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									 Event Management
Best Practice Manual




                Master Document

               Adoption by EMT: 15 April 2008
                 Review Date: 15 April 2009
                 Ongoing Review: Annually




                                  V1
 “Singleton. A progressive community of excellence and sustainability.”
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                                                  Event Management Best Practice Manual


In this Manual
  Singleton Council Vision Statement ................................................................................................4
  Singleton Council Mission Statement ..............................................................................................4
  Introduction ......................................................................................................................................4
  Scope ................................................................................................................................................4
Compulsory Section Consultation and Contacts..................................................................................5
  Consultation Register .......................................................................................................................6
  Community Consultation .................................................................................................................8
  Planning Meeting .............................................................................................................................9
  Briefing – Before Event ...................................................................................................................9
  Debriefing – After Event..................................................................................................................9
Compulsory Section Planning the Event............................................................................................10
  Vision/Mission Statement ..............................................................................................................11
  Patron Details .................................................................................................................................11
  Event Details ..................................................................................................................................12
  Event Coordinator ..........................................................................................................................13
  Keeping Documents and Information ............................................................................................13
  Documents to be Kept ....................................................................................................................14
  Health and Safety Permits ..............................................................................................................15
  Public Liability...............................................................................................................................15
  Water ..............................................................................................................................................18
  Lighting and Power ........................................................................................................................18
  Toilets.............................................................................................................................................18
  Food................................................................................................................................................19
  Signage ...........................................................................................................................................19
  Entry and Exit Details ....................................................................................................................20
  Waste Management ........................................................................................................................21
  Noise...............................................................................................................................................21
  Transport ........................................................................................................................................22
Compulsory Section ...........................................................................................................................23
Selecting a Venue...............................................................................................................................23
  Selection of a Venue ......................................................................................................................24
  Risk Assessment.............................................................................................................................24
  Events in Parks and Public Places..................................................................................................24
  Events on Roads .............................................................................................................................25
  Site Plan..........................................................................................................................................26
Compulsory Section Event Staff and Volunteers...............................................................................27
  Staff ................................................................................................................................................28
  Volunteers ......................................................................................................................................28
Compulsory Section ...........................................................................................................................29
Safety, Emergency and Risk Management ........................................................................................29
  If an incident occurs .......................................................................................................................30
  Evacuation ......................................................................................................................................30
  First Aid / Emergency Access ........................................................................................................30
  Fire Safety Arrangements...............................................................................................................30
  Why do we have to manage our risk? ............................................................................................30
  So how do we go about this process?.............................................................................................31
  Risk Management...........................................................................................................................31
  Risk Assessment.............................................................................................................................32
  Risk Control ...................................................................................................................................34
  How to Conduct a Risk Assessment ..............................................................................................34
  Risk Assessment.............................................................................................................................35
                               “Singleton. A progressive community of excellence and sustainability.”
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  Risk Assessment Form ...................................................................................................................36
  Work Method Statements...............................................................................................................39
  First Aid and Emergency Medical Services ...................................................................................43
  Security...........................................................................................................................................43
  Emergency Procedures ...................................................................................................................44
  Weather ..........................................................................................................................................44
  Information Centre and Communication........................................................................................45
  Risk Management Summary ..........................................................................................................46
Optional Event Promotion and Ticketing...........................................................................................50
  Event Promotion and Ticketing......................................................................................................51
Optional Entertainment and Amusements..........................................................................................52
  Application Form to Operate an Amusement Device ....................................................................53
  Applicant’s Site Plan......................................................................................................................54
  Council’s Approval Form...............................................................................................................55
  Council’s Site Plan .........................................................................................................................56
  Singleton Council Approval Certificate.........................................................................................57
Optional Alcohol Management ..........................................................................................................58
  Liquor Licence ...............................................................................................................................59
  Permit Conditions...........................................................................................................................60
  BYO and Non-BYO Events ...........................................................................................................60
  Responsible Service of Alcohol .....................................................................................................60
  Minors ............................................................................................................................................61
  Beverage Options ...........................................................................................................................61
  Beverage Containers ......................................................................................................................61
  What type of containers will be used to serve drinks? ...................................................................61
  Trading Hours ................................................................................................................................61
  Alcohol Consumption Areas ..........................................................................................................62
Optional Event Management Checklist..............................................................................................63
  Checklist.........................................................................................................................................64




                                               IMPORTANT:
                      This document is for use at your first and all subsequent planning
                                 meeting for any Singleton Council Event




                              “Singleton. A progressive community of excellence and sustainability.”
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                                 Event Management Best Practice Manual



Singleton Council Vision Statement
"Singleton. A progressive community of excellence and sustainability"


Singleton Council Mission Statement
"To provide quality services to the community in an efficient and friendly manner encouraging
responsible development"

Introduction
Singleton Council will endeavour to exercise its duty of care in relation to Management of
Council organised events by taking all reasonable steps to enhance the safety of those
attending these events with due regard being given to:
    • Relevant Standards;
    • The nature of the event;
    • The identified risks; and
    • The expected level of attendance.

The process and standards used for the identification, assessment and control of hazards
are set out in Council’s Event Management Best Practice Manual.


Scope
This manual has been produced to assist you, when planning your event. Contained
within, you will find an outline of the steps you need to follow and specific legal and
safety requirements.

The manual is structured that you can easily access only the sections which are relevant to
your event. Obviously the safety and legal obligations are compulsory for every event,
however sections within the document such as Managing Alcohol, may not be relevant to
every event.

The manual is broken into two sections:
       Compulsory Requirements
       Optional/Event Relevant

The compulsory requirements at the beginning of the document, MUST be completed. If
there are Optional/Event Relevant sections which apply to your event it is COMPULSORY
that you complete those sections of this document also.

This manual will assist in ensuring that all the management aspects of your event, are
addressed. As the event organiser it is YOUR responsibility to ensure the safety of: you,
the staff, volunteers and patrons.


