Town of Gawler Event Application Form 2016 Event Application Form 2016
Event Application Form 1 Applicant Details If more than one organisation is involved in the management of this event please request an additional form for applicant details Organisation: Description of Organisation Address: Contact person & Title: Contact Details: (Home) (Work) (Mobile) (Fax) (Event) (Email) 2 Event Details Event Name: Event Date(s) No of days to Bump In: Date(s): & Time No of days to Bump Out: Date(s): & Time Event Times: (Start) (Finish) Proposed Location: Event Type: Attendance profile & expected numbers at event: SHARED USE / LEASE HOLDERS - OFFICE USE ONLY Organisation: Notified on: : Organisation: Notified on: : Organisation: Notified on: : OFFICE USE ONLY Site Available Booking recorded in Public Folders Date Booked: int Town of Gawler Event Application Form - Updated February 2016 Page 1
3 Will your event include amplified music or speeches? If yes, please provide details including what will be amplified, volume and times. * The general inspector will arrange a pre-event inspection to advise volume levels of amplification. 4 Will food be served at your event? If yes, each stall and/or organisation providing food must supply their Food Business Notification Number for approval to be given. * Please provide general details and complete the following table. Type of food Facilities required/utilised Supplier/caterer Contact details Name Address Phone Type of food Facilities required/utilised Supplier/caterer Contact details Name Address Phone Type of food Facilities required/utilised Supplier/caterer Contact details Name Address Phone Type of food Facilities required/utilised Supplier/caterer Contact details Name Address Phone Town of Gawler Event Application Form - Updated February 2016 Page 2
5 Will alcohol be served/consumed at your event? (liquor licence req d) If yes, a liquor licence will be required. * Please note: Council require a minimum of 6 weeks notice. Written notification is to be forwarded to the planning department. I/we have applied for a liquor licence. Date expected for approval: Liquor licence approved. Pease provide copy. 6 Will your event require road closures? If yes, please provide details of road(s) to be closed, times and dates, congregation and disbursement areas for people, floats and estimated number of people and floats attending. 7 Will you be supplying additional toilets for your event? If yes, you will need to comply with the Outdoors Event Guidelines specified by Workplace Services. Copies of these guidelines are available by request to Workplace Services. If the event has an approved liquor licence, additional toilet requirement as stated in the licence must be complied with. 8 Have you organised waste management? If no, please give details as to why waste management is not required. * Please note: Council does not provide waste management. Suggested alternate resources: SITA, VEOLIA or KESAB. Town of Gawler Event Application Form - Updated February 2016 Page 3
9 Will First Aid be available at your event? If no, please give details as to why First Aid is not needed at your event. * Please note: most events will require a First Aid presence. 10 Will your event include animals? If yes, please provide details regarding type of animals, purpose, management, containment, waste disposal and control. * The General Inspector and the Environmental Health Officer will arrange pre-event inspections. 11 Will your event include any fireworks or other pyrotechnics? If yes, please include details of the licenced technician approved by Workplace Services to carry out a fireworks display. * You will need to provide a copy of the technicians pyrotechnics licence that conforms with the 2001 regulations and conditions of the Australian Explosives Act 1936 and an approved Workplace Services application to have a fireworks display. Technician: Company: Tel: Mobile: 12 Will you have qualified security personnel in attendance at your event? Please give details as to why security personnel are not required or of the security personnel arrangements. Town of Gawler Event Application Form - Updated February 2016 Page 4
13 Will your event include temporary structures such as portable stages, marquees, amusements rides or other constructions? If yes, please provide details including dimensions, structural details etc. For amusement rides accreditation is required. It is the responsibility of the event organiser to ensure compliance of accreditation serial numbers on both the accreditation paperwork and the amusement ride being used at the event. It is required by the Town of Gawler that Workplace Services be notified about events using temporary structures. * A pre-event site inspection will be arranged with a staff member from Parks & Gardens to identify all underground services. Please note if development approval is required assessment for both Planning and Building may take up to 16 weeks 14 Will your event require temporary signage? By Laws apply to temporary signage for events. Please refer to page 13 of the Event Resource Kit regarding banner specifications and hanging locations. * Signage on private land requires development approval (minimum 8 weeks notice required). 15 Will you be using volunteers at your event? If yes, please provide details of volunteer roles, insurance, management, procedures, training, induction and compliance with the Volunteer Protection Act SA 2001 16 Will you be having activities for children or providing crèche facilities? If yes, please provide evidence that staff and / or volunteers involved in these activities/facilities have undergone the necessary accreditation and police checks Town of Gawler Event Application Form - Updated February 2016 Page 5
