Planning public events in Brisbane and across Queensland requires a disciplined approach to safety, risk management and legal compliance. Organisers, venue operators and contractors must work within the Work Health and Safety (WHS) framework and local regulatory regimes to protect attendees, staff and the public. The following guidance outlines practical steps for WHS audits, crowd safety measures, emergency planning, contractor coordination and robust documentation to reduce risk and demonstrate compliance.
Understand the regulatory framework and responsibilities
Event organisers should begin by understanding the relevant legislation and authority roles. In Queensland, the Work Health and Safety Act 2011 and associated regulations establish primary duties for persons conducting a business or undertaking (PCBUs). Safe Work Australia provides national guidance, while local government, Queensland Police Service and Queensland Fire and Emergency Services (QFES) have jurisdictional responsibilities such as event permits, traffic control approvals and fire safety requirements. Clarify who is the principal organiser, who is the venue operator, and which contractors are engaged so legal duties are clearly assigned.
Conduct WHS audits and risk assessments early and often
Systematic WHS audits and risk assessments are the foundation of event safety. Start with a pre-event risk assessment that identifies hazards associated with site layout, temporary structures, electrical installations, crowd density, weather impacts, traffic and alcohol management. Use competent persons to assess higher-risk activities and to develop control measures that follow the hierarchy of controls.
Schedule audits at project milestones: site set-up, commissioning of temporary structures and on the day(s) of the event. Audits should verify that control measures are implemented and effective, identify non-conformances and track corrective actions. Consider third-party audits for large-scale events or where independent verification is required by stakeholders or insurers.
Crowd safety: capacity, movement and stewarding
Crowd safety planning must be evidence‑based and proportionate to the event type. Establish safe capacities for all public areas, ensuring sufficient ingress and egress routes to meet evacuation needs. Design circulation routes to minimise bottlenecks and to maintain separation between pedestrian flows and vehicle movements. Use barrier systems and clear signage to control access to restricted zones and to support orderly queuing.
Stewarding and security play a central role. Define roles and minimum staff levels using crowd modelling and historical data. Provide competencies-based training for stewards that covers crowd behaviour recognition, radio communication, incident escalation paths and basic first aid. Develop alcohol management strategies where alcohol is present, coordinating with licensing conditions and security to reduce risk of aggressive behaviour and intoxication-related incidents.
Emergency planning and incident response
An event emergency plan must be practical, communicated and rehearsed. The plan should include clear activation criteria, incident command arrangements, evacuation procedures, muster points, medical response protocols and contact information for emergency services. Coordinate the plan with QFES and Queensland Police where appropriate and ensure it aligns with local council requirements.
Communications are critical during an incident. Implement resilient systems for public address, two-way radio for key personnel, and arrangements to provide timely information to attendees, staff and emergency services. Weather-related contingencies are particularly important in Queensland; include plans for severe storms, lightning and heat-related illnesses. Post-incident procedures should cover medical reporting, scene preservation for investigations, incident investigation and notification to regulators when required by WHS legislation.
Contractor coordination and managing high-risk work
Contractors deliver many of the specialist services at events, from staging and rigging to electrical and food services. PCBUs must ensure contractors are competent and that risks are managed across interfaces. Require contractors to provide Safe Work Method Statements (SWMS) for high-risk activities, evidence of licences and insurances, and records of qualifications for plant operators and riggers.
Establish a contractor management process that includes pre-qualification, induction to site-specific hazards, supervision arrangements and a register of subcontractors. Clarify permit-to-work systems for hot work, confined spaces and electrical isolation. Ensure plant and equipment are inspected and tagged where required and that temporary electrical installations meet Australian safety requirements. Contract terms should allocate responsibilities for safety compliance and incident reporting to avoid ambiguity on site.
Documentation, recordkeeping and continuous improvement
Maintain a comprehensive safety file for the event that includes the risk register, safety management plan, WHS audit reports, contractor SWMS and licences, training and induction records, emergency plans, permits and incident logs. Accurate documentation demonstrates due diligence to regulators, councils and insurers and supports quicker recovery after an incident. Keep records in an organized and accessible format for the period required by legislation and organisational policy.
Use post-event reviews and data from audits, incident reports and stakeholder feedback to identify systemic issues and improvements. A formal lessons-learned process helps refine procedures, update training and inform future risk assessments. Where external expertise is beneficial, consider engaging an established consultant for targeted support; for example, WHS support services Brisbane can provide practical advice on compliance, audits and event safety systems.
Training, communication and stakeholder engagement
Effective safety planning depends on workforce capability and clear communication. Deliver role-specific training for stewards, first aid officers, contractors and event management teams. Provide site inductions that cover hazards, emergency procedures and lines of communication. Engage stakeholders early — including nearby residents, transport providers and emergency services — to agree on traffic management, public transport adjustments and community notifications.
Communication with attendees is also important: publish safety information, prohibited items lists and emergency instructions on event websites, tickets and signage. Consider using mobile alerts or social media channels for real-time updates during the event.
Practical next steps for organisers
Start safety planning early and embed compliance into procurement, contracting and site design. Develop and test emergency plans, ensure audits are resourced and documented, and make contractor management a priority. Keep safety records thorough and accessible, and apply continuous improvement after each event. These steps reduce risk, demonstrate legal compliance under Queensland WHS frameworks, and support safe, well-managed public events.
Baghdad-born medical doctor now based in Reykjavík, Zainab explores telehealth policy, Iraqi street-food nostalgia, and glacier-hiking safety tips. She crochets arterial diagrams for med students, plays oud covers of indie hits, and always packs cardamom pods with her stethoscope.
0 Comments