Ōmokoroa Venue Hire

Health & Safety

If you’re holding an event at the hall, you have a duty of care to keep everyone safe – your guests, helpers, contractors and the public. Here are the main things to think about when planning.

The essentials – for every event

You’re responsible for safety at your event. Whether it’s a small community gathering or a larger function, the event organiser is legally responsible for the health and safety of everyone involved.
Identify hazards and assess the risks. Walk through your event in three stages – setting up, the event itself, and pack-down – and list anything that could cause harm. Rate how likely it is and how serious it could be, then put controls in place to reduce the risk.
Plan for emergencies. Know where the exits are, where people will gather if you need to evacuate, and how you’ll contact emergency services.
Make sure your helpers know too.
Make sure first aid is on hand. Have a first aid kit available and at least one first aid trained person on site.
Take care with electrical equipment. Keep trailing leads tucked away to prevent trips, don’t overload power points, and only use equipment that’s in good working order.
Follow the rules for gas (LPG). If you’re using gas for cooking or BBQs, keep cylinders outdoors and upright, away from heat and ignition sources. Indoors is limited to 30kg total, with a maximum cylinder size of 15kg.
Food safety matters. Anyone preparing or selling food must follow the Food Act 2014. Store food correctly, provide drinking water, and apply for the right council licence if you’re selling or giving away food.
Be mindful of noise. Think about how your event might affect neighbours and nearby businesses, especially in the evenings.
Plan for waste. Please take all rubbish away with you, including recycling.
Report any serious incidents. Serious harm must be reported to WorkSafe New Zealand on 0800 030 040 and to Western Bay of Plenty District Council on 07 571 8008.

For larger or higher-risk events

If your event is bigger, involves contractors, alcohol, children’s activities, road closures or anything out of the ordinary, the following also apply. You’ll likely need to submit a written health and safety plan to Western Bay of Plenty District Council for approval.

Prepare a written safety plan. Cover event details, key contacts, hazards, and how you’ll manage them. It should be signed off by the person in charge and kept up to date as things change.
Have a plan for lost children or vulnerable people. Set up a clearly signposted location with two trained, vetted staff members. Record details, never use names in announcements, and contact Police if a dependant isn’t collected within an hour of the event ending.
Look after your volunteers. Brief them on safety, give them high-visibility clothing or ID, record their contact details and next of kin, and avoid lone working where you can.
Manage crowds and movement of people. Think about how people will move around the space, where bottlenecks could form, and how you’ll handle entry, exit and emergency evacuation.
Get traffic and parking sorted. If your event affects roads, footpaths or car parks, you’ll need an approved traffic management plan from Council. Keep emergency service access clear at all times.

For the full guidelines, see the Western Bay of Plenty District Council Guidelines for Events.