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					Hobsons Bay City Council
Special Events Application




   Information Pack
Hobsons Bay City Council                                    Special Events Information Pack




Contents:

Section                                                                         Page No.

Introduction                                    ………………………………………………………. 2

Application Process                             ………………………………………………………. 2

1.        Event Details                         ………………………………………………………. 3


          1.1     Event Place and Times         ……………………………………………………….                 3
          1.2     Event Manager                 ……………………………………………………….                 3
          1.3     Event Purpose                 ……………………………………………………….                 3
          1.4     Target Audience               ……………………………………………………….                 3

2.        Insurance Details                     ………………………………………………………. 3

3.        The Venue                             ………………………………………………………. 3

5.        Infrastructure and Facilities         ………………………………………………………. 3

          5.1     Parking                       ……………………………………………………….                 3
          5.2     Emergency Services            ……………………………………………………….                 4
          5.3     Key Stake Holder Access       ……………………………………………………….                 4
          5.4     Toilets                       ……………………………………………………….                 5
          5.5     Water                         ……………………………………………………….                 5
          5.6     Waste Disposal                ……………………………………………………….                 5
          5.7     Temporary Structures          ……………………………………………………….                 5
          5.8     Signage                       ……………………………………………………….                 6


6. Health & Safety                              ………………………………………………………. 6

          6.2 Emergency Response Plan           ……………………………………………………….                 7
          6.3 Security/Crowd Control Plan       ……………………………………………………….                 7
          6.4 Food and beverages                ……………………………………………………….                 8
          6.5 Pyrotechnics                      ……………………………………………………….                 8

7. Public Impact                                ………………………………………………………. 8

          7.1 Noise                             ………………………………………………………. 8
          7.2 Alcohol                           ………………………………………………………. 8
          7.3 Public Notification               ………………………………………………………. 9

8. Appendix 1 –                                 ……………………………………………………….10
   General Terms and Conditions:
   Events in Hobsons Bay City Council




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Hobsons Bay City Council                                                       Special Events Information Pack




                               H o b s o n s B ay C it y C o u n c il
                           S pe c i al E ve n ts I n fo r ma t io n P ac k
Introduction

Are you planning a special event that will be held in the City of Hobsons Bay? This Special Event
Information Pack and Application was designed in response to an increasing number of requests
received by Council to host triathlons, fun runs, circuses and other community events within the
municipality.

Special events such as triathlons, fun runs and bicycle races can provide a wide range of social,
economic and cultural benefits to the community. Hobsons Bay City Council welcomes event
organisers to the municipality and would like to encourage community groups to use this application
as a planning tool for a successful event.

This application was developed to ensure that Council is able to make informed decisions when
granting permission to event organisers to stage events within the municipality. The package is also
designed to assist organisers with event planning, increasing the likelihood of a successful of a event.

The Special Event Application Process

Step One
Telephone the Recreation Unit on tel: 9932 1124 to check the event calendar with Council. This is to
make sure that there are no other activities scheduled that would conflict with your proposed event.

Step Two
Complete the Special Event Application and send it to –

         Recreation Unit
         PO Box 21, Altona Vic. 3018
         Fax: (03) 9932 1090

Applications must be received at least six months before the proposed date for large-scale events
(more than 1,000 participants/spectators) or two months for smaller scale events.

Step Three
Recreation Unit Officers will liaise with other relevant Council departments to consider your proposed
event. A report to Council may be required, depending on the scale of the event.

Step Four
A letter detailing the conditions of an “in principle agreement” or refusal is sent to the applicant.

Step Five
If required, a logistics meeting to be held with Council, event organisers and relevant
emergency services prior to event commencement.

Step Six
An event evaluation is to be supplied to Council at the conclusion of the event. If required, an event
debrief to be held with Council, event organisers and relevant emergency services.

The information contained within this Information Pack should be used when completing the Hobsons
Bay City Council Special Event Application Form. The notes contained within the pack give event
organisers a guide to completing the event application. Should you have any questions about the
information pack or require further assistance in completing the event application, please contact the
Recreation Unit, telephone 9932 1124.




