As an Event Organiser or Coordinator, you are responsible for ensuring the event is safely managed.
The following information supports you to manage your event safely:
Step 1 - For all University Events
Review the current permissions and restrictions for events and shared foods in your region based on the current level of COVID restrictions. Refer to the COVID-19 Operational Impact Scale for guidance
Step 2 - Choose the type of Event planned and implement the required COVID assessment:
|Event Type||COVID Assessment required||Comments|
Gatherings within the current COVID-Safety restrictions of your on-campus workplace
(e.g. staff morning tea, birthday celebration, staff welcome/send-off etc.)
No additional COVID assessment beyond the University COVID-Safety Plan being implemented in your workplace, which is a mandatory requirement for all occupied University spaces.
Adhere to all requirements of the UTAS COVID-Safety plan including maximum numbers, physical distancing, hand hygiene and health screening.
Information on how to implement a COVID Safety Plan refer to the COVID-Safe webpage
Low risk event with no additional significant risk involved outside of COVID considerations.
(e.g. EOY event, seminar, ceremony etc.)
Complete a COVID-Safe Event Assessment PDF 84.4 KB for Low Risk Events
More information about event risk management is available in the UTAS COVID-19 Risk Register
Higher risk event with additional risks such as hazardous substances, electrical, amusement rides, large events but still below government gathering limits, outside events where COVID-Safety plan has not been applied, etc.)
Larger scale events outside current State Government gathering limits.
(e.g. TAS: > 250 people inside or > 1000 people outside)
In Tasmania complete the UTAS Event Risk Assessment and the WorkSafe COVID Safety Plan Events Template.
Guidance for NSW refer to
As an Event Coordinator you must conduct a risk assessment in the planning stages of the Event to identify any health and safety hazards that are likely to pose a threat to a person's safety or impact on operations of the University and to establish appropriate risk controls to minimise harm.
Consideration must be given to hazards:
- Prior to the event (e.g. setup, traffic management);
- During the event (e.g. serving of food and alcohol, demonstrations) and
- Post the event (e.g. dismantling).
*list not exhaustive
- Electrical Safety
- First Aid and Emergencies
- Food Safety (see below)
- Incidents and injuries
- Permits Licensing (UTAS)
- Permits Licensing (outside of University campuses, check local Council requirements)
- Traffic Management
- Weather and Environment
Volunteers make a significant contribution to the University through their involvement in University events. The University has a responsibility for the health and safety of Volunteers whilst they are undertaking volunteer work at or on behalf of the University.
If you are engaging a Volunteer in an event you are responsible for their safety and wellbeing. You must provide safe systems of work to protect their health and safety.
Volunteers should be provided with this checklist to complete so they understand and accept their role and responsibility as a Volunteer:
Further information about your responsibility for Volunteers can be found under the Volunteers webpage