School Events Approval Form

This form must be submitted to the Deputy Principal at least 5 weeks before the school event and approval must be obtained prior to sending out the student permission slips. Please complete and submit soft copies of this form and attachments.

Your Name*

Your Email*

example@example.com

Date of submission of this form

Date

SCHOOL EVENT*

DATE OF SCHOOL EVENT*

Date

STUDENT CLASS/GROUP*

TEACHER/S IN CHARGE*

STAFF MEMBERS ATTENDING (confirmed)*

OTHER ADULTS ATTENDING (Names)

If non staff members, do they all hold current WWCCs?*

YesNoN/A

PROVIDER'S CONTACT DETAILS*

START TIME:*

Hour Minutes

AM/PM Option

FINISH TIME:*

Hour Minutes

AM/PM Option

LOCATION*

It is essential for the safety and security of our students that each after hours event is assigned at least one staff member but preferably two who will stay back after the event’s conclusion. These staff members have the critical responsibility of ensuring that all students have vacated the premises before they themselves can leave. They must conduct a thorough inspection of the premises to confirm that no one remains behind. This protocol is vital to maintain the safety of our students and must be adhered to without exception.

Designated staff member/s for this purpose:

	Staff Member
1
2
N/A – during school hours event

EVENT OUTLINE FOR THE DAY OR UPLOAD THE RELEVANT DOCUMENT BELOW*

File Upload

OTHER DETAILS

Tick periods for which you need cover

	Staff Name	H/R	P1	P2	P3	P4	P5	P6	B/S	REC	L1	L2	A/S

Relevant line manager*

Samantha LeonardisSimon TaylorDavid Holloway

After approval, office administration will place the Incursion on the General Calendar.

Please note that the event cannot go ahead unless final approval has been granted.

RISK ASSESSMENT & PRECAUTIONARY MEASURES

A Risk Assessment is designed to discover potential dangers that could exist for this event. The Precautionary Measures assure the College that the Incursion Organiser has made arrangements to minimise the risks. If the Incursion Organiser judges that the incursion has no risk beyond what is normally covered by an ordinary teacher properly supervising students, carrying out roll-checking procedures, and maintaining student control, he or she may tick the "No Extraordinary Risk" section and do no further risk assessment.

Choose type of risk*

In my judgement, this excursion provides no Extraordinary Risks (if selected, the form is ready for submission)In my judgement, a Risk Assessment and Precautionary Measures are necessary (if selected, complete risk assessment form below)

	Activity	Briefly Describe each Risk	Responsibility	Likelihood	Consequence	Precautionary Measures you will provide	Rating

HAZARD IDENTIFICATION

In undertaking a comprehensive risk assessment for events organized by the College, it's imperative to expand the scope of hazard identification beyond the immediate activities to encompass a broader spectrum of potential risks. The following categories and considerations are essential for identifying hazards at various stages of event planning and execution:

Travel: Delve into the details of travel arrangements, including potential hazards associated with walking to and from transportation hubs, crossing roads, and the mode of transportation to the venue. Assess factors such as pedestrian safety, traffic congestion, and the reliability of transportation services.

Venue: Scrutinize the event venue thoroughly to pinpoint hazards such as crowded spaces, slippery floors, inadequate lighting, or faulty infrastructure. Consider the layout of the venue, emergency exit routes, and accessibility for participants with disabilities.

Event Program Activities: Evaluate each planned activity within the event program to identify potential hazards. This encompasses aspects like physical exertion levels, the use of equipment or props, and the presence of elements that could cause harm, such as fire or water-related activities.

Equipment: Assess the safety of any equipment used during the event, including sports gear, audiovisual systems, or recreational apparatus. Check for proper maintenance, potential malfunctions, and the need for protective gear or training in equipment usage.

Environment: Factor in external environmental conditions that could pose risks, including weather patterns, natural disasters like bushfires, floods, or storms, and the overall suitability of the event location in different seasons or climates. Implement contingency plans for adverse weather conditions or environmental emergencies.

People: Consider the characteristics and behaviours of individuals involved in the event, including students' age, maturity, and skill levels. Assess the adequacy of supervision, accommodations for medical conditions or disabilities, dietary restrictions, security protocols, and compliance with child protection guidelines.

Accommodation: If the event involves overnight stays or accommodation facilities, identify potential hazards related to amenities, such as hygiene standards, structural integrity, and emergency evacuation procedures.

Other: Remain vigilant for any additional hazards specific to the nature of the event, such as unique challenges posed by cultural or recreational activities, guest speakers, or interactions with external vendors or performers.

Insert the relevant risk below*

	Identify and list hazards	Likelihood	Consequence	Risk Rating	Elimination or Control Measures	Responsibility

Insert the relevant risk below*

	Activity	Briefly Describe each Risk	Responsibility	Likelihood	Consequence	Precautionary Measures you will provide	Rating

List of Children with Allergies*

Is this a Fundraising Activity*

YESNO

	Planned dates
Planning & proposal (Week 1–2) (Draft the proposal and submit to the relevant Deputy Principal)
Initial review & feedback (Week 2–3) (Deputy Principal reviews proposal and provides feedback)
Formal approval (Week 4–5) (Approval by the College Executive)
Preparation & communication (Week 4–6) (Assign roles, prepare promotional materials, inform parents and community, set up financial tracking systems)
Execution of fundraising activity (Week 6–8+) (Carry out the fundraising event or campaign; monitor compliance and safety)
Post‑event review & reporting (Week 9–10) (Perform financial reconciliation, evaluate outcomes vs. goals and collect feeback)

	Estimated cost	Notes
Materials & supplies (posters, flyers, decorations, packaging, etc.)
Event costs (venue hire, equipment rental, permits, insurance)
Prizes & incentives (raffle prizes, student rewards)
Food & beverages (sausage sizzles, bake sale ingredients, etc.)
Marketing & promotion (printing, social media ads)
Payment processing fees (TryBooking, PayPal, etc.)
Contingency (5–10 % buffer for unexpected costs)
Other (please specify)
Total estimated costs

	Estimated amount	Notes
Ticket sales / product pricing (e.g. number of tickets × price)
Product sales / estimated number of participants (e.g. bake sale items)
Donations / parent contributions
Sponsorships / business contributions
Other (please specify)
Total expected revenue

	Potential issue(s)	Mitigation strategy / action plan
Financial risks
Legal & compliance risks
Health & safety risks
Reputational risks
Operational risks
Other (specify)

School Events Approval Form

Complete the below risk assessment using the Risk Assessment Assistance Sheet guide below:

RISK ASSESSMENT - ASSISTANCE SHEET

Example of inputs

Fundraising Activity Proposal Form