4. Contents
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Event Brief 5
Scope 6
Resposibilities 6
Emergency Exits 6
Stakeholders 7
Charity 8
Reasonably Practicable 8
Activities During the Event 9
Venue and the Environment 10
Hazard and Risk Identification and Assessment 11
Risk and Hazard Management and Control 16
Management of Residual Risk 21
Documentation of Risk 22
Appendix 24
Bibliography 30
5. Event Details
Event Brief
Little Treats for Little Feet is a high tea event held by the event students of William Blue College of
Hospitality, by the name Ivana Events. The high tea is being held on the 2nd August 2014, in the
William Blue Dinning room at William Blue College of hospitality located on level nine of the
Northpoint building at 171 Pacific Highway, North Sydney 2060. !
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The high tea will be staffed by the Hotel Management and Commercial Cookery students at the
college and has been organised and will be run by the Event Management students. It will
commence at 11:00am and ends at 2:00pm therefore going for four hours. Little Treats for Little
Feet includes a glass of champagne on arrival ($7.00 for any ordered after arrival), a guest
speaker (sharing her experience), savoury and sweet cuisine being served on over eighteen 3 Tier
glass cake stands, cold (soft drink, water) and hot beverages (tea and coffee) available throughout
the event. A raffle will also take place during the event, in order to raise more money for the chosen
charity and to give away the donations from the many acquired sponsors. There will be
approximately sixty- one people attending Little Treats For Little Feet – High Tea. It is a ticketed
event available on www.trybooking.com for guests to purchase an adult ticket for fifty dollars and a
child’s ticket for fifteen dollars with a thirty-cent surcharge for each ticket bought. The ticket
includes the above inclusions of the event, plus a gift bag for both adult and child whom attend.
The purpose for the event students holding Little Treats For Little Feet was for their major project of
their trimester one and two classes. Ivana Event students selected Miracle Babies Foundations as
their charity to fundraise for as it was considered very close to home for the members of the event
team and additionally the team believed the charity was in need of more advertising in order to
ensure more awareness in the publics eye.Little Treats For Little Feet was chosen to be a high tea
due to the fact that it was able to be a more elegant event and appeared to be a more related type
of event for the cause Ivana Events was fundraising for. The High Tea became possible over the
course of seven months of extensive planning and preparing, ranging from acquiring Miracle
Babies as the charity, deciding on the type of event that would be suitable, finding and securing a
venue appropriate and substantial for the size and type of event being planned, to bringing the
event to life by acquiring sponsors (whom donated prizes for the event), receiving the required
number of attendees for it to be a more enjoyable event and setting the event into motion on the
day of. This event carries a number of risks that could compromise the safety of stakeholders and
this manual will show how to manage the risk assessment processes to help ensure a safe and
successful event for all participants.
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6. Scope of the Event
Responsibilities
For the event, Little Treats for Little Feet, the event organisers, Ivana Events, are responsible for
the organisation of the event and full preparation of the event. The event organisers have a duty of
care to to ensure health and safety of workers and others by managing risks, which means
conducting multiple risk assessments and analysis’ to prevent dangerous or hazardous situations
from occurring or reoccurring during the event. However, not only do the event organisers have a
responsibility to ensure their duty of care, the guests should have duty of care for themselves.
They should watch out for and read warning signs or emergency procedures, to prepare them for
hazardous situations. For an example; if there is a warning sign saying ‘slippery floor when wet’,
outside and it is raining, and someone then runs and slips on the wet floor, the organisers have
done their duty of care, it was up to the guest to read the visible sign to prevent them from causing
themselves an injury. However, if the sign was not visible or not there then it would be the event
organisers fault for not ensuring their duty of care to their guests. The contractors also have a duty
of care to explain and give instructions on how to use and manage operational equipment for the
event. If they have not provided a detailed or thorough explanation of the use of certain equipment
then the contractors have failed to provide appropriate duty of care.!
