Public health and safety requirements

Risk management is the effective management of potential factors or hazards that may happen before or during your event that could negatively impact on the event, your organisation and its objectives.

If your event is 1,000 persons or more you will require a risk management plan in accordance with AS/NZS ISO 31000:2009 to be submitted with your event application.

Some examples of risks include: inclement weather, performers/suppliers/event organisers falling ill and injuries to attendees or technical faults. In your risk management plan you must outline each risk, assess and rank it, determine the consequences, develop a strategy to manage each risk and assign a person to be responsible for the management of each risk.

A Risk Assessment Template can be downloaded from the Related Documents section below. 
 

It is necessary for you to prepare and submit an evacuation diagram and or emergency management plan in accordance with the Health (Public Buildings) Regulations 1992. All staff and security personnel must be briefed in evacuation procedures prior to the event and evacuation plan should be displayed in key staff areas. 

An Emergency Evacuation Plan Template can be downloaded from the Related Documents section below. 

Power may be required in areas where there is no access to mains power, specifically for additional lighting of the facilities or in case of an emergency.
Electrical outlets should only be supplied for a reticulated power supply. Supplies may originate from a supply authority or onsite generators. If onsite generators are proposed, each generator must be connected to its own earth electrode driven into the ground.

For events it is important that:Swipe to see more

The Health (Public Buildings) Regulations 1992 require that a licensed electrical contractor tests electrical leads and portable outlet devices (power boards) and items every six months. A tag to identify the item, date tested and the electrical contractor should be fixed to the tested equipment. New equipment requires a tag to define when it was brought into the service.

An electrical contractor must certify that permanent and temporary electrical installations comply with the Health (Public Buildings) Relegations 1992, by submitting a Form 5, Certificate of Electrical Compliance. Event organisers will receive a copy of this form with the event approval. It is intended to ensure that an installation from the point of supply to the final distribution outlet is available to the end user and is safe. The protection thereafter relies upon the quality of the equipment provided by the end user and the mandatory testing and tagging of all portable electrical equipment, plugs, sockets and leads every twelve months in accordance with AS3760.

Areas available to the public at night should be illuminated for the duration of the event and to facilitate people leaving the event. Lighting should be energised approximately one hour prior to sunset to allow time for any unserviceable lights to be repaired before sunset.

In the event of an emergency, a system must be in place that provides lighting particularly for crowded areas and exit paths.

Fire safety equipment and fire prevention precautions are necessary to protect the safety of patrons, employees and volunteers at events.

All extinguishers must be kept fully charged and maintained in accordance with AS 1851.1. This standard requires extinguishers to be tested at least every six months and the test dates clearly identified on each extinguisher. Large-scale events may be subject to additional requirements from the Department of Fire and Emergency Services (DFES).

As a minimum fire safety requirement, at least one 4.5kg B (E) dry chemical powder extinguisher should be located between 2 and 4 metres of any:

• Electrical generator or switchboard;
• Flammable liquid or gas containers;
• ​Food preparation/cooking area; and
• Backstage area.

One 4.5kg AB E dry chemical extinguisher must be provided:

• Within 10m of each exit (one) - If designated exits are provided; and
• Backstage

Your event may include temporary structures such as stages, marquees, spectator seating, movie screens, or amusement rides. When you submit your event application, you will be required to submit structural information for the proposed temporary structures.

Each temporary structure must be erected, installed and utilised in accordance with the manufacturer’s instructions, and once erected, the Statement of Construction form (which is enclosed with your approval) must be completed prior to use of the temporary structure.

If your event involves a bouncy castle or amusement ride, you will need to supply a copy of the operators public liability with your application. If your event involves a mechanical amusement ride, you will also need to supply a copy of the Worksafe Plant Registration which confirms the ride complies with the Occupational Safety and Health Regulations and Australian Standards 3553.
 

