Events Risk Assessment
Introduction
CQUniversity has an obligation to provide a safe and healthy environment for all staff, students, contractors and
visitors who attend or provide services for events. Safety at events is the responsibility of the individual or group
organising the event, and requires a risk management approach to be applied.
This risk assessment document is designed to assist event organisers to identify hazards and risks associated with
their event, and to identify suitable controls to address those hazards and risks. Event organisers may also be
required to complete further documentation such as booking sheets, before the event can proceed.
Event Summary
What is the name of the Event
Who owns the Venue
What is the Address
Click here to enter text.
Choose an item.
Click here to enter text.
The event will run from this date:
To this date:
Click here to enter a date.
Click here to enter a date.
Who is organising this event?
Internal CQUniversity group (ie: staff/students)
External group (ie: community group/govt department/general public)
What type of event is it?
Official CQUniversity event (ie: Graduation / Open day / Christmas party)
CQUniversity student recruitment event (Marketing Directorate)
CQUniversity staff event (ie: staff bbq/unit function)
CQUniversity student social event (ie: EUS event/student sports day)
Community event / Festival / Other
Who is the target audience?
18 years of age and over
12 – 18 years of age
Under 12 years of age
What are the estimated patron numbers?
300+ patrons
100 – 300 patrons
Under 100 patrons
Is the General public officially invited to attend this even?
Choose an item.
Will official invitations or ticketing be used for this event?
Choose an item.
Will patrons be charged to attend this event?
If so how much per head $
Choose an item.
Click here to enter text.
Who is the person completing this form:
Name
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Email
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Work phone
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Updated: 2 December 2011
Event Organiser(s)
Obligations of all Event Organisers
All event organisers are obligated to ensure the following is completed prior to the event being given final approval;
 All hazards and risks associated with the event are identified and addressed
 A suitable written risk assessment is completed in consultation with all event stakeholders
 The risk assessment is provided to all event stakeholders for comment and review prior to the event.
 All relevant approvals (internal CQUniversity and external departments, agencies etc) are obtained.
For events organised by Internal CQUniversity Groups
Events organised by Internal CQUniversity groups must be authorised by the relevant Pro-Vice Chancellor of
Faculty / Dean of School or Director / Head of the work unit prior to the event being held.
Please provide details of this person below;
Name
Email
Work phone
Click here to enter text.
Click here to enter text.
Click here to enter text.
mobile
Click here to enter text.
For events organised by External Persons/Groups
Events organised by external groups must be authorised by all relevant CQUniversity representatives prior to
being held.
If you are an external person or group wishing to hold an event, please provide details of who will be the main
point of contact representing you or your organisation;
Name
Email
Work phone
Click here to enter text.
Click here to enter text.
Click here to enter text.
mobile
Click here to enter text.
If a CQUniversity representative has been assisting you to organise this event, please provide details of the
representative below;
Name
Email
Work phone
Click here to enter text.
Click here to enter text.
Click here to enter text.
mobile
Click here to enter text.
Event Pre-Approval
If the event has already been given pre-approval from a CQUniversity representative please provide their details
below.
(Please note that verification of this may be requested prior to the event being held).
Name
Email
Work phone
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Event Site Plan
A site plan is a map of the event site which is given to event personnel and patrons, showing information such as
venue entry and exit points, parking, amenities, first aid locations, emergency information and contact details. It is
an invaluable tool in the event of emergency, especially for first responders such as security and the emergency
services who may not be familiar with the event location.
It is recommended that a simple site plan in a suitable format be developed and distributed to all event personnel
prior to the event being undertaken. Please note you may be required to complete a site plan prior to the event as
a condition of final approval.
Event Issues
Please indicate if the following issues have been addressed for this event. Simply click on the appropriate heading for
more information on that issue:
Amenities
Are suitable amenities available for the expected number of patrons?
Choose an item.
CQUniversity Security
Has CQUniversity security been notified of the event?
Choose an item.
Drinking Water
Are suitable drinking water facilities available for all persons?
Choose an item.
Emergency Services Access
Has clear access for emergency services been provided for the event?
Choose an item.
Essential Services (power, water etc)
Are adequate essential services available for the event?
Choose an item.
Induction & Sign-in
Have all external persons including contractors undergone the online induction & sign in.
