A risk assessment
A risk assessment is a document where you list things that might be potential hazards and then work out how to avoid them.
Risks categories for your risk assessment might include:
- Physical safety
- Inclusivity
- Logistical
- Public relations
- Financial
They might include other things as well. You can find an example risk assessment and a blank risk assessment by scrolling down to the "Downloadable resources" section of this page.
A safety plan
The safety plan could cover things like:
- Ticket booking process and information collection
- Venues safety audit
- Safety for bump in/bump out
- Use of security, marshals or volunteers and safety briefings
- Safe and effective marketing and promotional strategy
- Attendees getting to and from the event
- Planning for potential disruption and what to do
- Communication plan in the event of postponement or cancellation.
Talking to police about your event
They might ask you questions such as:
- Are you aware of any specific threats or plans to disrupt this local event or is your concern based on recent events ?
- Are there any dignitaries or notable guests attending that may attract protest groups for reasons other than this event?
- Number of people you expect to attend this event (how many have attended in recent years?)
- Are people required to register or can anyone just come along?
- Is the event being held outside? If it is in a building, will you have anyone controlling entry?
- Are you anticipating the need to close any roads or have traffic diversions in place?
- Is the council engaging traffic management and/or security for the event?
- What is the duration of the event?
- What expectations do you have of the Police who may attend? (public order management, traffic management, community liaison/engagement?)
The police can do such things as:
- Monitor social media
- Respond to online abuse or protest activity
- Give you safety advice
- Reviewing risk assessments
- Turn up in uniform to provide a clear presence
- Do drive bys to ensure everything is ok
LGBTIQA+ people know ourselves and our community the best
So we can give you great advice about:
- What the event should look like
- What is should include
- Who should (or shouldn’t) be involved
- What other angles/options you might need to think about
We can also help spread the word to other LGBTIQA+ folks.
If you are unsure how to contact a local LGBTIQA+ organisation or community, please email pride@ballarat.vic.gov.au and we can help put you in touch with the right people to make your event a success.
Ways to ensure that your event is photographed safely
- At the start of the event, announce that there will be photos taken, and anyone who doesn’t wish to be photographed can come and collect something visible (a lanyard or a wrist band) that shows they don’t wish to be in photographs
- Ask any members of the public who wish to take photos to respect this system.
- Have an A frame or some sort of large sign at the entrance to your event saying this as well.
- Include this information in your email to guests/patrons/audience
- Consider having an ‘opt in’ system rather than an ‘opt out’ system, so only people who volunteer to be photographed are.
- Communicate what the photos will be used for – only for social media, only for a funding grant acquittal, only for publication at a later date about your event, a mix of these or for other things. Be clear what the photos will be used for, and then stick to that.
- Consider using a ‘model release form’ (also known as a ‘talent release form’) which you get a person to sign. This is a legal form that gives permission from the person being photographed to you to use the photographs in certain or all ways. Do an internet search for a form to see examples.
- Consider not taking photos at all, and encouraging attendees not to take photos either.
Things to consider for online safety
- Will you advertise or share the event online?
- If so, where? Will you focus on closed or private online groups, such as a closed Facebook group or private X/Twitter account?
- If you post publicly, be aware that anyone can find it and share it.
- Also be aware of people in any promotion images you are using. Have they given their express consent to be in photographs used to promote an LGBTIQA+ event?
- If you need to give an email address out, consider making one for the event, or for your group, or just using one that does not include your name. If your full name is in the contact email address, people who are unfriendly to your event might be able to search the internet and social media to find out more about you.