Event Management Plan

Template

Event Name: __________________________________________________________

Date of Event: _________________________________________________________

Contact Name: ________________________________________________________

Contact Number: _______________________________________________________

A copy of the Event Management Plan should be retained by the

event organiser for use on the day of the event.

This template is not limited to the information contained and not all sections
will be applicable to your event. Please provide any additional information that
may assist with the management and planning of your event.

Ref: Doc Set ID

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Introduction

An Event Management Plan (EMP) helps event organisers carry out their legal duties in
regards to the health and safety of participants. An EMP should identify and ensure plans
are in place to manage foreseeable risks associated with the staging of the event.
Queanbeyan-Palerang Regional Council (QPRC) is committed to ensuring the health and
safety for anyone staging and attending an event in the region.

Expectations and commitments about events in Queanbeyan-

Palerang
• QPRC expects all event organisers to complete an EMP.
• All stakeholders participate through consultation to deliver a safe and successful event.
• The ultimate goal is to stage a successful event with no harm to people or damage to
the environment and property.
• Please consider equal access for all participants at your event.
• When completing the EMP please answer all questions. If the question is not applicable
to your event please mark N/A.

Should you require any assistance completing the document, please contact the QPRC
Events Team.

Event Checklist
Item No. Item Completed
1.1 Event Details
1.2 Contact during event
1.3 Road Closures
1.4 Security and Crowd Control
2. Insurance
3. Risk Assessment
3.2 Site Plan
3.3 Contingency Controls
4. Traffic, Parking and Pedestrian Management
4.2 Adjoining properties or affected parties
5. Incident Management
6. Public Health
6.6 Waste Management
6.7 Noise
6.8 People/Contractors
7. Public Safety
8. Event Promotion
9. Monitoring
10. Review

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1. Event Details
Event Details
Event

Event Type
(indoor/outdoor)

Address of event

Event Details
(List activities)

Date/Time
Event Starts

Estimated number of
people expected to
attend

Estimated number of
staff/volunteers to
assist with event

1.1 Event Management Details

Event Management Details

Event Coordinator

Organisation or Group

Address

Phone

Email

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1.2 Road Closures

If your event requires the closure of any public roads, you will need to submit a Traffic
Management Plan (TMP) to Council and the police which considers the impact on traffic,
transport and pedestrians.

Road Closures
Will road/street closures be required?
1.
If yes, what is the road/street
name(s)? 2.

Have the relevant authorities been

contacted?

Has a permit been obtained?

If yes, List permit number

Have emergency services been

notified?

Will traffic management be required?

1.3 Security and Crowd Controlvent Management Details

Security and Crowd Control
Will security be needed for
the event?

If yes, list details

If a security firm has been hired, please provide details:

Security firm Details

Company Name

Licence Details

Contact Person

Phone

Email

Number of Security
Personnel at Event
Please attach the security and crowd control plan – if applicable

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2. Insurance

2.1 Insurance details

Insurance Details
Company Name

Address

Phone

Fax

Email

Policy Number and

expiry date

Public Liability value

and asset value

Please attach a copy of your insurance certificate/policy with minimum $20 million
public liability.

3. Hazard Identification & Risk Assessment

It is your responsibility as the event organiser to ensure that foreseeable risks are identified
and managed. There are a number of hazards associated with running an event. Use the
template below to identify any potential risks and the actions taken to minimise or eliminate
those risks. Examples of hazards might be vehicles moving on site, using gas, electricity,
temporary structures, signage, wind or extreme temperatures

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When thinking about hazards and risks, consider the impacts these could have on the
following categories:
• Operational - impact on services
• Human - people including staff and participants
• Financial and property - impact on budget, property damage
• Legal/Regulatory - breach of regulations and legal requirements
• Environmental - impact on the environment
• Stakeholder - negative publicity, public reactions

