UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

This Safety Plan Checklist and Guidance is part of Occupational Safety, Health & Environment
(OSHE) initiatives to be implemented in Universiti Teknologi Malaysia (UTM). This safety plan
checklist and guidance is not a comprehensive checklist but will help organisations in UTM to
reduce the likelihood of incident/accident for high risk event or activities that need mitigation
support from OSHE Unit. Depending on the nature and scale of the event, the checklist is likely
to include but may not be limited to the listed items as the following:

1. Event Information

Name of event

Event Description

Event organiser(s)/Event
Management Company

Name:
Mobile No:
Contact Person Email:

Indoor Event
Venue Outdoor Event

UTM
UTMKL
Local
Overseas
Location
Full Address:

Proposed Event Date/s: From:

To:

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This document forms part of UTM occupational health and safety policy dated 16th October 2016.
 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

Estimated attendance:

Total Attendance (multi-

day events):

Does this event require a risk assessment?

Yes No

Has one been carried out?

Risk Assessment Yes No

If the event requires a Risk Assessment one must be carried out before
proceeding to the next section. Please attached HIRARC document in the
program approval application. (Refer HIRARC form published by OSHE ref:
utm/oshe/hirarc/v01)

Does this event require an Event Safety Plan?

Yes No

Has an Event Safety Plan been undertaken for this event?

Safety Plan
Yes No

If the event requires an Event Safety Plan one must be carried out before
proceeding to the next section. Please attached Event Safety Plan in the
program approval application.

Special Permit or
Licences Needed (if any)

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This document forms part of UTM occupational health and safety policy dated 16th October 2016.
 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

2. Planning and Document Management

Does the Event Safety Plan include the following:-
Item Tick

Organisational Chart- Detailing allocation of responsibilities; Event organiser, head marshal /

chief steward, health officer, fire safety officer etc.

Details of event - Including schedule of activities, details of acts/entertainers, time(s), location(s)

etc

First Aid Plan- Including location of first aid base, details of staff, liaison with local Dr’s/ health
centre/hospital.

Site Map - A map or site plan of the event showing the location of the event and key facilities and
arrangements for the event and described in the details of the event.

Communications Plan - Showing allocation of Radio’s, mobile phone details of key personnel.

Stewards List- Showing adequate numbers of staff

Duties list- Showing details of tasks, locations, times.

Crowd Control/Traffic Issues- Including crush barriers -numbers and locations

Emergency Plan- evacuation procedures, crowd control arrangements, assembly points.

Document Management - event files, Permit or Licences by professional bodies, Insurance,

HIRARC document, Event Management Structure

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Safety Plan Checklist and Guidance

for UTM Event

3. Venues and Site design

Has due consideration been given to:-
Item Yes No NA
The suitability of location or venue design
Selection of competent workers, contractors
Construction of stages, tents etc,
Safe delivery and installation of equipment and services
Shows - crowd management, transport strategies
Arrangements for fire, first aid contingencies and major incidents.

Removal of equipment and services upon completion of the event

Rubbish collection and waste disposal

Space for audience

Temporary structures
Backstage facilities
Parking
Meeting / Aassembly points
Ground conditions
Traffic and pedestrian routes, emergency access and exits. Are they suitable to
handle proposed capacity?
Geographical location, proximity to services, facilities etc
Dangerous features ( e.g. natural hazards, rivers etc.)
General venue access and egress
Sight lines for audience ( to reduce density in front of stage)
Production infrastructure of backstage requirements
Fire and ambulance requirements
Police and stewarding positions
Perimeter fencing /Stage barriers
Welfare facilities
Excess (uninvited) visitors – contingency plan in place?
Signage
Permission / approval to use site

4. Fire Safety
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 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

Has due consideration been given to:-

Item Yes No NA
1. Outdoor Venues;-
The number of trained fire marshals attending (if any)
Exits and gateways locked/unlocked, stewarded
All exits and gateways clearly marked by signs

Stewards throughout event

Provision of fire extinguishers (if necessary) of the correct type
Where appropriate, has local fire-station been notified of the event
Has a clear entry been left for fire emergency services
Number and size of exits in fences etc
Are pyrotechnics or fireworks to be used?

2. Indoor venues:-
Does the venue have adequate and working fire exit signage?
Are the venue’s have fire safety arrangements?
Are Fire extinguishers provided in all areas to be used of the correct type?
Have fire-extinguishers been checked in the last 12 months?
Have any electrical hazards been identified and made safe?
Are all emergency exits clear?
Are portable generators to be used? Area made safe? Area demarcated (set the
boundary)?
Are flammable liquids or materials to be used? Storage arrangements?
Is the fire alarm in working order and recently checked?

