1. Introduction 1.
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Sponsor’s Truck Driver Hearing Exclusive Learning Centre’s Duty of Care External Parents Children Parent’s Guests 1. Risk Register The Risk Register records details of all the risks identified at the beginning and during the event. Their grading in terms of likelihood of occurring and seriousness of impact. Initial plans for mitigating each high level risk. The costs and responsibilities of the prescribed strategies and subsequent results. 2. 1 Identify the Risks in order of Importance (low to high) a. Risk of not enough BBQ equipment and food b. Risk of inappropriate behaviour by attendees . Risk of liability claims for non-disclosure of OHS to all stakeholders d. Risk of allergies/medical conditions e. Risk of getting burnt by hot exhaust pipe or BBQ food f. Risk of stressful noise g. Risk of getting food poisoning h. Risk of harm from the use of party supplies i. Risk of harm from rubbish j. Risk of injury from fights k. Risk of not enough staff to monitor at the event l. Risk of falling from activity or off the high truck cabin m. Risk of being run over by vehicle(s) n. Risk of child going missing 2. 2 Analyse the Risks Risk Table Likelihood |Consequences | | |Negligible Injury |First Aid Injury |Minor Injury |Major Injury |Fatality | |Very Likely |H |H |E |E |E | |Likely |M |H |H |E |E | |Possible |L |M |H |E |E | |Unlikely |L |L |M |H |E | |Highly Unlikely |L |L |M |H |H | Risk Assessment Outcome |E Extreme Risk |Immediate action required; notify supervisor and the HSR. If possible, the activity should | | |be ceased immediately |H High Risk |Notify supervisor and HSR and implement immediate action to minimize injury | |M Moderate Risk |Implement immediate action to minimize injury e. g. signage. Remedial action required within| | |five working days. | |L Low Risk |Remedial action within one month (if possible), supervisor attention required | 2. 3 The Likelihood, Consequences and Assessment Outcome of Risks for all Stakeholders: |a. Risk of not enough BBQ equipment and food |Consequences: | | |Low Risk with Negligible injury and Unlikely to occur. | | | | |Outcome: | | |Parents and Staff advised to bring a plate of food or drinks | | |to share if they can. | | |Cost $0 | |b. Risk of inappropriate behaviour by attendees |Consequences: | | |Low Risk with Negligible injury and Unlikely to occur. | | | | |Outcome: | | |Hire security and supervisor to warn and relocate people. | | |Cost $500 for security | |c. Risk of liability claims for non-disclosure of OHS to all |Consequences: | |stakeholders |High Risk with Negligible injury and Very likely to occur. | | | | |Outcome: | | |obtain consent forms including for photography | | |Parents and Staff advised to always control and take care of | | |children. Keep events within the fenced playground. Purchase | | |insurance to cover all risks identified. Provide regular | | |safety announcements. | | |Cost $3500 for insurance cover | |d. Risk of allergies/medical conditions |Consequences: | | |High Risk of Minor injury is Possible. | | | | |Outcome: | | |Obtain signed parental consent forms for each child and list | | |of medical conditions for attendees. Request those with | | |special diets bring their own meals or forward request to | | |caterer. Provide name tags with coloured dot for those with | | |conditions. Cost $10 for name tags | |e. Risk of getting burnt by hot exhaust pipe or BBQ food |Consequences: | | |High Risk of Minor injury is Possible. | | | | |Outcome: | | |Ask driver to turn off truck and make use of natural air | | |circulation. Have a place to meet Santa inside the | | |playground. Ensure everyone uses the correct utensils. | | |Cost $60 for utensils | |f.
Risk of stressful noise |Consequences: | | |High Risk of Major injury is Likely. | | | | | |Outcome: | | |Hire security and supervisor to warn and relocate everyone. | |g. Risk of getting food poisoning |Consequences: | | |High Risk of Major injury is Likely. | | | | |Outcome: | | |Have the centre’s nurse waiting to administer first aid and | | |notify paramedics to standby. Hire professional caterer to | | |provide and cook foods. Cost $1000-$2000 for caterer and | | |paramedics | |h. Risk of harm from the use of party supplies |Consequences: | | High Risk of Major injury is Likely. | | | | | |Outcome: | | |Hire professionals to make balloons, face paint, hand out | | |party gifts, provide event planned | | |activities/banners/hosting/audio visual equipment/bands. | |Cost: $2000-$5000 for event planner and band | |i. Risk of harm from rubbish |Consequences: | | |High Risk of Major injury is Likely. | | | | | |Outcome: | | |Hire trash management team using volunteers. Cost $100 | |j.
