ORGANISE AN EVENT

 

OUR P&C RISK MANAGEMENT GUIDELINES FOR EVENT ORGANISERS OF P&C EVENT

IMPORTANT:   COMPLETE THE NOTIFICATION OF EVENTS FORM

TO P&C FEDERATION FOR ALL EVENTS AND SUBMIT 14 DAYS BEFORE EVENT FOR INSURANCE PURPOSES

See relevant Legislation:  NSW Work Health and Safety Act 2011  and Work Health and Safety Regulation 2011

 

Activity Control
INFORM
  • Inform P&C President of upcoming event
  • Inform School Principal of upcoming event
  • Compete the NSW P&C Federation Insurance notification document 14 days before event and submit to P&C Federation
  • Inform any relevant authority as required

NOTIFICATION OF EVENT TO PNC FOR INSURANCE

 

PRE-PLAN LAYOUT
  • Pre-plan the layout of the event and pre-plan location of supervisors / volunteers
  • Use a school sitemap if necessary
  • Adopt School Emergency Evacuation Plan for on school site event

 

VOLUNTEERS
  • Recruit volunteers / supervisors for event
  • Brief Volunteers of duties and roles before event
  • Keep Volunteer sign in register for event
  • Volunteers required to complete attendance sign in register at event
  • Encourage volunteers to wear a hat, wear sunscreen, rubber gloves for (food handling and waste removal) and drink plenty of water

EVENT-ATTENDANCE-REGISTER

VOLUNTEER-RECRUITMENT-RECORD-LOG-FOR-EVENT

VOLUNTEER DECLARATION COMMISISON FOR CHILDREN AND YOUNG PEOPLE

 

FOOD HANDLING
  • Follow Safe Handling of Food Guidelines attached
  • Wash hands before handling food
  • Wear rubber gloves whilst handling food
  • Keep food in correct storage / refrigerate until required to be used
  • Use serving tongs
  • Do not cross contaminate raw and cooked food with utensils
  • Be aware of allergy related food
  • CAKESTALL-PACKAGE-INFO (1)

BBQ
  • Follow Food Standards Australia and NZ guide for Sausage Sizzles and BBQs for all P&C BBQs attached
  • BBQ to have front and back ventilation
  • Use tapers or long matches for lighting
  • Check all cylinder connections and hoses for leaks
  • Wash hands before touching food
  • Wear rubber gloves when touching and serving food
  • Do not cross contaminate raw and cooked food with utensils
  • Store food in correct storage / refrigerate until required to be used
  • Keep children away from BBQ

 

ELECTRICAL SAFETY
  • Visual checks to ensure cords are in good working order
  • Electrical cords to be placed safely
  • Tape cords when necessary

 

 

EMERGENCY EVACUATION
  • Have mobile phone and event in case required to ring 000
  • Request volunteers to have mobile phone at event in case of emergency
  • Follow school emergency Evacuation plan for on school grounds event
  • Ring 000

 

 

FIRST AID / MEDICAL EMERGENCY
  • Have mobile phone at event in case need to ring 000
  • Designate a qualified First Aid officer for event
  • Obtain School First Aid kit for event
  • First Aid officer must wear gloves whilst treating
  • Treat with First Aid kit at scene for minor injury
  • Call 000 for serious injury
  • Complete a  P&C treatment incident document for any treatment and provide to P&C after event
  • Refer to Emergency Procedure Guidelines below

 

INCIDENT-REGISTER-FIRST-AID-REGISTER

 

 

INTERACTION BETWEEN VEHICLES AND PEDESTRIANS
  • All vehicles required to enter site shall be required to move only at walking pace

 

MANUAL HANDLING
  • Follow safe manual handling procedures attached
  • Volunteers are encouraged to work in pairs whilst setting up and dismantling

 

MONEY COLLECTION
  • Money should be collected regularly by designated volunteers / staff throughout the event
  • Money should be counted in pairs
  • Money should not be left unattended
  • The P&C Cash handling form should be completed and provided to Treasurer with all monies collected

STALL CASH HANDLING FORM

 

SLIPS, TRIPS & FALLS
  • Keep walkways clear at events

 

FOOD ALLERGY, NUT  / PEANUT
  • Event co-ordinator to be aware of allergy related foods
  • Do not sell nut or peanut products at P&C events
  • CAKESTALL-PACKAGE-INFO  package
  • Follow school policy and support school safety message – “Be a mate, be safe, do not bring nut products to school”
  • Ask all vendors not to bring nut products to event
  • Items sourced from volunteer parents who bake items to be sold to raise money such as a cake stall, are to include an ingredient label on item

 

AMUSEMENT DEVICES Prior to event, Contractors to provide evidence of:

  • Relevant Work Cover Device Approval / Licence
  • Insurance Certificate of Currency for Public Liability insurance

 

SUPERVISION
  • Adequate supervision to be sourced from parent / community volunteer base for event
  • Children attendance sign in register to be kept for event when under P&C supervision

CHILD-RECORD-REGISTER

 

 

EXTERNAL STALL HOLDERS / VENDORS
  • All external stall holders and vendors must hold a current public liability insurance policy.
  • A copy of this policy must be submitted to the Executive of P&C
  • External stall holders at fete or similar event to be informed of FETE TERMS AND CONDITIONS.

 

 

 

 

ALL REFERENCE MATERIAL FOR EVENT MANAGEMENT