australian guide to risk assement

8/3/2019 Australian Guide to Risk Assement

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Date Updated:- 12 Febru ary 2007

2007 Aus t r al i an I nt er nat i onal

Aer ospace and Def ence Exposi t i on

A Guide toOccupational Health

& Safety and RiskAssessment

This guide contains im portantinforma tion per taining to your

obligations under Australian

Occupationa l Health & Safetylegislation

Topi cs Cover ed

The Organiser

Your OH&S responsib il it ies

Checklists

Some Dos & Donts

Risk Assessment s & Comm on Risk s

Creating a Work Method Statement

Staff Briefi ngs

Emergency Procedures

Risk Assessment Template


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2007 Aus t ra l ian In ternat ional Aerospace and Defence Expos i t ion

A Guide to Occupational Health & Safety and Risk Assessment Page 3

Tabl e of Cont ent s

Page

The Organiser 4

Your OH&S respon sib ili t ies 5

Checklists 7

Som e Dos & Don ts 8

Risk Assessm ents & Com mo n Risk s 10

Som e Com mo n Risk s to Consider 12

Creatin g a Wor k Method Stat ement 13

Staf f Bri efin gs 14

Risk Assessment Templ ate 16


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1. The Organiser

Aerospace Australia Limited hassatisfied itself that the appointed OfficialContractors and/or Suppliers arecompetent in the tasks required of them.

Aerospace Australia Limited hasreceived and checked the Risk Assessments and Safe WorkingProcedures for each Official Contractor and/or Supplier and issatisfied that they are suitable and sufficient for the 2007Australian International Aerospace Exposition.

Aerospace Australia Limited is committed to providing,

maintaining and promoting, so far as is reasonably practicable,the highest standards of OH&S and welfare for the 2007

Australian International Aerospace Exposition.


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A Guide to Occupational Health & Safety and Risk Assessment

If you are an Exhibitor or Chalet Holder at the 2007 Australian

International Aerospace Exposition, regardless of the size or

type of stand you have, this document applies to you.

As an Exhibitor or Chalet Holder, if you employ or contract out

work on your stand including your own employees, stand

staff or stand building contractors you are deemed to be their

employer.

Under Australian Occupational Health and Safety legislation,

you have the responsibility to ensure, as far as is reasonably

practicable, the Health, Safety and Welfare of all employees

and other people not directly employed by you, who may be

affected by your actions (or omissions) during the exhibitionstenancy. Exhibitors and their major stand contractors are

responsible for all activities that occur on their stand during the

entire Event (including build-up, the Event period and knock-

down), as well as any actions or activities that could affect

others not on their stand.

Your company will almost certainly have a Health & SafetyPolicy to cover your usual work place.

However, you may not be aware that you have a responsibility

to extend this policy to cover temporary places of work

( s u c h a s p a r t i c i p a t i o n a t e x h i b i t i o n s ) .

Exhibition sites in particular will have hazards that are not

present in your usual work place and as such your current

documentation could be unsuitable.

2. YOU ARE

RESPONSIBLE!

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2. You Are r esponsible cont...

Your company may already employ somebody who is responsible for

the Health, Safety and Welfare of you and your colleagues. You should

brief this person on your participation in the exhibition now, as they

will be able to help you produce the necessary documentation.

If you are a small company without these resources, dont worry,

nothing that you need to complete is complicated or difficult most

of it is just common sense and this document will guide you

through.

Please ensure that you complete the OH&S Declaration Form (in the

On-Line manual System) and submit it by the due date (23 Feb 2007).

This form provides the Organiser with the contact details of the

person you nominate to be responsible for OH&S on your stand or

Chalet during the event. As such this person must be in attendance on each day of the

Exposition.

If you do need help however, or have a query, please do not hesitate to

contact the 2007 Australian International Aerospace Exposition

Operations team.


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3. Yo ur Checklist

Taking the time to read this document now will save you time organizing both your participationat the 2007 Australian International Aerospace Exposition and any other exhibition you attendin future.

We have outlined below your main responsibilities under Occupational Health & Safety legislation.

