(TEMPLATE:

Please note, area’s highlighted in yellow indicate event

specific content that should be entered by event
organisers.)

<enter name and date of event>

Event Risk Management Plan
Updated: <enter date>

Updated: <enter date> Page 1 of 17

Table of Contents
Section 1: Event Context.....................................................................................................4
Event introduction and overview.........................................................................................4
Aims and objectives for the event.......................................................................................4
Event governance and decision making.............................................................................4
Event rules.......................................................................................................................... 4
Industry guidelines and compliance requirements..............................................................4
Event site map.................................................................................................................... 4
Weather and climate information........................................................................................4
Allocation of officials and volunteers...................................................................................4
Onsite medical, first aid, security and safety resources......................................................5
Medical facilities and accessing emergency services.........................................................5
Initiating emergency response plans...................................................................................5
Schedule of key stakeholder, role designation and contact information..............................5
Event communication overview...........................................................................................5
Section 2: Event Risk Assessment.....................................................................................6
<INSERT EVENT NAME> - Risk Register..........................................................................6
Quick reference guide for completing the event risk assessment.......................................7
Risk Matrix.......................................................................................................................... 7
Section 3: Emergency Response Plan.............................................................................10
General Emergency Response Plan - EXAMPLE.............................................................10
Specific Emergency Response Plan A - EXAMPLE..........................................................11
Specific Emergency Response Plan B - EXAMPLE..........................................................12
Specific Emergency Response Plan C - EXAMPLE..........................................................13
Section 4: Contingency Planning......................................................................................14
Introduction....................................................................................................................... 14
The potential threats......................................................................................................... 14
The chain of command and decision making....................................................................14
Contingency options......................................................................................................... 15
Option One – Rerouting the course..................................................................................15
Option Two – Cancellation of the event............................................................................15
Option Three – Suspend the event...................................................................................15
Option Four – Postpone the event....................................................................................15
Reconnaissance of alternative routes, sites and assessment of conditions......................15
Timings and early warning................................................................................................16

Updated: <enter date> Page 2 of 17

 Weather forecasting.......................................................................................................... 16

Section 5: Evacuation Plan................................................................................................16

Aim................................................................................................................................... 16
Initiation of evacuation......................................................................................................16
Areas of responsibility.......................................................................................................17
Evacuation plans.............................................................................................................. 17
Site A............................................................................................................................ 17
Site B............................................................................................................................ 17
Site C............................................................................................................................ 17
Site D............................................................................................................................ 17

Updated: <enter date> Page 3 of 17

 Section 1: Event Context

Event introduction and overview

Insert basic event information, including the name of the event; the date; venues;
brief history; expected participants; expected spectators; and expected media
interest etc.

Aims and objectives for the event

Insert the aims and objectives for the event. How will you determine if the event has
been successful?

Event governance and decision making

Insert a diagram or description of how the event is governed, and how key decisions
are made. Include a schedule of any event management committees; safety
committees; technical panels etc; and show how these groups interact.

Event rules

Cross-reference any applicable rules that apply to this event, such as a National
Sporting Organisations rulebook or similar.

Industry guidelines and compliance requirements

Cross-reference any applicable compliance requirements depending on the context

of the event. For example,
 ISO31000:2009 – Risk Management, Principles and Guidelines
 Health and Safety at Work Act 2015 etc.

Event site map

Include a site map, which shows the competition area(s); location of medical and first
aid facilities; catering; entry and exit points; storage areas; restricted areas; event
administration area; parking; key signage, and any other important site specific
information.

Weather and climate information

Check with NZ Meteorological Service about historical weather conditions for the
area, and time of year the event will be held. Note any risks that may be generated
by anticipated weather or climate conditions.

Allocation of officials and volunteers

Updated: <enter date> Page 4 of 17

Provide a schedule of the technical officials; marshals and volunteers, including their
name; contact number; role; location; report in time, and any other relevant
information.

Onsite medical, first aid, security and safety resources

Provide a summary of the first aid; medical security; and other safety resources
(such as lifeguards for water safety). Ensure you note how many, where will they be
located and their capability.

You may also include a site map with specific reference to location of safety
resources.

Medical facilities and accessing emergency services

Note the location of the closest medical facility, (such as Accident and Emergency or
hospital). Indicate the likely response times for emergency services to your event
location. This can assist with planning how you respond to emergencies, and how
much safety/medical support you may require on site.

Initiating emergency response plans

Note which senior event personnel have the authority to enact key decisions; such
as cancelling the event; activating evacuation procedures; postponing the event; or
activating one or more of the specific emergency response plans you determine are
appropriate for your event.

