Event safety
Last checked: February 2025
Introduction
Organising a safe and successful event requires thorough planning and careful consideration of various safety aspects. This guide outlines essential steps to ensure the safety of all participants, staff, and attendees at your event.
Event definition
University event means any event that is organised or controlled by the University, including University-controlled entities, University business operations and University clubs affiliated through a student association. In the context of this Event Safety Guide, an "event" is broadly defined as any organised activity where University employees, students and/or others gather for a common purpose, such as sport, entertainment, education, or community engagement. This can include sports events, conventions, and other large-scale gatherings.
Ensuring a thorough establishment of event details is important for providing an overview and contextual framework for the event. This contextual understanding empowers organisers to visualise the event environment, anticipate activities and align with University systems effectively.
Typically, the establishment of event details encompasses:
- Confirmation of location, date, and time, including provisions for setup and clean-up.
- Outline of planned activities.
- Identification of necessary equipment.
- Specification of catering arrangements, including food types and service of alcohol.
- Projection of the intended audience in terms of size and demographics.
- Coordination with external contracted services, if applicable.
- Involvement of University staff and students in event execution.
- Designation of responsible personnel with the authority to oversee event delivery.
Event risk assessment
A risk assessment, before the event, may be required to assess potential hazards and identify planned risk controls. See the guide below to know the triggers/types of events that will require a risk assessment.