CONSEQUENCE
Consequence Description
• No or minor degradation of services, scheduled interruptions or
unscheduled interruptions for less than 2 hours
• No injury to persons or minor injuries requiring first aid treatment.
• No or minimal adverse public/staff reaction and/or no negative
Minimal Impact publicity
• Low financial loss <2% to 8% of budget for the area/project
and/or minimal damage to property
• No or minimal environmental impact
• No or minimal regulatory breach
• Minor degradation of services and operations
• Minor injuries. Medical attention and several days off work
• Minor adverse public/staff reaction and/or minor negative
publicity
Low Impact
• Minor financial loss from 8% to 15% of budget for the area/project
and/or minimal damage to property
• Minimal environmental impact handled internally
• Minor regulatory breach
• Significant degradation of services and operations
• Extensive injuries requiring major medical treatment and/or long
term illness.
• Significant adverse public/staff reaction and/or significant
negative publicity
Moderate Impact
• Major financial loss from 15% to 20% of budget for the
area/project and/or extensive repairs to property required
• Significant contained environmental impact EPA intervention
• Significant regulatory breach/s including court proceedings
• Widespread total degradation of operations and services
• Loss of life, permanent disability or ill health.
• Extreme adverse public/staff reaction and/or major widespread
negative publicity
• Significant/material financial loss greater than 20% of budget for
High Impact
the area/project and/or total destruction of property
• Significant widespread environmental impact, EPA intervention
including significant fines
• Significant regulatory breach/s including court proceedings

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LIKELIHOOD

Likelihood Description Quantification

May only occur in exceptional circumstances.
Once every 50 years
Very Unlikely No past event history. Could happen, but
or more.
probably never will.
The event could occur in some
Unlikely circumstances. No past event history. Could Once every 25 years.
happen, but rarely.
The event should occur sometimes. Some
Once every 5-10
Likely past warning signs or previous event history.
years.
Could happen at some time.
The event will probably occur
Once a month or more
Very Likely in most circumstances. Some recurring past
frequently.
event history. Could happen at any time.

High Impact 1 1 2 3

Moderate
1 2 3 4
Impact
Consequence
Low Impact 2 3 4 5

Minimal Impact 3 4 5 6

Very Very
Likely Unlikely
Likely Unlikely

Likelihood

Key
Task cannot commence until risk is eliminated, or reduced using control
STOP
and treatment plan.
Assess suitability of control measures and implement improved measures
CHECK if possible. If measures cannot be improved, be alert and proceed with
caution!
Considered an insignificant risk. Task may commence using
GO
normal procedures.

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Hazard Identification and Risk Assessment

This structure for this hazard identification and risk assessment is based on AS/NZ ISO31000:2009 Risk Management
Event Name Date of Assessment
Date(s) or Event Last Assessment
Location Event Organiser

1 2 3 4 5 6 7 8 9 10
Hazard Likelihood Consequence Risk Controls that will be Likelihood Consequence Risk Who is Initial
Description Probability Likely rating evident to reduce the Probability Likely outcome rating responsible? and
(before of hazard outcome (before risk as far as is of hazard severity (after Date
controls) causing severity controls) practicable causing (after controls) contro
injury/loss (before injury/loss ls)
(before controls) (after
controls) controls)

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3.1 Site Plan

A site plan provides an overview of your event. It clearly shows where it will be staged,
entrances and exits and placement of facilities and vendors/amusements etc.
All applications for public events must include a clearly marked site plan. For smaller events,
a simple grid map is sufficient. For larger events, an aerial photograph with features clearly
labelled can be used.
Tick the items after you have located and indicated them on the plan or place an x if the item
is not relevant. All items in the right-hand column should be ticked for the emergency
management plan.

The Site Plan should include the follow, if applicable:

Vendor stall No Alcohol areas Emergency Coordination

Centre
All activities stall Liquor outlets Emergency vehicle
entrances
Drinking water Liquor Emergency vehicle route
consumption area on site
Event Coordination Restricted areas Emergency or first aid
Centre parking
Information Centre Emergency Exits
Entrances & Exits
First aid posts Toilets Fire extinguishers

Shelter Parking Emergency meeting

points
Seating Emergency Water hydrant or static
Telephones supplies
Temporary Taxi and bus pick Map reference for venue
structures up
Mains power, water Location of Electricity cables
and gas entertainment
Provision for Vehicle access Lost children meeting
disabled people points point
Walking paths Stage

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Example of a Site plan – Large event, Queanbeyan Showground

3.3 Contingency controls

List the major influences (e.g. rain, extreme heat, storms, etc.) which may disrupt
your event and the contingency plans (e.g. cancel event, provide alternate venue or
shelter) you will put in place.

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4. Traffic, Parking and Pedestrian Management

4.1 Traffic, parking and pedestrian management plan
A traffic, parking and pedestrian management plan may be required to ensure the safe,
effective and efficient movement of traffic and pedestrians on the road network in the vicinity
of the event area.

Is there parking and access available for:

Yes No N/A
Emergency Vehicles

Key stakeholders

Disabled patrons

General parking

Overspill of vehicles

Buses

Taxis

4.2 Adjoining properties and affected parties

Yes No
Have adjoining property owners/occupants and other affected parties
been contacted regarding this event?

If the event is likely to impact in any way on these adjoining properties, e.g. noise, extra cars,
road closures, it is highly recommended that you contact the owners/occupants well in
advance of the event.
Tick below which method(s) you will use.

Yes No
Flyer
Letter drop
Advertising in local paper
Door knock/face to face
Radio

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4.2 Other Hazards

Yes No
Will adjoining properties, structures or water bodies, pose additional risks
to public and others?

5. Incident Management
5.1 Emergency Coordination Centre
Ensure the Emergency Coordination Centre is clearly marked on the site plan (refer section
3.2) and detail where First Aid will be supplied.
Ensure exit/evacuation points and fire extinguishers are clearly marked on the site plan.
Pre-event briefing and post event de-briefing
How will event staff, volunteers and security be trained and given an induction prior
to, at start of event and post event?

5.2 Incident Management Plan including first aid arrangements

Yes No
Has an emergency response plan been developed and tested? Do all
involved clearly know their roles?

Position Name Contact

First Aid Officer 1

First Aid Officer 2

Incident Officer

Police

Ambulance

Fire

Security

Hospital

Council –
Event Facilitator
Council –
Environmental Health
Council –

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5.4 Firefighting equipment

Yes No
Will portable fire protection equipment be strategically located throughout
the venue for initial attack of the fire by the public and/or safety officers?
Please indicate their location on the Site Plan
5.5 Fire danger period
Yes No
Has a day of total fire ban or fire danger period been considered?

5.6 Lost and stolen property / lost children

What arrangements have been made for lost or stolen property and/or lost children?

5.7 Incident reports

If there are any incidents that result in an injury or property damage this needs to be
recorded in the following format similar to the Incident form on page 15

If a Notifiable Incident occurs, the event manager must contact WorkSafe on 132 360.
The event manager must take immediate action to ensure:
• Nobody is in further danger
• All injured people are taken care of
• The site and any equipment involved in the incident is preserved and undisturbed
unless movement is required to render first aid or make site safe.

Notifiable Incidents are:

• A death
• A serious injury or injury requiring immediate medical treatment for including (but not
limited to)
- Broken bone
- Laceration requiring stiches or gluing
- Head or eye injury including loss of consciousness
• An injury involving a substance that requires medical attention
• An injury requiring admission as an in-patient to hospital
• Collapse or other malfunction of registered plant
• Collapse or failure of an excavation or shoring
• Collapse of part or all of a building
• Explosions and fires
• Escape or spills of dangerous goods
• The fall or release of plant, substances or objects from a height.

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5.8 Emergency and Media Spokesperson(s)

In the event of an accident or emergency, your organisation is likely to be contacted by the
media for comment, either at the time, or afterwards.
It can be helpful to decide in advance, who is authorised; 1) to make decisions, and 2) speak
on behalf of your organisation and to make sure that this information is conveyed to
everyone involved in organising your event.
It can also be important to decide what your key messages will be in the event of an accident
or emergency. These should include:

• The safety and wellbeing of event patrons and the public as a priority
• Factual information about the emergency and steps being taken to address it.

