AS3745-2010 requires facilities to establish an Emergency Planning Committee (EPC). It's not optional, and it's not just a paper exercise. The EPC is responsible for developing, implementing, and maintaining your emergency preparedness — which means getting the membership right matters.
What the Standard Says
AS3745 states that the EPC should include representatives who can contribute to emergency planning and have the authority to implement decisions. That's deliberately broad, because different facilities have different needs.
What matters is that the committee collectively has:
Core Members
Facility Manager or Building Owner Representative
This person has ultimate authority and accountability. They approve budgets, sign off on plans, and ensure compliance. Without senior leadership commitment, the EPC becomes a discussion group with no implementation power.
Health and Safety Representative
Emergency planning overlaps heavily with WHS obligations. Your safety representative brings risk assessment expertise, incident investigation experience, and knowledge of regulatory requirements.
Chief Warden
The Chief Warden leads the emergency response team and coordinates evacuation procedures. They need to be on the EPC to ensure procedures are practical and trainable, not just theoretically sound.
Facilities or Maintenance Supervisor
This person knows the building systems — fire panels, sprinklers, emergency lighting, communication systems. They're essential for planning equipment maintenance, testing schedules, and technical response procedures.
Additional Members to Consider
HR Representative
HR manages staff training, onboarding, and records. They ensure new employees receive emergency training and that training completion is documented. They also handle disability access plans and individual evacuation needs.
**Security Manager** (if applicable)
For facilities with security teams, the security manager coordinates lockdown procedures, access control during emergencies, and liaison with emergency services. They're your first responders for many incidents.
**Tenant Representatives** (for multi-tenanted buildings)
If your building has multiple tenants, include representatives from major tenancies. They understand their spaces better than you do, and emergency plans fail when tenants don't buy in.
**IT Manager** (for larger organizations)
IT systems support emergency communications, electronic evacuation diagrams, and business continuity. For organizations dependent on technology, IT needs a voice in planning.
**Disability Access Coordinator** (if applicable)
For facilities serving people with disabilities — aged care, hospitals, schools — someone with disability access expertise is critical. Generic evacuation procedures don't work for everyone.
Who Shouldn't Be on the EPC
**External contractors** — Your fire service provider can attend for specific discussions, but they shouldn't be permanent members. Emergency planning is your responsibility, not theirs.
**Too many people** — EPCs with 15+ members become unworkable. If you need broad input, create sub-committees or invite guests for specific topics.
**People without authority** — Junior staff can support the EPC, but members need decision-making power. An EPC that can't approve spending or mandate training is ineffective.
Practical Considerations
**Size:** 5-8 members is ideal for most facilities. Smaller facilities might have 3-4; large campuses might need 10-12.
**Frequency:** The EPC should meet at least annually (AS3745 minimum), but quarterly meetings are more effective for active planning and continuous improvement.
**Quorum:** Define how many members constitute a quorum for decision-making. This prevents bottlenecks when someone's unavailable.
**Documentation:** Keep meeting minutes, action items, and decision records. This proves your EPC is functioning, not just existing on paper.
Common Mistakes
Mistake 1: The EPC only exists on paper
Some facilities create an EPC list to satisfy compliance but never actually meet. This fails the moment you have an incident and realize no one knows what they're supposed to do.
Mistake 2: The same person holds multiple roles
In small facilities, one person might be the Facility Manager, Chief Warden, and Safety Rep. That's sometimes unavoidable, but recognize it as a risk — what happens when that person is on leave or becomes incapacitated?
Mistake 3: No succession planning
People change roles. When your Chief Warden resigns, do you have a deputy trained and ready? EPC membership should include succession planning for key roles.
Mistake 4: Ignoring the front-line perspective
The EPC can design perfect procedures, but if floor wardens and staff find them confusing or impractical, they won't work. Get front-line feedback before finalizing plans.
Getting Started
If you don't currently have an EPC:
Making It Effective
An effective EPC doesn't just meet for compliance. It actively drives emergency preparedness:
The EPC is the engine of your emergency planning system. Get the membership right, give them authority and resources, and hold regular meetings. Everything else follows from that foundation.