Temporary event application form Lake Karapiro

Transcription

1 If you require assistance with your booking or forms, help can be obtained from the following: Mighty River Domain at Waikato Regional Council Richard Barnett Waikato Regional Council s freephone Office use only. Date received: Booking fee received: Yes/No Health and safety plan: Yes/No Applicant details Event host Address Contact person Best contact time Phone numbers (residential) (business) (mobile) Signature Date Event details Waikato Regional Council must receive this application four weeks or more prior to the proposed event taking place. Name of event Start time Dates of event Finish time Do you require contingency days? (see event management guide for details) Yes/No If yes, which date? What type of event? (Please circle) Local Regional National International How many competitors do you expect? (approx) How many spectators do you expect? (approx) To prevent the spread of serious aquatic pests such as didymo and other aquatic weeds you must check, clean dry your boats and gear when going from one waterway to another to remove any spores and/or fragments of weed. For more information visit

2 Karapiro management ask that event managers/hosts take all practicable steps and due care to ensure the safety of all event personnel. Please forward your completed health and safety plan to the site office. The completed temporary event application form will then be forwarded to Waikato Regional Council for authorisation under the Waikato Regional Council Navigational Safety Bylaw You will be contacted directly if there are any concerns with information you have provided. Legal duty Event management is exposed to legal redress if there is injury or accident as a result of the event activities. In any investigation authorities will be looking for the safety process that the event managers/hosts went through to ensure everyone s safety. This form includes a risk management assessment plan covering health and safety throughout the event that must be documented for the continuing safety of personnel. management ask that you take all practicable steps in keeping and associated reserves a safe place to be during your event. I have read, understood and completed the above requirements on behalf of (Club/organisation/association) Signature Position in club/organisation/association Date Please forward your temporary event application forms to: Domain Liz Stolwyk 601 Maungatautari Road RD 2 Cambridge Cheques to be made payable to the Waikato Regional Council. Please note: you will be invoiced by Waipa District Council on completion of the event for bookings of facilites at the domain as per the attached appendix.

3 1. Grounds required Note: Price list for costings are in appendix 1 and the site map is in appendix 2). If you do not need the areas for the entire duration of your event please specify the dates required. Section B: Waipa District Council facilites Zone Description Dates of use No. of days Hours of use E2 Spectator bank A5 Lower camp ground G1 Car park 1 G2 Car park 2 Please specify any other land areas you would like to book (see site map in appendix 2 for zones): Will you be parking vehicles in the main domain? Will you be charging an entrance fee into the domain grounds? If so, what will it be? Will you be allowing public access to the domain boat ramp during your event? Yes/No Will you be using the standard Mighty River Domain Traffic Management Plans? Yes/No (if no then please submit your traffic management plans with this application) Please list the sponsors that are associated with your event. Please list where your event is advertised. 2. Accommodation Will you be requiring any rooms in the Don Rowlands Centre? Yes/No (if yes please fill in a Don Rowlands Centre Booking Form) See enclosed price list in appendix 1 for charges and minimum charge night fees during events. Rob Waddell Lodge Chalet 1 Chalet 2 Chalet 3 Chalet 4 Chalet 5 Dates of use Number of nights If you have any questions or concerns please contact the Domain site office. Liz Stolwyk Phone: Mobile: Karapiro@xtra.co.nz

4 Section C Event health and safety plan The event managers/hosts must follow broad procedures as laid down in the event management guide at all times with specific additions where appropriate for the safe management of their own event. Almost all risks can be planned for and minimised by following some simple planning guidelines. The event managers are responsible for the overall organisation of their event. It is very important that the event managers work closely with all people who have the responsibility of looking after different aspects of their event. In today s event environment, event management is being held accountable when things go wrong. Health and safety and risk management are key areas of operation. By working alongside you as event Managers/hosts, management can help to ensure patrons remain safe without harming themselves or others. 3. Event personnel (Staff/volunteers/competitors/spectators) It is your responsibility to establish safe practices for people who will be carrying out duties under your control. management reserves the right to amend any procedures involving safety. You are responsible for the safety of all your personnel and equipment. management will not accept any damage to any Waipa District Council property. All areas are to be reinstated to their original condition and any damage or repair costs will be passed onto event organisers. Allocation of responsibilities Visibility/identification Amenities available for use Areas of public restriction 4. Gate/door control (Aim to prevent congestion and reduce personnel frustration) Security Times of gate closure Emergency vehicles Work vehicles Event staff Exit/entry for large crowds Clear signage Wheelchair access Taking of gate fees Parking/transport

