Community event application

Transcription

1 Community event application Please review the Guidelines for community events before completing this application Before submitting this application please ensure you have included the following attachments (where appropriate or requested by Council): Essential Site map Risk assessment Certificate of Currency (Public Liability Insurance - PLI) for the group organising/auspicing the event Certificates of Currency (Public Liability Insurance - PLI) for all contractors/suppliers/providers Event specific Traffic management plan Aquatic licence APRA licence Temporary liquor licence

2 Section 1 - General information Event details Name of organisation/association: Organisation/association contact name: Mobile: Phone: Address: Event title: Location: Nature of event: (e.g. family fun day, sporting contest, musical entertainment, cultural festival, outdoor theatre) Day(s) of event: From: To: Event times: Start: Finish: Bump-in date: Bump-in time(s): Bump-out date: Bump-out time(s): Activities to be undertaken during: Bump in: Bump out: Secondary contact for the event/ Event Coordinator: Name: Phone: Event overview/purpose: Special features/attractions of the event: Expected staffing/volunteer numbers: Anticipated attendee numbers: Will the event include welcome/acknowledgement to country? Yes No

3 Individual conducting Organisation auspicing Insurer Policy number the individual Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each individual. Legal/financial details Are you an incorporated association or company? Yes No If yes, please provide your ABN: Are you a non-profit organisation? Yes No Please provide proof with your application. (e.g. Certificate of Incorporation) Does the event have sponsorship? Yes No If yes, please state the sponsor(s): Are you applying to Council for assistance? Yes No If yes, how much are you requesting? Which financial assistant program have you applied through? (e.g. Community Funding/Sponsorship) Has this event been conducted previously? Yes No If yes, when and where? Admission will be: pre-sold tickets free donation tickets at the event Insurance Does your organisation have public liability insurance for this event? Yes No If no, name the organisation providing the insurance coverage for the event: Please attach a signed letter from the organisation stating that they are auspicing your event. Name of insurance provider: Contact name: Phone: Policy number: Ensure the event PLI is for at least $20 million and that Lake Macquarie City Council is listed as an interested party on the certificate. All Certificates of Currency must state at a minimum: Liability insurers name; Name of insured; Business or profession of insured detailed on policy; Situation at risk Period of insurance; and Indemnity limit (minimum, $20 million)

4 Section 2 - Park booking details Park usage Please contact Council ( ) to secure a booking prior to submitting this application - this will ensure the area is available on your preferred day/times. Booking reference number (provided by a Council officer): Name of public reserve proposed: Location description: (e.g. Area 1, Heritage shed, stage) Will you require access to the park grounds for vehicles? Yes No Will the lake be used as part of the event? Yes No Is use of a jetty/boat ramp part of the event? Yes No If yes, provide details (including any proposed temporary closure) Use of facilities Will the event require use of on-site electricity? Yes No Equipment Single or Equipment Provider Insurer Policy number three-phase Please note that electricity is not available at all locations. Indicate on your site map the power outlets required (some parks have more than one outlet). Will you be bringing a generator to site? Yes No Provider Insurer Policy number

5 Will the event require use of water? Yes No (e.g. filling of pool for floating ball amusement, for animal enclosures) Attraction Attraction provider Insurer Policy number Food/drink, alcohol, merchandise, entertainment and competitions Will the event include the provision of any food and beverage on site? Yes No Number of food/beverage outlets: Provider Food/beverage product(s) Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each vendor. All food vans must also provide a copy of the annual inspection letter. Will the event include markets/display/merchandise/stalls on site? Yes No Number of markets/display/merchandise/stalls: Stallholder/display Product Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each market stall/display.

6 Will the event include entertainment? Yes No (e.g. bands, roving characters, face painter) Entertainer Entertainment provided Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each entertainer. Will the event include the provision of alcohol? Yes No If yes, how many alcohol sale points will be set up? Attached a copy of on/off licence from NSW Police Who are the RSA accredited staff providing alcohol service for the event?: Name of staff member RSA Certificate Company auspicing Insurer Policy number number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each staff member. Is the event BYO? Yes No If yes, what provisions will be made to prevent glass related injuries, underage drinking and excessive intoxication: List all types of drinks (including alcohol) that will be available at the event? What type of containers will drinks be served in? (e.g. glass, plastic, cans) Will the event include a competition? Yes No If yes, provide details of your competition: Please refer to for regulations. You must comply with the requirements of the Lotteries and Art Unions Act You may require an authority to fundraise under the Charitable Fundraising Act 1991.

