Executive Summary

As an important aspect, facilities management frequently determines that the events will succeed or not. This report is going to have a venue condition assessment before Tweed Prestige Open Mixed Singles which will be hold in Indoor Bowling Green of Tweed Heads Bowls Club.

Firstly, the Literature Review will be regarded as the basic theory and standard to measure the condition of facilities in selected venue. In addition, all the standards are coming from official website of government which can measure the condition is good or not.

Then it is going to give a brief description of the selected venue, having a general idea on the condition on the venue. The position of facilities in THBC will be explained by figure in this part.

In major part, the 7 main aspects in venue condition which are Venue Information, Communications within the venue, Emergency and Evacuation procedures, Crowed Management, Security and law enforcement on-site, Liquor and drugs and Hazardous Substances will be discussed in detail as the standard of Literature Review. Moreover, the following checklist will show the maintenance, condition and renew clearly as form.

Through this report, the conditions of facilities in Indoor Bowling Green of Tweed Heads Bowls Club are all right, but it still has some aspects to be improved.


Table of Content

1.0 Introduction4

2.0 Literature Review4

Venue Information5

Communications within the venue6

Crowed Management6

Emergency and Evacuation procedures6

Security and law enforcement on-site7

Liquor and drugs8

Hazardous Substances8

3.0 The background of Venue9

3.1 The plan of Indoor Bowling Green10

4.0 Condition Report11

4.1 Venue Information (Yes/No)11

4.2 Communications within the venue (Yes/No)12

4.3 Emergency and Evacuation procedures (Yes/No)12

4.3.1 Responding to an emergency12


4.3.3 Emergency medical facilities13

4.4 Crowd management (Yes/No)13

4.5 Security and law enforcement on-site (Yes/No)14

4.6 Liquor and drugs (Yes/No)14

4.7 Hazardous substances (Yes/No)15

4.8 Checklist15

5.0 Reference List:17



1.0 Introduction

The British Institute of Facilities Management (BIFM) defines facilities management as ‘the practice of coordinating the physical workplace with the prople and work of an organization.’ This simple and well-focused expression of facilities management does not, however, stress the contribution that well-managed facilities can make to an organization. (Atkin&Brooks, 2000)

This report is designed for Tweed Prestige Open Mixed Singles to determine the current and future OH&S and Risk management requirements of the venue based on the data of Indoor Bowling Green of Tweed Heads Bowls Club (THBC). It is necessary for venue to be aware of the condition, maintenance and potential threat of facilities.

From authors’ inspection and assistance of MR. Greg who is facility manager of Tweed Heads Bowls Club, this report is going to have a venue condition assessment about THBC. At this point it should describe findings, using sub-headings as following: Venue Information; Communications within the venue; Emergency and Evacuation procedures; Crowed Management; Security and law enforcement on-site; Liquor and drugs; Hazardous Substances.


2.0 Literature Review

Event organizers have a duty of care under the Australian Standard: Risk Management (AS/NZS 4360-2004) and the Australian Standard: Occupational Health and Safety Management Systems –Specification (AS 4801-2000) to provide a safe operational environment (Standards Australia, 2010).

AS 4360-2004 is a suggested process for managing all sorts of business risks that affect an event – not only safety (GPDV, 2010)


AS/NZS 4360-2004      








AS 4801-2000 is a suggested standard used in industry for OHS management systems. It contains guidance for organizing all the safety-related activities that affect a business (University of Western Australia, 2010).

AS 4801-2000 (Civil Aviation Authority, 2010)


Objectives and targets





Roles and responsibilities

Incident investigation

Incident reporting

Monitoring and evaluation

Measurement and review

(Standards Australia, 2010)


Venue Information

When determining where the event is to be held, one of the primary considerations should be how the potential venue is designed and whether certain characteristics are likely to add to or detract from the occurrence of violence and crime. (Mellor&Veno, 2010)


Communications within the venue

Communication is a critical issue when organising any kind of event. In some cases a few loudspeakers may be enough, but usually far more thought needs to go into organising an effective communication system. Essential information needs to flow unhindered between all staff concerned with crowd management, both during normal operations and in emergencies, and between representatives of any major groups present at the event. (Mellor&Veno, 2010)


Crowed Management

It is best that information is relayed to a central point such as a control room, the manager’s office or a central person. This is because the person in charge needs to:

l gain an overall picture of occurrences at the venue, such as size of crowd, build up of queues, serious incidents

l coordinate the response by all staff responsible for crowd control

l coordinate actions with other departments, emergency services or other external bodies (Mellor&Veno, 2010)


Emergency and Evacuation procedures

Emergency procedure

The term emergency is taken to mean situations where the emergency services become actively involved or an urgent evacuation is required. Broadly speaking, they will be situations with the potential for serious injuries requiring immediate and specialist action beyond the capabilities of venue staff. (Mellor&Veno, 2010)



The public could be informed by recorded or live public address messages, word-of-mouth by staff, including the use of loud hailers, and alarms. The manner of giving instructions will influence the speed of public response. It will help to give short, clear instructions, repeat important information, phrase instructions positively: ‘use the green door’ not ‘do not use the red door’; and be polite, firm and calm. (Mellor&Veno, 2010)


Emergency medical facilities

There will need to be sufficient emergency room space and equipment to handle routine accidents and larger crowd incidents. Lives have been unnecessarily lost in large crowd incidents by the lack of simple equipment such as stretchers and oxygen.