Risk of injury from fights |Consequences: | | |Extreme Risk of Major injury is Very likely. | | | | | |Outcome: | | |Use centre nurse, insurance cover and security. | |k. Risk of not enough staff to monitor incidents at the event|Consequences: | | |Extreme Risk of Major injury is Very likely. | | | | |Outcome: | | |Parents and Staff advised to always control and take care of | | |children. Keep events within the fenced playground. Provide | | |regular safety announcements. | | |Cost $35 for voice Amplifier | |l. Risk of falling from activity or off the high truck cabin |Consequences: | | |Extreme Risk of Major injury is Very likely. | | | | |Outcome: | | |use centre's nurse for first aid and insurance cover by | | |filling in accident book when required. Only people with | | |appropriate footwear, clothing, sunscreen and head cover are | | |allowed entry by staff and volunteers. Place a secure ramp. | | |Cost $80 for wheelchair ramp | |m. Risk of being run over by vehicle(s) |Consequences: | | |Extreme Risk of Fatality is Very likely. | | | | |Outcome: | | |Drivers and pedestrians advised via sign posts and verbal | | |direction to go slow, avoid children and park far away from | | |fenced playground. | | |Cost $10 to apply & print signs | |n. Risk of child going missing |Consequences: | | |Extreme Risk of Fatality is Very likely. | | | | |Outcome: | | |Have timed sign in/out forms for children being dropped off | | |and picked up as well as head counts before and after group | | |movement/activity. Cost $10 for forms | 2. 4 Evaluate the Risks The funds required to manage risks for the event is in the order of $11,305. The Board of Management will be required to approve those funds as soon as possible. Of highest risk is liability claims so safety announcements must be made regularly in all communications before and during the event. Therefore allowing for feedback and suggestions to be obtained on the protocols.
Insurance cover must be purchased for the event. Other risks can be mitigated by hiring security, event professionals, nurse, having paramedics on standby, providing equipment and signs, having volunteers and parents bring food as well as keeping constant watch on the children. 2. Risk Treatments (Avoid; Reduce likelihood; Reduce consequences; transferring the risk; Retaining the risk) 2 weeks prior to BBQ, have staff meeting and allocate a supervisor to relocate the party repeatedly when necessary to quieten the stressful noises and/or situations. Allocate staff duties for obtaining supplies, contacts and communications with sponsors and parents in particular.
Ensure staff is familiarised with OHS procedures for the event so they can provide safety announcements to everyone. As well as manage people before, during and after the event. Allocate staff to survey for feedback and suggestions; as well as approach the Board, parents, staff and sponsors for volunteers and funds. Check and approve the RSVP list, include any roles & responsibilities. 1 week prior,call & request that parents who RSVP for the BBQ volunteer their time and resources for the event. As well as bring a plate of food or drinks to share if they can. Make parents into paid staff if necessary via signed contracts. 4 days prior, hire security from network of staff or parents to be on alert, warn and/or request disruptors to leave the event. days prior, provide ramp to sponsor’s truck driver to use at event and ensure both driver and Santa is familiarised with OHS procedures. Ensure external staff is qualified and licenced to work with children. On day of event, ensure that staff knows the protocols for the truck driver, Santa, parents and children to keep everyone in line. Signs are posted and safety announcements made at regular intervals. Start hosting the event and allocate amplifier and communication equipment to staff. 3. 1 Recommended Response and Impact By developing a timed action plan in order to reduce, minimise, and isolate the exposure to risks. Ensuring all adults agreed to always control and take responsibility of the children ahead of the event.