7 Risk management Does the event involve people working at heights? Yes No If yes, please specify: Equipment Provider/operator Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each provider/operator. Will the event utilise a PA system, loudspeakers or amplified music? Yes No If yes, what equipment will be used? Item Provider/operator Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each provider/operator. Please indicate which items below will be used in the event: Item Indicate if using Operator PLI policy number fireworks laser ultraviolet light strobe lighting firearms replicas weapons compressed air tools explosive powered tools hazardous substances explosives other Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each provider/operator. Please tick under which weather conditions the event will continue: extreme temperatures high or gusting winds wet weather lightning tides or floods

8 What will cause the event to be cancelled: Please note Council does not refund fees due to weather conditions, however, the event can be transferred to an alternate mutually available date and/or location. Will children be participating in the event? Yes No (e.g. volunteers, performers) Activity Activity provider Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each provider/operator. Will the event utilise animals? Yes No (e.g. petting zoo, circus performance, pony rides) Activity Activity provider Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each provider/operator. Will there be any other contractors/operators/service providers engaged for this event? Yes No (e.g. table/chair provider, photographer, prop designer/decorator) Activity Activity provider Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each provider/operator.

9 Signage Do you propose to erect display boards/banners/signs within your event space? Yes No Number of display boards/banners: Banner/sign type Wording Size Ensure to indicate on your site map the location of each listed above. Ensure to refer to State Environmental Planning Policy (exempt and Complying Development Codes) Subdivision 11 Temporary event signs before considering event signage. Council or Roads and Maritime Services reserve the right to remove any signage that is not included in your event approval. Site rejuvenation What plans have been made for site rejuvenation after the event? (e.g. rubbish collection and repair of site damage) Task Provider e.g. staff, volunteers Insurer Policy no Rubbish collection Site damage Is there a specific requirement to mow the area prior to the event? Yes No If yes, an additional cost will be charged to you for this service at market cost contact Council s Events Officers on for a quote.

10 Section 3 Development and compliance Temporary place of public entertainment (POPE) for tents and marquees, stages and platforms Please complete the following for any tents or marquees that will be erected: Type of structure Floor Intended use Hours of area m 2 use Number of people occupying at any one time Number of exits Height of walls Height of roof from ground Time it will be erected e.g. Tent 25m 2 Catering area 9am-4pm 7 2 3m 4.2m 8am-6pm Which structure Provider Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each provider/operator. Please explain the system or method by which the applicant proposes to check that the authorised capacity of that area is not exceeded: Please complete the following for any stages, platforms or scaffolding that will be erected: Type of structure e.g. Mobile stage on truck Floor Intended use Hours of area m 2 use 25m 2 Band performing 12/03/15 13/03/15 1-9pm Number of people occupying at any one time Height of stage or platform from ground 75cm Actual distributed and concentrated load the stage was designed for 6 Stage distributed load limit 7.5 kpa Distributed (750 kg/m 2 ) Stage point load limit 4 kpa Concentrated (400 kg) Which structure Provider/operator Insurer Policy number

11 Amusement devices Will the event include amusement devices? Yes No It should be noted that amusements such as dodgems and other large rides suitable for older children and adults such as sizzler, octopus, ferris wheels etc. require a separate form, Application for Operation of Amusement Device to be completed and lodged. If you need clarification, please contact Council s Events Officers on Please complete the following for EACH device (including inflatables) for children under 12 years: Name of device: Type of device: Name of owner: Name of operator: Operator s address: Phone: Operator s signature: Registration number: Expiry date: Manufacturer or sole importer of amusement device: Date device registered under Work Health and Safety Regulations 2011: Device Insurer Policy number Please note a copy of Public Liability Insurance (minimum $20 million) must be attached to your application for each provider Workcover NSW registration certificates are also required if the ride is mechanical.

12 Section 4 Traffic management Site access and transport details Does your event include: temporary carpark closure on-street moving on-street non-moving temporary full road closure partial road closure If any of the above applies, please complete the details below in addition to submitting a Traffic Control Plan (TCP) or Traffic Management Plan (TMP). TMP and TCP Plans must be signed by a RMS accredited person and their certificate number must be provided on the plan. Council will provide a copy of the submitted plans to the RMS, NSW Police and local emergency services for review. On street non-moving will require an application to be submitted to the local bus company and the acceptance notification provided to Council. Name of street/s or carpark to be closed/occupied: Suburb: Reasons for the closure/occupation: Please state where patrons will park: (ensure to indicate on your site map) How many disabled parking spaces will be provided? (ensure to indicate on your site map) Will there be parking controllers on duty? Yes No Number of parking controllers on duty? Please provide details of the firm or persons providing the parking control: Name of firm: Contact person: Phone: Individual staff name RMS accreditation certificate Insurer Policy no number for the individual