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Hobsons Bay City Council                                                       Special Events Information Pack




1. Event Details

1.1 Event Place and Times

For reserves or Council owned buildings please refer to the terms and conditions of hire outlined in
Appendix 1.

1.2 Event Manager

The event manager is responsible for the overall management of the event. Their roles and
responsibilities include organising, resourcing, creative directing, human resource management,
negotiating, financial management, public representation, troubleshooting and liaison. The event
manager must be contactable throughout the event planning, conducting and evaluation processes.

1.3 Event Purpose
Applicants are to detail the purpose of the event (eg. profit, not for profit, aims and objectives).

1.4 Target Audience
The target audience is the age group and interest of the patrons the event is aimed at. The event
may target a wide range of interests and ages or be very focused.

1. Insurance Details

Managing a public event includes ensuring the safety of event organisers, volunteers, contract staff,
event staff and the public. It is mandatory that event managers have comprehensive public liability
insurance and legal advice. Insurance cover should also include property and equipment. Applicants
should attach a copy of their public liability insurance policy with a minimum cover of $10 million which
jointly names Hobsons Bay City Council and has a cross liability clause and a waiver of subrogation
clause.


3. Venue

Access & Egress
Entrances and exits must be well designed to cater for the type of crowd, number of patrons and
various situations that arise throughout the life of an event. Use the checklist in the Special Event
Application form to ensure entrances and exits are efficient.


5. Infrastructure and Facilities

5.1 Parking

Patron access must be planned to ensure there is no disruption to neighbouring businesses or homes
and to ensure clear access by emergency services and event staff.

Where public transport is not available, or where the event is to conclude after normal public transport
operations cease, event organisers must make arrangements for the transport of patrons. This will
include:

       providing adequate car-parking, including over-flow car-parking;
       sourcing private transport providers;
       providing advance notice of the event to taxi companies; and
       designating pick up/set down points.

The consequences of not making such arrangements can result in disruption and damage to
neighbouring premises and patrons being stranded with no way of returning home.




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Hobsons Bay City Council                                                    Special Events Information Pack



5.2 Emergency Services

Access and egress of emergency services must be included in the site plan.

5.3 Key Stakeholder Access

Security staff must be briefed on who is allowed unrestricted access to the event. These may include:

       Council staff;
             o Building Surveyors and/or inspectors
             o Town Planners
             o Environmental Health Officers;
       Fire Authority (MFB or CFA);
       Ambulance;
       First Aid;
       Environmental Protection Authority;
       Department of Human Services;
       Police;
       Vendors;
       Entertainers; and
       Victorian Workcover Authority.

5.4 Toilets

The number of toilets to be provided will depend on a number of factors including:

       anticipated crowd numbers;
       the gender of patrons (women require more facilities than men);
       if alcohol will be available; and
       the duration of the event.

If existing facilities are not adequate, additional portable units must be made available. The following
should be used as a guide:

Toilet Facilities for events where alcohol is not available
                   Males                                            Females
Patrons            WC             Urinals           Hand Basins     WC                    Hand Basins
<500               1              2                 2               6                     2
<1000              2              4                 4               9                     4
<2000              4              8                 6               12                    6
<3000              6              15                10              18                    10
<5000              8              25                17              30                    17
Toilet Facilities for events where alcohol is available
                   Males                                            Females
Patrons            WC             Urinals           Hand Basins     WC                    Hand Basins
<500               3              8                 2               13                    2
<1000              5              10                4               16                    4
<2000              9              15                7               18                    7
<3000              10             20                14              22                    14
<5000              12             30                20              40                    20
The above figures may be reduced for short events as follows:
Duration of event                                   Quantity required
8 hrs plus                                          100%
6-8 hrs                                             80%
4-6 hrs                                             75%
Less than 4 hrs                                     70%




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Hobsons Bay City Council                                                   Special Events Information Pack



Toilet facilities must be:

       Well lit so as not to provide a security and safety hazard;
       Provided with soap and hand drying equipment;
       Odour free;
       Cleaned and re-stocked regularly;
       Located away from food storage and food service areas;
       Accessible for people with disabilities;
       Provided with nappy changing facilities;
       Provided with sharps disposal facilities;
       Supplied with condoms at some events; and
       Appropriate for wet weather.