Emergency exits
In the above diagram of the events floor plan in the William Blue Dining restaurant, the emergency
exit is visible as a purple cross ( X ). In the need to evacuate the building in the event of an
emergency you will hear an evacuation signal sounded and the fire wardens (in the red or yellow
hard hats), will lead you to the emergency evacuation meeting point. Northpoint building meeting
point: Mount Street outside National Australia Bank.!
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7. Scope of the Event
Stakeholders
- The guests who all purchased tickets, expected to be fed and received an excellent dining
experiences and learn information on the Miracle Babies foundation.!
- The venue is affected by the events actions if someone damages it.!
- The charity is expecting a positive outcome from the event, money, support and awareness of
this cause.!
- We had some contractors, who photographed the event, and helped make flyer for the event,
which had the menu and the program on them. They also designed the event logo, Little Treats
for Little Feet, free of charge, so as a reward we advertise their company and thanked them at
the event verbally. !
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Table of Roles
Stakeholders Resposibilities Contact Details
G Three Media Graphic Designer!
- Event logo!
- Save the Dates!
- Programs!
- Menus
Connor Graham!
G THREE MEDIA!
(0416791235)!
connor.gthreemedia.com.au
Miracle Babies Charity http://
www.miraclebabies.org.au!
Head Office (02) 9724 8999)
Callum Wouters Photography Photographer!
- Take photos of the event!
- Send the photos to us within
a week
Callum Wouters
William Blue Dining Restaurant!
- Provide us with a dining hall!
- Chairs, Tables, Cutlery and
Crockery. !
- Hotel Management Students
and Commercial Cookery
Students, and their service.
William Blue!
Dining Restaurant!
(02) 9492 3290) !
dining@williamblue.edu.au
8. Scope of the Event
Charity - Miracle Babies Foundation
“Miracle Babies Foundation is Australia’s leading organisation supporting premature and sick
newborns, their families and the hospitals that care for them.” - Miracle Babies Website!
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The Miracle Babies foundation provides these services to families in need:!
! •! NurtureLine - ! National 24-hour family helpline!
! •! NurtureTime - ! In hospital parent to parent support!
! •! NurtureGroup - ! Out of hospital play and support groups!
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The Miracle Babies Foundation NurtureProgram is a free support program available to families of
premature and sick newborns at any stage through a high risk pregnancy, their Newborn Intensive
Care Unit (NICU) or Special Care Nursery (SCN) journey, their transition to home and onwards.!
Reasonably Practicable
The Work Health and Safety Act 2011 qualifies the requirement of safety duty-holders to manage
risk by taking 'reasonably practicable' steps to eliminate or minimise risks. This includes:!
• The likelihood of a hazard or a risk concerned occurring!
• Seriousness!
- The degree of harm it may cause a person, and object or a place, resulting from the conceded
hazard or risk.!
• Cost!
- After assessing the extent of the risk and using ways to eliminate or preventing the risk, it
could cost to minimise it; for example, removalists or exterminators. and the available ways of
eliminating or minimising the risk - the cost associated with available ways of eliminating or
minimising the risk, including whether the cost is grossly disproportionate to the risk.!
- Also the cost of what it will be to repair or fix situation if a problem arises.!
• The availability and suitability of ways to eliminate or minimise the risk.!
• What the person concerned knows or ought to know;!
- about the concerned hazard; !
- and ways of eliminating the risk!!
8
9. Scope of the Event
Activities During the Event
During the event, everyone of the Ivana Evens team, worked extremely hard and helped out in
certain areas to make the whole experience for our paying quests enjoyable. For the guest, there
was food (savoury and sweet) on 3 tiered high tea cake stands displayed and cooked beautifully by
the William Blue Commercial Cookery team. They also got to enjoy a talk on miracle babies and a
guests own experience with the cause, and a raffle prize giveaway. Everyone bought raffle tickets
at the event and over 100 people bought tickets outside of the event to participate and raise money
for Miracle Babies. The prizes were called out one by one, and everyone enjoyed that experience.
