Organisers of public events in Brisbane and across Queensland must balance practical crowd management with statutory obligations under the Work Health and Safety (WHS) framework and local approvals. Effective event safety planning reduces risk to patrons, staff and contractors and ensures compliance with Queensland legislation, local council requirements and relevant codes of practice. This article outlines pragmatic steps for WHS audits, crowd safety, emergency planning, contractor coordination and documentation to help event teams meet regulatory expectations and protect people and assets.
WHS framework and the role of audits
The foundation of event safety is a clear understanding of obligations under the Work Health and Safety Act and Regulations as applied in Queensland, and guidance issued by Safe Work Australia. A systematic WHS audit helps confirm that policies, processes and physical controls are in place and working as intended. Audits should review the Event Safety Management Plan, risk register, Safe Work Method Statements (SWMS), training records and incident-reporting procedures.
Plan regular audits: pre-event compliance checks, on-site audits during the event and a post-event review. Use a mix of internal and independent auditors to ensure objectivity. Key audit outputs should identify duty holders, gaps in control measures, corrective actions with owners and timeframes, and evidence of completed remedial work. Maintain audit trails and ensure corrective actions are tracked to closure to demonstrate proactive compliance to regulators such as Workplace Health and Safety Queensland.
Crowd safety and site design
Crowd safety starts in the planning phase with risk assessments that consider expected attendance, demographics, event type and environmental factors. Effective site design controls include clearly defined entry and exit points, unobstructed egress routes, appropriate fencing and barriers, accessible pathways, and emergency vehicle access. Pay attention to sightlines, queuing areas and potential pinch points.
Establish capacity limits based on usable space and the nature of the activity; employ crowd modelling or professional advice for large-scale events. Licensed crowd controllers, stewarding plans and communications strategies are essential for orderly movement and incident prevention. Ensure security and crowd-control personnel are appropriately licensed and briefed on Queensland-specific responsibilities, and that alcohol management, noise controls and amenity provisions meet local government and liquor licensing conditions.
Emergency planning and response coordination
An Emergency Management Plan (EMP) tailored to the event must identify foreseeable emergencies — medical incidents, severe weather, fire, structural failure, security threats — and prescribe roles, resources and procedures. The EMP should integrate with local emergency services and include predetermined contact points for Queensland Fire and Emergency Services (QFES) and the Queensland Police Service (QPS) where required.
Key EM components are clear command and control arrangements, evacuation procedures, assembly areas, on-site medical capability and communications protocols. Test the plan with table-top exercises and consider full-scale drills for high-risk events. Ensure redundant communications (radios, PA systems, backup power) and establish a media and public information approach to manage messaging during incidents. Monitor weather and environmental alerts closely — Queensland events must plan for intense rain, heat and tropical activity in season.
Contractor coordination and permit control
Events rely on multiple contractors — staging, rigging, temporary power, food vendors, traffic managers — so a robust contractor management process is critical. Pre-qualification should verify licences, qualifications, insurance certificates and relevant safety records. Require site-specific SWMS and evidence of competency for high-risk activities such as elevated work, electrical installations and crane operations.
Implement an induction process for all contractors and subcontractors that covers site rules, emergency procedures, permit-to-work systems and reporting lines. Hold regular coordination meetings during load-in, event operation and pack-down to manage interfaces and sequencing. Ensure traffic management plans and any road-occupation permits are approved by local authorities and communicated to contractors and the public.
If your event needs technical WHS assistance or independent review, engaging a local provider can streamline compliance actions; for example, organisers often seek WHS support services Brisbane to help with audits, planning and contractor oversight.
Documentation, record keeping and post-event review
Documentation demonstrates that a systematic approach to safety was applied and supports regulatory compliance. Core documents include the Event Safety Management Plan, risk register, contractor SWMS, training and induction records, permits, inspection and maintenance logs, security and stewarding plans, and incident reports. Keep clear versions and change logs so auditors can trace decision-making and control implementation.
Notifiable incidents in Queensland must be reported to the regulator within statutory timeframes; ensure your team knows the criteria for notification and the internal process for escalating incidents. Maintain records of medical treatment and lost-time injuries and store documents securely for the retention period required by policy or legislation.
Conduct a structured post-event review to capture lessons learned. Include feedback from emergency services, local government, contractors, staff and patron surveys. Use audit findings and incident analyses to update risk assessments, revise emergency plans and improve contractor selection and supervision for future events.
Practical tips for compliance-minded organisers
Start planning early and allocate responsibility for critical safety functions to named individuals. Develop checklists for key areas — permits, licences, plant inspections and crowd-safety measures — and ensure every item has an owner and due date. Use pre-printed templates for the risk register and incident forms to standardise reporting. Budget realistically for safety-critical services such as first aid, licensed security and structural inspections — under-resourcing these areas creates legal and reputational risk.
Engage with stakeholders: council event officers, emergency services, community representatives and venue managers. Early engagement prevents last-minute changes and clarifies expectations around traffic, noise, waste management and amenity. For complex events, consider independent technical reviews or third-party audits to confirm plans meet Queensland compliance standards.
Event safety is an ongoing cycle of planning, implementation, monitoring and improvement. By embedding WHS audits, robust crowd-safety measures, clear emergency procedures, disciplined contractor coordination and complete documentation into your event lifecycle, organisers can reduce risk, demonstrate compliance and deliver safer public events in Brisbane and across Queensland.
Sofia cybersecurity lecturer based in Montréal. Viktor decodes ransomware trends, Balkan folklore monsters, and cold-weather cycling hacks. He brews sour cherry beer in his basement and performs slam-poetry in three languages.