TaskAppoint a competent person to be planning supervisor responsible for Occupational

Health & Safety for the build up and breakdown periods. Also appoint an OH&S super-

visor for the Event period (These two appointments can be the one person). These people

should oversee every element of your participation, with a specific responsibility formanaging OH&S, including the provision of proper information and instruction, training

and supervision of all parties concerned throughout the exhibition

Photocopy the Emergency Procedures attached and ensure that all your staff and contrac-

tors are given a copy.

Read and understand the rules and regulations that are contained in the Exhibitor Manual

Obtain a copy of your company OH&S policy. If you dont know where this is, start with

the HR department.

If you are employing contractors on your stand obtain copies of their OH&S Policy

Statement, Risk Assessment and Job Safety Analysis documents (JSAs) or their WorkMethod Statements (Depending on which Country/State you are from, these documents

provide the same basic information).

Ask to see relevant supporting documents. Take up references, ask to see proof of previ-

ous work standards in short, satisfy yourself that your contractors are reliable and com-

petent.

You have a legal obligation to assess all significant risk and as such must produce a Risk

Assessment and JSA or Work Method Statement for your activities on site. Further infor-

mation and guidelines can be found further into this document.

Draw up a move-in and move-out schedule. Make sure you have given your staff and

contractors enough time to build your stand. Time constraints are no excuse for not ad-hering to safety standards

Share the findings of your Risk Assessment with the people working with you on the

stand, and also your contractors ensure that they are fully briefed on the risks and con-

trols required and in particular ensure they are briefed on the hazards of the Halls during

buildup. (See Item #5 of this document)

Make sure you are properly insured for the Exhibition

Cooperate with the Organiser and all appointed Security Staff

Inform the Organiser and Security personnel as soon as possible if an accident, injury orproperty damage occur on sitedoes occur on site.

Done

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4. Some Dos and Donts

This is a list of some other important points you should consider. It is byno means a complete list, and is intended as a starting point only.

DO: Take extra care during move-in and move-out as this is when

accidents are most likely to occur.

Make sure that your contractors are working safely and ensure theyare trained and competent. If you see an unsafe work practice, reportit to the Organiser or Security immediately.

Working at height on ladders and scaffolding must be done in acontrolled and safe manner.

Use the Official Electrical Contractor for the Exhibition. If you have your own display lighting or illuminated or electrically operateddisplay, you must comply with appropriate state legislation.

Treat all cables as though they are alive.

Ensure that operators are fully trained and properly certified on theequipment being used.

Ensure that all rubbish and packing material from your stand isremoved from the site. It must not be stored on or behind your standduring the Exposition.

Make sure that any hazardous waste is disposed of properly. Pleaseconduct the Organiser for advice.

Provide adequate breaks for your staff and contractors.

Keep aisle ways clear at all times for safety reasons. Make sure all electrical equipment and leads are in good repair, have

been inspected and tagged.

3.1 Post Show

Review your findings after the show to discover areas that need attention, where

accidents occurred and take appropriate action for the future.

Done

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DONT: Take children on site at any time. NO person under the age of sixteen

is permitted on site during move-in, move-out or the Trade Sessions

of the Event period. (Children are only allowed to attend the PublicSessions on Friday, Saturday and Sunday

Use flammable materials in your displays. This includes plastic

flowers, polystyrene etc. Some combustible materials may be

acceptable if treated with the correct fire retardant materials.

Have overloaded or insecure displays. Make sure your displays are

safe and secure as visitors can knock them.

Overload trolleys. Not only can this damage your exhibits, but will

make it difficult to move through crowded aisles and may cause

injury to you and other people.


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5. Risk Assessm ents and Comm on Risks

A Risk Assessment is widely recognised as the most effective way ofdocumenting, assessing and controlling risks and under theOccupational Health and Safety legislation is an absolute legalrequirement.

Completing a Risk Assessment does not mean that you are guaranteeing

that there will not be any accidents on your stand, simply by taking thetime to think through your actions in advance and on an ongoing basis, you will be able to reduce the risk of an accident happening or theseverity of the accident if it does.

