Event Risk Management and Compliance for Public Events in Brisbane and Queensland

Organisers of public events in Brisbane and across Queensland must balance crowd experience with legal obligations under the Work Health and Safety Act 2011 (Qld) and the supporting regulations and codes of practice. Effective safety planning is both a regulatory requirement and a practical necessity to protect workers, contractors, volunteers and attendees. This article outlines an advisory framework for WHS audits, crowd safety, emergency planning, contractor coordination and documentation tailored to Queensland compliance expectations.

Understand the regulatory and local context

Before planning begins, confirm the applicable legislative and local-government requirements. Workplace Health and Safety Queensland enforces the Work Health and Safety Act 2011 (Qld) and associated regulations; local councils impose additional permit, noise, trading and temporary structure rules. Event organisers should also consider Australian Standards relevant to emergency planning and temporary structures (for example AS 3745 for emergency planning) and liaise early with Queensland Fire and Emergency Services (QFES), Queensland Ambulance Service and local police where appropriate.

Pre-event WHS audits and risk assessment

A structured WHS audit identifies hazards and gaps in compliance before they become incidents. Start with a comprehensive risk assessment for the site, programming and operations: crowd densities, transient weather, temporary stages and structures, vehicle movements, electrical distribution, and alcohol service. Use a documented risk matrix to prioritise controls and assign risk owners. Audits should include inspection of site facilities, access/egress routes, lighting, trip hazards and utilities.

High-risk activities should have specific controls and Safe Work Method Statements (SWMS). Ensure that plans reflect the hierarchy of controls: eliminate hazards where possible, substitute, apply engineering controls, implement administrative controls and provide appropriate personal protective equipment (PPE) for workers and contractors.

Crowd safety and stewarding

Crowd safety is central to event risk management. Establish clear capacity limits for fenced or ticketed areas based on density calculations, egress widths and emergency exit provisions. Design arrival and departure flows to prevent bottlenecks, with separate ingress and egress paths where feasible. Consider sightlines, barriers and staging to reduce crush risks, and provide adequate sanitary and hydration facilities to mitigate health issues in hot weather.

Stewarding and security arrangements must be proportionate to the event’s size and risk profile. Stewards should receive site-specific inductions covering crowd behaviour recognition, conflict de-escalation, basic first aid awareness and incident reporting. Communications systems (radios, dedicated channels, backup batteries) are essential so stewards, safety officers and command staff can coordinate in real time.

Emergency planning and response

An Emergency Management Plan (EMP) tailored to the event site is a non-negotiable requirement. The EMP should define roles (incident controller, safety officer, communications lead), incident escalation pathways and an on-site command structure. Include mapped muster points, primary and secondary evacuation routes, and arrangements for communicating with attendees, staff and emergency services.

Medical and first-aid provisions must reflect attendance numbers, demographics and the nature of the event. Coordinate with Queensland Ambulance Service for larger events and ensure clearly marked medical posts. Run tabletop exercises and at least one full-scale evacuation rehearsal for significant events to validate timings, communications and resource allocation.

Contractor coordination and plant safety

Contractors raise particular WHS obligations because the principal organiser retains duties to ensure health and safety. Before work begins, verify contractors’ licences, qualifications and insurances, and require submission of SWMS for high-risk work (e.g., rigging, electrical, working at heights). Host a compulsory site induction that records attendance and outlines site-specific hazards, emergency procedures and traffic management controls.

Specify safety requirements in contracts, including obligations to report incidents promptly, maintain equipment certificates (such as for temporary structures and lifting equipment) and to comply with noise and environmental controls. Ensure plant and temporary structures are inspected and certified by qualified personnel prior to public access. Traffic management plans should be prepared where vehicles operate near pedestrian zones and should comply with relevant Austroads and local council guidance.

If you need external advice on coordinating contractors and meeting WHS obligations, a recognised provider of WHS support services Brisbane can assist with inductions, SWMS review and contractor management processes.

Documentation, record keeping and audit trails

Robust documentation demonstrates due diligence and supports continuous improvement. Maintain a central Safety Management Plan incorporating risk assessments, the EMP, contractor agreements, inspection checklists, licences and insurance certificates. Record all inductions, toolbox talks, training attendance and incident reports. Keep a corrective actions register and evidence of completed corrective tasks resulting from audits or incidents.

Records should be retained in line with statutory requirements and organisation policy so they are available for regulators and insurers. Regular internal audits and periodic third-party reviews create an audit trail showing that safety systems are working and being improved in response to findings.

Implementation, monitoring and continuous improvement

Implementation requires clear governance: nominated safety officers, scheduled inspections, and mechanisms for reporting hazards and near misses. Use daily briefings during the event to refresh safety priorities, distribute weather and operational updates, and reallocate resources where risk indicators change. Post-event debriefs should be formalised and feed into revisions of risk registers and safety plans.

Continuous improvement is driven by data: incident trends, crowd flow analysis, audit findings and feedback from staff and emergency services. Apply lessons learned to future planning and document changes to show progressive risk reduction and compliance alignment.

Final considerations

Event safety in Brisbane and Queensland is a shared responsibility between organisers, contractors, local government and emergency services. Compliance with the Work Health and Safety Act 2011 (Qld), adherence to relevant codes and Australian Standards, diligent contractor management, and thorough documentation are the pillars of a defensible safety strategy. Investing time in WHS audits, tested emergency plans and coordinated crowd management not only meets legal duties but materially reduces the likelihood and impact of incidents.