                   “Singleton. A progressive community of excellence and sustainability.”
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   Compulsory Section
 Consultation and Contacts




“Singleton. A progressive community of excellence and sustainability.”
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Consultation Register

List the names of individuals and organisations you have consulted within planning this event:

STAKEHOLDER                              CONTACT NAME                                   TELEPHONE

Police                                   Singleton                                       6578 7499

Council                                                                                 65787290

Ambulance

State Emergency Service                                                                 65724699

Security Personnel

Liquor Licensing                                                                        49297234

                                         LOCAL BUSINESSES




                                                  MEDIA

NBN TV

Prime TV                                                                                49520500

Southern Cross Ten                                                                      49405300
Singleton Argus                                                                         65722611
Hunter Valley News                                                                      65722795 Fax
Power FM
                                                                                        65431588
2NM
                                                                                        65422811- Hunter
ABC
                                                                                        49221200 Newcastle
NXFM                                                                                    49423333

KOFM                                                                                    43421433



                     “Singleton. A progressive community of excellence and sustainability.”
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2HD                                                                                     49676111

New FM
                                                                                        49680105

                                           BUS COMPANIES

Hunter Valley Buses                                                                     65722555
Saxby Bus&
                                                                                        65714666
Coach Service
Anvil Bus Charters                                                                      65724224

Taxi Company                                                                            65711600

Other




                     “Singleton. A progressive community of excellence and sustainability.”
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Community Consultation

Do you need to consult with the community?
(Including but not limited to: businesses, rate payers, service groups – Lions, Rotary, Childcare
Centres, individuals or other groups)

   Yes        No    If yes, who:


Stakeholder                             Contact Name                                     Telephone




A consultation meeting (before the event) will be conducted with the key stakeholders on:
(This maybe a formal meeting or informal discussions in person or over the phone)


(Date)                              (Time)            (Venue)




                    “Singleton. A progressive community of excellence and sustainability.”
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Planning Meeting

A planning meeting (before the event) will be conducted with the key stakeholders on:


(Date)                              (Time)            (Venue)



Briefing – Before Event

A briefing meeting (immediately before the event) will be conducted with the key stakeholders on:


(Date)                           (Time)               (Venue)
Who will undertake the pre-event audit?



Debriefing – After Event

A debriefing meeting (after the event) will be conducted with the key stakeholders on:


(Date)                              (Time)            (Venue)

Records or minutes of these meetings will be available
   Yes       No    If available, contact person is




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Compulsory Section
Planning the Event




 Event Management Policy and Procedure
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Vision/Mission Statement

What is the main attraction or purpose of the event -e.g. family fun, sporting contest, musical
entertainment and who are the major beneficiaries?
________________________________________________________________________________
________________________________________________________________________________

Who are the major customer groups?
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

List the type of entertainment being provided?
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________




Patron Details

Who is the target audience?
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________


Estimate the total patron attendance:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________


Patron age details (estimate):
0-12 years           % of total attendance    25-40 years                % of total attendance
12-18 years         % of total attendance     40-55 years                % of total attendance

18-25years          % of total attendance     55+ years                  % of total attendance




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Event Details

Name of Event: __________________________________________________________________
Event Dates: _____________________________________________________________________
Venue: __________________________________________________________________________
Address: ________________________________________________________________________
Nature of Venue (Hall, Stadium etc):
           __________________________________________________
Capacity of Venue: _______________________________________________________________
Day 1:
Start: ___________________________________                Finish: ___________________________
Day 2:
Start: __________________________________                 Finish: ___________________________
Day 3:
Start: __________________________________                 Finish: ___________________________
Day 4:
Start: __________________________________                 Finish: ___________________________
Day 5:
Start: _________________________________                  Finish: ___________________________
Day 6:
Start: _________________________________                  Finish: ___________________________
Day 7:
Start: ________________________________                   Finish: ___________________________
Day 8:
Start: ________________________________                   Finish: ___________________________
Day 9:
Start: ________________________________                   Finish: ___________________________
Day 10:
Start: _________________________________                  Finish: ___________________________




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Event Coordinator

Event Manager: __________________________________________________________________

Organisation: ____________________________________________________________________

Address: ________________________________________________________________________

Phone: ______________________________________________________________________ (W)

Phone: ______________________________________________________________________ (H)

Fax: ____________________________________________________________________________

Mobile: _________________________________________________________________________

Email: __________________________________________________________________________



Contact During The Event: __________________________________________________________

Name: __________________________________________________________________________

Phone: __________________________________________________________________________

Mobile: _________________________________________________________________________



 Keeping Documents and Information
Has a filing system been established?

     YES                 NO


Who is responsible for maintaining the file? ____________________________________________




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 Documents to be Kept
Complete the following checklist to ensure that all records are included in the file.

         Event plan                                Event program
                                                   Detailed site/activity information sheet and
         Details of committee members
                                                   associated plans, reports, schedules, drawings, etc
         Stakeholders contacts                     Tickets

         Record of meetings                        Promotional material – posters, flyers

         Sponsorship letters                       Logos

         Licenses/permits                          Contracts
         Applications for
                                                   Accounts
         licenses/permits
         Inward correspondence
                                                   Employment records
         (including faxes and e-mail)
         Outward correspondence
                                                   File notes of telephone conversations
         (including faxes and e-mail)
         Emergency plan                            Quotes for services or products

         Media releases                            Press articles, TV

         Pre-event audit                           Food Handlers Approvals

         Event Risk Assessment                     Record of attendees’ Insurance cover

         Hazard Summary Sheet                      Event Volunteer Register/ Induction
         Individual Hazard Assessment
         Sheet




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Health and Safety Permits

Have you advised Council’s Planning & Development Services that you are providing catering and
selling food at your event. Singleton Council should be advised at least seven (7) working days
before the event?
    Yes           No        Date Application Submitted:

Has a approval been granted to use the venue?
    Yes           No        Date Approval granted:

Have you applied for a Place of Public Entertainment licence? If so, when was it issued?
    Yes           No        Date Application Submitted:

List any other permits required or obtained for this event -
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________




Public Liability
Have you investigated public liability and duty of care issues and obtained appropriate insurance?

   Yes                 No

Event is underwritten by:

Name of company: ___________________________________________________________
Address: ___________________________________________________________________
Phone: __________________________ Value: $___________ Policy Number: ___________


A photocopy of the policy cover sheet may be required by the venue owner, council, or other
authority.
Do you have copies?                  Yes                               No

   Who has the copies? __________________________________________________________




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Indemnity
                           EVENT PARTICIPATION AGREEMENT



EVENT NAME:                                                 EVENT DATE:



SECTION 1: EVENT DETAILS

“Event” means the (full event name) to be held on (date) at (location), sponsored by Singleton
Council (“the Council”). This agreement form must be signed and received before a participant can
participate in the event.
“Participant” means a person who has registered to participate in the event. Participants under 18
years of age must have this form signed by a parent or guardian.

SECTION 2: PARTICIPANT DETAILS (Please Print)

NAME ______________________________________________________________(“Participant”)

AGE: ___________________________________________________________________________

ADDRESS: ______________________________________________________________________




TELEPHONE NO: _________________________________ FAX:_________________________


EMAIL: ________________________________________________________________________

SPECIAL REQUIREMENTS (IF ANY): ______________________________________________

SECTION 3: CONDITIONS OF PARTICIPATION IMPORTANT

PLEASE READ CAREFULLY

This Event Participation Agreement (“the Agreement”) comprises the sections titled ‘Section 1 –
Event Details’, ‘Section 2 – Participant Details’, ‘Section 3 – Conditions of Participation’ and
‘Section 4 – Declaration and Waiver’.
By signing this Agreement, you warrant that you have carefully read, understood, and agreed to be
bound by, the terms of this Agreement.
Parents or guardians signing on behalf of a participating minor declare that they are the parent of
the legal guardian and accept responsibility and the Conditions Of Participation on behalf of the
Participant.



