City of Monash Event Planning Toolkit
Events Risk Assessment Guidelines
Event Risk Management
This guidance provides the Event Organiser with an understanding of identifying and controlling risks
when developing a risk management plan.
Safety at an event is vital. Members of the public expect to attend and enjoy an event safely and
securely. Events of any size or nature will have risks. It is the responsibility of the Event Organiser to
identify and effectively manage these risks by putting preventative controls in place to reduce the
likelihood of risks occurring (or if they do eventuate, have controls to reduce the consequences ie; a fire
extinguisher, first aid kit, list of emergency contact numbers).
This process is called risk management and in order to know what risks need to be managed, a risk
assessment needs to be conducted. A Risk Management Plan identifies all the potential risks that
may arise from holding an event and then lists the steps Event Organisers will take to reduce or mitigate
the identified risks. In order to understand what risks need to be managed, you must undertake a risk
assessment.
What is a Risk Assessment?
A risk assessment analyses what can go wrong, how likely it is to happen, what the potential
consequences are and how acceptable the identified risk is. The approach to identifying and managing
risks is outlined in the International and Australian Risk Management Standard, ISO 31000:2018.
An example risk assessment has been completed for your reference at the end of these guidelines.
Risk Management Process
Scope, context, criteria
Communication & consultation
Risk Management
Monitoring & Review
Risk Identification
Risk Analysis
Risk Evaluation
Risk Treatment
Recording & Reporting
Source: Risk Management Guidelines Companion to ISO 31000: 2018
Risk Assessment Guidelines.....................1
How to complete your Events Risk Assessment
Step 1: Event Overview
Use the Risk Assessment Table template to complete your Events Risk Assessment.
Complete the Event Overview section in the Event Plan to establish the context of the event. This may
involve consulting with key stakeholders.
Step 2: Identifying the Hazards
Use your Event Plan as a prompt to list all of the hazards associated with the event that may expose
people to injury, illness or disease, or put your organisation at risk. There will be hazards associated to
each event element identified. List these in the Hazards column of the Risk Assessment Table.
Some standard hazards on event sites include;
• Access and egress of patrons
• Bins and waste management plan in place
• Trips, slips and falls
Step 3: Identifying the Risks
The consequence of a hazard is a risk. Think about what risks might occur if the hazard is not properly
managed. When considering if a hazard could become a risk, consider “If this hazard isn’t addressed,
there is a risk that…”
List these in the Risks column of the Risk Assessment Table. A number of questions should be asked when
attempting to identify risks. These include:
• What can happen?
• Where could it happen?
• When could it happen?
• Why would it happen?
• How can it happen?
Answering these questions will assist in the generation of a list of risks that may have impact on your event.
Refer to the Risk Register library at the end of these guidelines to help you consider relevant risks that
could be related to your event.
Step 4: What controls are already in place?
Think about what you might already have in place to manage the risk. List these in the Existing Risk
Controls column of the Risk Assessment Table.
Step 5: Analysing Risks
Analysis is necessary to determine just how significant the risk may be.
Think about how likely is it that people could be exposed to the hazard and if they were, what would
be the consequence.
The likelihood of a risk occurring refers to how likely something might happen. Use the below table
to identify the likelihood of a risk occurring:
Risk Assessment Guidelines....................2
Likelihood Ratings
Likelihood Description
Almost Certain Has a 90% chance of occurring
Likely Has a greater than 50:50 chance of occurring
Possible Has a 50:50 chance of occurring
Unlikely About a 1:10 chance of occurring
Rare May occur only in exceptional circumstances
List the rating in the Likelihood column of the Risk Assessment Table.
The consequence of a risk occurring refers to the impact or magnitude of the effect. When scoring the
consequence associated with a risk, consideration needs to be given to its impact in terms of:
• Injury/Illness;
• Public /Staff Safety/OHS;
• Reputation and Public Image;
• Financial/Business Impact;
• Legal/Regulatory;
• Environment.
Use the below table to identify the consequence of a risk occurring:
Risk Consequence Descriptors
Consequence Description
The consequence would threaten the event and the event organisation
Catastrophic e.g. death, huge financial loss, huge effect on public image, national media
coverage; social media outrage / overdrive.
The consequence would threaten the continued effective functioning of the
event organisation and therefore the event e.g. Significant level of community
Major
concern, major financial loss, hospitalisation, national media coverage; local
media frenzy; social media topical discussion.
The consequence would not threaten the event, but would mean that
the event would be subject to manageable changes e.g. Injured person(s)
Moderate
requireing hospitalisation, Moderate level of community concern, high
financial loss, possible rehabilitation; Local media coverage.
The consequence would not threaten the efficiency or effectiveness of some
aspects of the event, but would be dealt with internally e.g. Minor level of
Minor
community concern, medium financial loss, first aid treatment, Minor isolated
concerns raised by stakeholders or others at the event.
