Event Bump-In / Bump-Out (Non-Entertainment) SWMS
SWMS template for event bump-in / bump-out (non-entertainment). Covers Conference / expo set-up & strike.. 8-state AU coverage, CIH-reviewed editable DOCX, available as an instant download.
SWMS variants reference your state’s WHS legislation. Instant download after payment.
Event bump-in and bump-out for conferences, expos, trade shows and corporate functions involves the rapid assembly and dismantling of exhibition stands, staging, modular flooring, signage rigs, AV trussing, lighting bars and registration infrastructure under significant time pressure. The work routinely combines manual handling of heavy crates and pallets, work at height on scissor lifts and ladders, electrical fit-off, and concurrent activities by multiple contractors sharing the same venue floor — creating a high-risk, congested work environment that demands a documented Safe Work Method Statement.
Under the model Work Health and Safety Act 2011 and the WHS Regulation 2011 (and its 2025 amendments adopted across the harmonised jurisdictions), a Person Conducting a Business or Undertaking (PCBU) involved in event installation must manage risks so far as is reasonably practicable under sections 17–19 of the Act. Where the activity meets the definition of 'construction work' under Regulation 289 — which it commonly does when erecting prefabricated structures, working at height above 2 metres, or using powered mobile plant — a SWMS is mandatory under Regulation 299 before any High Risk Construction Work commences.
This SWMS template has been prepared and reviewed by a Certified Industrial Hygienist and aligns with the Safe Work Australia Construction Work Code of Practice, the Managing the Risk of Falls at Workplaces Code, and the Hazardous Manual Tasks Code. It provides exhibition contractors, stand builders, AV crews and venue operations teams with a defensible, audit-ready document that satisfies regulator expectations across all eight Australian jurisdictions.
Hazards identified
6 hazards covered, sorted by priority.
Acute lumbar disc injury, crush injuries to hands and feet, chronic musculoskeletal disorders — leading to lost-time injury claims and notifiable incidents under WHS Act s38
Fatal or serious head, spinal and limb injuries; triggers Regulation 291 HRCW classification and notifiable incident reporting
Crush injuries, run-overs, fatalities; common cause of event industry serious incidents
Electric shock, electrocution, arc flash, trip injuries to crew and members of the public
Impaired judgement leading to manual handling injuries, plant incidents and procedural shortcuts; psychosocial hazard under WHS Regulation 55A–55D
Sprains, fractures, head injuries; high-frequency claim type during strike when housekeeping is deprioritised
Control measures
Hierarchy-of-controls order: elimination → substitution → isolation → engineering → administrative → PPE.
- 1Conduct a documented pre-bump-in walkthrough of the venue with the venue operations manager, identifying loading dock allocations, lift capacities, dock plate ratings, exclusion zones and emergency egress paths before any crew mobilisation
- 2Mechanically aid all loads over 16 kg using pallet jacks, panel trolleys, A-frame dollies or genie lifts; eliminate two-person carries above 25 kg in line with the Hazardous Manual Tasks Code of Practice
- 3Restrict work above 2 metres to scissor lifts and EWPs operated by HRWL-licensed personnel (WP licence for boom lifts >11 m); prohibit step ladder use for truss work and enforce 100% harness tie-off in EWP baskets
- 4Implement a traffic management plan separating forklift / pallet jack routes from pedestrian crew paths using bollards, hi-vis demarcation and a trained dock spotter during all freight movements
- 5All temporary electrical leads, RCDs and distribution boards must be tested and tagged within 3 months in accordance with AS/NZS 3760; a licensed electrician certifies fit-off before energisation; cables on public-accessible paths protected by rated cable ramps
- 6Enforce a maximum 12-hour shift limit with mandatory 30-minute breaks every 4 hours; rotate manual handling tasks; schedule overnight bump-ins with sufficient crew numbers to avoid lone heavy-lifting
- 7Mandatory site-specific induction for every crew member and subcontractor before site access, including SWMS sign-on, emergency procedures, first aid location, and HRCW notification
- 8Provide and enforce PPE: steel-cap safety footwear (AS/NZS 2210.3), hi-vis vest (AS/NZS 4602.1), cut-resistant gloves for crate handling, hard hats during overhead rigging, and harnesses (AS/NZS 1891) for EWP work
- 9Maintain continuous housekeeping with dedicated dock-runners removing packing waste, freight blankets and offcuts every 30 minutes during peak bump-in / bump-out phases
- 10Establish an exclusion zone of 3 m radius below any active overhead rigging or truss lift, controlled by a dedicated spotter with stop-work authority
Applicable Codes of Practice
Mandates SWMS preparation before HRCW commences; event bump-in commonly triggers categories involving falls >2 m, powered mobile plant, and structures requiring temporary support
Prescribes SWMS content, review triggers and consultation requirements applicable to prefabricated stand and stage erection
Risk assessment framework for repetitive lifting of crates, panels and truss components characteristic of event installation
Hierarchy of controls for truss rigging, signage installation and EWP operation above 2 m
Test-and-tag compliance for all temporary leads, RCDs and event power distribution
Harness specification and inspection for EWP and rigging tasks
Lighting, ventilation, amenities and traffic management in temporary venue work areas
High-Risk Construction Work triggered
Truss assembly, overhead signage rigging, AV bar installation and scissor lift operation routinely involve crew working above 2 m on temporary platforms
Temporary power distribution, three-phase fit-off to stands, and live cable management adjacent to public access areas
Concurrent forklift, pallet jack, scissor lift and EWP movement throughout congested loading docks and exhibition floors during bump-in / bump-out
Where any of these HRCW categories apply, Regulation 299 requires that a SWMS is prepared before the work starts, kept available for inspection, and reviewed if controls are revised or an incident occurs. Failure to prepare or comply with a SWMS is a Category 3 offence under WHS Act s33, attracting penalties up to $7,200 (individual) or $36,000 (body corporate) per offence in most jurisdictions, with higher Category 1 and 2 penalties applying where reckless conduct causes serious injury or death.
