Risk Management Plan

Yarriambiack Shire Council

Event Application/ Notification Form

www.yarriambiack.vic.gov.au

This Event Application/ Notification Form is designed to help Community Groups located in the Yarriambiack Shire to get on the way to planning, organising and staging an event or activity successfully.

BEFORE GETTING STARTED…

Because of changes to laws and guidelines governing the staging of community events and activities, you now have to consider a number of important questions before you can proceed with your plans.

Even though your planned event or activity may be small scale (something as simple as a street party), there are steps you need to go through. This is to ensure that whatever you’re planning can occur safely and successfully.

Complete this Event Application/ Notification Form and once it is filled in and submitted to the Yarriambiack Shire Council; your Event Application/ Notification Form will register your interest in staging an event and help determine which services and permits may be required. Submitting the Event Application/ Notification Form does not constitute approval to proceed with your event. You will be advised as to what permits you require for your event and whether or not you need to complete and submit additional paper-work.

The Manager Community, Business & Economic Development will coordinate an assessment of your event. Event organisers will then be advised of any further process or requirements that may be needed given the specific circumstances and environment applicable to the individual event.

ALL of the below; can be completed and submitted to the Manager for Community, Business & Economic Development Yarriambiack Shire Council if you are planning an event in the Yarriambiack Shire.

“The definition of an event includes any planned activity where any structure (permanent or temporary), open area, roadway, fenced or unfenced will contain a number of persons greater than that normally found in that area or location at one time. This activity may affect the location or surrounding area prior to, during or after the event”

Please allow a minimum of four to six weeks for your event application form to be processed. Large or major events will require a minimum six-months planning period. Please complete and return to:

Please complete and return pages 3, 4, 5, 12 & 13 via email, fax or mail to:

Jaye Macumber

Manager Community, Business & Economic Development

Yarriambiack Shire Council

PO Box 243

Warracknabeal Vic 3393

Tel: 03 5398 0106

Mobile: 0417 712 494

Fax: 03 5398 2502

Email:

Name of Event ……………………………………………………………………………

Please answer all the follow questions (“X” all relevant boxes)

Expected number of people ____ (write number and “X” box below)
0-100 / 100-300 / 300-500
dfg
500-1,000 / 1,000-5,000 / 5,000+
Yes / No
dfg
This event funded or part funded by Council
dfg
I want to close off a road or roads
dfg
I want to have a fire or a fireworks display
dfg
I want to erect temporary structure/s e.g.: marquees, portable toilets
dfg
My Event will be in a public area
dfg
I am using professional entertainment e.g.: buskers, bands
dfg
My Event will be in a hired building or venue
dfg
I want to hold my event in a park or reserve
dfg
I want to Sell / BYO Alcohol
dfg
I want to have food available
dfg
I am using external amusement providers e.g.: carousel, climbing wall
dfg
I want to put up signs, flags and/or banners to promote my event
dfg

Name of main contact: …………………………………………………………………………..

Address of main contact: …………………………………………………………………………..

Phone number:…………………………. Mobile:...... ……………………….

Fax number: …………………………

Organisation Email: ………………………………………………………………………….

Name of Organisation: …………………………………………………………………………..

Postal Address of Organisation: ………………………………………………………………….

Business Address of Organisation: …………………………………………………………….

Business Phone: ………………………………

Business Fax: ……………………………….

Business Email: …………………………………………………………………………………

Proposed location of Event:

Street/Road Name: ………………………………………………………………

Town: …………………………………………………. Postcode: ……………

Proposed Date/s of Event:

Start Date: ………/………/20……… End Date: ………/………/20………

Set-up start time: ……………… AM / PM Event Start Time: ……………… AM / PM

Event Finish Time: ……………… AM / PM Clean-up end time: ……………… AM / PM

Target Audience (e.g. families with young children, teenage / youth, adult, seniors, mixed):

………………………………………………………………………………………………………

Describe the event and its main purpose and activities:

………………………………………………………………………………………………………

Service Agreement:

Does your committee/organisation have a current Service Agreement with Yarriambiack Shire Council?

Yes...... No......

If Yes: What is the name of the Committee/Organisation listed on the Service Agreement.?

......

What was the date (on document) the Service Agreement was signed off between your Committee/Organisation and Yarriambiack Shire Council.?

Date on agreement ...... /...... /......

Please find attached copies/payment of the following items:-

Public Liability Insurance - A copy of your insurance Certificate of Currency MUST be

attached.

