Guide · updated November 2026

Event risk management plan: matrix, register and example risks

Councils ask for a risk management plan that identifies the risks of your event and how you'll control them. Most follow the AS ISO 31000 process: identify, analyse, evaluate, treat, then monitor.

The 5×5 risk matrix

Likelihood ↓ / Consequence →	Insignificant	Minor	Moderate	Major	Catastrophic
Almost certain	Medium	High	Extreme	Extreme	Extreme
Likely	Medium	High	High	Extreme	Extreme
Possible	Low	Medium	High	High	Extreme
Unlikely	Low	Medium	Medium	High	High
Rare	Low	Low	Low	Medium	Medium

Rate each risk before controls, list the controls, then rate it after. Anything still High or Extreme needs more controls or sign-off.

17 risks every outdoor community event should consider

Hazard	What could happen	Before	Key controls	After
Extreme heat and sun exposure	Heat exhaustion or heat stroke, dehydration and sunburn among patrons, volunteers and performers	High	Check the Bureau of Meteorology forecast and heatwave warnings from 7 days out and again on the morning · Set a written scale-back / cancellation trigger (e.g. forecast 38°C+ or a severe heatwave warning) and who decides · Shade over queues, seating, the first aid post and volunteer areas · Free drinking water points, signposted on the site map · Sunscreen station at the information point · Volunteer shifts of no more than 2–3 hours in heat, with breaks in shade · PA reminders to drink water every hour on hot days · First aid briefed on heat illness and cooling	Medium
Storm, lightning and strong wind	Lightning strike, gazebos or structures becoming airborne, falling branches	Extreme	A named person monitors BOM radar and warnings throughout the event · Written trigger: suspend outdoor activities when thunder follows lightning within 30 seconds, resume 30 minutes after the last thunder · Wind limits taken from each structure supplier and inflatable operator · act on the lowest limit · Shelter location identified (buildings or cars) and PA script ready · Site walk before bump-in to check for dead or overhanging branches	High
Slips, trips and falls	Injuries from cables, uneven ground, guy ropes, wet or muddy surfaces	High	Cable covers or ramps across walkways, or route cables overhead · Guy ropes and pegs flagged or taped · Holes and uneven ground marked or filled before opening · Site walk at bump-in and every 2 hours with a spill kit · Lighting on paths before dusk	Medium
Crowding at entries, stages and popular attractions	Crushing, distress, people unable to move away from danger or evacuate	High	Usable site area measured and a maximum capacity agreed with the venue or council · Separate entry and exit paths where possible · Attractions, food and toilets spread out to avoid pinch points · Staff watch pinch points and can pause entry · Emergency vehicle lane kept clear at all times · Entry counted (clicker or tickets) for ticketed or fenced events	Medium
Lost or separated child or vulnerable person	Distress, harm, or a child leaving the site with someone else	High	One clearly signed lost-child / meeting point at the information tent · Two volunteers present with any found child (never one adult alone) · Wristbands with a parent's phone number offered at entry for young children · Gate staff alerted by radio, not PA, when a child is reported missing · Police called if a child is not found within 10–15 minutes (see Emergency Plan)	Medium
Medical emergency	Cardiac arrest, anaphylaxis, asthma, injury or collapse with delayed treatment	Extreme	First aid provider booked to suit the crowd size (see First Aid & Medical Plan) · AED on site, location signed and known by every staff member · First aid post marked on the site map and visible from a distance · Clear path for an ambulance with a named meeting point and street address · All treatments recorded	High
Fire (cooking, rubbish, electrical faults)	Burns, smoke injury, panic and property damage	High	Extinguishers of the right type at cooking and electrical points, tested within the last 6 months · Fire blanket at every cooking stall · Cooking kept clear of fabric walls and flammable stock · No smoking in stall and crowd areas · Bins emptied regularly · Fire danger rating checked on the day	Medium
Vehicles moving during bump-in and bump-out	Pedestrian or volunteer struck by a vehicle	Extreme	All vehicles off site before gates open and none until the public has left · Walking pace on site, with a spotter for any reversing vehicle · Hi-vis vests for everyone working bump-in and bump-out · Pedestrian routes separated from vehicle routes · Emergency vehicle movements only during the event, escorted	Medium
Manual handling during set-up and pack-down	Back strains and crush or pinch injuries	Medium	Trolleys and two-person lifts for heavy items · Volunteers briefed and wearing closed shoes and gloves · Realistic set-up schedule so nobody rushes · Heavy items delivered close to where they're needed	Medium
Aggressive or intoxicated people	Assault, injury to staff or patrons, damage	Medium	Visible, identifiable staff · Licensed security where alcohol is served or the crowd is large · Escalation path: staff report, then Event Manager, then police · Conditions of entry displayed	Low
Suspicious item or hostile act in a crowded place	Mass casualty incident	Medium	Staff briefed on the national crowded places guidance and 'Escape. Hide. Tell.' · Suspicious item procedure (HOT: Hidden, Obviously suspicious, not Typical) in the Emergency Plan · Vehicle barriers or parked vehicles at the edges of pedestrian areas next to roads, for larger events · Police contact details on the key contacts sheet	Medium
Cash handling	Theft, robbery or volunteers put at risk	Medium	EFTPOS or tap-to-pay where possible · Two people for every cash pick-up and count · Lockable cash boxes, emptied regularly · Cash is never counted in public view	Low
Poor hygiene and infectious illness	Gastro or other illness spreading among attendees and volunteers	Medium	Hand washing with soap and paper towel at toilets and food areas · Hand sanitiser at stalls and the information point · Toilet cleaning and restocking roster · Sick volunteers and stallholders stay home	Low
Not enough toilets or amenities	Long queues, unsanitary conditions, people leaving the site	Medium	Toilet numbers based on peak attendance, event length and alcohol, using your council or health department ratio · At least one accessible toilet · Cleaning roster and a contact for the toilet supplier on the day	Medium
Access barriers for people with disability	People excluded, or unable to evacuate safely	High	Step-free route from parking and drop-off to the main areas · Accessible parking and toilet · Quiet or low-sensory space where possible · Evacuation assistance planned for people who need it	Medium
Tired or untrained volunteers	Mistakes, injuries and an unsafe response to incidents	Medium	Roster with breaks, food and water for volunteers · Volunteer briefing before gates open (see Volunteer Briefing) · Every volunteer knows their supervisor and how to report an incident	Medium
Waste and litter	Fire load, pests, wildlife harm, breach of venue conditions	Medium	Bins (general and recycling) at food areas and exits · Bin runs during the event · Clean-up crew and final site sweep before handing the venue back	Low

Add risks for your activities

Food stalls, alcohol, inflatables, stages, fireworks, road closures, animals and water activities all bring their own risks. See the school fete, jumping castle, fun run and market guides.

Need the full plan for your event?

EventReady builds your Event Management Plan, Risk Register, Emergency Plan, First Aid Plan, approvals timeline and 8 more documents from your event details, ready to attach to your council application. The approvals timeline is free.

Build my event plan What's included

Common questions

What is the difference between a risk assessment and a risk management plan?

A risk assessment identifies and rates risks. A risk management plan also sets out the method, who owns each risk, the controls and how the plan is reviewed. Councils usually want the plan, including a risk register.