Portable toilets, where the event is longer than four hours, must be located so they can be pumped
out during the event. Vehicles pumping out portable toilets must not block access by
emergency services. Show toilets on the site map.

5.4.2 Cleaning Toilets

A cleaning schedule should be established for portable toilets. Toilets must be cleaned, restocked
with supplies regularly and desludged as often as necessary.

Council public toilets at the venue must also be cleaned and restocked throughout the day of the
event. This can be carried out by event organisers, or Council cleansing contractors. Please contact
the Recreation Unit for a quote for this service.

5.5 Water

Events must have sufficient supply of freely available potable water, and clear directional signage to
water. Outdoor events that expose patrons to the elements must take due care for their health and
comfort.

At outdoor events, organisers must:

       Provide one drinking fountain or drinking tap for every 200 patrons or part thereof. A
        washbasin does not constitute a drinking fountain or tap;
       Provide potable water that is freely available;
       Provide signage to the water. This could be included in site maps that are provided with
        tickets to the event and at the information centre; and
       Not place drinking taps in areas that have the potential to form a bottleneck of patrons.

5.6 Waste disposal

A waste management plan must be developed. Consider environmentally-friendly methods of waste
management, e.g. recycling bins.

The aim of the waste management plan will be to prevent build-up of waste on site and to provide for
the efficient and safe removal of waste. The plan will detail how waste is to be removed and stored
and how surveillance will take place. Inadequate waste management can result in safety hazards,
odours, attract animals and pests and aid in the transmission of communicable diseases to both staff
and patrons.

Please Note: Hobsons Bay City Council has its own contractors for waste management. If you would
like a quote on these services, contact Council’s Recreation Unit.

5.7 Temporary Structurtes
When considering the placement of temporary structures event organisers need to liaise with
Hobsons Bay City Council Parks Department on 9932 1313. In placing temporary structures
consideration must be given to the location of irrigation and sprinkler systems, trees and gardens, and
the potential damage to grass and lawns.



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Hobsons Bay City Council                                                    Special Events Information Pack




5.8 Signage

Clear, appropriate, strategically placed signage is essential for safety reasons, and to prevent
congestion and unhappy, confused patrons.
For sporting events, you may require road closure and detour signage and witches hats. Circuses
should include signage indicating where tickets can be purchased.

5.9 Power and Lighting

Even in venues darkened for the performance, lighting should always be adequate to identify exits as
well as corridors and aisles leading to them. Auxiliary battery power or generators should be installed
to provide light in a power outage and to power the public address system. The latter may permit
directions to be given to spectators in a power failure, thereby alleviating panic.

 As many concerts are performed with only stage lighting, access to the main lighting or safety lights
is essential in case of an emergency. The location of the controls for these lights, and the operation
of the controls, must be known to those on-site responsible for emergencies.

Please note that use of generators can only be used at times deemed suitable, as outlined in the
E.P.A. Noise Schedule. For details of the Environment Protection Authority (EPA) Noise Schedule,
please contact Council’s Public Health Unit on telephone 9932 4045.


6. Health & Safety

6.1 First Aid
The provision of First Aid is critical to any event. First Aid Posts must be appropriately equipped and
easy to find by patrons and events. The number of posts required depends on the size of the event.
Use the table below as a guide.

For large-scale events First Aid room(s) or equivalent must be provided to the satisfaction of the First
Aid Provider. At a minimum, the rooms must be fitted with:

       A floor;
       Chairs and tables;
       Easily identified signage that is visible at night;
       Power and running water; and
       Adequate lighting.

