Sydney Opera House Outdoor Event Guide Information, forms and checklists for staging outdoor events 14 February 2020 Version 5.8 Outdoor Event Guide 14 February 2020 sydneyoperahouse.com Street Address: Mailing Address: Sydney Opera House Sydney Opera House Bennelong Point GPO Box 4274 Sydney NSW 2000 Sydney NSW 2001 Australia Australia Enquiries: Venue & Event Sales T +61 2 9250 7393 [email protected] Cover photograph: Crowded House at Sydney Opera House Forecourt by Daniel Boud, December 2016 Opera House photographs by Jack Atley Sydney Opera House Contents Introduction ________________________________________________ 4 1.1 Booking process ______________________________________________________ 5 1.2 Event Chain of Command ______________________________________________ 5 1.3 Event management process _____________________________________________ 6 1.4 Site Control _________________________________________________________ 7 1.5 Site map ____________________________________________________________ 8 1.6 List of acronyms ______________________________________________________ 9 Event Planning ____________________________________________ 10 2 Contract and Approval Process _____________________________________________ 10 2.1 Venue Hire Agreement ________________________________________________ 10 2.2 Hiring conditions _____________________________________________________ 10 2.3 Event lifecycle ______________________________________________________ 12 2.4 Cancellation policy ___________________________________________________ 13 2.5 Event insurance _____________________________________________________ 13 3 Operational Guidelines ____________________________________________________ 14 3.1 Venue capacity ______________________________________________________ 14 3.2 Hours of operation ___________________________________________________ 14 3.3 Noise control _______________________________________________________ 15 3.4 Acoustic monitoring __________________________________________________ 15 3.5 Duration of occupancy ________________________________________________ 16 3.6 Ticketing ___________________________________________________________ 17 3.7 Cleaning and waste management _______________________________________ 17 3.8 Royal Botanic Garden ________________________________________________ 19 3.9 Disability access _____________________________________________________ 19 3.10 Public access _______________________________________________________ 20 3.11 Traffic management __________________________________________________ 20 3.12 Pedestrian access management ________________________________________ 21 3.13 Signage ___________________________________________________________ 21 3.14 Recording and broadcast ______________________________________________ 23 3.15 Outside Broadcast facilities ____________________________________________ 23 3.16 Stage Manager’s desk and EWIS _______________________________________ 24 3.17 Special effects and pyrotechnic displays __________________________________ 24 3.18 Drones ____________________________________________________________ 26 3.19 Headset communications ______________________________________________ 26 3.20 Two-way radios _____________________________________________________ 26 3.21 Telephone landlines __________________________________________________ 26 3.22 Suppliers and subcontractors ___________________________________________ 26 3.23 First Aid and medical emergencies ______________________________________ 27 3.24 Event notification ____________________________________________________ 27 3.25 Telephone hotline ____________________________________________________ 27 Sydney Opera House Outdoor Event Guide | 14 February 2020 | Version 5.8 Page 1 4 Temporary Structures _____________________________________________________ 28 4.1 Event Site Layout Plan ________________________________________________ 28 4.2 Temporary structures _________________________________________________ 28 4.3 Structural integrity ___________________________________________________ 29 4.4 Height restrictions ___________________________________________________ 29 4.5 Design and Construction of Temporary Structures __________________________ 30 4.6 Electrical installations _________________________________________________ 33 4.7 Wet weather protection _______________________________________________ 33 4.8 Protection of building surfaces __________________________________________ 33 4.9 Site handover _______________________________________________________ 34 5 Food and Beverage Services _______________________________________________ 35 5.1 General considerations _______________________________________________ 35 5.2 Catered functions ____________________________________________________ 36 5.3 Operational conditions for outdoor events _________________________________ 36 5.4 Food and beverages on Sydney Opera House surfaces ______________________ 37 5.5 Alcohol ____________________________________________________________ 38 6 Heritage Management ____________________________________________________ 39 6.1 Key considerations ___________________________________________________ 39 6.2 Temporary structures _________________________________________________ 40 6.3 Exterior furniture _____________________________________________________ 42 7 Environmental Sustainability ________________________________________________ 43 7.1 Use resources efficiently and responsibly _________________________________ 43 7.2 Minimise waste ______________________________________________________ 44 7.3 Environmental risk management ________________________________________ 45 7.4 Embed, engage and inspire change ______________________________________ 49 8 Emergency Management & Security _________________________________________ 50 8.1 Emergency & Security Management Plan _________________________________ 50 8.2 Forecourt egress ____________________________________________________ 50 8.3 Security requirements and User Pays Police (UPP) _________________________ 51 8.4 Security services ____________________________________________________ 52 8.5 Event control _______________________________________________________ 52 8.6 Lighting ____________________________________________________________ 52 8.7 Security bag checks __________________________________________________ 52 8.8 Media management __________________________________________________ 52 8.9 Portable fire equipment _______________________________________________ 53 9 Venue Specifications _____________________________________________________ 55 10 Risk Management & Safety ________________________________________________ 60 10.1 This Site ___________________________________________________________ 60 10.2 Event Safety Officers _________________________________________________ 70 10.3 Inclement weather ___________________________________________________ 70 10.4 Weight loadings _____________________________________________________ 70 Sydney Opera House Outdoor Event Guide | 14 February 2020 | Version 5.8 Page 2 Action Items _______________________________________________ 75 11 Forms _________________________________________________________________ 75 11.1 Outdoor Event Application Form ________________________________________ 76 11.2 Production Risk Assessment ___________________________________________ 78 12 Checklists ______________________________________________________________ 83 12.1 Administration Checklist _______________________________________________ 83 12.2 Bump In Checklist ___________________________________________________ 85 12.3 Pre-Show Checklist __________________________________________________ 86 12.4 Event Hazards ______________________________________________________ 87 Appendices _______________________________________________ 89 13 Consent for Development Application 445-10-2003 Contract and Approval Process ____ 89 14 Sydney Opera House Heritage Guidelines for Outdoor Events & Activities ___________ 113 Figures Figure 1 – Event Chain of Command _____________________________________________________ 5 Figure 2 – Sydney Opera House site map _________________________________________________ 8 Figure 3 – Event Lifecycle ____________________________________________________________ 12 Figure 4 – Information and Approvals for Temporary Structure ________________________________ 30 Figure 5 – Wind Terrain Categories _____________________________________________________ 32 Figure 6 – Opera House Valid Cooking Areas _____________________________________________ 37 Figure 7 – Draft Forecourt Colour Palette _________________________________________________ 41 Figure 8 – Forecourt Egress Map _______________________________________________________ 51 Figure 9 – Extinguisher Rating and Classification __________________________________________ 53 Figure 10 – Venue Specifications – Northern Broadwalk _____________________________________ 56 Figure 11 – Venue Specifications – North Bronze Door & Vehicle Concourse Area ________________ 57 Figure 12 – Venue Specifications – Western Broadwalk & Upper Podium ________________________ 58 Figure 13 – Venue Specifications – Forecourt _____________________________________________ 59 Figure 14 – Event Loading Diagram – External Areas _______________________________________ 71 Figure 15 – Event Loading Diagram – Internal Areas ________________________________________ 72 Figure 16 – Event Loading Diagram – Loading Schedule ____________________________________ 73 Tables Table 1 – Waste Streams _____________________________________________________________