Activities Notification and Risk Assessment

Sustainable Neighbourhood groups need to notify the Lake Macquarie Sustainable Neighbourhood Alliance of their projects, events and activities.
This enables group activities to be promoted throughout the network, and ensures that necessary safety procedures and other requirements are being met.

The Alliance requires 3 weeks notice of events and project commencement, in order to properly review, consider, and promote events and activities.

You can submit your risk assessment using this form below.
Alternately, you can download the form, and complete it in Word or hard copy.


    Governance and project leader details
    The project leader is responsible for overseeing and coordinating the whole project.  They are responsible for:
    • being the primary contact person for the project,
    • coordinating amongst participating volunteers and other organisations
    • ensuring the project is run safely, and in accordance with relevant direction from the Alliance, and
    • ensuring all relevant permissions and legal obligations are met.
    TIP:  You can check with Rachelle if your membership is up to date, and who from your group has completed the Health and safety training
    The project or event must:
    • contribute to the vision and objectives set out in your group's Sustainable Neighbourhood Action Plan (SNAP); and
    • be endorsed and documented as a project of your Sustainable Neighbourhood Group.
    Please upload a copy of the relevant meeting minutes below.
    Max file size: 20MB
    Project / event details
    Think of a short, catchy title for your project / event.
    What date (or range of dates) is your event / project scheduled for?
    What time will your event start and finish?
    Where will your event be held?
    Include physical address and meeting point if possible, and directions for people to find it if required.
    TIP:  Determine who is the owner or land manager of the venue or site where you want to hold your activity.  You may need to apply to Council to hold an event on public land.
    List all the different components of your event or project.
    Try to include lots of detail about what you are planning - we need this information to understand what your activities include, and what will need to be considered.
    Please indicate if your event or project involves any of the activities listed.
    Write a couple of paragraphs (or less) about your activity that we can use to promote it.
    Focus on what activities you are offering, how people can get involved, and why people might like to attend.
    How many people do you think will turn up to your event?
    How many people from your group will be helping to plan for, organise and run the event or project?
    List all other groups or organisations you will be working with, and what their role will be.

    TIP:  Please note that other groups or organisations will need to hold their own public liability insurance for the activities / roles they are undertaking as part of your event or project.
    Max file size: 20MB
    Anyone paid for their services will need to provide a copy of their own public liability insurance.
    Sustainable Neighbourhood volunteers should never be directly responsible for the care and supervision of children.
    Any children attending a Sustainable Neighbourhood activity should always be under the direct supervision of their parent or guardian.
    If the role of a Sustainable Neighbourhood volunteer involves a child-related activity (eg facepainting, providing activities for children), they will need to complete a Working with Children Check.
    Risk Assessment
    Completing a risk assessment ensures that your group considers and documents the various risks associated with your activities, and puts controls in place to lower or prevent risks, and ensure the health and safety of volunteers, attendees, and members of the public.

    This fact sheet contains more information about your obligations as a Sustainable Neighbourhood project leader or volunteer, and about how to complete a risk assessment for your activity.

    Use this table to determine the rating for each risk, depending on the likelihood and consequence:
    Risk:  Exposure to sun, wind, and rain from working outdoors
    Some example control measures:
    • Provide shade (eg marquee), or select venue with natural shade.
    • Schedule activities for cool part of the day and take regular breaks.
    • Promotions include instructions to bring sunsafe clothing including hats and long sleeves, or wear wet weather clothing or change of clothes.
    • Sunscreen available to all participants and volunteers.
    • Provide drinking water.
    Risk:  Injury or damage related to extreme weather events and tides
    EG:
    • Plan for alternative venue or cancellation in case of wet or extreme weather.
    • Schedule coastal activities for low tide.
    Risk:  Injury related to traffic or vehicle movement
    EG:
    • Select venue with adequate parking for expected numbers.
    • Identify and promote suitable public transport.
    • Avoid working near busy roadways.
    • Seek advice from Council if traffic management plan is required.
    Risk:  Inadequate emergency evacuation procedures
    EG:
    • Ensure emergency accessways are kept clear.
    • Ensure emergency procedures (eg meeting place and evacuation route) are in place and known by participants.
    • Register participants upon entry.
    Risk:  Lack of access to first aid or for emergency services
    EG:
    • Ensure first aid kit is available and up to date.
    • Identify a first aid officer who will be present at the event / activity.
    • Ensure a charged and working mobile phone is available for field trips.
    Risk:  Health risks associated with toilet facilities
    EG:
    • Ensure clean toilet facilities are available and adequate for expected numbers.
    Risk:  Injury resulting from slips, trips and falls
    (eg.  loose cords, slippery floors, insecure display boards, marquees, uneven surfaces)
    EG:
    • Ensure all equipment is in good working order.
    • Tape any electrical cords securely to the floor and minimise exposed electrical cords.
    • Ensure volunteers are trained in correct assembly of display equipment, tables, chairs, marquees etc.
    • Maintain a neat and tidy working or display area.
    • Ensure volunteers and participants are wearing appropriate footwear.
    Risk:  Injury resulting from incorrect manual handling
    (eg.  setting up tables and chairs, lifting or moving objects)
    EG:
    • Avoid lifting, moving or carrying heavy or awkward objects.
    • Volunteers to seek assistance to move heavy objects.
    • Explain and demonstrate proper lifting techniques.
    • Rotate tasks.
    • Check that equipment is appropriate for the tasks and properly maintained.
    Risk:  Injury and fatigue related to standing for long periods of time
    EG:
    • Take regular breaks
    • Rotate tasks
    • Supply chairs
    Risk:  Health risks associated with food preparation and handling
    EG:
    • Use registered caterers to provide food.
    • Ensure adequate facilities are available for intended catering (eg heating / cooling)
    • Adhere to standards set out by www.foodstandards.gov.au.
    Risk:  Risks to child safety and welfare
    EG:
    • Ensure volunteers are not expected or assumed to be directly supervising children.
    • Ensure children's supervision arrangements are clear to all volunteers and participants.
    • Ensure volunteers who have a direct child-related role have completed a 'Working with Children Check'.
    Record all other site or activity specific risks, hazards, and their control measures below:
    Do you have any other comments or notes to add?