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Safety Plan Checklist and Guidance

for UTM Event

5. Crowd Management
Has due consideration been given to:-
Item Yes No NA
Entry & exit of audience
Signage
Front of stage area
Crowd pressure-need for mo-jo barrier or crush barriers
Police involvement - Traffic control or crowd control? Both?
People with a disability-access issues / seating
Children-crushing, lost children?
Marshalling / Stewarding-organisation, competency, training, conduct

6. Transport Management
Has due consideration been given to:-
Item Yes No NA
Traffic signs and highway road closures
Traffic marshalling:
 who does it
 how many
 training
 PPE
Vehicle parking:
 cars
 buses
 lorries
Emergency access
Pedestrians
On-site vehicle management
Temporary roadways:
 contingency due to weather
 lift trucks and other vehicles
 authorised drivers

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 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

7. Emergency Planning
Has due consideration been given to:-
Item Yes No NA
Key decision makers – Who?
Stopping the event in the case of an emergency – Who? and How?
Emergency routes and access for emergency services:
 Communication plan
 Suitable location for signage to be displayed
People with additional or special needs
Holding areas for performers, contractors and audience
Safety briefing for performers, contractors and audience
Alerting / warning procedures
Public warning mechanism
Evacuation and containment measures
Details of script of PA announcement to audience
Meeting point for emergency services
Ambulance loading points and triage area
Locations of hospitals prepared for major incident and secured traffic routes
Nearest Masjid and Imam’s or Ustaz to be contacted
Outline of the role of those involved
Details of emergency equipment location and availability
Communication
Bomb threats / suspicious packages
Cancellation of event(s)
Media management
Public Relation – (to attach document stated Who? Level of authority?)

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Safety Plan Checklist and Guidance

for UTM Event

8. Civil & Structure / Mechanical & Electrical

Has due consideration been given to:-
Item Yes No NA
Civil & Structures
Location considerations
Supplier
Design
Erection – general H&S construction principles (CDM)
Lifting and rigging equipment
Dismantling
Documentation:
 design drawings/calculations
 risk assessments
 safety method statement
 completion certificate
Monitoring of structure
Work at height / Protection against falls

Mechanical & Electrical

Competent Chargeman
Adequate lighting
Electrical Installation and Lighting
Planning e.g. total power, use of generators
Installation
Access to electrical equipment
Generators
Types of lighting
 emergency
 security
 general
Portable Appliance Testing (PAT testing)

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This document forms part of UTM occupational health and safety policy dated 16th October 2016.
 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

9. Communication
Has due consideration been given to:-
Item Yes No NA
Communication within the organisation
Communication Between the agencies
Public information and communication
How is it carried out ?
CCTV
Radios
Alarms
PA Systems
Alerting procedures
Regular updating
Emergency public announcements

10. Food & Beverages (F&B)

Has due consideration been given to:-
Item Yes No NA
External food catering operations – Food Standards Agency / Local Authority food
rating checked
Positioning of catering operators
Electrical installations –power supplies
Drinking water
Monitoring of arrangements on site
Alcohol are not allowed
Only Halal food provided

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This document forms part of UTM occupational health and safety policy dated 16th October 2016.
 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

11. Sanitary Facilities / Waste Management

Has due consideration been given to:-
Item Yes No NA
Sanitary:
Numbers attending / numbers of units required
Maintenance
Location
Type
Washing facilities
Containers for and disposal of sanitary towels / nappies
Additional / special needs provision
Sewage disposal

Waste Management:
Type of waste
Method of collection
Type of Containers
Methods of removal
H&S of employees e.g. exposure to pathogens, sharps etc
Disposal of waste - duty of care

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 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

12. Permits, Licensing and Registrations

Applies/
Item Additional Actions required
Checked
1. No fireworks or pyrotechnic display will be
permitted on UTM premises
2. No performances, displays or interactive
activities involving fire will be permitted on UTM
premises e.g. fire eating, fire breathing, fire
dancing, walking on coals
3. Mobile plant (forklifts, cranes, etc) are only
operated by licensed or certified operators
4. Event LPG/dangerous goods storage meets
legal requirements

13. Staging & Platforms, Marquees, Stalls, Vans or Other Temporary Structures
Applies/
Item Additional Actions required
Checked
1. All stages are signed off by a certified
rigger/scaffolder and are erected by personnel
with appropriate training and certifications (as
required)
2. Platforms are continuously monitored,
particularly in extreme weather conditions
3. Adequate access and egress around all staging
and platforms for event patrons and emergency
services
4. Marquees, tents, food vans or other structures
are erected or sited securely and do not
encroach on thoroughfares/ clear paths.