Schedule of key stakeholder, role designation and contact information

Provide a summary table of key people. Indicate their role for the event, and their
contact information (including mobile phone, and radio channel where they are
used). This helps people involved with your event to locate the correct person
regarding their particular enquiry.

Event communication overview

In this section, provide a description about how communication will occur throughout
the event. How will certain modes of communication be used; such as radios; mobile
phones; SMS; handheld radios; websites; social media pages, such as Facebook
closed groups; and public address systems.

Updated: <enter date> Page 5 of 17

 Section 2: Event Risk Assessment

<INSERT EVENT NAME> - Risk Register

Last updated:
Review due:
Review lead:

GROS ADDITIONAL
RISK RISK DESCRIPTION PROBABIILITY IMPACT NET RISK RISK REVIEW
HAZARD S RISK CONTROLS RECOMMENDED
ID (What could go wrong?) RATING RATING LEVEL OWNER TERM
LEVEL CONTROL ACTIONS

Daily admin area

checks to ensure
Admin volunteer could trip
Power cables around cables are not in Daily
on power cable and hit Event
1 desks in event admin Possible Medium H9 walkway areas. M6  N/A during
desk/floor causing head Manager
area Cable covers put over event
injury.
any cables that cross
walkways.

Updated: <enter date> Page 6 of 17

Quick reference guide for completing the Event Risk Assessment

1. Brainstorm all hazards by doing a site walk during the planning phase, (i.e. before the event commences).
2. Fill out all risk descriptions in the Risk Register.
3. Arrange a Risk Assessment workshop and/or meeting with key colleagues, and work through the risk assessment ratings. If unsure,
default to the more conservative rating. These ratings should be done, as if there were no controls in place, so that you understand the
real magnitude of each risk (Gross Risk).
4. Please note, which controls are already in place or should be in place to manage this risk, and include this under ‘controls’ (i.e. the
things you do to reduce the risk).
5. Do the controls in place reduce the risk level (i.e. either reducing the impact or the probability rating)? Re-assess the risk level
assuming the listed controls are in place, and note the new risk level having considered the controls (Net Risk).
6. Have you identified anything else you could do to further manage the risk? Please note these in the table.
7. Allocate the person responsible for ensuring the controls are managed as per your plan, and that the risk is reviewed as per the timeline
you select; and
8. Indicate how often you will review the risk (on an hourly, daily, or monthly basis etc.)

Risk Matrix
Descriptor / Rating Criteria Descriptor / Rating Criteria
Rare – 1 0-5% chance of occurrence Insignificant – 1 Insignificant injury/illness of participant(s) and/or public (no medical
treatment required).
Unlikely – 2 6-29% chance of occurrence Minor – 2 Minor injury/illness of participant(s) and/or public (basic first aid
required).
Moderate – 3 30-49% chance of occurrence Moderate – 3 Moderate injury/ illness of participant(s) and/or public (referral/transport
to hospital required with some time off work likely).
Likely – 4 50-79% chance of occurrence Major – 4 Serious injury/illness of participant(s) and/or public (urgent
hospitalisation, extended medical treatment, extended time of work
required).
Almost certain - 5 80-100% chance of occurrence Extreme - 5 Death or total permanent disability of participant(s) and/or public.

Updated: <enter date> Page 7 of 17

 IMPACT
Insignificant Minor Medium High Extreme
Risk Matrix
1 2 3 4 5
Rare 1 Low Low Low Moderate Moderate
PROBABILITY

Unlikely 2 Low Low Moderate High High

Possible 3 Low Moderate High High Extreme
Likely 4 Low Moderate High Extreme Extreme
Almost certain 5 Moderate High High Extreme Extreme

RISK LEVEL RISK MANAGEMENT ACTIONS

Intolerable

EXTREME  Activity should not be commenced, or be discontinued if started, until level of risk is able to be reduced.
 Highest event decision making authority to be informed (i.e. Event Management Committee).
 Re-assess risk prior to commencing the event or activity, to ensure risk level is appropriate.
Tolerable level of risk if all practicable measures in place
 Review control measures to ensure risk level is as Low As Reasonable Practicable (ALARP).
 Is there anything else that can be reasonably done to reduce the probability and/or impact of the risk?
HIGH  Ensure verification is undertaken that all prescribed control measures are in place, and in practice.
 Ensure all person(s) exposed to this risk are aware of the risk level.
 If level of risk is ALARP, continue with the event or activity ensuring constant monitoring of the risk, to ensure the risk level
does not increase further.
Tolerable level of risk

MODERATE  Review control measures to ensure risk level is As Low As Reasonable Practicable (ALARP).
 If level of risk is ALARP continue with the event or activity using standard operating procedures, Work, Health and Safety
(WHS) codes of practice, ongoing monitoring and review of risks.

