Managing a Successful and Sustainable Event

Big enough to serve, small enough to care Thank you for using the Coolamon Shire Council guide to managing successful events

The guide provides information, tools and templates to assist you to hold successful and sustainable events in the Coolamon Shire.

Message from the Tourism & Business Development Manager

It is with pleasure that Coolamon Shire Council releases this Guide to managing successful and sustainable events. From idea conception to planning and carrying out your event, this guide provides a detailed insight into how to manage all aspects of an event.

Coolamon Shire Council recognises that events, whether they be community, tourism, cultural or civic, play an important role in developing the shire as a visitor destination.

Through the hard work and commitment of local people and community groups, these events provide opportunities for the Shire of Coolamon to showcase its attractions, businesses, facilities, organisations, cultural activities and historic character in positive and valuable ways to a large numbers of visitors.

Coolamon Shire has the benefit of a relaxed rural lifestyle whilst boasting the services and facilities of a much larger centre. The social, economic and environmental benefits gained through our local events will continue to advance social cohesion and further build community pride. Our ongoing efforts towards sustainable events will continue to contribute to economic stimulus for the people, organisations and businesses of the Coolamon Shire, and we thank the many local volunteers and community groups for their enthusiasm towards the management of these events.

We hope you find the suggestions and tools in the guide useful as you organise and manage your next event.

The templates and tools are also available by contacting Coolamon Shire Council on 02 6930 1800

– COOLAMON SHIRE COUNCIL – 3. – COOLAMON SHIRE COUNCIL – Managing a Successful and Sustainable Event – Part 1

Contents

Managing a Successful & Sustainable 5 Template 2: Event Registration Form 41 Event Part 1 Template 3: Event Program 42 Formulate the Idea 6 Template 4: Site Plan 43 Before you Begin 6 Template 5: Venue Audit of Coolamon Shire 44 Develop the Concept 6 Template 6: Event Budget 48 Planning 7 Template 7: Event Staff and Volunteers 49 Event Program 8 Template 8: Event Risk Management 53 Venue 8 Template 9: Risk Warning & Waiver 59 Event Finances 10 Template 10: Incident Form 61 Event Budget 10 Template 11: Emergency Response Plan 63 Human Resources 12 Template 12: Special Event Transport 66 Risk Management 13 Management Plan

Sponsorship 16 Template 13: Stallholder Forms 71

Marketing 17 Template 14: Amusement Equipment 73

Event Day 20 Template 15: Event Parades 77

Event Evaluation 21 Template 16: Sample Event Sponsorhsip 79 Cover Letter Managing a Successful & Sustainable 22 Event Part 2 Template 17: Sample Event Sponsorship 80 Prospectus Useful event management contacts 23 Template 18: Event Marketing Sample 89 Who should you inform about your event 31 Documents

Template 1: Event Planning Checklist 32 Template 19: Event Day Run Sheet 97

Development Application 37 Template 20: Event Review 98

Schedule 1 Form: 39 Template 21: Event Advice Form 102 Notice of Intention to hold a Public Assembly

– COOLAMON SHIRE COUNCIL – 5. Whatever the event – festival, conference, product launch, awards night, business breakfast or corporate dinner – pulling it together involves careful and thorough planning.

FORMULATE THE IDEA DEVELOP THE CONCEPT You may already have the idea for an event, or With a clear understanding of an events objectives, maybe you have some objectives you would like to it is possible to bring together key stakeholders and reach and an event is a means of achieving these. brainstorm on the creative of your event including Hold a brainstorming session with interested parties name, branding, promotional opportunities, the type and come up with the idea – this may require some and style of the event; date; venue; theme; activities voting and culling to end up with the ONE magic idea. that may take place at the event; entertainment; speakers and master of ceremonies that you may use. This is the time to think outside of the square – BEFORE YOU BEGIN do not place boundaries on you or your event until you start piecing together all of the logistics. Be Coordinating an event can be time-consuming and creative and if you think you are not creative include resource intensive. You can save yourself a great deal people in your brainstorm who are creative. of time and money by answering some key questions before deciding to go ahead with an event. You will now have your event concept; it is creative but will also meet the objectives that have been set Why are you holding an event? for the event.

