How to complete an Incident Report
When the sh*t hits the fan at a gig.
Sh*t happens. And unfortunately it often happens at a gig. This is why we always recommend that you follow your own Risk Management Plan and adhere to your Safe Work Method Statement at all times. When you cannot complete a contracted paid performance for any reason, reference to your Risk Management Plan and Safe Work Method Statement will help you to pin point where what happened happened and how you can put measure into place to make sure what happened happened no longer happens.
Got it?
When something happens to interupt your gig and you can no longer continue to perform, you MUST complete an Incident Report.
Head to The Pushworth Group Incident Report Form
Read below to give you context for each field.
1. Incident Overview
Date and Time of Incident: Specify when the incident occurred during the performance.
Location of Incident: The venue or specific location where the performance was taking place.
Nature of Incident: A brief description of what happened to interrupt the performance (e.g., technical failure, medical emergency, crowd issue, external threat, etc.).
2. Band’s Response
Initial Response to Incident: Explain what immediate steps the band or crew took in response to the incident.
Actions Taken to Resume Performance: If applicable, detail any measures taken to attempt to continue or resume the performance.
Time Taken for Resolution: Provide information on how long the interruption lasted and whether the performance was fully canceled, delayed, or resumed later.
3. Circumstances Leading to the Incident
Description of Events Leading Up to the Incident: A detailed timeline or sequence of events that led to the interruption (e.g., malfunctioning equipment, hazardous conditions, audience disruptions).
Potential Risk Factors Not Foreseen in the Risk Management Plan: Identify any unexpected factors that may have contributed to the incident, which were not covered or anticipated by the existing Risk Management or Safe Work Method Plan.
4. Why the Incident Could Not Be Managed Within the Existing Plans
Limitations of Current Risk Management/Safe Work Method Plan: Outline why the situation could not be mitigated or controlled within the framework of the existing safety or risk protocols. This might include:
Lack of coverage for certain scenarios.
Insufficient resources or backup plans.
Unforeseen variables that were beyond control (e.g., acts of nature, external security threats).
Gap in Preparedness or Training: If applicable, explain whether the incident was due to lack of training, preparedness, or unforeseen situations that the band or crew was not equipped to handle.
Uncontrollable External Factors: If the incident was due to external elements (e.g., weather, medical emergency, technical failure by a third party), specify these and why they were outside of the band's or event's control.
5. Impact of the Incident
Impact on the Performance: Explain how the incident affected the quality or continuity of the performance (e.g., canceled show, loss of audience engagement, reduced performance time).
Audience Reaction: If relevant, describe any reactions from the audience (e.g., safety concerns, frustration, support).
Financial/Contractual Impact: Outline the financial or contractual implications of the incident (e.g., reduced fees, compensation, or renegotiation of terms).
6. Post-Incident Actions
Communication with Stakeholders: Detail any communication with event organizers, venue staff, or other stakeholders regarding the incident.
Medical Assistance or Emergency Support: If applicable, document any medical or emergency support that was required during the incident (e.g., first aid, ambulance).
Follow-up Plans: If the incident caused damage or required further action (e.g., rescheduling, additional safety measures), explain the steps taken post-incident.
7. Lessons Learned & Recommendations
Analysis of Incident: Summarize the lessons learned from the incident and how it may affect future performances or risk management protocols.
Recommended Changes to Risk Management or Safe Work Method Plan: Provide suggestions on how to improve existing safety plans or protocols based on the experience.
Preventative Measures: If applicable, list any new measures the band or event organizers intend to put in place to prevent a similar incident from occurring in the future.
8. Supporting Documentation
Photographs or Video Evidence: If relevant, include any supporting media that document the incident (e.g., photos of the damaged equipment or the crowd).
Incident Log or Timeline: A chronological breakdown of the incident’s progression, including timestamps and actions taken.
The detailed incident report offers all parties the clarity, accountability, and transparency, to understand what occurred, why it happened, and how it can be prevented in the future.
Written by Nichola Burton. I work in partnership with Agents, Artist Managers and Event Producers, who juggle a diverse range of relationships in the Muso
verse, to curate, manage and measure data in systems, experience, creative and content to support the entire Musoverse operation in my enterprise A Little Pitchy Copyright 2024