Updated: <enter date> Page 8 of 17

 Tolerable level of risk
LOW
 No change required. Ensure existing control measures remain in place and is effective.

Updated: <enter date> Page 9 of 17

 Section 3: Emergency Response Plan

General Emergency Response Plan - EXAMPLE

MAJOR MEDICAL / MAJOR FIRST AID EMERGENCY

Initial action
 Location; problem; number of patients; mechanism of injury
Ascertain details:
(trauma); prior medical history (medical).
Complete Incident  Record time; date; informant details; arrival of additional support;
Log: any treatment provided; patient information.
 Notify event safety service / medical team, call 111 and ask for
Notify:
ambulance, inform next of kin of the involved.
 Is there a risk/hazard posed for other people? Does the event need
Consider: to stop temporarily to allocate safety resources to the incident(s)? Is
there an appropriate environment to treat the victim(s)?
At scene
 DRSABC (Danger Response Airways Breathing Circulation) is the
priority protocol followed by secondary surveys (trauma + medical)
to ascertain the problem and provide appropriate care.
Actions:
 Consider the on-going treatment of the patient, and whether they
need to be moved to a more appropriate environment (i.e. out of
direct sun, wind, water etc).
At completion
 In serious/critical incident trauma and medical cases, the Event
Safety Officer should lead a debrief session of the incident to
assess, and ensure all persons involved are OK (emotionally and
physically). The response process should be reflected, after all
learnings have been recorded.
Debrief:  The debrief process is not a forum for apportioning blame for any
errors, rather an opportunity to discuss what happened (facts) from
each person’s perspective, and to identify any person(s) that require
additional support.
 In a critical incident such as a death or severe (life threatening)
trauma, it is likely Work Safe NZ will need to be notified.
 Ensure an Event Incident Report Form is completed for any incident.
 Ensure Incident Forms are submitted to the Event Manager for any
follow up required, and filing in the Event Risk Management
Reporting: Records.
 Feel free to attach additional information as required. It is beneficial
to keep a more detailed account of the incident in the event of a
formal investigation.

Updated: <enter date> Page 10 of 17

Specific Emergency Response Plan A - EXAMPLE

FIRE
Initial Action
 Location; problem; number of patients; likely source of fuel; level of
Ascertain details:
threat to people and/or property.
 Notify event safety service / medical team. Call 111, and ask for
Notify: fire service. If aware of injured people, request an ambulance
response.
 Is there a risk/hazard posed for people or property?
 Does the event need to stop temporarily to allocate resources to
Consider:
the incident to put out or control a fire; protect people; and move to
safer area etc?

Complete Incident  Record time; date; informant details; arrival of additional support;
Log: any treatment provided re patient information.

At scene
 All involved are reminded that self-preservation is a priority in any
response.
 People are a priority over property in the case of a fire. Ensure the
protection of people initially before considering protection of
property.
 Assess the availability of resources to mitigate the fire (i.e. water,
Actions:
hoses, buckets, capable people etc).
 For any people affected, DR ABC is the priority protocol followed
by secondary surveys (trauma + medical) to ascertain the problem,
and provide appropriate care.
 Once on site, the NZ Fire Service will take over management of
the incident, and provide direction to event organisers.
At completion
 In a serious or critical incident trauma and medical cases, the
Event Safety Officer should lead debriefs of the incident/s to
assess, and ensure all persons involved are safe and well
(emotionally and physically). The response process should be
reflected from the learnings recorded.
Debrief:  The debrief process is not a forum for apportioning blame for any
errors, rather an opportunity to discuss what happened (facts) from
each person’s perspective, and to identify any person(s) that
require additional support.
 In a critical incident, such as a death or severe (life threatening)
trauma, it is likely Work Safe NZ will need to be notified.
Reporting:  Ensure an Event Incident Report Form is completed for any
incident.
 Ensure incident forms are submitted to the Event Manager for any
follow up required, and filing in the Event Risk Management
Records.
 Feel free to attach additional information as required. It is

Updated: <enter date> Page 11 of 17

 beneficial to keep a more detailed account of the incident in the
event of a formal investigation.

Specific Emergency Response Plan B – EXAMPLE

TSUNAMI WATCH / WARNING

Initial action
 Has a Tsunami Warning or Tsunami Watch been issued by the
Ministry of Civil Defence?
 The Event Manager (or similar) should confirm this directly rather
Ascertain details:
than being drawn into speculation by other parties or media.
 When is the published impact time of the first tsunami, and therefore
how much time do you have to evacuate the coastal zone?
Notify:  All event stakeholders.
 The level of response relative to the classification of the incident (i.e.
‘watch’ is a lower risk threshold than ‘warning’).
 Ensure the level of urgency is relative to the anticipated time
Consider: available to evacuate.
 What are the optimal evacuation routes to allow people to get to the
recommended 23m above sea level, to avoid the impact of a
tsunami wave?

