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A community resource guide to festivals and ... - Moreland City Council

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					                                         Moreland City Council
                                       Event Requirements Guide


Introduction
This kit has been created to assist event and festival organisers within
Moreland and provides guidance for complying with Council regulations and
other legislative requirements. An event or festival is defined as any social
activity or gathering. For the purposes of this guide both are referred to as an
‘event’.

Process
One of the first tasks that must be completed by the event organiser is to
advise Council of the event, especially if it is to be held on Council land or
property. Council will advise you as to what permits are required and what
conditions may apply. If appropriate, Council will issue an Events Permit
once all permit requirements have been met by the event organiser. Please
note that all events requiring a permit must submit an Events Permit
Application a minimum of two months before the event date.

        Event Permits
        Insurance
        Noise
        First Aid
        Security/Crowd Control
        Volunteers
        Sustainable Event Practice and Waste Management
        Notifying Residents
        Toilets
        Electrical Installations
        Risk Management Planning for Events and Festivals
        Emergency Management Plan
        Post Event Evaluation

Appendices

Appendix 1         Event Permit Application Form
Appendix 2         Non-Permit Event Registration Form
Appendix 3         Temporary Food Premises Permit
Appendix 4         Event Sustainability Checklist
Appendix 5         Waste Management Plan
Appendix 6         Risk Register Template
Appendix 8         Safe Work Method Statement
Appendix 9         Site Safety Induction Checklist
Appendix 10        Event/Festival Audit Checklist
Appendix 11        Emergency Management Plan Template
Appendix 12        Post Event Evaluation Form




Developed – Version 1 10th July 2009
Do you need an Event Permit?

Do you require:
       On site vehicle access
       On site infrastructure e.g. marquees, temporary stages,
       Amusement rides or animal farms
       Access to on site power
       Access to on site water
       Playing of amplified music or sound
       Priority access to an area of a park/reserve
       Closure of street or road

If you have answered YES to any of the above, you will be required to obtain
an Event Permit from Council. Please complete the Event Permit Application
Form (Appendix 1), and send to the address below.

If you answered NO to all of the above, you do not require an event permit,
however we ask you to register your event with us to avoid conflicting with
other events. Please complete the Non-Permit Registration Form (Appendix
2).

Post:         Cultural Events Officer
              Arts & Culture Department
              Moreland City Council
              Locked Bag 10
              MORELAND VIC 3058

Email:        communityevents@moreland.vic.gov.au

Other Permits you may require
In addition to Moreland Council’s Events Permit, you may require several
other permits depending on the activities at your event.

Temporary Food Premises Permit
Anyone who will be selling any type of food or drinks must complete a
Temporary Food Premises Permit (Appendix 3) and return this application to
Council at least 3 weeks prior to the event. Each vendor must obtain a
separate Temporary Food Premise Permit. For example, if you have 3 food
stalls at your event, each food stall vendor will require their own Temporary
Food Premise Permit.

Apart from submitting the Temporary Food Premises permit you are also
required to attach information from the Food Safety Program and a Gas
Safety Checklist. Further details are given in the Temporary Food Permit
application form.
If you intend on having more than one food vendor at your event we request
that you collect all relevant forms and submit them at the same time for
processing.

For further assistance please contact the Cultural Events Officer who will
provide support through Councils Environmental Health Department.

Liquor Licensing

If you intend to sell alcohol at your event or serve free alcohol at an event
subject to admission fees, you must obtain a Temporary Liquor License from
Liquor Licensing Victoria (LLV). LLV require one month’s notice for most
events although larger events may take up to two months if LLV need to
obtain reports from the Police or Council. Liquor License fees apply and are
charged by LLV. There may be special conditions placed on the ‘Limited
License’, e.g. no alcohol may be served in glass. It is permissible for alcohol
to be consumed as a social component of the event, but this is limited to
personal use. Sponsored giveaways and other such activities may require a
Liquor License to be obtained. Please refer to the LLV website for conditions
or ring the general enquiries line below.

Details and application forms can be obtained from: General Liquor
Licensing Enquiries Line: 1300 65 03 67
Website: www.consumer.vic.gov.au

Approval for Road Closures

Moreland City Council and/or VicRoads and the Police must grant approval
for road closures. To gain Council approval, please ensure that the
appropriate section is filled out in the Application Form.


Parking / Traffic Management

You must submit a traffic management plan with your Event Permit
Application.

Permits for advertising

Written request for erection of signage e.g. real estate boards, signage on
public land must be addressed to:

Manager of Open Space
Moreland City Council
Locked Bag 10
MORELAND VIC 3058

Promotional signage must not be erected more than 3 weeks prior to event
date and must be removed within one week of the event.
Fireworks
Ensure that any contractor you have hired holds a current WorkSafe permit
and liability insurance cover. The pyrotechnics contractor that you engage is
responsible for completing a ‘Notification of Intention to Discharge
Fireworks’. This is a WorkSafe Victoria form and requires that notification is
sent to:
      Victorian WorkCover Authority
      Metropolitan Fire Brigade
      Moreland City Council – Local Laws
      Retain a copy for inspection

We recommend that the contractor you engage be a member of the
Australian Pyrotechnics Association or the Pyrotechnics Industry Association
of Australia.

Australian Performing Rights Association (APRA) Permits
Entertainers at any event performing songs that are not their own original
composition must obtain a permit from APRA prior to the event. Local,
Victoria contact details are provided below. An ‘events - online registration’
form is available through the APRA website: www.apra-amcos.com.au

Australian Performing Rights Association (APRA)
3-5 Sanders Place
RICHMOND VIC 3121
Phone (03) 9426 5200

Phonographic Performance Company of Australia (PPCA) Licenses.
Events, which have any protected pre recorded music or music videos
broadcast, are required to have a PPCA license or a licence from each
relevant individual copyright owner. This license may be required in addition
to an APRA license. For further information about these requirements you
can visit the PPCA website: www.ppca.com.au/default.htm Downloadable
and online forms are available to facilitate the license application process.

Phonographic Performance Company of Australia Ltd
ACN 000 680 704

PO Box Q20
Queen Victoria Building
NSW 1230

General Enquiries
Phone (02) 8569 1100
Fax (02) 8569 1183
ppca.mail@ppca.com.au

Insurance

Every event must have appropriate Public Liability Insurance to ensure that
organising committees and its individuals are financially protected and there
is protection against loss should an incident occur.
A Certificate of Currency for Public Liability insurance of not less than
$10million is therefore to be submitted to Moreland City Council along with
your application. Approval of your event will not commence until
evidence of your cover is received.

The Certificate of Currency must outline:
      The name of the Insurer
      The limit of the indemnity (not less than $10m or not less than $20m if
rides or amusements to be present)
      Policy must be current and be current at the time of the event
      The Policy must indicate that Moreland City Council is noted as an
Interested Party (Principals Indemnity Endorsement)
      The Business Activity shown on the Certificate of Currency must be
appropriate for the organiser’s function e.g. organising and running a
community festival.

Event organisers are advised that if ride and amusement contractors are
engaged they must provide the event organiser with a copy of their
Certificate of Currency for Public Liability insurance for not less than $20
million.

More information on this scheme can be found by visiting the website on
www.communityinsurance.com.au or by contacting them on 9860 3470 or
9860 3434.


Remember – unless you have Public Liability Insurance, you are unable to
run your event.
Noise

Events often create noise levels much higher than normal due to music
amplifiers, generators and crowds amongst other contributing factors. It is
important to minimise disruption to local and surrounding residents and
businesses by monitoring the level of noise produced by the event.

Times restrictions for event operations:
Monday to Thursday: before 7.00 am and after 10.00 pm.
Friday: before 7.00 am and after 11.00 pm.
Saturday and public holidays: before 9.00 am and after 11.00 pm.
Sunday: before 9.00 am and after 10.00 pm.

In line with EPA legislation, amplified music or loud noise (including noise
associated with activities, rides and human voices) cannot be projected in an
open area to the public before 12 noon and after 11 pm, or after 10 pm for
activities which last for more than five hours on Friday and Saturday and
after 9 pm Sunday to Thursday.

Sound levels must not exceed 65dB(A), this can be checked with your sound
technician.

Where it is anticipated that noise levels may exceed these levels, your event
permit may specify that noise levels are detailed in advance and that an
independent Acoustic Engineer monitors levels on the day of the event.

Further information is also available on the Environmental Protection
Authority (EPA) website:
www.epa.vic.gov.au/about_us/legislation/noise.asp#sepp_noise_public


First Aid

The provision of first aid facilities is essential to any event.
First aid facilities must be easily identified by patrons and adequately
equipped.

The number of First Aid posts/stations required depends on the size of the
event.

First Aid personnel should be trained to a Level 2 competency as a
minimum. It is also recommended that portable first aid kits be available for
use by the trained personnel.

The table below can be used as a general guide to the number of First Aid
personnel and First Aid stations required. This may depend however on
several other factors including the nature of the event, site layout and other
factors including the presence of alcohol, amusement rides etc.
No of Patrons               First Aide                   First Aid Posts
                            Personnel
Up to 500                            1                            1
500 to 1000                          2                            1
1000 to 2000                         3                            1
2000 to 5000                        4-6                           2
5000 to 10000                      6-10                           2
10,000 and over                    10 +                          2+

Security / Crowd Control

Regulations
Private Security ACT 2004
Private Security Regulations 2005

Private Security Business License
A Private Security Business License is required for persons wishing to
provide the services of other persons to operate in any of the following
activities:

      security guard
      crowd controller
      investigator
      bodyguard.

