Event resources

Information for event organisers to consider when planning an event.

When you run an event on public land, you have a “duty of care” towards all people on your event site: workers, volunteers, attendees etc.

Health and safety management plan

Requirements that must be part of your written Health and Safety Management Plan to align with the Health and Safety at Work Act 2015(external link):

  • A system is in place for the identification, assessment, control and review of hazards before and during the event.
  • Health and Safety responsibilities are assigned to designated staff including volunteers.
  • All staff working at the event location have the necessary knowledge and skills to perform their job adequately, or will be adequately supervised.
  • A plan is in place to inspect the event location to ensure that the venue is safe prior to the event.
  • An Accident Register is kept on site.
  • An Emergency Plan designed for the event is in place for dealing with a variety of emergencies.
  • A Health and Safety briefing is carried out with staff (including volunteers) prior to each session of the event and is documented.
  • A system is in place with the collaboration of all partners and suppliers to ensure the public is not endangered by activities carried out at the event venue.

For more information and advice, please visit the WorkSafe New Zealand website(external link).

Reporting accidents

Employers, principals and self-employed persons must notify WorkSafe(external link) as soon as possible of accidents and occurrences of serious harm.

Other health and safety resources

Event accessibility toolkit

If you have choice of venue, consider accessibility as part of the decision making process for where to hold the event.

Many access issues can be overcome, but some venues are easier than others to make accessible.

Deciding on a venue for your event

  • Review potential venues early so you have time to put in place what is needed.
  • Take a detailed walk-through of the venue from the perspective of all the relevant groups. E.g. participants, competitors, performers, artists, spectators, supporters, crew, volunteers, etc.
  • Plan your signage to make finding your way around the event easy.
  • Seek expert advice. E.g. a wheelchair user will be able to explain any potential issues with a site. 
  • Document the accessibility of each venue.

Funding

  • Check accessibility requirements set by your funders or sponsors. E.g. The Christchurch City Council may have requirements which they will discuss with you.
  • Check accessibility costs. E.g. accessible Portaloo, ramps and/or sign language interpreters. 
  • Check for funding available for accessibility from your funders or others.
  • Plan how you show your funders that your event has been accessible. 

Costs to event attendees

  • Consider the costs that will be incurred by event attendees as part of deciding on a venue.  Cost can be an access barrier for many.
  • Ensure the costs of this venue are going to result in an affordable event.

Disability access policy

  • Develop a policy that describes the event’s commitment to accessibility and inclusion and h