Outdoor Event Guide

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Outdoor Event Guide 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 _____________________________________________________________
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