Event Risk Assessment

RMS – F1 Event Risk Assessment

Grace Communion International Australia – activity screening and event risk assessment.

1About the event

2Screening

3SMO summary

4Event details

5Risk register

6First aid and emergency

7Uploads

8Declaration

Start from a previous event?(Required)

New event

Copy a previous event

Choose “Copy a previous event” to start from one of your congregation’s earlier events.

Organiser name(Required)

Organiser email(Required)

Organiser mobile(Required)

Your role(Required)

Congregation(Required)

Congregations are listed from National Office records. If yours is missing, please contact National Office.

Event name(Required)

Event type(Required)

Description and purpose of the event(Required)

Start date(Required)

End date(Required)

Start time(Required)

Hours

Minutes

AM/PM

End time(Required)

Hours

Minutes

AM/PM

Late submission – reason

Recreational events must be submitted at least 6 weeks before the start date. If your event is sooner, tell us why.

Is this a one-off event or a regular meeting?(Required)

One-off event

Regular meeting (service, Bible study, small group, prayer meeting)

Regular meetings are covered by your annual meeting-place risk assessment. You don't need this form. Please complete or update the Annual Meeting-Place Risk Assessment for your venue instead.

Venue(Required)

New venue – name(Required)

New venue – type(Required)

New venue – address and contact(Required)

Indoor or outdoor?(Required)

Indoor

Outdoor

Both

Expected number of adults(Required)

Please enter a number greater than or equal to 0.

Expected number of children (under 18)(Required)

Please enter a number greater than or equal to 0.

Total expected attendance

Event reference

These questions decide which parts of the form you need. Answer them as best you can.

S1. Will anyone stay overnight (camp, retreat, sleepover)?(Required)

Yes

S3. Will any children attend without a parent or guardian present?(Required)

Yes

S4. Does the event include rope courses, high ropes, aerial or tree-top courses, canoeing or kayaking?(Required)

Yes

S5. Is the event away from a GCI venue?(Required)

Yes

S6. Will food be prepared, cooked or served?(Required)

Yes

S8. Is there a working bee, building or maintenance work, tools, ladders or heights?(Required)

Yes

S9. Will money be collected (tickets, donations, sales)?(Required)

Yes

S10. Is an external provider, contractor, hired venue or hired equipment involved (e.g. jumping castle, caterer, bus company)?(Required)

Yes

S11. Will GCI volunteers drive attendees?(Required)

Yes

S12. Is the event open to the public?(Required)

Yes

S13. Will vulnerable adults attend (e.g. aged care residents, people needing personal care)?(Required)

Yes

S15. Is there sport or physical activity (games, sports, hiking, swimming)?(Required)

Yes

This event must be planned in SMO (Safety Management Online). Events that are overnight, have 20 or more children, or have children without a parent or guardian are managed through SMO. Click Next to record a short summary for National Office, then plan the event in SMO.

National Office will arrange insurance for an event of this size (over 500 people away from a GCI venue). You can continue, but the event can't be approved until cover is confirmed.

Senior Pastor email (populated automatically)

Populate Anything: Senior Pastor of the selected congregation.

SMO activity reference (if known)

Lead leader(Required)

Will there be instructor-led activities run by the venue or a provider?(Required)

Yes

Camps and overnight events need an insurer pack sent to Ansvar at least 4 weeks before the event: attendee numbers, the GCI risk assessment, the venue/provider risk assessments, emergency plans and the Festivals/Events Questionnaire. National Office will contact you.

Food

Food provided by(Required)

Volunteers

Caterer

Venue

Bring-a-plate

Will food be cooked on site?(Required)

Yes

Cooking methods

BBQ

Gas bottles

Open flame

Kitchen

Is a food safety supervisor or trained person present?(Required)

Yes

Not required

Is allergy management in place (labelling, nut-free, notice to attendees)?(Required)

Yes

Please don't record individual medical details.

Are hot water, urns and electrical cords managed safely?(Required)

Yes

Waste and clean-up plan

Weather (outdoor)

Is shade available?(Required)

Yes

Is drinking water available?(Required)

Yes

Heat plan: cancel or modify above (°C)(Required)

Also cancel or modify if the Bureau of Meteorology issues a severe or extreme heatwave warning for the area.

Storm / lightning plan(Required)

Will someone check bushfire and flood warnings on the day?(Required)

Yes

Will attendees be reminded about sun protection?(Required)

Yes

Working bee / tools / heights

Tasks(Required)

Task

Tools

People

Working at height?(Required)

Ladders only

Roof

Scaffolding

High risk: roof work should be done by a licensed contractor, not volunteers.