What The key to creating an excellent event is to make § approvals will you need to run the event? sure that the concept you have developed will achieve the objectives and also appeal to your § resources will you need to run the event? audience. If you get this right you are on the way to § will the event cost to stage and what is your creating a successful event. budget? THE BEST EVENTS HAVE COLOUR, EXCITEMENT, § do you need an ABN or be registered for GST? AMBIENCE, UNIQUENESS AND COMMUNITY § are the risks that may affect your event? SUPPORT! When § do you want to hold your event? § are there other events that this may clash with? Where will your event be held?

Who do you want to come to your event?

How § will you reach these people and inform them of your event? § will you gain access to necessary resources? Now, is the event the best option for achieving these objectives?

6. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – The first thing to do is an event checklist – start PLANNING backwards from your event date and develop a table The best and most successful events are always that outlines key dates, activities and deadlines. those that have been planned thoroughly. Don’t forget to note who is responsible for what.

Once the event is confirmed, date set and foundation details locked in it is time to sit down and do some Refer to template 1 – Event Planning Checklist planning to ensure everything flows effectively and and sample Development Application (DA) in successfully. section 2 of this guide.

The time needed to research, plan, finance, market and deliver an event can vary enormously; however a Have you registered your event with council? substantial event may take more than 12 months from This is one of the most important steps when inception to delivery. Here’s where you should allow planning an event. You are required to complete time: an event registration form, which is available To Access Funds - most grant applications have a 6 online at www.coolamonshire.com.au/events/ month turn-around from application to approval and event-calendar or by contacting Coolamon Shire most will require evidence of planning and capacity Council before proceeding any further with to deliver the event successfully. your event planning. By completing this event registration form council will review the event To Sign Up Sponsors - potential sponsors will need and provide necessary support and advice, to consider your request in light of an annual budget. including risk management and marketing. Have sponsors confirmed early (and before the Once the event is approved the event will be start of the new financial year) so you can give them promoted via the website and social media recognition throughout your event marketing. channels.

Reach your market - depending on your event, Refer to template 2 – Event Registration Form your marketing plan and branding may require considerable time to develop and deliver.

Access performers, venues and facilities - these Succession planning – how to let go crucial elements of your event may be in high Who will manage/own the event after you? It may demand. You don’t want to find that you’ve planned seem strange thinking about this now, but in terms your event only to find your venue of choice is of sustainability and long-term viability of an event hosting an event that day. You can also check out it is important to think about what will happen into our website www.coolamonshire.com.au the future. How long will you be involved, as an Apply for services related to road closures - some individual, who will take over, how will the committee large events requiring road closures would benefit develop and survive into the long term? This is just from giving 6 months notice to police, roads and some of the things you need to think about in a traffic authority and local government authorities. succession plan for your event. All three agencies need to consider the merits of Tip: in your event plan include an outline of a your traffic management plan. In Coolamon Shire succession plan, and always be prepared to hand on the three authorities gather on a quarterly basis as your baby to fresh people the Coolamon Traffic Committee. (This Committee also has community representation). If the committee Following are the key elements to consider when requires changes to be made there may not be planning and managing an event. Good luck. another opportunity to have them considered for several months.

Development Application - speak to the staff at Coolamon Shire Council regarding the need for a Development Application for your event.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 7. EVENT PROGRAM VENUE The choice of a venue or site that is suitable for a Your program content particular event will depend on a number of factors, Your program content should support your event such as: brand. Beware of diluting your event’s brand by § type, timing and duration of the event adding activities for the sake of expanding the § expected number of attendees program. A running marathon may not enhance a cultural event, and may use resources that could be § size and location of the area better applied to the cultural program. In the same § facilities: way, a sporting event may have nothing to gain from - accommodation/camping adding a poet’s breakfast to the program, unless you know your athletes are also keen poetry fans of - availability of water, toilets, ablution facilities and course. power supply - solid and liquid waste collection, storage and Order and timing disposal - food services Your program needs to cater to the needs of your - car parking facilities, traffic flow markets. Consider whether they are early risers, shoppers, are they young families with very small - availability of shelter children. All of these factors will influence your - access for persons with a disability program timetable. - for the care of young children If you have event activities that are repeated each § environmental factors such as: year, you will need to provide new material for your - weather conditions/time of the year repeat patrons. - pro ximity to reservoirs, water catchment areas Your challenge will be to get the balance of old and the risk of pollution of natural resources favourites and new material right. - other potential impacts on the environment - proximity to residential areas and noise levels Equipment - surface drainage Discuss type and quality of equipment needed by § access and egress for those attending, emergency your performers and agree who will provide this vehicles, and service vehicles such as waste equipment. Often performers will provide equipment collection services such as public address systems if requested for an § potential impacts on cultural heritage sites extra fee, however many will assume that you will provide this service. § land tenure, National Parks/native title issues.

