Sydney Harbour Federation Trust Event Guidelines

Transcription

1 Sydney Harbour Federation Trust Event Guidelines

2 Contents Introduction Application Process and Approval Event Application Form Assessment and Timeframes Venue Context Event Layout Transport Barging Vehicles People Traffic Control Disabled Access Amplified Sound Food and Alcohol Waste and Cleaning Water and Power Security Marketing Communications, Branding, Sponsorship and Signage Social Media Filming and Photography Risk Assessment Emergency Preparedness Insurance Bond Fees and Charges Event Cancellation Event Plan Documentation Pyrotechnics, Helicopters and Associated Out of the Box Activities Further Information and Contacts Other Event Resources

3 Introduction The Sydney Harbour Federation Trust (the Trust) offers Applicants a variety of unique heritage and waterfront venues for hosting creative, corporate and private events. Given the historical and community significance of our venues, it is important that Applicants understand the logistical and operational requirements for Trust venues to successfully hold an event on site. The Event Guidelines are designed to assist Applicants comply with the regulations and procedures associated with staging an event on any site managed by the Trust. It outlines the process required to take your event from application to approval and through to execution. Application Process and Approval For all events, the following process needs to be followed for gaining approval: 1. Applicant reviews Trust websites, venue information sheets and site plans. 2. Applicant contacts a Trust Account Manager to discuss the event and venue availability. 3. Applicant and Trust Account Manager organise to inspect the venue. 4. Applicant reviews Event Guidelines, submits an Event Application Form and pays applicable fees. 5. Trust assesses the Event Application Form. 6. Trust Account Manager requests more information, provides in-principle approval or declines the application. 7. Licence Agreement is signed by the Applicant and the Trust. Important dates and timelines are advised. 8. Applicant submits all Event Plan documentation. 9. Trust approves or requests amendments to the Event Plan and issues a Permit to Work. 10. Applicant pays the Security Bond (two weeks prior to bump in/event set-up). 11. Applicant pays the Outstanding Balance less any applicable fees (two weeks prior to bump in). 12. Trust issues final approval. Event Application Form Applicants wanting to conduct an activity on Trust land must complete an Event Application Form. The Event Application Form will be provided by your Trust Account Manager or can be downloaded from the Sydney Harbour Federation Trust website. Contact details for Trust staff and websites can be found in the Further Information and Contacts section of this document. Applicants are required to submit essential event information so the Trust can determine whether the venue is suitable for the proposed event and whether a Licence Agreement can be granted. The Trust reserves the right to approve, conditionally approve or decline any event application. The Event Application Form must be received well in advance of the proposed event date to ensure venue availability and allow sufficient time for assessment and review of essential event documentation. See Assessment and Timeframes for more information. The information in the Event Application Form is generally considered by the Trust Business Development Team and approved by a member of the Trust Executive Committee. The Committee will decide whether to go ahead with the proposal based on the information contained in the Event Application Form. This information will inform the Licence Agreement so it is important that the Applicant carefully considers and addresses the issues outlined in this document. Relevant information left out of the Event Application Form may delay approval and incur additional fees.

4 If there is insufficient space on the Event Application Form to provide all the information required, please submit separate attachments with your form. Note: Some questions in the Event Application Form may not be relevant to your application. The Trust may withdraw approval or enter into negotiations with other Applicants before the Licence Agreement has been signed by both parties. The Trust accepts no responsibility for any third party commitments entered into by the Applicant if the proposal is declined. Assessment and Timeframes ITEM TIME REQUIRED (Prior to bump in) Event Application Form and Application Fee Min 12 weeks for larger events (e.g. corporate functions, gala dinners, trade shows, film productions etc.) Min 2 weeks for smaller events (e.g. meetings, small conferences, team building workshops etc.) Development Application (generally only required for Major Events) Min 6 weeks Liquor Licence Application Min 3 weeks Final Event Plans Min 2 weeks Security Bond Min 2 weeks Payment of Final Fees and Charges Min 2 weeks Permit to Work Issued Min 1 week Note: Any applications received less than two weeks prior to the scheduled date of bump in may be rejected based on the timeframe required for event approval. Venue Context Many Trust venues are considered dry hire spaces allowing Applicants to theme the area to suit their event requirements. All Trust sites are unique and have World, National and/or Commonwealth Heritage significance. Consequently, any building alterations or penetrative fixings are strictly prohibited. Temporary event structures must be weighted for stability; the use of pegs or stakes in outdoor venues is prohibited. For the majority of venues, the Applicant is required to provide all equipment associated with the event. For events held on Cockatoo Island, the Trust provides a range of event equipment for hire. Please ask your Trust Account Manager for an Equipment Hire Order Form. Event set-up must be installed by accredited suppliers and, where applicable, certified by an accredited engineer and/or safety consultant for structural and fire safety.