Name of insured: ______
Policy No: ______
Insurer: ______
Cover: $ ______

OCCUPATIONAL HEALTH & SAFETY PLANNIN

Event Risk Management Plan

EVENT NAME……………………………………………………………DATE...... ……………

Introduction

Risk Management is an integral part of good management practice. Commitment to Risk Management will assist in keeping risk exposures to a minimum and help reduce injuries and potential loss.

The Risk Management process involves identifying potential risks, analysing their potential damage and treating the risks (taking action) before it happens.

The benefits of Risk Management are:

· An organisation /committee can anticipate & respond to risks.

· Likelihood of a loss or damage to financial performance, reputation & community confidence can be minimised.

· Promotes a risk awareness culture within an organisation.

Having a Risk Management Plan and conducting a risk assessment prior to an event means potential risks can be identified, and rated according to probability of occurrence and severity of damages. Controls and actions can then be taken to help reduce any potential risks prior to the activity or event taking place.

Examples; Some Risk types to consider when running an event. (Page 7)

Individual risks will vary depending on the event, location and environmental factors. Table 1 below is not a comprehensive list of risks and should only be used as a guide. No one event will be the same. Discuss risks with your group or committee involved to cover all risk for your event.

Environmental.-examples
§ Flash flooding, heavy downpours, hail storm.
§ Wind gusts, gales, damaging winds, storm warning.
§ Threatening bush fire, wild fire, total fire bans.
§ Heatwave.
§ Dust storm.
§ Environmental damage to vegetation (Flora), waterways and Native animals or their habitat (Fauna). / Building structures
§ Building access and emergency exit points. Emergency assembly areas.
§ Pedestrian management and flow.
§ traffic / pedestrian management, exit points, emergency assembly areas,
§ damage to the environment, water bodies / drowning (lakes, swimming pools); and night-time lighting
§ Available and suitable fire extinguishers and hoses.
§ A Building emergency management plan.
§ Building capacity. (numbers in the building), weight capacity (two storey)
§ Toilet facilities in relation to people numbers.
§ Marquee, tent structures and anchorage.
§ Building electrical equipment. Circuit breakers, leads.
§ Traffic / pedestrian management Roads and pathways.
§ Vehicle and participant numbers
§ Parking and road traffic, road blockages/closures
§ Signage / Food safety
§ Food and health safety standards.
§ Staff / volunteers trained in food handling.
§ Food, water, drinks contamination. Food poisoning.
§ Alcohol on site. Alcohol limits, types of drinking containers.
Security
§ Pickpockets, goods theft, plant theft.
§ Vandalism to building, plant and equipment.
§ Crowd control.
§ Drugs and Alcohol
§ Police & emergency services availability. / Temporary structures/staging
§ Use of accredited contractors, SWMS’s, JSA’s
§ Trip hazards, ladders.
§ Electrical instillation, power boards, leads.
§ Signage, barricades, portable fire equipment
§ Gas cylinders.
§ Heaters and fire buckets.
§ Night-time lighting.
Financial
§ Profit of break even cost. Loss.
§ Public liability or property damage claim. / Public Liability Insurance & Licences
§ Does each stall holder have their own public liability insurance?
§ Contractors accredited and insured.
§ Contractors provide JSA’s & SWMS.
§ Food sellers trained and accredited.

Table 1.

Plan Statement

In maintaining this Risk Management Plan, we are committed to managing risk in accordance with the process described in the Australian Standard (AS/NZS 31000:2009), by identifying, analysing, assessing, treating, monitoring and communicating risk exposures associated with any of our activities or functions.

The delivery of this plan requires a consistent and systemic approach in recognition of any activities undertaken.

Responsibilities

Anyone involved with event or activity planning must be familiar with and grow their competence in the application of the risk management plan. All should accept responsibility for the delivery of the plan within their areas of responsibility.

Risk Assessment Process & Plan Delivery

It should be ensured that the following steps are undertaken for any activity:

1. Brainstorm to identify any potential risks / hazards that may occur during the event.

2. List details of all potential risks/hazards on the Event Risk Assessment Form.

3. Assess the likelihood and consequence of each risk using Table 1 & 2.

4. Apply a risk rating using Table 3.

5. Identify which risks need further management (e.g. all ‘extreme’ risks, ‘high’ risks where possible)

6. Identify what action needs to be taken to manage risks.

7. Allocate each action to a person responsible.

8. Allocate a timeframe for completion for each action.

9. Record the status of the action up to completion.

By following these steps from initial identification of risks, through to completion of action, it is ensured that a Risk Management Plan is in place.

