Events OHS risk management

Events requiring risk assessment

Types of events that require an Events management risk assessment to be conducted before the event occurs:

• Exhibitions: Open Day, Endeavour, Amazing Spaghetti Machine Competition (or other exhibitions involving visitors from schools)
• Christmas parties, Social Club events, staff gatherings where food and drink are made available (off site 'team bonding' type events would be classed as fieldwork/travel for risk assessment purposes)
• Alumni dinners/presentations/reunions conducted by MSE
• Awards nights
• Launch presentations
• Graduations conducted by MSE
• Engineering student club BBQs

Note: This is not an inclusive list; other types of events may also need an events management risk assessment.

What to do with the form

1. As part of the preparation and planning for an event, using the checklist provided in the 60-002 event management risk assessment form, consider the listed potential hazards that could occur during your event.
2. If you think that a listed potential hazard is not applicable, write 'N/A' in the risk control action to be taken column.
3. If you think a listed potential hazard is applicable assess the risk of it occurring by using the risk assessment matrix (page 1) and document the applicable likelihood, consequence and corresponding risk rating.
4. Review the suggested possible controls to determine if these may assist in reducing the likelihood or consequence of the potential hazard occurring. If the suggested possible controls are not applicable, you will need to think of other suitable and practicable ways of eliminating or reducing the risk of the potential hazard occurring.
5. Document the actions to be taken to suitably and practically eliminate or reduce the risk of the potential hazard occurring in the risk control action to be taken column.
6. Rank the priority of each risk control action to be taken.
7. List the name of the person responsible for ensuring the risk control action is implemented and by when they are to have implemented it.
8. Have the supervisor of the department/unit responsible for the event review and sign the risk assessment document.
9. Track the implementation of the risk controls to ensure they are all completed by the time of the event.
10. After the event, review the risk assessment to ensure that all Risk control actions were appropriate and didn't introduce any new hazards. Make note of anything that could be done better in the future.
11. Have the supervisor of the department/unit responsible for the event endorse the review.

Filing and retention of the risk assessment document

Completed event management risk assessments are to be filed in Chapter 6.1 of the applicable department/unit OHS Documentation Folder.

The completed risk assessment form needs to be retained in the applicable department/unit OHS Documentation Folder for five years, after which it can be disposed of via a confidential waste bin.

Download the event management risk assessment form