Risk Assessment Template
Melbourne
Fringe Festival
2015
Example
Risk Assessment
Amended 20/03/2015
Completion of the checklist indicates the treatment measures recommended for each
risk source element will be in effect.
The information contained herein is intended as advice and does not remove the responsibility of management/proprietors to ensure all
obligations under legislation are adhered to.
© Coleby Consulting
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P1
RISK ASSESSMENT
Melbourne Fringe Festival is committed to assisting you to continually improve your risk management systems
for events through a process of education, supervision and incident reporting. We are aware of the importance
of addressing occupational health and safety issues in the conceptual stages of the event to ensure that risks are
identified and strategies to reduce or minimise identified risks are adopted.
This Example Risk Assessment is designed to enable each organisation to address hazards particular to their
project and assess them in this uniform format. The last two pages contain a Risk Evaluation Process to enable
you to assess the overall level of risk of your event and the measures you should have in place.
The basic examples given are to assist you with your Risk Assessment and may suit to your project. The
information you present may be reviewed by our risk manager
Due to the very nature of projects such as yours it is difficult to foresee all risk source elements and many will be
identified or known only by the relevant internal and external event co-ordinators, stakeholders, contractors
and/or suppliers of products or services. We must involve all of these experienced people in our risk assessment.
The risk assessment is a live document and is never final. Changes to risk source elements and risk controls
should be reflected and actioned immediately. The risk assessment must be constantly reviewed and input
should be invited from all stakeholders.
Under Occupational Health and Safety (OH&S) legislation, common and other related law, we are obliged to
ensure that all reasonable steps are taken to ensure that events are conducted in a manner which provides for
the safety of all persons that might be present at any time, including public, employees, independent
contractors, their employees and attendees.
The Act, establishes a general “duty of care” that an employer owes to its employees. This also includes
independent contractors and employees of the contractor. Liability arises where a person is “exposed” to the
risk of injury to health and safety. This means, it is not necessary for a person to have been actually injured but
merely “exposed to risk”. Put in context, we must focus our attention on the risk to health and safety rather than
the consequences of an offence.
PLEASE NOTE:
This work is copyright. However in the interest of constantly improving safety standards in the event industry,
Coleby Consulting invite their clients to reproduce and distribute this material for their own use, providing the
appropriate acknowledgment is given. The use of this material for any commercial purpose, including its resale in
any format, is prohibited under the Copyright Act 1968.
Every effort has been made to ensure the accuracy and completeness of this information; however Coleby
Consulting makes no warranty regarding its use, and assumes no liability for any damages or loss suffered as a
result of any inaccuracy or omission.
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P2
Principles of Risk Management
For risk management to be effective, an organization should at all levels comply with the principles below.
Risk management creates and protects value.
Risk management contributes to the demonstrable achievement of objectives and improvement of performance
in, for example, human health and safety, security, legal and regulatory compliance, public acceptance,
environmental protection, product quality, project management, efficiency in operations, governance and
reputation.
Risk management is an integral part of all organizational processes.
Risk management is not a stand-alone activity that is separate from the main activities and processes of the
organization. Risk management is part of the responsibilities of management and an integral part of all
organizational processes, including strategic planning and all project and change management processes.
Risk management is part of decision making.
Risk management helps decision makers make informed choices, prioritize actions and distinguish among
alternative courses of action.
Risk management explicitly addresses uncertainty.
Risk management explicitly takes account of uncertainty, the nature of that uncertainty, and how it can be
addressed.
Risk management is systematic, structured and timely.
A systematic, timely and structured approach to risk management contributes to efficiency and to consistent,
comparable and reliable results.
Risk management is based on the best available information.
The inputs to the process of managing risk are based on information sources such as historical data, experience,
stakeholder feedback, observation, forecasts and expert judgement. However, decision makers should inform
themselves of, and should take into account, any limitations of the data or modelling used or the possibility of
divergence among experts.
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P3
Risk management is tailored.
Risk management is aligned with the organization's external and internal context and risk profile.
Risk management takes human and cultural factors into account.
Risk management recognizes the capabilities, perceptions and intentions of external and internal people that can
facilitate or hinder achievement of the organization's objectives.
Risk management is transparent and inclusive.
Appropriate and timely involvement of stakeholders and, in particular, decision makers at all levels of the
organization, ensures that risk management remains relevant and up-to-date. Involvement also allows
stakeholders to be properly represented and to have their views taken into account in determining risk criteria.
Risk management is dynamic, iterative and responsive to change.
Risk management continually senses and responds to change. As external and internal events occur, context and
knowledge change, monitoring and review of risks take place, new risks emerge, some change, and others
disappear.
Risk management facilitates continual improvement of the organization.
Organizations should develop and implement strategies to improve their risk management maturity alongside all
other aspects of their organization.
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P4
Context
Planned Environment (Explain the project you are undertaking)
Date
Venue
Time
Capacity
Total Exit Width
Clear Area
in Square Metres
Full Explanation of
Project
Assumptions