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SECTION 4: DECLARATION AND WAIVER

I, the undersigned, acknowledge and:

Agree that in consideration of and as a condition of acceptance of my participation in the Event, for
myself, my executors and administrators, hereby waive all and any claim, right or cause of action
against the Council which I or they might otherwise have, arising out of my injury or loss of any
description whatsoever which I may suffer or sustain in the course of or consequence upon my
participation or participation in the Event.
Understand that while participating in the Event, I agree to abide by any rules; participate with care
for other participants and members of the general public at large.
Understand that as a participant in the Event, I may not be covered by the Council’s Public Liability
Insurance, including but not limited to professional indemnity, participant’s personal injury, or
injury to other persons, or damage to property (third party or otherwise).
I, the undersigned Participant in the Event, also indemnify and will keep indemnified the Council
and its officers against all liability for death, injury, loss or damage to any person or the property of
any person howsoever caused arising out of my participation in the Event, or arising from the
reasonable directions given by the Council Officer during the Event.
I, the undersigned, also acknowledge that the Council Officer identified on this Agreement may
cause, by verbal or written notice, to cancel the Participant’s right to participate in this Event, if in
the opinion of the identified Council Officer, he/she identifies, or has reasonable cause to suspect or
expect, that the actions of the Participant may cause or continue to cause, injury, death or damage to
property of any person (third party or otherwise).
I have read the Conditions of Participation and Declaration and I agree to conform to all elements of
them.
SIGNED by: (Participant)                                   SIGNED by the Authorised Officer of
                                                           SINGLETON COUNCIL

________________________________________               ___________________________________
Signature                                              Signature

________________________________________               ___________________________________
Print name                                             Print name and position

________________________________________               ___________________________________
Date                                                   Date

PARTICIPANTS UNDER THE AGE OF 18 YEARS

Parent/Guardian
I have understood and explained the Conditions of Participation to the Participant. I have also
identified any inherent risk associated with participation in the Event (as identified by me) to the
Participant.

Name:_____________________________________________ Phone: _______________________

Address: ________________________________________________________________________

Relationship to Participant: _________________________________________________________

Signature: _____________________________________Date: _____________________________
                Please return the signed copy of this Agreement to (where lodged)

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Water

Is drinking water available (free of charge) to all patrons attending the event?

   Yes           No           Not Applicable



Is the location of water clearly signposted and marked on maps?

   Yes           No           Not Applicable




Lighting and Power

Has certification for lighting and power been obtained through the local authority?

   Yes           No           Not Applicable


Does the provision of lighting and power cater for emergencies?

   Yes           No




Toilets

What is the expected number of patrons?


How many toilets will be provided? Male

                                       Female

People with disabilities:
Have        you        considered            the
locations/distribution?




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Food
Are high-quality, affordable and accessible food stalls available to patrons in the different venue
areas (including licensed areas)?

    Yes           No              Not Applicable

Is a hand wash facility supplied to each food stall?

    Yes           No              Not Applicable

How do you propose to store potentially hazardous foods at the correct temperature? (i.e. hot
>60oC & Cold <5oC________________________________________________________________
________________________________________________________________________________
_______________________________________________________________________________________


Have you read the Temporary Event Guidelines for Food Handlers?

    Yes           No              Not Applicable
Copies of the Temporary Event Guidelines for Food Premises are available from Council upon request.

What types of food will be available? (eg fast food, snacks, meals): _________________________
________________________________________________________________________________
_______________________________________________________________________________________


Signage

Have you obtained approval from Singleton Council to erect signage promoting the event?

                              Phone Singleton Council’s Development Section on 6578 7290 for details of
     Yes          No
                              signage approval

What are the exhibition dates of the signs?

From:                                                    Until:

Who will be responsible for the erection and dismantling of the signs?


Name:                                                    Contact:


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Entry and Exit Details

Complete the checklist to ensure that entrance and exit arrangements:

      provide for supervision, marshalling and directing crowds

      provide exit and escape routes

      provide access for emergency services

      have access for wheelchairs

      separate walking and vehicular traffic

      stagger entry times by providing supporting activities and entertainment

      keep entries clear of all other activities

      ensure barriers, fences, gates and turnstiles are suitable and sufficient

      locate ticket sales and ticket pick-up points in line with, but away from entrances

      provide sufficient and well-trained staff
      ensure the control points for searches to exclude prohibited items such as glass, metal
      containers and weapons are in place and do not impede crowd movement
      provide a secure area for the storage of confiscated goods

      check placement and function of exit signs


Have event staff, security, police, transport authorities, local hotels and food outlets been informed
of patron exit times?

   Yes          No            Not Applicable




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Waste Management

Outline procedures in place to reduce waste products, ie type of packaging:
________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

Waste Stations:

How many?: _____________________________________________________________________

Locations: _______________________________________________________________________

When will they be serviced? ________________________________________________________

What recycling facilities will be provided? _____________________________________________


Has a Waste Management Plan been prepared?

   Yes            No



Further information on waste management at events can be obtained from the following website
http://www.wastewiseevents.wasteboards.nsw.gov.au




Noise

List the provisions you have made to minimise and monitor the level of noise:
________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

Type of Noise:____________________________________________________________________

Intensity of noise:_________________________________________________________________

Times of Operation:_______________________________________________________________

Distance to nearest receptions:_______________________________________________________

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Transport

Has a transport plan been developed for the efficient movement of patrons?

Before the Event:
   Yes               No



During the Event:
   Yes               No



After the Event:
   Yes               No



Provide details of parking available at the venue: ________________________________________
________________________________________________________________________________
________________________________________________________________________________

List the organisations that have been involved in developing this plan:



Name:                                        Organisation:

Name:                                        Organisation:

Name:                                        Organisation:

Name:                                        Organisation:

Name:                                        Organisation:

Detail the transport contingency plan for:

Cancellation: ____________________________________________________________________

________________________________________________________________________________

Delayed Finish: ___________________________________________________________________

________________________________________________________________________________


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Compulsory Section
 Selecting a Venue




 Event Management Policy and Procedure
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                                  Event Management Best Practice Manual




Selection of a Venue

Describe any modifications or special temporary structures being added to the venue for this event:
________________________________________________________________________________

________________________________________________________________________________

In what way will access to the site be modified for the duration of the event?
(eg Road closures):________________________________________________________________

________________________________________________________________________________


Has permission been sought for road closures?        No          Yes

If yes - from whom? _______________________________________________________________

Date permission granted: ___________________________________________________________



Risk Assessment

It is important to consider all risks involved during this planning phase. The information in the
Safety Guide and the various forms and checklists need to be completed. Have the following risk
assessments been completed?

Hazard Survey               Yes      No        When and by whom
Event Risk
                            Yes      No        When and by whom
Assessment
Individual Hazard
                            Yes      No        When and by whom
Assessment Sheets

(For complete form see Risk Management)


Events in Parks and Public Places

A number of leases and licenses exist on the community land covered by this plan. The Local
Government Act 1993 requires that such leases must be expressly authorised by a Plan of
Management and that such lease provisions be in accordance with the provisions of the Plan.




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Events on Roads

In addition to the general safety checklist items, the following issues should be considered when
organising events on roads. In all cases event participants must comply with The Road Transport
(Safety and Traffic Management) Act 1999, and The Australian Road Rules.


       Timing. Don’t hold your event in the dark – bad visibility and tiredness make accidents
       more likely.


       Planning your route. Whenever possible your event should be held in a park, sports ground
       or on footpaths away from the road. Remember that country walks need careful planning.
       Plan the route away from roads wherever possible. Don’t use roads without proper footpaths
       or verges. Don’t use roads where there are road-works as these can be dangerous.


       Events on local and/or highways require Council and NSW Police approval. Any event
       where the highway is involved must also have written approval from the RTA.


The applicant must make written application to Council. This application must include the
following:
       Evidence of minimum $10 million public-liability insurance cover in respect of the event,
       with Council’s interests duly noted.
       A map showing the proposed roads to be used will be submitted to Council for approval
       prior to the event being conducted including any signposting.
       A traffic control plan shall be submitted to Council for approval prior to the event.
       If a highway is to be used, written approval from the RTA is required.
       Council will inform the NSW Police Service seeking their written approval prior to the
       event taking place and any additional conditions.
       Council provides a written response – this may be a refusal or approval with conditions
       attached. These conditions may include the requirement to:
           provide a management plan for the event
           evidence of risk assessment as presented in this Information Pack
           public advertising of the event/road closures
       A briefing by the organiser of the event must be conducted prior to the event with all
       competitors and marshals being informed of their responsibilities and safety aspects for the
       event.
       Changes in the route. Make sure you obtain approval from Council for any changes to your
       route. Make sure that everyone taking part knows about the changes through the marshals or
       signs.


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                                   Event Management Best Practice Manual




Site Plan

Tick the checklist for your site plan and include an explanation of why any items are not included.
Ensure that your site plan clearly shows the location of:

    The surrounding area                               Lost kids/property

    All entrances and exits                            Drinking water sites

    Emergency access routes                            Food/vendors/stalls

    Paths used by vehicles                             Liquor outlets

    Paths for pedestrians only                         Approved liquor consumption areas

    Parking                                            Non-alcohol (dry) areas

    Stage location                                     Toilet facilities

    Seating arrangements                               Communication centre/command post

    Entertainment sites                                Fire extinguishers

    Security and police location                       Refuse containers

    First aid post                                     Public telephones

    Chill-out area (safe, quiet rest area)             Media points (TV and radio)

Attach a copy of your site plan, which includes location of any signs - the plan should be copied and
circulated to all stakeholders.

Has the detailed Site/Activity Information Sheet been completed?

   Yes - attached       No – When will it be and by whom?_______________________________



Singleton Council’s IT Department and Exponaire/Map Info make satellite photographs
available through its Satellite Mapping capabilities. This may be advantageous for the
purpose of planning and site selection.




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     Event Management Best Practice Manual




   Compulsory Section
Event Staff and Volunteers




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Staff

Are you intending to use staff during the event?

   Yes               No

If Yes:
How many:

What roles and tasks will the staff undertake? ___________________________________________
________________________________________________________________________________
________________________________________________________________________________

Please outline any relevant training and supervision given to staff: __________________________
________________________________________________________________________________
________________________________________________________________________________



Volunteers
Refer for requirements:
H:\Volunteers\New VolunteerMaterial\Master - For Singleton Council Volunteer Organisers.doc
H:\Volunteers\New VolunteerMaterial\Volunteering With Singleton Council - Event Volunteer.doc
Are you intending to use volunteers during the event?

   Yes               No

If Yes:
How many:

What roles and tasks will the volunteers undertake? ______________________________________
________________________________________________________________________________

Please outline any relevant training and supervision given to volunteers:______________________
________________________________________________________________________________



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         Compulsory Section
Safety, Emergency and Risk Management




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If an incident occurs
As the organiser of the event, you are responsible for the safety of everyone who is involved. If
anyone is hurt or injured because of your negligence, you may end up in court.

If an incident does occur at any event on the Council’s land, the Council will ask:

•    Were plans in place to manage a major incident?
•    Were the risk assessments completed, including all of the items included in the checklists?
•    Are there enough emergency services resources on site, or within easy access?
•    Is there a detailed casualty treatment, management and evacuation plan?
•    Are the emergency procedures properly explained and practised?
•    Is there a clear chain of command and control?
•    Are communications between key personnel, emergency services and the crowd adequate?
•    Remember careful planning and organisation will help ensure that your event is successful and
     above all else safe.


Evacuation
You must have an evacuation procedure as part of the risk assessment for your event. For indoor
events, the building you are using may already have an evacuation procedure in place. However,
this is far less likely for outdoor events.


First Aid / Emergency Access
You must provide an agreed level of first aid, paramedical and medical facilities at your event
depending on the type of event, number of people and risk. Access by ambulance, fire brigade
and/or police in an emergency should be considered.


Fire Safety Arrangements
You should agree on arrangements for fire prevention, detection and control with the Fire Brigade
before your event.


Why do we have to manage our risk?
On-site safety at the event is paramount – your public expects to be able to enjoy your event in safe
and secure surrounds - and the event organisers need to identify potential hazards during the
planning of, and on site at, your event and work to implement solutions.
What is risk management?
The basic principles of and processes in Risk Management are:-


        1                    2                      3                          4
    IDENTIFY              ASSESS                IMPLEMENT                   MONITOR
    HAZARDS                RISKS                 CONTROLS                 PERFORMANCE




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The following examples of common problems at events give you a taste of the type of things you
would look for in your planning and prior to the event:

   •   Holes in grounds or in footpaths
   •   Marquee pegs in thoroughfares
   •   Electrical leads on ground and untagged electrical equipment
   •   Overcrowding in car parks or mixing vehicle and pedestrian traffic
   •   Uneven stage floor or performance space
   •   No hand washing facilities at food handling stalls
   •   Security

These examples could be rectified with simple solutions. By early identification of hazards, risks
can be minimised.

So how do we go about this process?
To help with the risk assessment process we have prepared general forms, fact sheets and
explanations to make the process more manageable. The process will seem cumbersome for the first
few times you undertake it, however after a while you will recognise the benefits and become more
comfortable with it.


 Risk Management

A procedure which enables the identification, assessment and control of hazards within the
workplace and to implement procedures for ongoing evaluation. This will cover all areas of
Council’s operations and is intended to minimise the risk to the health and safety of all employees,
contractors and visitors.

All employees should know the hazards in their workplace and how dangerous they are, find ways
of eliminating the hazard or find ways to keep people safe from them.


Objectives
To create a risk management culture, through work method statements and consultation with staff,
across Singleton Council in a consistent and documented method.

When should risk assessments be conducted:
  • Before setting up and using a workplace;
  • When planning work processes;
  • Before installing, commissioning or erecting plant;
  • Whenever changes are made to the workplace, the system or method of work, the plant used,
      the chemicals used;
  • Whenever new information regarding work processes becomes available.




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Definitions
Hazard               A potential source of harm to life, health or property.
                     The likelihood of an injury, accident or illness occurring. Also known as the
Risk
                     exposure level.
Identification       To list and prioritise jobs or tasks which require a risk assessment.
                     Estimate of the risks associated with a particular hazard. For this purpose the
Assessment
                     Risk Matrix (Hazpack) should be used.
Control              The method used to eliminate or reduce the hazards and risks.

Risk Matrix          The tool used to score the hazards and risks.




 Risk Assessment

Hazard assessment includes, but is not restricted to:

1. Exposure
   • How many people are exposed to the hazard?
   • How frequently are they exposed to the hazard?
   • How long are they exposed to the hazard? ie minutes, hours, days?

2. Severity
   • What injuries or diseases may be sustained/contracted if exposed to the hazard?
   • Is the extent or degree of harm low, medium or high?

3. Number of Factors
   • What physical factors may need to be considered? ie poor ergonomic design of work
     stations or equipment, operation of equipment, sharp edges, environmental, lighting,
     ventilation, inadequate noise screening etc;
   • What psychological factors may need to be considered? ie design of plan or equipment,
     location (isolation from the workforce).

4. Human Differences
   • What skills, experience and/or training has or has not been provided?
   • What physical capabilities are present which may require consideration in dealing with the
     hazard?

5. Other Factors to be Considered when Assessing Hazards are:
   •     Actions and movements;
   •     Location of loads and distances to be moved;
   •     Weights and forces required to handle the load;
   •     Clothing worn and/or required;
   •     Work flow/organisation;
   •     PPE.




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EVENT SITE AND ACTIVITY RISK ASSESSMENT
EVENT NAME: Skate comp
EVENT DATE:
PROGRAM AREA: Youth Programs


Activity            Risk                  Matrix      Measure to address risk            Matrix
                                          score                                          score
                                                                                         after
                                                                                         measure
Skateboarding       Grazes, cuts,         4           All contestants to wear safety     5
                    bruises                           gear, first aider present, skate
                                                      park swept
Skateboarding       Fractures             4           First aider present, ambulance     4
                                                      called, emergency access point
                                                      left clear, skate park swept
Walking             Tripping on power     5           Lead raised on poles               6
                    lead for band
Walking             Tripping on lead      5           Poles marked by traffic cones      6
                    pole bases
Watching comp       Skater hitting        5           Marshals monitor proximity of      6
                    observer                          observers to skate park
Watching comp       Skateboard hitting    5           Marshals monitor proximity of      6
                    observer                          observers to skate park
Crossing car park   Increased traffic     4           Marshal monitors car park          6
to skate park       due to event -                    traffic speed and pedestrians
                    accident




ASSESSMENT COMPLETED BY:
DATE:




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 Risk Control

Control measures may vary with each hazard and may require a combination of measures. They
may include but are not restricted to:

1. Elimination
     • By design, replacement etc.
2.   Substitution
     • With less hazardous materials or processes – the resultant risk should be more tolerable.
3.   Minimise
     • Weights, inventories of products.
4.   Engineering Controls of Source
     • For example, automation, remote control etc.
5.   Engineering Controls to Reduce Exposure
     • For example, guarding mechanical handling ventilation, binding, isolation.
6.   Administrative Controls
     • For example, standard work procedures, housekeeping, training, supervision, emergency
        procedures, work permits, maintenance schedules etc.
7.   Personal Protective Equipment (PPE)(as the final option of control)
     • For example, gloves, glasses and steel cap boots.



 How to Conduct a Risk Assessment

Step 1: Look for the Hazards
Using the Risk Matrix, the site supervisor / manager and employees should do a risk assessment
when starting work on a new site and as a general inspection around the workplace and looking at
what could be reasonably expected to cause harm or damage. Ignore the trivial and concentrate on
the hazards that may result in serious harm to people or damage to property. Employees should be
encouraged to discuss any work activity that they consider may be dangerous.

Step 2: Decide who may be harmed or what property damage could occur
   • Young inexperienced employees e.g. trainees, apprentices;
   • New employees;
   • Visitors in the workplace e.g. contractors, children, members of the public;
   • Nearby property e.g. parked cars or building.

Step 3: Evaluate the risks and decide whether existing precautions are adequate or more
should be done
Consider how likely it is that each hazard could cause harm or damage. This will determine whether
or not you need to do more to reduce the risk. Safe Working Practices have been developed to assist
in the correct method to carry out the work. However, even after all precautions have been taken,
some risks can remain. A decision has to be made regarding the remaining risks. At what level has
the risks been assessed at: are they one, two, three, four, five or six?
Use the risk assessment document to immediately recognise the level of risk and the priority it has
before control measures have been put in place and then repeat the process after control measures
have been put in place.


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 Risk Assessment

To conduct a risk assessment:
   • Identify any hazards present;
   • Estimate the likelihood of the hazard causing an incident;
   • Estimate the likely severity of an incident caused by the hazard;
   • Refer to the risk assessment matrix for a guide to the priority for taking action to control the
      hazard;
   • Determine appropriate control measures (the Hierarchy of Controls, Australian Standards,
      Codes of Practice, WorkCover guides and work method statements provide guidance when
      selecting control measures); and
   • Document assessment and return to Supervisor or Safety Officer.


    Risk Matrix                          How Likely Is It To Be That Bad?
                                                                                             Very unlikely:
                                   Very likely:           Likely:            Unlikely:
       How Bad Is                                                                            could happen,
                                 could happen at      could happen         could happen,
    It Likely To Be?                                                                          but probably
                                    any time            some time          but very rarely
                                                                                               never will
  Kill Or Cause Permanent
                                                                                 2                3
   Disability Or Ill Health             1                   1
Long Term Illness Or Serious
                                                            2                    3                 4
          Injury                        1
   Medical Attention And
                                                            3                    4                 5
   Several Days Off Work                2
                                                            4                    5                 6
      First Aid Needed                  3
                               (Adapted from WorkCover's HAZPACK Worksheet)
1 = Top Priority – do something immediately
6 = Low Priority – do something when possible