The Private Security Business License must include Crowd Control as one of
the Activities performed by the company. The best way to ensure that the
company is properly licensed to carry out Crowd Control duties is to request
a Copy of the Private Business Security License, prior to engaging their
services.

Crowd Controllers at venues and events maybe engaged to carry out the
following duties:

      controlling entry into venues or events
      monitoring and communicating on crowd and individual behavior,
including underage drinking or drug use.
      dealing with potentially aggressive, abusive or violent behavior
      verbally or physically managing aggressive, abusive or violent
behavior
      administering and coordinating ‘first response’ first aid or critical care;
or
      coordinating emergency evacuation of a venue or event.
      Induction, Security and safety inspection of site (Risk Management
Officer)
      Liaise with emergency services
Requirements at venue:

      Crowd Control/Incident Register correctly filled in on premises
      Crowd Controllers must wear identifying number.
      Security Guard license alone does not allow a person to operate as a
Crowd Controller.
      Number of Crowd Controllers required for an event is as follows:
      2 Crowd Controllers for the first 100 patrons and 1 Crowd Controller
for every further 100 or part thereof.
      This is the recommended legal requirement. High-risk events will
require extra security, depending on the level of the risk, which should only
be calculated by an experienced and qualified risk management officer.

Crowd Controllers Public Liability Insurance.

Please note that unless Crowd Control is specifically stated in the Certificate
of Currency the security company may not be insured under their Public
Liability Insurance cover for ‘Crowd Control’. Once again the best way to
ensure that they are covered for Crowd Control is to request a copy of the
Certificate.

Volunteers

The Event Organiser is responsible for all volunteers during an event.

It is important that your volunteers are provided with any appropriate pre-
event training including:

        Clarifying roles and responsibilities
        Explaining emergency and security procedures including site layouts
        Advising of communication methods
        Instruction regarding incident notification, first aid requirements, staff
facilities etc.

It is also important to document the training provided. This documentation
should include the trainers name, trainees name, date and topics covered. A
trainer could be someone from the organising committee that will coordinate
the volunteers; it does not have to be a paid professional. This would be the
person that should also develop a ‘Volunteer Management Plan’.
Prepare a Volunteer Management Plan (extract from our
community.com.au)

Your partnership's volunteer coordinator is likely to be responsible for laying
out some ground rules for volunteering in the partnership. Those rules will
form the basis of a volunteer management plan.

Among the aspects that could be included in that plan are:

      Volunteer roles.
      Possible volunteer numbers, as well as numbers needed on the day to
complete certain tasks.
      Resource needs, be they uniforms, accreditation, training and
orientation, transport, tools and food and drink.
      Policies or guidelines on:
      Volunteer behaviour.
      Volunteer responsibilities and rights.
       Other items, which could include health and safety issues, training
issues, responsibilities, grievance process and dispute resolution,
emergency procedures, etc.

‘Our Community’ website – www.ourcommunity.com.au where a specific help
sheet concerning managing volunteers is provided.

Further information regarding management of volunteers can be found on
the ‘Volunteering Victoria’ website – www.volunteeringvictoria.com.au
Sustainable Event Practice

Sustainable Event Practice in very simple terms means you minimise or
eliminate any adverse or harmful effects on people or the environment, which
may result due to the actions and activities, planned for the event.

Council is committed to being sustainable and this includes events hosted
within the municipality. Council will aim to provide resources and support to
assist you organise a successful event with consideration to the event’s
sustainability both environmental and social. You can view the Council’s
Event Sustainability Checklist (Appendix 4) to assist your planning.
Remember, you do not have to do everything on the checklist; it is there to
act as a guide to help you on the path.

For additional online information about the latest sustainable event practices or to
find products and services locally, visit the Sustainable Events Planner website:
www.slf.org.au/eventsplanner or contact the Council’s Events Team.

Waste Management

Moreland City Council values waste and litter reduction. Waste management
at events exists to ensure the safety and well-being of patrons and to protect
the environment in which the event takes place. It is also essential to
ensuring the future viability of the event. Waste reduction at events takes a
further step towards reducing the overall environmental impact of the event,
by considering what materials are brought in, sold or given away during the
event. This increases the recovery of recyclable materials used at the event
and reduces waste to landfill.

Event organisers are responsible for ensuring that the following waste
reduction practices are undertaken at the event:

      Both rubbish and recycling bins are provided to patrons and vendors;
      Attempts are made to prevent litter and reduce waste;
      All waste is to be contained inside bins or skips.

Please note that failure to effectively manage waste at events could result in
the forfeiture of bond or discontinuance of future events.

It is necessary for event organisers to develop a waste and litter
management plan. The aim of the plan is to prevent build-up of waste on-site
and to provide for the efficient and safe removal of waste and litter.
Instructions on safe handling methods and the hazards associated with
waste must be given to staff/volunteers. It is the event organiser’s
responsibility to clean up the area after an event. Any rubbish remaining will
be cleaned up by Council and charged to the event organising committee.

Some explanatory notes and guide can be found in, creating a Waste
Management Plan (Appendix 5).
For further assistant with Waste Management – please contact, Tammy
Sherar, Environmental Education Officer, 8311 4366.

As part of the Permit application process and to secure the return of your
bond, it is necessary for you to show a waste management plan and to
provide some simple feedback about the event. In the case of a date clash
priority will be given to events displaying a commitment to both
environmental and social sustainability.

Notifying Residents

As an organiser of an event, you are required to advise the residents in the
surrounding area that it will be taking place, especially if it will impact in any
way.

Below is a standard letter, which can be used as a guide to advise them of
your event. Also keep in mind that this letter not only advises the residents
of the event and all the aspects associated with it, it is also a great
opportunity to invite these residents to attend or participate.

We recommend that the letter be distributed to all homes or within a
minimum radius of 500m from the site, depending on the location of the
event.

If there is to be a road closure as part of your event you must seek written
support from no less than 75% of affected residents or businesses.

Please forward a copy of the letter to the Arts & Culture Unit at Moreland City
Council for review prior to sending it to residents.
Standard Letter Example:

 (date)
 Dear Resident,

 This letter is to advise you that an event (event name) will be held on (event date) at (location). The event
 will commence at (time) and conclude at approximately (time).

 There will be a variety of entertainment and attractions at the event including (include all
 entertainment/attractions/food). We are expecting approximately (number) residents to attend.

 (List any issues that may effect surrounding residents including noise, an increase in traffic around the area,
 fireworks and what time etc)

 (Also list how any of these issues have been addressed e.g. extra parking provisions and parking attendance
 around the location of the event).

 If your home is to be affected by road closures, a member of the organising party will visit you to seek your
 support of the event.

 If you would like any further information about this event, please contact me on (phone number, address
 and email address) or the Cultural Events Officer at Moreland City Council on 9240 2268.

 I would like to take this opportunity to invite you to come along and participate in what should be a most
 enjoyable and exciting event for the residents of Moreland.

 Kind regards

 (Your Name)
Toilets

The number of toilets to be provided will depend on a number of factors including:
    Anticipated crowd numbers
    The sex of the patrons (women require more facilities than men)
    The duration of the event
    Availability and consumption of alcohol.


The following are guidelines for events where alcohol is not available
                           Males                         Females
 Patrons        WC         Urinals      Basins       WC          Basins
  < 500          1            2            2           6             2
  < 1000         2            4            4           9             4
  < 2000         4            8            6          12             6
  < 3000         6           15           10          18            10
  < 5000         8           25           17          30            17
 <10000         16+         50+          34+         60+           34+


The following are guidelines for events at which alcohol is available
                           Males                          Females
 Patrons        WC         Urinals      Basins       WC           Basins
  < 500           3           8            2          13             2
  < 1000          5          10            4          16             4
  < 2000          9          15            7          18             7
  < 3000         10          20           14          22            14
  < 5000         12          30           20          40            20
 <10000         24+         60+          40+         80+           40+


Electrical Installations

Please contact the Cultural Events Officer for further information 9240 2268
Risk Management Planning for Events and Festivals

A Risk Management Plan is an essential aspect of planning any event. The duty of
care to residents, organisers, workers, performers and all of those present at
the event is the responsibility of the event organisers and must be addressed
at all times.

Firstly, a Risk Assessment should be conducted of the site of the event and all
proposed activities identified to determine any possible issues or incidents that may
occur.

A Risk Management Plan can then be developed and used to assist organisers with
the planning and management of the event to minimise risk and maximise safety.

A complete Risk Management process prior to the Event will include
    The initial Risk Assessment
    The developed Risk Control Plan
    An Emergency Management Plan
    Traffic Management Plan – where applicable
    Waste Management Plan – where applicable
    Site Safety Induction Checklists – for staff working on the event/site

Post Event
     Event/Festival Audit Reports – conducted during the event
     Evaluation Reports – conducted after the event
Risk Assessment Guidelines

Definitions:

Risk – the chance of something happening that will have a detrimental impact on
objectives.

Risk Assessment – the overall process of risk identification, risk analysis and
risk evaluation.

Risk Management – the processes and structures that are put into place to achieve
objectives whilst managing any adverse side effects.


Risk Identification – is a matter of identifying the hazards/risks, which may occur
during the event. Following is a list that can be used as a prompt to assess the
risks/hazards that are either present, or may occur during the event.