13 Section 5 Waste and emergency services Facilities Do you require existing toilet facilities at the site to be cleaned during the event? Yes No (If yes, there will be an additional cost to you see Councils Fees and Charges document) If yes, please specify day(s)/ times(s): Will separate toilet facilities be available for onsite contractors? Yes No How many portable toilets will be hired? (Ensure to indicate where they will be placed on your site map) Date to be placed onsite: Date to be removed from site: Provider/operator Insurer Policy number Please outline what types of waste will be generated by the event: What measures you are taking to promote the use of biodegradable and recyclable waste? What other sustainable practices are you incorporating into your event? Will additional general waste and recycling facilities be required? Yes No Number of general waste bins: Number of recycling bins: Who will be providing the additional waste bins and recycling bins? Private contractor Contractor Name: Contact number: Council (If yes, there will be an additional cost to you see Councils Fees and Charges document) Drop off location: Date required: Time required: Collection location: Date required: Time required: Will there be disposal facilities for putrescibles (worm food) waste? Yes No Provider/operator Insurer Policy number

14 Section 6 Security and promotion Event security Will there be external security providers for the event? Yes No If yes, attach: Security firm s Public Liability Insurance (minimum $20 million) and security firm s Master Licence. Security must be provided by your organisation if you have infrastructure to be left on site overnight. Company name: Contact person: Start date: Finish time: Mobile number: Start date: Finish date: How many security personnel will be employed? What will be the role of security? Will security personnel be contactable through two-way radio communication? Yes No Police must be notified about the event please provide the following information: Station contacted: Officer: Contact number: Will Police be attending the event in any capacity? Yes No If yes, please specify: First aid Who will be the first aid provider at the event? Service provider Company name: Contact name: Phone: How many people will be provided by the First Aid provider to staff the event? How many emergency vehicles will be on site during the event? Individual Individual name: Trained by: Individual name: Trained by: Phone: Certification number: Phone: Certification number: Provider Insurer Policy number

15 Communication What process is proposed to inform the immediate local residents of the event and its likely impact on the residential areas? (E.g. letter box drop, advertisement in local paper) During the event how do you propose to deal with complaints? Contact person for complaints: Mobile: If you would like the event included on Council s website/events calendar please feel free to post it on Councils What s On Lake Mac Facebook page Information centre Will an information centre be clearly identified and available to patrons at the event? Yes No

16 Terms and conditions Vehicle access and parking on reserves is not permitted without prior approval. Parks and reserves are public areas and free access to all areas by the public must be maintained. It is not permitted to display posters or signs on telegraph poles, trees or anywhere within roadways advertising the activity. All information pertaining to electricity, caterers, structures such as marquees, amusement devices/ carnival equipment including the use of pyrotechnics and sound amplification must be supplied to Council. Structures such as marquees and tents must be self-supporting and not tied to trees, buildings, fences, or signs. Structures such as stages over a certain floor size need inspecting after they are erected. If an inspection is required the inspection fee must be paid in advance. If the amusement rides proposed are for children under the age of 12 years, inspection is not required, however, the provisions of Clause 75 of the Local Government (General) Regulations 2005 ( are to be complied with. Amusement rides for children over 12 years must be inspected after erection. The inspection fee must be paid in advance. Electricity is not available at all sites and arrangements may need to be made with an electricity provider for alternative electricity supply. Hirers must obey all Council signage within the park e.g. nominated alcohol free zones etc. The applicant is responsible for the collection and removal of all rubbish generated by the activity. All grounds and shelters are to be left in a clean and tidy condition. The hirer is required to supply their own cleaning materials when hiring the Heritage Shed located at Speers Point Park. A site inspection may be required before and after the activity and a bond/deposit required All payments to Council are to be made after the application is approved and prior to the event taking place. When approved, Council will send written confirmation to the applicant. Applicant is to retain the confirmation letter and have this on hand at the event. For a complete schedule of fees and charges please refer to the Fees and Charges document on Councils website. Refunds on park booking fees will only be paid when written notice of cancellation is received by Council at least five working days prior to the date of booking. No refunds will be given in the event of poor weather conditions. The applicant is responsible for collection and returning the keys for the park, power and other facilities to Council the following business working business day. You must act upon any direction given by an authorised officer of Council or a member of the NSW Police Force. I agree to comply with the Terms and Conditions and act upon all reasonable direction from any authorised officer of Council. I agree to pay any relevant fees and agree to provide any additional information requested by Council. I will advise Council should there be any alterations or additions to the information supplied. Signed: Date: