It is important that toy libraries identify and deal with the risks that they face. It is also important that groups do everything in their power to ensure that people are properly protected. The fact that many of the people we are talking about are children and volunteers who give freely of their time makes this even more of a priority.
How to Manage Risk How to Manage Risk
Managing risk in a toy library is about creating a safe, welcoming environment where children and families can play and learn with confidence. It involves identifying potential risks (such as toy safety, hygiene, manual handling, volunteer practices, data privacy, and governance), assessing how likely and serious those risks are, and putting practical steps in place to prevent or minimise harm.
A risk management plan helps your toy library systematically identify and address risks before they become problems. A clear risk management policy sets expectations for your committee, staff and volunteers, outlining responsibilities and decision-making processes. A simple risk checklist supports regular operations by ensuring safety checks of toys, equipment, facilities and procedures are completed consistently. Templates can be found in Quality Standard 2.5 Policies and Procedures.
Together, these tools protect children, families, volunteers and the organisation itself. They support compliance with legal and insurance requirements, strengthen governance, and build trust in your community. Most importantly, good risk management helps your toy library remain sustainable, so more families can continue to access the benefits of play.
With a clear understanding of risk in place, the next step is being prepared — putting practical plans and processes into action so your toy library can respond confidently and effectively when issues arise.
Being Prepared
To ensure everyone knows what to do if something unexpected happens, your toy library should have a clear emergency evacuation plan that is easy to access, easy to follow, and specific to your sessions.
Recommended actions
If you operate in a shared space (e.g. a hall or community centre), use the venue’s emergency plan and add a short Toy Library Emergency Add-On outlining any additional steps specific to toy library sessions.
Your plan should clearly outlines:
Where to go in an emergency (assembly point/safe area)
How to evacuate safely (including children, prams, and families)
Who is responsible on the day (e.g. “session lead”, “key holder”, “person in charge”)
The procedure for volunteers in charge (e.g. who checks bathrooms, who counts people, who contacts venue staff/emergency services if required) include what to do after the incident, such as:
Whether an incident report form needs to be completed check your policy. Template can be found in Quality Standard 2.5 Policies and Procedures
Who the incident should be reported to (committee, venue, Toy Libraries Australia/insurer if required)
Make sure the evacuation plan is:
Displayed clearly in the toy library space
Stored in an easy-to-find location (e.g. printed in the volunteer folder, and saved digitally for committee access)
Some of your members may require a Personal Emergency Evacuation Plan (PEEP). This is a plan personalised to any additional support a member may need to evacuate safely. Check out the Canva template below to guide you.
If your toy library operates in an area where there is a higher risk of natural disasters such as bushfire, flood or cyclones, you should ensure that your risk management plan includes provisions for pre-emptive closures i.e. if the fire danger rating for your zone is Extreme or Catastrophic, your toy library will close sessions on these days. Pre-emptive closures may extend to extreme temperatures if your building is not set up to handle this comfortably for volunteers, staff and visiting members. You may choose to follow the advice set down by your states government for schools and early learning services.
Keeping Toys Safe
Toys should be inspected regularly to ensure they are safe and suitable for use. If a toy is damaged, missing parts, or unsafe, it must be removed from circulation immediately. Check out Quality Standard 4.3 Keep toys well displayed clean and safe
Creating Safe Spaces
Reduce trip hazards by keeping floors and walkways clear and ensuring shelves and layouts support safe movement for children and adults.
Each state and territory in Australia has its own Occupational Health and Safety (OHS) or Workplace Health and Safety (WHS) laws. These align with the national model laws, but there may be local variations. Check you relevant state authority for specific requirements.
Follow the link for your states specific OHS/WHS laws.
Australian Capital Territory: WorkSafe ACT - https://www.worksafe.act.gov.au/
New South Wales: SafeWork NSW - https://www.safework.nsw.gov.au/
Northern Territory: NT WorkSafe - https://worksafe.nt.gov.au/
Queensland: WorkSafe Queensland - https://www.worksafe.qld.gov.au/
South Australia: SafeWork SA - https://www.safework.sa.gov.au
Tasmania: WorkSafe Tasmania - https://worksafe.tas.gov.au/home
Victoria: WorkSafe Victoria - https://www.worksafe.vic.gov.au/
Western Australia: WorkSafe WA - https://www.commerce.wa.gov.au/worksafe
Practical safety tips:
Do not put heavy or rolling toys on high shelves
Keep aisles clear
Use safe manual handling procedures (team lifting, trolleys)
Replacing broken boxes or damages storage
Displaying appropriate warnings on toys, boxes, and shelves
Creating a safe space in your toy library is not only about physical safety and manual handling — it also includes psychological health. Under national Work Health and Safety guidance updated in 2023, committees must take reasonable steps to identify and manage risks to mental health. This means preventing issues such as bullying, conflict, excessive workload, poor communication, and unclear roles, and creating a respectful, supportive environment where staff and volunteers feel safe, heard and valued. In Victoria, this is now legislation (effective 1 December 2025), to learn more visit https://www.worksafe.vic.gov.au/psychological-health
If there is an incident report it to the committee, fill out an incident report. A template can be found in Quality Standard 2.5 Policies and Procedures.
Toy libraries operate in many different environments, so it is important to consider any location-specific risks that may affect safety. Factors such as the building, storage areas, surrounding environment, and nearby infrastructure can all influence the types of risks a toy library may face. For example, toy libraries in rural or bushland areas may need procedures for managing wildlife such as snakes, mice, or kangaroos. Libraries located near busy roads may require safety gates and clear guidance for keeping safety gates closed and ensuring children cannot access traffic areas. Considering these unique factors and having simple procedures in place can help toy libraries reduce risks and maintain a safe environment for members, volunteers, and visitors.
Looking After Our Volunteers
Volunteer safety is a priority. Procedures should be clear and easy to access, and regular venue safety checks help identify hazards early and maintain a safe environment.
The toy library should aim to have a minimum number of volunteers on duty when open, and under 18s should never work alone. If minimum staffing isn’t possible, arrange a back-up or consider closing the session. If working alone, volunteers should let someone know their plans, keep their phone nearby, stay aware of exits, avoid heavy lifting, secure doors, and leave promptly—especially after dark.
For evening sessions, volunteers should use well-lit areas, walk with a buddy where possible, have keys ready, lock up properly, and let someone know when they are leaving.
A first aid kit should be available and easy to locate. Incidents and near misses should be reported so hazards can be addressed. Volunteer wellbeing also includes mental health support, volunteers should feel safe to step away, request help, or end a shift if they feel overwhelmed or unsafe. Where possible, minimise cash handling by using online payments and limit cash kept on-site.
Digital safety
Digital security is the process of protecting the toy library’s online systems and information from unauthorised access. Because we store member details, borrowing history and toy records, keeping this information secure is essential for privacy, trust, and smooth operations.
A key part of digital security is using different access level so people can only see or change what they need for their role. For example:
Admin access is limited to a small number of people who manage full records and settings.
Volunteer/librarian access supports day-to-day toy and member support, without access to sensitive information.
Member access allows families to view only their own account and toy catalogue.
Good digital security also includes strong passwords, two-factor authentication, regular software updates, safe handling of links and attachments, regular back-ups, secure networks, and always logging out on shared devices.
Reviewing and improving
Make sure safety checks are completed regularly, and risk management is reviewed each year or after any incidents. This helps the toy library continue to improve and adapt to changes.
Support behind the scenes
Keep your management practices up to date in accordance with guidance from state workplace safety authorities and TLA.
Canva Templates
Updated:
5 Mar 2026