or approve these plans but under we must as stakeholders in the process exercise due diligence and ensure that plans are in place.
EV EVEN ENT R RISK K MAN ANAGEM EMEN ENT PL PLAN ANS
EVENT NTS I IN A N A COVID D 19 19 LANDS DSCAPE WCC is still awaiting clarification from our industry bodies for clear guidelines. Interim measures we have taken: • COVID 19 Safe Work Plans • Staff education & signage
QUESTION ONS?
Friday 12 June 2020
Catherine Huf Emergency and OHS Coordinator Port Fairy Jazz Festival (4 years) What does that role involve? • Keeping all our volunteers, musicians, contractors and patrons safe • Preparing the Emergency Plan (EMP/RMP) • Being on-site for all programmed hours of event
Summary of presentation • A local event perspective - practical operations advice • An overview of volunteer management from a risk perspective • The main risks for our event • The need for policy and workflows • Volunteer inductions • Tips and tricks for managing risks at your event • Tips for your Event Management Plan/ Risk Management Plan • Wording • What appendices to consider • Tips for Workflows
Practical operations advice from a local event perspective • What does our event look like from a risk perspective? • 3 day event held in February each year • People getting injured or needing care • 10 music venues (2 licensed, 1 outdoor) • 1 dance workshop venue • 1 street parade and massed jazz playing (traffic management required) • 1 massed dance event (traffic management required) • 2 paid contractors (sound manager and assistant)
An overview of volunteer management from a risk perspective • ~ 100 volunteers – 4 different volunteer teams • Sound • Operations • Stage • Door and office venues • SES and Police • Risks faced are different for each team
Set the scene to make people feel safe • Lots of people working together who are all volunteers • Not known to each other • Not being paid –not necessarily expert, they don’t have to give notice, less formal structure than a workplace • Varied drivers for volunteering • Consider policy creation • PFJF has 4 policies • Work Health and Safety • Incident and Injury Reporting • Misconduct • Bullying and Harassment
Inductions • In year 1 we did paper-based inductions • Time consuming • Hard to cross-check • In year 2 we moved to online inductions • Not perfect, but much more efficient • Easy to cross-check
Online Inductions Venue nue and D and Doo oor volunteers • Vest - easy identifier of volunteer status • Lanyard - reference if assistance required • ‘AED here’ poster - includes Frequently Asked Questions • AED video - a short demo available to watch • Venue ‘Code of Conduct’ poster - expectations • Committee members assisting during high demand times - support
Other volunteer groups inductions • Lanyard • JSA forms • Manual handling • Fall from height • Slips, trips and falls • Electric shock
Tips and tricks for managing risks at your event • Your Emergency Management Plan (EMP) is your support • Opportunity for early planning and preparation ! • Chip away and seek assistance if needed • Keep wording broad where suitable • Grow the detail of your plan as your event evolves • Port Fairy Jazz Festival EMP started off as 28 pages including 7 Appendices • Plan is now 72 pages and 17 Appendices For me this means I can relax for most of the year
Include appe ppendices ces for your plans • Maps • Volunteer inductions • Event site, including first aid • Policy • AED locations • Communications strategy • Traffic Management – street parade • Back up details • AED FAQ poster • Traffic Management – dance event • Poster for temporary location of AEDs • Emergency assembly areas • Venue Risk Assessment • Summary of duties • Contents of First Aid Kit & First Aid • Contact lists – stakeholders Pack • PFJF also has band leaders • Risk Assessment
Workflows (based on policy) • Policy - templates available • Include workflows (see image) • Include all relevant info from policy • Summarises policy • Leave out detail that may change (e.g. phone numbers)
And that concludes my presentation Opportunity for questions Contact details: Catherine Huf – cat79huf@gmail.com
Plastic Wise Policy and Guide Download them from www.surfcoast.vic.gov.au/plasticwise
Which plastic items do we target? To be eliminated from events and markets: Other single use and soft plastics to demonstrate a shift away from:
What are the alternatives? The Policy and Guide are based on the waste hierarchy AVOID things that will become waste REDUCE the amount of waste generated REUSE items again RECYCLE to recover energy and materials
Types of events and outcomes
Large festivals • • • • • • •
Sporting events • • • • • •
Markets and fairs • • • • •
Plastic Wise in place at events
Avoidance - signs and information
Avoidance - staying hydrated
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