5 Designated areas VIP Personnel Internal roads (closure) 5. Information and communication (Information services on site must be visible and easy to find.) Contact details of key personnel Between key personnel With competitors/spectators 6. Signage Parking Safety Flammable liquids 7. Refuse and waste management is responsible for providing refuse bins/skips. It is your responsibility to ensure the use of the bins on the day. This includes all litter, spills and stains. Refuse or liquids must not to be dumped on site, in the lake or its environment. 8. Power requirements If you need temporary power supply for this event you must provide: suitable electric cord (tested within 6 months) a certified electrician prior to the event must certify all connections (no exceptions). Please note: Extension leads are not to extend more than 50 metres from the main source. 9. Sound Music is permitted if kept to a minimum and in accordance with the events management manual. Sound system 10. Permits You need to make sure the food and drink sellers are licensed if necessary and are properly positioned on the day.

6 11. Emergency procedures First aid Emergency services on site Emergency services notification Liaison methods Fire evacuation plan 12. Weather Secure items safely if windy. Personal protection equipment 13. Public liability insurance Event managers/hosts are required to have sufficient public liability insurance while holding an event on Waipa District Council premises. There will be no exceptions and management reserve the right to view this documentation. 14. Risk Management Assessment Plan (this risk assessment plan is specifically for land risks) Rating legend Likelihood Severity 1. Rare Insignificant 2. Unlikely Minor 3. Moderate Moderate 4. Likely Major 5. Almost certain Catastrophic Identified risk Contingency Action/response Who Code e.g. Accident/injury St John ambulance on site Book St John PB L 3 Karapiro management ask that event managers/hosts take all practicable steps and due care to ensure the safety of all event personnel.

7 15. Lake water zones Section D: Navigation and safety Application under clause 5.6 of the Waikato Regional Council Navigation Safety Bylaw Application to conduct a race, speed trial, competition or other organised water activity. Please specify which zones are to be booked, what dates and hours of use: Zone 1 Zone 2 Zone 3 Zone 4 Zone 5 Zone 6 Zone 7 Zone 8 Zone 9 Zone 10 Zone 11 Zone 12 Zone 13 Zone 14 Dates of use Hours of use (start and finsh time) Please note: It is important to state the hours of use, as public have the right to use water and grounds outside of hours booked. It is not expected that bookings will extend beyond 6pm under normal circumstances. Waikato Regional Council must receive this application four weeks or more prior to the proposed event taking place. Your application will be publicly notified between 7 and 14 days prior to your event, as outlined under clause 5.3 in the Waikato Regional Council Navigational Safety Bylaw The purpose of this notification is to let other users know that this area is reserved for your use.

8 16. Description of event Include a course and locality sketch, including any course markers.

9 Anticipated number and type of vessels Name of controller of on-water activities (Required to be contactable at all times during the event) On water controller cellphone number What clause(s) of the bylaw would you like uplifted for your event? Details of safety arrangements (include number of marshals/safety boats, St John and first aid provisions and competitor safety equipment). Please note that your application will be assessed in terms of the safety arrangements for your event. Please use a separate sheet if necessary. Any other relevant information 17. Risk Management Assessment Plan (this risk assessment plan is specifically for on-water risks). Rating legend Likelihood Severity 1. Rare Insignificant 2. Unlikely Minor 3. Moderate Moderate 4. Likely Major 5. Almost certain Catastrophic Identified risk Contingency Action/response Who Code e.g. Accident/injury St John ambulance on site Book St John PB L 3 Karapiro management ask that event managers/hosts take all practicable steps and due care to ensure the safety of all event personnel.

