Your Event Checklist

With so many events on in the coming months, we thought it would be useful to create a checklist of the areas you need to consider and potentially manage for any event big or small. 

Site requirements

Have you done a site inspection to ensure that your venue or intended site:

• can hold the intended number of people for your event
• has appropriate exits, toilet facilities, emergency service access
• does not have noise or access restrictions which may affect setting up or running your event. 

Take a look at the  Pre-event Site and Venue Assessment article for more details on these issues.

Rules, rules, rules

Have you organised any necessary permits required for your event: liquor licensing, POPE permit? Are any of your marquees over 100m2 and therefore require siting permits from your local council?

Are you complying with all regulations for food safety, fire safety, first aid  and emergency procedures.

Who else do I need?

Will you need other services or contractors:

• security for equipment outside event hours
• security during the event
• food & drink vendors
• first aid officers
• entertainers
• audio/visual services
• volunteers/staff.

And if something goes wrong…

Have you organised insurance for your event?

Does your venue have public liability insurance or do you need to organise that for your event?  Do you need personal injury insurance for volunteers or workcover for staff employed for the event? Do your contracted security services hold their own public liability insurance? Should you consider other types of insurance relating to fund-raising events/entertainment.

And finally…

Not all of the above may apply to your event but some of these things will need to be managed to ensure that your event is as successful, trouble-free and enjoyable as possible.

First aid & public health requirements

All events have public health requirements including first aid. Public health includes waste management, toilets, drinking water, noise control, prevention of overcrowding and provision for possible exposure of hypothermia in patrons (outdoor events).

Drinking water should be freely available and accessible at all times. Depending on your event location or venue, you may need to budget for water to be brought in and ensure adequate amounts will be available.

Noise control may also be a consideration (eg music festivals, dance parties) and you may need to comply with Workcover standards for noise exposure for event staff. In addition, you may need to consider noise restrictions for the surrounding community and/or residents as their may be EPA restrictions on noise levels.

Overcrowding should also be prevented by accurate recording of patrons entering the event. There are standards set by the Building Code of Australia for indoor events which specify the number foe people allowed within a venue based on floor space and exit widths ( see our article on Fire prevention and emergency planning explaining exit width requirements). Similarly, for outdoor events you will need to ensure that there are sufficient number so amenities, such as toilets, shelter and water for the number of patrons.

Exposure and hypothermia can be prevented by ensuring that patrons are advised of the expected weather conditions prior to the event so they bring suitable clothing etc.

Waste management is a major part of your event planning. You need to ensure that you have a plan for various kinds of waste: food waste, sewage, general patron litter and possible hazardous waste (eg syringes/medical waste). Your plan should cover waste storage and removal, during and after the event.

Toilets required will depend on number of patrons and there are strict guideline set out in the Building Code of Australia. Local government inspectors may also need to approve facilities as part of the permit process. Generally, the number of toilets required is set by the duration of the events, the number of patrons (50:50 male : female assumed). We recommend you check the Building Code guidelines in detail for requirements for toilets, wash basins, waste disposal etc.

First aid requirements include providing suitable numbers of First Aid Officers and appropriate facilities in which to administer First Aid. You should allow one First Aid Officer ( Level 2) for the first 500 patrons and a further first Aid Officer ( Level 2) for every additional 1000 patrons. You will need at least one First Aid post/room for up to 5000 patrons. The First Aid room should be equipped with a floor, chairs and tables, power and running water, be adequately lit and have clear signage that is visible at night or in darkness. First Aid staff must hold recognized certificates in first aid from approved organizations ( eg St John Ambulance). First Aid officers should circulate through the crowd as well as staff the first aid posts.

 

 

WANT TO USE THIS ARTICLE IN YOUR E-ZINE OR WEBSITE?

You can, as long as you include this complete statement with it: Turner Hire is Victoria’s longest running Event Management & Hire Company. With over 75 years experience in the industry, surpassed by none, we deliver corporate function and events, trade shows and expos, music festival, local street festivals and large private functions. What ever your needs Turner Hire can guarantee you a hassle free amazing event as well as save you time and money through our innovative event solutions. Create less stress in your life and more success at your next event Call 1300 855 595 NOW!

www.turnerhire.com.au