Emergency Planning Committee (EPC): Who Needs One and What Are Their Responsibilities?

Every workplace needs to be prepared for an emergency. But who is responsible for making sure the right emergency plans, procedures and training arrangements are in place?

That’s where an Emergency Planning Committee (EPC) comes in.

An EPC plays an important role in developing, implementing and maintaining emergency management arrangements within a workplace or facility.

Under Australian Standard AS 3745–2010, Planning for emergencies in facilities, an Emergency Planning Committee should be established for each facility, or an appropriate group of facilities, to oversee emergency planning.

So, does your workplace need an EPC, who should be involved and what exactly are they responsible for?

Let’s break it down.

What is an Emergency Planning Committee (EPC)?

An Emergency Planning Committee (EPC) is a group of people responsible for overseeing emergency planning arrangements within a workplace or facility.

Its primary purpose is to ensure the facility has an appropriate emergency plan, supported by procedures, resources and training that reflect the risks and needs of the workplace.

The EPC is responsible for establishing and maintaining these arrangements, including identifying potential emergencies, overseeing emergency procedures and ensuring appropriate emergency response personnel are appointed.

Put simply, the EPC is responsible for planning how a workplace will prepare for and manage an emergency before one occurs.

The role and responsibilities of an EPC are outlined in Section 2 of Australian Standard AS 3745–2010, Planning for emergencies in facilities.

Does every workplace need an Emergency Planning Committee?

Under AS 3745–2010, an Emergency Planning Committee is to be established for each facility, or an appropriate group of facilities.

This applies to facilities of different sizes and types, including offices, industrial sites, commercial buildings and other occupied workplaces.

However, it’s important to distinguish between the requirements of the Australian Standard and workplace health and safety legislation.

Under Australian WHS legislation, businesses are generally required to prepare, maintain and implement an emergency plan appropriate to their workplace. The specific legal requirements for establishing an EPC and applying AS 3745 may depend on the relevant state or territory legislation and facility.

Regardless of the workplace’s size, having clear responsibility for emergency planning is an important part of maintaining a safe and prepared environment.

Does a small business need an EPC?

The size and structure of an Emergency Planning Committee should reflect the needs of the facility.

Under AS 3745–2010:

• An EPC generally consists of at least two people who represent the facility’s stakeholders, including management.
• Where a facility is owned or occupied and operated by a single person, the EPC may consist of that individual.
• At least one EPC member must be a competent person with the appropriate knowledge and skills to undertake the required responsibilities.

For larger or more complex facilities, the committee may include representatives from management, building operations, tenants and relevant emergency response personnel.

The important consideration is that the committee has the appropriate representation, knowledge and resources to oversee the facility’s emergency planning requirements.

What are the responsibilities of an Emergency Planning Committee?

An Emergency Planning Committee is responsible for overseeing the development, implementation and ongoing maintenance of a facility’s emergency management arrangements.

While responsibilities will vary depending on the workplace, an EPC operating in accordance with AS 3745 will generally undertake the following activities.

1. Develop and maintain the workplace emergency plan

The EPC oversees the development of an emergency plan that reflects the facility’s layout, operations, occupants and potential hazards.

This involves identifying reasonably foreseeable emergency situations, such as fires, medical emergencies, hazardous material incidents or other events relevant to the workplace.

The plan should establish how emergencies will be managed, including the procedures, responsibilities and resources required.

2. Establish an Emergency Control Organisation (ECO)

The EPC is responsible for establishing an Emergency Control Organisation (ECO) appropriate for the facility.

The ECO is the group of designated personnel responsible for managing the initial response to an emergency, including implementing emergency procedures and coordinating occupants.

Depending on the facility, ECO positions may include Chief Wardens, Deputy Chief Wardens, Area Wardens and Wardens.

The EPC must also consider arrangements for maintaining ECO coverage when personnel are absent or roles change.

3. Oversee emergency procedures and training

An emergency plan is only effective when the people responsible for implementing it understand their roles.

The EPC helps ensure appropriate emergency procedures, training and awareness arrangements are established.

This includes considering:

• Emergency response training for relevant personnel.
• Warden and ECO training requirements.
• Emergency evacuation exercises.
• Employee and contractor awareness.
• Procedures for communicating emergency information to visitors and occupants.

These arrangements should reflect the facility’s risks, operations and occupancy.

4. Review emergency planning arrangements

Workplaces change over time, and emergency plans need to change with them.

The EPC is responsible for overseeing reviews of emergency plans and procedures to ensure they remain appropriate and effective.