10 Appendix 1: grounds booking fee (Standard charge for all bookings per event) $ The Waikato Regional Council lake closure administration fee Admin fee $ Notification fee $ Grounds (per day charges) Local Regional National E2 Main spectator ground $ $ $ G1 and G2 Parking area $ $ $ A5, A6 and A7 Lower camp ground (Charge for use other than camping) $ $ $ G3 parking area (G3 being a new area designated 15m around the perimeter of the Sand Court to allow for more flexible parking solutions when multiple users or events take place) $ $ $ Lake zones (Per day charges) Local Regional National 1 7 (up to two zones) $75.00 $ $ Additional zones $75.00 each Embankment power charges Type of plug Charge 10 amp $29.00 per day 16 amp $51.00 per day 32 amp $85.00 per day Water continuous Continuous hose supply, per day $29.00 Post event site clean up Per staff member, per hour $25.00 Traffic management (per day) Event Size Equipment and Site Traffic Management Supervisor (STMS) hire Small events (0-600 people onsite) $34.00 per day Large events ( people onsite) $ per day Major events ( people onsite) $ per day

11 Event accommodation Non-powered campsite Powered campsite Rob Waddell Lodge Chalets 1 5 Other services Adult (per night) $14.00 Child (12 and under per night) $11.00 Deposit $42.00 Adult (per night) $16.00 Child (12 and under per night) $11.00 Deposit $48.00 Adult $26.00 Child $21.00 Minimum charge per night non-event $ Minimum charge per night event $ Deposit for Lodge $ Subsequent night/s deposit for lodge $ Full day charge $ Half day charge $ Adult $26.00 Child $21.00 Minimum charge per night non-event $78.00 Minimum charge per night event $ Deposit for chalet $78.00 Subsequent night/s deposit for lodge $39.00 BBQ hire per use $20.00 Power adapter hire/per day $9.00 Caravan stored onsite (no power) / per day $5.00 Non-resident dump station charge $5.00 Use of shower (per shower) $3.00

12 Appendix 2: Mighty River Domain at A4 Site layout A1 A3 A2 A5 A9 Gate 1 A8 B1 A6 C2 E1 C1 A7 E2 B3 B2 E3 F1 Stand: February 2010 TRIM COPYRIGHT WAIPA DISTRICT COUNCIL CADASTRAL INFORMATION DERIVED FROM LAND INFORMATION NEW ZEALAND'S DIGITAL CORE RECORD SYSTEM (CRS). CROWN COPYRIGHT RESERVED. JUDD LANE C3 D3 D1 D4 Main Entrance (Gate 2) D2 D5 D6 D8 G1 MAUNGATAUTARI ROAD A1 Water Treatment Plant A2 Karapiro Water Ski Club A3 Cambridge Rowing Club A4 Pontoons A5 Lower Camp non-powered site A6 Lower Camp powered site A7 Lower Camp powered site A8 Club storage sheds A9 Maintenance shed B1 Upper Camp non-powered site B2 Upper Camp powered site B3 Day use only area C1 Event Centre and Finish Tower C2 Cultural Room C3 Administration area D1 Front of Lodge lawn D2 Rear of Lodge lawn D3 Top of Embankment D4 Rope courses D5 Lodge site D6 Chalets site D7 Rear Chalet lawn D8 Sand Courts E1 Podium & Beach E2 Spectator bank E3 Embankment D7 G1 Gate 3 F1 Rowing NZ site F2 Cambridge Yacht Club F3 KRI and Waikato Rowing Club G1 Car park 1 G2 Car park 2 F2 G2 Pukekura Island F3 Flynn Cove

13 Appendix 3:

14 Appendix 3:

15 Appendix 3: