Note: This checklist relates to the Bedford Park site and contains information specific to that site. Other sites can use the checklist but may need to adapt the information. This documentation must be kept by the Faculty / Portfolio for 8 years for review/audit purposes. Please forward this completed form, after it has been approved by your area, to whs@flinders.edu.au and security@flinders.edu.au Event Name: Date & Time of Event: Site of Event: Facility/Rooms to be Used: Event Coordinator: Person Completing Checklist: Checklist Date: Type of Event (if not listed choose Other and specify) Barbeque Seminar Exhibitions Marketing Functions Bake Sale Small Concert (i.e. Noel Stockdale Room) Other (specify) Brief description of the Event Expected attendance Event Stakeholders (i.e. people who are involved, interact or have an interest in the event) Security Local Council WHS Unit Volunteers Organisers Staff Emergency Services Contracted Service providers Media Transport Students Public School/Facility(Owner) Office Other (specify) Event Planning Committee: Member s Name Position Contact # Event Coordinator Business & Contractor Name Purpose for event Contact # EventSafety_Checklist - Small Event, revised 24/5/2018 Page 1 of 7
Items and comments to be addressed When the term adequate is used, consider the size of your event when responding. ACCESS and EGRESS (access for crowd numbers) Entry and exit areas are clear and easily accessible for all persons working and / or attending the event Entry and exit areas are accessible to emergency services Thoroughfares are well defined and clearly marked AMENITIES (quantities of provided amenities) Toilets, toilet supplies (i.e. paper, soap etc) and hand washing facilities are available Accessible toilets available Availability of clean fresh water for both staff and attendees Adequate catering facilities, including clean up and food preparation areas SIGNAGE Signage / advertising for the event is available Signage is available for entries, exits, toilet facilities etc Signage for any hazardous areas or substances Clearly signed first aid and fire extinguisher locations FIRE PREVENTION A fire extinguisher and / or blankets are available and tested in the last 6 months Fire extinguisher / blanket has 1 metre clear space around it Ignition source areas are kept clear at all times and easily accessible Keep ignition sources (i.e. BBQ) away from combustible materials such as hedges EMERGENCY PROCEDURES Nominated Key Person Have a copy of the evacuation area / map / diagram Event staff / volunteers aware of evacuation process / area Nominated key person chosen to assist in evacuation Emergency exits are kept clear (i.e. nothing is planned to be immediately adjacent or in front of an emergency exit) Aware of security contact (ext 12880 or 8201 2880) for emergencies FIRST AID (ability to provide first aid within 4 minutes) Location of nearest first aid kit: Event staff / volunteers aware of first aid kit location STAFF, VOLUNTEER and CONTRACTOR TRAINING Staff and volunteers are given site induction and trained about the event (especially in tasks such as lifting / moving) Copies of applications, memos and any induction / training records are kept by the event coordinator Contractors are Flinders University Registered contractors (see guidance notes for details) EventSafety_Checklist - Small Event 24/5/2018 Page 2 of 7
ELECTRICAL Work Health & Safety Event Safety Residual circuit devise (RCDs) are used where required, including all hand held electrical appliances and tools All portable electrical equipment, including leads, are tested, tagged and in date Check all equipment and cables are free of damage and in good working order. Check all equipment and cords are not located in areas / walkways where they may cause people to trip All leads, plugs, etc. are protected from weather and other environmental conditions (e.g. water) PERMITS, LICENSING AND REGISTRATION (INCLUDING BUT NOT LIMITED TO) Liquor licence required? Food on the plaza? Contact Flinders Campus Community Services LIGHTING Adequate natural or artificial lighting provided for setting up, conducting and dismantling event Emergency lighting is available and in working order MANUAL HANDLING All staff and volunteers are trained to assess each task and use safe technique when lifting Loads are delivered as close as possible to area using vehicle or mechanical aid (e.g. trolleys, sack trucks) Light, small loads and physical aids (assistance from second person or team lift where needed) are used LIQUID PETROLEUM GAS (LPG) CYLINDERS AND HEATERS, GAS BARBEQUES LPG cylinders are secured to increase stability LPG cylinders are clear of ignition sources and are in a wellventilated area (i.e. in an open area and not a tent). All LPG cylinders are checked to ensure they do not exceed 10 years of the stamped test date BARBEQUES Are there mats in the barbeque area to prevent oil spills and spattering from hot plates reaching pavers or surface. Container for oil run off from hot plate is large enough for the amount of cooking being undertaken Barbeque is setup on an even surface and is stable. Barbeque checklist is obtained and used WEATHER CONDITIONS Use current Australian Bureau of Meteorology information to ascertain weather conditions www.bom.gov.au Weather conditions planned for and monitored e.g. partitions, displays and signage well secured for windy conditions, non slip mats for wet conditions, and shade, sunscreen and water provisions for heat Wind speeds are monitored and any equipment (including tents and marquees) are weighted to prevent movement PERSONAL PROTECTIVE EQUIPMENT (PPE) PPE provided if needed (e.g. gloves, aprons, earplugs etc.) and is in good condition and working order EventSafety_Checklist - Small Event 24/5/2018 Page 3 of 7