Consequence would be dealt with by routine operations,
Insignificant
e.g. no injuries, no financial loss, minimum impact to reputation.
List the consequence rating in the Consequence column of the Risk Assessment Template.
Risk Assessment Guidelines.....................3
Step 6: Evaluate Risks
The purpose of evaluating risks is to determine which risks need further treatment and in what priority order.
Establish a risk rating for each hazard by lining up the likelihood and consequence on the below table.
Consequence
Likelihood Insignificant Minor Moderate Major Catastrophic
Almost Certain Moderate High High Extreme Extreme
Likely Moderate Moderate High High Extreme
Possible Low Moderate Moderate High Extreme
Unlikely Low Moderate Moderate High High
Rare Low Low Moderate Moderate High
The risk rating – low, moderate, high, extreme will need to be listed in the Risk Rating column of the
Risk Assessment Table.
• Extreme risk – immediate action required by the Organiser to reduce or remove the risk
completely
• High risk – Attention needed to develop risk reduction strategies. May require consideration
of alternative tasks, activities, methods.
• Moderate risk – specific risk reduction strategies needed. Focus on ensuring the Control measures
are implemented and effective.
• Low risk – manage using existing controls and is generally acceptable.
All risks with an initial rating of “Extreme” or “High” will require additional controls. Moderate and
Low risks may be excluded from the implementation of additional controls at the Event Organiser’s
discretion. However, the rationale for not implementing additional controls for these risks should be
documented to demonstrate the completeness of evaluation undertaken.
Additional Control, if required:
Think about what additional practical things you can do to eliminate or reduce the likelihood of the Risk
occurring. These changes could reduce the risks if they are effectively put in place and if required could
assist you comply with any legislation or regulations.
List the additional controls in the Additional Controls, if required column of the Risk Assessment Template.
Risk Assessment Guidelines.....................4
Step 7: Treat Risks, Monitor and Supervise
Risk Treatment options are:
Decision Example
The Event Organiser is not satisfied with the safety controls of a children’s
Remove or avoid the risk
ride so decides to remove the ride from the event.
The Event Organiser could accept a children’s ride on the basis that
Retain or accept the risk
additional controls were put in place.
Apply controls over children’s ride to reduce the likelihood and/or
Treat the risk
consequences of the risk event occurring.
Share the responsibility with another party such as an insurer/contractor
Transfer or share the risk
who shares the loss if the risk event were to occur.
Consciously take on risk to pursue an opportunity and achieve desired
Increase the risk
outcomes, understanding the risks involved.
Responsible to Monitor/Supervise should then be completed to indicate the person responsible for
ensuring the controls are implemented.
Please note:
A Risk assessment is dynamic and ever-evolving. As you continue planning your event, new risks and
opportunities will be identified and some will no longer be valid. It is important to regularly review and
update the risk assessment during the event planning process, to ensure all potential hazards and risks
are captured and mitigated.
Any risks rated ‘Extreme’ or ‘High’ should be monitored on a regular basis to ensure that the rating
assigned, controls identified, and treatment plans established remain valid.
Risk Assessment Guidelines..................... 5
Example Risk Register
Additional
Risks
Hazard(s) Existing Controls Likelihood Consequence Risk Rating Controls Responsibility
(There is a risk that...)
(If required)
Vehicles on site Delivery vehicles occupying a Treat the hazard by reserving a Possible Moderate Moderate Site supervisor
footpath to unload equipment and parking bay close to the site or by
the public walking onto the roadway. creating an alternate pedestrian
path using bollards and signage.
Vehicles & Vehicles driving on public areas »» Treat this hazard by advising Possible Moderate Moderate Site supervisor
pedestrians causing damage to the site or a contractors that they will be met
collision with a person. on site by the supervisor, that
they are to drive at walking pace
with hazard lights on.
»» Delivery schedule developed and
communicated to contractors.
»» Vehicle path designated with
witches hats and signage
»» Use of spotters for all vehicles
Council parks, Damage to the asset from the »» Treat this hazard by advising the Possible Moderate Moderate Event organiser
gardens and delivery of heavy equipment i.e contractors that they will be met
Site supervisor
infrastructure generators, temporary toilets on site by the supervisor.
»» Event to ensure that there is
rubber matting, ply boards or
terra track available on site
Temporary Erection of temporary marquee »» Treat the hazard by cordoning/ Unlikely Major High Site supervisor
Infrastructure causes an injury to contractor or separating off the area with
Contractor
member of the public. bollards and hazard tape. Site
supervisor/s to monitor the area
and ensure that the public are
not entering the work space.
»» Contractors to abide by
the Victorian Construction
Regulations and work in
accordance with their Safe
Working Method Statements.