All Stakeholders will review this risk assessment to ascertain their responsibility and ability to implement treatment options.
All documents, plans, policies, procedures, staffing levels, training and support referred to and or required to ensure the
treatments are effective as intended are going to be in place.
Signing off the risk assessment checklist acknowledges all stakeholders are aware of and have agreed to implement the
treatments they are responsible for.
All persons working to implement the proposed treatment will do so to the best of their ability and as well as can be reasonably
expected.
References




Victoria OH&S Act and Model National WHS Act
AS/NZS ISO 31000:2009 Risk Management Principles and Guidelines
AS 3745 2010 Planning for Emergencies in Facilities
Building Code of Australia
Support Documentation



Staff Roles and Responsibilities
Staff Training Program
Communications Plan
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P5
Event Risk Management Process – Overview
ESTABLISH THE CONTEXT
IDENTIFY RISKS
Associated with each element
ANALYSE RISKS
Decide on the need to treat
EVALUATE RISKS
Stakeholders and Project Management
Associated with the activities
MONITOR AND REVIEW
IDENTIFY ELEMENTS
COMMUNICATE AND CONSULT
Stakeholders and Project Management
Purpose of the Risk Assessment
Identify existing process
TREAT RISKS
Introduce control measures
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P6
Consequence
Table 1: Risk Consequence Descriptors
Consequence Category
Business Interruption
Environmental
Financial
Human
Public Image &
Reputation
Catastrophic
5
Essential service failure, or key revenue
generating service removed
Irreversible damage
Above $20,000,000
Death(s) / many critical injuries
National and International
Concern / exposure
Major
4
Service or provider needs to be replaced
Harm requiring
restorative work
Up to $10,000,000
Single Death/ multiple long term or
critical injuries
State wide Concern / exposure
Moderate
3
Temporary, recoverable service failure
Residual pollution
requiring cleanup work
Up to $1,000,000
Single minor disablement/ multiple
temporary disablement
Local community concern
Minor
2
Brief service interruption
Remote, temporary
pollution
Up to $200,000
Injury
Customer complaint
Negligible
1
Negligible impact, brief reduction/loss of
service 2-12 hours
Brief, non hazardous,
transient pollution
Up to $20,000
Minor First Aid
Resolved in day-to-day
management
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P7
Likelihood
Table 2: Likelihood Ratings
Likelihood
Category
Description
Almost Certain
A
Likely
B
The event will probably occur in most circumstances
Possible
C
The event should occur at some time
Unlikely
D
The event could occur at some time
Rare
E
The event may occur only in exceptional circumstances
The event is expected to occur in most circumstances
Risk Matrix
Table 3: Level of Risk Matrix
Consequence Label
Likelihood
Label
1
2
3
4
5
A
Medium
Medium
High
Very High
Very High
B
Medium
Medium
High
High
Very High
C
Low
Medium
Medium
High
High
D
Low
Low
Medium
Medium
High
E
Low
Low
Medium
Medium
Medium
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P8
Control Hierarchy
The control hierarchy is a list of control measures, in priority order, that can be used to eliminate or minimize exposure to risk source elements.
Below is the control hierarchy with general examples of each control measure:








Avoidance of all risk
Elimination of certain elements
Substitution
Isolation
Engineering Controls
Administrative Controls
Personal Protective Equipment
Accepting or increasing risk to pursue an opportunity
Event
Event Managers
Compiled by








Cancellation of event or not proceeding with activities
Avoid the risk by removing the risk source element completely.
Use less hazardous procedure/substances equipment/process.
Separate the process using design, barriers, enclosures or distance.
Mechanical/physical changes to equipment/materials/process.
Change procedures & design to reduce exposure to a risk source element
Gloves, hats, boots, goggles, masks, clothing etc.
Accepting residual risk once all available effective controls are in place
Position
Phone
Email
Name:
Date:
Location:
Reviewed by:
Position:
Review Date:
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P9
Risk Assessment Control Checklist
NOT
NO.
RISK SOURCE ELEMENTS
OK
N/A
DETAILS
OK
1.
Access and egress of patrons at event
2.
Criminal activity
3.
Broken glass, litter etc
4.
Food sales and supplies to patrons
5.
Plant and Equipment
6.
Live electrical wires or faulty equipment
7.
Slip, Trip, Fall and Knock
8.
Stages and platforms
9.
Heat sources & naked flame
10.
Bumping equipment in and out
11.
Public liability
12.
Structures, fences, stacked materials, etc collapsing
13.
Emergency at any of the event sites
14.
Medical Emergency
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P10
NOT
NO.
RISK SOURCE ELEMENTS
OK
N/A
DETAILS
OK
15.
Wind storm, Lightning Strike
16.
17.
18.
19.
20.
21.
22.
23.
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P11
We the undersigned have read and understood this risk assessment. We will implement treatments we are responsible for in line with the measures
described to the best of our ability and as well as can be reasonably expected.
Person Responsible (Print Name)
Responsibility
Signature
Date
Time
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P12
Element
Additional Risk Treatment
or Action Plan
Accept Reject
Required Risk Treatment
Rating
Risks
Residual Risk
Source
Residual Risk
Risk
Rating
The treatment measures recommended for each risk source element will be in effect
Responsible &
Accountable as Risk
Owners
Operational
01
02
Access and
egress of
patrons at event
Criminal activity
 Confusion
 Frustration
 Delays
 Overcrowding
of exits under
normal
conditions
 Robbery
 Bodily injury
 Trauma
 Area entry widths such as gates allow in excess of one
metre per 800 hundred patrons of large open areas
 Area entry widths are to allow at least one metre per
100 patrons in enclosed structures
 All applicable standard exits able to be opened by
managers responsible for each exit
 Designated exits in fence lines to be open or able to be
immediately unlocked and clear at all times.
 Obstructions such as cordoned off areas, barriers,
fencing, marquees and infrastructure to be located so as
not to restrict egress
 Dedicated exits to be clearly identified and free from
obstructions and trip hazards.
 No easily movable objects which may become
obstructions during egress to be in the vicinity of exits.
 Illuminated exit signage with battery backup to be
visible from all areas in buildings
 Aisle & stair lighting visible at all times
 Ushers equipped with torches
 Event demographic minimizes the potential attractions
for such activity.
 Wardens and staff liaise constantly with patrons in
areas and viewing areas to foster communication of
 Event Management
 Stakeholders
 Contractors
 Area Wardens
 Wardens
 Security
D1
Accept
Low
D1
Accept
Low
 Event Management
 Stakeholders
 Contractors
 Area Wardens
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P13
03
Broken glass,
litter etc
 Potential cuts
and lacerations
to hands and
feet of patrons
and staff
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
issues quickly.
 Handling of cash to be done in a secure environment
with adequate staff.
 Additional lighting in dark areas of event, parks, car
parks and roads in immediate vicinity.
 Security on site to monitor status of crowd and
troublemakers.
 Wardens and staff trained in raising alarm to police.
 Wardens
 Security
 No glass receptacles to be used during events at venues
in outdoor areas.
 Additional rubbish bins for designated areas as
required.
 Dedicated rubbish bins in specific venues for broken
glass labelled to warn cleaning staff.
 Cleansing staff on duty all operational hours to minimise
time glass or litter is left on ground.