5 The Trust maintains its sites as open public spaces. It is the Applicant s responsibility to ensure that safe public access around the venue is maintained throughout the event bump-in, duration and bump-out/ dismantling. If a Licence Agreement is issued, this does not necessarily imply the Applicant is entitled to exclusive possession of the venue or location. Timing for setting-up or breaking-down the event on Trust sites is restricted to between 7am and 7pm unless otherwise agreed in your Licence Agreement. Construction must be completed during the following times: Monday to Friday 7am to 6pm and/or Saturday 8am to 1pm. Event lighting should be controlled, minimised and directional so that it does not affect the safety or amenity of road users, the general public, neighbouring suburbs or occupants of any nearby premises. Fencing may be required to safely manage your event during bump in and bump out. The zone should be fenced off and made safe for public access around the event space. Fencing should comply with Australian Standards for construction and work zones. All costs associated with the installation and metering of telephone or internet supply to the event will be at the Applicant s expense. Flames, explosives, fuels, ammunitions, firearms, flammable liquids or other dangerous items are not permitted on Trust sites except as authorised in the Licence Agreement and covered in the Risk Management Plan. Applicants may require additional bathroom facilities for their event in accordance with the requirements of the Building Code of Australia. The type and location of facilities should be grouped and arranged to minimise the visual impact to the public. The location of the facilities should be clearly outlined in your Event Plan. Trust sites have limited disabled bathroom facilities, which can be found on site plans. Event Layout A detailed description of the Event Layout is required with your Event Plan Documentation outlining: Front and back of house requirements, such as production space, green rooms and catering Any additional structures (i.e. type, size and purpose) Equipment and facilities you intend to bring or use on site Signage, flags, banners, stages, screens, awnings, seating, marquees, fences, scaffold towers for sound and lighting etc. Waste locations (e.g. bins/skips) Designated smoking zones Night lighting, if required. Transport You will need to think carefully about how you will transport staff, patrons, equipment and vehicles to Trust sites. The following section encompasses barging, vehicles, people, traffic control and disabled access. Barging (applicable to Cockatoo Island events) Applicants need to consider the challenges of safely and efficiently transporting equipment, suppliers and large groups of people to and from the island. Cockatoo Island is serviced by two regular ferry routes: the

6 Harbour City Ferries Woolwich and Parramatta River services. This service is for people only and should not be used for the transport of materials and equipment. Harbour City Ferries may refuse vessel entry to people carrying large quantities of goods, materials or equipment. Applicants may employ a barge contractor to transport equipment to the island from the mainland by applying to use the island s roll-on/roll-off slipway. There are currently two experienced operators who service Cockatoo Island from the Trust s mainland barge facility at Woolwich. Your Trust Account Manager will provide details of these operators. The Woolwich slipway is available for use on Monday to Saturday from 7am to 4.30pm. Considerations for your Event Plan Size and weight of vehicles for barging Barging restrictions at Woolwich Dock and Camber Wharf Number of barge movements per day on and off Cockatoo Island Ensure users of barge services arrive at agreed times to avoid missing the connection. Vehicles Many Trust sites are accessed through residential neighbourhoods and along narrow roadways. It is important for Applicants to consider the safe and quiet passage of vehicles to Trust sites. Most access points have weight and height restrictions. Vehicles are not permitted to drive over grass unless agreed to by the Trust. Vehicles over 4.3 metres in height and deemed to be oversized by Roads and Maritime Services (RMS) or weighing more than 8 tonne per axle are not permitted on Trust sites unless agreed to in writing by the Trust. Applicants need to consider how vehicle deliveries will be scheduled to prevent congestion along the pathways. There is no staff parking on site and limited public parking. Changes to road conditions require consultation with the local community and event signage plans. Applicants should note that parking is limited and in some areas ticketed and patrolled. Often parking is not included in the venue hire fee. Parking for essential vehicles must be in designated areas as agreed with the Trust and may not block venue traffic routes. Considerations for your Event Plan Number and size of vehicles on site each day How equipment will be transported to the site Number of vehicles left on the site Where vehicles will be parked on the site People Due to parking restrictions on Trust sites, we recommend that Applicants use chartered transport services and promote the use of public transport. Your Trust Account Manager can assist with relevant contact details for charter companies that are frequently used to transport people to Trust sites. Considerations for your Event Plan Will public transport be used? Will public transport be promoted to guests? Ferry pick-up and arrival locations and alignment with public ferry services Bus drop-off/pick-up locations Taxi drop-off/pick-up locations