Reviews may be required following changes to building layouts, operations, occupancy or identified hazards.

Emergency exercises and actual incidents can also reveal opportunities to improve existing arrangements.

5. Maintain emergency planning records

Appropriate documentation is another important EPC responsibility.

This can include maintaining:

• Emergency plans and response procedures.
• Current ECO and Warden registers.
• Emergency contact information.
• Training and emergency exercise records.
• EPC meeting minutes.
• Records of identified issues and corrective actions.

Maintaining accurate records supports continuity, accountability and ongoing improvements to workplace emergency preparedness.

How often should an Emergency Planning Committee meet?

Under AS 3745–2010, an Emergency Planning Committee is required to meet at least once annually.

Records of EPC meetings should be maintained in accordance with applicable requirements.

These meetings provide an opportunity to review the facility’s emergency management arrangements, identify gaps and determine whether changes are required.

For workplaces experiencing significant operational or structural changes, additional meetings may be appropriate.

What should be covered in an annual EPC meeting?

A typical Emergency Planning Committee meeting may include:

1. Reviewing EPC membership and responsibilities – Confirming that the committee has appropriate representation and resources.
2. Reviewing the Emergency Control Organisation – Checking ECO membership, Warden appointments and coverage arrangements.
3. Reviewing the emergency plan – Confirming the plan remains suitable for the facility’s current operations and risks.
4. Reviewing emergency response procedures – Assessing whether procedures remain practical, effective and up to date.
5. Considering legislative and compliance requirements – Identifying relevant changes or obligations that may affect emergency arrangements.
6. Updating emergency registers and contact information – Checking that personnel details and emergency contacts remain accurate.
7. Reviewing training and emergency exercises – Assessing completed training, exercise outcomes and upcoming requirements.
8. Identifying improvements and actions – Documenting any gaps, assigning responsibilities and establishing timeframes for corrective action.

Meeting minutes should capture the matters discussed, decisions made and any actions requiring follow-up.

An annual EPC meeting should be more than an administrative exercise. It’s an opportunity to assess whether the workplace’s emergency arrangements remain suitable and identify improvements before an emergency occurs.

When should your Emergency Planning Committee review its emergency plan?

While an annual EPC meeting provides a regular opportunity for review, emergency planning arrangements may need attention at other times.

Consider reviewing your emergency plan when:

• Your workplace undergoes renovations or changes to its layout.
• New equipment, processes or operational hazards are introduced.
• Employee numbers or occupancy arrangements change.
• Your business expands into additional buildings or work areas.
• Emergency Wardens or other key personnel leave or change roles.
• An evacuation exercise identifies weaknesses in existing procedures.
• An actual emergency occurs.
• Relevant legislative or operational requirements change.

Regular reviews help ensure emergency arrangements continue to reflect how the workplace actually operates.

Frequently asked questions about Emergency Planning Committees

Who should be on an Emergency Planning Committee?

Under AS 3745–2010, an EPC generally requires at least two members representing facility stakeholders, including management. At least one member must be a competent person. Membership should reflect the size, complexity and operational requirements of the facility.

A single-person facility may have a one-person EPC in the circumstances specified by the Standard.

Can an external consultant assist an EPC?

Yes. An appropriately qualified emergency management consultant can provide specialist advice, facilitate meetings and assist with reviewing emergency plans, procedures and training arrangements.

Under AS 3745–2010, external consultants engaged to provide specialist advice may attend EPC meetings but should not be appointed as committee members solely in that advisory capacity.

How often should an EPC meet?

AS 3745–2010 specifies that an EPC should meet at least annually, with records of meetings maintained. Additional meetings may be appropriate when significant changes occur or emergency arrangements require further review.

Who is responsible for workplace emergency planning?

Under applicable WHS legislation, the person conducting a business or undertaking (PCBU) has duties relating to preparing, maintaining and implementing emergency plans.

The EPC oversees emergency planning arrangements in accordance with AS 3745, where applicable. Establishing a committee does not remove the business’s underlying legal responsibilities.

Need assistance with your Emergency Planning Committee?

Establishing an Emergency Planning Committee is one part of effective workplace emergency management. Keeping that committee informed, organised and supported is just as important.

At Workplace Emergency Management, our experienced consultants assist organisations with establishing Emergency Planning Committees, reviewing emergency management arrangements and facilitating annual EPC meetings.

We can help guide your committee through the review process, identify areas requiring attention and provide documented meeting minutes to support ongoing emergency planning.

Whether you’re establishing an EPC for the first time or need assistance with your next annual meeting, contact Workplace Emergency Management to discuss how we can help.