CITY OF GREATER GEELONG GEELONG PUBLIC EVENTS GUIDE A guide for public and community events in Geelong. January 2006 Edition

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1 CITY OF GREATER GEELONG A guide for public and community events in Geelong January 2006 Edition

2 This publication is intended as a general guide for event organisers to assist them in the planning and management of their event. It does not substitute for professional advice on laws and regulations in individual cases. If readers still have doubts, they should consult the appropriate legislation or seek professional advice. Although the information contained in this publication has been researched and presented with due care and attention, the City of Greater Geelong accepts no responsibility for any errors or omissions that may have accidentally occurred within the publication. The City does not necessarily endorse the views expressed by contributors or other organisations contained within. Information contained in this guide will be subject to change. For up-to-date information, please refer to the City s website: or contact the Events and Marketing Services Unit on (03)

3 INTRODUCTION WELCOME One of the great things about living in or visiting the Geelong region is the vast array of activities and events offered year round. The City of Greater Geelong s calendar of events is the envy of other provincial cities in Australia and offers significant opportunities for community involvement, activity and entertainment. The calendar of annual activities is made up of hallmark and major events, and a variety of community events and festivals all of which enrich the lifestyle of locals and enhance the Geelong experience for visitors. WHAT YOU NEED TO KNOW If you are planning on staging an event, there are important responsibilities you are required to meet. The City of Greater Geelong (the City) seeks to ensure that events staged in public spaces adhere to all relevant laws, maintain community safety and minimise the impact on the environment. Guidelines governing the staging of events have been significantly strengthened under State and Federal legislation, and the City has designed its event approval process to make it as simple and fuss free as possible, while ensuring event organisers meet all relevant responsibilities under the law. There are several key components of the approval process that MUST be adhered to by event organisers. These are highlighted in BOLD BLUE, SHADOWED FONT throughout this document along with other important points that you should consider when planning your activity. To encourage well-planned and successfully staged events, the City has produced this Public Events Guide as an easy to use information tool aimed at empowering event organisers with the knowledge and detail necessary to achieve their goal. The Guide has been divided into five sections. > Section 1: How to complete your Event Application Form > Section 2: How to develop a relevant Event Plan > Section 3: Why you need to evaluate your event > Section 4: Funding and Sponsorship > Section 5 Appendix: Contacts, frequently asked questions, forms and templates, and useful tools to assist you plan your event. You can use this guide for completing your Event Application Form (Section 1), and to assist on the path to preparing a well-planned and staged event (Section 2). Note: This is a fluid document and is constantly changing. Information will be updated online to reflect changes in legislation and contact details of key agencies. WHAT IS A PUBLIC SPACE EVENT OR ACTIVITY? A public space event is any organised activity held on public land where an open area, facility, venue, road or temporary structure is to be used by more people than usually found in that location. This activity may affect the location prior to the event, during and after the event. City of Greater Geelong 2005 Page 3

4 SOME BACKGROUND ON THE CITY Events can provide a wide range of benefits to the community socially, economically and culturally. The City strongly supports the growth and development of a diverse events calendar as a means of enhancing the region s reputation as the number one place to live in Australia, as a key economic driver and an important component of the community s lifestyle. The City s Events and Marketing Services Unit works with external independent organisers (or community groups) to stage hundreds of events. These include hallmark events like the Australian International Airshow and Skandia Geelong Week, which inject millions into the local economy and draw large numbers of people to the region, major events such as the National Celtic Festival, as well as community events such as the Pako Festa, Australia Day celebrations and ANZAC Day activities. Geelong Major Events (GME), is the City s Section 86 committee, which is represented by Councillors, Staff and Community Representatives. GME aims to develop a broad range of events in the region by providing financial support to organisations delivering high quality, large scale public events. Information relating to all events funding opportunities is available online: Using the Guide to plan your event Please take time to consider and answer appropriate areas of the Guide. The Guide also contains sections identifying methods of financial support and frequently asked questions to assist you in planning your event. If you require further assistance completing your Event Application Form or Event Plan after reading this Guide, more information is available on the City s website Alternatively, contact the City s Events and Marketing Services Unit. The Events and Marketing Services Unit City of Greater Geelong, PO Box 104 Geelong Victoria, 3220 Telephone: (03) Facsimile: (03) events@geelongcity.vic.gov.au City of Greater Geelong 2005 Page 4