The figures below should be used as a guide:
    Patrons                            First Aiders                   First Aid Posts*
    500                                2                              1
    1,000                              4                              1
    2,000                              6                              1
    5,000                              8                              2
    10,000                             12                             2
    20,000                             22+                            4

         *The number of First Aid posts required would depend on what first aid room facilities are
         available and type of event.

At concerts, where large numbers gather close to the stage, a First Aid Post should be established
behind the stage barrier.




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Hobsons Bay City Council                                                       Special Events Information Pack



6.2 Emergency Response Plan

6.2.1 Medical

A Health and Medical Risk Assessment must be conducted with the chosen Ambulance and First Aid
organisation. The results of this assessment will be used to form the Emergency Medical Plan. The
plan should include recommendations from the First Aid and Ambulance providers. In the event of a
mass casualty situation at least two areas must be designated to the knowledge of all staff as being
for the treatment of patrons. These areas must be accessible to ambulances. Applicants should
detail how the how the Emergency Medical Plan is to be communicated to Key Stakeholders, Event
Organisers, Event Staff and participants.

6.2.2 Communications (large scale events only)

The various emergency services (police, health, etc.) must be able to communicate with their own
staff; experience has shown that different services must be able to:

       Communicate with each other;
       Communicate between staff outside and inside the venue to get a proper overview of the total
        situation; and
       Communicate with senior event organisers, including security who may be the first to identify
        problems.


6.3 Security/Crowd Control Plan

Choosing appropriate security is essential to the success of an event and the safety of the public.
Different types of events require different types or combinations of security. The event organising
committee needs to examine the risks involved with the event by asking, for example, “What could
happen?” or “What if?” The answers will determine whether police, private uniformed security or peer
security is required.

Developing a security plan with the security provider will clarify the roles and responsibilities of
security staff. The attitude of the security personnel should be friendly and professional in order to
help maintain a positive atmosphere among patrons. The main responsibilities to consider are crowd
control, cash protection, equipment protection and the procedure for confiscated or prohibited items.

To enable security personnel to perform their duties effectively, it is vital that they be appropriately
briefed prior to the event. This briefing must provide security personnel with:

       Details of the venue layout, including entrances, exits, first aid posts, and any potential
        hazards;
       Clear direction on the management of unacceptable behaviour;
       Details of emergency and evacuation plans, such as raising alarms, protocols for requesting
        assistance and evacuation procedures; and
       Instruction for the operation, deactivation and isolation of any on-site machinery and utility
        supply in case of emergency.

Additionally, security personnel must:
   Be able to communicate with each other and First Aiders; and
   Be able to communicate with other security providers, if applicable.

Each company that provides a security or crowd-controlling function at the event must be a part of the
planning for the event and be licensed under the Private Agents Act 1966. This includes security for
performers. These agencies must attend briefing meetings with police and other emergency
services.




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Hobsons Bay City Council                                                      Special Events Information Pack



6.4 Food and Beverages

The provision of a variety of high quality, affordable food at public events contributes to the comfort of
patrons, reduces effects of alcohol consumption and can increase revenue. Selling food at or near
liquor sale points is essential.

The Food Act (1984) requires that all food businesses be registered with the Council in which they are
located.

The Food Act is enforced by Environmental Health Officers who approve applications for registration
and have the power to enter food premises to ensure the Act is being complied with. Security must be
briefed not to obstruct their entry to the site.

Queuing for food can create problems due to excessive waiting times and general poor planning of
services. The following suggestions are made:

       To reduce queues, food and drink outlets should be open as patrons arrive and remain so for
        the duration of the event;
       Breaks in main acts (if applicable) should be long enough to allow service of patrons;
       Mobile vendors could be utilised to service the crowd; and
       Where there are numerous activities, coordinate finishing times.

