Develop an event plan

All events on Council land require an event management plan, emergency management plan, risk management plan, site plan and $20 million public liability insurance.   Under the Queensland Government requirements for COVID Safe Events  events with less than 500 people (indoors) and 1500 people (outdoors) may need to follow a COVID Safe Event Checklist and events with 500 people (indoors) / 1500 people (outdoors) or more people, need a COVID Safe Event Plan approved by Queensland Health*.

Event management plan

An Event management plan describes all the issues that you have addressed in planning the event.

Event management plans must address public liability, risk management, traffic management, community safety and security, first aid, electrical safety, gas safety, environmental management, amenities, temporary structures, service of food or liquor, amusement operator requirements and signage/advertising.

Emergency management plan

An Emergency management plan outlines how you will handle emergencies during the event.

It identifies who is responsible for responding to incidents; outline procedures for various situations, e.g. medical emergency or fire; include a contact list for event stakeholders and emergency services; outline evacuation procedures; and identify emergency exits and assembly points on site maps.

Ensure access to fire safety installations and emergency exits. Provide copies of the emergency management plan to all event stakeholders: staff and volunteers, all stall holders and suppliers, emergency services and local and state government agencies.

Risk management plan

Council is committed to event safety and takes risk management seriously. It’s your responsibility to develop a Risk management plan before your event.

The plan should identify, assess and control risks relevant to the event. Use the risk calculator to assess identified risks and the risk assessment template.   See a sample of a completed risk assessment.

COVID Safe Event Plan

The Queensland Government has developed an Industry Framework for COVID Safe Events that needs to be considered by event organisers.

Organisers of events larger than 500 (indoors) / 1500 (outdoor*) people and operating in compliance with an Approved Plan other than a COVID Safe Event Plan must notify the Public Health Unit of the event a minimum of 10 business days before the event by emailing COVID-19.Industryplans@health.qld.gov.au.

Event organisers also need to complete a Statement of Compliance and have a printed copy displayed prominently at their event:

Social distancing requirements apply and a ratio of two square metres per person must be maintained across the event site for outdoor events.

*Some events might also be covered by an approved COVID Safe Industry, Site-Specific or Professional Sporting Code Plan.  Organisers of these events will still need to consider and implement the key public health principles and event specific public health strategies in the Industry Framework for COVID Safe Events.

Queensland Health has developed a COVID Safe Event Plan template and a range of fact sheets to help event organisers understand the Industry Framework for COVID Safe Events:

COVID Safe Checklist for  Recurrent Markets

To assist market organisers, Queensland Health has developed a COVID Safe Checklist for  Recurrent Markets.  As recurrent markets are not a ‘restricted business, activity or undertaking’ it is not mandatory to operate under this checklist, therefore a Statement of Compliance is not required.

Check in QLD app

The Queensland government has developed the Check in Qld app for customers to sign into Queensland businesses and meet COVID-19 contact tracing requirements.  Once a customer has used the Check in Qld app at one business the app will remember their details.  Begin by registering your business (it’s free) and you will be sent a QR code and a business starter kit (including QR code posters).  It is important to note that customers will need to download the Check in Qld app to before they can use the Check in Qld QR code.

More information is available on the Queensland Government website.

Site plan

A Site plan is an aerial drawing of the event location that details the layout of all the activities, buildings and facilities at your event.

Your site plan should be drawn to scale and include the location of roads, car parking, emergency vehicle access, fire fighting equipment, emergency exits, emergency assembly areas, pedestrian walkways, first aid, areas for lost children and property, each stall and its name, each amusement operator and their name, amenities, bins and audio equipment (e.g. speakers).

Public liability insurance

Only events managed and controlled by Council are covered under its public liability insurance policy. Additionally, the policy indemnifies Council and no other party.

You are required to hold public liability insurance cover for $20 million that covers your event’s duration and scope as well as noting Redland City Council as an interested party.  Also ensure that any other party or provider associated with your event has public liability cover in place, and evidence of this cover is provided to you prior to the event.

Event planning checklist

The detail of your event plan will vary depending on the scope and scale of your event.  Refer to the event planning checklist for common issues to be considered when planning your event.

Event planning guides

For more information on planning your event, refer to the event planning guides.