5 CONTENTS INTRODUCTION...3 Welcome... 3 What you need to know... 3 What is a public space event or activity?... 3 Some background on the city... 4 CONTENTS...5 SECTION 1 ORGANISING AN EVENT...8 Before you get started... 8 The basics... 8 Applying for an Event Permit... 8 Completing your Event Application Form step-by-step... 9 When you are done What else you need to know Preparing a Preliminary Site Plan Additional service costs Your event application checklist SECTION 2 YOUR EVENT PLAN...18 Before you begin Getting Started - creating an event plan Your event timeline People Planning Site Planning Developing the Site Plan Traffic Management Planning Demonstrating roads, parking and footpaths to be used for your event Risk Management and Occupational Health and Safety Planning Step-by-Step completion of a Risk Assessment Emergency Management Planning Infrastructure and On-Site Facilities Management Becoming a Waste Wise Event Public Health and Safety Lighting and Power Management SECTION 3 - EVALUATING YOUR EVENT...48 Why Evaluating your event is important Geelong Major Events event evaluations Types and techniques of evaluation How do I prepare my survey and what else should I consider? Developing your evaluation report, step-by-step SECTION 4 - FUNDING AND SPONSORSHIP...60 Funding Sponsorship Preparing an application or proposal for financial support Funding Options provided by the City of Greater Geelong Geelong Major Events Funding The Councillor Community Grants Program Funding Community Festivals Grants and Community Arts Grants PROGRAMS USEFUL CONTACTS...66 City of Greater Geelong Contacts Events Industry Contacts Where to go to get permits, licences and guidelines Media Contacts FREQUENTLY ASKED QUESTIONS...74 Questions you need to know the answer to: FORMS AND TEMPLATES...76 City of Greater Geelong 2005 Page 5

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7 SECTION 1 ORGANISING AN EVENT How to complete your Event Application Form

8 SECTION 1 ORGANISING AN EVENT The first step to gaining approval to conduct your event or activity (whether big or small) is to complete the Event Application Form and submit it to the City s Events and Marketing Services Unit. The first section of this Guide is designed to help you through this application process and get you on the way to planning, organising and staging your event or activity successfully. If you ve already completed the City s Event Application Form, it may be a good idea to read through Section 2 of the Guide to make sure all the T s are crossed and the I s dotted as you prepare to put your event plans into action. BEFORE YOU GET STARTED Because of changes to laws and guidelines governing the staging of community events and activities, you now have to consider a number of important questions before you can proceed with your plans. Even though your planned event or activity may be small scale (something as simple as a street party), there are steps you need to go through before final approval will be given. This is to ensure that whatever you re planning can occur safely, for those taking part and for the community in general. This Guide answers many of the questions asked by event organisers and enables you to plan and coordinate your own event safely and successfully. Did you know that as an event organiser: > You have a responsibility to ensure the safety of all people who attend your event? > That you must apply for an event permit? And liaise with the Events and Marketing Services Unit to ensure that all appropriate authorities are advised of the event before you receive permission? > That you need permits or licences to serve or sell food and alcohol? > You need an Occupancy Permit or Siting Approval if your event is ticketed or enclosed? > And that Public Liability Insurance must cover any event or organised activity? THE BASICS To stage an event or activity in a public space area within the City of Greater Geelong, you will need an event permit. A copy of the City s Event Application Form can be found in Section 5 Appendix of this Guide. Alternatively, the form can be downloaded from the City s website: or contact the Events and Marketing Services Unit on telephone (03) APPLYING FOR AN EVENT PERMIT Completing the Event Application Form will register your interest in staging an event and help determine which services and permits may be required. Submitting the form does not constitute approval to proceed. No matter what your planned event involves, you will need to obtain and submit a current copy of your Certificate of Currency (Public Liability Insurance). A minimum $10 million coverage is required and the City of Greater Geelong must be noted as an interested party. All event organisers must also provide a signed Form of Indemnity. As an event organiser, you will also have to complete an event plan (as outlined in Section 2) and fulfil requirements such as a Risk Assessment and a site plan before your planned event or activity will be given approval to proceed. City of Greater Geelong 2005 Page 8

9 COMPLETING YOUR EVENT APPLICATION FORM STEP-BY-STEP A critical factor in gaining approval for your event or activity is to correctly complete the application form. The steps have been divided into five parts as found on the Event Application Form: 1 - The event, 2 - Your contact details, 3 - The type of event, 4 - Required services and 5 - Your application checklist. 1 The event This section relates to the event you are seeking a permit to organise STEPS 1 to 5 STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 QUESTION AND COMMENTS What is the name of the event? List the full name of the event. For example: 2004 Geelong Triathlon, not just Triathlon. Is this a new event and is the event held annually? A new event has never been held before and is being proposed for the first time. An annual event is one held each year in the Geelong region. What are the proposed date(s) for your event and are these dates flexible? Before deciding on a date for your event, check the City s online Events Calendar at: to see what other events may be being staged in the region. What is the proposed event location(s)? Advise your preferred venue (indoor and outdoor facilities). What are the required dates and times for event set-up and pack-up? This refers to the time required to set-up for your event. This may be on the day of the event or day(s) leading up to the event. The same applies for the event pack-up. 2 Contact details This section relates to the event organiser. STEPS 6 to 8 STEP 6 STEP 7 STEP 8 QUESTION AND COMMENTS Complete your contact details Please complete the range of questions relating to your contact details. If you have access to a facsimile, please identify if this is a home or work line by circling the appropriate H or W. Please ensure that you provide at least one contact telephone, facsimile or mobile number that will enable access to you during business hours. Personal information requested on the event application form will be managed under the Information Privacy Act What is your preferred method of contact? To assist the Events and Marketing Services Unit in liaising with you in a suitable and timely manner, please identify your preferred contact method during business hours telephone, facsimile, mobile or . Who will be the primary contact for organising the event? The primary contact will be the key contact for the City s Events and Marketing Services Unit. City of Greater Geelong 2005 Page 9

