Product Overview

Summary: This Event Setup Safe Operating Procedure provides a clear, step-by-step framework for safely planning, installing and dismantling event infrastructure in Australian workplaces and venues. It helps your team manage WHS risks, coordinate contractors and meet local council and venue requirements while delivering professional, on-time event setups.

Event setup work often happens under tight timeframes, in shared public spaces, and with multiple contractors operating side by side. Without a structured procedure, it is easy for critical safety steps to be missed, cables to become trip hazards, emergency exits to be blocked or temporary structures to be installed incorrectly. This Event Setup Safe Operating Procedure provides a practical, WHS-aligned framework that guides your team from pre-planning and bump-in through to handover and bump-out, ensuring every event is set up safely, consistently and professionally.

Designed for Australian venues, production companies, councils and in-house corporate event teams, this SOP outlines how to assess the site, manage vehicle movements, control temporary electrical risks, and coordinate suppliers such as staging, AV, catering and furniture hire. It clarifies responsibilities, embeds risk assessment and permits into your workflow, and provides clear checklists and sign-off points so supervisors can demonstrate due diligence. By implementing this SOP, you reduce the likelihood of injuries, property damage and last-minute chaos, while protecting your brand and meeting your obligations under Australian WHS legislation.

Key Benefits

• Ensure event setups comply with Australian WHS legislation, venue rules and local council requirements.
• Reduce the risk of injuries from manual handling, trip hazards, temporary structures and electrical equipment during bump-in and bump-out.
• Streamline coordination between event staff, contractors and venue management with clearly defined roles and communication protocols.
• Standardise event setup processes across different sites and teams, improving consistency, efficiency and professionalism.
• Provide documented evidence of risk management, inspections and approvals to support incident investigations and regulatory enquiries.

Who is this for?

• Event Managers
• Venue Managers
• WHS Managers
• Site Supervisors
• Production Managers
• Event Coordinators
• Operations Managers
• Facilities Managers
• Safety Officers
• Staging and AV Team Leaders

Hazards Addressed

• Slips, trips and falls from cables, uneven surfaces and poorly placed equipment
• Manual handling injuries from lifting, carrying and positioning staging, furniture and AV equipment
• Electrical hazards from temporary power, leads, power boards and lighting rigs
• Falls from height during installation of banners, lighting, truss and decorations
• Vehicle and mobile plant interactions during deliveries and bump-in/bump-out
• Structural failure of temporary stages, marquees and display structures
• Crowd and public interface risks during setup in shared or open venues
• Fire risks from overloaded circuits, blocked exits and improper placement of equipment
• Noise exposure during sound checks and equipment testing

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Event Types
• 3.0 Roles, Responsibilities and Competency Requirements
• 4.0 Pre-Event Planning and Risk Assessment
• 5.0 Site Inspection and Layout Planning
• 6.0 Contractor and Supplier Coordination
• 7.0 Traffic Management and Delivery Controls
• 8.0 Manual Handling and Use of Mechanical Aids
• 9.0 Temporary Electrical Supply and Lighting Setup
• 10.0 Staging, Structures, Marquees and Rigging Requirements
• 11.0 Housekeeping, Cables and Trip Hazard Controls
• 12.0 Working at Height and Fall Prevention
• 13.0 Public Interface and Crowd Safety During Setup
• 14.0 Emergency Access, Egress and Fire Safety Checks
• 15.0 Pre-Event Safety Inspection and Handover Checklist
• 16.0 Bump-Out (Pack Down) Procedure
• 17.0 Incident Reporting and Corrective Actions
• 18.0 Document Control, Training and Review

Legislation & References

• Work Health and Safety Act 2011 (Cth and relevant state/territory variants)
• Work Health and Safety Regulations 2011 (Cth and relevant state/territory variants)
• Safe Work Australia – Model Code of Practice: Managing Risks of Plant in the Workplace
• Safe Work Australia – Model Code of Practice: Hazardous Manual Tasks
• Safe Work Australia – Model Code of Practice: Managing Electrical Risks in the Workplace
• Safe Work Australia – Model Code of Practice: Managing the Work Environment and Facilities
• AS/NZS 3760: In-service safety inspection and testing of electrical equipment
• AS/NZS 1170.2: Structural design actions – Wind actions (relevant to temporary structures and marquees)
• AS/NZS 3012: Electrical installations – Construction and demolition sites (applicable to temporary event power setups)
• AS/NZS 1891 series: Industrial fall-arrest systems and devices