Your organisation may decide not to make any comment, pending legal advice.

Name Position/Organisation Phone number

Authorised to
make emergency
decisions

Nominated
Emergency
Spokesperson 1

Nominated
Emergency
Spokesperson 2

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Incident Form

Date & Time of Persons Involved Action taken

Description of incident
incident (name, address, ph)
Date: Name:

Time: Address:

Suburb:

Phone:

Date: Name:

Time: Address:

Suburb:

Phone:

Date: Name:

Time: Address:

Suburb:

Phone:

Date: Name:

Time: Address:

Suburb:

Phone:

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6. Public Health
6.1 COVID Safety Plan
To complete your plan please go to the NSW Health website or contact QPRC Events team
Yes No
Have you registered your COVID Safety plan?
Have you got your Event QR Code?
Have you got COVID signage?
Have you got a COVID Marshall?
Hand sanitiser stations in vulnerable location
Have you got COVID check in staff at the gate?

6.2 Food providers

Yes No
Will you or other vendors at the event be selling any food?

List the food vendors and type of food provided:

Business/Vendor
Contact Phone Type of Food Council Permit
Name

You will need to provide evidence of the vendor’s council permit for the operation of their
stall.
6.3 Alcohol
Yes No
Will there be alcohol at the event?

Please tick relevant box

Yes No
BYO for consumption on site - requires permit to consume from Liquor
and Gaming NSW
Tasting only (can buy and take away unopened) - requires permit from
Liquor and Gaming NSW
Sell and consume on site - Liquor Licence permit required from Liquor
and Gaming NSW

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6.4 Toilets
You will need to supply adequate facilities for the number of patrons attending your event.
You should also consider people with disabilities.
How many toilets will be provided at the event?
Male

Female

Disabled

Portable

A cleaning schedule should be established for toilets. Toilets must be cleaned, restocked
with supplied regularly.
Who will be responsible for the cleaning of toilets?

Name Phone/Mobile

6.5 Water
Events must have sufficient supply of freely available, or at a nominal charge, potable water,
and clear directional signage to water. Outdoor events that expose patrons to the elements
must take due care for their health and comfort. A wash basin does not constitute a drinking
fountain or tap.

Yes No
Is the location of water signposted and marked on the site plan
(refer 3.2)?

How will extra water be supplied to patrons on very hot days if

Yes No
needed?
Bottled water
Tap water
Other

What is the source of water, i.e. reticulated/town water, tank, other?

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6.6 Shelter
Shelter and shaded areas should be available wherever patrons or staff and volunteers
(including First Aiders) may be located for an extended period of time and where weather
conditions dictate that it is required.
Describe where shelter will be provided at the event. Mark on site plan
(refer section 3.2)

Yes No
Will sunscreen be available at the event)?

6.7 Waste management

All event organisers are responsible for the cleaning arrangements during and after an
event. All premises used for the event must be left completely free of rubbish and debris.

What arrangements do you have in place for managing garbage and recycling at
your event?

How will garbage and recycling be contained at the event site?

(e.g. bins, skips and existing street bins, etc)

How will garbage and recycling be removed and disposed of from the event site?

Other:
Yes No
Has provision been made to deal with any discarded sharps or needles?

Will training been given to event personnel on handling or dealing with

discarded sharps?

6.8 Noise

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Yes No
Refer 4.2 have persons who may be affected been advised?

Are there activities/mechanisms likely to create higher noise levels (than is typically
present) at your event?

