Event Safety

Ensure you have a current Public Liability Insurance policy with a minimum cover of $20 million. Submit a valid certificate at the time of application. In addition, consider securing the following insurances, as the Council may request them at its discretion:

• Public liability insurance of subcontractors
• Volunteers’ insurance
• Workers compensation insurance
• Return to work registration
• Professional Indemnity insurance

A Risk Management Plan identifies hazards, assesses risks, implements controls and monitors outcomes to ensure a safe and successful event. As an event manager, you hold a duty of care to staff, volunteers and attendees; inadequate controls may expose you to personal liability. You must submit a Risk Management Plan with every application (large-scale events require an Emergency Evacuation Plan). Your plan should follow the ISO 31000 framework—identify hazards, analyse and evaluate risks, select and implement treatments, then review performance to protect participants.

To report any serious workplace accidents or incidents at your event, please contact SafeWork SA on 1800 777 209 (24-hour service) and also notify your Council contact.

Download our Risk Management Plan Guidelines & Template and contact our Events Team for assistance drafting your plan.

Sound is a vital component of your event's atmosphere, and its management is crucial to preserving community harmony. As you plan, make sound management integral to your event management plan. As an event organiser, you are responsible for checking the noise levels. You must distribute an event notification letter to the surrounding neighbourhood in the weeks leading up to your event about the event specifics to minimise inconvenience. Please review our guidelines on our Noise and Public Nuisance page.

Depending on the nature of your event, a formal noise management plan might be required. Please review our Noise Management Process Fact Sheet for guidance. Every event is unique, and if our noise management process seems challenging, our team is here to help. Sound management is not just about compliance; it’s about creating a balanced environment where vibrant event experiences coexist with the peace and well-being of the community.

All requests for road closures or traffic management related to the event must be included in the Event Application Form. A road closure can be partial (e.g., one lane closed), full, or rolling (such as marathons, fun runs, cycling events, parades, etc.). A copy of your Traffic Management Plan must be submitted to Council for consideration and approval.

Temporary road closures have specific operating times and conditions and will be implemented under legislative requirements under the Road Traffic Act 1961, special powers delegated to SAPOL, and/or the Local Government Act 1999. Road closures must be advertised under the Road Traffic Act.
Event organisers must engage a reputable external traffic management company to create a Traffic Guidance Scheme (TGS) or Traffic Management Plan (TMP). The TGS or TMP needs to be submitted via email to SAPOL Traffic Planning for review:

• 30 days for small/medium events (two weeks minimum)
• 60 days for major events

You will be required to employ trained and accredited traffic controllers to implement the Traffic Management Plan at the event and distribute an approved resident and business notification at least two weeks prior to the event. For guidance, download the Traffic Management & Vehicle Access template from our website.

Vehicle access is restricted to essential vehicles (e.g. operational vehicles, catering vans, food trucks) holding a valid Event Vehicle Permit. Permits must be requested in writing with your Event Application at least two weeks before your event. Once unloaded, vehicles must relocate to designated public parking; only permitted vehicles may remain on site and must display their permit at all times. Operators must adhere to Safe Work Australia’s Traffic Management Guide for Events to control vehicle–pedestrian interactions.

Vehicle movement on grassed or vulnerable surfaces (e.g., after rain) may incur additional restrictions.

The safety of our community and visitors is a priority for the City of Holdfast Bay. When planning your event, assess the expected attendance and any specific risks—such as alcohol service or hazardous activities—to determine if professional first aid services are necessary. Your risk management plan should outline these requirements and help identify potential hazards that warrant enhanced medical support. We recommend that first aid services be provided for large-scale events, high-risk activities, or whenever alcohol is served. First aid responders should have access to a clearly designated and easily accessible area of your event site. Engage reputable providers, such as St. John Ambulance or certified private providers, to ensure prompt and effective medical assistance at your event.

Security is a crucial component of any event, ensuring that your assets, attendees, and overall experience are protected. As an event organiser, you are responsible for assessing potential risks and determining the appropriate level of security based on your event’s size and nature. Engage with licensed security providers who can manage crowd control, monitor for theft or vandalism, and support emergency procedures. When alcohol is served, ensure that security personnel hold the necessary certifications for crowd management and responsible service of alcohol.

It is essential to integrate security planning into your overall risk management. Provide clear instructions to security teams regarding on-site roles, emergency protocols, and communication with SAPOL when necessary. By taking a proactive approach to security, you help create a safe environment that enhances both attendee confidence and the overall audience experience of your event.

We encourage all events to consider completing the SAPOL safety self-assessment tool for crowded places.

Public safety is always paramount, and it is vital that SA Police, SA Ambulance, and the Metropolitan Fire Service are notified of any large-scale or high-risk events taking place within the City of Holdfast Bay. In the planning phase of your event, you will also need to ensure that your site map accounts for the access and egress of emergency services.

Safework SA recommends that an event that has any of the following should submit a completed Public Event Assessment Checklist:

• Registered amusement devices.
• Dangerous goods over the licensable quantities.
• Fireworks.
• Large marquees (i.e. over 6m in length).
• Stages/grandstands (that requires scaffolding).

This guided self-assessment is designed for owner-operators of places of mass gathering and event organisers. The purpose of the assessment tool is to assist you in identifying the attractiveness of your location to a terrorist attack.