Event Risk Management and Compliance: Practical Safety Planning for Public Events in Brisbane and Queensland

Planning a public event in Brisbane or elsewhere in Queensland requires a structured approach to risk management and strict adherence to state WHS and local regulatory requirements. Event organisers must combine practical crowd management, emergency preparedness, contractor oversight and robust documentation to meet obligations under the Work Health and Safety Act 2011 (Qld) and associated regulations. The following guidance outlines key components of an effective safety plan that aligns with Australian compliance standards.

Understanding the regulatory framework

Start by identifying the legislative and regulatory framework that applies to your event. In Queensland, that includes the Work Health and Safety Act 2011 and the Work Health and Safety Regulation 2011, as well as local council permits, liquor and food safety laws, and any licensing requirements for security or crowd controllers. Refer to Safe Work Australia materials and state-specific guidance for interpretation of duties, particularly those that relate to reasonably practicable measures to eliminate or minimise risks. Early consultation with the local council, police and emergency services will clarify permits and approvals needed for the venue, road closures, amplified sound and other event activities.

WHS audits and pre-event inspections

Effective WHS auditing begins well before the event. Conduct a formal WHS audit to identify hazards associated with site access, temporary structures, electrical installations, vehicle movements and public amenities. Audits should produce an actionable risk register with controls, responsible persons and target completion dates. Schedule walk-through inspections at key milestones: during set-up, after the site is operational and post-event. Ensure auditors are competent, and that their findings are recorded and communicated to contractors and stewards so corrective actions are implemented in a timely manner.

Crowd safety and crowd management

Managing large numbers of people requires a layered approach to reduce the risk of injury and disorder. Determine safe venue capacities based on egress widths, seating or standing arrangements and the nature of the event. Design clear ingress and egress routes with unobstructed emergency exits, and plan for segregation where necessary (for example, general admission, VIP and service routes). Provide trained stewards and licensed security personnel where required, supported by a clear chain of command, radio communications and contingency staffing. Consider crowd dynamics, queuing systems, signage and wayfinding, as well as controls for alcohol consumption and measures to manage intoxication.

Emergency planning and severe weather preparation

Emergency planning must be site-specific and rehearsed. Develop an Emergency Response Plan that identifies likely scenarios (medical incidents, fire, structural failure, violent behaviour, severe weather), triggers for evacuation or lockdown, evacuation routes, muster points and responsibilities for event staff. Coordinate with Queensland emergency services and local health providers to confirm ambulance and fire response times and on-site first aid coverage. Given Queensland’s variable climate, include a severe weather plan addressing high heat, storms or flooding; specify thresholds for suspension or cancellation and communicate these contingencies to ticket holders and staff in advance.

Contractor coordination and permit-to-work systems

Temporary works and multiple contractors increase complexity and risk. Establish a principal contractor or event safety coordinator with clear authority for site safety. Require contractors to provide evidence of competencies, licences, insurance certificates, plant and equipment compliance, and Safe Work Method Statements (SWMS) for high-risk activities. Implement an induction process that covers site hazards, emergency procedures and traffic management, and keep attendance records. Use a permit-to-work system for confined spaces, hot work, electrical isolation and working at heights, and ensure daily coordination meetings so activities are sequenced to avoid interference and cumulative hazards.

Engaging external expertise can help validate plans and provide independent review; for example, a Safety Advisor in Brisbane can audit your SEMP and contractor arrangements to ensure they meet statutory expectations.

Documentation, permits and record-keeping

Thorough documentation provides evidence of due diligence and supports continuous improvement. Key documents include an Event Safety Management Plan (SEMP), site-specific Risk Register, Traffic Management Plan (TMP), Emergency Response Plan, scaffolding and electrical certificates, crowd control plans and vaccination or public health compliance where required. Maintain incident and near-miss registers during and after the event, plus records of inductions, daily safety briefings and audit reports. Retain documentation in line with legislative retention periods so it is available for regulators, insurers and internal reviews.

Operational controls and communications

Operational controls translate plans into practice. Ensure reliable communications systems between stewards, control room personnel, medical teams and emergency services. Provide clear public-address capabilities and use digital channels or signage to inform attendees of safety procedures. Implement active monitoring during the event—steward patrols, CCTV coverage where appropriate, and crowd density monitoring—to detect emerging risks early. Establish an incident command structure with nominated delegates empowered to make closure or evacuation decisions if required.

Post-event review and continuous improvement

A structured post-event review captures lessons and builds organisational capability. Conduct debriefs with key stakeholders, suppliers and emergency services to evaluate what worked and what did not. Analyse incident data and audit findings, update your risk register and amend the SEMP accordingly. Use these insights to improve procurement specifications, contractor management and training for future events. Continuous improvement demonstrates proactive safety management and will strengthen your position in meeting WHS obligations.

Final considerations

Safety planning for public events in Brisbane and Queensland is an ongoing process that integrates legal compliance, practical controls and stakeholder coordination. By prioritising WHS audits, crowd safety, robust emergency planning, contractor oversight and meticulous documentation, event organisers can reduce risk and demonstrate that all reasonably practicable steps have been taken to protect workers and the public. Early engagement with regulators and qualified advisors supports transparent decision-making and helps ensure events are both safe and compliant under Queensland law.