Health/Injury/Disease
   Drug affected persons
   Alcohol affected persons
   Fire caused by electrical installations
   Fire risk caused by gas bottles
   Marque collapse
   Broken glass on reserve
   Food Poisoning
   Power Failure
   Water Failure
   Manual handling
   Working at heights
   Exposure to chemicals

Criminal Activity
    Disorderly conduct
    Consumption of alcohol

Environmental Risk
   Noise nuisance caused to neighbours
   Excessive litter left at the event

Legal/Contractual
    Unclean toilets
    Loss of key contractors

Operational/Crowd Safety
   Overcrowding/crowd control
   Lighting failure
   Trip hazards
   Extreme weather conditions
   Inadequate toilet facilities
      Communications failure
      Rides and amusements – jumping castles
      Fireworks malfunctions

Traffic Management
    Lack of parking
    Inadequate access for emergency vehicles
    Inadequate pedestrian safety

Promotion/PR
    Inadequate funding
    Loss of key personnel


Risk Analysis – once risks are identified they should be evaluated on a 2
dimensional matrix which rates the likelihood of the hazard and the scale of the
possible consequences. By undergoing this process it is possible to analyse the
seriousness of the risk that in turn assists to determine which risks need to be
treated and which risks are considered to be acceptable.


The following matrices can be used for this process:


Table 1: Consequence Matrix

       Level               Descriptor                             Example
         1                Insignificant      No injuries, low financial loss

        2                    Minor           First Aid required, temporary halt of event,
                                             medium financial loss
        3                  Moderate          Medical treatment required, external assistance
                                             required, high financial loss
        4                    Major           Extensive injuries, major halt of event,
                                             emergency services, major financial loss
        5                    Severe          Death, potential prosecution, catastrophic
                                             financial loss



Table 2: Likelihood Matrix

       Level               Descriptor                            Example
         A               Almost Certain      Is expected to occur in most circumstances
         B                   Likely          Will probably occur in most circumstances
         C                  Possible         Might occur at some time
         D                  Unlikely         Could occur at some time
         E                   Rare            May Occur at some time
                     Risk Evaluation – by using the above tables the risk can be assessed as either
                     low, medium, high or extreme. This can be demonstrated in Table 3 below.

                     Table 3: Consequence Table

                                                            Consequence
                                     1              2               3.                4                      5.
                               Insignificant      Minor          Moderate            Major                Severe

        A – Almost                 High            High           Extreme           Extreme               Extreme
        Certain
Likelihood
Likelihood




        B – Likely               Medium            High             High            Extreme               Extreme

        C – Possible               Low            Medium            High            Extreme               Extreme

        D – Unlikely               Low             Low            Medium              High                Extreme

        E – Rare                   Low             Low              Low               High                  High




                     All risks need to be eliminated where possible. However, this is not always
                     possible therefore other measures need to be taken to reduce the risk and
                     create a safer environment. Use of the hierarchy of controls will assist this
                     process.


                     Hierarchy of Controls

                              ELIMINATE the Hazard –     e.g. ban the use of jumping castles on
                               days where winds exceed 30km/per hour

                              SUBSTITUTE the Hazard – e.g. replace ladder with a scissor lift or step
                               platform, use weights instead of pegs for securing structures and
                               marquees.

                              ENGINEERING CONTROLS –               e.g. glass shields in front of food
                               preparation and serving areas, barriers to prevent pedestrian access

                              ADMINISTRATIVE CONTROLS – e.g. training and induction for all
                               event staff, emergency plans, worksite inspections

                              PERSONAL PROTECTIVE EQUIPMENT (PPE) – e.g. sunhats,
                               sunscreen, long sleeve clothing, high visibility vests, enclosed footwear.


                     Before developing the Risk Control Plan, it is useful to record the information on a
                     Risk Register. Please refer to the Risk Register Template (Appendix 6).
Developing the Risk Control Plan
After completion of the Risk Register, the Risk Control plan can then be developed.
Please refer to the Risk Control Plan Template (Appendix 7).

Please Note: Should any high risk works be carried out during the set up,
operation or dismantling of the event ie working at heights of more than two metres,
then a Safe Work Method Statement (SWMS) should be completed. This assists to
ensure that all staff involved in this task are trained, properly licensed and are using
registered plant and equipment. Where the Contractor is performing the task the
Contractor must provide the Event Organiser with the SWMS. Please refer to Safe
Work Method Statement Template (Appendix 8).

Prior to the event
All staff, contractors, casual workers and volunteers who are to work at the site or
event are to be inducted before commencing any work. Even current staff,
contractors, casual works and volunteers must be re-inducted if they have not
worked at that site or event for greater than 12 months. The Event Manager is
responsible for ensuring that site safety inductions are completed. Please refer to
the Site Safety Induction Checklist (Appendix 9).

During the Event
The Event Manager should conduct an event/festival audit at some point during the
festival. Staff from Moreland City Council may also complete this function. This
audit will ensure that procedures are being followed and risks are being controlled
according to the Risk Management Plan in place. It also provides the opportunity
for corrective action to be taken immediately where required. Please refer to the
Event/Festival Audit Checklist (Appendix 10)

Emergency Management Plan
As part of the Risk management Plan an Emergency Management Plan is required.
This refers to management of emergency situations and provides guidance to
personnel on procedures to be followed in the event of an emergency. Emergency
Management Plan (Appendix 11)


Post Event and Festival Evaluation

Moreland City Council requires that you conduct a post event evaluation. This
provides an important opportunity to assess what worked, what didn’t work, why it
didn’t work and how matters can be addressed and improved for future events. A
debriefing session with key participants soon after the event is an ideal way of
collating this information.

The attached Post Event Evaluation Form (Appendix 11) must be completed and
submitted to the Cultural Events Officer within 2 weeks post the event
         Event/Festival Timetable
Task                              Date to be             Responsible person            Completed
                                  submitted                                            Tick ()
Event Permit Application          8 weeks prior          Event Organiser
submitted

Site induction and hazard         6 weeks prior          Event Organiser and MCC
assessment                                               Arts & Culture staff
Written request to Open Space     6 weeks prior          Event organiser
regarding promotional signage
Risk Management Plan              4 weeks prior          Event organiser
Includes:

      Risk Control Plan          4 weeks prior          Event organiser
      Traffic / Parking          4 weeks prior          Event organiser
       Management Plan
      Emergency management       4 weeks prior          Event organiser
       plan
      Waste Management Plan      4 weeks prior          Event organiser
Submit all other required         3 weeks                Event Organiser
permits
Pre-event site visit              1 week before          Event Organiser and MCC
                                                         Arts & Culture staff
Pick up keys from Council          No more than 2 days   Event Organiser
                                   prior event
Drop off keys to Council           No later than 2 days    Event Organiser
                                   post event
Post Event Evaluation form         No later than two
                                   weeks post event
Return of Bond                     Within two weeks        MCC Arts and Culture Unit
                                   post event (after
                                   summary report
                                   submitted)
         This timetable is to be used by both the Event Organiser and Moreland City Council
         to monitor progress of event planning.
Appendix 1 - Event Permit Application Form

                         Community Event Application Form

This application must be lodged with Council for approval, a
minimum of two months before the event date. Permit fees must
be paid prior to final approval.


Name of event: ______________________________________________________

Date of event: _____


This application form should be read and completed in conjunction with Council’s
“Community Event Information Kit”

In addition to this application form you will need to provide:

       A risk management plan, including risk assessments and control plans for all
        aspects of your event;
       A copy of a certificate of currency for public liability insurance with a
        minimum of $20 million cover where rides are provided;
       Copies of all other relevant certificates including liquor licenses, etc; and
       A site plan indicating where all infrastructures used at your event will be
        located on the site.


PLEASE SEND COMPLETED FORM TO:

Cultural Events Officer
Moreland City Council
Locked Bag 10
Moreland 3058

Or fax marked for attention of Cultural Events Officer to 9240 1212

For further information contact Cultural Events Officer by email
communityevents@moreland.vic.gov.au

---------------------------------------------------------------------------------------------------------------
                                                      ---
OFFICE USE ONLY
Fee Payment RC 9550
Bond Payment RC 9327
TRIM REF: D2010/045873
Event Organiser

Name of organisation/group/company:

                                                                                  _

Contact person: _____________________________________________________

Postal Address: _____________________________________________________

Suburb:                                                Post Code:        _______

Contact phone number: _______________________________________________

Email                                                                    _______

                                  Event Details

Please provide a brief description of your event.
For example: What is the purpose of your event? What is it celebrating? Why are
you organising it? Who do you expect to attend your event?




How many people do you expect to attend?

How do you intend to advertise the event?



                                                                                  _

Name of park, reserve or street requested for event:

                                                                    ____________

Start time for event: ________________Finish time:

Set up time required: _________hours     Pack down time required: ________hours
Infrastructure

What infrastructure will you have at your event? Please give details of size and
numbers?
    Marquees or temporary structures
             Size                            How many?      Method of securing marquee
                                                            Pegged or weighted?




    Stage
             Size                            Height         How many?




    Lighting. Please describe what and where lighting will be used.
        For example: on the stage only, site lights for audience, pathways etc


      ___
      ___


    Amplified sound equipment (eg: PA system). Please describe what this will
      be used for. For example, live bands, speeches only, DJs etc. (Please be
      aware of your APRA and PPCA licensing obligations – refer to Community
      Event Information Kit
Infrastructure cont…

    Please describe what rides or attractions you will bring on site. For example,
       jumping castles, large carnival rides, animals. (Please note: All ride providers
       must have $20 million public liability insurance cover)




    Toilets. Will you be hiring toilets? (Please see Community Event Information
       Kit for toilet requirements). Hired toilets must include disabled toilet facilities.

             Yes            If yes, how many? ____________________________
             No


    Other. Please provide details of any other infrastructure you will bring on site.
       Eg: generators, tables, chairs etc and how many.

                                                                                         _

                                                                                         _

                                                                                         _

                                                                                         _

Do you require use of onsite electricity?
             No
             Yes    If yes, please detail your requirements eg: 3 phase, 15 amp etc
Infrastructure cont…
Do you require use of onsite water?
            No
            Yes     If yes, please detail what water will be used for. Please be
                     aware of current water restrictions.
                                                                                       __
                                                                                 ___   __
                                                                                       __


   _______________________________________________________________



Please indicate which of the following activities you will have at your event:

    Alcohol
                    Sold at the event? (You must obtain a liquor license. See
                     Community Event Information Kit)
                    Consumed at the event

     Food vendors: How many?
        _______________________________________
          (Please note: every food vendor must obtain a Temporary Food Stall
          Permit from Council’s Environmental Health Unit)

     Temporary art installation/s
     Fireworks (please refer to Community Event Information Kit for specific
        requirements)

     Other activities: Please list and provide details.
                                                                                       _
                                                                                       _
                                                                                       _
                                                                                       _
                                                                                       _
   Car parking/Traffic Management
   Where will people attending the event park their cars?

                                                                                      _

                                                                                      _

                                                                                      _

Will you provide specifically allocated disabled parking facilities?
            Yes    How many car parking spaces will be reserved?              ______
            No

   Will you require roads to be closed?
            No
          Yes. A traffic management plan must be submitted. (See Community
           Event Information Kit)
   Have you contracted a traffic management company?
            Yes. If yes, who:
                         ________
            No

   Vehicles on Site
   Please detail what vehicles will come on to the event site and why they are required
   on site.

   Type of vehicle Number Purpose                         Times on site   Height




   Please indicate on your site map where vehicles will travel on the event site.

   Waste Management

   Will you need to hire rubbish and recycling bins from Council?
   (Please note: this may be a requirement of your permit, depending on the size of
   your event)
        Yes. There is an additional fee for this service.
        No
   How many recycling bins will you provide for patron use at the event?       ___

   How many rubbish bins will you provide for patron use at the event?      _ ___
Insurance

Do you have Public Liability Insurance coverage?

            Yes. Please attach a copy of your certificate of currency.
            No.

Incorporation

Are you incorporated?
    Yes. Please provide a copy of your certificate of incorporation.
    No
First Aid

Please outline the first aid arrangements for your event.
(Refer to Community Event Information Kit)




Security

(Please note: depending on the nature and the level of risk at your event the
provision of security may be a requirement of your event permit.
Please outline the security arrangements for your event, including the name of any
security company you will hire and how many security staff will be present.




Background Information

Have you or your organisation run an event in the past?

In the City of Moreland          Yes                 No
Elsewhere                        Yes                 No
If in another municipality, which one? _______________________________

What was the name of the previous event/s and when were they held?
Terms and Conditions of Community Presented Festival and Event Permit

1. The terms and conditions of this permit should be read in conjunction with
    Moreland City Council’s Community Event Information Kit.
2. Council reserves the right to refuse to grant an Event Permit in its absolute
    discretion.
3. A risk management plan must be submitted no less than two weeks before the
    event.
4. Council officers will assess the risk of the event and set conditions of the permit
    accordingly, including the amount of bond payable.
5. All relevant fees and bonds must be paid before Council issues a Festivals and
    Event Permit.
6. Council may request an event organiser to provide two referees that are able to
    verify the application.
7. Council officers will conduct an audit of the safety and permit conditions during
    the event at their discretion.
8. Event organisers must cooperate with Council officers and give them access to
    the event site for the purpose of conducting an audit of the safety and permit
    conditions.
9. Event organisers must comply with any lawful direction given by Council Officers
    during the event.
10. Council reserves the right to demand the cessation of event activities if they are
    deemed to be a risk to public safety. This is in the absolute discretion of the
    Council Officer conducting the audit of the safety and permit conditions.
11. Council reserves the right to require an experienced and reputable security
    company to be engaged to provide security services as a condition of the
    Permit. The event organisers will be responsible for all costs associated with the
    provision of security services.

Fees

Permit fees cover the costs associated with the preparation of the site for groups to
host events. This includes the cleaning and stocking of toilets, preparation of the
grounds, including marking irrigation systems and other associated costs.
Fees are as follows:

Community Event - $125

A community event permit is required for an event or festival that is being run in the
Moreland municipality by a not for profit organisation who can provide proof of not-
for-profit status such as a Certificate of Incorporation. There is no limit on the size of
the event or number of attendees.

Private Event - $250

A private event permit is required for an event or festival that is being run in the
Moreland municipality by an individual, commercial operator, business, wedding
operators (including individuals planning a wedding) or any other organisation does
not have not-for-profit status. There is no limit on the size of the event or number of
attendees.
Non permit event

There are circumstances when an event does not require a permit. Please see page
2 of the community event guide for more information or contact the Cultural Events
Officer at Moreland City Council. If your event does not require a permit we do ask
that you register your event with the Cultural Events Officer to avoid conflicting with
other events or site maintenance.

Community Event Permit                                                      $125
Private Event Permit                                                        $250
Health Permit (for commercial food vendors only)                            $37.25
Waste Collection (rubbish and recycling bins and bin caps delivery and collection)
                                                      (P.O.A.) Approx      $200.00
Bond Requirements

It is a requirement of Council that all event organisers pay a bond prior to the grant
of an Event Permit. The bond will be fully refundable, subject to:

   Satisfactory compliance with all conditions listed in the event permit; and
   Satisfactory post event inspection of the site being carried out by Council
    Officers within 48 hours of the nominated event.

The bond payable for site allocation for events ranges between $500-$2,000.

Site or Venue Maps

The map must identify the location of:

       All infrastructure on site, including stalls, food vendors, stages, rides etc
       Car parking facilities on site
       Any electrical source and where electrical leads will run
       Water access points
       Fire hydrants/extinguishers
       Toilets
       Where vehicles will travel on site


Checklist

Please check that you have completed all the questions on this application form
and that you have attached the following: (tick the boxes for all attachments
enclosed).

     Risk Management Plan
     Certificate of Currency for Public Liability Insurance
     References or details of referees
     Copies of all other certificates necessary (eg: Liquor License)
     Site plan
     Fee Payment
     Bond Payment
Certification

I certify that all the details supplied in this application form are true and correct to
the best of my knowledge and that the application has been submitted with full
knowledge and agreement of the Event Organiser and the applicant organisation. I
have read and agree to comply with the terms and conditions of the Community
Event Permit.

I agree that the applicant organisation is responsible for any injury, accident, loss or
damage sustained to any person or property and the applicant organisation agrees
to indemnify and to keep indemnified and to hold harmless the Council, its servants,
Councilors, agents and contractors and each of them from and against all actions,
costs, claims, charges, expenses and damages whatsoever arising out of or in
relation to the holding of this event.


Signature of contact person __________________________________________

Name of contact person (Please print) __________________________________

Date __________________________________
Appendix – 2

Non-Permit Event Registration Form

As part of the commitment to assist community access Council facilities this
registration booking system aims to encourage a wider and simpler process for
booking the use of parks and facilities maintained by Council.

Please complete the following details:

Name of person acting as contact for the event:……………………………………

Contact details: Telephone……………………………Email
address………………………………….

Location of event (please give a physical description of exact location) within the park or
facility……………………………

Date of Event:…………………………………………………………………………

Time Frame (please include time for set up and pack down):…………………………………...

Type of Event (wedding – children’s birthday party etc.)………………………………………...

Description of activities taking place:……………………………………………….

Number of people expected to attend:…………………………………………...…

Once completed you can email or post the registration form to:

Email: communityevents@moreland.vic.gov.au

Post: Community Events Officer, Moreland City Council, Locked Bag 10, Moreland,
VIC 3058
Appendix 3 – Temporary Food Premises Permit

Please contact the Cultural Events Officer on 9240 2268
Appendix 4 – Event Sustainability Checklist


Introduction

Some of the ideas and practices around sustainability are still new to many people
so it’s important that you’re clear about what you want to achieve with your event
and what part others will play in making this happen. It’s important to be realistic.
Ensuring you have the right people around to support the introduction of
sustainable practice in your event will make you feel that you are not alone.

Promoting your journey on the path to sustainability may also be an attractive
prospect for supporting partners or sponsors.

Getting Ready: Consider the following steps to help you create a sustainability
plan for your event’s production, running and pack down.
    Appoint a person who will be responsible for encouraging sustainable event
       practice (a dedicated person who is concerned about environmental issues,
       try contacting a local environment group for support)
    Develop a working group and channels of communication involving your key
       event partners
    Allocate resources, time and money to achieve your aims

Aims: Having some clear goals will help you to develop a plan of action and
identify who will become the key partners involved with achieving them. This is
about identifying your group’s motivation and making the most of their energy.
    What practices would you like to implement? Example - Better transport
        options.
    Why do you want to implement these practices? Example - As simple as,
        you travel by public transport or are a bike enthusiast.
    Who is going to help you make them happen? Example - Local transport
        provider, bicycle users group.
    How are you going to evaluate your achievements? Example - Survey,
        questionnaire or feedback from partners.



Each section listed below has a few brief notes of explanation and a quick
checklist. Checklists are here to guide. You do not have to do everything. For
further information you can contact the Council Events Team, follow links provided
or visit the SLF Events Planner.

       Transport options
       Energy use
       Waste Management (see Appendix 5 ‘Creating a Waste Management Plan’)
       Water Use
        Education and Communication
        Being Carbon Conscious

Transport: Transportation to and from an event is often the highest contributing
factor to its environmental impact. Whether it is to transport all the goods and
services to the event or the people visiting the event. Event Organiser’s site visits
during planning and pack out should also be considered and accounted for when
thinking about transport.

        Sustainable Transport Checklist           Contact for support and               Yes   No
                                                  information
        Have you considered the event             Transport providers
        venue or location in relation to
        public transport options and
        accessibility?
        Are you promoting public transport
        options through your website or
        other communication tools?
        Are you in contact with local public      Transport providers
        transport providers to advertise the
        event on trams, buses and trains
        and encourage visitors to travel by
        public transport?
        Could you provide bike racks or           www.morelandbug.org
        bike valets, to encourage bike
        travel?
        Have you considered encouraging           www.carbonoffsetguide.com.au/
        visitors who may have flown to
        offset their impact through an
        accredited carbon offsetting
        company?

Energy use: Energy use is an area within events where there have been some
improvements. The nationally accredited Greenpower website has a service for the
events community. It is advisable to see what options are available to reduce your
energy use through understanding where you are using power. Something as
simple as writing a list may help identify some energy saving opportunities. Being
one of the less visible elements, it is also useful to communicate your efforts to
those involved and the visiting public. Energy efficiency is also always cost
efficiency; so all actions in this sector will save your event money.

Energy use Checklist                    Contact for support and             Yes    No
                                        information
Have you organised for the              www.greenpower.gov.au/for-
venue/site that have access to          events.aspx
power from the grid to use 100%
accredited green power
If you use generators, have you
asked the company if they can
supply diesel generators that run
on ethically sourced bio fuel or
waste vegetable oil.
Develop an energy saving guide
for use by staff, contractors and
stallholders. This could include
anything as simple as ensuring
people switch off unused lights.
Promote your energy saving
initiatives through any of your
promotional activities and posters.
This will send a positive message
to the community of your practices.

Education/Communication: This is the area where you can be creative and really
promote how your actions are helping the local and wider environment. You may
be able to access support through educational trailers or exhibitions which have
been specifically designed to service community events. Visit the
www.slf.org.au/eventsplanner/directory to find resources.

Education and Communication Checklist Contact for support and             Yes   No
                                              information
Identify the stages and opportunities to
share your plans to your community event
partners, contractors, participants and
visitors. Through a website, printed
materials, newsletters and contracts would
be some of the ways.
Contact your water business, energy
retailer or local council to see what
educational installations or programs are
available and what best suits your goals.
Doing something out of the ordinary could
really help you get your message out there,
working with a local environment group or
school may help facilitate this. Local papers
always like to hear about a good community
story.

Water Use: Water conservation has become one of the main ways for reducing the
environmental impact of an event. Every event requires water, drinking water being
the most obvious need, but there are many others. Consideration for how it is to be
used and saved should form part of your event plan.

Water conservation for the event can also occur in unseen ways. Embodied water is
the water required to grow or produce something. Read here for further information
Embodied Water
Water Conservation Checklist                    Contact for support and   Yes   No
                                                information
Ask about which venues and sites have           Moreland Council
implemented or support water saving
initiatives.
Contact Yarra Valley Water for the use of       Yarra Valley Water
their community event water trailer. This       Hydration Station
will help reduce bottled drinking water at
the event, which will mean less waste and
the need to recycle.
Engage with Council and your event
partners to explore the possibilities of grey
water recycling at locations where water is
used.
Composting and waterless toilets are one
of the simplest ways to eliminate the need
for water and harmful chemicals. They are
worth looking into but not ideal for every
occasion.
Communicate plans to your stakeholders,
contractors, vendors and the public to help
in the success of your actions.

Being Carbon Conscious: Carbon offsetting is a means of paying a fee to help
reduce or compensate fully for the carbon emissions the event has generated
during the organising and running. Being a carbon neutral event does not
necessarily mean you have organised an environmentally sustainable event.

The Federal Government and NSW Government both have accreditation systems in
place, which offer some advice, but this information has been developed without
long term testing.

If you want to have a ‘carbon neutral’ event then you will have to:

1. Reduce your carbon emissions through your sustainable event plan
2. Measure your emissions. See Carbon Calculator for guidance here:
   www.epa.vic.gov.au/ecologicalfootprint/calculators/event/introduction.asp
3. Finally, purchase carbon offsets, to account for the remaining emissions.
   Compare companies and schemes here: www.carbonoffsetguide.com.au/ or
   visit: www.greenhousegas.nsw.gov.au/default.asp

Contact Council to ask for additional support or information – Events Team, 9240
2268.
Appendix 5 – Waste Management Plan


Creating a Waste Management Plan

Moreland City Council Waste Wise program - 7 steps to an effective plan.

Step 1: Commitment - Make a commitment to avoiding and reducing waste at
your event.

Step 2: Packaging - Eliminate unnecessary packaging. Select materials that
reduce waste and litter or are easily recycled.

Step 3: Equipment - Match equipment to the packaging material used.

Step 4: System - Match a management system to the equipment and packaging
used.

Step 5: Standards - Where appropriate, use standard signs and equipment to
reduce confusion. (See link below)

Step 6: Communicate - Tell caterers, vendors and participants about your
program before, during and after the event.

Step 7: Evaluate - How effective has your waste wise program been?


This Waste Wise information kit will assist you to promote and implement a good
recycling and waste reduction system that includes:

       1.   Waste Wise checklist
       2.   Avoiding waste and litter
       3.   Explaining the benefits of waste minimisation to patrons
       4.   Controlling packaging so that waste diversion from landfill is maximised
       5.   Additional services and support
       6.   Evaluation of activities

The waste hierarchy helps to identify the priorities. This is a good basis to plan from

      Reduce - Identify where you can eliminate waste
      Reuse – Identify where reusable items could be used instead of disposable
       or single use items
      Recycle – Set up systems, which allow participants and visitors to be able to
       recycle effectively and chose packaging and materials that can be recycled
       via Council’s recycling service
1. Waste Wise Checklist

PLANNING                                                                 Action
Write Waste Wise Plan (incorporating bin placement sites)
Set achievable goals
Delegate roles and responsibilities to members of your event team
Incorporate Waste Wise Plan into overall sustainability plan and event
plan

GAINING COMMITMENT - Communicate Waste Wise aims to:                     Action
Council Waste Services Contractors
Event Site Owners Other Service Contractors
Sponsors Attendees
Stallholders/Vendors Other Stakeholders

PROMOTION                                                                Action
Add Waste Wise message to media releases, programs, tickets, etc
Issue media releases and advertising material
Use all possible avenues available to promote event as being Waste
Wise
Obtain endorsement of a well-known identity

DEALING WITH STALLHOLDERS AND CONTRACTORS                                Action
Determine what types of materials will be used or sold, and in what
quantities
Have stallholders and contractors sign an agreement/contract
specifying Waste Wise requirements
Give clear information on materials permitted
Inform stallholders and contractors of what is expected and why
Consult with waste collection contractor (Council)
Comply with existing Council policies

MINIMISING PACKAGING                                                     Action
Investigate suitability of using Wash Against Waste service to reduce
disposable cups, plates, stirrers etc
Specify acceptable and unacceptable materials in stallholder
agreements/contracts
Arrange Waste Wise supervision of stallholders during event
Consult with stallholders; allow enough lead-time for them to prepare
for being Waste Wise

PLANNING BIN STATIONS                                                    Action
Decide what types of bin stations are needed. Arrange back-of-house
(behind the scenes) garbage and recycling systems
Develop bin placement plan as part of overall site plan. Develop
strategies for special types of waste (cigarettes, nappies, etc)
Allocate roles to team


2. Waste Wise commitment – Your commitment to manage the waste generated
from your event and getting the support of your partners is a key step to being
Waste Wise.

    Gain a verbal commitment from those involved with the event through phone
    calls and meetings or preferably a written commitment, letting everyone know
    what will be happening, what systems will be in place and their part in the
    process.

Groups involved may include:

       Moreland City Council
       Contractors and suppliers of equipment and goods
       Stallholders and vendors
       Performers and artists


3. Avoiding Waste and Litter - Understanding littering behaviour: Clean = Clean

Having a better understanding of littering behaviour helps to develop more effective
litter prevention programs. Research conducted by Community Change1 into
littering behaviour has found that when people walk into an area they decide within
the first 30 seconds how they will behave in that area. Therefore, when somebody
enters an area that is already littered, they will feel more inclined to litter during their
time there. However, if a person is met with a clean area they will feel
uncomfortable littering there as nobody else is, therefore littering is not acceptable
behaviour.

To Do:
    Place a recycling bin at entrances, this makes visitors aware that this is an
      event where recycling is encouraged and expected.
    Ensure that there are enough bins (Council can offer advice on how many
      will be required based on site layout, activities and expected attendance)
    Place bins where rubbish accumulates (provide event site map and discuss
      with Council staff if unsure)
    Empty/replace bins when they are full. (Maintain a good presentation of the
      bin stations – keep area clean and tidy)

Further points to consider when positioning Bin Stations:

       Use colour, signage and shape to make sure the recycling bin is
        distinguishable from the rubbish bin. Use of bin caps will facilitate this. Ask
        Council how you can obtain these when booking your bins.


1
 Community Change 2001 Measuring environmentally desirable behaviour BIEC published Littering
Behaviour Study III
   Place bins side-by-side, not back-to-back, to avoid confusing people who will
    approach the bin nearest to them.
   Consider the direction from which the bins are approached.
   Provide for safe disposal of cigarette butts within or beside the rubbish bin.
4. Explaining the benefits of waste reduction to patrons

Since the introduction of the kerbside recycling collection service, resource recovery
and material separation have become a normal part of daily life for Moreland
residents and the wider community.

Most people want to recycle as it is recognised as an easy way to reduce their
carbon footprint and lessen their impact on the planet. The success of kerbside
recycling means that many community members now expect to be able to recycle
outside the home; at events, shopping centres and parks. The use of bin caps and
recycling bins will send a positive message to your visitors and participants that you
are serious about waste management.

Take the opportunity to communicate your efforts by doing the following:

      Write a media release and issue to local media
      Arrange for signage (translations if necessary)
      Script announcements for PA or Master of Ceremonies
      Include waste minimisation initiatives in advertising feature of event
      Arrange for Council, community groups, or Metropolitan Waste Management
       Group stalls to promote recycling at event

5. Controlling packaging so that waste diversion from landfill is maximised

Reducing waste at events not only conserves resources but also offers an
opportunity to reduce running costs. Working with vendors to eliminate commonly
littered items and non-recyclables can result in an event that is cleaner and
therefore more enjoyable for patrons.

You should aim to have a written stallholder/vendor agreement, which includes the
Waste Wise requirements of the event as specified by you, the Event Organiser.
The Stallholder/Vendor agrees to:

      Use approved materials as specified by the Event Organiser; this may
       include but is not limited to food and beverage containers, packaging for
       goods used, and materials used in producing food and other wares, (see
       below for a list of items that you should aim to eliminate).
      Use correct bins and/or waste skips for recycling and waste disposal (this will
       involve identifying the waste streams being collected at the event)
      Use only bins designated for use by stallholders/vendors (not bins
       designated for use by visitors)
      Not leave waste beside bins or in any other place that will create litter.
         The table below is a guide only and there may well be many other products present
         at your event, which could be avoided. It is up to you to consider what they might be
         eliminate them or offer more manageable alternatives. Many events have proven
         that it is possible. The key is to ensure that everyone is doing the same thing and
         that you communicate what is expected. Visit
         www.slf.org.au/eventsplanner/directory for a list of local packaging suppliers and for
         other useful resources and products.


Present item              Action              Option 1              Option 2
Plastic plates            Eliminate           Wash Against          Paper Plates or Biodegradable
                                              Waste service         alternatives
                                              (reusable item)
Plastic cutlery           Eliminate           Wash Against          Replace with natural fibres such
                                              Waste service         as wood or cornstarch.
                                              (reusable item)
Polystyrene drinking      Eliminate           Wash Against          Replace with natural fibre
cups                                          Waste service         products – un-waxed paper cups,
                                              (reusable item)       PLA cups or other materials (PLA
                                                                    is not suitable for hot drinks).
Wax lined coffee cups     Eliminate           Wash Against          Replace with non-waxed versions
                                              Waste service         which are commonly available
                                              (reusable item)
Stirring stick plastic    Eliminate           Wash Against          Wooden sticks or provide several
                                              Waste service         teaspoons, which can be reused.
                                              (reusable item)
Coffee cup lids           Eliminate           Use only when
                                              requested
Promotional               Eliminate           Do not allow          Natural fibre products only
giveaways (balloons,                          giveaways
stickers, and other
items)
Plastic straws            Eliminate           Replace with          Use only when requested
                                              paper straws
Single serve              Eliminate           Replace with bulk
condiments (tomato                            dispensers
sauce etc.)
Plastic carrier bags      Eliminate           Encourage patrons     Ask vendors to supply reusable
                                              to bring a bag        or biodegradable carrier bags
Wax cardboard boxes       Eliminate           Non-waxed boxes
6. Additional services – Provided by Moreland Council

For events where bin delivery and collection is carried out during normal working
hours i.e. Monday to Friday and no additional services are required during the
event, then Council will provide the delivery and collection of bins and caps for
FREE.
Council can provide additional services such as emptying of bins during the event
and hire of the street sweeper and other waste management services to event
organisers at a cost ranging from $225 for small events to $425 for large events.

Additional services – Not provided by Moreland Council

Since the State Government funded Waste Wise program ceased in June 2009 you
are now able to access many of the tools to assist in planning and auditing your
waste practices through the Sustainable Events Planner online website.
www.slf.org.au/eventplanner/guide/actiontools

A Wash Against Waste trailer can be hired for events at a cost of $250 for
community groups and $350 for Councils. The trailer comes equipped with
crockery, cutlery, urns, buckets, wash tubs, aprons and tea towels for use at events
where an objective of eliminating or reducing disposables has been agreed upon by
vendors. The trailer provides everything necessary for the service of food and
drinks and has been successfully used at many events. The event organisers
however, must provide the volunteers to do the washing up! Further information
about how to book and operate the WAW trailer can be found through SLF at 9249
1888 or www.slf.org.au/waw

Environmental Performers can also help to reinforce messages relating to waste
minimisation and littering. Characters with a focus on litter issues and correct waste
disposal behaviour can assist in providing waste education at public events in a fun,
colourful and engaging manner. www.ourplanet.com.au or
www.voxbandicoot.com.au

7.Evaluating your activities and providing Council with feedback

On the day the waste system must be promoted to patrons through signage,
activities and/or public announcements. Environmental performers can help to
educate patrons about recycling and litter. At the close of the event a visual
inspection of the bins is undertaken to obtain data for post promotion and
continuous improvement. This information forms part of your post event evaluation
report, which must be submitted to Moreland City Council.
Information required is straightforward and consists of the following:

Recycling Bins                                     Details
Number of Full Recycling bins
Estimate amount of Contamination %
Number of Part full Recycling bins estimate
amount Full (list details for each bin)
Estimate amount of Contamination %
Waste Bins                                                         Details
Number of Full Waste bins
Estimate amount of Contamination %
Number of Part full Waste bins estimate
amount full (list details for each bin)
Estimate amount of Contamination %

Setting up a simple template as shown below will make gathering this information
easier.

Example - Waste Management Record (with
organic collection stream included)
                 Recycling % Full



                                    Contamination
                                    Recycling %


                                                    Waste % Full




                                                                     Contamination
                                                                     Waste %




                                                                                     Organic % Full




                                                                                                      Contamination
                                                                                                      Organic %
Bin Station 1 –
Entrance gate
Set Up 9.00am Empty                 Zero            Empty            Zero            Empty            Zero
End of event -
Total
Bin Station 2 –
Food Area
Set Up 9.00am Empty                 Zero            Empty            Zero            Empty            Zero
End of event -
Total
Bin Station 3 –
Children‟s Area
Set Up 9.00am Empty                 Zero            Empty            Zero            Empty            Zero
End of event -
Total
Appendix 6 – Risk Register Template


Date:                            Compiled By:

Event/Festival:                  Reviewed By:

Risk/Hazard  Effect of           Likelihood Consequence Risk   Risk
             risk/hazard                                Rating Number
E.g. Marquee      Injury to     D–         4 - Major   High   1
Collapse            staff or     Unlikely
                    patron
                  Event
                    evacuatio
                    n
                  Local
                    media
                    coverage
                    – poor
                    publicity
                  Legal
                    action
                    instigated
Appendix 7 – Risk Control Plan Template



Date:                                                                              Compiled By:
Function/Activity:                                                                 Reviewed By:
Risk              Possible Control            Preferred Options        Risk        Risk        Cost/        Person        Time         How will it be
                  Options                                              Rating      Rating      Benefit      Responsible   Frame        monitored
                                                                       Before      After       Analysis
                                                                       Treatment   Treatment   A- accept
                                                                       Options     Options     B - reject
E.g.                  Not install the           Have installer       High        Medium      A            Event         Immediate       Event
Marquee                Marquee                    complete an                                               Organiser –   and              organiser to
Collapse              Have installer             inspection/checkli                                                      ongoing as       advise
                       complete an                st of the Marquee                                         Name:         required         installers of
                       inspection/checklist       once erected                                                                             requirements
                       of the Marquee            Obtain from the                                                                          for checklist
                       once erected               installers a wind                                                                       Checklist to
                      Ensure First Aid           speed that once                                                                          be retained
                       personnel                  reached the                                                                              by Event
                       employed for the           marquee must be                                                                          Organiser
                       event                      taken down                                                                               once
                      Obtain from the                                                                                                     completed by
                       installers a wind                                                                                                   installer
                       speed that once                                                                                                    Procedure for
                       reached the                                                                                                         dismantling of
                       marquee must be                                                                                                     marquee to
                       taken down                                                                                                          be developed
                                                                                                                                           based on
                                                                                                                                           wind speed
                                                                                                                                           prior to event.




Developed – Version 1 10th July 2009
Appendix 8 – Safe Work Method Statement




Developed – Version 1 10th July 2009
Appendix 9 - Site Safety Induction Checklist


                                SITE SAFETY INDUCTION CHECKLIST
 Instructions:
 New Staff: Staff, Contractors and volunteers who are new to a work area are to be inducted by the Event Manager/Supervisor
before commencing work.
 Current Staff: Staff, Contractors and volunteers who have not worked in the last 12 months are to be re inducted, with specific
 attention being given to any changes before re-commending work.
 Event Manager/Supervisor: Are responsible for ensuring that this induction is completed.
 Sign and Date: All staff completing an induction must sign and date this form and keep on record for a period of 12 months.

  Staff/Contractor
  Name:
  Supervisor
  Name:
  Site Address:
  Phone:                                         Induction Time/Date:


         INDUCTION ITEMS                      YES   NO                               REMARKS
                                                                                (E.g. questions, chase-ups)
  1. Discuss scope of work – what is
  to be done and where
  2. Tour Work place – relevant exits,
  toilets, first aid facilities, assembly
  areas, lunch rooms etc.
  3. Explain Emergency & Evacuation
  procedures
  4. Explain injury, incident, hazard
  reporting procedure
  5. Explain security, I.D. and Sign
  On/Off procedures.
  6. Discuss any job specific OH&S
  procedures – i.e. use of trolleys
  7. Discuss any job hazards relative
  to the site i.e. manual handling,
  heights, equipment, rides and
  amusements etc.
  8 Clarify prohibited areas (if
  applicable)
  9. Issue safety equipment (PPE) e.g.
  gloves, clothing, sunscreen etc.
  10. Train in the use of any safety
  equipment (PPE) issued
  11. Introduce to Event Manager,
  Chief Warden and other relevant
  staff
  12. Verify Supervision arrangements
  of all staff and Contractors
  13. If a Contractor – check that
  equipment and licenses are in order
  e.g. ladders, plant and equipment,
  licenses to operate and permits to
  work
  14. Reiterate public safety – remind
  staff and Contractors to keep areas
  free of hazards
  15 Other (Document as applicable)
Staff/Contractor   I have completed a site induction & understand that I must comply with my employee duties
Signature          (S. 25 - OHS Act 2004) to: a) cooperate with any employer’s actions to comply with the Act;
                   b) take reasonable care of my own health and safety; c.) avoid any wilful misuse /interference
                   with OHS equipment, policies, procedures; and d.) avoid wilfully placing others at risk in the
                   workplace.

                   Signature:
                   _____________________________________________________________
                   ______ Date: __________________________________



Supervisors Signature:
_______________________________________________________________ Date:
_________________________________________
Appendix 10 - Event/Festival Audit Checklist



DETAILS

Event Name

Event Description

Event Manager

Event Location

Persons Completing
Inspection

Date


             NOTE - Indicate your response by selecting the appropriate check box.


                                                                         Not          Not
EVENT / FESTIVAL CHECK LIST
                                                         Acceptable   Acceptable   Applicable


1.     HEALTH AND SAFETY SYSTEMS
1.1    Emergency Management Plan Available on Site

1.2    Risk Management Plan Available on Site

1.3    Induction Records for all staff, volunteers and
       Contractors
1.4    Emergency Procedures Chart Available on Site

1.5    Incident / Accident Report Forms

1.7    Contract JSA / SWMS on site


1.8    MSDS available for all chemicals held on site



2.     EVENT SITE
2.1    Work areas free from rubbish and obstructions

2.2    Surfaces safe and suitable

2.3    Free from slip/trip hazards

2.4    Stock/material stored safely

2.6    Adequate lighting

2.7    Adequate space for pedestrian and emergency
       services access/egress
                                                                              Not          Not
EVENT / FESTIVAL CHECK LIST
                                                              Acceptable   Acceptable   Applicable


3.     ELECTRICAL
3.1    No broken plugs, sockets, switches

3.2    No frayed or defective leads

3.3    Power tools in good condition

3.4    No work near exposed live electrical equipment

3.5    Tools and leads inspected and tagged

3.6    No strained leads

3.7    No cable-trip hazards

3.8    Switches / circuits identified

3.9    Lock-out procedures / danger tags in place

3.10   Earth leakage systems used

3.11   Start / stop switches clearly identified

3.12   Switchboards secured

3.13   Appropriate fire fighting equipment



4.     MOBILE PLANT AND EQUIPMENT (incl RIDES)
4.1    Plant and equipment in good condition

4.2    Daily safety inspection procedures / checklists

4.3    Fault reporting / rectification system used

4.4    Operators trained and licensed

4.5    Warning and instructions displayed

4.6    Certification of maintenance and operation

4.7    Satisfactory operating practices

4.8    Fire extinguisher appropriate and available

4.9    Infrastructure installed appropriately, with no trip
       hazards

4.10   Infrastructure and Rides installed on flat, secure
       surface


5.     STALLS
5.1    Adequate work space

5.2    Clean and tidy

5.3    Free from excess oil and grease

5.4    Adequately guarded

5.5    Warnings or instructions displayed
                                                                           Not          Not
EVENT / FESTIVAL CHECK LIST
                                                           Acceptable   Acceptable   Applicable

5.6   Operated safety and correctly


6.    FOOD STALLS
6.1   Gas bottles securely fixed to trolley

6.2   Fire extinguisher near work area

6.3   LPG bottles within 10 year stamp

6.4   Protective equipment provided and worn

6.5   Food safety plan and health permit provided

6.6   Safe Food Handling Requirements displayed

6.7   Refrigeration available where required and in good
      working order
6.8   Good hygiene practices demonstrated


7.    PERSONNEL
7.1   Wearing appropriate PPE

7.2   Undertaking required rest breaks

7.3   Staffing levels appropriate ie First Aid,

7.4   Event being conducted in a safe and professional
      manner
8.       ACTIONS REQUIRED

     Section                           Action                   Person Responsible




                                            NOTE
       Issue notification of actions required to contractor using the „Contractor Non
                                     Conformance Form‟.




Developed – Version 1 10th July 2009
Appendix 11 – Emergency Management Plan Template


NAME OF EVENT: _____________________________________________

DATE OF EVENT: ______________________________________________


1.    Plan Objective

To clearly define the process to be followed in the event of an emergency situation
occurring at the above listed event. The procedures in this plan are guidelines to be used
to address any unanticipated emergencies.

This plan will be used as a ‘living document’ to set out the following
      The potential emergencies that may arise
      The written procedures developed in response to the potential emergencies
      The staff members responsible for particular actions in an emergency situation
      The ongoing education and training proposed as part of the overall strategy.

2.    Event Description

     A detailed description of any buildings




     The intended use of the buildings or venue




     Operating Hours




     Description of activities taking place at the event/venue
3.     Scope
This plan applies to (name of event/festival) relating to the following Emergency Event
Scenarios including:
      Medical emergency
      Fire or Explosion
      Hazardous Material Spill/Gas Leak
      Bomb Threat
      Armed or Dangerous Intruder/s
      Suspicious Items
      Electrical Failure
      Lost Child/Missing Persons
      Person Entrapment

Other more specific emergencies may include:

     _____________________________________
     _____________________________________
     _____________________________________


4.    Response Actions

The above-mentioned emergencies may require one or more of the following responses:
     Evacuation of the area/building
     Containment of the threat (i.e. chemical spill, gas leak)
     First Aid Treatment and/or Medical Emergency Response
     Emergency Services Response


5.    Emergency Preparation and Testing

5.1     Training Requirements - All personnel normally working in any of the areas
identified in this plan shall be trained in the following emergency management information:
       The general information contained within this document
       The Key personnel and their roles and responsibilities
       Emergency exit locations and paths
       Assembly point locations
       Fire fighting equipment locations
       Any written procedures applicable to the building/venue regarding emergency
management

5.2    Exercise Drills – will comprise of a walk through by the event organiser who will
ensure that all staff attending the event are aware of the evacuation procedure
requirements.
5.3     Maintenance and Testing of Equipment

     Maintenance and testing of all fire detection systems, smoke and heat alarms, fire
alarm monitoring systems and fire blankets to be conducted in accordance with AS 1851
and be undertaken by a suitably qualified person at regular intervals as detailed within AS
1851.

       Log books will be kept of all testing and maintenance carried out

     The hiring of equipment such as fire extinguishers will be undertaken from a
reputable company and the equipment will be tagged indicating its last service date.

5.4  Emergency Plan Review – a review of the emergency plan will be undertaken
immediately after the event.


6       General Roles and Responsibilities

The roles and responsibilities of personnel working at the premises/event are listed below:

6.1  Emergency Planning Committee
The Emergency Planning Committee consists of the following personnel

       ___________________________________
       ___________________________________
       ___________________________________

This Committee will review the Emergency Plan, evaluate the response to emergency
situations and revise the plan as required.


6.2     Chief Warden (Normally Event Organiser)

Name:         ___________________________________


     Evaluate the need for evacuation as required
     Initiate evacuation if required
     Activate security alarm (if practicable)
     Contact Emergency Services – i.e. 000 (as required)
     Account for all staff and patrons/customers in liaison with area wardens and
Emergency Services
     Evaluate, in conjunction with Emergency Services, if building /area is safe prior to re
entry
     Document the emergency situation inclusive of actions taken and outcomes.
6.3     Area Wardens (Normally Senior Staff)

Name:          ____________________________________
Name:          ____________________________________
Name:          ____________________________________

       Receive directions from the Chief Warden
       Ensure that all personnel have been alerted
       Clear all areas as required


6.4     First Aiders
       Collect First Aid kit and proceed to assembly area
       Administer first aid as required


6.5     All Staff

     Carry out tasks as instructed by the Chief Warden
     Proceed to assembly area advising all customers and patrons to do the same
     Report their presence to Chief Warden or Area Warden at the assembly area
     Not to leave assembly area unless advised by Chief Warden or Emergency
Services personnel.


7       Emergency Response

7.1    Evacuation
The Chief Warden will take the following into consideration when determining if and when
to evacuate:
      The severity of the incident
      The likelihood of escalation
      The incident becoming uncontrollable beyond the resources available

Generic process of evaluation is shown below:
       Reason for evacuation realised
       Appropriate staff assess situation
       Notification given to staff and patrons to evacuate to assembly points
    Staff to render assistance as required under direction of Event Organiser/Chief
Warden
       Emergency Services notified of the emergency – call 000
       Staff to ensure venue is vacated including public areas, toilets etc.
       Await Emergency Services assessment.
7.2    Evacuation Incidents
The following emergency procedures emergency procedures shall be carried out in
response to the specific emergency situations:
      Fire and Explosion
      Medical Emergency
      Hazardous Materials Spill/Leak
      Bomb Threat


7.3   Fire and Explosion

Should you discover smoke or fire:
     Assess the situation and potential for evacuation
     Remove anyone in the immediate vicinity if it is safe to do so.
     If trained – attempt to extinguisher the fire with appropriate fire extinguisher
     Turn off gas and electricity supply if able
     Notify the Chief Warden
     Chief Warden to assess the situation and commence evacuation if deemed
necessary
            Call 000 (Emergency Services)
            Notify all patrons to leave the venue calmly and proceed to assembly points
            Notify stall, amusement and other operators of the emergency evacuation
            Identify injured persons (if present)


     Staff to ensure that all patrons are moved to assembly points
     Await arrival of Emergency Services and await further instruction
    Only re enter the area/building when advised by Emergency Services or the Chief
Warden that it is safe to do so.
7.3.1 Location of Fire Extinguishers, Fire Blankets, Hose Reels

Fire Extinguishers



Fire Blankets



Hose Reels



(These locations should be shown on the building site plan or Event Site plan and be
attached to this document)


7.4   Medical Emergency

Should a medical emergency occur:

      The first staff member on the scene should assess the situation and if they do not
have first aid training immediately notify the Event Organiser and or First Aid trained
personnel.
     Call Emergency Services – 000 and request an ambulance
     Administer First Aid as trained
     Organise for a staff member to meet the ambulance outside the venue and take
them to the medical emergency
     Remain with the injured person until the Emergency Services personnel arrive
     Assist Emergency Services personnel as required
     Complete an Incident Report form as soon as possible after the event.


7.5   Hazardous Material Spill/Gas Leak

Hazardous substances consist of the following:
     Oils
     Gas
     Disinfectant/Sanitiser/Cleaning products
     Fuel (cars and service vehicles)
The procedure to be carried out in case of a spill or leak is as follows:

       Staff member who finds such a spill, or is notified by a patron of such a spill is to
notify the Event Manager immediately
    At the direction of the Manager/Chief Warden evacuate the area/building
immediately if required
      Identify the source and amount of released materials and section off the area such
that no one can gain entry
      If necessary
o             Contact Emergency Services – 000
o             Attempt to evacuate any further spill or leak
o             Turn off electrical equipment/gas within area of the spill/leak
        Upon direction from Emergency Services, or through own processes, soak up the
material using appropriate spill kits and arrange for disposal to an appropriate landfill
facility.
      Complete an Incident Report


7.6    Bomb Threat

     Record nature of the threat and as many details as possible about the caller that
may assist the police in identifying them
      Evacuate the event/area/building as per the procedures above
      Call 000 and ask for Police assistance
     The Event Organiser/Chief Warden may ask area wardens and staff to carefully
check their areas for unusual/suspicious items.
      If identified – the items are not to be disturbed and the area to be cordoned off
      Any suspicious items/packages are then reported to the Police upon arrival
        Staff and patrons are only to re-enter the area/building when Police have advised
that it is safe to do so.


Important issues to remember when dealing with a bomb threat

      Keep Calm
      Keep the caller on the telephone for as long as possible
      Let the caller speak and endeavour to record as much detail as possible
8      Other Emergencies
Other emergencies that may occur but do not necessarily involve evacuation are as
follows:
      Armed or Dangerous Intruder/s
      Suspicious Items
      Electrical Failure
      Lost Child/Missing Persons
      Person Entrapment
      Vehicle Accident on site

8.1    Armed or Dangerous Intruders

In the event of an armed hold up or dangerous intruder the Chief Warden is to
      Move to an appropriate control point if safe to do so
      Notify Emergency Services – ring 000
     Direct Wardens/staff to remove patrons and personnel from the hazard area where
possible
      Follow direction of the Emergency Services upon arrival
      Upon direction of Emergency Services – instruct Wardens to evacuate remainder of
site
      Handle any media related enquiries in a professional manner confirming that you
are not in a position to make ‘any comment’.
      Notify management as soon as possible
      Notify Media Liaison as soon as possible
      Complete an Incident Report form

8.2  Suspicious Items
Upon becoming aware of an unattended/suspicious item

      Do not touch the item
      Avoid radio and mobile phone use in the immediate area
      Note the appearance of the item
      Notify the Chief Warden
      Contact Emergency Services – call 000
      Isolate the area immediately
      Shut down any gas outlets (where possible)
      Prepare to evacuate the area if instructed by Emergency Services
    Give information re location, appearance of suspicious item upon arrival of
Emergency Services
     Await further instruction from Emergency Services personnel

8.3    Electrical Failure
In the event of an electrical failure:
     Notify the Chief Warden
     Check for trapped persons in structures such as rides
     Contact power company – confirm failure and indicate priority
     Contact event electrician – if an internal fault with supply
     Arrange emergency lighting where possible
     Marshal patrons and employees into safe area
     Prepare to evacuate area if required

Discontinuance of the event may be required if the electrical supply is unable to be
restored. The decision to cancel or discontinue may be as a result of direction from power
supply company or Emergency Services.


8.4   Lost Child/Missing Persons

In the event of finding a Lost Child
     Contact Event Organiser/Chief Warden and advise you have found the child
     Take the lost child to the Lost Children post or First Aid post as determined in the
Risk Control Plan
     Stay with the child until appropriate parent/relative/friend has collected
     Complete an Incident Report or Lost Child report
     Advise Event Manager/Chief Warden of updated status

In the event of a Missing Person
     Contact Chief Warden/Event Manager and advise of situation
     Obtain information about the missing person – age, sex, clothing etc.
     Chief Warden to organise for Area Wardens to check their areas including toilets
     If unable to be found – contact Emergency Services – call 000
     Assist Emergency Services as directed
     Offer support to the family/friends of the missing person during the process
     Complete an Incident Report as soon as possible
8.5  Person Entrapment
Should a person become entrapped in a ride/amusement?

     Turn off the machine if practicable and safe to do so
     Contact the Chief Warden
     Remove any persons in danger if safe to do so
     Clear and secure the area
     Contact Emergency Services if required – ring 000
     Await further instruction upon arrival of Emergency Services

8.6   Vehicle Accident On-site

Should a vehicle accident occur on site:
     Quickly assess the situation, check for entrapment
     Turn off vehicle and apply brake if safe to do so
     Contact Chief Warden
     Contact Emergency Services - 000
     Remove any persons in danger if safe to do so
     Clear and secure the area
     Be aware of possible fire outbreak and have extinguishers brought to scene
     First Aiders to administer First Aid to injured if possible
     Await arrival of Emergency Services
     Follow direction of Emergency Services.
9      List of Emergency Control Personnel
The following is a list of those staff at the event i.e. Event Organiser, stallholders,
amusement operators and general staff who will be required to take actions in the case of
an Emergency


Name                          Position                       Contact Number
10    List of Emergency Contacts


Emergency Services                         Contact Number



Ambulance, Police, Fire                    000




11 Event Site Plan – showing location of First Aid and Assembly Points
Appendix 12 – Post Event Evaluation Form

Name of Event:
________________________________________________________________________

Date of Event:
________________________________________________________________________

Venue of Event:
_______________________________________________________________________

Name of Organisation (or individual hosting event):
________________________________________________________________________

How many people attended your event (estimated attendance)? :
________________________________________________________________________


What was the weather like on the day of your event? :
________________________________________________________________________


What were some of the highlights from your event?



                                                 ______________________
      __________________________________________________________________


Was there any incidents, accidents or injury at your event? Y / N
If yes, please give a brief description


                                                             ______________________


Please detail any damage to any property at the venue (including ground or trees)




                    _______________________________________________________
Please detail any opportunities for improvement (Council process / event – event
organisation. – This information will assist us to address any issues and to ensure Council
is providing adequate support and services.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________


Any other information you would like to provide
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Sustainable Event Practice and Waste Management Feedback

Waste Generated No. of Full Bins____________
Estimated Contamination %       ____________
Recycling No of full Bins       ____________
Estimated Contamination %       ____________

				
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