10 3 Event Type This section will assist you and the Events and Marketing Services Unit in determining the various permits or licenses required STEPS 9 to 16 STEP 9 STEP 10 STEP 11 STEP 12 STEP 13 STEP 14 STEP 15 STEP 16 QUESTION AND COMMENTS Is the entry to the event free or ticketed? Is the event enclosed or partially enclosed? Describe the enclosure. Free is defined as no admission charged for the entire event while ticketed refers to a fee paid to gain entry. Enclosed or partial enclosure refers to the erection of fencing, barricading areas for an event or having an area cordoned off by security. If your event is free and open to the general public and not enclosed in any form, you will not require an Occupancy Permit. If your event is ticketed or is partially or totally enclosed, you will require an Occupancy Permit. (Where an Occupancy Permit is not required but structures are being used, such as a grandstand, a Siting Approval will be required). An Occupancy Permit will cover MOST events held indoors in existing buildings. Occupancy Permits are obtained from the City s Building Services Unit, which can also advise you on what permits and approvals may be required for your event. How many people are expected, what is the target audience and how will people get to the event? Estimate the number of people who will attend and describe your target audience. This will assist you in planning for the appropriate services, such as toilets. Will structures be used? Describe the structures. Some structures and assets (depending on size) such as fences, marquees, tents, stages, generators and flooring, brought in specifically for the event, will require either an Occupancy Permit or a Siting Approval from Building Services. Will your event involve the use of tents for camping either by event organisers or those attending? If so, you will need to apply for a Camping Permit from the City s Environmental Health Unit and approval may also required from the City s Building Services Unit. Will any roads be closed and will footpath access be restricted? Road closure is defined as restricting vehicle access. Footpath access refers to the space allowed for pedestrian access on a thoroughfare. If road(s) and/or footpath access is not affected by your event, you will not need a traffic management plan. Will food be served or sold? Describe food services. If food is to be served or sold at your event, you will require a temporary food permit. This includes packaged foods such as chips and ice creams as well as unpackaged foods found at BBQs or buffets. Food permits are available from the City s Environmental Health Unit. Will alcohol be served or sold? If alcohol is to be consumed, served or sold at your event, you will require a temporary liquor licence or permit from the City s Local Laws Unit.. For alcohol to be sold during your event, you will need a liquor licence from Liquor Licensing Victoria. Will there be entertainment? Entertainment includes live and recorded music, dancing, theatrical acts and commentary. Noise at events should not exceed the Environment Protection Authorities (EPA) acceptable levels. Guidelines are available from the City s Environmental Health Unit. Further information on noise and the need to consider the impact of your event on the surrounding environment can be found in Section 2. City of Greater Geelong 2005 Page 10

11 4 Required services This section relates to services required All services requested for the event will be provided at the expense of the organiser and supplied where available. STEPS 17 to 25 STEP 17 STEP 18 STEP 19 STEP 20 STEP 21 STEP 22 STEP 23 STEP 24 STEP 25 QUESTION AND COMMENTS Hiring and availability of requested services The City of Greater Geelong or an approved City contractor can provide services such as waste management or lawn mowing at your event site for a fee. Will you require access to power for your event? Is there power available and will the supply be sufficient to cater for all your event electrical requirements? Do you need access to water for your event? A requirement at any event is access to water for drinking and general purposes. Recreational areas in the City of Greater Geelong usually have water facilities but this may not be sufficient for your event and additional supply may need to be sought. Will you require access to toilets for your event? Will you require toilets to be cleaned? Are there toilets in a close vicinity to your event site? If so, are there enough to cater to the needs of the numbers expected to attend your event? Additional toilets may be required and for larger events, they may require regular cleaning. For both there is a fee. Will you require waste receptacles for your event? Do you need waste to be collected? Depending on the nature and size of your event, you will need to consider the number of waste receptacles on-site to cater for demand, which will attract a fee. Do you require signage for your event? This could include: directing traffic, car-park advice, entry and exit points, where the toilets and water facilities are, open and closing times, as well as advising people prior to the event if an area is to be closed. Where signage is required on vehicle or pedestrian access paths, a certified traffic management provider must complete the traffic management requirements, subject to a fee. Do you require any reserved vehicle parking spaces for your event? If your event includes the arrival of VIP guests, a limited number of vehicle parking spaces may be able to be reserved for parking. This will be subject to a fee in most instances. Will you require barriers or traffic cones for your event? If you are staging an event where roads, parking bays or footpaths are closed or restricted, you will require traffic barriers or traffic cones and a traffic management plan. A certified traffic management provider must complete all traffic management requirements, which will incur a fee. If you have barriers or cones that meet Australian Standards, the contractor may be willing to use your infrastructure. Would you like the site prepared or the lawn mowed prior to your event? For events to be held on grassed areas such as a park, oval or reserve, you can request that the lawn be mowed prior to your event. The City has a mowing schedule, however, if your event falls outside the scheduled service, additional mowing can be requested, subject to a fee. City of Greater Geelong 2005 Page 11