Choose an item.
Insurance
Have details of all insurance requirements been provided to the appropriate persons?
Choose an item.
Occupancy Limits
Has the occupancy limit the venue been checked and deemed appropriate?
Choose an item.
Patron Access and Exit
Has clear access & exit for all patrons including disabled persons been provided for the event?
Choose an item.
Parking
Have appropriate parking areas been provided for the event?
Choose an item.
Police/Local Council Permits
If any Police or Local Council permits are required have they been obtained?
Choose an item.
Smoking Legislation
Have all smoking legislative requirements been met for this event?
Choose an item.
Waste Management
Are adequate waste receptacles available for the event?
Choose an item.
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Risk Management
A risk management approach is required for all events, regardless of whether events are held on CQUniversity
grounds or at external facilities, and regardless of whether the event is organised by CQUniversity personnel or
external groups.
What are Hazards and Risks?
A Hazard is something with the potential to cause harm
A Risk is the likelihood that the harm will occur from exposure to the hazard.
Example:
A hazard would be a cord lying across a walkway.
The risk is tripping – a person could trip over the cord and fall suffering injury.
What is Risk Management?
This means taking actions to control health and safety risks that are associated with hazards.
To do this means following a five step process as detailed below:
1. Identify hazards - look for hazards in the area.
2. Assess the risks - decide who could be harmed and how this could occur.
3. Decide on control measures – look for ways to prevent persons from being harmed.
4. Implement controls - put these actions into place.
5. Monitor & review – keep checking to ensure that hazards have been adequately addressed, and
that new hazards have not been introduced.
What is a Risk Assessment?
A risk assessment is a written document that clearly sets out the hazards, risks and suitable controls to be
implemented in relation to tasks or activities being undertaken at the event. A risk assessment must be completed
for all events in conjunction with all event stakeholders. This is to ensure that relevant persons can have their say,
and contribute to finding effective ways to control hazards and risks associated with the event.
What if a risk assessment has already been completed for this event?
If a risk assessment has already been completed by others for this event, that assessment may be submitted for
approval as part of your event application. CQUniversity will decide if the assessment is to the standard required for
the event. All relevant event stakeholders must also be given a copy of the risk assessment for their review and
comment prior to the event being held.
This event has been held previously, can I use the same risk assessment for this event?
You may use a risk assessment that was completed for a previous event; however you still need to review that
assessment in conjunction with all relevant event stakeholders to ensure that all possible hazards and risks are
identified, and suitable controls will be put in place.
Further Information
Managing Risk - Workplace Health and Safety Queensland
Risk Management at CQUniversity - Safety and Environment Unit
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Event Name: Click here to enter text.
General Risk Issues (where applicable)
Please review the following list of issues that are common to events. Complete the risk assessment scores, and indicate who will complete each action and by when.
Click on the relevant issues to find out more information.
General Risk Issues
Issue
(Insert the Unique issue in
this section)
The Hazard
(ie: What could cause harm)
The Risk
(ie: What could occur
as a result)
Adequate Shelter
Lack of suitable shelter for events
Exposure to sun and
weather conditions
Emergency Response
Event personnel not made aware
of emergency procedures
Poor response time for
emergencies
Initial
Risk
Score
Control measures
Score
Ensure adequate shelter is
available for all events
Final Risk
Score
Score
Event personnel to be made
aware of emergency
procedures.
Score
Person
responsible
Click here to enter
text.
First Aid
Loose objects at height
Objects falling and
hitting people
Inadequate first aid persons and
provisions available (not including
pool related activities)
Inadequate first aid
response
Score
Before event
is held
Score
All loose objects restrained or
removed from heights
Score
Suitable first aid persons and
provisions to be available for
event.
Score
Click here to enter
text.
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Choose an
item.
Inadequate fitting,
use, storage and
transport of gas
cylinders.
Fire, explosion, exposure
to hazardous substances,
damage to materials,
plant and equipment.
Before event
is held
Score
Page 5 of 10
Score
Use only ‘SwapNGo’ gas bottles,
and ensure only competent
persons fit, use, remove & store
gas bottles. Ensure cylinders
placed away from direct
sunlight and ignition sources
Before event
is held
Click here to enter
text.
