Free Safe Operating Procedure (Event Equipment Packdown) Template

Purpose of the Free Safe Operating Procedure (Event Equipment Packdown) Template

The packdown or 'bump-out' phase of an event is a high-risk period, often performed under tight deadlines with fatigued workers. This Free Safe Operating Procedure (Event Equipment Packdown) Template provides a structured starting point for documenting the required safety controls for this critical task.

Using a standardised procedure helps your organisation manage risks associated with manual tasks, vehicle movement, electrical equipment, and potential slips, trips, and falls. It creates a consistent, repeatable process that simplifies worker training and demonstrates your commitment to health and safety management.

A well-developed Safe Operating Procedure (SOP) is a key administrative control measure. It formalises the safest way to perform a task, identifying potential hazards and outlining step-by-step instructions to minimise risk.

This is particularly important for tasks involving heavy lifting, such as moving staging, lighting trusses, or large speaker systems, where equipment like forklifts may be used. For specific high-risk plant, you should also have dedicated procedures, such as a Telehandler SOP, to supplement your general packdown plan.

What this Safe Operating Procedure covers:

• Essential pre-packdown checks and site preparation.
• Personal Protective Equipment (PPE) requirements.
• Step-by-step procedures for dismantling, sorting, and packing equipment.
• Controls for common hazards like manual handling, electrical safety, and vehicle interaction.
• Emergency procedures and post-packdown cleanup.

How to use the Free Safe Operating Procedure (Event Equipment Packdown) Template

This document is a template designed for customisation. To use it effectively, download the DOCX or PDF file and adapt it to the specific context of your workplace.

Consult directly with the event crew, supervisors, and any other workers involved in the packdown process. Their direct experience is invaluable for identifying practical hazards and effective controls.

Once customised, the SOP should be reviewed and approved by a competent person within your organisation before being used to train your team.

Important: We have created this template as a guide based on Australian WHS principles. You must adapt it to reflect the unique risks, equipment, and environment of your specific event or venue.

Integrating this SOP into your broader comprehensive WHS management systems ensures it is part of a cycle of continuous improvement, including regular reviews and updates.

When to use it

This Safe Operating Procedure should be implemented during the planning phase of any event and used actively during the packdown or bump-out. It is most critical for events involving significant infrastructure, such as concerts, festivals, exhibitions, and corporate functions with substantial audio-visual setups.

The procedure should be included in pre-start meetings before packdown begins to reinforce safety requirements, confirm responsibilities, and address any site-specific conditions that may have changed during the event.

Regularly reviewing procedures like this one is a core part of maintaining a safe workplace. If your event involves particularly complex logistics or high-risk activities, engaging specialist WHS consulting can provide expert oversight and ensure your safety documentation is robust and practical.

Who should use it

This SOP is intended for use by anyone responsible for overseeing or performing event packdown activities. This includes:

• Event Managers and Producers: To plan and resource a safe bump-out.
• Site Supervisors and Crew Chiefs: To induct, train, and directly supervise workers according to the agreed procedure.
• Technicians and Crew Members: As a reference for performing their tasks safely and consistently.
• WHS Officers and Advisors: As a tool for risk assessment, training, and incident investigation.

Ensuring workers are competent to perform tasks is crucial. This SOP can be used as a basis for training and competency assessments.

It should be supported by specific procedures for individual tools and equipment, such as a Air Compressor SOP if pneumatic tools are used for dismantling structures. You can find more examples in our free WHS resources library to build out your safety documentation.