12 5 Checklist You have now answered all the questions in your event application form. Have you collated the other documentation required for the City to approve your event? STEPS 26 to 32 STEP 26 STEP 27 STEP 28 QUESTION AND COMMENTS Have you obtained a Certificate of Currency for Public Liability Insurance? All event organisers are required to, at all times during their event, have a current Public Liability Policy of Insurance in respect of the activities conducted at the event, in the legal name of the event organiser providing coverage for an amount of at least $10 million. The Public Liability Policy shall cover all identified risks and be subject to conditions and exclusions as approved by the City of Greater Geelong and shall extend to cover the City in respect to claims for personal injury or property damage arising out of the negligence of the event organiser. Before a permit can be issued, the City must sight the Certificate of Currency and/or a copy of the insurance policy, which covers the period of setting up and dismantling the event. A Certificate of Currency (insurance) stating the level of cover, period of cover and exclusion clauses must be provided to the City as part of the Event Application. A Certificate of Currency can be obtained from your Public Liability Insurer or Insurance Broker upon request. A Principal Indemnity endorsement should form part of the Certificate of Currency of the policy with the interests of the Greater Geelong City Council as Principal is hereby noted. Have you completed an event Form of Indemnity? All event organisers are required to complete and sign the City of Greater Geelong s Form of Indemnity before an event permit will be issued. If you have any concerns about the effect of signing this form you should discuss this with your Insurer or Legal Adviser. A copy of the Form of Indemnity can be found in Section 5 Appendix of this Guide. Alternatively, the form can be downloaded: or contact the Events and Marketing Services Unit. Have you completed a preliminary site plan? Please provide a detailed sketch or a copy of a map identifying the proposed site for your event including the locations of structures and equipment to be used during your event as well as the location of planned activities. A step-by-step reference guide on creating a preliminary site plan can be found on page 14 of this Guide. A comprehensive site plan will be required as part of your event plan (Section 2). City of Greater Geelong 2005 Page 12

13 WHEN YOU ARE DONE Please return your completed Event Application Form with your: > Copy of a valid Certificate of Currency in the name of the event organiser, with the City of Greater Geelong noted as the principal for a minimum cover of $10 million > Signed and correctly completed Form of Indemnity > Preliminary Site plan To: The Events and Marketing Services Unit City of Greater Geelong, PO Box 104 Geelong VIC 3220 Facsimile: (03) events@geelongcity.vic.gov.au Processing your application You should allow a minimum of EIGHT weeks for your event application to be processed. Please ensure you allow this time. The City s Events and Marketing Services Unit will contact you and advise the next steps based on the information provided. WHAT ELSE YOU NEED TO KNOW After your application to stage an event has been lodged with the City, a project leader from within the Events and Marketing Services Unit will be assigned to be your event s single point of contact. The project leader will provide internal liaison services on your behalf. After assessing the complexity of your event, your Events and Marketing Services Unit project leader will advise you of other initiatives you will be required to fulfil such as a pre event briefing and post event debrief, presenting to the Events Multi Agency Working Group or the provision of Traffic Management Plans and Risk Assessment Plans. City of Greater Geelong 2005 Page 13

14 PREPARING A PRELIMINARY SITE PLAN A preliminary site plan will assist the City s Events and Marketing Services Unit identify the specific areas of land requested for your event. A more comprehensive and scaled site plan may be required, depending on the nature of your event, before approval is given. What is a preliminary site plan? A preliminary site plan is an image or map detailing all site elements for your event including the land area or floor-space to be used, where structures such as marquees, seating or fencing will most likely be located and where the proposed entry and exit points are. A site plan must detail any element, which may impact the location or surrounding location of your event. This will assist your Event Unit project leader in advising services, permits and communicating with potential contractors. Your site plan will also be used as a measurement to accept or reject your event application. For this reason, it is important that you take time to consider the details provided on your plan. How do I prepare a preliminary site plan?? Preparing my preliminary site plan The following steps will help you prepare an appropriate and initial site plan for your event STEPS 1 to 4 STEP 1 STEP 2 STEP 3 QUESTION AND COMMENTS Can you visually represent your event? The first step in creating a preliminary site plan is sketching or obtaining a map of the location of your event. Melways references can be used. If you choose to use an existing map, photocopy it and make the area of your event as large and clear as possible. Do you know where you want structures, equipment and activities? Identify the proposed site for your event by marking a boundary, then mark the possible location of structures, equipment and activities to be used on the site. Labelling your map You will need to clearly label all elements, structures, equipment and activities. What should my site plan look like? Please note that the City does not expect all event organisers to be able to produce professional level plans. Similarly, the City does not expect that you will know where all elements such as the location of structures, seating, toilets, power and water will go on your site plan. Your Events and Marketing Services Unit project leader will provide advice in this regard and will help you complete a comprehensive site plan after your event application has been approved. In the interim, however, the aim is to identify where you would like your event to occur, where you would like to erect structures and where any other known services may go. City of Greater Geelong 2005 Page 14