Petting zoos include animal nurseries, mobile farms and animal show/s exhibits. Event organisers considering animals should familiarise themselves with the Department of Health WA Petting Zoo Guidelines. Important matters to consider include:

• Live animals shall not be located within 30m of any food stall;

• Alcohol-based hand sanisitiser or hand basin with warm running water, liquid soap and paper hand towels must be provided for public use at the stall.

Hand washing is one of the most important practices in preventing the spread of disease for visitors to petting zoos.

Where face or body painting will be conducted at the event, the painters must be familiar with the Department of Health Guidelines for face and body painting. Importantly:

• Brushes must be cleaned and disinfected after every client;

• Artist should wash their hands or use wipes or hand sanitiser between clients;

• Check with clients (or their parents) if they have any sensitivities, allergies or reactions.

View guidelines

A first aid post is an essential safety requirement for any event. First Aid services can be booked through a number or organisations, including St John’s Ambulance. It is also essential to ensure that there are unobstructed emergency ambulance access ways to the area.

The number of first aid personnel and first aid posts required vary with the type of event. As a guide the below table can be used for low and medium risk events. Every event should have at least one dedicated, qualified first aid officer who is present for the duration of the event.

First aid providers often use volunteers so its best to get your booking in early to allow as much time as possible for them to recruit. 
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Energy Safety may carry out onsite gas safety inspection of gas appliances before and during use in public venues to ensure compliance with the
Act, Regulations and Australian Standards. Energy Safety can request immediate correction of any unsafe condition.

It is recommended that the event organiser requests that food van and stall holders have been checked and tested by a licensed gas fitter in the last 12 months. If the cylinders are accessible by the public they are required to be protected to prevent tampering and accidental dislodgement.

Please refer to the Gas safety checklist for caterers, food outlets and other public venues available on the Department of Mines Industry Regulation and Safety website. 

Public toilets must be provided with sufficient facilities for the number of people who may attend an event. The toilets must be checked and serviced throughout the event. The number of toilets provided must comply with the minimum facility numbers outlined in the tables below.

At least one unisex accessible toilet for use by people with a disability and the elderly is required for each venue. Care and consideration should be given to the suitable location of accessible facilities. When portable chemical type units or effluent holding tanks are used for events longer than four hours, they must be easily located so that they can be pumped out during the event.

The following tables are a guide for events of at least one day in duration. Reduced requirements may be considered by the Manager of Environmental Health Services for shorter length events.

This information applies to events where <5,000 people are expected to attend during the day and where alcohol is NOT available: 

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This information applies to events that are licensed to sell alcohol and where <5,000 people are expected to attend during the day:
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The organiser of an outdoor festival expecting >5,000 people to attend shall provide facilities of a number as directed by the City's Manager of Environmental Health Services.

Security may be required for an event depending on a number of factors, including the type of event, expected number of patrons, and whether alcohol is provided. If security or crowd controllers are required, security arrangements are to be made and enforced by the event organiser. It is important that any security or crowd controllers are appropriately licensed under the Securities and Related Activities (Control) Act 1996, as well as ensuring there are both male and female security personnel on duty.

Where alcohol is being served at an event, there should be a minimum of two crowd controllers for the first hundred patrons, and one crowd controller for each additional one hundred patrons or part thereof. The number of crowd controllers to patrons for events where no liquor licence has been obtained, shall be as shown in the following table, based on Department of Health recommendations:
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For events where there is no liquor licence, or major structures, the event organiser may use volunteer personnel to assist with running the event. You also need to notify in writing:

• The police if there are more than 5,000 people
• The local fire and rescue services
• CoSafe (the City of Cockburn's Security Service) by calling 1300 267 233.

You will need to consider how attendees will be kept informed at the event, for example, where a child is lost. Refer to the Lost Child Procedure in the Related Documents section below.

There are two types of security: static security guards and crowd controllers. You need to ascertain which you may need, if any, for your event.

The weather is likely to be the most unpredictable factor of your event. You need to consider whether you will need shade or rain cover on the day. You will also need to consider how the event will proceed in case of rain and, if the event is to be cancelled, how volunteers, suppliers and attendees will be informed and at what time and who will make the decision to cancel the event.