6.5 Pyrotechnics

Fireworks are not permitted on Council owned or managed land. Should an event organiser plan to
have fireworks on a non Council managed/owned property the fireworks are only to be carried out by
licensed pyrotechnicans. The Victorian Work Cover Authority assesses pyrotechnic experience and
qualifications to operate and conduct fireworks. The use of any naked flame or shooting devices is to
be approved by the municipal building surveyor. Persons not holding a licence must apply for a
permit from the Victorian Workcover Authority for a single occasion.


7. Public impact

7.1 Noise

Events can create noise levels much higher than normal. Music amplifiers, refrigerators, generators,
and crowds are all contributing factors. It is important to monitor the level of noise produced by the
event to minimise disruption to local residents and businesses.

Noise pollution from events probably causes the majority of complaints to authorities from the
surrounding community.

7.2 Alcohol

If you intend selling or supplying alcohol at the event a liquor licence must be obtained from Liquor
Licensing Victoria. If alcohol is BYO to the event, the consent of local authorities and Victoria Police
may be required.

The management of the sale of alcohol is the responsibility of the Liquor Licence holder. The event
organising committee needs to establish areas of the event that are designated for alcohol
consumption and sale. Of major concern will be preventing the sale of liquor to minors and unduly
intoxicated/disorderly persons and preventing access by minors to liquor sale areas. Responsible
service of alcohol must be in accordance with the Liquor Control Reform Act 1998. There are
penalties associated with not conforming to the Act. All bar staff must be aware of and/or receive
training in the responsible service of alcohol. Contact Liquor Licensing Victoria for details.

Alcohol is a diuretic and dehydrates the body. Event organisers need to plan for the effects of alcohol
consumption. These will include:




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Hobsons Bay City Council                                                     Special Events Information Pack



        Extra toilets;
        Additional First Aid for:
             o Injuries
             o Intoxicated patrons
             o Dehydration (especially where patrons rely on alcohol as their only source of fluid
                  intake); and
        Security for disturbances caused by intoxicated persons.

Light and non-alcoholic drinks must also be available.

It is recommended that alcohol be sold or supplied using disposable cups, plastic containers and
opened cans. This will reduce the number of alcohol-related injuries.



7.3 Public Notification

Residents, traders and community groups who might be affected by event activities must be given
notification of the event. This includes those who might be affected by:

        Music/noise;
        Changes to traffic conditions (e.g. busier than normal road);
        Parking availability;
        Food sales; and
        Extra people (e.g. nearby food traders may need to stock up before an event).

Sufficient notice must be given so that individuals are able to plan ahead, or notify Council of any
concerns relating to the event (e.g. a clash with another function), so that a successful outcome for all
parties can be negotiated and achieved.

Patrons can be informed in the advertising and ticketing about:

        Access for people with disabilities;
        Public transport, taxis or shuttle buses;
        Car parking;
        Associated fees;
        Preferred access routes to the venue; and
        Access to safe and secure car-parking including
             o adequate lighting
             o security staff available
             o shuttle buses where car parks cover a large area
             o taxis

Where a large number of under-age patrons are expected, the concept of a “parent’s oasis” can be
used. This facility should be adjacent to the venue and provide parents with a waiting area during the
event. It gives parents a well-defined and secure meeting point for their children. The efforts in
providing such a facility are more than offset by the reduction in effort needed to deal with the young
audiences at the conclusion of the event.




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   Hobsons Bay City Council                                                                 Special Events Information Pack



