While planning an event, it's important to consider all hazards and to assess the risk of each hazard causing harm.
The onus is on you as the event organiser to identify, assess and document what hazards might be present and under your control during the overall delivery of your event. This includes what risks this might present to workers, participants and attendees.
What Does an Event Safety Plan Look Like?
If the Council requires documented health and safety planning this will typically be through the booking approval process for Council-owned public open space. The Greenspace Operations Team is available to provide advice if required. Under the Health and Safety Work Act, you as the event organiser have a duty of care to ensure that no one is harmed as a result of your event. The Council is responsible for ensuring you have a plan in place that shows you understand and are prepared to manage the risks (what could go wrong) and hazards (what could create risk) associated with the planning and delivery of your event.
Event health and safety planning must;
- Be specific to the event i.e. not a generic plan;
- Take into consideration all event participants and spectators, event staff, activity provider employees/ contractors/ subcontractors, and volunteers at your event (event stakeholders); and
- Be kept updated as and when new hazards and the control of those hazards have been identified (before, during and after your event).
The section below is to help you identify factors that might trigger a risk (e.g. event activities, services and equipment) which should be considered and included in your health and safety plan.
Please note this is not an exhaustive list, however, common triggers (hazards) include
BYO events are only permitted for private events where a family occasion is celebrated in a hired venue and guests bring their own alcohol or the host supplies it for free. A good host form will be required to be completed.
For any other variations of BYO at hired venues please contact Customer Services on 0800 965 468.
If you are selling tickets for your event and supplying alcohol, you will need a special alcohol licence. You will need to apply at least 20 working days before your event. See apply for a special licence for more information. If you are still unsure, phone us on 0800 965 468 and ask to speak to our Alcohol Licensing team. The cost will vary depending on what type of licence you are applying for, how many people and how often you are having the event.
If your event involves animals, or you think that the presence of animals could be a hazard (e.g. dogs) you will need to think about how you will manage this.
Using a bouncy castle inside a community facility is dependent upon the venue and the size/set up of the bouncy castle. Feel free to call 0800 965 468 to find out more about this.
All mechanical devices used at the event need to hold WorkSafe certification and obtain a licence to operate from Council. Land-borne inflatables (bouncy castles etc.) will operate in accordance with the WorkSafe land-borne inflatable device operating requirements.
Where required, Council should be provided with appropriate health and safety documentation for relevant amusement devices.
Where the presence of children/vulnerable persons is involved you should be able to demonstrate how this will be managed and by who.
Wherever crowds of people converge at one location a number of hazardous situations can be created. You must detail how the movement and behaviour of people on site will be managed.
The Civil Aviation Authority (CAA) regulates civil aviation in New Zealand, and sets the rules around the use of remotely piloted aircraft systems: unmanned aerial vehicles (UAV), unmanned aerial systems (UAS), model aircraft and drones .
CAA rules state that drones must always be flown within sight of the naked eye – not through binoculars or a smartphone – and not fly within 4 kilometres of any airport or above special use airspace, such as a military base, without authorisation.
Rules require people to obtain approval from the land owner or the occupier of the land you want to fly over. In Waimakariri we have 11 approved parks where consent is granted without the need for an application. These approved parks and more information, can be found in the policy: Flying Remotely Controlled Aircraft (Drones) on Council Parks. You need to approach the Council for permission if you wish to fly over any other Council property and they will be able to outline the requirements.
A number of hazards are associated with the storage, preparation and consumption of food.
If you are selling food please note, all food stall operators must comply with the Food Act 2014 and hold a current certificate of registration issued either by the Ministry for Primary Industries or a Local Council. Please contact the Waimakariri District Council Environmental Services Unit on 0800 965 468 for further information.
It is the event organiser’s responsibility to meet all relevant requirements for the use of any pyrotechnics display. Pyrotechnics (which include fireworks) are a class 1 category G hazardous substance. Copies of applicable approved handler licenses, approvals, evidence of notifications to relevant authorities must be included in your plan.
The fire risk associated with the use of pyrotechnics and how you will manage this risk must also be detailed in the risk management section of your event plan.
All equipment and tools are to have a current electrical tag. All electrical equipment should be given a visual ‘once-over’ for any obvious defects (fraying, exposed wires etc.) and if there are any defects it should not be used.
Power points in some areas are not for general use (dressing room and green room power points are fine to plug phone chargers etc. into).
It is the responsibility of the event organiser to ensure that prior to any ground penetration during the event, pack-in and pack-out, that underground services such as electrical cables, gas lines and water pipes have been properly located.
Some reserves have power lines, or irrigation running underground and may require sand bags to be used rather than pegs in the ground. It is the responsibility of the event organiser to ensure that prior to any ground penetration (e.g. tent pegs during the event or pack-in and pack-out that may penetrate the ground) that underground services such as electrical cables, gas lines, water pipes have been properly located. See ‘Before You Dig’ to locate services.
Gazebo use needs to be referenced in your reserve booking and Health and Safety Plan.
No open fires, naked flame barbecues or spits are to be used inside any venue without prior written permission from the Waimakariri District Council.
If gas is to be involved, e.g. to provide cooking or BBQ facilities then you are responsible for ensuring a procedure is in place to manage the use of gas. It is not acceptable to just state that you have passed on guidelines to vendors. You must demonstrate that you understand your responsibilities and how you will manage safe use in your event.
No open fires, smoke machines, naked flame barbecues or spits are to be used inside any venue without prior written permission from the Waimakariri District Council.
When naked flames are used at your event, you will need to include how you will manage a fire in your risk management plan. You must also consider the health effects of smoke on event goers and performers, neighbouring residents etc.
As well as acute occupational exposure leading to the noise induced hearing loss of event stakeholders and event goers, the risk of environmental noise must be managed i.e. how the noise from your event may affect local residents or businesses. Your planning should describe noise elements and address any hazards these may incur.
A security procedure needs to be in place that clearly outlines how security issues at the event are going to be addressed
Wind and rain contingencies need to be considered for all stages of your event, as the impacts will be different.
No smoke machines are to be used inside any venue without prior written permission from the Waimakariri District Council.
When using smoke and fog machines or strobe lighting as part of your event, you will need to reference the manufacturer’s instructions when identifying risk control measures as part of your risk assessment i.e. demonstrate you understand the risks associated with their use and have measures in place to manage this.
Traffic management plans are required when your event effects traffic, including carparks and footpaths. The traffic management plan (TMP) and any road closures for the event need to be approved by WDC. If road closures are required, the TMP is required 8 weeks prior to the event.
All vehicles used as part of your event must be road worthy and have a current warrant of fitness. Registration is required if a vehicle is used on public roads (including beaches).
Parade floats, trailers and associated vehicular attachments must be certified for the purpose intended. They must be road worthy, take into account the imposed loads, potential risks of moving parts and falls from height.
You need to consider how you will maintain segregation of people and moving vehicles, and how you manage movement of vehicles in and around your site as a hazard.
Waste needs to be managed during and after the event. For large events you will need to identify how event waste will be managed and reference this. You can order additional bins or toilet cleans on your booking form or contact office@wmk.govt.nz to arrange.
Events on or near water present significant risk and will need to be closely managed. At minimum you will need to address water hazards within your risk control plan. If it's a water-based event where there are likely to be multiple water-specific hazards and special arrangements in place, you may wish to create an on-water section within your event operations plan, developed in consultation with services supporting water safety.