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 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

14. Noise
Applies/
Item Additional Actions required
Checked
1. The event will include amplified music,
speeches etc.

2. Details of expected event Noise:

3. Noise control measures to be used to minimise

disruption to UTM business activity:

[Link] and Work at Heights

Applies/
Item Additional Actions required
Checked
1. Permission is obtained from Facilities
Management (PHB) for erection of banners or
other large display items. (Note: where erection
relies on attachment or connection to University
buildings or structures, specific consultation with
FM Maintenance Mgr is required – Contact Help
Desk of UTM PHB)

2. Ladders are well maintained and suitable for

work undertaken & weight – (industrial rated)

3. Assistance of a second person is provided

where required e.g.: holding ladder for stability,
carrying and erecting.

4. Right type of equipment is used for the height

access job (i.e. ladder, etc)

5. All staff and volunteers are trained to assess

each task and use safe technique when lifting or
carrying
6. Loads are able to be delivered as close as
possible to area using vehicle or mechanical
aids (e.g. trolley)

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This document forms part of UTM occupational health and safety policy dated 16th October 2016.
 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

16. Personal Protective Equipment (PPE)

Applies/
Item Additional Actions required
Checked
1. All tasks to be undertaken by staff and
volunteers are checked for the right PPE
required and PPE is provided if needed (e.g.
gloves, aprons, earplugs, closed toe shoes,
waterproof jacket, etc) – Separate risk
assessments may be required for high risk
tasks.

2. Personnel are trained in using, maintaining and

storing the PPE.
3. High visibility safety clothing conforming to
OSHE standard must be worn by event staff at
all times when it is important for a person in a
situation to be easily seen.

17. Accessibility
Item Applies/
Additional Actions required
Checked
1. Ramps are in place to provide access into
buildings
2. Disabled Access Parking is available close to
the event
3. The event itself is easily accessible (e.g. for
patrons in wheelchairs, with prams, using
walking aids, etc)

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This document forms part of UTM occupational health and safety policy dated 16th October 2016.
 UTM/OSHE/Checklist/v01

Safety Plan Checklist and Guidance

for UTM Event

18. Amusement Equipments or Structures (eg. Pesta Konvo)

Applies/
Item Additional Actions required
Checked
1. Are all amusement rides operating in
UTM/Event Venue inspected?
2. Who does these inspections?
3. How does the public know a ride is approved by
L&I?
4. Do inspections guarantee amusement rides will
be accident free?
5. How can you know that a ride is safe?
6. What happens when an accident does occur?
7. Are ride operators required to report all
accidents?
For all rides:
1. Check for a current state decal on the ride,
meaning it's been inspected and approved.
2. Observe how the ride is operated:
2.1. Is the operator taking care to ensure that
passengers are appropriately protected?
2.2. Is the operator paying close attention when
the ride is in motion?
2.3. Is the operator observing restrictions about
rider size?
For inflatable rides:
1. Is the operator strictly limiting the number of
people on the ride at one time?
2. Does the inflatable ride appear to be overloaded
or unstable?
3. Does the ride appear to be securely anchored?
4. Could the blower inflating the ride accidentally
be unplugged, collapsing and possibly injuring
the riders?

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Safety Plan Checklist and Guidance

for UTM Event

19. List of Appendices - (example. HIRARC,JHA, SOP, Tentative Program).

Document Name Appendix
1.
2.
3.
4.
5.
6.
7.
8.

20. Safety Committee

Committee Name Designation Signature
1.
2.
3.
4.
5.
6.

This checklist has been appropriately checked, however the event organiser is responsible for responsible
for the health, safety and welfare of people attending your event, as well as that of employees, contractors
and subcontractors working at the event. This document is intended to disseminate guidance and good
practice. No responsibility can be accepted by the author or its contributors for any inaccuracies or
omissions. OSHE Unit is not liable for any unplanned accident or damages caused by the event
organisation.

Chairman of Safety Committee (name & signature):

Name of Faculty/Centre/Unit/Kolej/Ptj:

Date: Stamp:

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This document forms part of UTM occupational health and safety policy dated 16th October 2016.