Hepburn Shire Council, located in Victoria’s popular spa country region, has won the Victorian Risk Management Excellence Award for 2005. The award recognises innovative risk management practices and principles that have guaranteed the survival of key community activities and events.
Hepburn’s submission was an inaugural Risk Management Events Guide, which is simple and short, yet comprehensive and user friendly.
In 2004 Council realised its approach to risk management was inadequate. Manager of Recreation and Tourism, Geoff Ryan, said the Shire hosts a significant number of events each year, ranging in size from 30,000 people at the Chill Out Festival to smaller activities such as fetes and markets.
“The guide we have developed has set out a step by step process to assist organisers meet various requirements and reduce risks for themselves, participants and Council,” he said.
Manager of Organisational Development, Robert Knight, said the guide is a one stop shop for event organisers, providing information on all requirements, such as permits relating to food, road closures and the like.
“If tools are simple and practical there is a reasonable chance they will be used,” he said. “Our process includes the various officers from Council and other organisations and agencies including the Police and CFA.”
Robert Knight said the backbone of the guide is the ‘four meeting framework.’
“One meeting with necessary parties including Council officers is recommended six months before the event, the second six weeks before, the third six days prior and the fourth after the event, which is for feedback and evaluation,” he said.
Robert Knight said Council officers were often in a position to assist organisers with much of the preparation for a key event.
“For example, Council may already have an emergency evacuation plan or traffic plan for a venue,” he said. “This means no one has to reinvent the wheel.”
The guide is constantly revised and updated as lessons are learnt along the way.
Hepburn Shire Council was acknowledged with a plaque presented at the Municipal Association of Victoria’s 2005 Annual Conference in October. As part of the award, a Council officer is travelling to the Risk and Insurance Management Society Annual Conference in Honolulu, Hawaii in April 2006. The conference is the world’s largest and most comprehensive risk management event.