15 ADDITIONAL SERVICE COSTS The City can provide a number of services to event organisers, such as lawn mowing and waste management, subject to a fee. These services will be provided, if available, for the times and dates requested. Dependent on the nature of your event, it is important to consider the services that may be required and the costs associated to these services. Remember, not all services are available at all locations and costs do vary and are subject to change. Contact the City s Events and Marketing Services Unit for information and advice on where to go for services or for further information. YOUR EVENT APPLICATION CHECKLIST Use the following checklist to ensure you have met all the required steps before lodging your application form with the City of Greater Geelong. You MUST complete all steps before approval can be given for your event. These steps are in BOLD. CHECKLIST TICK THESE STEPS WHEN YOU HAVE COMPLETED EACH ONE Your completed Event Application Form A copy of your Certificate of Currency Have you obtained a copy of your Certificate of Currency for your Public Liability Insurance Policy with the City of Greater Geelong noted as an interested party? Your Form of Indemnity Have you completed/signed the City of Greater Geelong s Deed of Indemnity Form? A preliminary site plan for your event Have you prepared a preliminary site plan for your proposed event that visually represents your event requirements? Failure to complete the Event Application Form As an event organiser, if you do not provide all the necessary information and documentation required by the City s Events and Marketing Services Unit, you may find your event application is denied. In this case, your event application will be returned to you to address any steps that are outstanding. When all the steps in the application process are complete and your application has been resubmitted, the City will assess your application to organise an event. Completion of your Event Application Form Now you have completed your Event Application Form, the time has come to submit it for approval with the City and start preparing for the next and most important component of staging a successful event the planning. In Section 2 you ll find invaluable information on what to do when putting in place the foundations for a well managed and staged event. City of Greater Geelong 2005 Page 15

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17 SECTION 2 YOUR EVENT PLAN How to develop an appropriate Event Plan City of Greater Geelong 2005 Page 17

18 SECTION 2 YOUR EVENT PLAN BEFORE YOU BEGIN The City of Greater Geelong is committed to improving the planning and staging of events to protect the well being and interests of patrons and the general public, while enhancing the reputation of the region as the number one place in Australia to live. This commitment centres on providing you, as an event organiser, with a range of tools and services that will help you deliver safe, successful and enjoyable events with broad community benefit. A key element in staging any event is delivering an Event Plan that is practical, functional, and complies with all necessary permits, licences and guidelines. This section of the Guide provides a step-by-step approach for producing an Event Plan. Again, important points to note are highlighted in BOLD BLUE, SHADOWED FONT. What is an Event Plan? After applying for an Event Permit (Section 1), most events, especially larger scale or more complex events or those that will impact on access to public spaces, will require an Event Plan to appropriately and efficiently manage all event elements. An Event Plan is a document that covers every aspect of your event, from basic details through to traffic management, promotion and public safety. Section 2 of this Guide will help you develop your Event Plan. Your event may not require all steps in the Event Plan, but read on. The Guide is a really useful tool to ensure you ve covered all bases. As a minimum, all events staged within the Geelong region will require an Event Plan that includes: > a Risk Assessment > a comprehensive Site Plan > a Traffic Management Plan (if applicable to your event) > an Emergency Plan Additionally, for events that require the City to provide services that will incur a fee, a Credit Application Form will also be required. This is available from the Events section on the City s website: Why do I need an Event Plan? Your Event Plan is the primary resource detailing how all elements related to your event will be managed. The City may use your Event Plan (which could be provided to third parties such as Victoria Police, the Country Fire Authority, Rural Ambulance Victoria, State Emergency Services or VicRoads), to ensure you have considered all legal, organisational and safety requirements. City of Greater Geelong 2005 Page 18

19 Events Multi Agency Working Group In 2004, the City of Greater Geelong established a multi-agency group designed to provide a smoother and more efficient connection between event organisers and stakeholders in the community. The Events Multi Agency Working Group (EMAWG) will provide consistency and coordination between City departments, relevant authorities and official agencies, with the authority and responsibility to approve events and activities in the region. The agencies involved in EMAWG include: State Emergency Services (SES), Rural Ambulance Victoria, Workcover, Country Fire Authority (CFA) and Victoria Police. The group s key purpose is to work with you as an event organiser in ensuring all responsibilities are met in the planning, approval, and staging of a safe and successful event in the Geelong region. As an event organiser, you may be required to attend a meeting of EMAWG, at least ONE MONTH prior to your activity, to present key details relating to your event including traffic management, risk management, and marketing. The Events and Marketing Services Unit will advise you of the necessary process. Post event, you may also be required to provide a debrief presentation to EMAWG. This usually occurs within two months of the event being held. Submitting and processing your Event Plan Following the completion of your Event Plan, the City s Events and Marketing Services Unit will advise you of the next steps. Please return your completed Event Plan either in person to your Events and Marketing Services Unit project leader or send to: To: The Events and Marketing Services Unit, City of Greater Geelong, PO Box 104 Geelong Victoria, 3220 Facsimile: (03) events@geelongcity.vic.gov.au Please allow at least two months for the requirements identified in your Event Plan to be completed. City of Greater Geelong 2005 Page 19

20 GETTING STARTED - CREATING AN EVENT PLAN An effective Event Plan could mean the difference between your event succeeding or failing. Planning is an integral component that requires careful consideration and development. Use the following table to identify which components of the Event Plan will be required for your event. Your Events and Marketing Services Unit project leader will be able to provide advice and guidance in this regard. It should be noted that more is better than less in regards to the planning of your event. And the safety of your staff, patrons, the public and contractors should always be paramount. A step-by step guide to the components of your Event Plan CHECKLIST COMPONENT OF THE EVENT PLAN PAGE 1. People Planning Page 22 > Committees > Documentation checklist > Using volunteers > Key stakeholders 2. Site Planning choosing the right location for your event Page 24 > Booking the site > Managing neighbours > Site fees > Access for All > Asset reinstatement > Emergency Service access 3. Developing your Site Plan Page 26 > What is a Site Plan > Events near water > Checklist > Event on water 4. Traffic Management Planning Page 28 > What is a Traffic Management Plan > Car parking > Event accessibility > Pick up / drop off zones 5. Risk Management and Occupational Health and Safety Planning Page 31 > What is Risk Assessment > Identifying risks and hazards > Risk Assessment form > Checklist 6. Emergency Management Planning Page 33 > Emergency Management planning > First Aid > Emergency response planning > Fire / Fire-fighting equipment > Emergency medical planning > Fireworks > Emergency communications > Security > Safety Officers 7. Infrastructure and On-Site Facilities Management Page 37 > Waste Management > Water (services) > Waste Wise events > Weather protection > Toilets 8. Public Health and Safety Page 40 > Alcohol > Managing queues (for food) > Food sale and consumption > Infection control > Temporary food sales 9. Lighting and Power Management Page 42 > Access lighting > Temporary seating / grandstands > Temporary structures > Entries and exits > Stages and platforms > Gas cylinders (management) City of Greater Geelong 2005 Page 20

21 YOUR EVENT TIMELINE The first step to planning your event is to develop an event project timeline. This will identify key areas of responsibility from the outset and act as a checklist as you move forward with your planning. The following table should help you create a timeline: EVENT PHASE ACTION DATE Phase One STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 Phase Two STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 STEP 11 STEP 12 Phase Three STEP 1 STEP 2 STEP 3 Check the Events Calendar to see what other events are being staged at the time proposed for your event Establish an event organising committee and set the first meeting date Determine the type of event and proposed activities Complete the City of Greater Geelong s Event Application Form (as detailed in Section 1). Contact your public liability insurance provider or broker to request a Certificate of Currency for your Public Liability Insurance Policy Sign and return the City s Form of Indemnity Check with the City s Events and Marketing Services Unit and other relevant authorities to see what further needs may be required for your event Identify relevant permits and apply Develop Event Plan At a minimum, your Event Plan MUST include a Risk Assessment, comprehensive Site Plan and a Traffic Management Plan. Develop an Emergency Management Plan Submit your complete Event Plan to the City via your Events and Marketing Services Unit project leader Submit plan with permit applications if required Establish regular event organising meetings Develop a marketing and promotional campaign for your event Set training dates for event staff if needed Set pre-event briefing dates: > Event organising committee > Key stakeholders > Security > Event staff Set-up venue Conduct a final event site walk-though and on-site risk inspection Stage event Bump-out / clean up Set post event de-briefing and evaluation meeting Compile Evaluation Report Distribute to the City and key stakeholders City of Greater Geelong 2005 Page 21

22 1. PEOPLE PLANNING Committees Establishing a committee to assist in planning and staging your event is a great idea. Not only will it play a vital role in ensuring you reach your goals and a successful outcome is achieved, it s also a great way to cover all bases, share the workload and allocate key responsibilities. There are several important areas of event management that should be allocated to key members of your committee to look after. > Communications / Issue Management / Media > Marketing and Promotion > Develop Site Plan > Occupational Health & Safety / Risk Management > Finance > Permits > Food / Beverages / Amenities > Security > Insurance > Traffic Management / Emergency Management Use of volunteer support at your event or activity The use of volunteers to support the staging of an event is not only a great way to boost resources, spread the workload and increase participation, it s also a fantastic way to maximise community involvement. However, the use of volunteers may require coverage under the insurance policies obtained by you as the event organiser. If you are planning on engaging volunteers to organise or conduct your event, check with your insurance provider to see if they require coverage for personal accident, covering persons while they re engaged in any activity directly or indirectly associated with, or on behalf of, the event organiser / organisation. Some insurance providers will require volunteers to be registered with the event organiser to ensure they are covered by the public risk policy. For general information about the value of using volunteers at your event, contact the Geelong Volunteer Resource Centre on (03) or drop in at 87 McLarty Place, Geelong. More information can be found at or info@geelongvolunteer.org.au Volunteering Australia offers a manual titled Running the Risk? Go to: or Volunteering Victoria info@volunteeringvictoria.com.au to obtain your copy. Also see for more information. Keeping Track Organising an event not only requires detailed planning, it also needs organised administration to manage the paper trail. It s very important to make sure that paperwork relating to the staging of your event is well managed in the interests of accountability and transparency. The following checklist is a useful guide for key documentation: Event Documentation Checklist TICK THESE STEPS AS YOU COMPLETE EACH ONE Event Plan Stakeholder contacts Sponsorship letters Applications for licences / permits Correspondence Outward correspondence Site plan Marketing collateral/logos / artwork Contracts Register of Incidents & Action Taken Details of committee members Record of meetings Licences / Permits issued to you Emergency Management Plan Media releases Event program Press articles, TV coverage Certificate of Currency for Public Liability Insurance Tickets / ticketing info Accounts City of Greater Geelong 2005 Page 22

23 Key Stakeholders Key stakeholders are all the people and organisations that are involved in and / or have been / will be consulted in the planning of your event. Consultation is vital to the success of the event, (especially in event precincts where there is regular activity), as cooperation is more likely when people are well informed and involved. Keep a list of key stakeholders close by at all times, include a timeline as to when to make initial contact regarding your planned event and note any deadlines that may apply in relation to permits, licenses and agreements. Ways to be inclusive There are many ways that you can keep key stakeholders informed and involved in the successful planning and staging of your event. A series of planning meetings should be conducted well in advance of the event to allow time for both planned and unexpected changes that may occur as a result of consultation. This provides a way of ensuring accurate records of discussions, decisions and actions are maintained. To ensure efficient and well managed administration, the use of agendas and minutes should be considered. A briefing meeting should be conducted just prior to the event to clarify issues of emergency procedures, traffic management, communication, security, public health and safety, and access. A post event de-brief meeting should be conducted as part of your evaluation process and key stakeholders should be given a chance to provide feedback on their event experience, good or bad. City of Greater Geelong 2005 Page 23

24 2. SITE PLANNING Choosing the right Site for your event This section is aimed at assisting you in choosing the right site for your event, and to help you determine what issues may arise, especially in relation to risk and public safety. In the planning stage, it may be useful to check the following when considering potential event sites. > Access to power and services > Land subject to flooding > Bushfire potential > Proximity to water bodies > Extremes of temperature > Terrain (cliffs, gullies, reclaimed/unstable land, landfill) > High winds > Wildlife / fauna including insects and snakes > Infrastructure (eg. Powerlines, marquees or stands that could be brought down in a storm) These should only be used as a general guide. Completing the Risk Assessment for your event will determine and identify areas of risk and any potential emergency management issues. Be nice to the neighbours One of the best ways to ensure your event is successful, (and has longevity), is to have minimal impact on the neighbouring area of your chosen event site. To achieve this, there are several things to consider in your planning. > Noise whether from music, entertainment or crowds, consider the impact on the neighbouring environment, especially if your event is taking place nearby, or within, a residential area. You should always check with the City s Health and Local Laws Unit on acceptable noise levels under the EPA, or go direct to to find out more. > Bump-in and Bump-out carefully plan the installation and removal of infrastructure (such as marquees, staging and toilets) to ensure this is timed to have minimum impact on neighbouring residents, businesses and traffic. > Timing in the case of popular event locations such as Waterfront Geelong, it is very important that the area manager is supportive of your event to ensure that the approval process is smooth and trouble free. Advise the City s Events and Marketing Services Unit of your intention to stage an event at somewhere like the Waterfront at least eight weeks out. This will ensure all relevant issues and permits can be managed efficiently, and appropriate consideration can be given to stakeholders. Key event locations things to consider There are various popular event locations throughout the City of Greater Geelong that provide purpose built environments for the staging of events and activities. One of these is Waterfront Geelong, which hosts a large variety of events throughout the year. Using such a site, which is an easily accessible popular public open space and is high profile in terms of visibility and location, may produce several benefits. However, as for all potential event sites, there are issues to consider. Site Fees Like any venue, prime event spaces often attract a fee. In the case of open space venues such as Waterfront Geelong, people often assume the site comes free of cost. However, this is often not the case. Depending on the nature and scale of your planned event, the fee may differ, so event organisers are strongly advised to check with the responsible land / venue manager to determine if a fee is payable so that you can budget for a site fee in your planning and preparation. Asset reinstatement When using a public open space for your event, such as Waterfront Geelong, organisers need to be aware that on top of a site fee, you may also be required to cover the cost of site (or the community asset) reinstatement. Damage to the site (lawn, paving, footpaths, public art etc) through negligence will be recovered through the event organiser if they are deemed responsible. City of Greater Geelong 2005 Page 24

25 Access for All The Disability Discrimination Act 1992 (DDA) exists to provide uniform protection against unfavourable or unfair treatment of people with disabilities. Therefore, when a person with a disability wants to attend your planned activity or event, dignified and equitable access must be provided. Why good access is good business Did you know that more than 3.5 million Australians (or around 19 per cent) have some form of physical or intellectual disability? Improving access for people with disabilities to festivals and events can result in positive economic and social benefits to the general community. By providing Access for All at your event, you will be exposed to a broad participant base and also meet a number of legal and commercial objectives and responsibilities. It also makes sense because: > People with disabilities are an important participant base and compare in economic impact to the young singles, young couples with children and retiree markets > People with disabilities often participate in festivals and outdoor events with other people who in turn will choose to be involved in your activities > People with disabilities are loyal participants at festivals and outdoor events that cater for their needs > People with a variety of needs will benefit from improved access at your event like parents with prams or pushers, the elderly and those with a disability. Access Audits Australia has a How to Provide Better Access to Festivals and Outdoor Events guide on better access for people with disabilities at events, which includes information on: > Legal responsibilities > Toilets and facilities > Site issues > Staff training and awareness > General access issues The guide also includes an access checklist and a template to develop an Access Action Plan for your event or activity. For more information or to obtain a copy of the guide, contact Access Audits Australia on (03) , AAAaxs@bigpond.net.au or visit: The City also has available a guide to Communicating with People with Disabilities. For your copy, drop in at any City Customer Service Centre or call (03) Access for Emergency Services This is an integral part of planning for your event. Inadequate access for emergency services could produce disastrous consequences. In consultation with emergency service providers (Police, Fire, SES and Ambulance) you will need to provide the following: > A road network within the site (if needed) > Consider designating a dedicated access road to the site for emergency services and residents only > Detailed maps of the site and surrounding roads and access routes > Emergency Service Providers must be informed of any traffic alterations as part of your Traffic Management Plan > Ensure ground surfaces are compatible with vehicles (plan for the effect of heavy rain) > Larger responding vehicles need wider than normal gates for access > Official parking for attending health and emergency services personnel Other Site considerations The following site considerations should also be considered: > Services and utilities already available > Access for stakeholders and their vehicles > Shelter available / weather protection > Parking > Pedestrian access into / out of/at the site > Impact on local environment > Provision for disabled people / access City of Greater Geelong 2005 Page 25

26 3. DEVELOPING THE SITE PLAN Once you have settled on the location for your event, it s important you develop a comprehensive Site Plan as part of the planning process What is a Site Plan? A Site Plan is an image or map detailing all site elements for your event, including the land area or floor-space to be used, where structures such as marquees, seating or fencing will most likely be located, the placement of bins, toilets, power and lighting, and where the entry and where exit points are. Depending on the scale of your event, specialised event contractors will be able to assist you in developing your site plan should you require assistance. This can be a good idea, especially if the event is of a larger scale and complex in site infrastructure requirements. An Events and Marketing Services Unit project leader will be able to provide you with contact details if required. The Site Plan is a critical planning component, especially for emergency services providers in the lead up and on-site. A user-friendly version should also be posted at the event for use by those attending. Site Plan Checklist The following checklist will help determine what should be identified and included in your event Site Plan. TICK THE APPROPRIATE INCLUSIONS FOR YOUR SITE PLAN Drinking water sites Emergency access emergency vehicles Emergency egress routes -pedestrians Emergency operations centre Entertainment sites Entrance and exit points Event operations centre Fire extinguishers First Aid posts Food vendors / stalls Information centre Licensed liquor consumption areas Liquor outlets Lost kids / property Main power / water / gas control Media Non-alcohol areas Parking Pedestrian routes Picnic / quiet areas Public telephones Restricted areas Rubbish bins / skips Seating Security location Stage location Taxi & bus stops The surrounding area Toilets Vehicle access routes Water for fire trucks City of Greater Geelong 2005 Page 26