Event personnel to be made
aware of first personnel and
notification procedures.
Gas Cylinders
Before event
is held
Click here to enter
text.
Emergency services to be
notified of all events involving
the general public
Falling Objects
Timeframe
Click here to enter
text.
Score
Before event
is held
Updated: 2 December 2011
General Risk Issues
Issue
(Insert the Unique issue in
this section)
Incident notification
Lost or Missing
Persons
Manual Handling
Slips, Trips & Falls
Sufficient Lighting
Sun Safety
Weather Factors
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The Hazard
(ie: What could cause harm)
The Risk
(ie: What could occur
as a result)
Initial
Risk
Score
Control measures
Final Risk
Score
Person
responsible
Event personnel unaware of
hazard/incident notification
procedures
Breach of legislative
requirements, poor
incident response time
Score
Ensure all event personnel
aware of incident notification
procedures
Score
Click here to enter
text.
Event personnel unaware of
lost/missing person procedures
Breach of legislative
requirements, poor
incident response time
Score
Ensure all event personnel
aware of lost/missing person
procedures
Score
Click here to enter
text.
Poor handling techniques (lifting /
carrying / pushing / pulling) applied
when handling equipment and
materials
Risk of manual handling
injuries such as sprains,
strains
Score
Ensure all personnel made
aware of correct manual
handling techniques prior to
handling equipment and
materials
Poor housekeeping providing
potential for slip, trip & fall hazards
(ie: liquids on floor, cords and
equipment lying across pathways
etc)
Risk of injury to patrons
and event personnel
Score
Event personnel check area for
slip, trip & fall hazards prior to
event, good housekeeping
practiced during and after
event.
Score
Insufficient internal or external
lighting for activities being
conducted
Reduced visibility,
increased risk of injury
Score
Ensure adequate internal and
external lighting available for all
activities
Score
Score
Consider suitable sun
protection methods (ie:
provision of sun screen &
shaded areas at events, patrons
given sun safety information
before event)
Score
Consider alternative locations
should weather conditions
require a change of location for
the event
Choose an
item.
Persons overexposure to the
sun during the
event
Poor planning for changing
weather at events
Risk of sun burn,
dehydration, sun stroke
Risk of injury to patrons
and event personnel
Page 6 of 10
Click here to enter
text.
Score
Click here to enter
text.
Click here to enter
text.
Timeframe
Before event
is held
Before event
is held
Before event
is held
Before event
is held
Before event
is held
Click here to enter
text.
Before event
is held
Score
Score
Click here to enter
text.
Before event
is held
Updated: 2 December 2011
Event Name: Click here to enter text.
Major Risk Issues (if applicable)
The following risk issues present significant risk for patrons at an event, and indicate in the second column if any are relevant to this event.
Any issues deemed relevant must be completed in the risk assessment.
Major Risk Issues
Issue
(Insert the Unique issue in
this section)
Relevant
factor for
this
event?
The Hazard
(ie: What could cause harm)
The Risk
(ie: What could occur
as a result)
Alcohol
Choose
an item.
Click here to enter text.
Click here to enter text.
Amusement Rides
Choose
an item.
Click here to enter text.
Click here to enter text.
Crowd Control &
Security
Choose
an item.
Click here to enter text.
Click here to enter text.
Excessive Noise
Choose
an item.
Click here to enter text.
Click here to enter text.
Falls from Heights
Choose
an item.
Click here to enter text.
Click here to enter text.
Fireworks &
Pyrotechnics
Choose
an item.
Click here to enter text.
Click here to enter text.
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Initial
Risk
Score
Score
Score
Control measures
Click here to enter text.
Click here to enter text.
Score
Score
Click here to enter text.
Click here to enter text.
Timeframe
Click here to enter
text.
Before event
is held
Score
Click here to enter
text.
Before event
is held
Score
Click here to enter
text.
Score
Click here to enter
text.
Before event
is held
Score
Click here to enter
text.
Before event
is held
Score
Click here to enter
text.
Click here to enter text.
Score
Person
responsible
Score
Click here to enter text.
Score
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Final Risk
Score
Before event
is held
Before event
is held
Updated: 2 December 2011
Food Safety
Choose
an item.
Click here to enter text.
