Timeline (On the Day)

On the day of a busy activity or event, it is useful (sometimes essential) to plan ahead, considering everything that needs to be done on the day. It can be very easy to forget something important.

An hour-by-hour running sheet will not only be useful, it will enable multiple people to keep on top of the activities proceedings. This sample running sheet helps plan and keep track of where all workers are. It is also valuable for keeping track of multiple vehicles during activities and events.
Daily Running Sheet (28 KB)

Transport Coordination Tools

If your activity or event includes pick-up and drop-off vehicles, the team leader needs to know where the vehicles are, especially if there are several vehicles driving around. They should make sure a log book is used to record:

    • Who was driving at any time.
    • Where they drove.
    • What time they started and finished driving.

It is also beneficial to record the odometer reading at the start and end of a journey. This helps the organisation keep track of how many kilometres have been travelled for each project and reduces the chances of the vehicle being misused for private purposes. It is also required for the organisation’s tax purposes.

The team leader should ensure that the vehicle is properly maintained. A record in the vehicle log book will show the last routine services, when oil and water have been topped up and when tyres have been checked or replaced. A vehicle logbook can be printed or purchased and kept in the vehicle.
Vehicle Logbook (13 KB)

It is a good idea to ensure that there is a volunteer or staff member accompanying the driver on each trip and they have access to a mobile or radio. No matter how well organised an activity is, vehicles can often run late or are needed elsewhere. A minor accident or flat tyre can cause long delays. The driver’s assistant should be prepared to supervise passengers so that the driver can concentrate on the care of the vehicle and passengers. The use of a daily running sheet (see above) is an ideal way of keep track of vehicles at any time during an activity or event.

Food Handling

Activities and events often include sausage sizzles or other food related stalls. Organisers are often concerned that you will need special permission to prepare and serve food but this is not the case. In New South Wales, you do not need any training for food handling or notification of the event to the NSW Food Authority at fundraising events for community causes so as long as:

    • The food does not normally need to be kept hot or cold (e.g. sandwiches, salads).
    • It will be consumed immediately after thorough cooking (e.g. sausage sizzles).

You can find more details on the NSW Food Authority website – http://www.foodauthority.nsw.gov.au/foodsafetyandyou/keeping-food-safe/charities-groups-and-volunteers

Specialist Workers

If you are organising water based activities or events, your organisation should have a set of rules (e.g. a policy) on water based activities. It should indicate all requirements, for example, how many workers to have and what training they need.

The Royal Lifesaving Association trains attendants for water based activities. They also have fact sheets on such topics as swimming safety at home, farms and inland swimming. Click on the following link for more information – http://www.royallifesaving.com.au/training

For all activities and events, you should have at least one qualified First Aid Officer who is easily identified and known to all staff, security and volunteers. Directions to the location of the First Aid facilities should also be clearly visible. If you are organising a large event, it would be wise to have St John’s First Aid present, a ratio of two volunteers to every 500 potential participants is suggested. You will find contact information on their website –  www.stjohnnsw.com.au.

Keeping Track of Participants

For every activity or event, you should keep a list of participants and their contact details. This should be kept with the workers in charge of the participants in case of an emergency. The following attendance sheet gives you space to record essential antiparticle details.
Attendance Sheet (64 KB)

You will need to get the permission from the participants (or permission from their parents if they are children) before they get involved in the activity or event. Many participants have special needs or medical conditions, such as asthma, that you will need to be aware of. The following form can be given to each participant or their parents, it seeks permission for them to be involved in the activity. It is several pages long, however, only the first two pages will be needed by most participants. The extra pages include an asthma management form, an allergy management form, and details suggested by the Asthma Foundation for the safe care of people suffering from Asthma.
Medical Consent (62 KB)