7 Traffic Control Any event conducted on Trust land that requires participants to cross roads (e.g. fun runs) must be properly supervised by trained marshals or security staff (engaged by the Applicant). RMS certified traffic controllers must be used. In some instances, you may require this service for large numbers of pedestrians crossing roads. A comprehensive Transport and Access Management Plan must be formulated, which includes barricades and gate closures, staffing at these intersections, details of community consultation, signage and egress lighting. The Applicant will be required to pay for the implementation of this plan. Disabled Access Trust venues were established before the need to provide access for people with disabilities was properly understood. It is an essential requirement for the Applicant to provide consideration for disabled access and management. Amplified Sound Trust sites are often located in areas of environmental sensitivity or in close proximity to residential neighbourhoods. The Trust has a noise management policy that, in general, sets maximum noise levels at designated locations in line with neighbouring suburbs. All events must adhere to the Licence Agreement conditions and Environmental Protection Authority (EPA) guidelines for use of amplification equipment. Trust officers and the Environmental Protection Authority reserve the right to control noise levels and shut down any non-compliant equipment used on site. The Applicant must demonstrate how they will operate within EPA guidelines and outline the measures that will be taken to minimise noise disturbance. Generally, amplified sound is not permitted prior to 10am or after 10pm from Monday to Thursday and on Sunday. On Friday and Saturday, amplified sound may be approved until 11pm, though any live amplified music must conclude by 10pm. You may be required to have your event monitored by an acoustic consultant at your own cost. You may also be required to do a letter box drop to advise local residents about your event and the steps you are taking to minimise its impact. The Trust recommends that you engage an acoustic consultant prior to your event to minimise any sound impacts. Additional restrictions may apply to outdoor venues. Food and Alcohol The Trust is its own licensing authority for the assessment, approval and management of food and alcohol on its sites. Alcohol may only be served in accordance with the Responsible Service of Alcohol (RSA) Act and service must cease half an hour before the end of the event. It is the obligation of the Applicant to control guests

8 and refuse service to people adversely affected by alcohol in accordance with the Harm Minimisation requirements under the Liquor Act. Your caterer and/or catering coordinator should have a Restaurant and Catering Industry Association of NSW Gold Licence. The sale of alcohol requires a separate liquor licence, which will be issued by the Trust. The Trust can provide a liquor licence with the appropriate checks, including RSA certificates, for all staff after sighting either a National Police Check certificate or a copy of the caterer s NSW Gold Caterers Event Liquor Licence. All food preparation areas and stalls must comply with relevant controls and regulations, including the NSW Food Regulation Food safety checks may be conducted during your event. Waste and Cleaning Applicants must engage the services of a waste contractor to ensure all rubbish is picked up and removed from the site before, during and after the event. The Trust requires that waste plans for the event must include recycling services. Refer to the Waste Wise Event website ( for responsible waste management strategies. The Applicant is responsible for supplying, cleaning and removing bins for the event. All bins and skips must have lids to ensure wind and animals do not spread waste. Waste must be removed at the close of each event day. Smoking is not permitted inside any buildings; the Applicant must provide ashtrays outside the venue and consider their maintenance throughout the event. Refuse and food waste must be bagged and kept out of sight of the public at all times. No oils, pollutants or other waste may be disposed of down any drains or culverts at/or adjoining the event. All liquid and solid waste should be placed in containers for removal from the facilities and lawful disposal. The Applicant is responsible for returning the venue to its pre-event condition, including all cleaning. Applicants need to consider cleaning requirements prior to, during and after the event has bumped out, including checking and stocking any bathrooms used. Ashtrays should be provided and maintained by the Applicant for any outdoor smoking areas during the event. Water and Power Depending on specific event requirements, the event licence fee may include the use of existing water and power supplies. Modifications made to the existing water and power supplies require prior authorisation from the Trust. The work needs to be conducted under Trust supervision and paid for by the Applicant. Power requirements exceeding 15 Amps at 240 volts will require a Trust-approved electrician to oversee the power connection. The cost of engaging the electrician must be met by the Applicant. Silent generators can be used and their locations must be clearly marked on the site layout for approval. Security Security may be required for overnight protection of property, crowd management or general event presence. The Trust requires a minimum of one security guard per 100 guests.

