Health and Safety requirements for a public event

Health and Safety Planning for Events

If you are organising any event at a public place then you must prepare a plan to manage any risk to the health and safety of people working at the event, and members of the public attending the event.

Remember, an event is also a workplace, and therefore your plan needs to show how you will meet the requirements of the Health and Safety at Work Act 2015.

This Health and Safety Plan needs to be appropriate for the level of risk related to the event.

So, if you are holding a street fair with stalls, performers and amusement rides for example, the planning required will be greater than if you are holding a teddy bears picnic in a reserve.

All levels of health and safety planning will need to identify what the risks are, and how they will be managed. Some of the things you should be addressing in your health and safety plan are;

  • Who is responsible for doing what to manage Health and Safety at the event?
  • A site map. What is the layout? Where are the toilets? Where can workers go to for a rest? Where are emergency access and assembly points?
  • Hazard identification and risk assessment. Show on a register what needs to happen to make sure people are not put at risk. Do you have site entry conditions?
  • Details of any safety and protective equipment that is required.
  • How will communication happen between key event workers to check in and discuss any issues.
  • Do all those working on site have the training required to carry out the task required of them? (E.G. Working at Height, HZNO handler etc.)
  • Emergency response procedures. How do emergency vehicles get in? What will you do to manage the crowd in an emergency?
  • Incident procedures. If something goes wrong and a person is harmed, how will this be managed?
  • Do you need people at the event to comply with certain operating requirements? How will you make sure this happens? Do you need to carry out audits?
  • You will need a chemical register and any relevant material safety data sheets.
  • You might have Standard operating procedures (SOPs), and other safe working practice statements make sure that activities are carried out in a way that does not put people at risk..
  • Will there be any amusement devices? What are you doing to make sure people are not put at risk by using them? Have you applied for a Permit to Operate an Amusement Device?  Our Council has now joined the Waikato Building Consenting Group, which provides consistent administration of building consents across the eight member councils. More information on the Waikato Building Consenting Group is available from their website.  Many of the TCDC related forms have been replaced and are now available from the Waikato Building Consent Group website.

If you are not sure where to start, you can view an example of a Health and Safety Plan here.

More information about the responsibilities of event holders under the the Health and Safety at Work Act 2015 is available at www.worksafe.co.nz