There were over 20 prizes given out, and many people won them at the event and a few outside of
the event and approximately 500 raffle tickets were sold in total.!
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10. Venue and Environment
Directions to the Event
William Blue Dinning
Location: Level 9, North point Building
171 Pacific Highway
North Sydney NSW 2060
(site map)
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How can get to the William Blue Dinning?
There are many entries to get to the William Blue Dinning, such as :
1. stairs
2. elevator
3. escalator
(Appendix 2.3.4)
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Transportation:
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● By Train:
William Blue Dinning is located just 11 minutes by train from the city.
Town Hall to North Sydney: Central Coast and Newcastle Line (Town Hall Station
platform 3) => 6 mines by walk to William Blue Dinning (Appendix 5)
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William Blue Dinning is located just 37 minutes by train from the Hornsby.
Hornsby to North Sydney: North Shore and Northern Line (Hornsby Station platform 1)
=> 6 mines by walk to William Blue Dinning (Appendix 6)
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● By Bus:
William Blue Dinning is located just 20 mines by bus from the city.
Town Hall to North Sydney: Park St near Pitt St take bus M20 to North Sydney Station
=> 6 mines by walk to William Blue Dinning (Appendix 7)
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William Blue Dinning is located just 1 hour and 25 mines by bus from the Hornsby.
Hornsby to North Sydney: Bus 594 to Wynyard station change Bus 203 to North Sydney
Station. => 6 mines by walk to William Blue Dinning (Appendix 8)
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11. Hazard and Risk
Identification and Assessment
A risk assessment is a thorough look at a venue to identify those objects, situations,
processes, etc that could potentially cause harm, particularly to people.!
Risk assessments are very important as they help to create awareness of hazards and
risks. They also identify those who may be at risk, prevent injures or illnesses and
determine if existing control measures are adequate.!
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The overall aim of the risk assessment is to remove a hazard or reduce the level of its risk.
By doing this, a safer and healthier workplace/ venue has been created for workers and
guests.!
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Risk assessments should be completed by a competent team of individuals, such as
supervisors and workers who are most familiar with the operation. !
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The assessment should:!
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• Identify hazards!
• Evaluate the likelihood of an injury or illness!
• Evaluate the consequence of the injury or illness associated with the hazard!
• Determine an overall risk rating !
• Identify actions necessary to eliminate or control the risk!
• Monitor and evaluate to confirm the risk is controlled!
• Keep any documentation or records that may be necessary e.g. documentation detailing
the process used to assess the risk!
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Overall, the goal is to find and record possible hazards that may be present. Hazards are
any source of potential harm or any situation with potential to cause harm. So in order to
ensure all hazards are found:!
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• Look at all aspects of the work environment!
• Look at accident/ incident/ near- miss records!
• Examine risks to visitors or the public!
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12. Hazard and Risk
Identification and Assessment
• Include an assessment of groups that may have a different level of risks such as young
or inexperienced workers, persons with disabilities!
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Methods used to identify hazards could include observing work practices and conducting
an inspection of the work area and write down everything that could potentially be harmful.
Observing the movement of the staff and customers is also a good way to identify hazards
and also looking at equipment and processes that may place people under risk of injury or
illness. !
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Conducting site safety audits, writing up site safety checklists, inspecting the workplace
and monitoring the environment of the workplace are very practical ways for staff to
physically see what hazards could place severe harm to someone. Investigating accidents
and incidents and staff complaints , reviewing injury or illness registers and staff feedback
through meetings/ surveys/ suggestion boxes.!
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Staff conducting a hazard identification should also ask themselves these questions:!
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• Are staff following recommended safety and security procedures?!
• Are staff taking shortcuts?!
• Are staff having difficulty operating plant or equipment?!
• How suitable are the tools and equipment for the task undertaken?!
• Does the movement of staff and customers place anyone at risk in the work area?!
• Have suitable controls been put in place to protect staff form manual handling injuries?!
