A G U I D E T O M A N A G I N G

A G U I D E T O M A N A G I N G I N T A S M A N M A N A G I N G C o m m u n i t y S e r v i c e s T a s m a n C o u n c i l

Event Application Form Tasman Council has a standard Event Application Form, which provides a concise assessment of an event s requirements and impact. This form can also be obtained in electronic form from Council s website via www.tasman.tas.gov.au. Please complete the form and return it to Council at least eight (8) weeks prior to your event, for large events (that is, events with 200 or more participants, or involving traffic management, or road closures), or at least four (4) weeks for smaller events. Once Council receives your Event Application Form you will be contacted by mail or phone to be informed of the extent of consultation required for your event. This process will take approximately two weeks. Additional information may be required at this stage. Council staff will arrange to meet with you, if required, to discuss aspects of your event. Please note this is an application for, but not a guarantee of, approval for your event. Your event should not be publicised prior to Council s decision on your application. Assessment of Your Event On the basis of information that you have provided, Tasman Council will assess whether more than one area of Council is involved in consideration of your event. Your event will then be considered by Council staff, which includes the following: Environmental Health Officer Works Supervisor Infrastructure & Services staff Building Services staff Community Services staff Should your event require input from external authorities this will be highlighted and you will be required to pursue the matter via contact with the relevant authorities. You may be required to modify your event depending on feedback. The following pages contain a guide to creating a Management Plan for a major event. Remember that this is a guide only and that the responsibility for a safe and successful event rests ultimately with the event holder. 2

1 BACKGROUND INFORMATION Carefully consider the following areas: Description of event. Event site (also entry and exit locations). Does the venue cater for people with limited mobility? Date of event does this clash with other major events? Number of people expected to attend. Workers involved (this includes volunteers, marshals and paid staff). Hours of operation. Costing of event. Where people can obtain tickets to the event (i.e. ticket office, internet). Target audience. 2 SITE MAP Will alcohol and food be sold at the event? Pass outs. Prepare a site map of the event or festival. Ensure all stakeholders have a copy of it. Council may be of assistance in providing a basic map of the area as a starting point - contact Council. 3 RISK MANAGEMENT Detail at least three areas in which the event is most at risk eg fire risk, drowning, traffic accident, etc. What other main threats are there to your event? In consultation with the relevant authorities draw up a response to these emergencies. Do you have public liability insurance? See Section 17. Is your property and equipment insured? Do you have a contact list of all stakeholders? Do you have an alternate venue in case of inclement weather? Does the location provide safe access for pedestrians? Does the location provide adequate shade? Are there any animals or insects that could pose a potential risk? Are there any exposed power lines that may provide a technical hazard? Are there any chemicals or potentially dangerous materials stored on the site or nearby? Is the area subject to high winds? Will marquees and stalls be safe? If you are having other people provide rides and attractions, have you checked to ensure they are qualified and licensed? If alcohol is going to be served, what steps have you taken to ensure it is not accessible to under-age event participants? Have you prepared for the effects of alcohol consumption, i.e. dehydration, medical concerns or crowd disturbances? Do you have designated alcohol free areas? Will sunscreen be available / provided at the event? Will it also be provided to staff? 3

