Beaspoke Safety - Occupational Safety Consultants (OHS) for Events, Exhibition and Entertainment Industry Services

Event Safety Services

Health and Safety legislation applies to all events and to all those involved in creating the event

As event organisers retain a duty of care to people working or visiting an event, safety 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.

Emergency planning

Event emergency 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.

We can identify and address threats that may occur at your event. We will help you develop processes that comply with Australian OHS legislation and, in the event an emergency, ensure you understand you 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.

Public Safety Officer

The main role of our Public Safety Officers is to ensure the safety of your patrons

We are there to support you, identify potential issues and fix them on the spot, where reasonably practicable.

We will work with the key stakeholders involved in the event and be on hand to assist and if required take charge with any emergency that arises.

In addition, our Safety Officers will compile a comprehensive post event report that you can use as a valuable debrief tool, as well as a report that can be used in any investigation by Worksafe / Workcover or Insurance companies.

Risk Management Planning

The purpose of a risk management plan is to identify hazards, which 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.

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.

Venue / Site Assessments

We can conduct an inspection and a report on your behalf or with you to ensure all aspects are covered

If you haven’t seen the venue or the site it is virtually impossible to compile a risk assessment, conduct site inductions, inform contractors of specific details and for you to know what to expect when you arrive on site to set up.

Event Safety Management Plans

A good way to meet your safety obligations is to have an Event Safety Management Plan

The purpose of event safety is to:

Ensure a safe environment so participants have a positive event experience
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
Reduce the potential risks

Beaspoke Safety can assist you and your team implementing and integrating all the required all the 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.

Event Safety Evaluation and Audits

Beaspoke Safety can help identify or verify potential hazards

We can help identify or verify potential hazards, which in turn can assist in what strategies are need 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.

Employee and Crew Handbook

We will develop an easy to understand handbook of your company’s rules and requirements for staff and contractors to follow

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.

Contractor Management

How do you know if a contractor will do everything they say they can? Do they have the correct insurance?

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, Job Safety Analysis, Public Liability Certificates etc.

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

Site Inductions

At an event, the organiser (the principal 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 video, 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.

On-site Health and Safety Management

The roles of our OHS Officers are to assist your team by providing advice on the overall state of health and safety at the site / event

This includes monitoring of contractors and sub contractors of their work methods and ensuring everyone is complying with OH&S legislation, following their own Job Safety Analysis or Safe Work method Statements, as well as the rules and regulations set for the site.

Beaspoke Safety onsite officers will document a comprehensive photo based report for your records. This can be used in assisting with improvements for the next event as well as evaluation of contractors and whether they are they are performing at a safe level.

Emergency Control Centre

Events which attract large volumes of visitors should have an Emergency Control Centre (ECC)

The centre is a place where public authorities, stakeholder service providers and emergency services are based and where all information about the event is managed.

Beaspoke Safety can provide a Communication Officer to document all radio calls, incidents and accidents, and work with all key stakeholders involved in the ECC to ensure that any issues are dealt with effectively and promptly.

Event Management Plans / Place of Public Entertainment Licences (POPE’s)

Common sense and pre-planning

Like the process of assessing risks associated with the event, the formation of an Event Management Plan is based on common 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

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.

License applications and liaison with key stakeholders

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 will facilitate stakeholders meetings to discuss all elements of event planning, we will work directly with each agency where necessary, to eradicate areas of concern and satisfy licensing conditions. We will 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.