Insurance and Risk Management

Public Liability Insurance

Event organisers must have a public liability insurance policy underwritten by an insurance broker/company authorised to conduct insurance business in Australia. A Certificate of Currency must be provided to Council’s Events team with your application, showing that the proposed event is fully covered to the amount of $20 million.

Event organisers are encouraged to obtain copies of current certificates of currency from subcontractors providing event services (e.g. performers, marquee hire, fireworks).

All food and drink vendors will also be required to provide a copy of their certificate of currency and will not be accepted without current public liability insurance.

Risk Management

All events carry risk. Organisers must undertake a risk assessment, identifying potential risks and outlining appropriate control measures.

Potential risks include:

  • equipment failure
  • lost children
  • major injury or incident
  • severe weather
  • overcrowding in car parks
  • marque pegs and thoroughfares
  • moving vehicles

Risks should be monitored and managed throughout an event and you should keep records for legal reasons. You must provide us with a copy of your risk assessment before your event.

Total Fire Ban

During a total fire ban, restrictions apply to activities such as fireworks and open fires. Check conditions via NSW Rural Fire Service: www.rfs.nsw.gov.au or 1800 679 737.

Safety and Security

Security requirements depend on event size and risk. Develop a plan with your provider covering roles such as crowd management, asset protection, lost children and confiscated items. For smaller events, marshals may be suitable—discuss with the Events Team.

The event organiser must be readily contactable throughout the event planning, staging and evaluation process.

Security and Terrorism

Large or high-profile events must address security and counter-terrorism considerations with the Events Team and Police. Refer to www.nationalsecurity.gov.au.

Working with Local Police

Police may be involved in planning and delivery. Larger or complex events may also require Ambulance, Fire, SES and RFS, and an emergency response plan developed in consultation with these agencies.

First Aid

A first aid plan is required, outlining how incidents will be managed. Use qualified providers, ensure appropriate facilities, and allow space for emergency vehicles on your site plan. It's recommended you provide details of the first aid facilities and qualified first aid attendants you will supply. Larger events may require a first aid tent or dedicated area. First aid areas must be signposted, correctly staffed and equipped.

Evacuation Plan

Include evacuation routes, assembly points and emergency access, how patrons will be notified, and who is responsible. Align with crowd management plans.

Weather Contingency Plan

Outdoor events must plan for weather impacts. Monitor forecasts via www.bom.gov.au and include contingencies. Refunds or credits are not provided for weather-related cancellations.

More information on your first aid obligations under the Workplace Health and Safety Act can be found on: www.safework.nsw.gov.au

Work Health and Safety Act 2011: www.legislation.nsw.gov.au
Emergency Management: www.emergency.nsw.gov.au
Fire Safety Guidelines: www.fire.nsw.gov.au
Gas Cylinders and Safety Regulations: www.fire.nsw.gov.au 
Fireworks and Pyrotechnics: www.safework.nsw.gov.au 
Bowral Fire Station: 02 4824 7234 
Mittagong Fire Station: 02 4824 7278
Moss Vale Fire Station: 02 4824 7285 
Bundanoon Fire Station: 02 4824 7242 
Ambulance NSW: www.ambulance.nsw.gov.au
Bowral Hospital Ambulance: 02 4861 0200 
NSW Police: www.police.nsw.gov.au 
Southern Highlands Police: 02 4869 7899
NSW State Emergency Service (SES): 132 500
Southern Highlands RFS: 02 4868 5500
Endeavour Energy: 131 003

Emergency Management and Response Plan

If events must have a written Emergency Response Plan (ERP), including a plan for the safe evacuation of attendees. Emergency services will assume control of the situation when they arrive on site. ERPs for major and high-risk events should be developed in consultation with emergency services.

Your Emergency Response Plan should include:

Site Plan details to include:
  • grid plan of the venue and all services
  • assembly areas
  • vehicle access for emergency vehicles and
  • evacuation routes for the public
  • location of on-site emergency services, if applicable
  •  first aid and ambulance areas.
Documentation to include:
  • the names and contact details of staff who will authorise and manage evacuation procedures
  • how the event will be interrupted and people notified in the event of an emergency
  • arrangements for on-site emergencies that do not require outside assistance
  • arrangements to pass control to police and emergency services as required
  • minor first aid incidents, security to manage containable incidents
  • details of hospitals prepared for a major incident
  • details of security arrangements
  • details of recovery arrangements
  • how major incidents will be notified to SafeWork NSW.
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