Legally, if you were unfortunate enough to have anaccident on your stand, you may need to pro ve that youtook all reasonable steps to prevent the accident fromhappening;

A risk assessment would be part of this proof. If you were not able to dothis you could be found liable (both personally and corporately) for theaccident.

If you are using a stand contractor to build your stand, you should askthem to provide you with a risk assessment, so that as their employer,

you can satisfy yourself that they are taking all necessary precautions tominimize any risks.

For example: Your staff may unload items from a vehicle to the stand and couldsustain a manual handling injury in doing so. This could damagetheir health, but could also put them off work for some time, havingrepercussions on your business.In addition if you are not able to show, through risk assessment, that

you have assessed and minimized the risk, then you could be heldliable. A common risk such as this can easily be controlled throughproper instruction and procedures for handling goods and

documenting this in a risk assessment will not only reduce the risk ofit occurring but will help protect you against legal action.


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Even if your stand contractor is producing a Risk Assessment for thebuildup and breakdown of your stand, it is still important to consider

the risks during the open (Event) periods. Are any new hazards presentas a result of the way you are operating your stand?For example: the demonstration of exhibit machinery would not becovered in your stand builders risk assessment. Therefore you wouldhave to assess this hazard.

Risk Assessments are usually submitted in a standard table format.A blank template is included with this document as a possible option ifyou need a starting point.

If you would like a version in Microsoft Word please [email protected].


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5.1 Some Com m on Risks to Consider

If you answer yes to any of these questions, a Risk Assessment will helpyou assess and minimize the risk.

Cons t ruc t i on

Are you building a platform or raisedfloor on your stand?

Does your stand include any steps orstairs?

Will you require ladders or scaffoldingtowers to build your stand?

Do you require forklifts or a crane tobuild your stand or unload materials?

Will you use power tools to build yourstand?

Will you be rigging anything aboveyour stand?

Will you be using any toxic substancesin the construction of your stand?

E x h i b it o r s E q u i p m e n t , E x h i b i t s &S t a n d O p er a t io n

Do you have any display exhibits thatrequire power?

Do you have any Radioactive products,lasers, pyrotechnics or otherdangerous exhibits on your stand?

Do you have any exhibits, particularlymachinery, which are intended tomove or be demonstrated during the

Exhibition?Are you catering for any staff/guests

on your stand?

Will you be demonstrating anyincentive products such as Frisbeesetc?

Do you intend to have anyentertainment on the stand(magicians, stilt walkers etc)?

Does your stand contain a waterfeature?

Genera l Good Prac t i ce(ap p l i cab l e t o a l l s t an ds )

Will you create any rubbish duringthe build/exhibition?

Is there anybody else going to the

show from your company? Does the show have a non-smoking

policy?

Do you/any of your staff need tounload their vehicles at the show?

Fire R i sk a n d E l ect r i ca l Sa f e t y

Do any materials on your stand NOTcomply with the Exhibition fireregulations?

Are you employing your own

electrical contractor to do any workon the stand?

Are you bringing your own electricalequipment?

Do you have any closed rooms onyour stand?

Could the travel distance from anypoint on your stand to the nearestaisle be more than 10m?

S t a n d D r es s in g

Do you intend to fix graphics orshelving to your stand?

Do you intend to have artificialflowers on the stand?

Co m p l ic a t e d S t a n d s o r Co m p l e xS t r u c t u r e s

Are you building a double deckerstand?

Is your stand over 4m high?

Does your stand have a platform/

raised area? Is the height over600mm?

Do you have a conference room forover 15 people on your stand?


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6. Creating a Wo rk M ethod Statement

2007 Aus t ra l ian In ternat i onal Aerospace and Defence Expos i t ion


As the name implies, this is a document that outlines the processinvolved in building and dismantling your stand. A Work MethodStatement is usually only required for space only custom build stands,and should be provided by your stand contractor. However, if thenature of your activity is complex you will need to com plete a

Work Method Statement if you are bringing machinery or heavyexhibits, or using chemicals requiring Material Data sheets.

A W ork Method Statement helps to identify hazards a nd planthe build/breakdown to ensure everyone is working within a

safe environm ent.

