Member Spotlight: Port Macquarie Hastings Brings Light to the Community

ArtWalk is a vibrant event, brought annually to the local community by the Port Macquarie Hastings Council. Streets come alive, laden with light installations, artwork exhibitions, live performances, artisan markets and more. Participants can connect with artists during workshops and presentations immersing themselves in the creative vibe and getting behind the local art scene. This year’s theme was Coastal Nights.

The ArtWalk fosters social cohesion by offering compelling experiences that engage residents and visitors alike. It’s an opportunity for people to come together, appreciate local talent and bask in Port Macquarie Hastings’ beautiful public spaces. But, behind the scenes of this event lies a diligent emergency preparedness plan ensuring the safety and enjoyment of all participants.

The Council’s Role in Risk Management

The Port Macquarie Hastings Council’s emergency management efforts are instrumental in regulating the hazards associated with public events like the ArtWalk. Risk management in community gatherings is not just about responding to emergencies; it’s about proactive planning and preparation.

Drawing from diverse skills and networks, the council provisioned an extensive game plan to anticipate and mitigate a wide scope of potential threats. Its commitment to risk management reflects a dedication to fostering a safe environment where the community can celebrate its creative spirit.

What Was in the ArtWalk Emergency Management Plan?

A comprehensive preparedness strategy underpins any large-scale public event. The emergency framework for the ArtWalk detailed several key sections, including:

Risk Assessment and Risk Management

Identifying the scope of risk and its possible impact is central to framing an effective program. The council systematically cross-referenced a rubric of threat categories to classify vulnerabilities, consequence definitions, severity ratings and control measures.

They set about pinpointing potential risks across divisions such as:

• Traffic Management: This incorporates congestion, potential accidents, illegal parking and issues resulting from road closures surrounding the site.
• Weather: Risks include event cancellation, weather-related illness and crowd management in the case of extreme weather conditions.
• Site Risks: On-site dangers encompass nearby commercial disruption, trip hazards or serious injury, a lack of accessible facilities and unsafe practices from contracting partners. Controls were additionally established for electronic or infrastructural malfunction and missing persons.
• First Aid: Dangers associated with first aid range from major medical incidents to minor cuts and abrasions.
• Waste Management: This category addresses onsite litter and environmental waste. A separate waste management plan provided detailed information on logistics and service provisions.
• Crowd Management: Crowd management includes overcrowding, antisocial behaviour, potential fire and power outages.
• Communication: Communication-related vulnerabilities could be power failures and wide-scale public announcements during an emergency.
• Additional Risks: Staffing shortages, noise management, damage to fixed-position signage and terrorism are among the additional threats addressed.

Port Macquarie Hastings experts then outlined mitigation and control strategies to ensure complete preparedness before the event rollout.

Emergency Communications

Emergency communications planning describes how information will be disseminated to internal stakeholders and event attendees during a crisis. It comprises pre-scripted public address protocols and a breakdown of mobile phone contacts for the Event Delivery and Security teams. A clear framework outlines each party’s duties and obligations and a chain of command for correspondence and decision-making.

Emergency Response Plan

The emergency response plan provides a step-by-step process for alerting relevant personnel and containing incidents during a crisis. This includes procedures for medical events, fires, bomb threats, natural disasters and personal threats. Each type of emergency has a designated code and specific actions to be taken.

Emergency Access Points

A series of elaborate aerial maps showing designated emergency access points ensures that first responders can reach any part of the event. These access points are clearly marked, showing area dimensions to facilitate rapid response times from the Fire, Ambulance and Police departments.

Roles, Responsibilities and Reporting Structure

Maintaining high levels of security and organisation requires a clear line of authority. The emergency management plan outlines the roles and responsibilities of key management staff and teams, including wardens, emergency service providers, first aid officers and volunteers.

Supporting Community Involvement

Emergency management aside, Port Macquarie Hastings Council organised a free shuttle bus to transport event attendees safely between the town centre and the site location. The bus operated on a loop between 4.30 pm and 9.30 pm daily to support public access.

Residents could find transport information, road closures and activity schedules on the council’s website or social media channels. Upon arrival, participants received a map showing the information kiosk and first aid services, public toilets, parking, road closures and activities.

Audio equipment was installed throughout the event site to convey important information to participants during an emergency or as necessary.

Contributing to Safer Local Events

Fastidious planning and execution of the emergency management procedures contributed to the ArtWalk’s paramount success. By anticipating potential risks and establishing clear protocols, Port Macquarie Hastings Council ensured the Art Walk delivered an inspiring, joyful and secure experience for participants.

Emergency management preparation reduces incident exposure. Event delivery teams can curate a timely response to emergencies, increasing public confidence and supporting the long-running success of similar high-profile events. These measures underpin community safety, collaboration and wellbeing.

Learning From Our Members

The Port Macquarie Hastings ArtWalk is a shining example of how careful planning and effective risk management can transform a collective event into a wonderful, ongoing experience for all. Through a detailed emergency management plan, the ArtWalk not only brings light and creativity to residents but also sets a standard for how public events should be managed.

CivicRisk Mutual continues to support members in reducing the impact of potential threats, ensuring that events like the ArtWalk can keep thriving. If you want to learn more about how we can help reinforce your community events or risk management initiatives, get in touch with us today.