Events Guide. Organising an event in the City of Kingston

Transcription

1 Events Guide

2 City of Kingston Municipal Offices 1230 Nepean Highway Cheltenham VIC 3192 PO Box 1000 Mentone VIC 3194 Ph: TTY: Fax: Disclaimer This publication is produced by Kingston City Council and is intended for information and communication purposes only. Although the publication may be of assistance to you Kingston City Council and its staff make no representation as to the completeness, accuracy or suitability for any purpose of the information contained in this publication. It and its staff do not accept any responsibility, and indeed expressly disclaim any liability, for any loss or damage, whether direct or consequential, suffered by any person as the result of or arising from reliance on any information contained in the publication. Alternative Formats This guide is available in large print and alternative formats on request.

3 Contents 1. Introduction 5 2. City of Kingston Event Notification Process 5 3. Accessible Events 5 4. Alcohol and Liquor Licensing 6 5. Amusement Rides and Inflatable Jumping Castles 7 6. BBQs and Picnics 8 7. Busking and Street Performers 8 8. Camping 8 9. Circuses Community Buses Community Halls Contractors Copyright and Licensing Councillors and Mayor Cultural Diversity Dogs Duty of Care Electricity and Electrical Safety Emergency Service Organisations Emergency Plans Fetes Filming and Photography Fire Safety Fireworks and Pyrotechnics First Aid and Medical Food Safety Footpath Trading Fundraising Gas and Gas Cylinders Grants Indigenous Acknowlegdements Insurance Lighting Markets Marketing and Promotion Noise Notification Parades Parking Parks and Reserves Place of Public Entertainment Permits Public Transport Races and Competitions Raves and Dance Parties Risk and Safety Management Plans Security Sponsorship Street Parties Sun Safety Sustainability Temporary Structures 23

4 52. Traffic and Transport Management Toilets Volunteers Waste Management Water Weddings Youth Events Appendix A: City of Kingston Contact List Appendix B: Useful Contacts Appendix C: Which Event Notification Form Should I Use? Appendix D: Parks and Reserves Appendix E: Halls for Hire Appendix F: Community Noticeboard Locations Appendix G: Roads Managed by VicRoads Appendix H: Best Practice Reference Documents 50

5 1. Introduction The City of Kingston Events Guide contains useful information for event organisers and provides information on the requirements of the City of Kingston and other relevant authorities when hosting an event within the municipality. The Guide provides suggestions for the key issues event organisers will need to consider when planning an event; however it should be noted that this is not an exhaustive guide, and some issues specific to your event may not be covered. Likewise, not every issue discussed within the Guide will be relevant to your event. The requirements for each event will depend on the type, size and impact of the event, however all events should be organised with the following in mind: Ensuring the safety of volunteers, participants, attendees and surrounding residents; Minimising the inconvenience to surrounding residences and businesses; Considering access issues for people with disabilities, older people and people with prams; Protecting parks, reserves and areas of natural vegetation from damage; Being proactive in minimising the impact of noise of surrounding residents; Minimising the impact of pollution on the local environment; Complying with all relevant laws and regulations. If you would like to discuss issues associated with running your event with the City of Kingston, please contact the Community Events Coordinator on (03) City of Kingston Event Notification Process Event organisers planning to hold an event within the City of Kingston must complete and submit the relevant Event Notification Form as soon as possible prior to the event. Each Event Notification Form has a different timeframe which is listed on the form itself. Event Notifications can be submitted after these deadlines but there is no guarantee that the event will be approved by the required date or that the space will be available. The Event Notification Form will assist event organisers to identify the permits and permissions which may be required from the City of Kingston and other authorities. Event organisers should note that permission to hold the event on land controlled by the City of Kingston will only be considered upon submission of a fully completed Events Notification Form. There are different Event Notification Forms, for weddings, public events and private events. Appendix C provides guidance on which form should be used. Once submitted, the Community Events Coordinator will contact the event organiser to provide advice on any permits or permissions for specific activities where required. 3. Accessible Events The City of Kingston is committed to creating and supporting an inclusive community and encourages all event organisers to consider issues of accessibility when planning events. There are legal requirements, such as the Disability Discrimination Act (DDA), which event organisers should be aware of when planning events. The DDA defines disability very broadly, and includes, but is not limited to: People who have impaired vision; People who have impaired hearing; June 2010 Page 5

6 People with an intellectual of learning disability; People with complex communication needs; People with mobility and manual dexterity difficulties; People with a psychiatric disability; People who have a brain injury; People who have epilepsy. Accessibility also affects those using prams. Areas to consider with regards to accessibility include: Location, including ingress and egress routes, pathways, ramps, parking and drop off points, proximity to public transport; Facilities, including toilets, rest areas, reserved seating and provision for assistance animals; Signage and marketing, such as clear font, large type versions, use of symbols and images; Communication, such as sign language interpreters and Braille. Event organisers should consider the costs that may be associated with making events more accessible. Event organisers should not consider these costs as an additional expense, but should factor these in when preparing the event budget. If you would like further information about how to make an event more accessible, please contact the Council s MetroAccess Project Officer (see Appendix A). More information on accessibility is also available in Appendix H. The Victorian Companion Card scheme is a tool to assist organisations that charge an entry or ticket fee to comply with anti-discrimination legislation by allowing a carer to enter the event free of charge. The card is provided to people with a significant, permanent disability when they can show that they are unable to access most community activities and venues without being accompanied by a carer. Without the card, the price for the disabled person to attend is effectively doubled, and therefore discriminatory. Event organisers are encouraged to contact the Companion Card Information Line to find out how to affiliate their event with the programme. 4. Alcohol and Liquor Licensing If alcohol is being served at an event, organisers must hold the appropriate Liquor License. Staff must also hold a Responsible Serving of Alcohol Certificate. A Major Event License will be required for events which are deemed to be likely to have a significant impact. The determination of whether an event is classified as a major event is made by the Director of Liquor Licensing. Factors which will be used to determine include: Expected number of visitors (all events expecting more than 5,000 visitors will be classed as major events unless the Director of Liquor Licensing believes it will not have significant impact); The nature (including primary activity and type of entertainment) and location of the event; Potential impact on emergency services, public transport and local government; Potential impact on the amenity or public safety of the location and surrounding area; Proposed date, duration and hours of operation; Impact of other license applications relating to the same event; If a previous, similar event had a significant impact; Recommendations from Victoria Police. Page 6 June 2010

7 A Major Event License will also be required where multiple parties need to apply for liquor licenses for the event. Applications should be lodged at least three months prior to the event. A Temporary License will be required for events not classified as major events which are one-off events, a series of up to six one-off events at a venue over a twelve month period, or to extend trading hours for a one-off event. A temporary license cannot be granted for events at premises used primarily by people under the age of 18, such as junior sporting clubs. Temporary License applications must be made at least eight weeks in advance, however the City of Kingston recommends submitting an application at least three months in advance in case the event should be licensed under the Major Event License. There are seven areas within the City of Kingston which are designated as no alcohol zones, either at all times or during specific periods throughout the day. Information on the exact location and restrictions in place in these areas can be found on the Council s website. Event organisers should complete an Alcohol Management Plan if alcohol is being served at an event. Issues to consider as part of the Alcohol Management Plan include: Designated areas for alcohol consumption; Responsible Serving of Alcohol Certification; Measures to prevent access by minors and intoxicated persons; Type of containers, such as glass, cans, plastic; Provision of light and non-alcoholic beverages; Security and crowd control measures; Restrictions on number of servings per person. 5. Amusement Rides and Inflatable Jumping Castles There are a number of issues to consider when planning an event that incorporates amusement rides and inflatable jumping castles: Has permission been obtained from site owners/managers? Is the land suitable? Is a permit required from the City of Kingston s Building Services Department? Does the contractor hold public liability insurance? Does the contractor have a risk management plan in place to protect users and the general public from safety risks associated with these activities, including appropriate supervision? Has servicing and maintenance been carried out on the equipment? Please refer to Australian Standard Amusement Rides and Devices - Operation and Maintenance (3533.2:2009) for more information relating to the use of amusement rides at events. WorkSafe s Advice for Managing Major Events Safely also provides guidance. Inflatables purchased for personal use from stores such as Target and Big W will not be permitted. All event organisers require permission from the City of Kingston for the use of amusement rides and inflatable jumping castles at an event held on Council-controlled land, regardless of the size of the event. Organisers should complete and submit the relevant Event Notification Form, describing the proposed location and the type of structure. The City of Kingston prefers that any structures, including jumping castles, are secured using weights instead of stakes or pegs, unless weighting is not a safe and suitable method. The method of securing the structure should be included in the Event Notification Form to assist Officers in making a decision as to the suitability of the location for these activities. All structures on City of Kingston land are subject to approval. June 2010 Page 7

8 6. BBQs and Picnics Barbecues and picnic facilities are available in a number of parks and reserves within the City of Kingston. These cannot be booked and operate on a first come, first served basis. Information on which parks and reserves have picnic and barbecue facilities can be found in Appendix D. Visitors are welcome to bring picnic equipment, however if temporary structures such as marquees, shade tents or jumping castles are planned, an event notification form must be completed and submitted to the City of Kingston and will be subject to approval. 7. Busking and Street Performers The City of Kingston s Local Laws state that a person must not sing, sound or play a musical or noise instrument, or operate or use any type of device capable of making or amplifying sound on any road or other public place without a permit. Applications can be made to the Council s Local Laws Department (see Appendix A), however permits are unlikely to be granted by the City of Kingston for busking at this time. 8. Camping No person is allowed to camp overnight in the City of Kingston s parks and reserves, unless a permit has been issued. This includes camping, pitching, erecting or occupying any camp, tent, or temporary shelter, including vehicles and caravans. Please contact the Council s Local Laws Department (see Appendix A) for further information. 9. Circuses Event organisers are required to obtain a permit from the City of Kingston before a circus can be held in the City of Kingston. This includes circuses on private and public land. Circuses should comply with the Good Neighbour Code of Practice for a Circus or Carnival (see Appendix H). 10. Community Buses The City of Kingston operates a community bus service, with buses available for hire to non-profit community groups on weekends and weekends within the City. For further information contact the Team Leader Depot Services (see Appendix A). 11. Community Halls The City of Kingston has a number of community halls available for hire. There are also a number of non-council facilities such as guide and scout halls, school halls and community centres. See Appendix E for more details. Page 8 June 2010

9 12. Contractors Most event organisers will be required to engage the services of external contractors, providing services such as infrastructure, food and beverages, sound equipment, entertainment and health and safety. Event organisers should ensure that all contractors hold the required documentation, such as qualifications, licenses, risk management procedures and insurances. These should be provided by the contractor on request and records that these documents have been sighted should be maintained. Contractors should be provided with copies of the event s site plan, health and safety information, policies and procedures. This could be done either as a formal induction or through appropriate written and verbal instruction, depending on the size and nature of the event. Please refer to WorkSafe s booklet, Advice for Managing Events Safely, for further advice in managing contractors at events. 13. Copyright and Licensing If music is being played at the event, event organisers may be required to obtain licenses from the Phonographic Performance Company of Australia (PPCA) and the Australasian Performing Rights Association (APRA). The PPCA covers the broadcasting of the recording and/or music video of the song, and distributes license fees to the record labels and recording artists. APRA covers the song writing element and distributes license fees to composers and lyricists. Licenses will be required from both the PPCA and APRA if pre-recorded music, including music videos, is being played at the event. Live performances will only require a license from APRA; however event organisers should note that if pre-recorded music is played between performers, a PPCA license will be required. The type of license required will depend on the nature of the event and organisers should contact the PPCA and APRA to determine the license required. Generally, PPCA and APRA licenses are not required for wedding ceremonies, irrespective of the location of the wedding. There are instances in which a license may be required, such as if the ceremony is to be recorded and music dubbed over at a later date, or if a live performance is recorded. Further advice can be obtained from the Attorney-General s Department at Councillors and Mayor If you would like to invite the Mayor of the City of Kingston or another Councillor to attend your event in an official capacity or as an invited guest, please submit a written invitation to the Executive Assistant to the Mayor (see Appendix A for contact details). It is recommended that at least six weeks notice is provided where possible. Please ensure all details of your event, such as date, duration, location, guest list and full contact details for the event organiser are included. June 2010 Page 9

10 15. Cultural Diversity The City of Kingston is a diverse city whose residents come from over 80 different countries, with nearly a quarter of the population speaking a language other than English at home. More information on the demographics of the City of Kingston is available on the Council s website. Event organisers are encouraged to consider the needs of this diverse community, particularly when determining the type and focus of the event and communicating with the local community. 16. Dogs There are a number of designated dog off leash areas within the City of Kingston. Dogs are not allowed on school grounds and are required to stay on leash in all public areas except designated areas. Off leash areas are clearly signposted at each location and these rules must be followed. If dogs are part of the event, organisers should contact the Local Laws Department for further information and advice. 17. Duty of Care Event organisers have a duty of care to all people attending their event. Duty of care can be defined as the responsibility to avoid acts or omissions which can be reasonably foreseen and which are likely to cause harm to others. The City of Kingston cannot take on this responsibility. WorkSafe Victoria advises that under the Victorian Occupational Health and Safety Act, event organisers must ensure as far as reasonably practicable that people are not exposed to risks arising from the operation, and that any place where employees and self employed persons work is safe. 18. Electricity and Electrical Safety Event organisers must ensure that the risks posed by the use of electricity during an event are managed to protect the health and safety of staff and event visitors. All electrical installation works must be installed to the minimum requirements of the Australian Standards Wiring Rules (AS/NZS 3000:2007) and Electrical Installations Shows and Carnivals (AS/NZS 3002:2002). A professionally trained and qualified person must be engaged by the event organiser to manage electrical safety due as the standards can be amended at any time. General guidance for use of electricity at events incudes: Ensure all generators, contractors and vendors associated with the event comply with the relevant Australian standards for electrical installation, maintenance, testing and wiring; Electrical equipment should be tested, tagged and comply with all legislative requirements; Electrical capacity should not be overloaded during the event; Electrical cords should be protected when placed across walkways to avoid trips and damage to wiring; Overhead wiring must comply with the Australian Standard Electrical Installations Shows and Carnivals (AS/NZS 3002:2008); Consider the use of silencers where portable generators are in use; Consider placement of generators and other electrical equipment with regards to food outlets, presence of water, etc.; Page 10 June 2010

11 Ensure appropriate fire extinguishers are available; Electrical equipment should not be accessible to event visitors; An electrician should be available on site throughout the event. Please refer to Energy Safe Victoria and Standards Australia for more information (see Appendix B). Power is not generally accessible for events held on land controlled by the City of Kingston. If the event requires on-site power, please ensure this request is included on the Event Notification Form. 19. Emergency Service Organisations Major events may be required to notify or seek permission from emergency organisations. Police should be notified of events where there are issues of public safety, road closures, liquor licensing, law enforcement, or where large numbers of visitors are expected. Event organisers may be required to pay charges for police services used in the planning of certain sporting and special events, as set out in the Police Regulations (Fees and Charges) Regulations Generally, charges do not apply where the event offers free admission and is not entrepreneurially or commercially sponsored, or where traffic and crowd management is not required. Police will liaise with event organisers prior to the event and advise if a cost for police services will be applied. The decision to run a police operation, and the scale of any such operation, is decided by police command. Event organisers can apply to waive any charges associated with police services. Ambulance Victoria should be notified of major events. This information will be passed to control rooms and local stations. Ambulance Victoria may be able to provide advice as to the appropriate type and level of provision of first aid, paramedical services and patient treatment for major events. The City of Kingston is serviced by both the Metropolitan Fire Brigade and the Country Fire Authority. The Metropolitan Fire Brigade serves the north-western area of the city, bordered by Heatherton Road, Boundary Road and Mordialloc Creek, while the south-eastern area is serviced by the Country Fire Authority. Both authorities are able to provide information and advice on fire safety issues, including requirements regarding total fire ban days. Both authorities provide information on the permissible and banned activities during fire danger periods or on total fire ban day (see Appendix H). Event organisers may need to apply for an exemption permit to allow cooking or other activities on a total fire ban day. The relevant Fire Brigade must be notified of any planned fireworks or pyrotechnics displays. The State Emergency Service may have a role to play in emergency management or recovery. Local hospitals should also be notified in case an incident occurs which results in mass casualties. 20. Emergency Plans Emergency Action Plans should be in place for all events, which should be developed through the risk management planning process. The scale of Emergency Action Plans will be dependent on the size and nature of the event, however issues to consider include: Evacuation; First aid incident; Fire; Bomb threat; Structural failure; June 2010 Page 11

12 Lighting/power failure; Violence to staff or guests. A response plan should be in place and event organisers must ensure that trained staff are available to act upon these plans, should the need arise. When compiling plans, event organisers should consider including: Allocation of specific responsibilities to staff members or positions; Liaison with local emergency services; Appointment of Safety Officers, Area Wardens and Fire Wardens; Evacuation routes and assembly points; Access for emergency services; Communication systems and availability of emergency contact numbers. All incidents and accidents should be recorded, with analysis carried out after the event to minimise the risk of repeat occurrences. All accidents and incidents on Council property should be reported to the venue manager. 21. Fetes If the event is a fete, organisers should contact the Council s Environmental Health Department for information regarding food safety and licensing for temporary food premises. 22. Filming and Photography Organisations wishing to use locations within the City of Kingston for filming should consult the Council s Film Liaison Policy and submit a Film Permit Application. For more information please contact the Council s Property Services Department (see Appendix A for contact details). 23. Fire Safety It is essential to have fire safety strategies in place for all events. For events held indoors, buildings will be subject to building regulations and requirements and event organisers should contact the venue manager for details of existing fire safety plans and evacuation procedures. For events held outdoors, fire safety strategies should include: Availability of appropriate fire fighting equipment; Location of fire fighting equipment, (eg. near cooking areas); Ensuring availability of water supply; Evacuation plans; Training for staff in fire fighting procedures and equipment. Event organisers should also be aware of the restrictions in place during fire danger periods and on days of total fire ban. The Metropolitan Fire Brigade or Country Fire Authority can provide information on what activities are acceptable and what are not during these periods. The fire safety strategy should include a contingency plan for days of extreme heat or where a fire danger rating of severe or code red has been declared which may include postponement or cancellation of the event. Page 12 June 2010

13 24. Fireworks and Pyrotechnics In Victoria, only licensed pyrotechnicians, persons under the direct supervision of a pyrotechnician, or a person with a valid single occasion license are permitted to discharge fireworks. Single occasion licenses can be granted to incorporated associations or community groups to discharge Chinese firecrackers in connection with cultural, religious or traditional occasions. Applications for a single occasion license should be made to WorkSafe Victoria. WorkSafe will also need to be notified of the intention to discharge fireworks prior to the event. If the event is to be held on Council controlled land, permission must be obtained for fireworks or other pyrotechnics prior to the event through the Event Notification Form. For events on private land, formal notification must be made to the City of Kingston s Local Laws Department (see Appendix A for contact details). Local residents and businesses must also be notified in advance. Event organisers may wish to consider providing residents with advice on looking after their pets during fireworks. Advice is available from the RSPCA (see Appendix H). 25. First Aid and Medical Event organisers should seek advice from first aid providers or Ambulance Victoria to determine the level of first aid cover required at the event. This will depend on the nature of the event, size, location and duration, among other factors. Events organisers should notify Ambulance Victoria of the event to enable details to be provided to the control room and local stations. When planning first aid provision, issues to consider include: Location of first aid station is easily accessible, or where there is more than one station, that they cover different areas; Access to water and power; Signage; Communication systems; Ingress and egress routes are available for emergency vehicles to reach first aid station; Reporting of accidents and incidents. 26. Food Safety The Food Act requires all food businesses to be registered with the Council in whose area they are located. Mobile food vans must hold a permanent registration for each Council area in which they are operating. This regulation will be relaxed from 1 July 2010 when Councils will be able to choose to recognise the registration of food vans already granted by another Council, so event organisers will need to consult with Council s Environmental Health Department to determine if registrations from other municipalities will be recognised after this date. From 1 July 2011, the current system will be replaced by a single registration system whereby mobile food vans only need to be registered with one Council. A Temporary Food Permit will be required for all vendors supplying food, whether a commercial business or a non-for-profit group. Premises supplying temporary food cannot operate more than twelve times a year, and all persons involved in the selling of food has a responsibility to ensure that food is safe to eat. A food safety supervisor must be appointed, unless the vendor is a community group or sells only low-risk packaged food. June 2010 Page 13

14 Applications for Temporary Food Permits must be made to the Council s Environmental Health Department. For events with multiple temporary food stalls, applications should be received at least eight weeks prior to the event, with applications for other events to be received at least 14 days before the event. A current copy of Food Act registration should be provided for any mobile food vendors servicing the event. Fees may be associated with food permits. The Department of Health provides information on food safety requirements, or events organisers can contact the Environmental Health Department (see Appendix A) for more information about the permit application process or to assist with improving food safety. 27. Footpath Trading If the event takes place on, or will impact footpaths, a permit will be required from the Local Laws Department. A permit is required for all trading and includes the placing of: Advertising signs; Goods; Tables and chairs; Windbreaks; Umbrellas; Heaters. The Footpath Trading Policy is available on the Council s website, along with Footpath Activity Guidelines and application form. 28. Fundraising The Victorian Commission for Gambling Regulation allows a number of minor gaming activities to be carried out by declared community and charitable organisations. A permit may be required for some activities, such as raffles where the total prize value exceeds $5,000, lucky envelopes and casino nights. Further information can be obtained from the VCGR website (see Appendix B). Highway collections must apply for a permission from both the City of Kingston and the Victoria Police, to ensure that all collection events are coordinated and relevant parties are aware of the plan to have pedestrians on the road for this purpose. A formal letter must be sent to the Council s Local Laws Department requesting permission for highway collections to be carried out at specific dates and times. Please contact Victoria Police for more information on permits required from the police service (see Appendix B). 29. Gas and Gas Cylinders Event organisers must ensure that the risks posed by the use of gas appliances during an event are managed to protect the health and safety of staff and event visitors. There are Australian Standards in place for gas cylinders in permanent and temporary structures. These include: Australian Gas Association approval label must be attached; Must be tested, in good working order and stored safely; Must not block exits routes; Must be on a level surface in a well-ventilated area (eg. if in a marquee, two sides must be open); Page 14 June 2010

15 Safety valve must be facing away from public; Appliances must be away from public access and secured at top and bottom; Staff must be aware of emergency procedures; Appropriate fire extinguishers must be available; Appropriate staff training should be carried out; There are limits to the number of cylinders allowed in and temporary structures and groups of temporary structures. The City of Kingston recommends that a professionally trained and qualified person be engaged by the event organiser to review gas safety management plans. All mobile food vehicles should have a valid Energy Safe Victoria Compliance plate fitted. This is obtained by undergoing an inspection carried out by a licensed gasfitter and submitting a request to Energy Safe Victoria. Energy Safe Victoria has a Gas Safety Self-Check List which should be completed by caterers, food outlets and other gas users at all events where gas is in use. It is the responsibility of the event organiser to ensure that these checklists have been completed. Energy Safe Victoria may audit public events to check appliance installation and public safety. If using outdoor heating appliances such as patio heaters, mobile air heaters or radiant panel heaters, the type to be used should be determined taking into account the most appropriate for the circumstances, and the likelihood of accidental damage, theft and vandalism. All outdoor heating equipment should be certified by the Australian Gas Association. The certification number is usually on the data plate. This may cover only the heater itself and not any mounting frame or means of fixing. The following points should be considered if planning to use outdoor heating appliances: Appropriate supervision must be in place to ensure the public cannot operate or relocate heating devices; Installation and operating instructions should be followed; Where relevant, hoses and connections should be in good condition and checked regularly; Heaters should be placed well away from combustibles in a well-ventilated area; Where heaters are floor mounted, precautions should be taken to avoid causing burns to staff and event visitors; Heating devices should be situated to avoid causing obstruction to travel paths and blocking exit routes; Heating devices should be permanently fixed where possible, if not possible, they should be placed on level ground and event organisers should note that stability will decrease as gas cylinder empties. Barbecues used at events must be safe and approved. Event organisers should ensure that they are located in an area with adequate ventilation away from combustible materials and that staff have received training in the operation of the BBQ and safe handling of gas cylinders. Appropriate emergency procedures should be in place. 30. Grants The City of Kingston s Community Grants Program supports community groups with funding for the planning and delivery of community events and projects. These events must take place within June 2010 Page 15

16 Kingston and provide a benefit to its residents. There are a number of funding priorities and applicants should link their event with the Council s objectives. City-wide Grants are available to community groups and organisations delivering activities that have significance across the municipality. Village Committee Grants are awarded to community groups and organisation to deliver activities that benefit residents in local neighbourhood areas. Applications for these two programs are assessed once per year with applications opening in February each year and closing in April. The exact date will vary year on year and organisations should contact the Council s Community Grants Coordinator (see Appendix A) for more information or to request an application form and guidelines. Copies of the application forms will also be available on the Council s website while applications are being accepted. 31. Indigenous Acknowledgements Event organisers may wish to include protocols relating to Aboriginal culture, particularly when the event is Indigenous or Indigenous representatives are present. This can be done in a number of different ways, including a Welcome to Country by an Aboriginal Elder, Smoking Ceremony or Acknowledgement of Country. It is important that event organisers negotiate the most appropriate welcoming ceremony with relevant elders, if they choose to include it. More information, including contact details of traditional owner groups can be provided by the Council s Community Engagement Team (see Appendix A). 32. Insurance Event organiser may be required to obtain a variety of insurances types, such as: Property and equipment Public liability Income protection Worker s compensation Volunteer Professional Indemnity Non-appearance Cancellation and abandonment Event organisers should seek professional advice regarding required insurances. A copy of the Certificate of Currency will be required for events held on City of Kingston controlled land. 33. Lighting If your event is being held at night, or the setting up or down of your event takes place in early morning or evening, adequate lighting will be required. This may include existing or temporary lighting structures. For events taking place at night or indoors, emergency lighting should be available and back-up power provided for in case of a power outage. 34. Markets Event organisers wishing to conduct a community market will be required to obtain permission from the City of Kingston. Other issues to consider are: Page 16 June 2010

17 Planning permits may be required; A parking plan will be required; A traffic management plan may be required depending on the size and location of the market; Food vendors must hold the appropriate permit; A waste management plan will be required; Toilet cleaning and additional toilets may be required. 35. Marketing and Promotion Event organisers can add their event to the City of Kingston s online Events Calendar by visiting the Council s website and submitting their event details. Council has also identified a number of locations, which are suitable for promoting community events (see Appendix F). Community notices can be erected for up to one month, and have strict guidelines relating to size and layout. Please contact the Council s Local Laws Department (see Appendix A) for more information. Event organisers should also consider writing media releases and contacting local newspapers to assist with the promotion of their event once all permits have been issued. Media organisations are more likely to be interested in writing a story about the event if a photo opportunity can be arranged. 36. Noise The State Environment Protection Policy (Control of Music Noise from Public Premises) No. N-2 contains the provisions relating to noise at events. Organisers should consult this information to determine the classification of their event and the noise levels that must be adhered to, particularly if the event is to take place in a residential area. Organisers have a responsibility to protect staff, volunteers, event visitors and neighbours from excessive noise. The Environment Protection Agency enforces the policy for large outdoor events; the City of Kingston will enforce the policy for smaller events. If excessive noise is reported, police have the power to instruct organisers to abate any entertainment noise after midnight. For more information please contact the Council s Environmental Health Department (see Appendix A). 37. Notifications Where an event is held on land managed by the City of Kingston, including parks, reserves and the beach, an Event Notification Form must be submitted. See Section 3 for more information. Councils, residents, locals businesses and community groups who may be affected by event activities must be given notification of the event. These groups may be affected by one or more of the following: Music and noise; Changes to traffic conditions, including restricted access and road closures; Availability of parking; Food sales; Increased visitors. June 2010 Page 17

18 Sufficient notice must be given to allow these groups to plan ahead or notify the City of Kingston of any concerns relating to the event, such as a clash with another event or health and safety concerns. This will enable any issues to be negotiated to the satisfaction of all parties involved. If an event is held near the border of Kingston, event organisers should inform the neighbouring municipality if there is likely to be an impact on its residents. Event organisers should also ensure that the target audience is informed of all relevant information relating to the event, such as: Ticketing; Transport and access; Dates, times and location. 38. Parades If the event plans to include a parade, there are a number of issues that need to be considered: Will the parade require road closures or will it impact the normal flow of traffic or pedestrians? If yes, a Traffic Management Plan and approval from the City of Kingston will be required. Authorities including Victoria Police, VicRoads, Department of Transport (Public Transport Division), Ambulance Service and Fire Brigade will need to be notified. Will the parade impact upon local businesses, organisations and residents? If yes, a notification plan must be developed. What number of event marshals and traffic controllers are required? Who will act as event marshals and traffic controllers, and do they hold appropriate qualifications? How will participants be marshalled at the start and finish areas? Will parking be required? How will waste/rubbish be managed? How will emergency vehicles gain access to the site? How many public toilets are required, and in what location? Where will the spectator viewing areas be? What communication system will be put in place? 39. Parking The City of Kingston may require organisers of larger events to develop and submit a parking plan. This should provide details of the number of vehicles expected, locations of parking and how this will be managed. It may include the use of traffic controllers, equipment and signage. Consideration may need to be given to special parking arrangements, such as reserved parking for stallholders and VIPs, accessible parking, taxi bays, drop off and collection points and access for emergency vehicles. Where there is likely to be an impact on local and residential roads, changed traffic conditions such as permit only parking and no standing zones for the duration of the event. Please also refer to the Section 52- Traffic and Transport Management. Page 18 June 2010

19 40. Parks and Reserves There are a number of parks and reserves within the City of Kingston which may be used for an event. Please see Appendix D for a list. All events held on City of Kingston controlled land must submit an Event Notification Form. A venue use fee and/or bond may be applicable depending on the size and nature of the event. A very limited number of sports clubs that use facilities managed by the City of Kingston are permitted to hire out their facilities for external events. For more information about which clubs are available to hire, please contact the Council s Sport and Recreation Coordinator (see Appendix A). 41. Place of Public Entertainment Permits Depending on the size of the event, or the type of structures in place at the event, an Occupancy Permit for a Place of Public Entertainment may be required. Occupancy Permits for Places of Public Entertainment are issued by the City of Kingston s Building Services Department and it is recommended that applications for permits be made as soon as possible. The definition of a place of public entertainment as it relates to the Building Act 1993 is a building or place used or intended to be used for conducting public entertainment or a public meeting when the building or place is one of the following: A public assembly building of more than 500m 2 ; A place that is enclosed or substantially enclosed (ie. fenced area, island); A place which requires an admission fee upon entry or is ticketed; or A prescribed temporary structure which is one of the following: A seating stand for more than 20 persons; A marquee of more than 100m 2 ; A tent of more than 100m 2 ; A stage of more than 150m 2. The above temporary structures should be registered with the Victorian Building Commission and hold a building permit, which is usually carried out by the supplier, and erected by a registered contractor. For more information please contact the City of Kingston s Building Services Department (see Appendix A). 42. Public Transport If the event is likely to cause changes, cancellations or delays to regular public transport services, notification will need to be made to the Department of Transport s Public Transport Division. For events attracting more than 10,000 people, the Public Transport Division must be notified at least 150 days prior to the event, and for events attracting less than 10,000, at least 120 days notice must be provided. If the date is not known or set by this time, notification must be made as soon as practicable. You may then be asked to submit a Public Transport Plan which will set out how regular public transport is going to be implemented and how this will be addressed. The plan will need to be discussed with the Council s Traffic Management Department, as well as transport providers before it is submitted to the PTD. June 2010 Page 19

20 If an event organiser fails to comply with the requirements of the legislation, the Director of Public Transport may seek to recover from the organiser costs incurred by the Public Transport Division or public transport companies as a result of holding the event or breaching the conditions set for the event by Public Transport Division. The Public Transport Division has an information kit online for event organisers (see Appendix H). A self-assessment checklist is available to assist event organisers in determining whether notification should be made. Organisers should encourage visitors to use public transport to access the event where possible. Information on how to promote the use of public transport for events is available from TravelSmart. 43. Races and Competitions A police permit must be obtained for any recreational or competitive race event (excluding motor vehicle racing) which takes place on a public road and has either more than thirty competitors or a clear winner. Applications must be made at least two months prior to the event and permits will not be issued until after Council and VicRoads permits have been issued. The City of Kingston supports sporting events within the municipal district providing such events are conducted in such a manner that they do not adversely impact on the amenity of others. The Council will therefore issue permits only after receipt of a completed Event Notification Form. There are costs associated with hosting a race or competitive event within the City of Kingston. Cycling races which are wholly or partially on public roads are subject to a fee of $500 for commercial events, with higher fees negotiated with the event organiser as required to cover any cost to Council caused by the event. A bond of $1,000 must also be paid to ensure no litter is left on site, that no damage is caused and that public toilets are left in a state of cleanliness. The fee for holding a triathlon within the City of Kingston is $500, with a $500 bond to be paid. The site will be inspected by Council Officers following the event to determine whether the bond is to be returned. For further information and other conditions on holding a competitive or recreational cycling event, please read the Council s On Road Cycling Events Policy, and the Council s Triathlon Policy for further details and requirements regarding holding a triathlon for information on holding a triathlon, please read the Council s Triathlon Policy. Other events may also be required to pay a fee or bond, and this will be discussed with event organisers upon receipt of the Event Notification Form. Event organisers should note that while Beach Road is managed by VicRoads and decisions regarding road closure will be the responsibility of VicRoads, the City of Kingston has a policy of supporting no more than four closures of Beach Road per year. 44. Raves and Dance Parties Permits may be required for raves and dance parties where there is likely to be an impact on local residents and businesses. Notification will also be required. Event organisers should refer to the Code of Practice for Running Safer Dance Parties for further guidance on running safe events which meet legal requirements, government standards and safety obligations (see Appendix H). Page 20 June 2010

21 45. Risk and Safety Management Plans Event organisers should develop a risk management plan to minimise risk and therefore reduce the likelihood of injuries and potential loss. Compiling a risk management plan is a key aspect of event organisation and all key personnel should be involved to identify potential risks and steps that can be taken to reduce the risks. The following steps should be undertaken for all events and activities: 1. Identify all potential risks and hazards. 2. Assess the likelihood of these occurring and the consequences of each if they should occur. 3. Apply a risk rating. Those with the highest scores should be looked at as a priority. 4. Identify action that can be taken to eliminate or reduce the risk. 5. Allocation the action to a responsible person. 6. Set a deadline for the action to be completed. 7. Record the status of the action until completed. Copies of checklists are available at the Our Community website (see Appendix G) which can be used for identifying and managing risks. Areas which should be assessed include, but is not limited to: Slips, trips and falls; Flying objects; Heights; Equipment and machinery; Vehicles; Manual handling; Fire; Harmful substances; Electricity; Animals. Assessments should include all aspects of a particular object, eg. hazards associated with vehicles include those related to both driving the vehicle and pedestrians. Risks should be removed completely where possible, however if this is not possible, appropriate control measures should be put in place to minimise the risk. For example, a vehicle being used on site will create a number of hazards. The risk could be removed entirely by prohibiting all vehicles during the event, or if this is not possible, the risk could be reduced by setting speed limits and using a staff member as a guide to clear pedestrians from the vehicle s path. It may be necessary to write procedures to ensure all staff are aware of the risk reduction measures. The risk management plan should also include contingency plans for action in case of extreme weather (thunderstorms, high winds, extreme heat, fire). The contingency plan may result in a change of venue, postponement or cancellation. Plans should include procedures for dealing with other issues such as lost and found children and property. These should be communicated to all staff and volunteers so they are aware of the procedure and are able to deal with any problems raised by visitors promptly and efficiently. June 2010 Page 21