 Licensed areas have pans and brushes to avoid handling
broken glass
 All staff trained to isolate breakages and organise clean
up with pans and brushes while preventing any persons
handling the glass.
 Event Management
 Stakeholders
 Contractors
 Area Wardens
 Wardens
 Security
D1
Accept
Low
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P14
04
05
Food sales and
supplies to
patrons
Plant and
Equipment
 Food poisoning
 Injury to public
and staff
 Appropriately licensed food vendors operate in
accordance with all food management regulations.
 Food vendors subject to City Council regulations and
inspections.
 Food vendors required to attend safety briefing prior to
commencing event
 Food vendors and distributors to take steps to maintain
a high standard of food hygiene at all times.
 Appropriate hand washing facilities to be available.
 Food temperatures to be checked and recorded by
vendors as required by legislation.
 Sullage storage/disposal units to be available and used
in all areas as required.
 Any food vendors or handlers found to be operating in
breach of applicable Australian Standards, Codes of
Practice, Local and OH&S legislation may be closed until
relevant authorities are satisfied.
 Only appropriate licensed and competent operators
used to operate plant and equipment.
 Plant and equipment operators to have provided license
details during inductions and to have licenses available
on request
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
 Event Management
 Stakeholders
 Contractors
 Caterers
 Area Wardens
 Wardens
 Security
D2
Accept
Low
E2
Accept
Low
 Event Management
 Stakeholders
 Contractors
 Plant Operators
 Area Wardens
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P15
06
Live electrical
wires or faulty
equipment
 Electrocution of
staff, public and
participants
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
 Barricades and warning signage erected around work
areas.
 Public kept clear during plant use.
 Persons using equipment are trained in safe operation
and wear appropriate protective clothing.
 No unnecessary access to the worksite.
 All persons within work site must wear fluoro vests and
PPE as required.
 Wardens and Site Managers to supervise all bump in
and bump out activity.
 No plant movement without spotter present
 Wardens
 All electric’s to be installed in accordance building
regulations and with, AS/NZS/3000:2000 (Amended)
Wiring Rules and the Code of Practice temporary
installation on building and construction sites (OH&S
Act).
 All electrical installations to be carried out by registered
contractors and must be approved by an authorised
electrical authority.
 Leads and appliances to be tested and tagged.
 Earth leakage protection (RCD) to be fitted and tested.
 Switchboards are to be identified with signage “Danger
– High Voltage”.
 Switchboards to be mounted off the ground and
inaccessible to public.
 Temporary installations to run overhead where
possible.
 Regular inspections by Staff and Wardens.
 Emergency and alternative source lighting installed as
required.
 Event Management
 Stakeholders
 Contractors
 Electricians
 Area Wardens
 Wardens
E3
Accept
Medium
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P16
07
08
Slip, Trip, Fall
and Knock
Stages and
platforms
 Bodily injury to
public or
participants
 Falls from
height
 Bodily injury
 Stakeholder site safety induction
 Staff trained in recognition and prevention
 Serious trip and fall hazards identified and removed or
treated to prevent injury
 Cables flown overhead where possible
 Rubber mats & cable traps over cables
 Barriers placed around protruding equipment
 Barriers across stage fronts during work phases
 Changes in height and edges highlighted
 Hand rails on stairs and treads
 Slippery surfaces treated or isolated
 Additional lighting in dark areas
 Spills and etc isolated, warning signage placed, then
cleaned by crews as soon as reported
 Cables are placed away from access and stairways
 House lights on for night performances when crowd is
in transition, before during and post event
 ‘Slippery Floor’ signs used in case of spills
 Crew are briefed to ensure they understand areas
where only assessed trained performers are able to
perform without fall restraint or arrest systems
 Safety barriers/hand rails fixed to all structures where
required.
 Stages to have rope and bollards or similar installed
when orchestra pit is open during bump in and out.
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk

Responsible &
Accountable as Risk
Owners
 Event Management
 Stakeholders
 Event staff
 Wardens
C1
Accept
Low
E2
Accept
Low
 Event Management
 Stakeholders
 Contractors
 Area Wardens
 Wardens
 Security
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P17
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
 Stage boundaries highlighted to assist crew, performers
and VIPs.
 Fall protection systems used on any high work over 2
metres unless trained performers and then only when
trained and experienced.
 Fall protection systems used to eliminate falls from less
than 2 metres.
 General public not permitted on stages or other
structures intended for performers.
 Security monitoring stages when not in use.
 Performers competent in specific tasks have a thorough
knowledge of requirements.
 Stage Managers supervising all performances to ensure
compliance.
09
Heat sources &
naked flame
 Burn injury and
loss
 Heat sources including kitchens, amplifiers,
switchboards, dimmer racks, generators and power
supplies required having A:B(E) dry chemical or C02
extinguishers and fire blankets at all risk areas.
 One 4.5 kg A:B(E) dry chemical extinguisher per 200m2
of marquee or stage
 Hot work permit system completed prior to any welding
etc.
 No permanent venue fire equipment is to be relocated
to suit temporary requirements.
 Fire extinguishers to be mounted securely not more
than1.2 metres from the ground and not less than
100mm above the ground with signage attached.
 Access routes for emergency vehicles to be made
available through event areas free of infrastructure with
4 metres of clearance.
 Fire equipment such as smoke sensors isolated due to
smoke machines must be replaced with trained fire
 Event Management
 Stakeholders
 Contractors
 Area Wardens
 Wardens
 Security
E2
Accept
Low
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P18
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
wardens monitoring the venue.
 No fire equipment is to be isolated without written
venue management approval
 Fire curtain and fire door operation is not to be
compromised.
 All drapes, props and cloths to be fire rated and treated
with retardant and labels attached indicating treatment
and date.
 Performers and participants using naked flame to be
dressed in cotton clothing.
 Naked flame to be placed in suitable holders and clear
of flammable materials.
 Naked flame to be away from clothing of patrons.
 All hot surfaces and naked flame to be out of reach of
public.
10
Bumping
equipment in
and out
 Bodily injuries
to staff and
public
 Pre event Production Staff briefing as per Staff Training
Program.
 High risk construction work to be carried out by holders
of CI certificate
D2
Accept
Low
 Event Management
 Stakeholders
 Contractors
 Area Wardens
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P19
11
Public liability
 Payouts as a
result of claims
made against
all concerned
and involved
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
 Bump in movements to be scheduled and agreed on by
all Stakeholders prior to the event.
 Bump in areas barricaded to isolate general public.
 Warning signage installed on barriers
 Public largely where possible kept off site during bump
in and out.
 Pedestrian management measures in place to ensure
pedestrians and construction do not mix.
 Bump out does not commence until area is clear of
patrons
 No major relocations when site is open to public.
 Staff instructed to exercise care in such circumstances.
 Ensure clear access to the site and use trolleys where
possible.
 All staff working in the barricaded areas during
construction to be wearing fluoro vests and PPE
 Large or awkward loads moving through public areas to
be under close guidance of adequate number of staff as
spotters for size of the load in fluoro vests
 Wardens
 All contractors and performers to have acceptable levels
of effective professional indemnity (where required)
and public liability insurance in place as required by the
event
 Insurance provider to be approved by Australian
Prudential Regulation Authority (APRA)
 Legal counsel for Victorian Government, the event and
the local council should be advised about aspects of the
