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Event Organisers

Legislation

When a person conducting a business or undertaking (PCBU) holds a public event, the Workplace Health and Safety Act 2011 applies.

Obligations of all Event Organisers

Safety at events is the responsibility of the individual or group organising the event. Obligations of event organisers involves ensuring so far as is reasonably practicable the following:

  • The health and safety of workers in the workplace
  • Work carried out for the event does not put the health and safety of participants or spectators at risk
  • The work environment is without potential risks to health and safety
  • Plant and structures are safe
  • Systems of work are safe

Reasonably practicable means meeting the standard of behaviour expected of a reasonable person in their position who is required to comply with the same duty and who is: 

  • Committed to providing the highest level of protection for people against risks to their health and safety
  • Proactive in taking measures to protect the health and safety of people

Approval to hold events

Events organised by Internal CQUniversity groups must be authorised by the relevant Pro-Vice Chancellor and Executive Dean (Faculty) / Dean of School or Director / Head of the work unit prior to the event being held. 

Events organised by external groups must be authorised by all relevant CQUniversity representatives prior to being held.

If an event has already been given pre-approval from a CQUniversity representative, details and verification of this may be requested prior to the event being given full approval.

The CQUniversity Security Office must also be given at least 30 days notice of all events to be held at CQUniversity facilities and grounds, and must also be consulted during planning for events.

Event Procedures 

The CQUniversity Sustainable Events Procedure outlines requirements for University staff and students and external parties organising events at University facilities and grounds, and University staff and students organising events at external sites. 

The aims of these procedures are to ensure events are consistent with the University's vision, mission and strategic plan and to eliminate where possible or to minimise as far as is reasonably practicable, the University's exposure to all levels of risk such as public profile, legal, commercial, occupational health and safety and environmental.

Event organisers must review the procedure prior to conducting planning for events, which can be found here (currently under construction).

Hire and Use Procedure

This procedure provides advice and guidance concerning hire of University facilities to external parties. It applies only to facilities and equipment located on Central Queensland campuses, and only to those facilities considered practical to hire to external parties. The University will not procure any facilities or equipment in order to specifically hire to external parties.

The procedure must be made available to all external parties wishing to hire University facilities and equipment, and can be found here.

Risk Management

A risk management approach is required for all events, and event organisers must ensure a suitable written risk assessment, appropriate to the type and size of the event is conducted that identities and addresses all hazards and risks associated with the event. 

Events Risk Assessment Document

The CQUniversity Events Risk Assessment document was designed in consultation with major University stakeholders to assist event organisers to plan and conduct events.

The document supports a risk management approach, and assists event organisers to identify hazards and risks associated with their event, and to identify suitable controls to address those hazards and risks.

This document can be submitted by event organisers as part of their event application, or if a risk assessment has already been completed for the event, that assessment may be submitted for approval as part of the event application. Relevant CQUniversity representatives shall decide if the assessment is to the standard required for the event.

All event stakeholders must be included in planning and conducting the risk assessment for the event, and be given a copy of the risk assessment prior to the event proceeding.

Please note: Event organisers may be required to complete other documentation such as booking sheets by various University departments before the event can be given approval to proceed.