Complete incident  If possible, record the time the incident commenced; and
log:  Keep a record of key decisions throughout the incident period.

At scene
 If there is a witnessed earthquake in the coastal zone or any
unusual observations to a sudden change in sea state, (such as
water levels noticeably dropping), immediately discontinue the
event.
 Radio the on-water safety, and ask them to direct all persons back
to shore immediately (phase one - get people out of water).
 Inform volunteers; officials; competitors; and spectators of a possible
tsunami threat, and encourage them to enact an emergency
evacuation to higher ground ASAP. Note, in a witnessed coastal
earthquake event, there is insufficient time to remove equipment.
Actions:
 Focus must be on a swift, orderly evacuation away from the coast to
a targeted elevation of 23m above sea level (phase two - evacuate
to high ground).
 If the event is not witnessed, and the Tsunami Warning or Tsunami
Watch indicates a longer lead-in time, in addition to evacuating the
coastal zone, consider removing any available first aid or other
equipment to higher ground to be used in a possible post-tsunami
recovery.
 Continue to monitor the situation/threat through official channels (i.e.
Ministry of Civil Defence updates).
At completion
Debrief:  In the event of a tsunami, debriefs may not be appropriate, in lieu of

Updated: <enter date> Page 12 of 17

 more immediate needs.
 Following any Tsunami Warning/Tsunami Threat stand-down, it is
appropriate to conduct a debrief so learnings can be captured for
any future incident.
 It is unlikely that a report will need to be filed to an external authority,
Reporting: but should be considered for internal, continuous improvement
purposes.

Specific Emergency Response Plan C - EXAMPLE

MAJOR POLLUTION DISCOVERY / WATER QUALITY

Initial action
 Location, type of pollution involved (i.e. oil vs sewerage vs run-
Ascertain details: off).
 Identify source if possible.
 Notify the local environmental authority (normally the regional
council) immediately. If people are becoming ill, either refer to
Notify:
local medical facility or in serious cases dial 111, and request an
ambulance.
 What risk level might the pollution pose for people?
 Are there implications for the general public beyond those
involved with the event?
 Are there alternative sites not affected by the water quality issue
Consider:
that may allow competition to continue?
 Have there been any previous water quality issues at the site
and, if so, what may be the time impact for the issue to be
resolved?
 Record times of key decisions (e.g. when first aware of quality
issue, when discontinued event etc), number of patients involved
Complete incident log:
if people are sick, arrival of additional support, any treatment
provided, patient information.
At scene
 On being made aware of the water quality issue, discontinue
aquatic events immediately, until the issue is resolved.
 Contact the local pollution/water quality authority; inform them of
the problem, and seek advice regarding the impact the problem
may have on people.
Actions:  If the water quality issue is obviously not going to be resolved
quickly, (i.e. oil spill or major run-off issue) - identify and check
alternative event locations. If suitable, consider moving the event
to the new site to continue the event.
 Continue to monitor the situation, seek ongoing advice from
experts/authorities.
At completion
Debrief:  A debrief may not be essential in the case of a response to water
quality issues. However, consider conducting a debrief in the
event of any illness to people or if there was an opportunity

Updated: <enter date> Page 13 of 17

 identified to enhance the response plan, and activation of the
event contingency plan in future.
 It is unlikely that a report will need to be filed to an external
Reporting: authority, but should be considered for internal continuous
improvement purposes.

Section 4: Contingency Planning

Introduction
This Contingency Plan has been developed as part of the Event Risk Management Plan, to
ensure health and safety risks are eliminated, so far as reasonably practicable.

In the presence of natural or man-made hazards, particularly unfavourable weather and/or

extreme environmental conditions preventing the conduct of part or all of the event, it is
essential that you establish a clear and simple Contingency Plan to manage the situation.

The potential threats

The major threat(s) that may generate the need to consider contingency options are:

1. High winds
2. Heavy rain
3. Water quality issues
4. Strong currents (i.e. at a beach or river)
5. Large surf

History of potential threat events occurring at the event location <enter historical
information here>

The chain of command and decision making

The <insert event decision making authority> will determine the response to the threats as
they occur, or as required. The sole responsibility for suspension, cancellation, postponement
or relocation of part, or all of the event, rests with the <insert name of event decision making
authority>.

