Public events continue to be affected by COVID-19. Please stay informed of current NSW Public Health Orders and COVID Safety Plan requirements at nsw.gov.au/covid-19.
With the easing of restrictions under the Reopening NSW Roadmap event organisers should take care not to assume availability of dates or government resources for events. Regular planning processes, agency consultations and approvals from landholders and authorities are still required. This includes landholder endorsement of event and COVID safety plans.
In the lead-up and on the day
One way to ensure your staff and volunteers are fully informed about key aspects of your event is to collate important information into one event manual. This is particularly useful for large events.
Several days before the event, you should hold a meeting or briefing where you:
- distribute the event manual
- go through the manual with staff, security and volunteers and ensure they are clear about the role they will perform on the day, emergency procedures, the chain of command and control, the plans they will be implementing and the event’s communication protocols
- allow time for questions
- direct staff and volunteers to familiarise themselves with the manual’s contents, so that they can be as clear as possible about what will happen on the day.
To ensure your event runs smoothly, make sure you can access important information and documentation on the day of your event, including:
- copies of all contracts and permits
- incident and accident report forms
- safe work method statements from contractors
- a run sheet, outlining the timing of your event
- a production schedule
- contact phone numbers of all staff, volunteers, performers, emergency personnel and other key stakeholders
- a risk assessment matrix and management plan
- a site plan, preferably with grid references
- an emergency management, emergency communications and emergency medical plan
- a transport management plan
- a crowd management plan
- a show stop protocol
- an alcohol and glass management plan, if relevant
- a security plan, including security guards and handling money
- a public communications plan, including communication protocols and channels during your event
- radio protocols and channels if relevant
- the chain of command.