• Is the environment suitable (adequate lighting, space, ventilation)?!
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Each hazard should be studied to determine its level of risks. In order to do that, certain
research of the hazard could include:!
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• manufacturer documentation!
• past experience e.g. workers!
• information about previous injuries, illness, accident reports!
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13. Hazard and Risk
Identification and Assessment
• legislated requirements!
• health and safety material about the hazard!
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Hazards may be present in the workplace environment, in the equipment, in the
substances and work systems.!
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They can be divided into the following 6 hazard categories:!
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• Physical e.g. tool injuries; burns; fractures & sprains; cuts!
For our High Tea event, a huge physical risk that could occur could be slips, trips and falls.
Large numbers of people trying to move around a small area may trip and fall or cause an
obstruction leading to injuries. The wait staff in this situation will need to be specifically
careful when carrying the cake tiers to the tables so they do not fall and injure themselves
and ruin the food.!
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• Biological e.g. needle stick injury; viral epidemics; lack hygiene!
Since the High Tea will obviously have food, there is a high risk of food poisoning or
contamination if food and safety guidelines are not followed appropriately. Food poisoning
to a large number of guests can occur through inadequate attention to food hygiene,
inadequate washing facilities or facilities to keep food at temperatures for safety. !
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• Chemical e.g. skin & eye injuries from cleaners; acid burns!
In a very severe case, a gas leak could occur within the venue. For example, the gas pipe
breaking could lead to a gas leakage which can lead to a fire since there are open flames
with the tea light candles on the tables.!
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14. Hazard and Risk
Identification and Assessment
• Security e.g. theft & robbery, customer behaviour such as drunks!
Theft can occur, especially at an event with 63 people, like this one, because it could be
seen as an “easy” opportunity for robbers to steal money or belongings. Theft is also a
very high risk because it is a charity event where money will be collected on the day, so
the protection of the money is vital.!
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• Ergonomic e.g. repetitive strain injury; muscle and back injuries due to poor lifting habits!
Movement of heavy or awkwardly shaped furniture and equipment such as table and
chairs may lead to back pain or other manual handling related injuries if safe manual
handling techniques are not used e.g. having one person move a heavy table across the
room!
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• Psychological e.g. workplace harassment and violence; undue pressure to work long -
hours!
Event guests can become aggressive and tense if they are under the influence of alcohol,
injuring employees or other guests or if they are unsatisfied with the hospitality and food
service. Employers can also get very tired from the long hours they have endured.!
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15. Hazard and Risk
Identification and Assessment
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For our High Tea Event:!
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If a hazard has been identified as either an actual thing or could potentially happen, it is extremely
important that it is reported immediately so that action can be taken to avoid injury. When hazards
do not get reported there is a larger chance that a serious incident could occur putting people at a
very high risk of getting hurt. Records can also help managers and the safety committee to
determine whether there is an improvement in the safety and also observe previous incident repots
to find links between hazards and incidents.!
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Risk or Hazard Likelihood Consequence Risk Rating
Slip, Trips and Falls B 2 / 3 High
Food Poisioning or
Contamination
B 3 High
Gas Leak D 5 Extreme
Theft and Robbery A 2 High
Manual Handling C 3 High
Guest Behaviour/
Violence
B 4 Extreme
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16. Risk and Hazard
Management and Control
What is it?
Risk and hazard management involves predicting future risks that could occur at an event and
what strategies should be put in place to manage them, controlling risks involves how these
strategies would be used to control the risk before and if it occurs.
Risks can be controlled through their identification and the use of tools such as risk management
tables, risk action plans and policies and procedures. Team meetings with contractors, staff and
appropriate work committees can help in the risk identification, management and control
process.
Risk Management aims to protect the 4 P’s of a company.
1. People
2. Property
3. Productivity
4. Profits
Who is involved and responsible?