The <insert name of event decision making authority>

Position Name

Updated: <enter date> Page 14 of 17

The decision to enact this Contingency Plan is the responsibility of the <insert name of event
decision making authority>. The Event Management Team including all officials, volunteers
and employees are responsible to the <insert name of event decision making authority> for
implementing any contingency options associated with the event. The Event Management
Team is responsible for maintaining the safety of the participants, spectators and the public
safety.

The Event Risk Management Plan developed for this event is to be applied when considering
and making recommendations, in consultation with relevant emergency services, and subject
matter experts.

A review of the following will be conducted at each <insert name of event decision making
authority> meeting:

a) Risk Assessment of the current conditions; and

b) Injury management statistics;
c) Current weather predictions; and
d) Other relevant event statistics (such as withdrawals, and complaints received etc).

Contingency options
We have assessed that there are <INSERT NUMBER> feasible contingency options available.
These are:
Option One – Rerouting the course
<Insert any options available to reroute the event>

Option Two – Cancellation of the event

<Insert any process for cancelling the event>

Option Three – Suspend the event

<Insert any protocols for suspending the event temporarily>

Option Four – Postpone the event

<Insert any protocols for postponing the event to a later day, such as a reserve day>

Reconnaissance of alternative routes, sites and assessment of conditions

The conduct of the reconnaissance is the responsibility of <Insert position>. The
Reconnaissance Group will consist of <Insert key personnel to be involved in checking
alternative venues> and other appropriate persons, where possible, who will jointly assess the
situation and report to the <insert name of event decision making authority> for a decision.
Regular assessments and reporting of recommendations will be required as determined by the
<insert name of event decision making authority>.

Timings and early warning

The decision to enact one of the contingency options is to be made as early as possible,
dependent upon the weather conditions.

Updated: <enter date> Page 15 of 17

The <insert name of event decision making authority> through its members are responsible for
early warning of any decisions. The following individuals and authorities are to be advised as
soon as possible of any decision to reroute or cancel the event:

 Event participants
 All event officials
 All event volunteers
 Sponsors
 Broadcasters
 Site suppliers/contractors
 Local territorial authority
 Emergency services and safety personnel
 Security
 Event spectators

As soon as the decision is made, all stakeholders will be communicated with promptly through
a variety of communication mediums including the public address system, face-to-face
briefings, broadcast SMS services, websites and social media.

Weather forecasting
Weather forecasts will be used by the <insert name of event decision making authority>, to
assist in decision making. Forecasts will be referenced against the Met Service website.
Other relevant authorities and sources may be used as required. This is the responsibility of
the <Insert Safety Officer>, who will disseminate the information to the <insert name of event
decision making authority> at their meetings or as required.

Should changes in the weather develop, more regular information will be provided - dependent
on the situation. In the event of a severe or extreme weather report from the Met Service, the
<insert name of event decision making authority> may make the decision to suspend or
postpone the competition. Weather reports will be considered as part of any risk assessment.
Weather monitoring should commence approximately one week prior to the start of the event.

Section 5: Evacuation Plan

Aim
The aim of this Evacuation Plan is to ensure the organisers of the event can act quickly, and
decisively should the need to evacuate the event site be required.

Initiation of evacuation
An evacuation will be signalled by <INSERT SIGNAL>. The following people are authorised
to initiate an evacuation:

 <INSERT NAME & POSITION>

 <INSERT NAME & POSITION>
 <INSERT NAME & POSITION>
 <INSERT NAME & POSITION>
 <INSERT NAME & POSITION>

Updated: <enter date> Page 16 of 17

Areas of responsibility
In the event of an evacuation, the following people will focus on specific areas of
responsibility:

 <INSERT NAME and AREA OF RESPONSIBILITY DURING AN EVACUATION>

 <INSERT NAME and AREA OF RESPONSIBILITY DURING AN EVACUATION>
 <INSERT NAME and AREA OF RESPONSIBILITY DURING AN EVACUATION>
 <INSERT NAME and AREA OF RESPONSIBILITY DURING AN EVACUATION>
 <INSERT NAME and AREA OF RESPONSIBILITY DURING AN EVACUATION>

Evacuation plans
(add or delete where appropriate)

Site A
<insert map of site showing exits, assembly area, location of firefighting equipment or medical
equipment>

Site B
<insert map of site showing exits, assembly area, location of firefighting equipment or medical
equipment>

Site C
<insert map of site showing exits, assembly area, location of firefighting equipment or medical
equipment>

Site D
<insert map of site showing exits, assembly area, location of firefighting equipment or medical
equipment>

Updated: <enter date> Page 17 of 17