Make sure you understand your responsibilities in relation to risk management when planning and running an event.
Public liability insurance
At all times during their event, event organisers are required to have a current public liability policy of insurance. The policy must be in the legal name of the event organiser and cover all activities at the event to an amount of $20 million (minimum). The policy must cover the periods of setting up, staging and dismantling the event.
The public liability policy must cover all identified risks. Any conditions and exclusions must be approved by the City of Greater Geelong. The policy must extend cover to the City for claims for personal injury or property damage arising out of negligence of the event organiser.
Approval for your event cannot be granted until your Events Officer sights the certificate of currency and/or a copy of the insurance policy.
The certificate of currency stating the level of cover, period of cover and exclusion clauses must be provided to the City as part of your Event Application. A certificate of currency can be obtained from your public liability insurer or insurance broker.
Insurance indemnifying the City of Greater Geelong
All event organisers are required to complete and sign the City’s Form of Indemnity (as part of the event application form).
This means that you agree to indemnify, and to keep indemnified, the City of Greater Geelong, its servants and agents, and each of them from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever, which may be brought or made or claimed against them, or any of them, in connection with the event organiser’s performance, or purported performance, of its obligations under the Event Approval and be directly related to the negligent acts, errors or omission of the event organiser.
Read the Form of Indemnity carefully and use the legend at the bottom of the page to assist in completing the form correctly.
A Principal Indemnity endorsement should also form part of the events Public Liability Insurance Policy with ‘the interests of the Greater Geelong City Council as Principal is hereby noted’ in the certificate.
A risk assessment is a planning tool that records risks that could cause injury to the public, or damage to the asset (site). A risk assessment can also be used to identify potential risks such as financial loss or damage to the organiser’s reputation.
Throughout this Guide there are prompts to advise you when a specific element of the event has a risk that should be addressed and included in the risk assessment.
Who does a risk assessment?
No matter the nature or size of the event, you should be continuously assessing the event’s risks. A draft risk assessment must be submitted with your Event Application. A final risk assessment will need to be included with your Event Plan before final approval to stage the event can be granted.
During the event you should refer to the Risk Assessment to ensure that all of the controls have been implemented, and assess and manage any unforseen risks that may have arisen during the construction phase.
The risk assessment process
The City has developed a template to guide you through the risk assessment process.
You may choose to use a template of your own design, but please ensure the information matches our Risk Assessment Template.
Your Events Officer will provide you with the City’s template.