If this is a large event the medical centre should be equipped to provide skilled response to cardiac, spinal injury cases and other emergencies.

It is important to communicate with local emergency medical services, to establish their response times and whether they can handle a mass crowd disaster. (Mellor&Veno, 2010)


Security and law enforcement on-site

Security aspects of the event need to be planned. Consider:

  • whether police officers are to be used for on-site policing, or private security officers engaged
  • whether the police will service only public areas outside the event perimeter, or on site as well; establish the split in role between police and private security
  • the enforcement policies to be exercised for minor offences on site, so that discretion will be exercised consistently throughout the event (for example, the definition of disruptive behaviour and how it will be dealt with, and dealing with any property damage)
  • whether there will be areas on site which collect and store significant amounts of money, and if so, how security and off-site transfer and banking will be carried out (Mellor&Veno, 2010)


Liquor and drugs

Under the Occupational Health and Safety (Mines) Regulations 2002. Alcohol and Drugs outlines the development of a programme that must include strategies about the introduction of control measures on the presence and use of alcohol and drugs at the mine during working hours, and strategies for basic safety measures for people who are under the influence of alcohol and /or drugs at the mine. (Safe Work Australia Website, 2010)


Hazardous Substances

Under the National Model Regulations for the Control of Workplace Hazardous Substances [NOHSC:1005(1994)]1, a hazardous substance means a substance that:

(1) is included on the List of Designated Hazardous Substances;

(2) has been classified as a hazardous substance by the manufacturer or importer in accordance with the Approved Criteria for Classifying Hazardous Substances [NOHSC:1008(2004)]. (Safe Work Australia Website, 2010)


3.0 The background of Venue

The Tweed Heads Bowls Club is renowned internationally recognised lawn bowls venue. The club features a full-sized eight rink, fully air-conditioned indoor bowling green, hosting a number of Bowls Australia events every year as seen on ABC TV. (THBC, 2010) The Indoor Bowling Green was set up in August 23rd 1980, as a professional indoor lawn bowls venue, Indoor Bowling Green could approximately hold 750 people in total include support staff. Heretofore, Indoor Bowling Green has hosted a series of lawn bowls matches successfully such as Australia Indoor Championship, Tweed Prestige Open Mixed Singles, Golden Nuggets and so on. There are some facilities inside such as studio, auditorium, office and so on. The parking lots are outside of THBC as a public area. There are also indoor parking lots downstairs of the indoor bowling green. There is a plan and a table followed simply described the sections of Indoor Bowling Green.



3.1 The plan of Indoor Bowling Green



Yellow area: Egress / Escape path;


Orange area: Do not use the lifts;


Green area: emergency assembly area


Auditorium A: 200-300 seated, exit sign, emergency lights, smoke alarms and loudspeaker system installed;


Auditorium B: 100 seated; exit sign, emergency lights, smoke alarms and loudspeaker system installed;


Auditorium C: 200- 300 seated, exit sign, emergency lights, smoke alarms and loudspeaker system installed;


Bowls Shop: Smoke alarms and loudspeaker installed;


Café table: Television, vending machine, smoke alarms,


Loading docks: THBC public loading docks about 30 square meters; smoke alarms installed;

Parking: 5 parking area; totally 297-car parking; monitored;


4.0 Condition Report

From the authors’ personal inspection and MR. Greg’s explanation, the following part of this report will specify the venue condition in Tweed Heads Bowls Club. However, all the equipments and facilities will be checked following the checklist on Planning Safe Public Events Practical Guidelines. (Mellor&Veno, 2010)


4.1 Venue Information (Yes/No)

Does the venue have public liability cover? (Yes, documented)

Does the venue apply for all the necessary licenses and permits? (Yes, documented)

Has the local council been consulted regarding planning controls which affect the venue for the event? (Yes, documented)

Is there an adequate insurance policy covering all type of event? (Yes, documented)

Have staffs received adequate training covering licensing, first aid, fire regulations, environmental health issues, health and safety issues, legal requirements and drugs awareness? (Yes)

Are permits, licenses, etc, required for any lasers, special effects, pyrotechnics that may be used? (No)


4.2 Communications within the venue (Yes/No)

Is there a developed standard procedure for communications between staff? (Yes)

Have arrangements been made to notify the police at least six weeks before the event? (Yes)

Do the coordinating staff know when and how to alert staff to a developing problem or to carry out particular tasks? (Yes)

Have the staffs been provided with checklists so that communication tasks are properly carried out? (Yes)

Do all the communication systems work properly? (Yes)

Have you decided who is responsible for key coordination tasks in emergency and other situations, in particular, who speak to emergency services, other local venues, transport organisations and other outside bodies?(Yes)


4.3 Emergency and Evacuation procedures (Yes/No)

4.3.1 Responding to an emergency

Do you and your staff know what to do in an emergency? (Yes, documented)

