Organisers of public events in Brisbane and across Queensland must integrate practical risk management with legal compliance to protect attendees, workers and the broader community. A structured safety plan reduces harm and supports regulatory obligations under Queensland’s Work Health and Safety (WHS) framework, local council requirements and emergency services expectations. This article outlines key areas—WHS audits, crowd safety, emergency planning, contractor coordination and documentation—and provides clear, actionable advice for event professionals.
Understand legal responsibilities and engage early
Under the WHS framework, a person conducting a business or undertaking (PCBU) has primary duty of care for worker and public safety. Event organisers should identify PCBUs, officers and workers involved in planning and operations and ensure they understand their duties. Early engagement with Brisbane City Council, Queensland Fire and Emergency Services (QFES), Queensland Police Service and neighbouring landowners helps clarify permit conditions, staging restrictions and licencing requirements for things like alcohol, amplified sound and temporary structures.
Conduct WHS audits throughout the event lifecycle
WHS audits are essential at three stages: pre-event, during the event and post-event. Pre-event audits should verify that the event management plan addresses statutory obligations, site constraints, permit conditions and contractor credentials. During-event audits are targeted checks on high-risk activities (e.g. rigging, electrical setups, crowd control zones) and should be scheduled at intervals or tied to shifts. Post-event audits capture lessons learned and ensure incidents are recorded and investigated. Use standardised checklists aligned to Safe Work Australia codes of practice to maintain consistency.
Design crowd safety into the venue layout
Crowd safety begins with capacity planning and clear ingress/egress routes. Calculate safe occupant numbers based on available space, barriering and exit widths, and provide redundant egress options for each major area. Designated queuing zones, segregated zones for alcohol consumption, adequate lighting and visible signage reduce congestion and confusion. Where necessary, engage licensed crowd controllers and ensure they are briefed on incident escalation, communication channels and drink management policies.
Prepare a comprehensive emergency plan
An emergency management plan (EMP) should detail roles, responsibilities, trigger points and step-by-step response actions for incidents including fire, severe weather, medical emergencies and security threats. The EMP must include evacuation procedures with mapped routes, assembly points and personnel assigned to crowd movement and headcounts. Coordinate the EMP with local emergency services and ensure a designated incident controller and communications officer are identified for each shift. Regular scenario-based exercises and tabletop drills prior to the event improve response readiness.
Coordinate contractors with clear controls
Events rely on numerous contractors—staging, sound and lighting, food vendors, temporary fencing and waste management. Establish a contractor management process that includes pre-qualification, verification of licences and insurance, submission of Safe Work Method Statements (SWMS), and site-specific inductions. Define a principal contractor or site safety coordinator to oversee interface risks and manage working around live operations. Require contractors to cease work if unsafe conditions are observed and maintain a permit-to-work system for higher-risk activities such as hot works or working at height.
Document everything: plans, registers and incident reports
Thorough documentation demonstrates compliance and supports continuous improvement. Core documents should include the event management plan, WHS management plan, risk register, contractor register, emergency management plan, first aid and medical support arrangements, and communication protocols. Maintain signed induction records, training logs for stewards and crowd controllers, and up-to-date certificates of currency for insurance and licences. An easily accessible incident reporting system ensures near-misses and incidents are captured and investigated promptly.
Health services and first aid planning
Assess the likely first aid demand based on event type, attendance and demographic profile, and arrange qualified first aiders and medical personnel accordingly. Locate first aid stations in visible, accessible areas and ensure they are equipped for common presentations and triage. Include communication links between first aid teams, stewards and event control so medical incidents are prioritised and ambulances can be directed quickly to the correct access point.
Communications, signage and public information
Effective communications reduce confusion and help manage risk. Establish a robust radio and public address (PA) system with redundancy. Provide clear signage for entry/exit points, medical services, toilets and assembly points. Use digital and social media channels to inform ticket-holders of prohibited items, weather contingencies and transport options. Onsite, train frontline staff in key messaging to ensure consistent information is delivered to the public during routine operations and emergencies.
Special considerations: weather, temporary infrastructure and shared spaces
Queensland weather can change rapidly; incorporate weather thresholds and decision-making criteria into the safety plan. Temporary structures such as stages, marquees and lighting towers should be designed and certified by competent engineers and installed by experienced contractors following Australian standards and manufacturer instructions. When an event occupies or borders public spaces, manage interfaces with traffic, utilities and other users to avoid unplanned exposures.
Continuous improvement and post-event review
After the event, conduct a structured debrief with all stakeholders and compile a post-event safety report. Include analysis of incidents, audit findings, compliance issues and contractor performance. Update risk registers and procedural documents based on observed issues and corrective actions. Maintaining a record of changes and outcomes supports future planning and demonstrates a commitment to safety and compliance.
For events in Brisbane, specialist support can assist with site assessments, regulatory liaison and WHS systems tailored to local requirements; for example, organisations offering Stay Safe Consulting Brisbane can provide practical guidance on aligning event operations with Queensland regulations.
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