                                                     APPENDIX 1

                           Terms and Conditions of Hire:
Events in Hobsons Bay City Council
FEES                                                             PERFORMING RIGHTS/COPYRIGHT
Fees are in accordance with Council’s yearly Schedule of         The hirer hereby indemnifies the Council against any claim for
Fees and Charges. The Recreation Unit will advise the            breach of copyright. It is the event organiser’s responsibility to
event organiser of the fee applicable.                           obtain appropriate copyright licensing for use of music which is
                                                                 being performed, use of sound recording, or in video format at
BOND                                                             their event. Contact the Australian Copyright Council for
A bond will apply to your booking. Please contact the            further information.
Recreation Unit to determine what the bond fee is. The
bond is security for any damage to Council property,             INDEMNITY
and/or breach of conditions of hire. The cost of extra           The Hirer agrees to indemnify and keep indemnified and to
cleaning as a result of the function will be deducted from       hold harmless the Council, its servants and agents and each
the bond.                                                        of them from and against all actions, costs, claims, charges,
A Council staff member will inspect the sites(s) after the       expenses and damages whatsoever which may be brought or
event. The total bond will be refunded to the hirer provided     made or claimed against it by any of them arising out of or in
the hirer has complied with all aspects of the conditions of     any way related to the granting of this licence and/or the use
hire, and that damage has not been incurred. Should the          of the Premises. Council is not responsible for any theft, loss,
cost of repairing damage to the property exceed the bond,        damage or injury suffered by the hirer or any quest or invitee
the hirer shall pay the additional costs.                        of the hirer, or any person coming onto the premises during
A Bond Agreement Form can be completed if the hirer has          the period of hire, and the hirer indemnifies the Council in
a credit card. With this method of bond payment, money           respect of all claims for loss, damage or injury caused by any
will only be drawn from the account if any damage is             person or property during the period of hire, or as a result of
incurred to the facility. Contact the Recreation Unit if you     the use by the hirer of the premises.
would like to use this method of bond payment.
                                                                 COUNCIL ACCESS/LIMIT OF HIRE
TIMES                                                            Authorised Council Officers are entitled access to Council
Activities may commence after 8.00am each weekday and            property, including buildings, regardless of bookings/events.
10.00am on Weekends and Public Holidays. All activities          Council also reserves the right to hire any portion of Council
must cease at a “reasonable hour”, which the Recreation          property other than the areas stated in the application form.
Unit will advise. This will vary according to location of the    The Council reserves the right to cancel any booking if a
reserve (e.g. proximity to residential areas), EPA noise         reserve/hall is required in respect of an election of referendum
guidelines, etc. Clean up time is included in the hire period.   for the Federal or State Governments, or a natural disaster or
                                                                 emergency assembly. If it is necessary to cancel any booking,
DAMAGE                                                           the Council will attempt to find an alternative venue or date.
Council property, including reserves, reserve irrigation
systems, roads, buildings and furniture, shall not be            FACILITIES AT SPORTS GROUNDS
damaged. The event organiser will ensure their patrons           Pavilions/shower/lighting facilities are not available for use for
will not cause damage or defacement. Failure to adhere to        events, as these are for use of and paid for by tenant/seasonal
the above may result in loss in bond                             clubs only.

PERMITS:                                                         SECURITY SERVICES
All permits must be signed by the Recreation Unit and            Council reserves the right to request security for function at an
bookings are subject to the appropriate permits being            event at the organiser’s cost.
arranged. Gaming- A permit is required from the Dept. of
Racing, Gaming and Liquor for the raising of funds from          EMERGENCY CONTACT
gaming related activities.                                       Council offices can be contacted during business hours. An
                                                                 after hours number will be provided on confirmation of your
HELICOPTERS                                                      booking in the event of an emergency during after hours
Helicopters are not permitted to land on Council land. An        events.
exception is made in emergency situations, including
Victoria Police and other emergency services helicopters.  ACCESS
                                                           Keys, if required, are available on the day of or if on a
PYROTECHNICS                                               weekend the day before the function. A $20 deposit is
Pyrotechnics are not permitted on Council-owned land.      required and will be refunded the day the key is returned. If the
Whilst pyrotechnics can be used on non-Council land, their key is not returned the moneys will be forfeited and possible
use is subject to approval from Council. Activities should legal action taken.
not adversely affect the safety and general amenity of the
area, including residents, traders and the environment.    BREACHES
                                                           Council reserves the right to expel person(s) or terminate the
VEHICLES                                                   event due to any breach or condition of hire and/or misconduct
Vehicles are not permitted to be driven on                 by patrons.
parks/reserves.




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Hobsons Bay City Council        Special Events Information Pack




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