GUIDE TO PLANNING A MAJOR EVENT

Transcription

1 GUIDE TO PLANNING A MAJOR EVENT Event Name: Organising Committee: Date: 1

2 Disclaimer The content of this guide is made available for general use and is provided without any express or implied warranty as to its accuracy or currency. Golden Plains Shire Council expressly disclaims all and any liability and responsibility to any person in respect of the consequences of anything done or omitted to be done by such person in reliance, whether wholly or partially, upon this guide. The information is provided on the basis that all persons accessing the guide accept responsibility for assessing the relevance and accuracy of its content. All access to, and use of, the information is at the user's risk.

3 Table of Contents How to Use This Guide...3 Disclaimer The Organising Committee Event Manager Organising Committee Event Purpose Target Audience Event Place and Time Grants, Funding and Resources Grants and Funding Resources Documentation Documentation Checklist Permits Building Permits Planning Permits Environmental Health Permits Local Laws Permits Road / Street Closures Music and Publications Stakeholders Stakeholders Identifying Stakeholders Consultation with Stakeholders Pre-event Briefing of Stakeholders Post-Event Evaluation with Stakeholders Documentation Site Plan Site Plan Checklist Signage Event Staff, Volunteers and Communication Event Staff and Volunteers Event Staff and Volunteer Training Event Co-ordination Centre Communication Systems Food and Alcohol Food Alcohol Facilities Shelter and Shade Toilets Water Video Screens Telephones...19 Golden Plains Shire Council Page 1 of 49 Version 1.0

4 10 Promotion Ticketing Promotional Material Security and Crowd Control Security Lost Childen / Lost Property Traffic Management Road / Street Closures Public Access Contingency Plan Public Health Infection Control Waste Management Noise Public Safety Lighting and Power Entries and Exists Gas Cylinders Fireworks Insurance and Risk Management Insurance Risk Management Swimming and Water Areas Incident Reporting Emergencies Emergency Co-ordination Centre Access for Emergency Services First Aid Safety Officers Fire Safety Emergency Response Event Evaluation Post-Event Evaluation Evaluation Form Contacting Council Appendices...38 Appendix 1: Public Event Enquiry Form...39 Appendix 2: Event Trailer...40 Appendix 3: Planning to Manage Risk...42 Appendix 4: Injury /Accident Register...45 Appendix 5: Need more information?...46 Acknowledgements...47 Golden Plains Shire Council Page 2 of 49 Version 1.0

5 How to Use This Guide Events can provide a wide range of social, economic and cultural benefits to the community. Management of a successful event requires detailed planning and consultation. The Guide to Planning a Major Event is a tool to assist you to organize an enjoyable, successful and safe event. The guide can be used for an event of any size, although it will be most useful for larger events (more than 200 members of the public attending) and where the planned activities carry a high risk of injury to participants. An event includes any planned activity where any structure (permanent or temporary), open area, fenced area or roadway, that contains a number of persons greater than that normally found in that location at one time. This activity may affect the location or surrounding area prior to, during or after the event. Step 1 Form an Event Organising Committee. Step 2 The Public Event Permit Enquiry form must be completed and forwarded to Council at least two months prior to the event. Council will then advise of any permits requirements. If you do not meet this deadline and permits are required, your event may have to be cancelled. Step 3 Select the relevant section of this manual and use the questions and checklists to guide your event planning. Read the information carefully and consider well in advance the other stakeholders who need be involved with planning (Council, the community and emergency services). Step 4 Double-check that you have considered all aspects by completing the event checklist at the back of the manual. Step 5 After the event, evaluate its success. A suggested format is provided in Section 19. Disability Access If you are planning an event that may attract a number of people with a disability, please contact Council on and request a copy of the Accessible Events Guide. Disclaimer It is the responsibility of the event organisers to ensure that all permits are obtained, all risks are identified and actions taken to eliminate or reduce risks. Council shall not be held liable for any omissions or exceptions that may result in harm or damage to any person or thing. Golden Plains Shire Council Page 3 of 49 Version 1.0

6 1 The Organising Committee The planning of your event will be enhanced by the appointment of a committee and event manager. The event manager is responsible for coordinating the event, committee members take on specific responsibilities and report progress regularly to the committee. 1.1 Event Manager Event manager: Address: Phone number: address: Mobile number: Fax number: 1.2 Organising Committee Area of responsibility Name Address Contact No. Event manager Alcohol Communications / contacts Disability access Emergency management Finance / Grants Food / Water Health / medical Insurance Local community Public health Public safety Post-event evaluation Permits & record keeping Promotion Security Signage Site plan Toilets Traffic management Waste management Golden Plains Shire Council Page 4 of 49 Version 1.0

7 1.3 Event Purpose Describe the main purpose of the event: Describe the type/s of entertainment to be provided: 1.4 Target Audience The target audience is the group of people that the event is aimed at. The event may target a wide range of interests and ages or it may focus on a particular age or interest group. Who is the target audience? How many people will attend (organisers plus participants plus the public)? 1.5 Event Place and Time Event name: Venue type (indoor/outdoor or both): Venue capacity (No. of people): No. of staff: No. of volunteers: Address of event: Postcode: Map reference: Date of event: Time open to public: Set up time: Start: Finish: Pull down times: Start: Finish: Day 1 Time Start: Finish: Day 2 Time Start: Finish: Day 3 Time Start: Finish: Day 4 Time Start: Finish: Golden Plains Shire Council Page 5 of 49 Version 1.0

8 2 Grants, Funding and Resources 2.1 Grants and Funding Guide to Planning a Major Event Grants from local, state and federal governments are often available for events and festivals. Most grants have application deadlines. To obtain advice regarding grants contact Golden Plains Shire Council on or visit Council s website at Resources A Community Events Kit is available for hire. The kit, contained within a trailer, includes equipment to assist with signage, health and safety, communication and emergency management for your event. A contents list is included in Appendix 2. 3 Documentation Events require detailed planning and consultation, this means lots of paperwork. All this paperwork must be managed - choose a committee member to record and file a copy of every document. 3.1 Documentation Checklist You may need to keep: Event plan Stakeholder contacts Sponsorship letters Applications for licences/permits Inward correspondence Outward correspondence Site plan Promotional material posters, fliers Contracts Employment records Quotes for services or products Register of incidents & action taken Committee member details Record of meetings Licences/Permits Emergency plan Media releases Event program Tickets Logos Accounts File notes of telephone conversations Press articles, TV Name of responsible committee member: Contact phone: Mobile: Golden Plains Shire Council Page 6 of 49 Version 1.0