OTHER CONSIDERATIONS Other general event issues to consider as part of overall event preparation include: Other Details Noise issues, special considerations, use of ladders, contractor / caterer details) General security and crowd control University Security advised and given relevant documents about the event (minimum 2 weeks notice) Date Security were advised of : Communication channels between parties Site maps of area, any changes to the area used (i.e. any access / egress blocked off?) How is communication maintained (i.e. mobile phone, walkie talkies) Alcohol and food requirements Liquor licence has been obtained for the event if alcohol is to be sold / provided University permit for consumption of alcohol on campus has been obtained (where alcohol provided, but not sold) Food providers comply with food safety requirements of the Aust&NZ Food Standards Code (see www.dh.sa.gov.au/pehs/food) Responsible service of alcohol provisions are in place Contingency Planning Contingency plan in the event of an incident or other issue such as bad weather, i.e., contact person, reporting process, modification to event venue (attach further documentation as required). Copy of forms and paperwork for event safety management to be retained for audit process (to be kept for 7 years) EventSafety_Checklist - Small Event 24/5/2018 Page 4 of 7
Useful Contacts for Events (Bedford Park Campus) Tick These contacts must be advised For events involving Organisation Phone Email Service provided All events WHS Unit 13024 whs@flinders.edu.au WHS requirement and event safety support All events Security 12880 security@flinders.edu.au Security requirement Alcohol, licensing matters, catering 12733 building.property@flinders.edu.au Licencing Matters, Catering, Room Bookings Union Building Use of outside contractors Use of electrical systems 12733 building.property@flinders.edu.au 12733 building.property@flinders.edu.au Advice on electrical use Use of any University room Your College Room booking system Office Moving of furniture and equipment 12733 building.property@flinders.edu.au https://beims.flinders.edu.au/beimsweb2/ All events on campus except third party retailers 12733 building.property@flinders.edu.au https://beims.flinders.edu.au/beimsweb2/ Moving people or things 12733 Phone only Hire of University cars and buses People in buildings Chief Warden 12880 security@flinders.edu.au For the contacts for your Chief Warden Access to buildings out of hours Security Clerk 12880 security@flinders.edu.au After-hours access Airconditioning out of hours 12733 building.property@flinders.edu.au Air conditioning services EventSafety_Checklist - Small Event 24/5/2018 Page 5 of 7
The Risk Assessment process must be completed for the following: Check off when each of the following has been considered and risk assessed and controlled as required (see attached risk control plan): Event Planning Running the Actual Event (including Bump In / Set up and Bump Out / Close Down) Event Review Hazard Types to be considered: Human (eg crowd issues) Technological (mechanical, plant etc) Natural (physical location) Environmental (weather) Risk Assessment Use the attached checklist to determine what types of hazards exist for your event and then develop the relevant control plan for these hazards. The tables below provide guidance for ranking risk factors and determining the risk level. Step A - Consider the consequences Step B - Consider the likelihood For each hazard, consider the consequences if something happens. Consider what could reasonably How likely is it that something will happen as a result of the hazard? have happened, as well as what actually happened (if there was an accident/incident). Look at the descriptions below and choose the most suitable Look at the descriptions below and choose the most suitable Likelihood consequence Consequence Description Likelihood Description Fatality May cause death and/or severe Very likely Expected to occur in most circumstances irreversible disability, and/or permanent ill health Major Severe injury or illness Likely Will probably occur in most circumstances Minor Minor (usually reversible) injury or Possible Might occur occasionally illness resulting in days off work First Aid First aid level medical treatment Unlikely Could happen at some time Negligible No treatment required Highly unlikely May happen only in exceptional circumstances Consequence Fatality Major injury Minor injury First aid Negligible Likelihood Very likely Likely Possible Unlikely Highly unlikely Extreme High High High Medium High High High Medium Medium High Medium Medium Medium Medium Medium Medium Medium Low Low Medium Medium Low Low Low Control Hierarchy Elimination Substitution Isolation Engineering Administration PPE - Personal Protective Equipment Remove hazard Use a less hazardous alternative Eg Restrict access, use in a closed container, fume cabinet Eg Trolleys to move loads, guards on machinery, Fume cupboard Eg: Training, Safe Work Method Statement, signage Eg: Gloves, respirator, safety glasses EventSafety_Checklist - Small Event 24/5/2018 Page 6 of 7
Event Risk Assessment EVENT Name: Date: Event Coordinator: Person Conducting Risk Assessment: Position: Date: Signature: Task and Hazard Example: Task: Manual handling lifting 4kg boxes of brochures to restock display areas (from truck to desks) Hazards: back or shoulder strain or sprain Persons affected & location Restock staff Volunteers Risk Level (H, M or L) Medium Control measures Who, by when Notes Currently: Trained in good lifting technique Seek assistance if needed Delivery as close as possible to area Sack trucks to be used Next steps Purchase one more sack truck Training for new workers, refresher for existing staff Matt Flinders 1 April 2012 Waiting for quote Approved by Supervisor/Manager: Date: EventSafety_Checklist - Small Event 24/5/2018 Page 7 of 7