4 EMERGENCY MANAGEMENT PLAN Aim of plan: To minimise threat to life and damage to property. Consider emergency access to site locate this on your site map. Consider roadways, ground surface, gates and parking. Communicate with relevant agencies to form strategies to keep this access free. Compile and distribute patron information to ensure participants are familiar with emergency procedures. What sort of information do you want patrons to know? Examples: Rules. Times of the event. Location of first aid station. Where the food, beverage, shower, toilet and parking facilities are located. Where to assemble in case of emergency. In case of emergency what is the stand-by emergency announcement? What site signage is required indicating water points, toilets, site office, first aid station, emergency assembly point? Consider a Communication Strategy. How will people communicate and what are the chains of command? Do you have access to two-way radios / phone lines / dedicated emergency lines / mobiles? 5 MEDICAL EMERGENCY Consider the location of the nearest medical centre, hospital and doctor in case of an emergency. Compile a list of key medical contacts names, phone numbers. How long will it take for medical assistance to reach the site? Staff and equipment Whose responsibility is it to coordinate assistance for a medical emergency? How many staff will you need? What can they deal with in the event of an emergency? Are they appropriately qualified? Where is the nearest telephone so that an ambulance can be called? Consider other forms of communication see Communication Strategy in Section 4 above. 6 FIRST AID Consider the location of a first aid station. Does this site have access to running water? Are the people manning the station qualified? What equipment is needed? How will the first aid equipment be safely and securely stored? Whose role is it to ensure the equipment is available and appropriate? Liaise with appropriate authorities about your requirements. For major events consider requesting St John Ambulance to provide first aid at your event. You can even complete this request on-line. 4

7 FIRE Develop an emergency plan in consultation with the Tasmania Fire Service. Is there likely to be a Total Fire Ban in place at the time of the event? Are BBQs, heaters and electrical items in good repair? Is the power supply to the event safe? Has everything been installed by suitably qualified technicians? Are gas cylinders secured correctly? Is the area subject to bushfire? Are hydrants or suitable water available in the event of a fire? Do you have access to fire extinguishers? Have they been checked / serviced recently? Are they in appropriate locations and adequately signposted? Develop some procedures in case of a fire. 8 SECURITY MANAGEMENT PLAN Aim of plan: To ensure event is managed as safely and securely as possible for its duration and that the personal safety and property interests of patrons and surrounding residents are protected at all times. Consider what security arrangements need to be made. Are barriers required? How many staff is needed for security? What are their roles and responsibilities? Where will these staff be located? What hours will they be available? What will their role be in the event of an emergency? How can you ensure money collected at your event is safe? How will you store it and bank it? Have you made arrangements for lost or stolen property or lost children? 9 TRAFFIC MANAGEMENT PLAN Aim of plan: To outline the strategy whereby the traffic associated with the event will be efficiently managed to reduce congestion on the main feeder roads surrounding the event site. Parking how will this be managed? What persons are involved? Is there a fee? How are patrons informed of parking options? Traffic control Are speed restrictions required? Will there be no standing zones? Are road closures necessary? Have the police been consulted? Have you informed Council of your requirements? Note: Council has to advertise major changes to traffic conditions and road closures in the public notice section of the newspaper. Therefore it is vital that you liaise closely with Council in regards to this. Your event is responsible for reimbursing Council for this advertising cost, which is always kept to a minimum. What sort of signage is required? When will this be installed and removed? What wording will the signs include? Are signs needed to inform public of changed traffic conditions? Have you obtained permission from Council to erect signs? Public transport What is available? Who provides this? When is it available? How can this be managed / incorporated? If unsure on any of these details please check with Council and/or the Police - public safety is paramount. 5

10 RESOURCES HOW TO HOLD A WASTE-WISE EVENT Aim of plan: To identify a strategy by which the waste associated with the event will be efficiently managed. A waste-wise event will aim to divert the maximum amount of material possible from being sent to landfill. Consider the different types of waste that will be generated. For example: patrons rubbish, sewerage, decorations, recyclables, cigarette butts, and wastewater. What measures can be taken to promote the minimisation of waste at the event? For example separate bins for tin cans, bottles etc. Consider the clean up how will this be implemented? Formulate a clean up plan. Consider what equipment and supplies you will need. Can extra bins be borrowed? o Council may be able to provide some additional bins; please request on your Event Application Form. o If your event is held over the weekend, your waste must be stored in a secure area until Council is able to collect it. Where will the waste go? How will the waste be safely transported? 11 STAFF MANAGEMENT PLAN Aim of plan: To outline the staffing arrangements that will be implemented at the event and more specifically, to establish a chain of command in regard to the delegation of tasks and responsibilities. General Who are the personnel staffing the event and what are their roles? Staff briefing What information will staff be given? Staff etiquette Are staff permitted to drink alcohol / smoke during event. What should they wear? Will staff require safety equipment? Will staff require protection from the sun and access to drinks? 12 NOISE MANAGEMENT PLAN Aim of plan: To minimise the affect of noise on neighbouring residents. What noise levels are expected? Are these levels appropriate given the location and time of the event? How can the noise levels be minimised? How can you best inform residents who may be affected? What protocols and procedures are in place for handling noise complaints? 6

