Shire of Cocos (Keeling) Islands - Event Safety & Planning Checklist - Legal Obligations, Planning and Preparation

Sep 12, 2026

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Event Safety & Planning Checklist for the Shire of Cocos (Keeling) Islands outlines legal duties for event organisers under the WH&S Act, emphasizing duty of care, risk exposure prevention, and public safety. It covers consultation with stakeholders including volunteers, service and contract providers, emergency services, facilities management, security, transport providers, regulators, and attendees. The checklist supports proactive planning through systematic identification, assessment, and control of safety risks, and requires completed signed checklists and risk control plans to be submitted at least 14 days prior to authorisation.

LanguageEnglish

CategoryForms

FormatPDF

Pages18

Reading Time6 min

AccessFree to download

Legal obligations, planning and preparation

Consultation with stakeholders

Event details

Event organiser details

Key event contacts

Other key contacts

Event task list

Event run sheet

Event costs

Signage/event marketing

Public liability insurance

Shire of Cocos (Keeling) Islands EVENT SAFETY & PLANNING CHECKLIST LEGAL OBLIGATIONS, PLANNING AND PREPARATION Event organisers have a duty of care under the WH & S Act to provide a safe working environment and to ensure public safety. Under this legislation, event organisers must ensure that people are not exposed to risks to their health and safety. CONSULTATION WITH STAKEHOLDERS Stakeholders in any event include: event organisers; volunteers, service and contract providers e.g.: catering, amusement device owners /operators; emergency services; Shire Facilities Management (re: services, maintenance, rubbish/waste removal and cleaning, space bookings, parking and vehicle movements); Security, transport providers; external regulators (Australian Federal Police, LINX, Indian Ocean Territories Administration etc and the general public who attend the event. Proactive planning by event organisers means nothing should be left to chance. Using a systematic process of identification, assessment and control, relevant safety risks can eliminate or minimise the risk of untoward outcome for the event and the organiser. Planning the event, it is important to remember that each event is different; from the type and number of people attending, to the nature of the event. Good planning means being prepared well in advance and ensuring that safety is a priority throughout the event, including initial pre-event set up ( bump in) and dismantle (bump out) . These Event Safety and Administrative Checklists will provide a guide to many of the issues tobe considered when organising your event. Depending on the nature of your event some of these issues may require more detailed assessment and provision of information to the Shire of Cocos (Keeling) Islands Executive Management prior to going ahead. The completed and signed checklists with additional risk control plans must be provided to the Shire at least 14 days prior to the event to allow sufficient time for review and authorisation. Event Details | Event Name: | | | | --- | --- | --- | | Event Description | | | | Campus: | | | | Proposed Venue or Location (description) | | | | Location Address: | | | | Proposed Event Date/s: | From: | To: | | | | | | Estimated attendance: | | | | Total Attendance (multi-day events): | | | Event Organiser Details | Group: | | | | | --- | --- | --- | --- | | Address: | | | | | Main Contact Person: | | | | | Position: | | | | | Phone: | | Fax: | | | Mobile | | Email | | Key Event Contacts Complete with all relevant contacts-internal and external | Name | Role | Responsibility | Contact details | | --- | --- | --- | --- | | | Event Manager ( if different from above) | Overall responsibility for event | | | | Health & Safety | Risk assessments, legal compliance, fire points, site inspections | | | | | | | | | | | | Other Key Contacts Suppliers E.g.: marquees, catering etc | Organisation | Contact name | Service | Contact details | Notes | | --- | --- | --- | --- | --- | | | | | | | | | | | | | | | | | | | Authorities (fire, police, first aid etc) | Organisation | Contact name | Service | Contact details | Notes | | --- | --- | --- | --- | --- | | | | | | | | | | | | | | | | | | | | | | | | | Artists / Entertainment | Organisation | Contact name | Service | Contact details | Notes | | --- | --- | --- | --- | --- | | | | | | | | | | | | | | | | | | | Venue Contact Details-Internal and External Venues | Name: | Email: | | --- | --- | | Phone: | Mobile: | | Venue Contact Date | Venue contact method: | | Venue Paperwork sent: | Venue hire response: | | Additional requirements/negotiations: | | Event Task List Production Schedule event: PRIOR TO EVENT DAY | Date | Task | Start | Finish | Resources/ who | Notes | In Hand | Complete | | --- | --- | --- | --- | --- | --- | --- | --- | | | | | | | | | | | | |

FAQs

What legal duty of care do event organisers have under the WH&S Act?

Event organisers must provide a safe working environment and ensure public safety. They must also ensure people are not exposed to risks to health and safety.

Who are included as stakeholders in an event planning checklist?

Stakeholders include event organisers and volunteers, service and contract providers (e.g., catering and amusement operators), emergency services, Shire Facilities Management, security and transport providers, external regulators, and the general public attending the event.

When must completed and signed checklists and risk control plans be submitted to the Shire?

They must be provided to the Shire at least 14 days prior to the event to allow sufficient time for review and authorisation.

Sep 12, 2026

Upload by Adam