Event Management ChecklistCONTRACT MANAGEMENTDocument 3c: Event Management OHS ChecklistContracts involving event managementLast Update: 8 October 2009Owner: Manager OHSBelow is a checklist that is designed to assist event organisers in their risk management. The checklist should be modified as necessary.The list is by no means exhaustive. Some items are repeated under more than one category.Check PointOKIssues needing attentionResponsibilityVenue Hire/LeaseIf leasing or hiring, check the Lease/Rental contract, especially for insurance requirements and for disclaimers by the lessor.Insurance cover of the venueServices provided by owner/managerHire of additional facilities (marquees, tents, temporary seating, etc.)Risk inspections of the siteHiring EquipmentOn-site vehicles Third Party insuranceVehicle lease/rental contract and its provisionsBest location for equipment in respect to refuelling, fuel leaks/spills, service accessContractors (for services/performances), Sponsor displaysInsurance for people doing performances/displaysIf event is a ticketed event, consider cash security requirementsIs security firm experienced and licensed?Briefing of security officers on functions, rights, and responsibilitiesLiability waivers/disclaimersRecords and DocumentationAmple supply of incident report forms and disclaimers waivers distributed to relevant staff for issue to performers etc.Incidence Management ProceduresEvacuation ProceduresIllness/ Injury proceduresStaff have been made aware of procedural requirementsLiability waiversThe VenueAdequate light if operating at night (for the show itself, walkways, to parking areas, etc.)Stand-by lighting in event of power failureWarning and directional signageNo smoking- signs posted; restrictions enforcedRubbish bins (recycling where possible)Disabled access and facilities (accessibility)Slip, trip and fall inspection in pedestrian/spectator areasFooting and arena side/fence inspectionToilets and other facilities clean and openPortable Toilets in place and readyInspection of spectator seating areasAdequate sun/rain shelters for spectators and other participantsEmergency equipment, assembly areasBus parking, drop-off/pick-up zonesParking AreasParking areas should be controlled. Signage should clearly indicate any restrictions before vehicles enter and should also have NO RESPONSIBILITY waiver.Suitability of entry, parking areas (levels, bumps, incline)Fencing (if star posts are used, they should be capped.)If used at night: Lighting. Parking officers with torches and reflecting vestsParking Lines and Exits clearly markedStaff comfort in hot/wet weatherProtection of trees, flower beds, fixturesAccess and parking for caterers, entertainers, VIP guests, pedestrian pathsSeparation of specialised vehicles (delivery, food vendors etc.) from general parkingStaffingSafety and security briefing (awareness of risks in areas listed, disclaimers)Breaks and relief staff for event personnelSecurity of cash and cash collectionsAdequate first aid facilities/personnelStaff and contractor training in their areas of responsibilityStaff safe use and safe storage of tools safely.Staff uniforms/clothingFood Outlets (especially when staffed by volunteers)Contractors carry their own insurance.Liquor and food licenses displayed.Staff uniforms/clothing cleanHair covered/hat or cap wornUse of gloves or tongs when handling foodSeparate handling of food and money/coupons where ever possible.Checks during events - Management by walking aboutStaff are relieved on regular basis.Staff overloads are addressed during peak times.Food areas are kept clean. Spillages to be cleaned regularlyCrowd control - marshals required - trained personnelSafety announcements over PAVehicle parking controls in placeLost children procedures and facility establishmentTranslation services (where appropriate)Press/ Media reception hosts/hostessesTicketing and coupons sales staff and outletsInternal CommunicationsExternal Communications (Inc Mobile Phones)ElectricalFuses/ circuit breakers suited to cable load capacity in leads and boardsLeads, cables and plugs are safe from damage and do not constitute a tripping hazardHousekeepingRubbish bins emptied regularlyAisles and access ways clear of obstructions and litterFree access by staff to electrical switches and controlsExit and entry ways clearMe