                              Hierarchy Of Control
                                                                                                Safe Place
 Elimination               Get rid of the hazard out of the workplace.
                           Use something less hazardous in place of the identified hazard.
 Substitution              For example water based chemicals rather than solvent based
                           ones.
                           Put in place barriers to shield or isolate the hazard. For
 Isolation
                           example guards on machines, enclosures for noisy machinery.
                           Put in place a system to counteract the hazard. For example
 Engineering Controls      installing an exhaust ventilation system to extract dangerous
                           fumes or dust.                                                      Safe Person
 Administrative            Put in place work routines that reduce the time people are
 Controls                  around the hazard.
                           Give people protective equipment and clothing that they have
 Personal Protective
                           to wear while near the hazard. For example ear plugs or face
 Equipment
                           masks.
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Risk Assessment Form
Department/Contractor:__________________________________________________________
Location: _______________________________________________________________________
Work description: _______________________________________________________________
Date: ___________________________________________________________________________
Hazards present: Refer to Risk matrix, place score in box:
    Pedestrians                     Power lines                       Noise

    Traffic                         Vehicle movements                 Water / sewer

    Dangerous goods                 Dust                              Trenches

    Fire                            Manual handling                   Chemicals

    Falls                           Confined spaces                   UV radiation

    Weather conditions              House keeping                     Hot work

    Animals/insects                 Pressure vessels                  Telecom

    Rocks from mower                Sewerage                          Stormwater




Others: _________________________________________________________________________

Control measures required: Tick box
    Traffic Control Plan            Barriers                          Training

    Lifting device                  Drainage                          Signs

    Lockout procedure               High vis. Clothing                Isolation

    Needle disposal kit             Work procedures                   Spotter

    MSDS                            Protective clothing               First aider

    Guards                          Sun cream                         VMP

    Danger tagging                  Communication




Others:_________________________________________________________________________



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Certification required: Tick box
    Drivers licence                 Trade certificate                 RTA cert.
    Confined space                  Induction training                Elevated platform
    First aid                       Dangerous goods                   5099 exemption
    Workcover cert.




Others:_________________________________________________________________________



Personal Protective Equipment (PPE) requirements: Tick box
    High vis. clothing              Night vests                        Sun hat
    Hard hat                        Ear plugs                          Ear muffs
    Safety glasses                  Goggles                            Sun glasses
    Face shield                     Respirator                         Dust mask
    Leather gloves                  Chemical gloves                    Disposable gloves
    Gum boots                       Wet weather gear                   Disposable overalls




Others:_________________________________________________________________________

Regulations \ Procedures relevant to works: Tick box
    Dangerous goods                 Manual handling                    RTA traffic control
    Confined spaces                 Protective clothing                Electrical practises
    Amenity tree code               Chainsaws AS2727                   Noise code
    Construction act                Induction training                 Haz. substances

Others:_________________________________________________________________________

Safety Equipment required: Tick box
    Fire extinguisher               Fall arrester                      Harness
    2 way radios                    SCBA                               Warning signs

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    Spill kit                       Gas monitor                       Cherry picker
    Trench shoring                  Flashing lights                   First aid kit
    Pipe sealing bag                Earth leakage dev.




Others:_________________________________________________________________________

Assessment conducted by: ________________________________________________________

Others involved in works: ________________________________________________________

________________________________________________________________________________



In the instance that you require explanation of any of the items referred to in the above
tables, please see Council’s OHS Coordinator for guidance.




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Work Method Statements
Safe Work Method Statements can be found at H:\OH&S\Work Method Statements.




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 First Aid and Emergency Medical Services

Who is supplying first aid service? ___________________________________________________

Start time: _______________________________ Finish time: ____________________________

Number of first aid personnel: ______________ Number of first aid posts: _______________

What arrangements have been made with the Ambulance Service for critical emergency
response, access to the venue and transportation of patients to hospital? ________________

_______________________________________________________________________________________

_______________________________________________________________________________________


Security

Has a security firm been contracted?

   Yes           No          Not Applicable

If yes, provide details:
Company: _______________________________________________________________________
Contact Phone Number: ____________________________________________________________
Licence/Accreditation Details: _______________________________________________________
Number of Personnel: ______________________________________________________________


If no, describe security arrangements:
Event security will: ________________________________________________________________
Commence at:       _______________________________ Conclude at:
__________________________

When will a police and Liquor Licensing Division briefing and debriefing involving all security
personnel be held?

Date:                      Time:



What security arrangements have been made for

Cash:

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Asset Protection:


Crowd Management:


Prohibited Items:




 Emergency Procedures

What is the process to ensure that all event staff, security staff, police and emergency services will
be informed of the emergency evacuation plan?
_______________________________________________________________________________________

_______________________________________________________________________________________
Who is the nominated person to authorise an evacuation?

 Name:

 Contact detail during the event:

Will emergency tools be strategically located throughout the venue?

    Yes          No




Weather

Detail the contingency plans in case of bad weather:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________




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                                                  44
Information Centre and Communication

Will an Information Centre be clearly identified and available to patrons at the event?

   Yes               No



Outline the systems and technologies that event staff, police, security and emergency service
personnel will use to communicate with each other:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________



What systems and technologies will be in place for communication with patrons?

________________________________________________________________________________
________________________________________________________________________________
_______________________________________________________________________________




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THE BELOW FORM IS REQUIRED TO BE COMPLETED BY THE EVENT MANAGER AND RETURNED TO
THE CORPORATE PROJECTS OFFICER AS SOON AS YOU ARE AWARE OF THE EVENT HAPPENING, AS
IT NEEDS TO BE FORWARDED TO COUNCIL’S INSURANCE COMPANY FOR APPROVAL OF THE EVENT.


Risk Management Summary

Event:
Competition Organisers:
Venue Owner:
Location of Event:
Date:
Time:
Summary of Event:


Actions Taken/To be Taken:




Date:


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Compulsory Information for Reading

Approvals for Public Entertainment




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Approvals for Public Entertainment

What is Public Entertainment?
Public Entertainment:

1.      Means entertainment to which admission may ordinarily be gained by members of the
        Public on payment of money, or other consideration as the price or condition of admission
        and an entertainment does not cease to be public entertainment merely because:

     1.1 Some (but not all) persons may be admitted to the entertainment otherwise than on
            payment of money, or other consideration, as the price or condition of admission; or

        1.2 Such payment, or other consideration, is demanded as the charge for a meal or other
            refreshment, or for any other service or thing, before admission to the entertainment is
            granted or as the charge for the entertainment after admission to the entertainment has
            been granted; and

2.      Includes a public meeting.

What is A Place of Public Entertainment (POPE)?
Places of Public Entertainment include drive-in theatres, open air theatres, theatres, public halls and
licensed premises. It may also include temporary structures like tents, marquees, booths and other
temporary enclosures and mobile structures that may be used for travelling productions and the like.

How Do I Get Approval?
Approvals under the new State Environmental Planning Policy (SEPP)

Permissibility of development

State Environmental Planning Policy (Temporary Structures and Places of Public Entertainment)
2007 provides that the erection of a temporary structure or the use of a building as a POPE requires
development consent except as otherwise provided for in the Policy or where the use of a particular
type of POPE or the erection of a particular type of temporary structure is identified as exempt or
complying development, or is prohibited, in another environmental planning instrument such as a
local environmental plan.