Have venue organised an efficient emergency response, including exit routes, summoning emergency services and the communication of agreed policies and emergency procedures? (Yes)

Have you checked that all of the emergency equipment (eg smoke detectors, emergency exists, safety lighting etc) at the venue has been properly maintained? (Yes)



Have plans been made for evacuating people to safety? (Yes, documented)

Do the staff and/or volunteers know what to do if someone refuses to cooperate? (Yes)

Have arrangements been made for giving clear and precise instructions to the public? (Yes)


4.3.3 Emergency medical facilities

Are there enough first aid personnel to be in attendance for the anticipated crowd numbers? (Yes)

Have adequate first aid and medical facilities been provided for performers, staff, officials and spectators? (No, but have first-aid doctor with the medicine cabinet)

Is there sufficient emergency room space and equipment to handle routine accidents and large crowd incidents? (Yes)


4.4 Crowd management (Yes/No)

Have all viable steps been taken to prevent the venue becoming overcrowded? (Yes, if event, no standing inside)

Are methods in place to identify undesirable/disruptive elements in the crowd? (Yes)

Has a method of estimating the crowd been identified? (Yes)

Has clear, comprehensive signposting been provided at venue approaches, and around and throughout the venue? (Yes)

Have adequate parking arrangements been made for the expected crowd? (Yes)


4.5 Security and law enforcement on-site (Yes/No)

Have security measures for inside and outside the venue been checked? (Yes)

Are arrangements in place for secure collection of money, and off-site transfer and banking? (Yes)

Are performers and staff provided with entrances, exits and facilities which are inaccessible to the public? (Yes)

Has each security staff member been given a written summary of all these are expected to know and do? (Yes)


4.6 Liquor and drugs (Yes/No)

Have all the necessary approvals and licenses been acquired if alcohol is to be served at the event? (Yes, documented)

Has a policy been communicated to staff about people dealing and using drugs? (Yes)

Is a range of low alcohol and non-alcoholic drinks available? (Yes)

Are clear policies relating to the entry and serving of alcohol and drug affected people been advertised? (No)

4.7 Hazardous substances (Yes/No)

Have all possible hazards been taken into account? (Yes)

Have all viable steps been taken to minimize noise pollution? (Yes)

Have you considered emergency safety aspects of the venue? (Yes)

Have all viable steps been taken to keep cleaning of venue? (Yes)


4.8 Checklist

Venue: Indoor Bowling Green of THBC

Inspector: Li Li & Le Qi

Date: 26/03/2010

There is a check list below illustrate the condition of current equipment of Indoor Bowling Green. The condition is following AS 4360-2004 and AS 4801-2000 standard, the life expectancy is following the Life expectancy on the old house web. (Old House Web, 2010)

Facilities Maintenance Condition(According to AS 4360-2004 and AS 4801-2000 standard) Renew(life expectancy)
Bowling green 6 monthly Good 20 years
Tables 6 monthly Fair 5-8 years
Chairs 6 monthly Fair 5-8 years
Air-conditioning monthly Fair 15 years
Vending Machine 6 monthly Poor More than 8 years
Signboard Daily Good 1-3 years
Exit door monthly Good 80-100 years
Television Daily Good 20 years
Lights Daily Fair 3 years
Carpet 3 monthly Fair 11 years
Warning and intercommunication system monthly Good 10years
Fire extinguisher 3 monthly Fair 5-10 years
Toilet Daily Good 50 years
Bathroom Daily Good 14 years
Cupboard Daily Fair 10 years
Fire Door Daily Good 80-100 years
Storeroom Daily Good 30 years
Stereo monthly Poor 10-15 years
Refrigerator Daily Fair 17 years
Water pipes Daily Fair 30-50 years
Studio monthly Poor 25-35 years
Stairs monthly Fair 50-100years
Wall Daily Fair 30-70 years



5.0 Reference List:

Brain Atkin&Adrian Brooks, ‘Defining facilities management’, Total facilities management, The Further Education Funding Council and Blackwell Science Ltd, 2000, p. 3


Tweed Heads Bowls Club, Viewed on 26th Mar, 2010



Neil Mellor, Art Veno, Planning a Safe Public Event: Practical Guidelines, viewed on 29th Mar, 2010



GPDV, Introducing Risk Management Standard AS / NZS 4360: 2004, viewed on 26th Mar, 2010


University of Western Australia, Occupational Safety and Health Management Systems (OSHMS), viewed on 26th Mar, 2010


Civil Aviation Authority, SAFETY MANAGEMENT SYSTEMS – GUIDANCE TO ORGANISATIONS, viewed on 26th Mar, 2010



Standards Australia, Occupational Health and Safety Management Systems-Specification with Guidance for Use, viewed on 26th Mar, 2010




Safeworkaustralia, Work-Related Alcohol and Drug Use – A Fit for Work Issue, viewed 26th Mar, 2010



Safeworkaustralia, Approved Criteria for Classifying Hazardous Substances [NOHSC: 1008(2004)] 3rd Edition, viewed 26th Mar, 2010



The Old House, Life expectancy, viewed 27th Mar, 2010

原文链接:Facility and Risk Management