• Ivana Events
• Event Manager (co-ordinate site inspection with Operations and Logistics Manager)
• Operations and Logistics Manager (ensure procedures, policies and licences are up to
date)
• Assistant Event Manager
• Creative Manager (use of safe creative materials)
• First Aid Certified member of staff.
• Certified Fire and Evacuation Warden.
• Contractors are responsible for ensuring that their methods, practices and equipment are
fire safe and maintained to prevent risks and injuries.
• Work Health and Safety Committee.
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17. Risk and Hazard
Management and Control
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• NSW Work Cover.
• William Blue College of Hospitality management (must ensure that all of the equipment
used is fire safe and their evacuation procedures are up to date).
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Processes and Risk Identification.
• Site inspections must be held to identify any risks, calculate their risk rating and put in
place any risk control and elimination methods that are required.
How to assess the level of risk.
The level of risk that is posed by a hazard can be assessed through the use of risk management
tables and matrixes.
As the title states, the likelihood matrix is used to assess the likelihood of a risky or hazardous
event occurring. The likelihood matrix works in descending order, with Almost Certain being
most likely to occur and Rare being least likely to occur.
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18. Risk and Hazard
Management and Control
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The Consequence Matrix is used to assess the consequence of an event. The consequence can be
measured by injuries, financial impact and operational impact. The severity of the consequence
descends from level 1 which is the least severe level to level 5 which is the most severe level.
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The Level of Risk Matrix is used to determine the level of consequence of a risk or hazard. To
determine this level you must use the rating from the likelihood matrix and consequence matrix
and then match them up on the table. The higher the consequence of the risk, the higher the
level of risk will be.
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19. Risk and Hazard
Management and Control
The level of risk table #2 explains what the outcomes of each risk level may be.
Risk action plans, identify a risk and propose actions and contingencies to control the risk.
RISK ACTION PLAN
Risk Action Plan Table
Item
Risk
Location/Function
Summary (Recommended response and
impact)
1) Proposed Actions
2) Resource Requirements
3) Responsibilities
4) Timing
5) Reporting/Monitoring
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20. Risk and Hazard
Management and Control
Risk Hierarchy
The risk hierarchy is a system used by many industries around the world, its purpose is to
eliminate risks and hazards in the work place, and to make work environments safer for
employees, contractors and visitors. The 6 steps in the risk hierarchy are listed in
decreasing effectiveness and are used to control the risk after it has been rated using risk
matrixes. !
1. Eliminate – If possible, eliminate the hazard which in turn eliminates the risk
posed by the hazard.
2. Substitute – If the hazard cannot be eliminated, substitute the hazard with a
hazard of a lower risk rating. E.g. Use half the amount of tea lights on the tables
to halve the fire risk posed by using the full amount.
3. Isolate – If possible isolate the hazard, this reduces the risk posed to those who
may be near it.
4. Engineering – Where possible, reduce the hazard by assessing the engineering of
the hazardous environment. E.g can lighter more flexible tables be used instead
of large ones?, Can the tea cups be placed on a moveable or low shelf to prevent
strain from over-reaching?.
5. Administration – Minimise risks that can be handled through the use of
administrative tasks, workplace practices may need to be completely changed if
necessary. E.g, rotate the roster to prevent over exertion and stress, provide
policies that will reduce the risk of work health and safety related injuries, if
staff are inexperience provide training manuals for them.
6. Personal Protective Equipment – Provide Personal Protective Equipment (PPE) to
reduce the risk of injury caused by work place practices. E.g Cleaners who come
in to contact with chemicals may suffer chemical burns, chefs not wearing fire
resistant clothing may burn themselves.
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21. Management of Residual Risk
Residual risk
A residual risk is the danger still posed by a risk or hazard, even after all possible control
and safety measures have been put in place. Residual risks must be closely monitored to
make sure that they do not escalate any further and potentially injure somebody.
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22. Documentation of Risk
Risk Document Checklist
Risk Document Checklist
Incident Form
(Appendix 9)
When incident occur in your event, this form will be used in
order to report to event manager and keep it in document. To
be more specific, this form will provide you information about
the reason why, who and how the incident happen in detail.