Click here to enter text.
Hotwork
Choose
an item.
Click here to enter text.
Click here to enter text.
Pool & Water
Activities
Choose
an item.
Click here to enter text.
Click here to enter text.
Temporary
Structures
Choose
an item.
Click here to enter text.
Traffic Control &
Marshals
Choose
an item.
Click here to enter text.
Use of Contractors
Choose
an item.
Click here to enter text.
Score
Score
Click here to enter text.
Click here to enter text.
Click here to enter
text.
Before event
is held
Score
Click here to enter
text.
Before event
is held
Score
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text.
Score
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text.
Score
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text.
Score
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text.
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Score
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Score
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Score
Click here to enter text.
Score
Score
Click here to enter text.
Before event
is held
Before event
is held
Before event
is held
Before event
is held
Any Other Risk Issues Identified
(Enter any other issues relevant to this event here)
(ie: What could cause harm)
(ie: What could occur
as a result)
Initial
Risk
Score
Control measures
Final Risk
Score
Click here to enter
text.
Click here to enter text.
Click here to enter text.
Score
Click here to enter text.
Click here to enter
text.
Click here to enter text.
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Score
Click here to enter
text.
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Score
Issue
(Insert the Unique issue in
this section)
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The Hazard
The Risk
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Person
responsible
for this ?
Timeframe
Score
Click here to enter
text.
Click here to
enter text.
Click here to enter text.
Score
Click here to enter
text.
Click here to
enter text.
Click here to enter text.
Score
Click here to enter
text.
Click here to
enter text.
Updated: 2 December 2011
Event Name: Choose an item.
Further assistance required
If you need further assistance with any issue please provide details in the section below:
Hazard
Example: Noise
Further Actions Required
Need further assistance to help prevent excessive noise.
Click here to enter text.
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Risk Assessment Completion
Please provide details of persons who completed this Risk Assessment;
Name
Click here to enter text.
Signature
Date
Click here to enter a date.
Name
Click here to enter text.
Signature
Date
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Name
Click here to enter text.
Signature
Date
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Name
Click here to enter text.
Signature
Date
Click here to enter a date.
For events organised by Internal CQUniversity Personnel
Please forward this risk assessment to the relevant Pro-Vice Chancellor of Faculty / Dean of School or Director/
Head of the work unit for further action and sign-off.
For events organised by External Groups
If your event has been given pre-approval from a CQUniversity representative please forward this risk assessment
to that person for further action and sign-off. If pre-approval has not yet been given, please forward this risk
assessment to the CQUniversity representative who has been assisting you to organise this event.
END OF RISK ASSESSMENT
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Office Use Only
Received By:
Name:
Position:
Date:
Click here to enter text.
Click here to enter text.
Click here to enter a date.
Actions Taken:
Copy retained and held on file
Forwarded to relevant Pro-Vice Chancellor of Faculty / Dean of School or Director / Head of work unit
Name: Click here to enter text.
Date: Click here to enter a date.
Forwarded to Venue owner/controller
Name: Click here to enter text.
Date: Click here to enter a date.
Forwarded to CQUniversity Security Office
Name: Click here to enter text.
Date: Click here to enter a date.
Forwarded to Facilities Assistance Centre
Name: Click here to enter text.
Date: Click here to enter a date.
Other:
Provide details:
Click here to enter text.
Date:
Click here to enter a date.
Action Items for Completion
The relevant person as shown below must outline any further actions to be taken to address issues raised in the
Risk Assessment;
 CQUniversity representative who has given pre-approval to hold the event.
 Pro-Vice Chancellor of Faculty / Dean of School or Director / Head of the work unit
Action Item
To be Actioned By
Completion Date
1.
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Click here to enter a date.
2.
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Click here to enter a date.
3.
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4.
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Click here to enter a date.
5.
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Click here to enter a date.
Name:
Click here to enter text.
Position:
Click here to enter text.
Signature:
Date:
Click here to enter a date.
Venue Owner/Operator Approval
A copy of this Risk Assessment must be provided to the Venue Owner or Controller (internal or external) for review
prior to final approval for the event being given. The Venue owner or controller must provide details below indicating
their approval for the event to proceed.
Name
Signature
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Position
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Date
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Updated: 2 December 2011