9 If approval is granted for the event, a comprehensive security plan must be submitted to the Trust. Events will not be permitted to proceed without an approved Risk Management Plan and Security Assessment. Marketing Communications, Branding, Sponsorship and Signage The Trust maintains strict marketing and brand guidelines relating to its sites. Each site is considered a brand in its own right and Applicants are required to gain approval before using site names, images, logos, typefaces and identities in any marketing communications. The Trust reserves the right to modify or refuse marketing communication materials that do not align with Trust or site-specific brand guidelines. Marketing communications include, but are not limited to, the following channels: advertising, promotions (including flyers, brochures, posters, signage, event collateral and competitions/giveaways), public relations (including media releases) and digital communications (including information published on websites and distributed by or social media). Event signage, directions, sponsorship and brand plans must be submitted to the Trust for approval a minimum of two weeks prior to the scheduled start date. Signage is generally restricted to essential directional and safety signage, which must be pre-approved. Signage can only be installed on the day of the event and removed directly afterwards unless otherwise agreed with the Trust. The Trust reserves the right to remove any signage that has not been approved (for both style and placement) prior to installation. Applicants should consider the above guidelines before making any commitments to event sponsors. The Trust reserves the right to refuse event sponsors who conflict with Trust values. Social Media Facebook When posting about things happening on Cockatoo Island, please tag: When you load an image on Facebook that is relevant to the Cockatoo Island, please tag: on the image Twitter When posting about Cockatoo Island or an event on it please tweet Filming and Photography The Trust has a history of working cooperatively with film, television and photography projects of all shapes and sizes. The Trust welcomes filming and photography enquiries across its sites. For the purposes of this document, filming and photography refers to: 1. recording images (whether on film or video tape or in any other form of storage) digitally, electronically or by any other means for exhibition or communication to the public (e.g. via cinemas, television, the Internet or by any other means) 2. still photography and 3. news reporting.

10 Before applying to conduct a film or photography project on a Trust site, productions need to take into consideration that our sites are: 1. National Heritage Listed and/or Commonwealth Heritage listed because of their cultural/historical or natural significance 2. open to the public for regular tours and education programs 3. sometimes tenanted by commercial and/or residential stakeholders 4. often undergoing maintenance and capital works programs 5. quite often unique in terms of their logistical, environmental and heritage issues. As Trust-managed sites are public spaces, Applicants may need to obtain consent from individuals or patrons prior to filming or photographing them. Filming children without parental or guardian permission is not permitted. Risk Assessment The Applicant is required to submit a Risk Management Plan and Security Assessment for every event. The Trust suggests you become familiar with Australian Standard AS4360 of 1999 for Risk Management and your obligations under the OH&S Regulation 2001, in particular Part 8.3. The Trust makes no warranties that the venues requested are suitable for your proposed purpose. If the event is approved, the Trust will require copies of all structural certification for any proposed structures and relevant trade certificates for contractors/companies engaged to erect them. The Risk Assessment must consider all potential risks pertaining to the event from bump in to bump out, including guest management and site-specific issues. The Applicant must comply with the laws governing Occupational Health and Safety (OH&S) for their employees. All buildings need to be appropriately fitted-out for public access, including fire management. The risk assessment process should include a review of the fire safety requirements for your event and any supplementary venue equipment you will be providing, where required. Caterers also need to bring appropriate equipment. Considerations for your Event Plan Safety Prepare a risk assessment and obtain appropriate insurances Prepare fire management and evacuation plans Obtain safety certification for any venue set-up or build Environment Buildings/structures may contain hazardous materials (e.g. lead paint, asbestos etc.) Bushfire risk smoking, open flames and BBQs are not permitted in some areas Risk of injury or damage to flora and fauna some sites are home to protected species and access may be restricted to prevent disturbance, damage or spread of disease