Through this form, you can learn from experience and help the
next event stay away from the old risk.
Site
Contact(Appendix
10)
Before holding your event, you should have a venue inspection
and site contact checklist. This checklist will help you to identify
hazards such as electrical hazards, trip and fall hazards and
decide the control methods.
OHS Checklist
(Appendix 11)
This document is designed to assist event manager in their risk
management. Besides checking all the risk, staff briefing,
volunteer briefing, venue checking, parking area, electrical,
housekeeping and fire emergency checklist are also required in
this document. It also helps you to monitor all the risk and
identify which risks or stuffs need to be paid attention in and the
duty of care.
Kitchen Safety
Inspection
Checklist
(Appendix 12)
Ensure that the kitchen have suitable conditions for cooking
and serving food for your event. This checklist will remain your
staff safety procedures during the cooking time, check all
protection and prevention equipment, it also helps you to
immediately determine kitchen risk such as broken or not
appropriate equipment.
Risk Register
(Appendix 13)
From risk register document, it will outline the risk that more
related to your event. It is combined how that risk can happen,
consequence, likelihood, existing controls and level of risk as
well as risk priority. This document will be work together with
risk treatment schedule and plan.
Risk Treatment
Schedule and
Plan(Appendix
14)
Different from the risk register, a risk treatment schedule and
plan will help work through the treatment decision, risk rating
AFTER/BEFORE treatment. Besides that, this document also
outlines person who will be responsible for implementation,
time for fixing and how it will be monitored. Finally, this record
will be submitted to event manager as well as the supplier.
Risk Action
Plan(Appendix
15)
This document is planned for outline risk that has been
occurred in your event and reports it to your event manager. In
this table, event manager will be covered information about
how and reason why the risk is happens as well as decide
responsibility and methods to fix the risk.
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23. Documentation of Risk
Suggested Risk
Control(Appendix
16)
You need to design a suggested risk controls document that is
cover some common risk may happen in your event. Hence,
you can minimize your risk and outline how to control method
so that when the risk is happen you can immediately take it
under control. Ensure that, all your staff must go through this
checklist and stay away from mistake.
Emergency
Procedures
(FIRE, MEDICAL,
EVACUATION
, BOMB THREAT,
SECURITY)
(Appendix 17)
Emergency procedures is used when a serious, unexpected
and often dangerous situation that requires immediate action.
These emergency procedures will summary fire control,
evacuation plan, medical treatment, bomb threat and security.
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30. Bibliography
Bibliography
Evacuation Procedure. (2013). Northpoint Health and Safety. Available:
think.plone.androgogic.com.au/mc/apm/docs/
Northpoint_Health_and_Safety_Evacuation_Procedure_and_OHS.pdf. Last accessed 5th August
2014.!
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Australian Government. (2013). Reasonably Practicable. Available: http://
www.worksafe.act.gov.au/page/view/1247. Last accessed 5th August 2014.!
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Planner World. (2012). Risk Management Case Study. Available: http://
plannerworld.blogspot.com.au/2012/08/risk-management-case-study-highland.html. Last accessed
5th August 2014.!
!
(https://think.blackboard.com/bbcswebdav/pid-671744-dt-content-rid-686095_1/institution/Business
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4.%20Resources/Week%2002/SITRME14%20Week%202.pdf)"
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SITRME14%20Week%202.pdf
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Hazard., Posure To A, Owner: Whs Unit, and U. Hazard Identification, Risk Assessment and
Control Procedure 1. Purpose Sun 10th Aug: n. pag. Web.
http://www.uws.edu.au/__data/assets/pdf_file/
0020/12917/12917_Hazard_Identification,_Risk_Assessment_and_control_Procedure.pdf
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All sheets obtained in class were overlooked for this assignment as help and guidance.
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A site inspection of the venue was also taken to help visualise the venue space and point out the
risks