The new SEPP sets out the matters to be considered by the consent authority (in most instances the
local council) when determining a development application for the use of a building as a POPE or
the erection of temporary structure.

Exempt and complying development
The SEPP identifies certain development as exempt or complying development. The SEPP sets
standards for the use of a POPE or the erection of a temporary structure to qualify as exempt or
complying development and imposes conditions on complying development to cover matters of
safety, amenity and protection of the environment.

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Exempt development under the SEPP includes the erection and use of some temporary structures
for certain private functions and community events. The SEPP also amends State Environmental
Planning Policy No. 4 – Development without Consent and Miscellaneous Complying Development
to insert provisions relating to the use of certain temporary structures for filming.

Complying development under the SEPP also includes the erection and use of some temporary
structures as POPE’s and for community events and the use of some existing buildings as POPE’s.

Development Application submission requirements for use of a premises as a POPE.

If you require development consent for your Public Entertainment then the following details or
information are to be provided:

   •   A Statement of Environmental Effects (SEE). A SEE is a report outlining the likely impacts
       of the proposal and the measures proposed (if any) to mitigate these effects.
   •   Proposed (maximum) capacity number of persons, including patrons, staff and performers,
       together with details of how the maximum number will not be exceeded.
   •   The proposed hours entertainment is to be conducted and type of entertainment (eg: film,
       live performances, amusement devices etc.)
   •   3 copies of full floor plans, drawn to a suitable scale, indicating the location of the proposed
       entertainment area (eg: lounge bar, auditorium, whole building) in relation to the whole of
       the building and its dimensions in m2.
   •   Plan showing location, types and dimensions of all existing and proposed exits from the
       area.
   •   Details of all essential fire and other safety measures proposed or installed in the area (eg:
       fire hose reels and hydrants, emergency lighting, exit signs). A standard and preferred, form
       is available from Council for this purpose.
   •   Details of any fixed and unfixed seating table/seating and layout, including all fixtures,
       fittings and furniture.
   •   Details and numbers of all amenities.
   •   Details of construction and material finishes of all walls, floors and ceilings for the area to
       which the application relates with certification for any fabric upholstered chairs and fixtures
       certified in accordance with Specification C1.10 of the Building Code of Australia.
   •   Details and/or design drawings of the capability and design of any mechanical ventilation
       serving the entertainment area.
   •   Accessible paths and facilities for persons with disabilities.
   •   Appropriate fee based on the capacity of the entertainment area.

   The above information is the minimum required to enable assessment of the premises in order to
   consider issue of a Development Consent for use of any premises as POPE. Dependant upon
   the complexity and size of the premises, further information may be required on a merit basis by
   Council Officers to complete their assessment of each proposal. Delays in providing the
   requisite information may in turn result in delays in assessing any application.

   Further Information

   You are encouraged to contact Council’s Planning and Development Services Program Area to
   ascertain if your Event may be considered as Exempt or Complying Development under the
   SEPP of whether written Development Consent is required.

   For a copy of the SEPP go to www.legislation.nsw.gov.au
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          Optional
Event Promotion and Ticketing




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Event Promotion and Ticketing
How is the purpose of the event explained in your promotion and publicity?
________________________________________________________________________________


Where is the event to be published and promoted (eg radio, posters, print media)?_______________
________________________________________________________________________________


Does the event promotion and public reinforce messages about safe drinking practices?

   Yes           No             Not Applicable



Have you considered including any of the following messages in promotional and public material?
(Tick all messages included)
     Don’t drink and drive                                ‘Wet’ and ‘dry’ areas both available

     Public transport will be available                   Food or snacks will be available

     Organise a designated driver                         Use of cameras prohibited

     ID will be required to purchase liquor               Water will be freely available

     Glass containers are not permitted                   Look out for your friends and family
     People who are intoxicated will not be
                                                          Bags and eskies may be searched or restricted
     served alcohol


Have you notified the Singleton Visitor Information Centre about the event?
                       Information be obtained by contacting the Singleton Visitor Information Centre on
    YES        NO
                       02-65715888


What is the ticketing process for the event? (eg tickets at gate, pre-sold tickets)
________________________________________________________________________________
________________________________________________________________________________


Will tickets inform patrons of important details to the event (including alcohol availability,
behaviour expectations)? ___________________________________________________________
________________________________________________________________________________


What is to be included in the price of the ticket? ________________________________________

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          Optional
Entertainment and Amusements




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Application Form to Operate an Amusement Device

Location Details
Location(s) for Operation of Amusement Device: ________________________________________
Proposed Period of Operation: Dates: ______________________Times:______________________

Operator Details
Name of Operator:_________________________________________________________________
Address of Operator:_______________________________________________________________
Signature of Operator: _______________________________________Date:__________________
Name all operators trained to operate the amusement device:
1.______________________________________________________________________________
2.______________________________________________________________________________
3.______________________________________________________________________________

Registration Details
Attach a copy of the registration certificate to this application.
Registration Number:___________________________ Expiry Date:_________________________
Name of Registered Owner:_________________________________________________________
Address of Registered Owner:________________________________________________________

Amusement Device Details
Type of Amusement Device:_________________________________________________________
Manufacturer or Sole Importer of Amusement Device:____________________________________
Date Amusement Device first registered under Construction Safety Regulations 1950:
________________________________________________________________________________

Amusement Device Insurance Details
Liability Insurers Name(s):__________________________________________________________
Name of Insured:__________________________________________________________________
Business or Profession of Insured detailed on Policy:_____________________________________
Period of Insurance:________________________________________________________________
Indemnity Limit (Note: Minimum $10,000,000)_________________________________________
Please attach a copy of the Liability Insurance Cover or Certificate of Currency to this Application




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Applicant’s Site Plan




Comments:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________




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Council’s Approval Form

Logbook Details
Has Council inspected the AS 3533 Logbook?                           Yes                      No
Does the logbook record the date of last assembly?                   Yes                      No
Is the logbook maintained by the operator?                           Yes                      No

Site Details
When was the site where the amusement device is planned for erection last inspected?
______________________________________________________________________________

Is a site inspection required?                                       Yes                      No

If a site inspection is required, Council should consider the following:

             Electrical Overhead wires (clearance)                Yes              No              N/A

             Firmness of Ground                                   Yes              No              N/A

             Slope of Ground                                      Yes              No              N/A

             Clearances to other obstacles                        Yes              No              N/A

             Pathways                                             Yes              No              N/A

             Lighting                                             Yes              No              N/A

             Other Considerations



Is the Council satisfied that the site is suitable for the intended use?          Yes              No

Insurance Details

Has Council confirmed the insurance from the nominated insurer?                   Yes                    No
Have insurance details been entered onto Council’s Insurance                      Yes                    No
Register?




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Council’s Site Plan




Comments:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
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Singleton Council Approval Certificate

Approval Certificate Number: _______________________________________________________


 This certificate has been issued after due consideration of the information supplied by the
 registered owner(s) or operator(s) and information gathered by Council Officers. Accordingly,
 permission is granted to operate the nominated registered amusement device on the nominated
 sites for the nominated period.