9 4 Permits Permits may be required from Council s Building, Planning, Environmental Health and Engineering (road closures and traffic management) sections. You should contact Council to find out which permits may be required at least two months before the date of the event. For a large event you should try to contact Council six months before the event. The Public Event Permit Enquiry form is Appendix 1. Once you have completed and submitted the form, Council will let you know if any permits are required and will send you the application forms. As a guide the following permits may be needed. However, the only way you can be sure that your event meets all Council regulations is to complete an application form. 4.1 Building Permits Temporary structures (prescribed by the Building Regulations) require permits. This includes: Tents, marquees or booths with a floor area greater than 100m 2 ; Seating stands for more than 20 people; Stages or platforms (including sky borders and stage wings) exceeding 150m 2 in floor area; or Prefabricated buildings exceeding 100m 2 other than ones placed directly on the ground surface. 4.2 Planning Permits Some events on public land do not require a planning permit but confirmation should be sought from the Planning Department. If the event is to be held on private land, a permit will almost certainly be required. Planners will consider a number of issues, including: traffic management, car parking and bus parking (if necessary); general amenity impacts, including noise, odour, and light emissions; impact on surrounding residents; operating times of the event, including bump in and bump out times (pre-event set up and post-event pack up times); proposed signage; liquor consumption; buildings proposed to be constructed; siting of buildings and temporary structures; general disability access provisions; disability access to amenities; and waste management, including effluent disposal. A planning permit application may need to be referred to relevant authorities or notice may need to be given to surrounding owners and occupiers. A separate code of practice applies to events that include a circus or carnival. 4.3 Environmental Health Permits Council s Environmental Health Officers will consider issues such as food safety, noise, water and waste and will advise if a permit is required. 4.4 Local Laws Permits Any activity held on Council land (including roads and road reserves) requires a permit. This includes: selling raffle tickets; advertising and directional signs; handing out fliers in the street; and Golden Plains Shire Council Page 7 of 49 Version 1.0

10 putting posters (bills) on telegraph poles. A fee may be payable to Council. 4.5 Road / Street Closures Guide to Planning a Major Event Contact Golden Plains Shire Council in writing if your event requires a partial or complete road closure. When closing roads, consider how you will accommodate disability access and disability parking. Police may need to be consulted if event traffic is likely to create problems for other road users. The Transport Act 1983 also requires the Public Transport Division of the Department of Infrastructure is notified if the event is likely to have an impact on public transport. 4.6 Music and Publications You may need permission to reproduce music and publications, including copying by hand, photocopying, recording or filming, performing the work in public, making an arrangement, transcription or translation of the work, and communicating the work to the public using any form of technology such as the Internet, by TV or radio, or via the telephone system e.g. background music and music on hold. Permission can be granted by obtaining an APRA & PPCA Licence. If you would like further information about APRA or copyright law, the Australian Copyright Council may be able to help Obtaining a License APRA Licence The Online Licence Application Form is available: From By ringing ; or By writing to ARIA, 3 & 5 Sanders Place, Richmond. Victoria PPCA Licence The PPCA Licence information is available from Phonographic Performance Company of Australia Ltd, PO Box Q20, Queen Victoria Building, NSW 1230, phone (02) , fax (02) , [email protected] If you would like to complete a single form for both your APRA and PPCA licence on-line please go to Golden Plains Shire Council Page 8 of 49 Version 1.0

11 5 Stakeholders 5.1 Stakeholders Stakeholders are the people and organisations who need to be consulted during the planning of the event. Consultation is vital as co-operation is more likely when people are well informed. The organising committee should put together stakeholders list and add to the list during event planning. 5.2 Identifying Stakeholders This list is not exhaustive Organisation Name Contact Name Contact Phone Minimum Notification Golden Plains Shire Council Victoria Police 6 months St John Ambulance 4 weeks / Rural Ambulance Victoria Vic Roads 6 months Liquor Licensing Victoria 35 days State Emergency Service 6 months Country Fire Authority 6 months Beverage suppliers Entertainers Food vendors Hire companies Local community / neighbours Media / sponsors Security Transport bus, taxi Waste transport 5.3 Consultation with Stakeholders In the early stages of planning, contact the stakeholders and invite them to attend committee meeting. This may identify activities or issues that you may not have considered. Place of meeting: Key Stakeholders Organisation Golden Plains Shire Council Page 9 of 49 Version 1.0

12 5.4 Pre-event Briefing of Stakeholders Guide to Planning a Major Event A pre-event briefing should be conducted seven days prior to the event to finalise issues of emergency procedures, communication, timetables, food, security, public health and safety, alcohol service, ticketing and traffic management. Date of briefing meeting: Time of meeting: Place of meeting: 5.5 Post-Event Evaluation with Stakeholders If a similar event is likely to be run in the future, a formal evaluation meeting should be conducted within fourteen days of the event. Stakeholders will want to discuss what worked, what didn t work and why. This information can be used to improve future events. Date of de-briefing meeting: Time of meeting: Place of meeting: 5.6 Documentation Keep a record of each stakeholder meeting, include the date, organisation, names of attendees, contact details and agreed actions. Golden Plains Shire Council Page 10 of 49 Version 1.0

13 6 Site Plan Create a site plan by using symbols or numbers to show the location of toilets, first aid posts, security etc on a map of the site. The site plan is used to identify access for pedestrians, traffic and emergency services, the provision of shelter and any potential hazards. The plan must be easy to interpret and posted in locations around the site for use by patrons. 6.1 Site Plan Checklist You may want to include the following on your site plan: Access for people with disabilities Drinking water sites Disability access* Emergency access Emergency access routes pedestrians Emergency vehicles CFA, St John Entertainment sites Entrances and exits Event Co-ordination Centre Fire fighting equipment - fire extinguishers, fire blankets, hydrants, hose reels First aid posts Food/vendors/stalls Information centre Licensed liquor consumption areas Liquor outlets Lost children/property Main power/water/gas control Maintenance areas Media Non-alcohol areas Parking Disability parking* Pedestrian route Picnic/quiet areas Public telephones Restricted areas Rubbish bins drainage pits, sharps containers Seating, including spaces for people using wheelchairs and walking frames* Security locations Shelter Stage location Standby generators Stores Taxi and bus stops Toilets (disabled facilities, reticulated sewer, septic tank, mobile toilet block) Triage centres (mass casualty) Vehicle access routes *Council has a disability access consultant who will provide advice if requested. 6.2 Signage Clear signage is essential to guide patrons around the event. Identify the signage you will need for your event. Signage may also require planning approval. Phones Entrances Exits Toilets Water First aid posts Camping areas Disabled facilities Parking Information Centre Rules relating to alcohol consumption Lost and found Public transport pick-up/set-down Security No smoking Assistance Animal facilities Golden Plains Shire Council Page 11 of 49 Version 1.0

14 7 Event Staff, Volunteers and Communication 7.1 Event Staff and Volunteers You will need to record the details of event staff, volunteers and volunteer organisations involved in preparing for and running the event. Name Pre-event contact number Event day contact number 7.2 Event Staff and Volunteer Training Event staff and volunteers will have a variety of experience and qualifications. Pre-event training will clarify roles and procedures. You should record the details of any training provided (trainer, trainees, date, time, and topic). Pre-event training should include emergency procedure awareness. Training Date and Time Topic Trainer Trainees 7.3 Event Coordination Centre During the event this is the control point, where information can be found and major decisions are discussed and carried out. Staff at the centre should always be able to locate and contact the Event Manager. The Event Coordination Centre may also act as the Emergency Coordination Centre. The centre will be identified on your site plan. Will an Event Coordination Centre be established? Yes No Grid reference of coordination centre: Number of Staff: 7.4 Communication Systems During the event, staff will need to keep in contact with each other, make public announcements and communicate emergency information to the crowd. A staff member at the Event Coordination Centre can coordinate the provision of information via a communication network. The communication system should be multi-modal and have its own backup power supply. In an emergency, if a public address system is not in place, the public address systems in emergency vehicles can usually be used. This should be confirmed with emergency services before the event. Golden Plains Shire Council Page 12 of 49 Version 1.0

15 Communication System: Backup System: Golden Plains Shire Council Page 13 of 49 Version 1.0

16 8 Food and Alcohol 8.1 Food Providing high quality, affordable food can contribute to the comfort of patrons, reduce the effects of alcohol and increase revenue. Selling food at, or near, alcohol sale points is highly recommended. Service counters need to be appropriate to serve patrons using a wheel chair or scooter. A Food Safety Program is required to identify how you plan to make sure that the food you sell is safe Food Providers The Food Act 1984 requires that food businesses be registered with Council. The Act is enforced by Council s Environmental Health Officers who approve applications for registration and ensure that the Act is complied with. List the food businesses and type of food being provided: Business/Vendor Name Contact Phone Type of Food Permit No Food Premises Requirements Food premises must be provided with running water to enable cleaning of equipment and hand washing. Sullage must be removed from the food premises. Hand-washing facilities must be separate to those provided at toilets. 8.2 Alcohol Liquor Licence If you intend selling or supplying alcohol a liquor licence must be obtained from Liquor Licensing Victoria and a Council planning permit may also be needed. If patrons will be permitted to bring alcohol to the event, you may require the consent of the police and Council. A planning permit may also be required in conjunction with a liquor licence. Alcohol will be sold and consumed Alcohol will be prohibited BYO Has a Liquor Licence been obtained from Liquor Licensing Victoria? Yes No Golden Plains Shire Council Page 14 of 49 Version 1.0

17 Name on licence: Contact name during event: Phone number: Mobile number: Licence number: Valid from: to: Proposed Trading Hours Day 1 Time Start: Finish: Day 2 Time Start: Finish: Day 3 Time Start: Finish: Day 4 Time Start: Finish: Day 5 Time Start: Finish: Day 6 Time Start: Finish: Alcohol Management The liquor licence holder is responsible for managing alcohol sales, including preventing sales to minors and intoxicated persons. For information about the responsible serving of alcohol contact Liquor Licensing Victoria You will need to establish designated areas for alcohol sale and consumption and plan for the effects of alcohol consumption. These will include: extra toilets in or near alcohol consumption areas; additional first aid facilities; additional security. All patrons should have access to freely available drinking water at no charge. Where are the designated alcohol sale and consumption areas? Sale areas - total number: Grid references: Consumption areas total number: Grid references: How will alcohol consumption areas be defined? e.g. fences, rails, barrier mesh How many bar staff will be employed? How will bar staff be trained to ensure compliance with the Liquor Control Reform Act 1998? How will bar staff identify minors? Golden Plains Shire Council Page 15 of 49 Version 1.0

18 How will patrons be made aware of the sale and consumption of alcohol and associated rules or conditions? The types and cost of beverages must be displayed at each alcohol sale area. List the types and costs of beverages for sale: Drink Cost Drink Cost To reduce the number of injuries alcohol should be sold only in disposable cups or plastic containers. What types of containers will be used to serve alcohol? Golden Plains Shire Council Page 16 of 49 Version 1.0

19 9 Facilities 9.1 Shelter and Shade Shelter and shade should be available for patrons, staff and volunteers. This may include providing shelter and shade at: transport pick up and set down areas; spectator and official viewing areas; seated eating areas; pedestrian thoroughfares; first aid post; competitor and officials marshalling areas; and entrances and ticketing areas. Describe where shelter will be provided at the event. Grid reference of shelter / shade: Will sunscreen be available at the event? Yes No Where events are spread over large areas, or where a large proportion of patrons are expected to camp out the evening prior to the event, it may be necessary to provide facilities outside the venue. As a contingency, monitor the situation and identify where shelter and toilets are available outside the venue. 9.2 Toilets Toilet facilities must be: Well lit to prevent security and safety hazards; Odour-free; Cleaned and re-stocked regularly; In a location away from food storage and food service areas; Accessible for people with disabilities; and Appropriate for wet weather. And must provide Soap and hand drying equipment; Nappy changing facilities; and Sharps disposal facilities. The number of toilets required depends on: the anticipated numbers of patrons; the gender of patrons (women require more facilities than men); whether alcohol will be available; and the duration of the event. Where the event is longer than four hours, access to portable toilets must be available to allow them to be pumped out if necessary. All toilets must be cleaned, restocked with supplies and de-sludged regularly. A cleaning schedule will be required. Golden Plains Shire Council Page 17 of 49 Version 1.0

20 Separate toilet facilities will be needed for food handlers, staff, volunteers and performers. If existing facilities are not adequate, additional portable units must be made available. As a guide: Where alcohol is not available Males Females Patrons WC Urinals Basins WC Basins < < < < < Where alcohol is available Males Females Patrons WC Urinals Basins WC Basins < < < < < (From The Australian Emergency Manual) These requirements may be reduced for short events. Duration of less than 4 hours 70% Event of 4-6 hours 75% Event of 6-8 hours 80% Event of 8 hours plus 100% At least one unisex toilet for the disabled per 500 patrons should be provided. How many toilets will be provided at the event? Male Female Disabled Grid references of toilets: Who will be responsible for the cleaning of toilets? Name: Contact name during event: Phone Number: Mobile Number: 9.3 Water You must arrange to have a sufficient supply of freely available drinkable water and clear signage to water. At outdoor events, you must provide one drinking fountain or drinking tap for every 200 patrons. A washbasin does not constitute a drinking fountain or tap. Provision must be made for water for assistance animals. Golden Plains Shire Council Page 18 of 49 Version 1.0

21 What is the source of water reticulated, tank, other? Is the location of water clearly signposted? Yes No Grid references of drinkable water supplies: Grid references of assistance animal water bowls: How will extra water be supplied to patrons if needed? 9.4 Video Screens Video or projection screens can provide: entertainment before and between acts; information regarding facilities and important messages; and close-up vision of on-stage action for spectators (to reduce crowd movement toward the stage). Will there be video screens at the event? Yes No Grid references of video screens: 9.5 Telephones If you want to provide temporary public pay phones, Telstra may be able to help. Contact Telstra on Number of public telephones already at the site: Number of temporary public telephones at the site: Grid references of public telephones: Golden Plains Shire Council Page 19 of 49 Version 1.0

22 10 Promotion 10.1 Ticketing Ticketing helps with crowd control. Consider whether you will have advance ticketing or tickets purchased at the event, or both. Advance tickets can provide: event details; event services information; specific entry details; disability access detail; companion card information; and transport arrangements. Tickets can be designed to provide information. Describe the tickets Tickets will be: Pre-sold Sold at the gate Both 10.2 Promotional Material You may wish to create and distribute other promotional and marketing materials such as fliers and posters. Fliers and posters may be put in shop windows or shopping centers with the permission of the shop owner or centre management. The Litter Act makes it illegal to place fliers or brochures on car windscreens. Breaches may lead to prosecution and fines. Contact details for enquiries should include options suitable for people who have a hearing impairment such as , fax or SMS. Promotion material could include information about: Public transport Disability access Disability facilities Event security (bag searches etc) Use of glass containers Availability of water/food/snacks Assistance animals Smoking areas Smoking Use of sharps containers Health promotion material could also be included, for example Drug Education Responsible use of alcohol Drinking and driving Slip Slop Slap Needle / syringe disposal Golden Plains Shire Council (phone ) may be able to assist with health promotion material. Golden Plains Shire Council Page 20 of 49 Version 1.0

23 Outline promotional material and how it will be distributed and displayed Golden Plains Shire Council Page 21 of 49 Version 1.0

24 11 Security and Crowd Control 11.1 Security Security is essential to the success of an event and the safety of the public and performers. The organising committee should consider whether police or private security is required. Security firms must be licenced and should be included in the planning of the event. Security staff can take responsibility for: controlling entrances and exits; controlling vehicle traffic and marshalling; controlling access to stage or performance area; minimising risk of fire by patrolling areas; searching for alcohol, drugs and weapons; and assisting emergency services. What type of security has been selected for the event? Provide details of the security firm (if appointed) Name of Company: Licence Details: Contact Person: Number of security personnel at the event: Who is the contact at Victoria Police? Name: Phone Number: Fax Number: Station: Mobile Number: Address: Security Plan A security plan will clarify the responsibilities of security staff. You should develop the plan with the security firm. The plan may include responsibilities and procedures for crowd control, cash protection, equipment protection and confiscation of prohibited items. Security staff will have to be briefed before the event. The briefing must include: clear direction on the management of unacceptable behaviour; details of the venue layout (entrances, exits, first aid posts, potential hazards); details of emergency and evacuation plans (raising alarms, protocols for requesting assistance, evacuation procedures); and instructions about the operation, deactivation and isolation of on-site machinery and emergency power / water supplies. What security arrangements have been made for? Cash: Prohibited Items: Equipment: Crowd Management: Golden Plains Shire Council Page 22 of 49 Version 1.0

25 You must also let security staff know who else has unrestricted access to the event. This may include: Council staff Department of Human Services staff o Building Surveyors and/or inspectors Ambulance officers o Town Planners First Aid officers o Environmental Health Officers o Municipal Fire Prevention Officers Police officers Municipal Emergency Resource officers Vendors Fire Service personnel (MFB or CFA) Entertainers Environmental Protection Authority officers Victorian WorkSafe Authority officers Date of pre-event security briefing: Date of post-event security evaluation: 11.2 Lost Children / Lost Property What arrangements have been made for lost children and lost property? Show the location on site map. Grid reference for lost children / lost property: Golden Plains Shire Council Page 23 of 49 Version 1.0

26 12 Traffic Management 12.1 Road / Street Closures Council must be advised of any proposals to close roads. This is included on the Public Event Permit Enquiry Form. In addition you must notify emergency services, taxis, bus lines, residents and businesses of any approved road closures. Will there be any road closures for the event? Yes No Name of road/street: Name of road/street: Name of Road/Street: Time of closure: Time of closure: Time of closure: Permit number: Have you notified emergency services of the road closures? Yes No 12.2 Public Access You must plan access to: minimise disruption to neighbouring businesses and homes; ensure emergency service access; ensure those attending are not stranded at the end of the event; ensure access for people with disabilities; provide accessible transport options; and provide access for event staff. If public transport is not available or the event concludes after public transport hours, you should consider making alternative transportation arrangements. Options include: providing adequate car-parking, including over-flow car-parking; providing separate disability car-parking; providing advance notice of the event to taxi companies; and providing designated pick up/set down points. Promotional material and tickets can include information about: preferred access routes to the venue; public transport, taxis or shuttle buses; access for people with disabilities; and car parking (including fees if to be charged) Car Parks When arranging car parks, you need to think about: security; adequate lighting; disability access wet weather access; bus parking; and shuttle buses where car parks cover a large area. Golden Plains Shire Council Page 24 of 49 Version 1.0

27 Is there car-parking for: Yes No Grid Ref. Emergency vehicles Stakeholders Disabled patrons General parking Overspill Buses Taxis Grid reference of car park: Under-age Patrons Where a large number of under-age patrons are expected, a Parent s Oasis can be set up to give parents a well-defined and secure meeting point for their children. The Oasis should be adjacent to the venue and provide a waiting area during the event. Alternatively, a shuttle bus could transport young patrons to a predetermined venue for collection by their parents. Information about these arrangements must be included with the advertising information Pick up and Set Down Areas Pick up and set down areas for taxis, buses and people with a disability should be identified on the site plan. Grid references of pick up and set down areas: 12.3 Contingency Plan You should develop a traffic management contingency plan which outlines what will happen if the event is cancelled, there is a delayed finish, or the event is affected by wet weather. Cancelled: Delayed Finish: Wet Weather: Golden Plains Shire Council Page 25 of 49 Version 1.0

28 13 Public Health 13.1 Infection Control At large events, infectious disease outbreaks can occur. You will need to develop a plan for controlling infection. This will include checking: waste disposal and taking corrective action where excess waste builds up; the cleaning of toilet and shower facilities. Cleaning staff must know personal precautions to take when cleaning up vomit and diarrhoea; the site for sewerage leaks; the ground for needles; and food handling practices. How will event staff be trained to monitor for infection control? Has the Municipal Environmental Health Officer (EHO) been included in event planning / briefing? Yes No Contact Name: Mobile Number: You will need to keep records for infection control, so that should illness occur the Department of Human Services can investigate. The department will also seek details of how the event was and whether that differed from plans. In particular, the department will require details of: arrangements for the delivery and storage of food; suppliers of food; food handlers; food handling practices, including food that was prepared in advance and at other locations; waste disposal arrangements; waste disposal practices; toilet facilities; toilet cleaning schedule and methods; and arrangements for disposal of sharps Waste Management You will need to plan for waste management and disposal. This might be a schedule similar to a cleaning schedule for toilets and food premises. Council makes a waste trailer available for community events. The trailer contains three garbage bins and three recycling bins with equipment such as shovels, brooms, barricades etc. The trailer is available free of charge for community events. You can book the trailer through Council s Linton and Bannockburn Customer Service Centres. Is there a waste management contractor for the event? Yes No Will the waste events trailer be booked for the event? Yes No Name of Provider: Contact Name: Phone Number: Mobile Number: Golden Plains Shire Council Page 26 of 49 Version 1.0

29 If no waste management contractor, describe how waste will be managed: How will staff and volunteers be trained to handle waste and by whom? 13.3 Noise It is important to monitor the noise produced your event - Noise emanating from events probably causes the majority of complaints from local residents and the surrounding community. Be mindful that prevailing weather conditions can affect noise levels. A planning and/or environmental health permit may be required. You will need to identify the activities that will create noise and at what potential levels. For example, music amplifiers, refrigerators, generators, traffic and crowds may contribute to noise. Where noise levels are very high, such as rock concerts, air shows and motor racing, staff and volunteers exposed for prolonged periods must be provided with adequate ear protection. The audience should also be warned of the dangers posed and advised of measures to protect their hearing. Describe the activities/mechanisms likely to create higher noise levels at your event. Describe how you will monitor and minimise noise levels. Golden Plains Shire Council Page 27 of 49 Version 1.0

30 14 Public Safety 14.1 Lighting and Power Even in venues darkened for a performance, lighting should always be adequate to identify exits as well as corridors and aisles leading to them. Auxiliary battery power or generators should be installed to provide light in a power outage and to power the public address system. As many concerts are performed with only stage lighting, access to the main lighting or house lights is essential in case of an emergency. The location of controls for these lights, and the operation of the controls, must be known to security staff and emergency personnel. Location of lighting control: Location of mains power control: Grid reference: Grid reference: Do you have emergency power & lighting? Yes No Describe emergency power and lighting systems. Name of certified electrician: Contact name details: Phone Number: Mobile Number: Venues and access paths must be able to be illuminated at least equal to 40 lux (the light provided by a 40 watt bulb), by lighting that is: independent of the event production lights; controlled from a central position; able to reach the required illumination within three seconds; and supplied from the supply authority mains or a generator approved by Council. In addition, enclosed venues must have a source of back-up lighting that will operate if the main electrical source fails Entries and Exists Entrances and exits must be designed for the number and type of patrons and various situations that may arise during the event. Entrances and exits should: Be at least one metre wide; Allow the supervision, marshalling and directing of crowds; Provide escape routes; Be kept clear of any obstructions; Provide access for emergency services and their vehicles; Provide separate vehicular and pedestrian access; Provide access for wheelchairs and scooters; Be kept clear of other activities; Have appropriate barriers, fences, gates and/or turnstiles; Golden Plains Shire Council Page 28 of 49 Version 1.0

31 Have pedestrian traffic control staff; and Have prohibited item search points. Guide to Planning a Major Event Timetabling of entertainment will assist to stagger entry times Gas Cylinders At many events, pressurised gas cylinders are used to inflate children s balloons, carbonate beverages, provide cooking fuel, etc. If unsecured cylinders fall over and the neck or valve cracks, the pressurised gas can turn the cylinder into a projectile. Consequently, portable gas cylinders must be secured top and bottom by ropes or chains to a structural post, wall, or similar anchor point. List all vendors who will be using portable gas cylinders. Name of Vendor Grid Reference No. of Cylinders How will gas cylinders be monitored? 14.4 Fireworks Fireworks may only be discharged by licensed pyrotechnicans, persons under their direct supervision, or persons with a single occasion licence. The Victorian WorkSafe Authority issues qualifications to operate and conduct fireworks. The CFA must be notified of an event involving pyrotechnics or fire crackers. Will there be fireworks or pyrotechnics at the event? Yes No Permit number: Person responsible: License number: Contact name during event: Phone number: Mobile number: Grid references of areas restricted to the public: Golden Plains Shire Council Page 29 of 49 Version 1.0

32 15 Insurance and Risk Management 15.1 Insurance Public Liability Insurance You are responsible for managing your event in a way that ensures the safety of organisers, volunteers, contractors, staff and the public. Where an event is held on Council controlled land, you must have public liability insurance cover of at least $10 million dollars. Council will require a copy of the Certificate of Currency. Do you have Public Liability insurance? Yes No Do you need stall-holders insurance? Yes No Will you purchase your own insurance for the event? Yes No Name of insurer: Address: Phone number: Fax number: Policy number: Public liability value: Mobile number: address: Policy expiry date: Asset value: Insurance may be sourced from*: o Community Insurance: phone: for (including insurance for stallholders and events) o Our Community: *This information is provided solely to assist your group to source insurance Hall Hirer s Insurance Hall hirer s insurance may be obtained through Council for a minimal fee where the event is: Inclusive of all parts of the community; In a Council owned or operated facility; or A not-for-profit community event. Please contact Council on for further information Risk Management You have a duty to provide a safe environment for staff, contractors and volunteers (Victorian Occupational Health and Safety Act 2004). This means that as an organiser you must ensure, so far as is reasonably practicable, a safe and healthy workplace and minimise people s exposure to risks. Establishing a risk management process will help you to meet your legislative responsibilities. Risk management involves systematically identifying, measuring and managing risks that threaten people, assets and operations. For each risk, the possibility of occurrence and the likely consequences are identified, and processes developed for treating and monitoring the risk. Developing a risk management plan involves the following steps: Identify the risks; Analyse the risks; Assess and priortise the risks; and Treat the risks. Golden Plains Shire Council Page 30 of 49 Version 1.0

33 A more detailed explanation of each of these steps is included as Appendix 3. It is important that you monitor the risk controls in place before and during the event to ensure that they are effective Swimming and Water Areas Where dams, rivers and pools are located in the vicinity, the water should be inspected for hazards. This might include water quality, current, depth, gradients, slippery embankments and submerged objects or snags. Are there swimming and water areas at the venue? Yes No List swimming areas, water areas and other water hazards with grid references: 15.4 Incident Reporting Should an incident or near-miss occur, it is important that information is collected accurately and as soon as possible. The event organizer must respond to all incidents and maintain a log of incidents and injuries (see Appendix 4). High quality information about an incident (or near-miss) will allow the organising committee to: deal with the incident; fix other similar hazards; report incidents as required under Occupational Health and Safety legislation; and where an incident has occurred, initiate claims management processes. Golden Plains Shire Council Page 31 of 49 Version 1.0

34 16 Emergencies You will need to develop a plan to manage emergency responses and emergency communications. Emergency services may need to attend large events. In the event of a major incident the police will take control of the venue Emergency Coordination Centre You should talk to emergency services about the location of the Emergency Coordination Centre. The Event Coordination Centre can also be the Emergency Centre. You need to consider whether the Emergency Coordination Centre will need to have backup power and lighting. In an emergency, emergency services must be able to communicate with: each other; event staff and volunteers outside and inside the venue; security staff; and the Event Manager. A representative from each emergency service will meet in the Emergency Coordination Centre to coordinate information provision. It is important that any communication system does not rely on a single system (should be multi-modal) and has a backup power supply. Will an Emergency Coordination Centre be established? Yes No Will emergency services be on site throughout the event? Yes No Grid reference of Emergency Coordination Centre: 16.2 Access for Emergency Services Separate access points for the emergency services are recommended. You should think about: Identifying a specific road within the site for emergency services access (for large events); Whether roads will be usable for emergency vehicles in heavy rain; Providing a specific location for emergency services; How emergency services will be told about alterations to internal site roads; and Distributing maps of the site, surrounding roads and access routes to all stakeholders First Aid St John or Rural Ambulance can provide first aid services for a variety of events. St John Headquarters: Phone or [email protected]. Rural Ambulance: Phone or [email protected]. The first aid provider will be able to recommend requirements based on expected attendance numbers, time of year (summer/winter) and venue. At concerts where large numbers may gather close to the stage or a mosh pit may develop, a first aid post should be established behind the stage barrier. Who is supplying First Aid at the event? Name of Provider: Contact Name: Phone Number: Mobile Number: Number of First Aid Posts: Golden Plains Shire Council Page 32 of 49 Version 1.0

35 Number of First Aid Personnel at each post: Guide to Planning a Major Event Grid references of first aid posts: 16.4 Safety Officers You will need to appoint safety officers to control fire safety equipment, evacuation procedures, safety barriers, exits and the use of flame. The Fire Service and Council s Municipal Building Surveyor will be able to tell you how many safety officers you need for your event and their training requirements. Safety Officers Name: Name: Name: Contact: Contact: Contact: 16.5 Fire Safety Fire Danger Period If your outdoor event will be held on public land, the land manager may require a fire plan, particularly between October and March when the fire danger is high. On days of total fire ban you will need a permit from the fire services to use any open flame, for example for cooking, heating temporary stalls and marquees. If your event is to be held during the fire danger period or scheduled for a day of total fire ban, you must consult the Fire Service. Is the event to be held during the fire danger period? Yes No Have arrangements been put in place for a day of total fire ban? Yes No Has a plan been submitted to the fire service? Yes No Fire Fighting Equipment You should consider potential fire hazards when planning your event. As a minimum fire fighting equipment must be supplied for: buildings; outdoor venues; temporary structures; and kitchen or cooking equipment. Council s Municipal Building Surveyor and the Fire Service can advise you of the minimum requirements. The Municipal Building Surveyor will check to see that you are meeting the required standard of fire prevention and preparedness. Will portable fire protection equipment be strategically located throughout the venue? Yes No Grid references of fire fighting equipment: Golden Plains Shire Council Page 33 of 49 Version 1.0

36 Water Supply Are hydrants or suitable water supplies available for the fire service? Yes No Grid reference of fire service water supply: 16.6 Emergency Response Emergency Response Plan You will need to develop an Emergency Response Plan and provide a copy to stakeholders and the emergency services. Depending on the size and type of event, the plan may include: Arrangements for on-site emergencies which do not require outside help; When and how help will be sought from police and other emergency services; Arrangements to hand over control to police and emergency services if required; The role of event staff in supporting emergency services; Meeting points for emergency services; Triage and ambulance loading areas (at least two); Personnel who can authorise evacuation; Details of hospitals prepared for a major incident; Access and evacuation routes; Arrangements to meet the needs of people with a disability who may require assistance; Evacuation areas for performers, employees and patrons; Details of the Emergency Co-ordination Centre: and Details of coded messages to alert and stand down emergency service personnel. A copy of the site plan would be included in the Emergency Response Plan Emergency Medical Plan For a large event you will need to consult with your chosen ambulance or first aid organization and write a Medical Emergency Plan. St John Headquarters: Phone or [email protected]. Rural Ambulance: Phone or [email protected]. Will the first aid provider develop an Emergency Medical Plan? Yes No This plan will need to be communicated to staff, volunteers, emergency services and stakeholders. Detail how the plan will be communicated to stakeholder, staff and emergency services Emergency Tools It is recommended that basic tools be held at identified locations. The kits are for the use of emergency personnel. These kits should contain a: Fire axe with prong; Pry or crow bar; and A pair of heavy duty bolt cutters. Golden Plains Shire Council Page 34 of 49 Version 1.0

37 Will emergency tools be strategically located throughout the venue? Yes No Grid reference of emergency tool locations: Golden Plains Shire Council Page 35 of 49 Version 1.0

38 17 Event Evaluation 17.1 Post-Event Evaluation After the event you should work with stakeholders to consider what worked, what didn t work, why didn t it work and how it could be fixed next time. An evaluation form distributed prior to the evaluation will help with the discussion. The Event Manager, staff, volunteers, security, vendors, entertainers and other stakeholders should all be offered the opportunity to participate. The success of your next event can be improved by considering post-event recommendations and suggestions Evaluation Form Event: Date: Time: Venue: Chaired by: Contact phone number: Return evaluation form to: By: List or describe what you thought was successful or worked well. List or describe what you thought wasn t successful or didn t work well. Outline how you would improve the things that weren t successful or didn t work well. Golden Plains Shire Council Page 36 of 49 Version 1.0

39 18 Contacting Council Golden Plains Shire Council, Postal Address: PO Box 111 BANNOCKBURN VIC Website: Bannockburn Customer Service Centre, 2 Pope Street, BANNOCKBURN VIC 3331 Phone Number: or Fax Number: Linton Customer Service Centre 68 Sussex Street LINTON VIC 3360 Phone Number: Fax Number: Golden Plains Shire Council Page 37 of 49 Version 1.0

40 19 Appendices Appendix 1: Appendix 2: Appendix 3: Appendix 4: Appendix 5: Public Event Enquiry Form Event Trailer Planning to Manage Risk Injury / Accident Register Need More Information Golden Plains Shire Council Page 38 of 49 Version 1.0

41 Appendix 1: Public Event Enquiry Form Golden Plains Shire Council Page 39 of 49 Version 1.0

42 PUBLIC EVENT - ENQUIRY TO COUNCIL To: Golden Plains Shire Date: PO Box 111 BANNOCKBURN VIC 3331 Name: Postal Address: Telephone: Facsimile: Address: Address of proposed event: Date of proposed event: Duration of proposed event: Approximate number of attendees to the event: Description of proposed event: To help Council determine what requirements you may need to satisfy, please complete the questions below and supply as much additional information as you have. Plans of the site and proposed building, stage, stall and fence locations will help in assessing your query. On what basis will the event be held e.g. yearly, bi-monthly? Has the owner of the land given consent for the land to be used for the proposed event? Are any tents, marquees stages or seating stands to be used? yes no Are any existing buildings to be incorporated in the event? yes no Are any new buildings to be constructed for the event? yes no Is an admission charge to be paid to enter the event? yes no Are any roads to be closed, blocked or partly occupied? yes no Is any food to be sold or prepared on the site, including food vans? yes no How many toilets are to be provided or exist on the site? Have arrangements been made to collect and dispose of garbage? yes no Do you have at least $10 million in public liability insurance? yes no It is recommended Council is notified at least two months before your event but it may be beneficial to notify Council up to six months before the event. Office use only Referred to: Building Economic Development Engineering Environmental Health Planning Recreation Risk Management yes no Golden Plains Shire Council Page 40 of 49 Version 1.0

43 Appendix 2: Event Trailer ITEMS TOOL KIT Medium Hacksaw 4 piece kit Small Hacksaw 4 piece kit 39 Piece Socket Set 1200mm spirit level HEALTH & SAFETY 2 x extendable lightweight round top barriers 14 Star Pickets with yellow safety caps Cone top signs: 2 x slow, 2 x no parking, 4 x arrows Metal signs: Accessible Parking, Reserved Parking (& stands) 7 high visibility vests (3 orange, 4 yellow) 19 Orange marker Cones 11 Emergency hooded plastic ponchos Sporting and Event First Aid Kit. 5 times 3M x 3M sun shelters (green) COMMUNICATION 2 x 6 metre Bali poles with yellow flags STATIONARY Bluetak Sticky notes x5 pens x2 pencils Sticky tape Ruler x6 mini notepads x3 GPS maps Small bag rubber bands OTHER 4 Utility Tables 2 x folding chairs 2 x go for your life umbrella s Double sided adhesive tape Large garbage bags Black red white peg rope Three sun shelters/gazebos (blue) Seven small red fold out chairs Blue Tarp 4 x Metal directional parking signs New padlock in packaging CHECKED PRIOR CHECKED ON RETURN Golden Plains Shire Council Page 41 of 49 Version 1.0

44 Appendix 3: Planning to Manage Risk 1. Identifying the Risks When selecting a site, especially for an outdoor event, do an assessment for potential risks. An event on a site with fewer risks will be easier to manage. A list of potential risks is provided that can be used to prompt hazard identification, however the list is not exhaustive. You will need to think about the risks at the site of your event and add other risks you identify to the list. 2. Analyse the Risks Next you need to think about how likely each risk is to happen and the consequences of each risk. This produces a risk analysis that shows: (i) How likely it is that a possible risk will become a real risk. Likelihood Rating Almost certain Will probably occur, could occur several times A Likely High probability, likely to arise B Possible Reasonable likelihood that it may arise C Unlikely Could occur but not likely D Rare Very unlikely but not impossible E (ii) What the consequences of the risk are and how big the impact would be (magnitude). Consequence Level Insignificant Very small impact, consequence would be dealt with by 1 routine operation. Minor Easily remedied, consequence would not threaten the 2 efficiency or effectiveness of some aspect of the event. Moderate Some objectives may be affected. Consequences would 3 not threaten the event but would mean the event would be subject to manageable changes. Major Consequences would threaten the effective functioning of 4 the event. Catastrophic Consequence that result in major injury or loss of life and would require cancellation of the event Assess and Prioritise the Risks Combining the Likelihood and Consequence gives you the estimated risk probability (Extreme, High, Medium or Low) and will determine the risk priority. Risk Priority Matrix Consequences Likelihood Insignificant Minor Moderate Major Catastrophic A - Almost certain High High Extreme Extreme Extreme B - Likely Medium High High Extreme Extreme C - Moderate Low Medium Medium High Extreme D - Unlikely Low Low Medium High High E - Rare Low Low Low Medium High 4. Treat the Risks Golden Plains Shire Council Page 42 of 49 Version 1.0

45 Next you need to develop and apply a risk treatment schedule. You should give highest priority to Extreme risks, with progressively lower priority going to High, Medium and Low risks. For each risk: record the risk priority; identify treatment options; chose the preferred treatment; estimate and record the risk rating after treatment; identify the person who will take responsibility for applying the treatment; and develop a timeline for taking action. Risk List Accessibility (including people with a disability) Access to venues Parking Signage Egress Public transport Ramps Lifts Seating Amusement rides Fencing or barricades Poor maintenance Inadequate set-up Training and operational procedures Stability of the ride - firmness and slope of the ground Clearance between rides, fixed structures and vegetation Missing labels or warning signs Contractors Coordinating contractors Communications Job safety analysis Legal compliance Historic standards Sub-contractor Casual labour Training Induction Accreditation Contracts Competence Management no monitoring/supervision Plant and equipment Electrical safety Qualification of contractors Cables/height/pathways Overloading systems Power tools Faulty insulation Underground services Protection of leads Location in relation to other equipment Power supply no spiking, lack of continuity Field of play (FOP)/equipment Proximity of audience to FOP Officials Appropriate activity for venue Throwing objects on to FOP Sport projectile Traffic management Safe crossing Crowd communication Crowd invasion Overloading venue Mosh pits Appropriateness of signage Access to FOP for entertainment Weather Cameras and equipment Patron management Exclusion zones Emergency egress Promotion activities safety issues FOP regulations (e.g. international federations) Fire safety Evacuation plans Fire prevention plan Dangerous Goods storage Knowledge and use of equipment Fire ban days Appropriate fire fighting equipment Policies and procedures Pyrotechnics Warning and communication system Obstruction and security of fire fighting equipment Hazardous substances / dangerous goods Pesticides Fuel storage Cleaning products Water/waste water Pyrotechnics Fire arms and ammunition Asbestos Inappropriate labeling Poisons Acids Legal Overuse of security powers Interaction with law enforcement agencies Lack of legal compliance Unsolicited acts of violence Manual handling Excessive weight Mechanical aids Suppliers packaging Loading/unloading reefers Excited volunteers Carrying Time lines Lack of staff Training Crowd control security logistical planning Golden Plains Shire Council Page 43 of 49 Version 1.0

46 Materials handling Mechanical handling Plant Food handling Furniture fixture and equipment Venue design Functionality Transport between venues/locations/storage Excess weight and height Condition of terrain People Security staff numbers Patron demographics Inappropriate use of staff Alcohol Serial pests Training/induction Backgrounds checks of staff Cultural issues Lack of relevant certification / licences Planning Poor interface with stakeholder Surveillance Possible acts of terrorism Emergency management Contingency planning Confidentiality of security plans Plant Training Supervision Maintenance Certification Hand tools Isolation/segregation people Registered plant, e.g. lifts, escalators and pressure vessels Security Weapons Explosives Bomb threats Magnetometer and bag checks Public perception Restricted items Cloaking Cash handling Confiscation Slips, trips and falls Uneven ground, loose surfaces Electrical cables Weather Flooring design/surfaces Design of barriers Lighting Outdoor event Queuing systems Edge protection Climbing for vantage points Inappropriate footwear Staff Conditions excessive heat/cold Food preparation Competency/suitability Transport Fatigue Working alone Confined spaces Violence/bullying First aid Cultural issues Welfare breaks, sunscreen, dehydration, etc The event Communication equipment Track invasion Asset protection Access controls for volunteers Entry control Vehicle safety Maintenance Security of vehicles Vehicle/people segregation Inappropriate use of paths Refueling Parking supervision Permits and certification/licensing Lack of training Outdoor broadcast vehicles Working at height Electrical safety Speed Accessibility during emergency management Loading operations docks and people Working at height Scissors lifts Safety harness Scaffold Abseiling Winches Ladders Overhead power lines Edge protection Camera platforms Rigging/lighting Golden Plains Shire Council Page 44 of 49 Version 1.0

47 Appendix 4: Injury /Accident Register Date and Time of Injury/Incident Location where Injury/Incident Occurred Description of Injury/Incident Persons Involved Action Taken Golden Plains Shire Council Page 45 of 49 Version 1.0

48 Appendix 5: Need more information? Topic Food Safety Insurance Liquor Licensing Victoria Media Music License Website Business Licensing & Regulation The Echo - free weekly publication The Geelong Independent - free weekly publication The Geelong News - free weekly publication The Geelong Advertiser Waste Management waste wise event signage Waste Management waste wise event tool kit WorkSafe Advice for Managing Major Events Safely: 1 st edition April 2006 Golden Plains Shire Council Page 46 of 49 Version 1.0

49 Acknowledgements Event Management: Planning Guide for Event Managers in Victoria, Department of Human Services Advice for Managing Major Events Safely, 1 st Edition April 2006 WorkSafe Hepburn Shire Council Events Guide Australian Standard: Risk Management (AS/NZS ) Australian Standard: OHS Management Systems Specification with Guidance for Use (AS ) Golden Plains Shire Council Page 47 of 49 Version 1.0