Event Safety Services

As event organisers retain a duty of care to people working or visiting an event, safety and compliance must be of paramount importance. Any accident, even those resulting from a lack of training, could result in litigation. From small events to major concerts, Beaspoke Safety will remove your stress by ensuring your on-site and workplace safety requirements have been met. Our experience in producing and managing events allows us to approach each situation with an understanding and sensitivity to your requirements and the needs of the event. We develop solutions and assist you to continually comply with current legislation and industry best practice.

Pre-planning is essential to secure the necessary approvals. To gain approval for POPE’s and other licensing you need to accurately map out the scope of your event – you need a plan. Like the process of assessing risks associated with the event, the formation of an Event Management Plan is based on logical sense and pre planning.We can assist in developing the following:

• Your definition of the aims and objectives for your event
• The structure of your event management team
• A list of the component parts of your event
• Paragraphs detailing how each component is to be managed
• Risk Management Plan for your event and all associated activities
• Traffic Management planning
• Evacuation plan and procedures
• Waste Management planning
• Site Plans
• Obtaining engineering sign off for design & inspection

Think of this document as one, that in the absence of you, the event organiser, could enable the event team to proceed with the event in exactly the way you intended. With our background in producing and managing events we are extremely capable in assisting at all levels of your event management planning.

Let us pave the way – we will walk the course / site for you and ensure all aspects of your event run smoothly. If you are new to a venue it’s sometimes difficult to meet your responsibilities at law in compiling an accurate risk assessment, delivering a site-specific induction or communicating specifics with local & interstate contractors – Beaspoke Safety uses it’s intimate knowledge of Australian venues & event suppliers, drawing upon our established relationships with their owners and management to pave the way for your arrival and smooth set-up.

Safety doesn’t happen by accident. You’ve defined the scope of your event with your Event Management Plan, now it’s time to satisfy your safety obligations by defining the hazards and risks in an Event Safety Management Plan. You can’t have one without the support of the other. 

The purpose of event safety is to:

• Ensure a safe environment so participants have a positive event experience; and
• Ensure that event staff, the public and property are adequately protected.

The objective of an event safety plan is to:

• Demonstrate how a safe environment is being provided for the event staff, public and property;
• Document how the “what if’s” are being managed; and
• Reduce the potential risks.

Beaspoke Safety can assist you and your team implementing and integrating all the required relevant documentation and coordinate with the relevant external bodies. Remember, it is your responsibility to be aware of any existing safety procedures already in place at your event.

The purpose of a risk management plan is to identify hazards that could affect:

• Personal wellbeing
• Strategic Objectives
• Public Image and Reputation
• Business Interruption
• Natural Environment
• Financial
• Legislation / Regulations / OHS

Risk Management Plans / Assessments are a tool to help you adopt a structured approach to all aspects of your event.  It will help ensure that potential risks are identified before they occur allowing adequate time for preventative measures to be taken. A safe, structured event is also an efficient event. By reviewing contractor risk assessments, scrutinising logistics, mapping out event operations and maximising communications by developing a Risk Management Plan, you’re also keeping costs and overheads down by identifying operational pitfalls, scheduling conflicts and duplication.In addition, risk management documentation can be useful in the defence of any personal injury claims or enforcement action that may follow an  accident.  You may also be required by your insurance company to compile and submit a risk management plan before they agree to cover you for the event.

Applying for a license for an event can be a complex procedure. We work with all agencies involved in licensing and safety and can ensure your event compliance with all relevant requirements for the granting of any necessary licenses and approvals. We can facilitate stakeholders meetings to discuss all elements of event planning, and work directly with each agency where necessary, to eradicate areas of concern and satisfy licensing conditions. 

We can provide all necessary structural certification and health and safety documentation in order to comply with licensing requirements and on your behalf can apply for the following licenses:

• Place of Public Entertainment License (POPE)
• Liquor License
• Notification to operate a temporary food premise
• Dial before you dig
• Street Trading permit
• Fundraising registration
• Occupancy permit
• Temporary parking permits
• Road closures
• APRA/AMCOS license
• PPCA License

Please note this list in not exhaustive. We have extensive knowledge and contacts in the emergency services and we are happy to contact them on your behalf.

Everyone should go home on your watch. Event emergency & evacuation planning is not just for emergency situations. It is both a means to identify and prevent incidents escalating. In addition, it provides a framework to keep the event open and ongoing. Beaspoke Safety can identify and address threats that may occur at your event.  We will help you develop processes that complies with Australian legislation and, in the event an emergency, ensure you understand your obligations such as the provisions of medical facilities, rescue procedures and liaising with external agencies. By working with you and your team, we will identify what your needs and develop an honest and practical document that is also real and achievable.

Is everybody on the same page? Events involve large numbers of staff, contractors, subcontractors and volunteers and it’s up to you to convey the various levels of information they require to safely and successfully support your in producing your event. Let Beaspoke Safety assist in the development of easy to understand handbooks & guides that translate your rules & objectives into viable and compliant action by those who support your operations. Our guides are written in consultation with your team to ensure the processes are comprehensible and practical. Your team is your ultimate asset, whether they are working on site, in the office, in the air or on the ground, and we all should work together to ensure that everyone goes home safe and well to their friends and families at the end of a working day or when visiting an event.

Keep your contractors on the level. How do you know if a contractor will do everything they say they will when onsite? Do they have the correct insurance? How experienced are their subcontractors? Do you understand their scope of work? All questions you need answered when selecting and working with event providers outside of your immediate team. Each event can include a vast array of contractors, subcontractors, stallholders, staff and volunteers.  We will advise what documentation you need to be asking for to ensure their compliance with legislation and to protect you, ‘the principal contractor’, as much as is reasonably practicable. We can develop a contractor management system that ensures you able to track and identify what documentation is outstanding for you event. Alternatively, we can manage your contractors, exhibitors and stallholders and assess all their documentation submitted for the event i.e. Safe Work Method Statements (SWMS) , Job Safety Analysis (JSA), Public Liability Certificates etc.

Don’t forget all documentation for your event needs to be kept for seven years.

Safety, Standardisation, Success. At an event, the organiser (principle contractor), has a duty of care to ensure everyone on-site has a basic awareness of the hazards on the site/in the venue. This includes all staff and contractors, from stage construction to rigging, lighting, sound, staging, fencing, to catering, performers, security and volunteers. Beaspoke Safety can develop and deliver site inductions on your behalf, educating your team about potential hazards and safe working practices. We will also collate the signed documents for your records and future events.

Continual compliance controls costs. Beaspoke Safety is committed to continual improvement for our event clients, who can ensure through our Event Safety Evaluations & Audits that they remain at the forefront in providing safe, compliant events that operate at optimal cost. We can help review or verify existing & potential hazards, which in turn can determine what strategies are needed to be implemented and identify the revision needed for your existing policies. Our objective is to assist you in preventing or minimising any potential loss associated with incidents and accidents at your event. Smart people learn from their mistakes, Beaspoke Safety clients address them before they happen.