Event Risk Management and Compliance: Practical Safety Planning for Public Events in Brisbane and Queensland

Organisers of public events in Brisbane and across Queensland must balance vibrant programming with rigorous safety controls and legal compliance. Effective safety planning reduces risk to attendees, contractors and staff, ensures compliance with state WHS obligations, and minimises the likelihood of costly interruptions or incident investigations. This advisory guide outlines key areas to address: WHS audits, crowd safety, emergency planning, contractor coordination and essential documentation.

Understand the regulatory framework and your duties

Event organisers and persons conducting a business or undertaking (PCBUs) in Queensland are subject to the Work Health and Safety Act 2011 (Qld) and associated regulation. These impose a primary duty to eliminate or, where that is not reasonably practicable, minimise risks to health and safety. Officers, workers and contractors also have specific duties. Compliance often extends to local government approvals, licensing (for example, alcohol, temporary structures and street closures), and any industry-specific requirements. Familiarise yourself with Brisbane City Council permit processes and relevant Queensland Government guidance well before planning commences.

WHS audits: plan, test and improve

WHS audits are a cornerstone of assurance for events. Begin with a pre-event audit that reviews the event safety management plan, risk assessments, contractor credentials and site layout against legislative requirements and internal policies. Use a structured checklist covering high-risk areas: crowd movement, temporary structures, electrical and rigging safety, food safety and traffic management.

Conduct site inspections during setup and a walk-through before public access. Post-event audits identify near misses and non-conformances for corrective actions. For high-profile or high-risk events, consider an independent third-party audit to validate controls and provide objective recommendations. If internal resources are limited, engage external WHS specialists to support audit design and delivery; reputable providers can be found under WHS support services Brisbane.

Crowd safety and crowd dynamics

Crowd safety planning must be evidence-based and proportionate to the event type, expected attendance and venue. Key elements include accurate capacity calculations, clear ingress and egress routes, and the placement of barriers and fencing to prevent crush points. Factor in demographic considerations—families, elderly attendees or patrons with mobility needs—and provide accessible routes and facilities.

Stewarding and security are central to crowd management. Define steward roles, training requirements and deployment ratios relative to crowd density. Establish communication protocols between stewards, security, event control and emergency services. Monitor crowd behaviour in real time and empower stewards to escalate emerging issues without delay. Lighting, signage and wayfinding reduce confusion and minimise bottlenecks, especially during evening events or in inclement weather.

Emergency planning and liaison with services

An effective emergency plan details probable scenarios (fire, medical emergency, severe weather, structural failure, active assailant) and assigns clear responsibilities for response, evacuation and communications. Base planning on recognised standards—for example, AS 3745 (Planning for emergencies in facilities)—and tailor procedures to the venue and event layout.

Coordinate early with Queensland emergency services (Queensland Fire and Emergency Services, Queensland Ambulance Service and Queensland Police Service) and with local council emergency management units. Pre-event briefings with these agencies, and with neighbouring tenants or landholders where applicable, ensure shared situational awareness. Provide an event control centre with reliable communications, a public address system for crowd messages, and designated assembly points. Ensure first aid resources match likely medical acuity and that clear triage and patient transfer arrangements are in place.

Contractor coordination and contractor safety management

Contractors deliver many of the technical and structural elements of events—staging, lighting, sound, food and temporary infrastructure—and therefore represent a critical point of risk transfer. Establish a formal contractor management process that includes pre-qualification, verification of licences and insurances, and conformity with the event safety plan.

Require contractors to provide Safe Work Method Statements (SWMS) for high-risk work, and deliver site-specific inductions that address hazards, emergency procedures and permit-to-work systems. Where multiple contractors operate concurrently, appoint a principal contractor or site safety coordinator to manage interfaces and sequencing. Regular coordination meetings during setup and pack-down reduce the risk of unsafe work practices and ensure open channels for hazard reporting.

Documentation, recordkeeping and incident reporting

Maintain thorough documentation: a current event safety management plan, risk assessments and control measures, WHS audit reports, contractor SWMS and licences, training and induction records, incident and near-miss reports, and communications logs. These records demonstrate due diligence and support continuous improvement.

Implement a simple, well-known process for workers and volunteers to report hazards and near misses. Investigate incidents proportionately, identify root causes, and document corrective and preventive actions. Note that significant incidents may require notification to Workplace Health and Safety Queensland under the reporting obligations in the WHS Act.

Practical controls and everyday risk reduction

Beyond plans and paperwork, focus on practical controls that reduce risk exposure. Use certified temporary structures and ensure competent riggers install them. Manage electrical safety with licensed electricians, residual current devices and appropriate weatherproofing. Provide adequate lighting, non-slip surfaces and signage for trip hazards. Control vehicle movements with defined loading zones and barriers. Regularly review weather forecasts and have contingency plans for extreme heat or storms, including heat management and shaded recovery areas.

Training, communication and community engagement

Training and clear communication are essential for resilience. Run scenario-based drills for staff and contractors that test evacuation, first aid and communications. Prepare concise briefings for stewards and volunteers that outline emergency roles, escalation points and welfare pathways. Communicate key messages to attendees before and during the event—access, prohibited items, where to find help—and tailor messages for cultural and linguistic diversity where necessary.

Closing recommendations

Safety planning for public events in Brisbane and Queensland requires early engagement with regulators and emergency services, robust WHS auditing processes, competent contractor management and clear documentation. Apply a layered approach to controls—engineering, administrative and behavioural—and record decisions and actions to demonstrate compliance. Continuous monitoring during the event and structured post-event reviews turn experience into improvements. When in doubt, seek independent advice to ensure the event meets both legal obligations and community expectations for safety.