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Sustainable events management is becoming an important consideration for government and business. As such it is important to gain an understanding of the environmental and social impacts that events create and find ways to reduce these impacts to achieve more sustainable event practices.
The following resources outline sustainable practices that can be incorporated into almost any event large or small, in addition to further resources to help you plan a more sustainable event.
Monash University has also produced a Sustainable Events Guide which outlines strategies to achieve a more sustainable event.
Tourism Australia has produced a Sustainability Checklist for event managers to assist in the planning and delivery of sustainable events.
A site plan is a map of the event site which is given to event personnel and patrons, showing information such as venue entry and exit points, parking, amenities, first aid locations, emergency information and contact details. A site plan is invaluable in the event of emergency, especially for first responders such as security and the emergency services who may not be familiar with the event location.
A simple layout of the event area in a suitable format should be developed and distributed to all event personnel prior to the event being undertaken, showing details of all relevant event information and locations. You may be required to complete a site plan prior to the event as a condition of final approval.
Event organisers should conduct planned meetings with key event stakeholders well in advance of the event to allow sufficient time for planning, identification of resources and to obtain permits etc. This schedule should be established and communicated to all stakeholders prior to the planning stage. Records of these meetings should then be retained by the event organisers, with minutes sent out to ensure all event stakeholders are kept fully informed.
It is a legislative requirement that adequate amenities be provided for the benefit of patrons. Event organisers must ensure amenity requirements are assessed during the planning stage and if facilities are inadequate, ensure that sufficient facilities are in place prior to the event.
Locations should be:
Other considerations include:
Note: mark all amenities locations on the event site plan.
CQUniversity security officers are designated first responders for emergencies at events held at University facilities, and as such event organisers must ensure all events are notified to CQUniversity Security department at least 30 days before the event is held. Event risk assessments must be conducted in conjunction with the CQUniversity Security department to determine security requirements, and event organisers must ensure the CQUniversity security department is consulted in the preparation of emergency planning for all events.
Event organisers must ensure that suitable drinking water facilities are available for all persons at the event. This will include identifying any drinking fountains in the area, and may also include providing free bottled water depending on legislative requirements (such an alcohol permits) and results of the risk assessment.
All event personnel must be made aware of all drinking water arrangements so as to be able to provide this information to event patrons. An event site plan must also show drinking water facilities and locations.
Event managers must ensure that clear access for emergency services vehicles and personnel in an emergency is maintained at the event venue at all times. If event organisers are unsure how to maintain access, Emergency Service representatives must be involved in planning for the event.
Event organisers must ensure that adequate essential services such as electrical and water outlets are adequate and suitable for use of event personnel where required (ie: adequate power outlets are available for use by audio/visual equipment operators). The Facilities Management Directorate must be consulted in relation to all essential service requirements for event held on University facilities and grounds. For events held at other venues the event organisers must consult with the venue owner or controller.
External persons including contractors coming onto CQUniversity facilities and grounds to perform work before, during and after events must undergo the CQUniversity online Contractor Induction and sign-in at the relevant location before undertaking work.
Induction
On completing the induction persons are required to download and complete the CQUniversity Contractors Information Sheet, record their blue card number (if applicable) on the sheet and have their supervisor (if applicable) sign to confirm their participation in the online induction. The completed information sheet can then be faxed to People and Culture on fax 07 4930 9022.
Link to: Online Contractor Induction
Sign-in
Upon arrival on CQUniversity grounds persons must report to the respective designated area at each campus and complete the sign-in register.
Persons will be issued with a CQUniversity identification badge which must be worn while on-site then returned to the designated area on completion of the work. Persons must also notify the relevant event organisers of their presence on the site.
The various CQUniversity signing in areas are shown below:
Internal CQUniversity personnel who wish to hold events must ensure the event and all related event activities are covered by the CQUniversity General & Products Liability Policy. This can be found on the Financial Services Directorate website.
External groups who wish to hold events at CQUniversity must provide a copy of a current Public Liability Insurance Policy prior to approval for the event being granted.
Other forms of insurance may also be required depending on the event type and activities being undertaken. Event organisers must ensure any other insurance requested by relevant CQUniversity and external groups is in-force and is provided prior to events being given approval to proceed.
In addition, all incidents that occur before, during and after an event should be reported, actioned and recorded as per University requirements in case legal action is taken against the event organiser/s or the University itself. Insurance cover should also be arranged for property and equipment and is essential for the event organisers. The Financial Services Division website - CQUniversity can provide further information in relation to CQUniversity insurance matters.
Under Building Code and Fire Safety regulations buildings have specific occupancy limits (the maximum amount of persons to be located in the building at any one time). You must check with the venue owner to ensure that the event venue is capable of housing the estimated number of patrons expected to attend the event.
Event organisers must ensure that general access to and exit from the event site is suitable for all event personnel and patrons including disabled persons. Clear access and exit must be maintained at all times, and normally requires regular checks to be made by designated event personnel to ensure this occurs.
Event organisers must ensure that appropriate parking areas are available for the number of patrons expected to attend the event. Consideration must also be given to using suitable parking controls, such as using traffic and/or parking marshals to assist with parking control and traffic flow. The Facilities Management Directorate must be consulted in relation to all traffic control and parking related issues.
Major public events must meet a variety of safety requirements set by local councils and other government departments. It is therefore important to contact the Local Council and Police for further advice well advance of the event as there will be a lead time to lodge applications for licences and permits.
In addition, other events not involving the public may still require appropriate internal or external permits to proceed such as alcohol, security, food safety, fireworks etc. As such appropriate consultation with all relevant internal and external stakeholders must occur to ensure that these requirements are identified and actioned as required.
Smoking legislation introduced in 2006 outlines areas where smoking is prohibited. These restrictions also apply to events and event organisers must ensure all smoking requirements are adhered to at all times during events.
The CQUniversity smoking policy is based on this legislation and includes the following restrictions:
Further Information
The following resource provides further information in relation to Smoking:
Smoking Laws for Smokers - Qld Health
Queensland Tobacco Laws - Qld Health
Event organisers must ensure that adequate and suitably sized waste receptacles are in place to deal with the number of patrons expected at the event. The Facilities Management Directorate must be consulted in relation to all waste requirements for events held on University facilities and grounds. For events held at other venues the event organisers must consult with the venue owner or controller.
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CQUniversity CRICOS Provider Codes: QLD-00219C; NSW-01315F; VIC-01624D
