ENGINEERING NEW ZEALAND : : HEALTH AND SAFETY FOR EVENTS PAGE 1 OF 2
ORGANISING AN EVENT
HEALTH AND SAFETY CHECKLIST
Use this checklist to help you run safe events that meet the requirements
of the Health and Safety at Work Act 2015.
PLANNING YOUR EVENT
Before you advertise
5
If you’re working with an external host or provider,
ask for a list of safety gear and equipment that will
be provided, anything else they will provide and
what will be required by the event organisers and
the attendees. Please ensure all arrangements are
made in writing, to avoid any confusion.
5
On the day, the host, provider or event organiser will
need to give a full health and safety and emergency
briefing. You should also discuss the following with
the host or provider:
5
any potential site-specific and other risks
on the day
5
any health and safety and emergency
procedures the hosts or providers already
have in place
5
how the event organisers can manage
any potential risks.
Once you have the go-ahead
5
During the registration process, attendees will be
asked if they have any serious health conditions
and/or allergies. If they do have any, we’ll ask for
emergency contact information and check if we
can reasonably accommodate them in any way to
ensure their safety. Your engagement manager/
advisor will share this information with you. Please
alter your arrangements accordingly.
5
If you are told any attendee has a serious food
allergy, please do not serve any food which may
put them at risk. You may need to let the caterer
know, before the event.
5
If you are serving alcohol, there may be alcohol
laws you need to consider. Enquire whether the
venue has the appropriate licence, so that you can
serve alcohol. You can find more information on the
Justice website and if you’re still not sure, call or
email your engagement manager/advisor.
5
Food must be made available where alcohol is
served. Have a plan in place to ensure food is
prepared and alcohol is served responsibly.
5
Here are a few other things to think about,
to ensure everyone’s safety:
5
Does the activity or venue require someone
with a current first aid certificate?
5
Could this activity endanger any member of
the public? If so, how will you manage this risk?
AT THE EVENT
Before you start
5
Ensure your phone is fully charged, in case
of an emergency.
5
Sign in all attendees and check that they have
brought any required personal protective
equipment (PPE) with them. If any attendee does
not bring the required gear, they may not be able
to participate.
5
Check that your host or provider has brought any
safety gear you expected and that there is enough
for everyone.
5
Check that the event organisers have brought
anything required.
5
Invite the host, provider or an event organiser to
give a health and safety and emergency briefing,
which includes site-specific risks, emergency
procedures and where any emergency exits are.
During the event
5
In the event of an emergency, please call 111.
5
As the event organiser, you need to remind
attendees about the health and safety
requirements. Anyone not following requirements
should be asked to leave.
AFTER THE EVENT
5
Tell your engagement manager/ advisor about any
health and safety incidents (illnesses, injuries, near
misses or failure to follow requirements) as soon
as you can, and within five working days. These are
defined in the Act, but if you’re not sure, call or email
your engagement manager/advisor.
5
Complete and send a Post-Event Report Form
(on page 2) to your engagement manager/advisor
if there were any incidents.
ENGINEERING NEW ZEALAND : : HEALTH AND SAFETY FOR EVENTS PAGE 2 OF 2
POST-EVENT REPORT FORM
Branch or group
eg Young Engineers
Wellington
Event name
Location
Start time
Date
Name of event organiser
Number of attendees
Report any notifiable events, illnesses, injuries or near misses.
Please tell us:
• what happened
• who was involved
• where the incident occurred
• time the incident occurred
• what happened next
• any treatment sought and
• any relevant contact details, including
those of the person filling out this form.
In the event of an emergency, please call 111. If there is a health and safety incident during the event,
please notify your engagement manager/engagement advisor within five working days of the event.
Once you have completed this form, please send it to your engagement manager/engagement advisor.