Ensuring the Sponsor driver and Santa is police checked and licensed to work with children. Check carefully over every thing via lists and contacts before the start of the event. By determining the importance of each risk. Analyse the frequency of exposure to the associated risks. By developing an evacuation and crowd control plan with staff. By communicating all procedures with staff. 4. Implementation Implementation follows all of the plans for mitigating the risks. Purchase insurance policies for the risks that have been decided to be transferred to an insurer. Avoiding all risks that can be avoided without sacrificing the organisation's goals. 4. 1 Proposed Actions
Set up meeting with the board of management to approve funding. Meeting with staff, management and volunteers for briefing of roles and responsibilities. Hire extra resources and/or professionals. Send out invitations. Obtain list of RSVP stakeholders and approve. Contact stakeholders for additional support. Purchase insurance coverage for the event. Ensure everything goes as planned via lists and contacts. Ensure banners, signs are placed and professionals are ready to cover the event. Provide staff and volunteers with survey forms and equipment. Organise parent teacher meeting for after event reporting and feedback. Obtain final report from supervisor.
Include recommendations into the following event planning and timing. 4. 2 Proposed Communication Email staff, parents and management via memos and newsletters. Call everyone to follow up on their roles, responsibilities and ensure attendances. Make calls to hire, appointments to approve and sign contracts with professionals; including purchasing insurance coverage for the event. Call or radio personnel at event to maintain an alerted net of safety. Email, call and or post thank you letters and invite to post event feedback. Email, call supervisor for reporting and or meeting. Email management the final planning proposal for the next event. 4. 3 Responsibilities (Internal and External)
Management- ensure all funding is provided, lists and plans are in place. Including insurance, hiring, contracts, appointments, equipment and venues are appropriate. Communicate via memos, newsletters and calls to action. Staff- supervisor to take charge of everyone on day of event and all survey reporting. Volunteers- assist staff and parents with their responsibilities. Hired Professionals- provide equipment and services before and during event. Sponsor Driver- use safety equipment and performs role responsibly as instructed by staff. Santa- ensure kids and parents are all happy with his role. Parents- take responsibility of the children and offer any support required on day of event. 4. 4 Timing Before event:
Send out invitations 1 months prior. Have RSVP list of names, roles and responsibilities ready for staff meeting 2 weeks prior. Hire all external staff 2 weeks prior to event on signed contracts; including volunteers. Ensure they are qualified and licenced to work with children. Ensure insurance is purchased to cover all equipments, planned events and catering are all in place and ready to go 1 week prior. Ensure everything goes according to plan via lists and contacts within the week leading into the event. During event: Place signs and handout flyers of the event timetable. Ensure everyone is allocated their places and equipment, roles and responsibilities.
Ensure staff makes regular safety checks and announcements according to plan. Fills out attendance sign in/out forms and accident book when required. That only people with appropriate footwear, clothing, sunscreen and head cover are allowed entry. Ensure all hired professionals perform in a satisfactory manner. Ensure hosting and activities are on time and obtain feedback of satisfaction levels. After event: Hold parent teacher meeting within 1week. The supervisor was to analyse results of surveys and monitoring of effective and ineffective procedures from the event. During the meeting, supervisor reports on effective, ineffective protocols and their impact on enjoyment.
All stakeholders can also provide additional inputs; which will be noted by the supervisor. Helpful suggestions can be implemented as additional notes to the report. Include the report in the Risk Register file. 4. 5 Resource requirements (funds, people, equipment, etc. ) In addition to staff, volunteers, parents and children, sponsor driver and Santa, equipments, planning and catering for the event. Internet, mobile phones and/or walkie talkies, office equipment and supplies are required to contact, communicate and disperse people & equipments for the event. The centre's resources are already equipped to provide these points of call. 5. Reporting and Monitoring
All stakeholders are invited to provide feedback and suggestions before, during and after the event to make the party an enjoyable experience for everyone involved. The supervisor is to gather, analyse and report on survey results from staff. The report can be communicated to all stakeholders in a parent teacher meeting 1 week after the event. Of importance is highlighting all effective and ineffective protocols, with emphasis on safety. The effect that stakeholders felt the safety protocols had on their enjoyment is also required. The final report would be included into the Risk Register. Implement the effective procedures into next year’s christmas party plan and timing sheets
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