Product Overview

Summary: This Major Event Coordination Safe Operating Procedure provides a clear, end‑to‑end framework for planning and delivering safe, compliant and well‑run events in Australia. It brings WHS, crowd management, contractor control and emergency planning together into one practical document so your team can deliver major events confidently and consistently.

Major events in Australia – from music festivals and sporting fixtures to community celebrations and corporate activations – come with heightened safety, reputational and regulatory risks. This Major Event Coordination SOP sets out a structured, repeatable approach to planning, delivering and closing out events so that safety, compliance and guest experience are all managed in a controlled and professional way. It aligns operational planning with WHS obligations, local council requirements, licensing conditions and emergency services expectations.

The procedure walks your team through every stage of the event lifecycle: initial concept and risk assessment, stakeholder engagement, contractor and supplier management, site layout and traffic planning, crowd and security arrangements, emergency and medical response, and post‑event review. By standardising how your organisation coordinates major events, this SOP reduces reliance on individual experience, supports consistent decision‑making, and provides clear documentation to demonstrate due diligence under Australian WHS law. It is designed to be adaptable across different event types while still giving enough detail for frontline staff, supervisors and managers to understand exactly what is required of them.

Key Benefits

• Ensure major events are planned and delivered in line with Australian WHS legislation, council permits and licence conditions.
• Reduce the likelihood of crowd incidents, injuries and near misses through structured risk assessment and control measures.
• Streamline communication and coordination between event organisers, venue staff, contractors, security, and emergency services.
• Demonstrate due diligence and defensible decision‑making with clear documentation, checklists and sign‑off points.
• Improve attendee experience and event reputation by minimising disruption, confusion and safety‑related delays.

Who is this for?

• Event Managers
• Major Events Coordinators
• Venue Managers
• WHS Managers
• Safety Officers
• Operations Managers
• Local Government Events Officers
• Stadium and Arena Managers
• Festival Directors
• Security and Crowd Control Supervisors

Hazards Addressed

• Crowd crush, surging and uncontrolled queuing
• Slips, trips and falls due to temporary infrastructure, cables and uneven surfaces
• Traffic management risks involving vehicles, pedestrians and loading areas
• Adverse weather impacts on outdoor events (heat stress, storms, high winds)
• Temporary electrical supply and generator hazards
• Fire risks associated with staging, pyrotechnics and catering operations
• Alcohol‑related incidents and aggressive behaviour
• Inadequate emergency access, egress and evacuation routes
• Fatigue and extended working hours for event and security staff
• Contractor activities during bump‑in and bump‑out periods

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Event Classifications
• 3.0 Roles, Responsibilities and Delegations
• 4.0 Legislative and Regulatory Requirements
• 5.0 Event Risk Assessment and Approval Process
• 6.0 Stakeholder and Authority Engagement (Council, Police, Emergency Services)
• 7.0 Site Layout, Capacity and Crowd Management Planning
• 8.0 Traffic, Transport and Parking Management
• 9.0 Contractor, Supplier and Vendor Management
• 10.0 Security, Crowd Control and Alcohol Management
• 11.0 Emergency Management, Medical Services and Evacuation Procedures
• 12.0 Communications Plan (Internal, Public and Media)
• 13.0 Event Operations: Bump‑In, Live Event and Bump‑Out Procedures
• 14.0 WHS Controls, Inspections and Incident Reporting
• 15.0 Adverse Weather and Contingency Planning
• 16.0 Documentation, Checklists and Record Keeping
• 17.0 Post‑Event Debrief, Evaluation and Continuous Improvement

Legislation & References

• Work Health and Safety Act 2011 (Cth) and harmonised WHS Acts and Regulations in applicable states and territories
• Safe Work Australia – Event Safety guidance material and general risk management principles
• Safe Work Australia – How to Manage Work Health and Safety Risks: Code of Practice
• AS/NZS ISO 31000:2018 Risk management – Guidelines
• AS/NZS ISO 45001:2018 Occupational health and safety management systems – Requirements with guidance for use
• AS 3745:2010 Planning for emergencies in facilities
• Local council event guidelines and permit conditions (jurisdiction‑specific)
• Liquor licensing legislation and crowd control requirements (state and territory specific)