Most entertainment venues have a public address system, but check its quality and capacity well before For a sample site plan see template 4 in your event. You may need to bring a suitable system in. section 2 of this guide

Book equipment early, particularly if your event is held Accessibility at a peak time e.g. Spring and Autumn in this region. Providers can experience heavy demand, and costs Assess to your venue for accessibility. Patrons with rise if equipment needs to be brought in from afar. disabilities need to be able to enter the venue and use all amenities.

Refer to template 3 – event programs in section 2 of the guide

8. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Parking Capacity

Parking needs to be carefully managed. Take into Licensing account the number of cars your event may attract, the lighting in the parking area if the event is after Opening Hours dark, and arrange for clear marking of entry and exit and limits to parking area. Security You must provide parking for people with disabilities The circumstances under which you may need close to amenities and the entertainment. If the event security services include ticketed entry, alcohol is held, or finishes after dark it may be necessary to service, valuable goods, equipment or vehicles on bring in extra lighting. site.

Risk issues Access to Power Inspect any venue you are considering and assess Assess your event’s power requirements. Consider risks presented by that venue. Risks may include, the needs of amusements, food vans, the stage area, but are not limited to, uneven ground, damaged buskers, and be sure you understand the venues overhanging limbs, loose fixtures, damaged steps or capacity and the location of all access points. Check slippery surfaces, temporary stages. Consider what that you can access the power i.e. you have the keys risks would arise under all weather conditions. or have made arrangements to have power boxes opened for your event. Enclosed venue Noise Open venues such as parks are suited to free events. If an entry price will be levied, or alcohol served, Noise at events can be higher than normal. Factors it is important that the open venue is contained via contributing to noise levels can include music, large fencing etc. crowds and generators. Racing vehicles and other machinery can also create high noise levels. Lighting Factor in the likelihood of high noise levels and Consider your venue lighting capacity. Does your manage them to minimise the effect on neighbouring outdoor venue have sufficient light over parking residents. Noise pollution is a source of many areas, amenities and walkways to cater for an after complaints to authorities in communities where these dark event wind-up? events are held.

Required equipment Your Event Management Plan should identify: Your venue can seat 400 people, but does it have § The source of higher than normal noise levels. 400 chairs available? Your chosen indoor venue may § The measures you will take to monitor and be extra busy during your event and its resources minimise higher than normal noise levels. may be stretched. Check. Book that venue Amenities Book the venue in writing and ask for a written Consider whether the public amenities available confirmation. Email is fine. at your venue will be sufficient to cope with your Keep records. If you are booking a long time in anticipated crowd numbers. You may need to provide advance consider it a risk management action to portable amenities. re-confirm that booking. Amusements For more information on venues for hire within the Children’s or adult’s amusements may require Coolamon Shire visit www.coolamonshire.com.au temporary fencing or other safety measures put in place. Refer to template 5 for a venue audit of An Application to Operate Amusement Equipment Coolamon Shire in section 2 of this guide form is provided in Part 2 of this guide for your use when hiring amusement providers.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 9. EVENT FINANCES Fundraising Your organisation can fund-raise to support your FINANCIAL SUSTAINABILITY event. A good source of fundraising ideas is www. ourcommunities.com.au. Fundraising can be a Events must be financially sustainable in order to resource heavy way to gain funding, so take care not survive. It is important to determine strategies to to burn-out your committee. achieve this early in the planning stages.

