Live entertainment, touring productions, and large-scale events carry unique risks. Stages are built in temporary environments, crews often work long hours under pressure, and crowds can be unpredictable. In this setting, risk management is not only a regulatory requirement but also a foundation for safety and sustainability. A structured approach to risk management helps protect performers, staff, and audiences while safeguarding the reputation and viability of an event.

The Legal Framework

In Australia and New Zealand, employers and event organisers are bound by workplace health and safety laws that require them to manage risks in a systematic way. The Work Health and Safety Act 2011 sets out the duty of care to provide a safe environment, and Safe Work Australia’s How to Manage Work Health and Safety Risks: Code of Practice gives practical guidance.

Each state and territory has its own regulator, such as WorkSafe Victoria or SafeWork NSW, and compliance must align with local requirements. For touring companies, this means risk management plans need to be adaptable and consistent across multiple jurisdictions. International tours add another layer of complexity, as standards may differ, but adopting Australian best practice often provides a strong framework for compliance abroad.

What is a Risk Management Plan

A risk management plan is a structured document that sets out how risks will be identified, assessed, and controlled before and during an event. It is more than a box-ticking exercise. Done well, it becomes an operational roadmap that guides safety decision-making at every stage of production.

Key components include:

• Objectives – outlining the purpose of the plan and what it seeks to achieve.

• Responsibilities – clarifying who is accountable for implementing controls.

• Processes – describing how risks are identified, assessed, and reviewed.

• Documentation – providing evidence that the duty of care has been met.

A strong plan integrates with production schedules, medical coverage, and emergency response arrangements.

Conducting a Risk Assessment

Risk assessment is the backbone of any plan. The process generally follows four steps:

Step 1: Identify hazards
Hazards can be physical, environmental, or psychosocial. Examples include rigging equipment, extreme heat, travel fatigue, or exposure to harassment.

Step 2: Assess risks
For each hazard, consider the likelihood of it occurring and the severity of potential consequences. A risk matrix can help determine which hazards need urgent controls.

Step 3: Control risks
Controls should follow the hierarchy of control:

• Elimination of the hazard where possible

• Substitution with safer alternatives

• Engineering controls such as barriers or ventilation

• Administrative controls like training and scheduling

• Personal protective equipment as a last resort

Step 4: Monitor and review
Risk management is ongoing. Conditions change throughout a tour or festival season, and new hazards emerge. Plans should be reviewed regularly, with lessons carried forward.

Common Hazards in Entertainment Settings

The entertainment industry presents a wide range of risks. Some of the most common include:

• Physical hazards – temporary staging, rigging, heavy vehicles, pyrotechnics, or electrical systems.

• Environmental hazards – severe weather, poor air quality, or excessive noise exposure.

• Crowd-related hazards – surges, aggression, alcohol or drug use, and overcrowding.

• Psychosocial hazards – long working hours, fatigue, bullying, harassment, or stress from performance pressure.

Addressing psychosocial risks has become increasingly important, with regulators such as Safe Work Australia now recognising them as workplace hazards with legal obligations attached.

Building an Effective Risk Management Plan

An effective plan is built on consultation. Production managers, crew members, contractors, and medical and safety officers should all have input. Their perspectives ensure that hazards are not overlooked and that proposed controls are practical.

Documentation is vital. Written records of assessments, consultations, and control measures not only demonstrate compliance but also provide a reference if incidents occur. Many organisations use risk management software or templates provided by regulators to standardise the process.

Coordination is equally important. Medical and safety officers need to be fully integrated into planning, with clear communication lines for decision-making during events.

Case Studies and Examples

Crowd surge at a festival – Several international incidents have highlighted the dangers of poorly managed crowd dynamics. Effective planning now requires crowd modelling, barriers, trained marshals, and clear communication strategies.

Weather-related stage collapse – High winds and storms have caused stage and structure collapses in multiple countries. Risk assessments that account for weather thresholds and engineering standards can prevent such disasters.

Learning from these examples has shaped industry standards and demonstrates why risk management plans are not optional.

Practical Tools and Resources

Event organisers do not have to start from scratch. Several resources are freely available to guide planning:

• Safe Work Australia: How to Manage Work Health and Safety Risks – Code of Practice

• WorkSafe Victoria – Event Safety

• Event Safety Alliance – Guidelines

• World Health Organization – Mass Gatherings Health

Training for safety officers, paramedics, and production teams is also available through national and international organisations.

Risk management in entertainment is both a legal requirement and an ethical responsibility. Comprehensive plans and thorough risk assessments protect lives, support wellbeing, and ensure productions can proceed with confidence. By embedding risk management into every stage of planning, the entertainment industry can continue to thrive while minimising harm.

For more on how Hemisphere supports safety in live events and touring, visit our Safety Services page.