SPECIAL CONDITIONS MUST BE ATTACHED FOR QUESTIONS 17 & 18 17 Activities contained within the Town of Gawler By-Laws applicable to Event Camping Trading Moveable Signs Posting of Bills Donations Entertainers Amplification Overhanging Displays Preaching Animals Fireworks Other 18 Activities contained within the Town of Gawler Policies applicable to Event Public Consultation Banners over Roadways Liquor Booths Parklands - Approval of Use Other 19 Legislation Compliance Relevant to Event Disability Discrimination Act Cwth (1992) Volunteer Protection Act SA (2001) Explosives Act SA (1936) Food Act SA (2001) Public and Environmental Health Act SA (1987) Local Government Act SA (1999) s.221 - Structures to be erected on roads s.222 - Business permit s.223 - Public consultation policy s.224 - Special conditions, activities on a road 20 Regulations and Standards Compliance - Authority Notification: Occupational Health, Safety and Welfare Notified / / (Dept. of Workplace Services) Method of notification fax Due: / / Other Notified / / Method of notification Town of Gawler Event Application Form - Updated February 2016 Page 6
21 Attachments Required by Council for Event Approval: Certificate of currency - Public Liability Due / / For Event Organiser(s) All other third parties involved Evidence of legal status Due / / Risk Assessment Due / / (see overleaf) Emergency Response Plan Due / / (see overleaf) Event Management Plan (inc. site plan) Due / / (see overleaf) Liquor Licence Due / / Emergency Services Notification Due / / Amusement Ride Accreditation Due / / Staff/Volunteer Checks Due / / Children s activities/facilities Pyrotechnic Licence Due / / Fireworks Display Approval Due / / (Workplace Services) Road Closure Approval Report Received Council Police Minutes Received 22 Attachments Required by Council for Event Approval - Miscellaneous: Due / / Due / / 23 All other parties involved in the event to provide an appropriate Certificate of Currency for Public Liability to be retained by the Event Manager. This will be a special condition of the Event Permit: Agreed By (name) Date: / / Signed: Due: / / Town of Gawler Event Application Form - Updated February 2016 Page 7
Risk Assessment, Emergency Response Plan & Event Management Plan For your event to be approved you will be required to supply copies of your risk assessment, emergency response plan and event management plan. Please refer to the Event Resource kit and Event Management Plan Checklist for further information regarding these documents. I,, acknowledge the Event Application Form submitted is subject to the consideration and approval of authorised Officers of the Town of Gawler. I authorise for the information contained in the event application form and attached to the event application form to be circulated and reviewed by Town of Gawler Officers and their advisers. I acknowledge that this Event Application From and the Event Resource Kit must be read concurrently. Information contained in the Event Resource Kit must be considered and actioned where necessary. I acknowledge that it is the responsibility of the Event Organiser to ensure that the event meets all necessary by-law, policy, standards and legislative requirements. I am aware that the Event Application will be considered in accordance with the information provided on this application form, event management plan and the relevant attached documents and will not be valid until appropriate public liability insurance cover has been confirmed. Any undisclosed alterations to the said event or noncompliance with the general and special conditions of the permit, once issued, may result in the permit being revoked pursuant to section 255 of the Local Government Act SA (1999). I have received a copy of the Event Resource Kit and Event Application Form. Applicant: Signed: Date: Council Officer: Signed: Date: LGAMLS Officer: Signed: Date: Town of Gawler Event Application Form - Updated February 2016 Page 8
Event Management Plan Details Event Name: Event Date(s): Event Organiser: Location: 1 Please tell us about the organisations involved in your event Name of Organisation Contact Person Key Roles in Event Responsibilities Town of Gawler Event Application Form - Updated February 2016 Page 9
2 Please identify the risks of your event and tell us what measures you are taking to reduce the risks and how you will respond to any of the risks you have identified if they occur. Risk How the risk is being reduced Response to the risk occurring Town of Gawler Event Application Form - Updated February 2016 Page 10
3 Please outline how your event will be controlled. 4 Please provide details of the set up and pack up schedule for your event. Set Up Time Set up details (what is arriving etc.) Pack Up Time Pack up details (what is being removed etc.) Town of Gawler Event Application Form - Updated February 2016 Page 11
5 Who is your Event Safety Officer. How will your Event Safety Officer monitor and review the safety of your event? 6 What are the communication arrangements for your event? Town of Gawler Event Application Form - Updated February 2016 Page 12
7 What are the communications protocols for your event. 8 If you are required to notify the community about your event occurring how do you plan to do this? Town of Gawler Event Application Form - Updated February 2016 Page 13