Event Risk Management and Compliance: Practical Safety Planning for Public Events in Brisbane and Queensland
Planning a safe public event in Brisbane or elsewhere in Queensland requires a structured approach to risk management, clear documentation and strict adherence to state and national workplace safety laws. Event organisers must balance crowd management, contractor control and emergency preparedness while meeting obligations under the Work Health and Safety (WHS) framework and local regulatory requirements. This article outlines practical steps to develop a compliant safety plan and reduce risks before, during and after events.
Understand the regulatory framework in Queensland
All event organisers must be familiar with the Work Health and Safety Act 2011 (Qld) and the Work Health and Safety Regulation 2011, which implement the national WHS model for Queensland. Safe Work Australia publishes model Codes of Practice and guidance documents that inform practical controls and duty-holder responsibilities. In addition, local government permits, liquor and noise licensing, building and fire safety requirements (Queensland Fire and Emergency Services) and planning approvals may apply depending on venue and event type. Early liaison with council, QFES and the Queensland Police Service is essential to confirm permit conditions and public order expectations.
Conduct WHS audits and pre-event inspections
Effective safety planning begins with a formal WHS audit and site inspection. A pre-event audit should identify hazards, evaluate controls and assign responsibility for corrective actions. Key items include electrical safety checks, temporary structures and staging inspections, access and egress routes, lighting and trip hazards, and assessment of weather-related risks. Audits should be documented, include photographic evidence where appropriate, and produce an action register with target completion dates. For complex or higher-risk events, consider engaging a Safety Advisor in Brisbane to provide specialist assessment and compliance advice.
Manage crowd safety and capacity
Crowd safety is a core element of public event planning. Determine safe capacities for main spectator areas, circulation routes and amenities based on venue layout and emergency egress. Manage ingress and egress with clear signage, controlled entry points and queuing systems to avoid bottlenecks. Deploy trained crowd management staff or marshals with defined roles and radio communications. Implement barriers and fencing where necessary to separate performance areas, vehicles and restricted zones. Consider the needs of vulnerable patrons, including disabled access, shaded rest areas and hydration points, to reduce health incidents.
Develop robust emergency planning and response procedures
Every event must have an Emergency Management Plan (EMP) that aligns with AS 3745 (Planning for emergencies in facilities) and local emergency services protocols. The EMP should define command and control arrangements, emergency roles, evacuation procedures, assembly points and communication protocols for activating emergency services. Include specific plans for medical incidents, fire, severe weather and hazardous materials if applicable. Test communications systems—public address, two-way radios and SMS alerting—and ensure incident controllers and stewards understand escalation pathways. Pre-arrange dedicated liaison officers with QFES and Queensland Police for rapid coordination if an incident occurs.
Coordinate contractors and manage site safety
Contractor management is often the greatest source of risk at events. Establish clear contractual obligations for health and safety, require provision of Risk Assessments and Method Statements (RAMS) and confirm relevant licences and insurance. Hold contractor inductions before access to the site, and maintain a permit-to-work system for hazardous tasks such as hot works, electrical works and working at heights. Assign a single site safety coordinator to oversee contractor activities and ensure that plant, lifting equipment and vehicles are operated by competent personnel under safe traffic management plans.
Maintain comprehensive documentation and record-keeping
Documentation demonstrates compliance and supports continuous improvement. Core documents include a Safety Management Plan, Site Risk Register, RAMS from contractors, incident reporting forms, training records, WHS audit reports and permit conditions from local authorities. Keep records of inductions, toolbox talks and steward training. Maintain an incident register with immediate actions taken and outcomes, and ensure statutory notifications are made where required under the WHS Act. Proper record-keeping will assist in post-event reviews and any regulatory inquiries.
Training, communication and stakeholder engagement
Clear communication and training reduce the likelihood and impact of incidents. Provide targeted training for stewards, crowd controllers, bar staff and contractors on emergency procedures, reporting requirements and their specific duties. Produce simple, accessible communication materials for staff and volunteers, including duty checklists and maps showing evacuation routes and first aid points. Engage with stakeholders early—local businesses, transport operators, public transport providers and community groups—to coordinate arrival and departure flows and minimise disruption to surrounding areas.
Test plans and exercise response procedures
Conduct tabletop exercises and, where feasible, full-scale drills to test emergency plans and coordination with emergency services. Exercises reveal gaps in communication, timing and resource allocation that tabletop planning may not expose. After each exercise or live event, hold a debrief to capture lessons learned and update plans accordingly. Continuous review cycles, supported by WHS audits, help embed improvements and demonstrate a commitment to safety.
Final considerations: accountability and continuous improvement
Event safety is an ongoing process that requires clear duty allocation, regular monitoring and a commitment to learning. Duty holders must be able to demonstrate that risks were identified, assessed and controlled in line with WHS obligations and local permit conditions. Implementing a documented, auditable approach to safety planning—combining WHS audits, detailed emergency planning, contractor coordination and thorough documentation—reduces legal exposure and improves outcomes for attendees. By embedding these measures into event governance and working proactively with regulators and emergency services, organisers can deliver public events that are both enjoyable and compliant with Queensland requirements.
Ho Chi Minh City-born UX designer living in Athens. Linh dissects blockchain-games, Mediterranean fermentation, and Vietnamese calligraphy revival. She skateboards ancient marble plazas at dawn and live-streams watercolor sessions during lunch breaks.
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