event with a view to pre-determining liability for
 Event Management
 Stakeholders
E1
Accept
Low
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P20
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
injuries, acts and omissions and liability for financial
obligations incurred if it becomes necessary to respond
to a major emergency involving the event.
12
13
Structures,
fences, stacked
materials, etc
collapsing
Emergency at
any of the event
sites
 Collapse of
structures
 Crushing injury
to public or
participants
 Bodily injury
 Negative
publicity
 Structures constructed by staff or contractors with
relevant qualifications.
 Structures erected according to Safe Work Method
Statements and building regulations.
 Use of materials with manufacturer’s specifications.
 Fences with scrim attached to be adequately braced
 Scrim able to be removed rapidly if high winds are
forecast
 Building control group requirements for occupancy of
temporary structures.
 Engineers certification sought where required
 Stacked materials held by suitable racking systems and
devices to prevent collapse.
 Quantities of materials and fencing to be stacked flat to
prevent collapse.
 Wardens and Venue Managers monitor all structures.
 All buildings and structures to have capacity posted at
entry and adhered to.
 Risk Management Plans in place in all areas to reduce
and mitigate the risks of emergencies
 Daily and area checklists to be undertaken
 Site audits to be undertaken
 Event Safety & Emergency Plan developed to
encompass all sites and to dovetail into existing venue
emergency arrangements
 Gridded maps of all areas available to all management
teams
 Event Management
 Stakeholders
 Contractors
 Area Wardens
 Wardens
 Security
E2
Accept
Low
 Event Management
 Stakeholders
 Participants
E2
Accept
Low
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P21
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
 Wardens and security to have gridded maps on lanyards
 All maps to be clearly marked with North, South, East
and West.
 Wardens briefed in guiding Emergency vehicles to the
scene and evacuation of patrons from affected areas.
 Emergency Control Organisation to be identified and
trained accordingly
 Event Crisis Management Plan to be in effect
14
15
Medical
Emergency
Wind storm,
Lightning Strike
 Poor access for
emergency
vehicles
 Potential
injuries to
public and staff
 Loss and
damage to
infrastructure
 Bodily Injury
 Strategically placed First Aid stations in locations
accessible by ambulance
 Ambulance manager in Event Management Centre
 First Aid Staff on site & in radio contact with Event
Management Centre
 First aid supervisor in Event Management Centre
 Wardens & security trained in ambulance response &
crowd management for emergency vehicles
 Designated emergency accesses
 Event Management Centre in operation during event
 AV to attended high risk events and times
 Event safety induction at each venue.
 Reliable means of obtaining and monitoring wind and
weather conditions.
 Venue Manager to monitor the weather.
 Event ceased if necessary and public evacuated or
sheltered when threat is known as per Safety and
Emergency Plans
 Event Management
 Stakeholders
 Contractors
 Area Wardens
 Wardens
 Security
E2
Accept
Low
C2
Accept
Medium
 Event Management
 Stakeholders
 Contractors
 Area Wardens
 Wardens
 Security
MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P22
or Action Plan
Accept Reject
Element
Additional Risk Treatment
Rating
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
 Lightning storms may result in cancellation of some
events as per Safety and Emergency Plans
 Strong wind warnings 50 kph or storm warning issued
by weather bureau is to result in constant monitoring of
situation.
 Winds at venue exceeding 55 kph may result in
evacuation of certain structures and suspension of
some entertainment
 Evacuation of certain structures subject to weather
conditions and engineers ratings.
 Ensure all tents and marquees are adequately fastened
down.
 Remove loose items and umbrellas if the threat of wind
exists.
 Action in accordance with Safety & Emergency Plans
16

