Health & Safety Plans

Why a Health and Safety Plan is important

All event organisers have a duty of care under the Health and Safety at Work Act 2015 to ensure the safety of workers, volunteers, contractors, subcontractors and attendees.

A formal Health and Safety Plan helps you:

  • Identify and manage risks
  • Demonstrate due diligence
  • Coordinate responsibilities across teams
  • Minimise the chance of injury, illness, or legal action

It’s often required by:

  • Hutt City Council for event approvals
  • Venue owners and emergency services
  • Insurance providers

What a Health and Safety Plan should include - following provides an example of H&S Plan content

Event Overview

  • Event name: Hutt Sounds Festival 2025
  • Date and time: 12–13 April 2025, 12pm–10pm
  • Location: Riddiford Garden, Lower Hutt
  • Organiser: Hutt Events Ltd
  • Expected attendance: 2,000 people

Health and Safety Responsibilities

Person/Role

Responsibility

Jane Doe – Event Manager

Overall H&S compliance and incident reporting

Mary Lee – First Aid Lead

First aid coordination and medical response

John Smith – Site Manager

Risk assessment and contractor management

Risk Management

Activity/Area

Potential Risk

Controls/Preventive Measures

Marquees

High winds

Use a minimum of 15kg weights on each leg

Food stalls

Burns, gas leaks

Safety training, fire extinguishers

Crowd control

Overcrowding

Trained security, fenced perimeters

Wet weather

Slips, electrical faults

Non-slip mats, weatherproof cables

Emergency Procedures

  • Evacuation plan: Muster point near Laings Road car park
  • Communication: Radios and mobile phones, loudspeakers for public address
  • Emergency services: Pre-notified, onsite access plan provided
  • First aid: Appointed First aider on site, AED available

Contractor and Vendor Management

  • All contractors must provide:
    • Site-specific safety plans
    • Public liability insurance
    • Hazard registers and safe work method statements

COVID-19 or Public Health Provisions (if applicable)

  • Hand sanitiser stations
  • Contact tracing capability
  • Illness protocols for staff and volunteers

Site Plan (Attach)

  • Clearly mark:
    • Entrances/exits
    • First aid points
    • Fire extinguisher locations
    • Hazard zones (e.g. electrical, food preparation)

Tips for Organisers

  • Tailor the plan based on event size and risk profile.
  • Share the plan with all team members and brief them before the event.
  • Update the plan if any event details change.
  • Keep a printed and digital copy accessible during the event.