Activity 2: Collaborate and plan to ensure OHS compliance
Part of risk management for the event coordinator is ensuring that your event activities and workplace are compliant with OHS legal requirements, as well as ensuring contractors and suppliers are compliant with their own OHS requirements.
As well as being familiar with OHS legislation, consultations with a range of stakeholders can assist you to understand and carry out your OHS responsibilities. This includes seeking advice on OHS requirements impacting your event, for example from a venue operator or equipment supplier, through to checking that contractors on-site are OHS compliant.
Rodney gives some reasons why it is not just desirable, but essential for event organisers to communicate regularly with event contractors and other stakeholders.
Stakeholders could include venue operators, contractors, equipment suppliers, stall holders, exhibitors, performers, security staff and event safety management experts. Note that consultation between employers and their direct employees, on issues which impact safety in the workplace, is also a legal requirement.
Look at the example timeline below showing some of the compliance checks undertaken by the event coordinator during the planning stage of an industrial trade show event.
Collaborate and plan
As a group, plan all the consultations you will need to make during the planning (pre-event) stage for either a community cultural festival or another event of your choosing.
- First identify all the key event activities that will occur, including pre-event activities such as bump-in and construction work.
- Identify the legislation, regulations and guidance documents which are relevant to the event activities.
- List timeframes leading up to the event, who you will consult, and the purpose of each OHS consultation.
Set up a group account with a social bookmarking service and use this to store and tag (sort using keywords) the websites. As a group, agree on the tags you will all use.
Use an online calendar to record the timeframes and people for pre-event consultations. Publish the calendar on a wiki site so that everyone in the group can add items to the calendar.
Make sure you have revised your state/territory OHS legislation. Remember to look at both the act and regulations.
OHS risk management and consultation (.doc 205 kB)
Get an overview of the risk management process and the role of consultation.
Go to this site to access the legislation for your state/territory. Select your state/territory on the map, and then you’ll be taken to a page which gives you the website for your state/territory WorkCover site.