Health, safety and accessibility

As an event organiser, it’s your responsibility to create a safe environment for everyone involved with or attending your event, including workers, volunteers, contractors, vendors and attendees. This duty of care is set out in the Health and Safety at Work Act 2015 and applies across all stages of your event, from set-up to pack-down.

A good starting point is identifying the hazards specific to your event, assessing who could be harmed and how, and putting plans in place to manage those risks. Some things to think about include:

• How accessible is your venue for emergency services, and are there any physical hazards on site?
• Are there enough emergency exits, and are there any tripping hazards, unguarded areas or areas of water on site?
• How will you manage crowds, particularly at busy times?
• Have you planned for adverse weather conditions?
• If you’re using tools and equipment, are these well maintained, and if your staff will be using them, have they been trained to use them safely?
• If alcohol is being served, what procedures are in place to manage intoxicated attendees?
• Will there be amusement devices like bouncy castles and rides which require a WorkSafe certification and a licence to operate?

It’s also worth keeping written records of your risk management approach, which can be shared with other parties involved in your event, including venue owners, contractors and emergency services.

More information

WorkSafe New Zealand has comprehensive guidance for event organisers on identifying, assessing and managing health and safety risks at events.

Visit WorkSafe NZ - Managing risks at events

For health and safety questions related to your event at one of our venues, you can contact our Theatre Services team at theatreservices@icc.govt.nz or (03) 211 1777 for indoor venues, or our Parks and Recreation team at parks.recreation@icc.govt.nz or (03) 219 9070 for outdoor venues and parks.

Planning an accessible event takes early planning. The goal is for everyone to be able to participate as fully as possible, with the diverse needs of all attendees accommodated.

Think about the range of people who may attend your event, including wheelchair and mobility scooter users, people on crutches or not steady on their feet, and people with prams or buggies.

Also consider people who are Deaf or hearing impaired, blind or have low vision, people with intellectual or cognitive impairments, and those who may need a support person or a quiet space away from the crowds.

ISome things to consider before choosing your venue:

• Are the venue, toilets, and dining areas wheelchair accessible?
• Is there sufficient mobility parking and accessible transport nearby?
• Is there clear, high-contrast signage on entries, exits, and facilities?
• Will you require a hearing loop, and if the venue doesn’t have one, can one can be hired?
• How will emergency evacuation procedures account for disabled attendees?

More information

Whaikaha – Ministry of Disabled People has detailed guidance on planning accessible venues and events, including checklists covering physical access, seating, lighting, technology needs, and emergency planning. The Whaikaha venue accessibility guidance is a great place to start.

Many of our venues offer accessibility features - get in touch and we can help match you with the right space for your event.

For any questions about health, safety or accessibility at our venues, contact our Theatre Services team at theatreservices@icc.govt.nz or (03) 211 1777 for indoor venues, or our Parks and Recreation team at parks.recreation@icc.govt.nz or (03) 219 9070 for outdoor venues and parks.