AS/NZS 31000:2009 – Risk Consequence, Likelihood & Matrix Tables

To Calculate. Likelihood X Consequences = Risk Rating.

Risk Likelihood:

Likelihood
Level / Descriptor / Detail description
A / Almost certain / Is expected to occur in most circumstances
B / Likely / Once per year
C / Moderate / Possible, once in 10 year period
D / Unlikely / Not impossible, within 50 years
E / Rare / Unlikely within 50 years

Risk Consequence:

Consequence
Level / Descriptor / Detail description
1 / Insignificant / Near miss injury, low loss.
2 / Minor / First aid, medium loss.
3 / Moderate / Treatment required, high loss.
4 / Major / Extensive injuries, major loss.
5 / Catastrophic / Death, huge loss.

Risk Rating Matrix:

Consequences
Likelihood / Catastrophic
4 / Major
4 / Moderate
3 / Minor
2 / Insignificant
1
A (Almost Certain) / Extreme / Extreme / High / High / Medium
B (Likely) / Extreme / High / High / Medium / Medium
C (Moderate) / High / High / High / Medium / Low
D (Unlikely) / High / Medium / Medium / Low / Low
E (Rare) / High / Medium / Medium / Low / Low

EVENT RISK ASSESSMENT FORM

EVENT NAME.... Woomelang Wine and Dine Day...... LOCATION...... Woomelang Recreation Reserve......

ACTIVITY/EVENT DESCRIPTION: / Woomelang Wine and Dine Day. Wine and food tasting. Live music.
DATE/S OF EVENT / FROM. 22.2.2014
TO.22.2.2014 / START AND FINISHING TIME OF THE EVENT. / FROM 9.30 AM
TO 10.30 PM.
NAME OF PERSON FILLING OUT THE FORM (Please print your name) / PERSONS SIGNATURE / YOUR CONTACT PHONE NUMBER / DATE
Peter Jones / Peter Jones / 0407 384 792 / 21.7.2013
RISK/HAZARD DETAILS / L / C / R / ACTION PLAN / PERSON RESPONSIBLE / TIMEFRAME FOR COMPLETION / STATUS
Heat exhaustion,. dehydration / A / 2 / H / ü Supply some form of sun protection at the event. Shaded buildings.
ü Supply free water points around the event.
ü Maintain water supply
ü Have hats and sunscreen for sale.
ü Have drinks for sale at the event. / Event organiser.
Volunteers. / Facilities set up before the event starts / Planning stage
Over consumption of alcohol. / A / 3 / H / ü Have first aid officers on site
ü Supply free water points around the event.
ü Have a manned first aid recover tent on site.
ü Inform police, ambulance, council and hospital of the event.
ü Emergency contact numbers on site.
ü Defibrillators in the tent. / Event organiser.
Event committee. / To be completed prior to event starting. / Currently in planning stage.
RISK/HAZARD DETAILS / L / C / R / ACTION PLAN / PERSON RESPONSIBLE / TIMEFRAME FOR COMPLETION / STATUS
Event. Parking / B / 1 / M / ü Install designated parking signs.
ü Have volunteers assist with the parking.
ü Supply a map with the designated parking areas noted.
ü Plan to have one way traffic in and out of a parking area.
ü Separate flow of pedestrians form traffic to minimise injury. / Event committee
Council to assist with advice.
Assistance from Vic Roads. / Planning stage with council and committee. / In planning stage. In place by 6/1/2013.
Toilet facilities, cleaning, sanitation, Rubbish removal. / B / 2 / M / ü Supply suitable and correct number of toilets for the number of participants at the event.
ü Cleaned regularly during the event
ü Water and hand wash available at each toilet to minimise contamination.
ü Suitable areas away from food stalls.
ü Engage contractor to remove rubbish during the event and clean up site after the event. / Event planning committee.
Volunteers on the day.
Waste contract to be engaged just prior to the event starting. / Planning location before hand.
Servicing on the day by volunteer staff. / Planning and quotation stage for facilities.
Security and crowd control / ü Determine maximum number of people allowed at the event.
Fire
Electrocution
Medical emergency

L = Likelihood C= Consequence R= Risk Rating

EVENT RISK ASSESSMENT FORM