Describe how you will monitor and minimise these noise levels

6.9 People/contractors
The Occupational Health and Safety Act 2004 requires that staff/people under the control of
the event organiser are provided with information, training, instruction and supervision to
perform the work they are doing at the event in a manner that is safe and without risk to
health.
When considering outsourcing a service to a contractor, the following should be considered
in your review:

Previous Performance - what experience do they have? How did they perform?
Qualifications - are they qualified and competent to deliver the tasks they are engaged to
deliver?
Commitment to Safety – do they have a Safety Management Plan? Has their safety plan
been audited? What were the results? What is their injury record?
Cost – the event organiser could have increased costs due to fines and penalties if lower
safety standards of a contractor are accepted.
Industry Standards - what are the standard safety practices in the industry?
Insurances - do they carry appropriate workers’ compensation and public liability
insurance?
Understanding the task - can the contractor demonstrate that they understand the tasks
required and can they do so safely? This may require the contractor to submit a safety plan
or safe work method statement.
Sub-Contractors - does the contractor intend on sub-contracting some of the functions?
If so:
- What are the qualifications of the sub-contractors?
- Have they provided a job safety analysis or risk assessment?

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7. Public Safety
7.1 Lighting and power

Adequate lighting is required for all events/venues including darkened events. Lighting
should identify entry, exits and aisles, etc. Should electrical supply fail, auxiliary battery or
generators should be on standby for powering lights and communication systems.

Yes No
Do you require emergency power & lighting?

If yes, it is recommended that an electrician be available for the event.

Name of Certified Electrician Contact details during event

Description emergency power and lighting systems

7.2 Temporary structures

Will there be temporary structures at the event? If yes, please indicate on the site plan
(section 3.2) and provide details of size, etc.

Yes No N/A
Stages and platforms

Break-away stage skirts

Seating

Marquess/tents

Is the area fenced off

Have you submitted an application for a temporary structure(s)? Yes No

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AMUSEMENT STRUCTURES (INCLUDING INFLATABLE STRUCTURES)

Yes No N/A
Amusements structures are not used or operated unless a current
certificate of registration issued by WorkSafe

All structures have current certificate of inspection issued by a

professional engineer and qualified electrician

Appropriate space and suitable ground surface is allocated for each

ride, including access and egress for patrons

There is appropriate fencing surrounding rides

There is appropriate soft-fall area for inflatable structures

A thorough check of the inflatable structure and accessories is

carried out prior to use (ensuring all anchor points, ropes and stakes
or ballast are undamaged and fit for continual use)

All tie-down ropes attached to the device are fastened to adequate

anchorages and there is adequate soft-fall area and appropriate
fencing

Operator monitors prevailing wind conditions

7.3 Gas cylinders

List all vendors who will be using portable gas cylinders.

Name of Vendor Phone No. of Cylinders

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7.4 Fireworks display

If fireworks are planned for your event, you are required to advise or obtain written approval
from Work Safe NSW
Fireworks
Will there be a fireworks display?

If yes, has the ‘Notice to discharge

fireworks’ been submitted by the
Fireworks Provider?
Has a permit been obtained?

If yes, please provide details:

Permit number

Person responsible for fireworks

Contact details during event

Phone

Ensure restricted zones are marked on the site plan (refer section 3.2).

8. Event Promotion
8.1 Ticketing

Yes No
Are there tickets for the event?

Advertising promotion
Event promotion may affect the quantity and variety of people attending.
Has the event been advertised via Yes No
TV

Paper

Radio

Social Media

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8.2 Signage
Signs are provided for easy identification of the following:

Phones Parking – Cars, buses, disabled,

taxi
Entrances Information/Communication

Exits Rules relating to alcohol

consumption
Toilets Lost and found

Water
Public transport pickup/set down
First aid/Emergency Coordination Security
Cnetre
Camping areas and facilities No Smoking

Animals

8.3 Health Promotion

Have you considered health promotion material, for example:

Glass containers are not permitted Smoke free event

Bags and Eskies will be searched Public Transport will be available

Don’t drink and drive Food and snacks will be

available…

9. Monitoring
Have personnel been appointed to monitor:
Yes No
Public behaviour within the event?

Stall holders compliance to event requirements?

Staff and volunteer compliance to event requirements?

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10. Review
At the conclusion of your event it is important to evaluate the event against the aims and
objectives. This will allow you to identify and make appropriate changes, where necessary,
to your event management plan to ensure the success of a future event.
Unscheduled Occurrences

Description of occurrence and outcome

Future management strategy to prevent repeated occurrence

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