11 Heritage Get a photographic record of heritage buildings/structures before bump-in works take place Create cleaning procedures for sensitive heritage buildings Check the load-bearing capacity of buildings/structures for your proposed use Take into account public access considerations Consult with other users, immediate neighbours and other relevant stakeholders Maintain public access around your venue Waste management Ensure appropriate removal of liquid waste from catering and portaloos Emergency Preparedness The Trust requires you to create an Emergency Response Plan (ERP) that outlines how you will respond to any emergency at your event. It should be developed in consultation with police, fire brigade, ambulance and other relevant emergency services. Considerations for your Event Plan Identify the types of emergencies that could occur Create a chain of command specifying who is responsible for decision-making Include a description of all emergency response roles and who is involved Provide first aid facilities and engage a relevant provider, if necessary Outline the locations of fire safety equipment Document and display the evacuation procedure Anticipate and address any crowd management issues Create a communication plan Insurance The Trust requires that all events have Public Liability Insurance with a minimum of $20 million cover that is current for the period of the event. In addition, Workers Compensation Insurance will be required for all Applicant employees engaged to work on the event premises. Where the Applicant contracts any third parties to work on an event, the Applicant must provide a list of their names to the Trust and a copy of the Workers Compensation Insurance that covers each third party (including any casual employees of the third party). Where a third party is acting as a supplier of equipment/facilities, it is the Applicant s responsibility to ensure they have public liability insurance covering their use of the equipment/facilities. The Applicant agrees in signing the Licence Agreement to indemnify the Trust if they elect not to verify the existence of such additional insurance. The Applicant must comply with OH&S laws for its employees. To obtain approval for an event, the Applicant must attach details of any relevant insurance certificates of currency with their proposal. The Trust reserves the right to see copies of the actual insurance policies requested for the event.

12 Bond The Trust requires a bond for the event. The bond amount will be calculated and advised to the Applicant after assessment of the event requirements. The bond is held against damage caused as a result of activities of the Applicant or their contractors for the duration of their occupation of the site and any non-adherence to the conditions of hire. These costs will be deducted from the bond unless other arrangements are made and adhered to. If the repair costs for the damage incurred are greater than the bond, then the Applicant will be required to pay the full cost including any outstanding balance as liquidated damages. A sum may be deducted from the bond for any breaches of this agreement. Fees and Charges All fees and charges imposed by the Trust in connection with the event must be received no less than 14 business days prior to the event, unless prior alternate arrangements have been agreed. Failure to pay the Trust by this deadline will forfeit the Applicant s right for the event to be held. The Trust will not commit to the provision of any services until payment is received. For items with lead times in excess of 5 working days, the Trust will require earlier payment. The Applicant is obliged to make good any damage to the event site caused during the hire period. Following the required post-event site inspection with the Trust representative, the bond refund amount will be determined. A portion of the bond may be used to cover the cost of rectification of damages or other recoverable expenses incurred by the Trust on the Applicant s behalf unless alternative arrangements for payment are agreed. The Trust will document any recoverable charges in the form of a tax invoice, whether the funds are deducted from the bond or received separately. Event Cancellation Cancellations must be made in writing and acknowledged by the Trust. All fees paid at the time of cancellation are non-refundable. NOTICE PERIOD REFUND More than two weeks 80% Less than two weeks 0% Event Plan Documentation After assessing the Event Application Form, the Trust will advise the Applicant whether the proposed event or activity is permitted on the site and what timeframes/permits are required for final approval. A detailed Event Plan will need to be submitted that includes: Marketing and Communications Plan, including onsite signage and branding Production Schedule (including bump in and bump out) Venue/Site Plan Wet weather contingency plan Entertainment program Risk Management Plan and Security Assessment Noise Management Plan Waste Management Plan Construction Plan Transport and Access Management Plan

13 First Aid Plan Copies of any certifications required for rigging, structures etc. Copies of Public Liability Insurance and Workers Compensation Certificates Copies of Liquor Licences Community Consultation Plan Other documents at the discretion of the Trust, dependent on the scope of the event. Events will be given approval to proceed on receipt, review and approval of these documents. The Trust reserves the right to refuse an event pending approval of this documentation. Pyrotechnics, Helicopters and Associated Out of the Box Activities The Trust will consider the merits of each application and reserves the right to approve, conditionally approve or refuse any of the following: Use of pyrotechnics Helicopter landings Parachuting Carnival rides/show activities Hot-air-balloon landings Mobile BBQ and cooking facilities Release of balloons or lanterns Events involving animals Any forms of pollution the Trust considers could adversely affect the environment (e.g. noise, land, air or water) Anything that is not in the interest of the Trust, its tenants, local residents or other stakeholders Further Information and Contacts For more information on Venue Hire at the Trust, please phone (02) or harbourtrust.gov.au Refer to the following websites: Sydney Harbour Federation Trust: Cockatoo Island: Other Event Resources The Event Starter Guide is a free online resource for NSW event organisers. The easy-to-read guide includes quick tips and general information on what s required, who to talk to and where to seek further guidance when organising an event. The guide was developed by the Community Engagement and Events Group within the NSW Department of Premier and Cabinet. View the guide at