Are power tools tested and tagged, with competent operators?(Required)

Yes

No power tools

Chemicals used (list them)

Are safety data sheets (SDS) available for the chemicals?

Yes

No chemicals

Supervisor name(Required)

PPE provided

Gloves

Eye protection

Hearing protection

Hi-vis

Closed shoes

Money

Collection method(Required)

Cash

EFTPOS

Online

Tickets

Will two unrelated people count and record the money?(Required)

Yes

Will it be banked by the next working day?(Required)

Yes

Will cash be held overnight?(Required)

Yes

Where will it be secured?(Required)

External providers / contractors / hire

Providers(Required)

Provider

Service

Contact

Public liability amount

Certificate of currency expiry

Certificates of currency(Required)

Drop files here or

Accepted file types: pdf, jpg, jpeg, png, Max. file size: 400 MB.

Required for every provider. Must be valid past the event date.

Provider risk assessments

Drop files here or

Accepted file types: pdf, doc, docx, Max. file size: 400 MB.

Required for instructor-led activities.

Does any hire agreement include a hold-harmless or indemnity clause?(Required)

Yes

Unsure

Yes or Unsure is flagged to National Office.

Excluded activities

These activities are excluded from GCI's Ansvar insurance unless run by a professional provider.

Which activities?(Required)

Rope course

High ropes

Aerial course

Tree-top course

Canoeing

Kayaking

Will the activity be run entirely by a professional provider's instructors?(Required)

Yes

This activity can't go ahead. It is excluded from GCI's insurance unless run by a professional provider. Remove the activity, or arrange a professional provider (add them under External providers).

Transport

Vehicles(Required)

Private cars

Church vehicle

Hired bus with driver

Hired vehicle

Are all drivers fully licensed (not provisional) and aware of seatbelt and child-restraint rules?(Required)

Yes

Will children travel in private cars?(Required)

Yes

Parental consent and correct child restraints are required. No adult may be alone in a car with a child.

Parental consent and child restraints confirmed?(Required)

Yes

Route / trip details

Crowd / public event

Entry/exit points, crowd control, lost child point, toilets, signage(Required)

Is a council permit needed?(Required)

Yes

Unsure

Will there be security or traffic management?(Required)

Yes

Vulnerable adults

Will carers be present?(Required)

Yes

Mobility / access needs plan

Medication stays the responsibility of the person or their carer – confirmed?(Required)

Yes

Children (with parents)

Will there be activities specifically for children?(Required)

Yes

Confirmations(Required)

Leaders hold a valid WWCC / Blue Card

The two-adult rule will be followed

GCI Child Safety Protocols will be followed

Is there a photography consent process?(Required)

Yes

Sport / physical activity / water

Activities(Required)

Have surfaces and equipment been checked, with a person in charge?(Required)

Yes

Swimming or water activity?(Required)

None

Pool with lifeguard

Patrolled beach (between the flags)

Natural water (river, lake, unpatrolled beach)

High risk: swimming in natural water without a lifeguard. Record strong controls in the risk register, or choose a supervised location.

Add each risk using Add Risk. For each one, describe what could go wrong, rate how serious it would be (consequence) and how likely it is, list the controls you will put in place, then re-rate it after controls.

Extreme after controls means an unacceptable risk. You can still submit, but the event will be reviewed by National Office and won’t be approved as planned.

Risk register(Required)

Activity / element	Hazard (cause)	Inherent rating	Residual rating	Responsible person	Actions

There are no Risks.

Maximum number of risks reached.

Add one row for each risk. For each: what could go wrong, how likely and how serious it is, the controls you will put in place, and who is responsible. Use the suggested hazards above as a starting point.

If any risk is still Extreme after controls: what else could be done to reduce it?

First aid coordinator(Required)

First aid level(Required)

Warning: a qualified first aider should be present. Please arrange one if you can.

First aid kit on site (including ice packs)?(Required)

Yes

Working mobile phone for emergencies?(Required)

Yes

Nearest hospital(Required)

Nearest police station(Required)

Emergency / evacuation plan(Required)

Venue plan exists

GCI template attached

Site-specific notes below

Assembly point(Required)

Who will call 000?(Required)

Program / schedule

Accepted file types: pdf, doc, docx, Max. file size: 400 MB.

Site map

Accepted file types: pdf, jpg, jpeg, png, Max. file size: 400 MB.

Venue emergency, bushfire and child safety documents

Drop files here or

Accepted file types: pdf, doc, docx, Max. file size: 400 MB.