Product Overview

Summary: This Zoo Event Coordination Safe Operating Procedure provides a clear, WHS-focused framework for planning and delivering events within a zoo environment. It balances visitor experience, animal welfare and staff safety, ensuring every event is executed in line with Australian safety, biosecurity and public liability requirements.

Zoo-based events present a unique mix of operational challenges: large crowds, close proximity to animals, complex site layouts, food and beverage services, temporary structures and often after-hours access. This Zoo Event Coordination SOP sets out a structured, repeatable process for planning, approving and delivering events that protect people, animals and assets while complying with Australian WHS and animal welfare obligations. It guides users through the full event lifecycle, from initial concept and risk assessment to on-the-day coordination, incident response and event debrief.

The procedure helps organisations manage the heightened risks that come with night tours, corporate functions, school groups, festivals, weddings, animal encounters and community events held on zoo grounds. It clarifies roles and responsibilities across operations, animal care, security, catering, contractors and volunteers, and embeds hazard identification, crowd management, emergency planning and communication protocols into every event. By adopting this SOP, zoos and wildlife parks can demonstrate due diligence, reduce the likelihood of incidents, safeguard animal welfare and deliver consistently safe and memorable visitor experiences.

Key Benefits

• Ensure all zoo events are planned and delivered in line with Australian WHS, animal welfare and public safety requirements.
• Reduce the risk of incidents involving visitors, staff, contractors and animals through structured risk assessment and control measures.
• Streamline communication and coordination between events, operations, animal care, security and external vendors.
• Standardise event approval, documentation and record-keeping to demonstrate due diligence to regulators and insurers.
• Enhance visitor experience and reputation by minimising disruptions, confusion and safety-related event cancellations.

Who is this for?

• Zoo Operations Managers
• Events and Functions Coordinators
• Visitor Experience Managers
• WHS and Risk Managers
• Animal Welfare Officers
• Security Supervisors
• Facilities and Grounds Supervisors
• Volunteer Coordinators
• Contractor and Vendor Managers

Hazards Addressed

• Crowd management risks including congestion, queuing issues and crushing hazards at entrances, exhibits and food outlets
• Slips, trips and falls on uneven paths, wet surfaces, temporary cables and event infrastructure
• Animal-related risks such as bites, scratches, stress responses, escape attempts and zoonotic disease exposure during or around events
• Heat stress, sun exposure and adverse weather impacts on visitors, staff and animals during outdoor events
• Emergency situations including fire, severe weather, medical emergencies, lost children and security threats during high-attendance events
• Manual handling risks associated with setting up and dismantling event equipment, marquees, staging and furniture
• Electrical hazards from temporary power, lighting, audio-visual equipment and generators
• Food safety and hygiene risks associated with catering, mobile food vendors and pop-up bars
• Vehicle and plant movement risks involving delivery vehicles, golf carts, forklifts and service vehicles operating near pedestrians
• Noise and lighting impacts on animal welfare from amplified sound, fireworks, special effects or night-time lighting

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Event Types (day events, night events, private functions, school groups, festivals)
• 3.0 Roles and Responsibilities (Events, Operations, WHS, Animal Care, Security, Contractors)
• 4.0 Event Planning and Approval Workflow
• 5.0 Pre-Event Risk Assessment and Site Inspection
• 6.0 Animal Welfare and Behavioural Considerations for Events
• 7.0 Crowd Management, Access and Egress Planning
• 8.0 Traffic, Parking and Vehicle Movement Controls
• 9.0 Temporary Structures, Electrical and Technical Equipment Requirements
• 10.0 Catering, Food Safety and Alcohol Management
• 11.0 Communication Protocols and Briefings (staff, contractors, volunteers)
• 12.0 Personal Protective Equipment (PPE) and Uniform Requirements
• 13.0 Emergency Management, Evacuation and First Aid Arrangements
• 14.0 Incident Reporting, Near Misses and Escalation Procedures
• 15.0 Event Run Sheet, Checklists and On-the-Day Coordination
• 16.0 Post-Event Pack Down, Site Inspection and Waste Management
• 17.0 Event Review, Debrief and Continuous Improvement
• 18.0 Document Control, Records and Version Management

Legislation & References

• Work Health and Safety Act 2011 (Cth) and corresponding state and territory WHS Acts and Regulations
• Safe Work Australia – How to Manage Work Health and Safety Risks: Code of Practice
• Safe Work Australia – Managing the Work Environment and Facilities: Code of Practice
• Safe Work Australia – Managing the Risks of Plant in the Workplace: Code of Practice
• AS/NZS ISO 31000:2018 Risk management – Guidelines
• AS 3745:2010 Planning for emergencies in facilities
• AS/NZS 1170.2:2021 Structural design actions – Wind actions (for temporary structures and marquees)
• Food Standards Australia New Zealand (FSANZ) – Australia New Zealand Food Standards Code (for event catering)
• Relevant state/territory animal welfare legislation and zoo licensing requirements