Procedures for event compliance
Laws and regulations apply to many aspects related to the running of an event.
Successful compliance with laws and regulations requires an analysis of regulations
with regard to your specific event to develop event procedures and related support
documents.
Identifying compliance requirements
For any event to proceed, organisers need to meet a range of general and specific
event regulations that include:

responsible service of alcohol

food safety

occupational health and safety (OHS)

environmental regulations including noise and waste

security and crowd control

fireworks

ticketing

entertainment

use of temporary structures.
As special events have become more common place in the structure of Australian
lifestyle, government at all levels has created and is still enacting legislation to
ensure compliance and thereby protect the stakeholders in the whole fabric of the
events industry. The following list of events shows the range of compliance
requirements that may apply for a specific type of event, as well as licenses and
approvals.
Remember: each state has its own requirements, so it is essential to check that all
requirements have been identified for your event.
Outdoor street festivals

approvals for street closures and the erection of temporary structures

licences for alcohol, food and entertainment and the adherence to the
requirements attached to them

crowd control and other security related activities

public liability and workers compensation insurance

noise

waste collection and clean-up

impact management plan

traffic management plan.
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Food and wine festivals

erection of temporary structures

licenses for alcohol

food and entertainment and the adherence to the requirements attached to
them

crowd control and other security related activities

public liability and workers compensation insurance

noise

waste collection and clean-up

impact management plan.
Sporting events

occupational health and safety issues

venue regulations

sporting association rules and regulations

crowd control and other security related activities

public liability and workers compensation insurance

noise

waste collection and clean-up

impact management plan.
Animal exhibitions and competitions

adherence to anti-cruelty legislation

zoning regulations

public liability and workers compensation insurance

waste collection

relevant association rules and regulations
Please note that a number of councils do not permit certain animal-based
shows in their municipality.
Funfairs and rides

occupational health and safety issues

registration with WorkCover Authority

venue regulations

relevant entertainment and equipment certificate of worthiness

crowd control and other security related activities

public liability and workers compensation insurance; noise

waste collection and clean-up

impact management plan.
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Water based events

aquatic licence

emergency vehicle access

attendance of first aid personnel

permission may be required from the Department of Land and Water
Conservation and Fisheries

