Running any event, big or small, comes with its own set of considerations, and understanding potential risks is a big part of that. This guide will walk you through the ins and outs of identifying and managing those risks, ensuring a safer and smoother Fringe experience for everyone involved. It's all about being prepared so you can focus on bringing your fantastic show to life!
Contents
- Introduction to Risk Management
- Why Manage Risks?
- What is a Risk Assessment?
- How to Do a Risk Assessment
- Likelihood Risk Ranking Matrix
- How to Control Hazards
- Example Risk Assessment Table
- Blank Risk Assessment Template
- Summary
- Additional Resources
Introduction to Risk Management
No matter the nature or size of your event or venue, your Fringe event will always have potential risks. As the event organiser, it's your responsibility to identify and manage these. Event organisers can effectively manage risks by anticipating, understanding, and making sensible decisions on how to manage and control them. This entire process is called Risk Management, and to know which risks need your attention, you'll need to conduct a risk assessment.
Why Manage Risks?
Event sites and activities are considered places of work, and there are specific industry acts, regulations, standards, and guidelines that event organisers should adhere to. Failing to comply with these can unfortunately result in significant penalties or even your event being shut down by the relevant authorities, like Safe Work in South Australia.
Beyond the legal aspects, no one wants to see anyone get hurt or have a less-than-stellar experience at your show. If you proactively manage risks and are aware of the regulations, you can help avoid damage to property or injury to the public, ensuring everyone has a cracking time.
What is a Risk Assessment?
A risk assessment is the formal process of identifying potential hazards and then figuring out the probability of those hazards causing harm to an individual or property. Risks are typically evaluated using a simple formula that considers two main things:
- The likelihood of the incident occurring.
- The consequences if that incident were to happen.
How to Do a Risk Assessment
Think of doing a risk assessment in three key steps: Find It, Assess It, and Fix It.
Find It
Start by listing all potential hazards or situations that might expose people to injury, illness, or disease. Don't be shy about seeking advice from experts or individuals with experience in similar events or venues; their insights can be invaluable.
Assess It
Once you've identified the hazards, use a Risk Ranking Matrix (we've provided one below) to rate:
- The likelihood of exposure to the hazard.
- The potential consequences if the hazard occurs.
Fix It
Now that you've got a handle on the risks, it's time to identify measures to either completely eliminate or significantly reduce them. The Hierarchy of Control system (also explained below) is a fantastic guide for deciding what types of controls you can put in place.
Likelihood Risk Ranking Matrix
This matrix helps you rate the severity and probability of a risk. You'll typically find the numerical values correlate to a risk ranking (e.g., a score of 25 being 'Catastrophic' and 1 being 'Negligible').
| Negligible | Low | Moderate | Major | Catastrophic | |
|---|---|---|---|---|---|
| High | 5 | 10 | 15 | 20 | 25 |
| Significant | 4 | 8 | 12 | 16 | 20 |
| Moderate | 3 | 6 | 9 | 12 | 15 |
| Low | 2 | 4 | 6 | 8 | 10 |
| Negligible | 1 | 2 | 3 | 4 | 5 |
Likelihood Definitions
- High likelihood: Expected to happen in most circumstances.
- Significant likelihood: Similar incidents have been recorded regularly.
- Moderate likelihood: Occurs infrequently, but it does happen.
- Low likelihood: Very few known incidents have occurred.
- Negligible likelihood: Rare, only likely to occur in exceptional circumstances.
Consequence Definitions
- Catastrophic: Multiple deaths; over $5 million in costs; international media outrage.
- Major: Serious health impacts; $2.5 million – $5 million in costs; national media attention.
- Moderate: 10+ days rehabilitation required; $200,000 – $2.5 million in costs; local media attention.
- Low: Lost time injury; $50,000 – $200,000 in costs; minor concerns.
- Negligible: First aid only required; under $50,000 in costs; minimal impact.
How to Control Hazards
When it comes to putting controls in place, always refer to the Hierarchy of Control. This system helps you determine the most effective actions, starting with the most impactful and moving down to less effective (but still important) measures.
Hierarchy of Controls
| Level | Action |
|---|---|
| Elimination | Remove the hazard or its source entirely. This is always the best option if feasible. |
| Substitution | Replace a hazardous process or item with a less hazardous alternative. |
| Engineering | Install physical barriers, guards, or change equipment or its maintenance to reduce exposure to the hazard. |
| Isolation | Relocate the hazard to a separate area or limit access to the hazardous zone. |
| Administrative | Implement new procedures, policies, safe work methods, or provide training to minimise risk. |
| PPE (Personal Protective Equipment) | Provide and ensure the use of safety equipment, along with proper training on how to use it effectively. This is generally the last line of defence. |
Example Risk Assessment Table
Here's a quick example of how you might fill out a risk assessment for your event:
| Hazards | Risk Rank | Control / Actions | Responsibility |
|---|---|---|---|
| Tripping hazard from loose cables on stage | Moderate (Likelihood: Moderate, Consequence: Low) | Tape down all cables securely; use cable ramps; clearly mark cable runs. | Stage Manager |
| Overcrowding in small venue during peak times | High (Likelihood: High, Consequence: Moderate) | Implement door count; pre-booked tickets only; designated entry/exit points; clear signage. | Venue Coordinator |
| Performer falling from elevated platform without guardrail | Significant (Likelihood: Low, Consequence: Major) | Install temporary guardrail; restrict access to platform; train performers on safe use. | Production Manager |
Blank Risk Assessment Template
You can use this simple template to start mapping out your own event's risks. Remember to be thorough and consider all aspects of your show and venue.
- Download a .docx version of the Risk Assessment Template
- Create a copy of a Google Doc version of the Risk Assessment Template
| Your Event Risk Assessment | |||
|---|---|---|---|
| Name of Event: | |||
| Date of Event: | |||
| Location of Event: | |||
| Risk Management Team: | |||
| Site Supervisor – Bump In/Out: | |||
| Hazards | Risk Rank (Likelihood/Consequence) | Control / Actions (using Hierarchy of Control) | Responsibility |
Summary
- Risk management is crucial for any Fringe event, helping you identify and reduce potential hazards.
- It's your responsibility as an organiser to conduct a risk assessment to comply with regulations and ensure safety.
- Follow the 'Find It, Assess It, Fix It' approach to systematically manage risks.
- Always prioritise the Hierarchy of Control when deciding on risk reduction strategies.
Additional Resources
- SafeWork SA: Your go-to for work health and safety information in South Australia.