»» Ensure sufficient weighting
is applied to prevent wind
damage/instability
Additional
Risks
Hazard(s) Existing Controls Likelihood Consequence Risk Rating Controls Responsibility
(There is a risk that...)
(If required)
Use of Portable »» Power source is overloaded »» Treat the hazard by engaging Rare Major Moderate Emergency Event organiser
Electricity and fails. a licensed electrician to provide Management
Electrician
»» Unsafe leads or damaged leads and make changes to the Procedures
causing electrocution/electric power supply
shock of people (workers or »» Treat (in advance) and ensure
patrons) that power requirements are
identified in the planning phase
and adequate supply is provided
and that vendors/contractors
have been pre advised that all
leads and equipment must be
tested and tagged.
»» Treat by ensuring electrical
equipment is placed out of public
access areas, leads are protected
from weather
»» Food for Sale/ Patrons getting food poisoning »» Safe food handling practices Unlikely Major High Energy Safe Vendor
Consumption »» Registration with Streat-Trader Victoria
Environmental
»» Use of LPG for Monash Guidance –
Health
Safe Use of
»» Liability Insurance Department
LPG at Public
(Council)
Events (Self
Assessment
Checklist
for Vendors)
Vendor
Environmental
Health
Department
(Council)
Risk Register Library
The following table contains some examples of risks you may encounter as a result of organising your
event. This list is not exhaustive and will depend upon the type and duration of the event.
Populate the risk assessment table with relevant risks and corresponding controls and treatments.
No. Risk
There is a risk that patrons under the influence of alcohol may lead to unruly crowds
1
and/or drunkenness
There is a risk that poor electrical wiring ignite a fire or presents a risk of electrocution
2
to event attendees
There is a risk that a fire may burn in a nearby location outside of Event Precinct but may
3
impact the safe delivery of the Event
There is a risk that excessively high temperatures could cause severe heat related issues
4
for attendees.
There is a risk that the availability of ignition sources & combustible materials (ie; BBQ/Cooking
5
equipment) (Internal to Event) increases severity and duration of any fire
There is a risk that there are insufficient/ineffective resources (internal to Event(s)) to respond
6
to emergency situations
7 There is a risk of poor Event Specific Command & Control structure
8 There is a risk that crowd evacuation causes injury/panic (as related to Event precinct)
9 There is a risk of the First Attack (Fire Response) failing by Area Wardens (Marshalls)
10 There is a risk that emergency vehicles will not be able to access the event site
There is a risk that patrons wishing to attend the event are exposed to vehicles and roadways
11
(external to the precinct)
12 There is a risk of food poisoning from food outlets engaged for the event period
There is a risk that contractors, suppliers, exhibitors, staff and patrons are exposed to an
13
unacceptable level of risk to their health and safety during the build, event and dismantle phases
There is a risk that an emergency situation arises requiring an immediate response impacting
14
on event resources
There is a risk that high winds on site will cause infrastructure stability issues and expose
15
people to a risk to their health and safety
There is a risk that the fire related installation/display may cause an unintended fire event
16
or an injury to an attendee
17 There is a risk of Extreme Weather impacts to the bump in/out and/or event
Risk Assessment Guidelines.....................8
No. Risk
18 There is a risk that there will be inadequate amenities for the site
19 There is a risk of a lost child or adult occurring
20 There is a risk of a security issue occurring at the event
21 There is a risk of temporary structures falling down
There is a risk that installations may involve an element/activity that is potentially unsafe
22
to spectators
There is a risk of patrons attending the event being exposed to vehicular impacts adjacent
23
to or inside the overall event precinct
24 There is a risk of an Medical Emergency occurring during the event
25 There is a risk of a Gas Leak
26 There is a risk of a Chemical or Biological Hazard
28 There is a risk of a Bomb Threat or Suspicious Package
29 There is a risk of an Explosion impacting the Event
30 There is a risk of Assault or Armed Robbery occurring
There is a risk of an Active Shooter or Terrorist Activity (Vehicle borne attack etc)
31
impacting the Event
32 There is a risk of Riot, Protest or Civil Unrest
33 There is a risk that Noise created by the Event may exceed acceptable levels
There is a risk of significant heat (weather related) that may result in a Heat Health Alert to
34 be issued or in the case of 3 or more (Heat Health Days) resulting in a declared Heat Wave,
impacting on the safety and welfare of resources, spectators and emergency services
There is a risk that an unexpected weather event (storm cell or similar) causing a significant
35
safety and welfare issue to event attendees and support personnel
There is a risk that some activities may involve an element/activity that is potentially unsafe
36
to spectators. In particular fireworks discharge
There is a risk that the pyrotechnic display at the event will result in an uncontrolled fire,
37
explosion near people, or dangerous occurrence
Risk Assessment Guidelines.....................9