17

18


19


MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P23
or Action Plan
Rating
Additional Risk Treatment
Accept Reject
Element
Required Risk Treatment
Residual Risk
Risks
Rating
Source
Residual Risk
Risk
Responsible &
Accountable as Risk
Owners
20


21


22



23
24


25


MELBOURNE FRINGE RISK ASSESSMENT KIT 2015 – P24
Appendix 4: Safety Advice for Producers
Provided by Bill Coleby
1. SHOULD PUBLIC EVENTS BE RISKY?
Biggest is not necessarily the best. Nor is it the most spectacular. Everyone seems to think they have to do more
than the last event when the truth is the public are not expecting that. A better question is: Can you afford to do
the event safely? We are tired of hearing “we don’t have the budget to do that”. If you cannot afford to do the
event properly, don’t do it at all or change it until it is affordable.
Some events cannot be done on a small budget. Under the OH&S Act “Cost” is not simply a matter of whether
you can afford to do something about the risk, as is commonly assumed. Cost must be weighed up against the
other factors – including the degree of harm in terms of pain and suffering to workers and others, should the risk
be realised.
Under the OH&S Act the importance of health and safety requires that all persons at work and members of the
public be given the highest level of protection against risks to their health and safety that is reasonably
practicable in the circumstances.
Also persons (YOU) who control or manage matters that give rise or may give rise to risks to health or safety are
responsible for eliminating or reducing those risks so far as reasonably practicable.
2. RISK MANAGEMENT
There is an enormous amount of emphasis placed on the Risk Assessment. I have recently had cause to be very
distressed about the incredible lack of understanding by performers, caterers, exhibitors, contractors and vendors
about risk assessments.
The Event Risk assessment must be conducted during the initial design of your event – not once you have
completed your program.
Risk assessments are the backbone of every good event plan. For too long we have focussed on attracting huge
crowds to our events with little or no thought as to their safety. We must all move with the times, as some risks
appear virtually overnight. This is where our duty to perform risk management begins.
Just because an accident has not occurred due to a known risk source, does not mean it will not. All too often I
hear the words “we have been doing that for years and have never had an accident”, then I hear that has never
happened before. We must first conduct a Risk assessment of all known hazards associated with our event.
This process should have input by all interested parties and you have an obligation to search for risk sources far
and wide. You must look up on the www etc. You cannot use the excuse you did not know if the problem is well
known around the world. You then need to explore the measures you are able to use to eliminate or control the
risks. This process will give you a risk rating and a list of controls and people responsible for implementing the
controls.
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3. PRO ACTIVE RISK MANAGEMENT
Now you must implement pro-active risk management.
No matter how good your planning is there is always someone willing to bring you undone.
You need lots of eyes and ears on the job. You must create a safety culture with your staff and volunteers. No one
person can watch everything. These people need to be trained and given the tools such as the checklists and
incident sheets in order to be able to perform these tasks. They also need to be able to consult with someone if
there is an issue they need advice or support with.
You must induct all of your stakeholders and include risk management specific to the event. Keep the inductions
short and simple to increase effectiveness. Warden and staff training are vital and must be simple and relevant to
increase effectiveness. Document their training and have them sign off on it.
If safety is not managed as a holistic part of your event, you have failed in your duty of care.
4. SUPERVISION & RESPONSIBILITY ON ALL LEVELS
You don’t need create new staff to perform responsibilities – give ownership to your existing collaborators.
Appoint staff as Area Wardens and Wardens to supervise all aspects of the event. Give them their responsibilities,
they must all understand and support your safety plan. Risk management is everyone’s responsibility.
No one person can be in all places at once. One weak link in your team and it all falls down – you are exposed! The
nature of events makes it practically impossible to get it right all of the time. Get it right 95% of the time and you
only have a 5% chance of something going wrong, and you will pick this up with your incident reporting
procedure. There is no substitute for supervision.
You are now well on the way to creating an overall safety plan for your event.
Melbourne Fringe
L2, 225 Bourke St Melbourne VIC 3000
ACKNOWLEDGEMENTS
©Melbourne Fringe 2015
PO Box 24118, Melbourne VIC 3001
Ph 03 9660 9600 Fax 03 9660 9687
This publication is copyright. No part may be reproduced or
redistributed without the prior consent of Melbourne Fringe.
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