13 PUBLIC HEALTH Is potable water available? Is food to be available/prepared/sold? Have you taken steps to ensure correct food handling procedures are followed? Consider the types of food you may wish to provide. Remember that events involving the sale or provision of food need a permit from Council s Environmental Health Officer. Consider where the food area is going to be located. Ensure food waste is dealt with in your waste management plan. Consider the location of drinking water points. Have you taken steps to stop the spread of infection, such as ensuring safe waste disposal for food waste and wastewater? 14 TOILETS AND SHOWERS Carefully consider the number of toilets you require. Where will you locate them? Or will you be using Council toilet facilities? Devise a cleaning and provisioning programme so that the supplies are restocked, and the toilets are inspected for safety and cleanliness regularly. Consider if the toilets are accessible to people with limited mobility and parents with small children/babies. 15 TEMPORARY STRUCTURES Detail all temporary structures for event. Some scaffolding, marquees, staging, or elevated seating may require Certificate of Approval and/or Occupancy Permit from Council s Building Department. The following temporary structures, which are not erected for more than 10 days at one time, do not require a Temporary Occupancy Permit: A booth, tent or gazebo with a maximum area of 20m 2, which (a) (b) (c) is open on at least one side when occupied; and does not contain an ignitable fuel source; and is at least 1.8m from a mobile food premises. A booth, tent or gazebo which is part of a group of temporary structures, provided that (a) (b) the area of the group does not exceed 80 m 2 ; and the group is at least 1.8m from any other temporary structure or mobile food premises. A booth, tent or gazebo with a maximum area of 10m 2, which (a) (b) (c) contains an ignitable fuel source; and which is open on at least one side when occupied; and is located at least 1.8m from any other booth, tent, building, structure or mobile food premises. 7

16 PERMITS Other permits that may be required include: Permit from land manager; Temporary Occupancy Permit; Environmental Health; Liquor Permit (Liquor Licensing Commission Department of Treasury and Finance); Police; Roads Department of Infrastructure, Energy and Resources (DIER); Crown Lands Department of Primary Industries and Water. 17 PUBLIC LIABILITY INSURANCE Public Liability Insurance must be held for a minimum of $10,000,000. copy of the current policy with your Event Application Form. Please attach a 18 AFTER THE EVENT Consider arranging a post event de-brief to discuss what went well and what problems were encountered. 8

You will need to create a site plan. Include a grid map of everything proposed for the site and ensure that all stakeholders are given a copy. Consider including the following: The Surrounding Area All Entrances and Exits Emergency Access Routes Paths used by Vehicles Paths for Pedestrians Only Parking Stage Location Seating Arrangements Entertainment Sites Temporary Structure Sites Security and Police Locations First Aid Posts Chill-Out Areas Lost Children / Property Drinking Water Sites Food Vendors / Stalls Liquor Outlets Approved Liquor Consumption Areas Non-Alcohol (Dry) Areas Toilet Facilities Communication Centre Fire Extinguishers Refuse Containers Public Telephones 9

TASMAN COUNCIL CONTACT NAME PHONE EMAIL Community Liaison Officer Environmental Health Officer Rachel Chesmer 6250 9204 rachel.chesmer@tasman.tas.gov.a u Owen Hunt 6250 9200 tasman@tasman.tas.gov.au Technical Services Chris Mole 6250 9200 tasman@tasman.tas.gov.au Building & Development Services Officer Melissa Geard 6250 9200 melissa.geard@tasman.tas.gov.au POLICE CONTACT NAME PHONE Tasman Police Station Constable Michael Balmer 6250 1010 AMBULANCE CONTACT NAME PHONE Tas Ambulance Superintendent of Communications 6230 8570 (weekdays) TASMAN GROUP VOLUNTEER FIRE BRIGADE PHONE EMAIL Gary Cooper 0408 993 327 garrycooper61@telstra.com LIQUOR PERMIT CONTACT NAME PHONE WEBSITE Licensing Officers General Enquiries 6336 2261 For more information or to print off the form for a liquor permit go to: www.treasury.tas.gov.au ROADS CONTACT NAME PHONE For State Owned Roads: Department of Infrastructure Energy and Resources General Enquiries 6233 8673 For Council Owned Roads: (or if you are unsure who owns the road) Discuss with Council. CROWN LAND CONTACT NAME PHONE DPIW Crown Land Services General Enquiries 6233 6413 10

THE FOLLOWING TABLE CAN BE USED AS A GUIDE FOR DETERMINING THE NUMBER OF TOILETS REQUIRED FOR YOUR EVENT TOILET FACILITIES FOR EVENTS WHERE ALCOHOL IS NOT AVAILABLE MALES FEMALES PATRONS WC URINALS HAND BASINS WC HAND BASINS < 500 1 2 2 6 2 < 1,000 2 4 4 9 4 < 2,000 4 8 6 12 6 < 3,000 6 15 10 18 10 < 5,000 8 25 17 30 17 TOILET FACILITIES FOR EVENTS WHERE ALCOHOL IS AVAILABLE MALES FEMALES PATRONS WC URINALS HAND BASINS WC HAND BASINS < 500 3 8 2 13 2 < 1,000 5 10 4 16 4 < 2,000 9 15 7 18 7 < 3,000 10 20 14 22 14 < 5,000 12 30 20 40 20 11

Please complete the form and return it to Council at least eight (8) weeks prior to your event, for large events (that is, events with 200 or more participants, or involving traffic management or road closures), or at least four (4) weeks for smaller events. Please ensure all items are completed, and all copies of documents required are included with this application. Return to: Tasman Council, 1713 Main Rd, Nubeena, TAS, 7184 or fax 6250 9220, or email tasman@tasman.tas.gov.au EVENT TITLE:. EVENT CATEGORY: Community (e.g. fair) Sporting Filming Food (e.g. Taste ) Commercial Other BRIEF DESCRIPTION OF EVENT:.. PURPOSE OF EVENT:.. ORGANISING BODY:. DATE(S): TIME(S): LOCATION / VENUE:........ PROPERTY OWNER: EST. NO. OF PARTICIPANTS: EST. NO. OF SPECTATORS:. 12

ORGANISER CONTACT DETAILS NAME: ADDRESS:...... HOME PHONE: BUSINESS PHONE: MOBILE PHONE: E-MAIL ADDRESS: I am the applicant for this Event Application, and have read the application. Name: Signature: Date: HAVE YOU CONTACTED ANY OF THE FOLLOWING AUTHORITIES REGARDING THIS EVENT? (Place a in the box if yes, leave blank if not appropriate) ROADS DEPT (DIER) CROWN LAND SERVICES (DPIW) ST JOHN AMBULANCE LOCAL POLICE FIRE BRIGADE LIQUOR LICENSING COMMISSION ARE THE ORGANISERS AN INCORPORATED ASSOCIATION? YES NO PUBLIC LIABILITY INSURANCE COVER FOR THE EVENT IS ESSENTIAL A copy of your current policy must be provided with this application. SITE PLAN A copy of your event site plan must be provided with this application. ROAD CLOSURES / TRAFFIC MANAGEMENT (Please state road name(s) and closure timeframe, eg. 10am 4pm, full or partial road closure) Please note advertising fees for road closures will be required to be reimbursed to Council by the event organiser. A copy of your Traffic Management Plan is required......... ROAD SAFETY EQUIPMENT:.... SITE PREPARATION: (If on Council Land, does the site require grass mowing, clearing etc.)........ 13

TOILET FACILITIES: (e.g. location and capacity/number......... SIGNS: (Event Organisers require Council permission to erect signs)........ LITTER COLLECTION AND DISPOSAL: (please refer to item 10 in the Event Guidelines)........ ARE YOU OR ANY OTHER ORGANISATION SELLING/PROVIDING FOOD? NO YES (Tasman Council Temporary Food Business registration may be required forms attached refer to Contact List for confirmation) ARE YOU SELLING ALCOHOL? NO YES (Copy of Liquor Permit required see Contact List) DETAILS OF THE FOLLOWING IF INCLUDED IN YOUR EVENT: TENTS, MARQUEES, FOOD VENDORS / STALLS, STAGES, OUTDOOR SEATING OR ANY OTHER TEMPORARY BUILDINGS / STRUCTURES....... IS A TEMPORARY OCCUPANCY PERMIT REQUIRED? (If you have a temporary structure as part of your application, you may need to apply for a Temporary Occupancy Permit. A temporary structure is erected for not more than 10 days at one time. Refer to the flowchart to determine if required; application form attached)... MECHANICAL RIDES TO BE ERECTED? (Copy of relevant certification required)... ACCESS TO POWER SUPPLY AND / OR FRESH WATER NEEDED? (Power not available at all sites).... MEDIA COVERAGE EXPECTED: (eg local newspaper, television etc)... PROMOTIONS / PUBLICITY:.... INCLUSION ON COUNCIL S WEBSITE: (As part of Council s service to the community Tasman Council has an events calendar on its website; would you like your event placed on it? Do you give permission to also include the event organiser contact details?)... RISK MANAGEMENT: (Copy of risk management plan to be provided)...... 14

Do you have any booths, tents, gazebos or other temporary structures as part of your application? Yes This is a guide only if in doubt, ask Council No (Exempt) Do you have a stage over one step high, or larger than 9m 2, have any lighting towers or canopy, or using the back of a truck as a stage? No (Exempt) Yes Is it a single structure? No Is it part of a group of structures less than 80m 2 in area? Is the group at least 1.8m from any other temporary structure of mobile food premises? No Yes Yes Is its maximum area less than 20m 2? Is it at least 1.8m from a mobile food premises? Is it open on at least one side when occupied? Is there an ignitable fuel source (for example, bbq or stove)? Yes Yes No No (Exempt) Does it contain an ignitable fuel source (for example, bbq or stove)? Yes No (Exempt) Is it less than 10m 2 and is it located at least 1.8m from any other booth, tent, building, structure or mobile food premises? Is it at least 1.8m from a mobile food premises? Yes Is it open on at least one side when occupied? (Exempt) No Temporary Occupancy Permit required. Complete and submit application. A Guide to Managing Community Events 15

Tasman Council 1713 Main Rd Nubeena, TAS, 7184 Telephone: (03) 6250 9200 Facsimile: (03) 6250 9220 Email: rachel.chesmer@tasman.tas.gov.au APPLICATION FOR TEMPORARY OCCUPANCY PERMIT Section 107 To: Tasman Council Council 1713 Main Rd Address Nubeena 7184 Suburb/postcode Form 5 Applicant / Owner details: Note: Only an owner or agent of the owner may make an application Owner: Address: Phone No: Fax No: Owner builder: Yes: (X if Applicable) Email address: Agent: Address: Phone No: Fax No: Note: Agents to be authorised in writing by the owner: Email address: Details of building or temporary structure: Address: (X applicable one) Temporary structure: Existing building: Existing use of building / Temporary structure details: Proposed use of building or temporary structure: Period for which temporary occupancy sought: From: To: Documents provided: Documents / information required by the General Manager (Certificates, plans, permits or other) - Document description: Prepared by: Owner / Agent: (Delete one not applicable) Name: [print] Signed Date A Guide to Managing Community Events 16

FOOD ACT 2003 SPECIAL APPLICATION FOR TEMPORARY FOOD STALL CHARITIES AND COMMUNITY ORGANISATIONS Event Information Name of Event:...... Location of Event:...... Name of Stall:.. (if appropriate) Date(s) of Event... Start Time... Stallholder Details Duration... Stallholder s Name:.... Stallholder s Address:.... Contact Details: Food Information Sale of Food (Phone).. (Mobile) (Fax)..... (Include a copy of menu if applicable) List all food / drinks to be sold at your outlet.......... Type of Food Outlet (please place in appropriate box) Open Trestle Table Food Van Tent / Covered Stall Other..... Food Storage Address where food will be stored prior to transport to Event..... Note: Potentially hazardous foods are those foods that support the growth of bacteria including food poisoning bacteria and include foods such as meat and meat products, seafood, chicken, milk and milk products, gravy, mayonnaise, custard and other similar type products. A Guide to Managing Community Events 17

Temperature Control Explain how potentially hazardous foods will be kept either cold (not more than 5C) or hot (not less than 60C) during transportation to the Event.......... Food Preparation Describe foods to be prepared (i.e. cooked, heated, mixed, cut, etc) on-site at the Event.... Food Preparation Are any foods to be prepared anywhere else other than at your food outlet? If yes please provide details.......... Temperature Control Explain how potentially hazardous foods will be kept either cold (not more than 5C) or hot (not less than 60C) during storage and sale at the Event............... Has any person working at the stall had any food handler training? Yes / No If Yes, please describe below and include evidence with this application:..... Prior to the event, do you intend to undertake any additional food handler training? Yes / No Please () tick appropriate box if you carry out any of the following food safety issues, if required: Temperature recording of Hot Foods Temperature recording of Cold Foods All staff wear protective clothing (ie hats, aprons, gloves) I agree to comply with all food safety requirements stipulated by the Event Organiser and Council s Environmental Health Officer. I agree to keep a copy of Council s temporary food business certificate of registration at my food outlet for the duration of the Event. Signature of Stallholder:.... Date:. Tasman Council 1713 Main Rd, Nubeena, 7184 Nubeena I Tasmania I Australia p 03 6250 9200 I f 03 6250 9220 www.tasman.tas.gov.au I rachel.chesmer@tasman.tas.gov.au A Guide to Managing Community Events 18

DETAILS OF STALL AND STALL HOLDERS Name and/or number of stall Name of stallholder or name of food business and proprietor Address of stallholder or food business (not the address for the location of the event) Cake Stall John Bloggs 15 Channel Highway, Kingston 7050 Contact details of stallholder/food business Phone: 6211 8240 Mobile: 0411 111 111 Fax: 6211 8211 Email: rc@tasman.tas.gov.au Types of food(s) to be sold Chocolate cakes without cream; carrot cake; lamingtons; slices Address where food will be prepared (please do not use a PO Box) Various people s homes (e.g cake stall for school fair) OR Registered Commercial Kitchen at Tasman Primary School, 12345 Main Rd, Nubeena OR No preparation necessary prior to event; will all be conducted onsite A Guide to Managing Community Events 19

Information Sheet for Applicants PROCEDURE FOR OBTAINING A TEMPORARY PLACE OF ASSEMBLY LICENCE The procedure for obtaining a place of assembly licence under the Public Health Act 1997 has changed following the introduction of the new Building Control legislation in 2004. If you are planning a public event that involves the use of existing buildings that are not currently licensed as places of assembly and/or any temporary structures then you must initially contact a Building Surveyor. The Building Surveyor is required to assess and issue a Certificate of Suitability for existing buildings or issue a Certificate of Likely Compliance (or a letter of exemption) for temporary structures. These documents from the Building Surveyor must be submitted to the Council before the issue of a Place of Assembly Licence will be considered. This information sheet contains the procedure for public events that involve the use of: (a) Existing Buildings (b) New Temporary Structures (c) No Buildings or Structures Please note that New Temporary Structures includes tents, stages, gantries, tiered seating, video screens and similar temporary structures. A Guide to Managing Community Events 20

Procedure For (a) Existing Buildings Step 1 is not relevant. Proceed directly to Step 2. For (b) New Temporary Structures Step 1 applies to tented structures only. For other new temporary structures proceed directly to Step 2. For (c) No Buildings or Structures Proceed directly to Step 3. Step 1 Applies to Tents only A Building Surveyor needs to determine whether any proposed tent(s) to be used at the public event is/are exempt from requiring a Temporary Occupancy Permit under the building legislation. This also includes food tents. If you are advised by the Building Surveyor that the tent(s) is not/are not exempt from requiring a temporary occupancy permit then proceed directly to Step 2. However if you are advised in writing by the Building Surveyor that the tent(s) is/are exempt from requiring a temporary occupancy permit then proceed directly to Step 4. Step 2 Building Surveyor Documentation A Building Surveyor needs to assess any existing structure proposed to be used for a public event and issue a Certificate of Suitability. Similarly the Building Surveyor must assess any new temporary structure proposed to be used for an event and issue a Certificate of Likely Compliance. Other documentation that must be provided in relation to a public event includes - A detailed site plan of the event, A fire evacuation plan (endorsed by Tas Fire Service) for events catering for more than 200 patrons within a building or temporary structure at any one time. Details of sanitary facilities provided. When all of these documents have been issued the applicant must then complete these application forms: 1. Application For Temporary Occupancy Permit; and 2. Tasman Council Application for a Place of Assembly Specific Event Licence. Now proceed to Step 4. A Guide to Managing Community Events 21

Step 3 No Buildings or Temporary Structures If the proposed public event does not involve the use of any existing buildings or erection of any new temporary structures the applicant need only complete the attached application form: 1. Tasman Council Application for a Place of Assembly Specific Event Licence. Other documentation that must be provided in relation to a public event includes - A detailed site plan of the event, and Details of public toilet facilities to be provided at events longer than 3 hours in duration. Council s contains the ratio of toilet facilities which will be required for an event. Toilets must be located within 50 metres of the event. Now proceed to Step 4. Step 4 Submission to Council All the necessary documentation relating to the proposed public event should be forwarded to the Council at the earliest opportunity. Council s Building Department shall assess all the documentation submitted and determine whether a Temporary Occupancy Permit can be issued for the event under the building legislation. Council s Environmental Health Officer shall then assess the application for the issue of a Place of Assembly Licence (Specific Event). A Place of Assembly Licence for a public event can be issued with or without any conditions. The public event should not proceed unless a Place of Assembly Licence has been issued by Council. Substantial fines may be imposed and/or the event may be closed with assistance from Tasmania Police. Queries. If you have any queries please contact Council s Community Liaison Officer for assistance 03 6250 9200 Tasman Council 1713 Main Rd, Nubeena, 7184 Nubeena I Tasmania I Australia p 03 6250 9200 I f 03 6250 9220 www.tasman.tas.gov.au I rachel.chesmer@tasman.tas.gov.au A Guide to Managing Community Events 22

PLACE OF ASSEMBLY Application for a Place of Assembly Specific Event Licence Public Health Act 1997 Sections 76 & 81 Event Details Name of event.... Date.. Time...... Location of event.... Address... Postcode... Postal address for correspondence..... Postcode....... Emergency contact..... Telephone. Primary reason for event.... Anticipated maximum number of persons attending at peak occupancy.. Number of toilets provided WHB. Male WC s Urinals Female WC s. WHB.. Other licences issued to the event........ Applicant Details Name of applicant.. Postal address. Postcode Telephone.... Mobile.. Facsimile. Email.... Fee and Signature Application fee: N/A Signature of applicant Date.... PLEASE LODGE YOUR COMPLETED FORM AT Tasman Council 1713 Main Rd, Nubeena, 7184 Nubeena I Tasmania I Australia p 03 6250 9200 I f 03 6250 9220 www.tasman.tas.gov.au I rachel.chesmer@tasman.tas.gov.au A Guide to Managing Community Events 23