By talking through the method of building the stand with yourcontractor, you may be able to identify some hazards and plan the

build/dismantle to ensure everyone is working within a safeenvironment.

Responsible Person: The employee who will be responsible for the construction and

breakdown of your stand and their contact details out of hoursStand Details & Location: The dimensions, location, stand features

Access: Details of the entry point into the halls and the route to the final

position, number of vehicles and timings etc

Erection and Timetable: The sequence and Schedule in which all the stand elements will

be built, including alignment, electrical connections etc

Stability: Methods of ensuring adequate structural support of any stand

element that requires cross bracing, with calculations and inspec-

tion certificate from an independent structural engineer

Lifting: Outline the equipment used, their capacities, weight, locations

and floor loadingsScaffolding: Include details of temporary or mobile scaffolds, access towers

and other work at height which you intend to carry out

Hazardous Substances: Any proposed use of hazardous and toxic substances must be

advised to the Organiser and the Venue. Outline the protection

provided for employees and workers on adjacent stands

Environment: Consider any abnormal noise that may be present, or work that

creates dust or fumes. What ventilation and other control meas-

ures will be provided?

Services: Note where electrical work will be carried out, welding, gases,

compressed air, water or waste services will be brought onto site

Exhibits: Provide the Organiser with any/all details on exhibits that maypresent a risk to the public and/or any operator


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7. Staff Breifing

Moving vehicles such as goods vehicles and fork lift trucks especially in and around

Loading Dock and Loading Dock doors

Slip, trip hazards on the floor, particularly plastic sheets and trailing cables, or stand fittingmaterials in the walkways, or cable duct openings in the floor

Sharp objects and nails in wood on the floor (ensure appropriate footwear is worn no

open toed sandals or shoes during build up or breakdown

Falling objects always avoid areas where people are working overhead

Locked exits not all exits will be open during build/breakdown usually for security rea-

sons. The only fire exits open are those with signs illuminated. Make sure that your staff

familiarise themselves with the nearest exits on arrival.

Partially built structures which may be unstable

Over exposure to noise levels which could be damaging to hearing

Over exposure to the sun if spending time outside even the Autumn sun at Avalon can

be extremely fierce

Fumes/dust from machinery/decorating etc

Environmental hazards e.g. freight doors (Loading Dock) open during the build and

breakdown, rain making the floor slippery, wind catching items etc.

Any other hazards presented by the stand, operation or environment

Aircraft moving around the site

Projections from aircraft wings

Exposed Propeller blades

Done

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You may not think there are any risks in setting up a stand or manningit during the Exposition, especially if you are a shell scheme stand, butdont forget you are exposing your staff to an unfamiliar andhazardous environment and you have a duty of care for theirhealth, safety and welfare . As the Organiser we work closely withthe Airport owners and official contractors to provide a safe working

environment, but with so many stands building up it is important thatall people within the halls are aware of the risks. In particular youshould ensure that your staff are briefed to take care in the halls and beaware of the following:


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2007 Aus t ra l ian In ternat i onal Aerospace and Defence Expos i t ion


A risk assessment template is contained in this pack, along withthe list of questions in 3.1 to give you an idea of the kind of thing you need to consider. This list is not exhaustive but is a goodstarting point. It is a good idea to comp lete this risk assess-ment with your colleagues to help you think through everyaspect of your participation and the risks involved.

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Event: Supporting Health and SafetyInforma tion completed/obtained:

(attach to this docum ent and bring onsite)(eg Occupational Health & Safety (OH&S)Policy, contractor risk assessments, W orkMethod Statements)

Venue:

Date RA Undertaken: / /

RA Undertaken by:

Stand OH&S

Representative:

Signed: .(person undertaking assessment)

Contractor OH&S

Representative:

Signed: .(Contractor Company Director)

Distribution: All staff working on stand

OH&S Manager

9. Exhibitor Risk Assessm ent Template


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Phone: + 61 3 5282 0500

Fax: + 61 3 5282 4455

E- mail: [email protected]

PO Box 4095

Geelong VIC 3220

Australia

2007 Aus t r al i an I nt er nat i onalAer ospace and Def ence Exposi t i on

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