Nominated Registered Amusement Device (as appears on Registration Certificate): _____________
________________________________________________________________________________


Registration Number: __________________________________ Expiry Date:_________________


Period of Council Approval: Dates: ______________________Times:_______________________


Date of inspection of Registered Amusement Device (if applicable):_________________________


Approved Location(s) for Operation of Amusement Device: _______________________________
________________________________________________________________________________
________________________________________________________________________________


Council Officer:___________________________________________________________________


Signed:_____________________________________________Date:________________________


 This Approval Certificate is granted in accordance with the Local Government Act 1993.


 Note, this certificate has been issued in accordance with the information and documents supplied
 to the Council and in the event of material change to the operation of the registered amusement
 device, information or documentation, this certificate is automatically revoked.




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             Optional
        Alcohol Management




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Liquor Licence

Will alcohol be available at the event?
    No – Alcohol will not be served or consumed at the event; or

    Yes – BYO alcohol will be allowed to be consumed at the event; or

    Yes – Alcohol will be sold or supplied at the event and a permit is required.


Will an application for a Temporary On-Licence (Function) or Special Event Licence be lodged
with the Department of Gaming and Racing? (An application form can be accessed via the NSW
Department of Gaming & Racing website: www.olgr.nsw.gov.au.

    No        Yes     Permit type:

                      Office:

                      Contact name:

Applications can be found on the following web sites –
http://www.dgr.nsw.gov.au/IMAGES/LICENSING%20COURT/COURTFORMS/temp_function.pdf
http://www.dgr.nsw.gov.au/IMAGES/LICENSING%20COURT/COURTFORMS/special_event.pdf



Who will be the holder of the permit or approval?
Licensee/organisation: _____________________________________________________________
Nominee: _______________________________________________________________________
Address: ________________________________________________________________________
Telephone: ______________________________________________________________________
Mobile: _________________________________________________________________________


Contact during the event:
Name:__________________________________________________________________________
Telephone: ______________________________________________________________________
Mobile: _________________________________________________________________________




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 Permit Conditions

What arrangements have been made to notify the bar staff of the standard and other conditions of
your General Purpose Permit or Public Function Approval?
_______________________________________________________________________________________

_______________________________________________________________________________________




 BYO and Non-BYO Events

 Has the matter of BYO liquor been discussed with the organising
                                                                                         Yes   No
 committee and other stakeholders for the event?


Comment:
_______________________________________________________________________________________

_______________________________________________________________________________________




 Responsible Service of Alcohol
How will you tell patrons about alcohol including that alcohol will not be served to minors and
intoxicated patrons, other than compulsory signage?

  Event Public                      Ticketing                    Other: ____________________________


How will you inform event personnel, specifically bar and security staff, of their responsibilities
under the Liquor Act 1982, and about the responsible service of alcohol and the penalties for
offences committed?
_______________________________________________________________________________________

_______________________________________________________________________________________

How many bar staff do you intend to employ? __________________________________________

How many have had accredited training in the responsible service of alcohol? _________________

What is the expected number of patrons? _______________________________________________




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 Minors

How will under-age patrons be identified?
_______________________________________________________________________________________

_______________________________________________________________________________________


 Beverage Options

What types of alcoholic and non-alcoholic drinks will be available at the event and what will be the
pricing structures?

 Drink: For Example: Light Beer      Price: $                    Drink:                   Price: $

 Drink:                              Price: $                    Drink:                   Price: $

 Drink:                              Price: $                    Drink:                   Price: $

 Drink:                              Price: $                    Drink:                   Price: $

 Drink:                              Price: $                    Drink:                   Price: $

 Drink:                              Price: $                    Drink:                   Price: $




 Beverage Containers

What type of containers will be used to serve drinks?
_______________________________________________________________________________________

_______________________________________________________________________________________



 Trading Hours

What are the proposed liquor trading hours?
Day 1:                              To:                           Day 5:                             To:
Day 2:                              To:                           Day 6:                             To:
Day 3:                              To:                           Day 7:                             To:
Day 4:                              To:                           Day 8:                             To:




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 Alcohol Consumption Areas

How many alcohol dispensing and consumption areas will be available?
________________________________________________________________________________

Dispensing areas: _________________________________________________________________

Consumption areas: _______________________________________________________________

How will the boundaries of consumption areas be defined? ________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________




                   “Singleton. A progressive community of excellence and sustainability.”
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              Event Management Best Practice Manual




        Optional
Event Management Checklist




“Singleton. A progressive community of excellence and sustainability.”
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                                Event Management Best Practice Manual




Checklist


     Have the following key personnel been identified? Event organiser, safety coordinator,
     supervisors, activity coordinators and volunteers?


     Do you have permission from the landowner?


     Is the site suitable for your event? (See Selecting a Venue)


     Have you carried out a risk assessment to make sure you have all the necessary health and
     safety measures in place?


     Have you decided who should be responsible for health and safety at your event?


     Have you provided necessary information for example, maps and site plans details of
     gas/electric installations and an outline programme of events?


     Do you know how many people you are expecting?


     Do you know where the entrances and exits on your site are?


     Are the entrances and exits controlled, stewarded, suitable for prams, pushchairs disability
     access and appropriately signed?


     Do you have trained, briefed and clearly identifiable stewards?


     Have you met the needs of people with disabilities?


     Have you set up a reliable system of communication between key people?


     Have you set up a reliable system of communication with the audience/crowd?


     Has a control point been identified, call signs predetermined and announcements prepared?


     Are crowd control barriers necessary?


     Are emergency procedures in place and have these been agreed with the emergency
     services?

                  “Singleton. A progressive community of excellence and sustainability.”
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                           Event Management Best Practice Manual




Can emergency vehicles get on and off the site easily?


Do you have effective fire control measures in place?


Do you have adequate first aid facilities?


Do you need any other special arrangements for example, for lost children, lost property,
drinking water, toilets, noise control or parking?


Do you have an emergency plan? Does it cover everything? Has it been viewed by
Council’s OH&S Officer? Who will make the decisions during an emergency? Will you
stop the event during an emergency? Have you asked for advice from the emergency
services about emergency routes?


Is a Place of Public Entertainment licence required from the Council?


Do you have insurance cover?


Please note that, apart from emergencies, the emergency services may charge if you ask
them to be present at your event.


Have you carried out a hazard analysis of the food safety risks involved in the preparation or
handling of the food & drink you will be offering?


You need to identify critical steps in food preparation or handling and put in suitable control
measures. You should also monitor these control measures. If you are using caterers, they
should be able to provide this information.


Have you obtained the Temporary Food Permit?


It is advisable that you have a system in place to cater for children who have been dislocated
from their guardians. Depending on the size of and type of the event, a specific lost children
service may be required. Contact the group for more details.




             “Singleton. A progressive community of excellence and sustainability.”
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