Risk assessment plays an important role in each phase of a major event's planning cycle. Event's should be screened for major risks when a booking enquiry is first received to determine whether, based upon information provided by the promoter, the event presents an unacceptable risk to the venue.
The event should be safe, profitable &/or consistent with the objectives of the venue. If acceptable the proposed event's operating plans should be assessed based upon its real or perceived level or risk (in terms of dollars, safety and the venue's reputation), and the history of the event at other venues.
Download pdf version of Event risk assessment & checklists
Operating plans for review by the venue as supplied by the promoter might include:
Site plans
Event operational plans
Waste management plans
Traffic and transport plans
Event risk management plans
Security risk management plans
Safety management plans
Job safety analysis
Safe work method statements
A review and final approval of such plans should be based upon the venue's own
assessment of risk for the event. The venue should develop range of checklists to help standardise the risk review process.
Risk-based checklists should be used at each phase of the planning cycle:
Bookings - for initial event feasibility and screening
Planning - for checking the operating plans that they cover obvious risks in an appropriate level of detail
Construction/bump in - to audit the promoters contractors for safe work systems, appropriate qualifications and insurance certificates
Event - For conducting pre-event readiness checks to ensure all is plans have been implemented appropriately and the gates can now be opened
Post event/bump out - for dilapidation reports and event debriefs
Development and use of well-targeted risk-based checklists can help event organisers and venue managers manage the uncertainties associated with events hosted at their venue. By minimising uncertainty they maximise the chance of a great event!
References
Risk management consultant, reliancerisk.com.au, works with sport, entertainment, venues and events to understand risk factors and build value through
the management of risk.