occupational health and safety issues

venue regulations

relevant entertainment and equipment licenses

crowd control and other security related activities

public liability and workers compensation insurance

noise

waste collection and clean-up

impact management plan.
Developing procedures for event compliance
There are numerous documents required by authorities or governing bodies. These
documents, such as plans, applications and risk assessments, assist in addressing
event legal compliance issues.
It does not make sense for an event organisation to create these documents from a
blank page for every event they organise. Over time, event organisers can build on
their experience and use documents and checklists to trigger sound management
and legislative compliance. It is highly efficient to document good practice and use
templates and documents that have previously been devised and used for past
events. However, take care to check that all legislation is still current and regulations
have not been changed or amended.
The documents that explain how to do what is required become work procedures and
the checklists and forms used by the organiser support the procedures. In this way,
they have a standard way of doing business or performing a task which will always
consider event compliance. There are numerous tasks involved in organising events.
Logically, there should be numerous procedures that are documented to cover stepby-step instructions on how each task is performed.
These procedures can be sorted, collected and placed into one procedure book or
handbook. Sometimes, they are published in book format for all staff and contractors
to use as a basis for explaining how they do what they do, who is responsible, when
it gets done and by whom. However, in these times of computerisation, individual
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procedures and forms can be easily updated if they exist in single electronic format
files and placed onto a company-shared drive or intranet website for staff access.
Take a look at the example procedure regarding the responsible service of alcohol,
titled ‘Event planning – Responsible service of alcohol’.
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Event planning – Responsible service of alcohol
Purpose of this procedure
This procedure describes the steps required to ensure that any event plan takes into
consideration all legislation and regulation that applies to the responsible service of alcohol.
Policy
This company has a commitment to implementing and maintaining compliance with all laws
governing the sale and service of alcohol.
Responsibilities
Coordinators
The event coordinator is responsible for obtaining all necessary licenses. permits and
approvals in liaison with:
 State Liquor Licensing Authority
 local council
 licensing police
Coordinators/Assistants
The event coordinator or event assistant is responsible for:
 encouraging responsible attitudes towards the promotion, sale, supply and
consumption of liquor
 providing adequate controls over the sale, disposal and consumption of liquor
 minimising the harm or ill health associated with the consumption of liquor
 completing information in the ‘Liquor management plan for an event’
Procedure
1. Research
Investigate events of similar size/attendance to inform:
 type of licence needed and/or held by venue
 quantity of alcohol required
 number of bar staff needed, bar staff training/qualifications
 venue layout
 service conditions
2. Document
Complete a ‘Liquor management plan for an event’ form. This form can be completed
in a collaborative and detailed manner using input from previous event records, staff,
venue operators, contractors, alcohol suppliers and local government.
3. Finalise the Liquor management plan
Consult and liaise with relevant authorities to improve all planning documents.
4. Gain official approval of Liquor management plan and file associated permits into the
specific event management document files.
Associated forms
Liquor management plan for an event.
Related information/procedures
Event planning – Food safety
Event planning – Occupational health and safety
Event planning – Environmental
Event planning – Security and crowd control
Event planning – Fireworks
Event planning – Ticketing
Event planning – Entertainment
Event planning – Use of temporary structures
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The procedure for ‘Event planning - Responsible service of alcohol' is written with
little specific detail for a particular event. It is up to the staff responsible to work
through the steps outlined and complete a liquor management plan for a particular
event. This plan must be based on the legislative requirements of the state or
territory and it is essential to keep up to date with regulation changes and
amendments.
The ‘Liquor management plan’ provides an example of more specific details on the
service of alcohol at a major event. The plan has been written following an analysis
of the relevant state legislation and an assessment of the requirements of the event.
Consultation could also take place with the state liquor authority and police.
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Liquor management plan for an event
A licence is required from the State Liquor Licensing Authority. All events requiring alcohol on
the premises/ site or throughout the duration of the event will also require approval from
Council.
Bar staff to employ
This section will Include the number of staff to be employed and details of how they will be
sourced.
Agency staff details
All staff who will sell/supply liquor at the event will have RSA qualifications. Details will be
recorded and submitted to the event manager in the RSA registry.
Number and location of liquor outlets at the event
Site plan identifying locations to be attached.
There will be six liquor outlets.
Physical definition of licensed area(s)
Queues will be defined by roped walk areas, so that all can proceed to the bar in an orderly
fashion. One person at a time will be allowed to the bar area.
Detail measures to ensure that liquor is not taken from the licensed area
The event will be fenced in. Entry and exit points will be under security guard.
Proposed trading hours for liquor at the event
12:00 noon until 10:00pm
NB: the licensed bar areas will close one (1) hour before the event is scheduled to finish.
Type of containers to be used to serve alcohol
 No glass bottles or containers will be permitted into the event.
 Plastic containers will be used for mixed drinks and wine.
 Beer will be sold in plastic cups.
Methods to advise patrons about alcohol—including that alcohol will not be served to
patrons under 18 years and intoxicated patrons
 Advertising and promotion to include responsible service of alcohol statements
 Identity checks on entry with different coloured wrist bands for under 18 and for those
over 18 years old
 Site boundaries set up that clearly defines the bar area
 Signage on entry to include responsible service of alcohol statements.
Under-age patrons to be identified
 There will be one entry point which is controlled.
 Photo identification checks on entry with different coloured wrist bands for under 18
and for those over 18 years old.
Informing event personnel of their responsibilities under the Liquor Act and the
responsible service of alcohol
 Record of all staff trained in responsible service of alcohol
 Induction training prior to the event will be held.
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The ‘Liquor management plan’ can then be used to develop appropriate procedures
which include processes and constraints to ensure that all staff working at the event
carry out the plan to ensure that the event complies with all legislative requirements.
This information is usually required as part of the application process for permission
to hold an event. The approval process (for both the state liquor licensing authority
and the local council) will generally also ask for the following information:

estimated quantity of alcohol for sale, ie litres of beer, wine and spirits

names of staff who will be serving alcohol and their RSA certificate numbers
(depending on state requirements)

a site plan identifying locations serving alcohol.
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