Who this is for
- →Exhibition and stand-building contractors managing trade show and expo installations
- →Event production companies coordinating conference and corporate function set-ups
- →Venue operations and in-house event teams at convention centres, showgrounds and hotels
- →AV and rigging subcontractors providing truss, lighting and signage services to non-entertainment events
- →Freight and logistics crews handling exhibition cartage and dock operations
- →PCBU principal contractors required to collect SWMS from all event subcontractors prior to site access
What you receive
- ✓Fully editable Microsoft Word (DOCX) SWMS template — CIH-reviewed and ready to customise with company branding and project specifics
- ✓State-specific legislation schedule covering NSW, VIC, QLD, WA, SA, TAS, ACT and NT — with correct regulation references and regulator contact details for each jurisdiction
- ✓Pre-populated hazard register aligned to the 6 identified bump-in / bump-out hazards with risk matrix scoring
- ✓Worker sign-on register with fields for name, role, HRWL details, induction date and signature — meeting Regulation 300 record-keeping requirements
- ✓HRCW notification checklist mapped to Regulation 291 categories
- ✓PPE schedule and inspection log
- ✓SWMS review trigger log for incidents, near-misses and control changes
- ✓Instant download sent to the email address provided at checkout
Worked example
A stand-building contractor is engaged for a 3-day medical technology expo at the Melbourne Convention and Exhibition Centre, with a 14-hour overnight bump-in window starting 6:00 PM Sunday. The site supervisor downloads this SWMS template, populates it with the project address, principal contractor details (the event organiser), and the names and HRWL details of the eight crew members and two scissor lift operators. The SWMS is emailed to the venue operations manager 48 hours before bump-in as required by the venue's contractor management system. During bump-in, a crew member raises a concern that a 2.4 m custom signage truss is being lifted without a 3 m exclusion zone. The supervisor invokes the SWMS stop-work clause, repositions the spotter, documents the control adjustment in the SWMS review log, and re-briefs the crew at the next toolbox talk. Because the SWMS was current, signed by all workers, and demonstrably under active review, the contractor satisfies its primary duty under WHS Act s19 and avoids the regulator escalation that would have followed a documented control failure.
Related legislation
- Work Health and Safety Act 2011 (Cth model) — sections 17, 19, 28, 33, 38
- Work Health and Safety Regulation 2011 — Part 6.3 (Construction Work), Regulations 289–303
- Work Health and Safety Regulation 2025 amendments (psychosocial hazards — Regulations 55A–55D)
- Electrical Safety Act and Regulations (jurisdiction-specific — e.g. ES Act 2002 QLD, Electricity Safety Act 1998 VIC)
- Occupational Health and Safety Act 2004 (VIC) and OHS Regulations 2017 — for Victorian sites
- Work Health and Safety Act 2020 (WA) and WHS (General) Regulations 2022
- AS 3850 Prefabricated concrete elements (where temporary modular structures are used)
- AS/NZS 4576 Guidelines for scaffolding
Frequently asked questions
Do I need a SWMS for a small expo bump-in if no one is working above 2 metres?
Possibly. A SWMS is only legally mandated when the work meets the High Risk Construction Work definition under Regulation 291. However, if you are operating powered mobile plant (forklifts, scissor lifts) in shared spaces, or undertaking temporary electrical fit-off, HRCW is still triggered. Even where it is not, a SWMS remains best practice and is routinely required by venues, principal contractors and insurers as a condition of site access.
Is this template valid in all Australian states and territories?
Yes. The template includes a state-specific legislation schedule covering all eight jurisdictions. It references the harmonised model WHS Act and Regulation used in NSW, QLD, SA, TAS, ACT, NT and WA, and includes the equivalent OHS Act 2004 and OHS Regulations 2017 references for Victorian sites, which has not adopted the harmonised model.
How often does this SWMS need to be reviewed?
Under Regulation 300, a SWMS must be reviewed and revised whenever the control measures are no longer effective, before any change to the work that may give rise to a new hazard, after a notifiable incident, or if a health and safety representative requests a review. For ongoing event work, we recommend a review at the start of each new venue or production.
Can I use this for entertainment and concert events?
No — this template is scoped to non-entertainment events such as conferences, expos, trade shows and corporate functions. Concerts, festivals and theatrical productions involve additional hazards (pyrotechnics, performer rigging, crowd dynamics, complex flying systems) requiring a dedicated entertainment industry SWMS.
Who needs to sign the SWMS?
Every worker who will carry out the work covered by the SWMS must sign on before commencing, demonstrating they have been consulted on and understand the controls. This includes direct employees, labour-hire crew and subcontractor personnel. The signed register must be kept for the duration of the work and for at least 2 years after a notifiable incident under Regulation 300.
How quickly will I receive the template after purchase?
The editable DOCX is delivered to your nominated email as an instant download confirmation. Most orders are dispatched within 2–4 business hours during Australian business hours.