Ticket sales Sponsorship A challenge for any event organiser is creating Will you sell entry to your event? Thought needs to partnerships with industry or business that bring be given to what the market will pay for your event. value to both parties. Your ticket price may need to be subsidised through funds gained from other sources. Costs associated Scope all possible sponsors. Look for matches with ticket sales such as set-up of online ticket sales between their market and yours. Look at all aspects need to be factored in to your budget. of your event. What value can you deliver to a sponsor prior to, during or after your event? It’s not always obvious e.g. if your market is pre-school age ABN & GST registration children, you are aiming to engage their parents and It is important that all event committees gain financial grandparents. advice from a professional, particularly regarding ABN’s and GST registration. Refer to the sponsorship section on page 14 for more information on sponsorship Grants

You may be able to attract government funds or private grants. There are sources of funding specifically for events; however it is worth looking at EVENT BUDGET all aspects of your event which might attract funding Careful budgeting is essential for an event to work from other bodies. and, in fact, the decision whether to hold an event is Issues that might be addressed by aspects of a ultimately determined by the budget. cultural or sporting event might include: mental A budget is defined as the planning process used to health, skin cancer prevention, active ageing, anticipate revenues and expenditures. It becomes the community arts, family support, healthy eating and outline or framework from which all event decisions heritage activity associated with your event. are based.

Philanthropic funding Steps to developing an event budget : 1. Estimate revenues (gate/ticket sales, sponsorships There are many philanthropic funds, which tend to funds, merchandise sales, community grants, be highly targeted. Most of these do require your donations, in-kind) that can be generated by the organisation to have deductable gift recipient status. event.

If your event is a cultural event and has the kind of 2. Estimate costs of staging the event. appeal that might attract donations, consider applying for deductible gift recipient status so your donors 3. Compare income to expenses to see if it can claim a tax deduction, and then remember to is viable. include that fact in your promotional material. Check requirements for having your organisation registered with the Register of Cultural Organisations. These are Refer to template 6 – event budget in section available at www.arts.gov.au. 2 of the guide

10. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – It is generally accepted that an allowance of Staging Cost 10% is added on to the estimated value of § Talent costs costs (expenditure) as a ‘contingency amount’. A contingency is an unforeseen circumstance § Equipment that was not budgeted for and requires § Event coordinator fees expenditure. § Gate attendants You should develop your event budget around § Insurance the following items that are relevant to your § Lighting event. § Stage Revenue § Toilets Bar takings § § Transport Stall Holders § § Trophies and prizes § Trade exhibitions Finance / Administration § Sponsorships § Bank charges § Grants § Couriers § Donations (in-kind) § Entry forms § Gate or tickets § Hire of office equipment § Advertising § Medical § Programme sales § Petty cash § Merchandising (souvenirs, t-shirts) § Postage § Raffles § Prize money § Registration fees (participants) § Secretarial § Catering § Stationery Expenditure § Free passes Venue § Cleaning Marketing/ PR § Catering § Brochures § Decorations § Information kits § Erection of stands/displays § Media conference § Lighting § Merchandising § Ground / hall repairs § Television advertising § Marquees § Photography § Painting and repairs § Posters § Power § Theme, logo, image § Public Address system § Media on-site facility § Refrigeration § Media hosting costs § Rental § Printed programme § Rubbish disposal § Promotions § Security § Social functions § Signs, bunting, flags § Souvenirs § Telephones, fax § Radio advertising

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 11. HUMAN RESOURCES Working with a committee Managers get the job done through people and The key to remember here is that volunteer people are an essential ingredient in staging an committee members are all giving their time because event. Organisers comprise of either volunteers or they want to give to the community and assist with paid staff. positive growth and development.

It is very important to develop a close, supportive Following are some key tips when working with a working relationship between your volunteers committee: and staff. All staff must have clearly defined § Ensure the committee has a good leader – the duties, common goals, an understanding of their chair/president – with people management skills responsibilities and they should meet regularly. § Always make sure the committee has a clear A number of strategies can be used to attract and structure so that everyone understands their retain volunteers: position and who they report to § Advertise formally for volunteers § Develop a job description for key committee § Personal approach with specific short-term members so that they know what their roles and commitments. responsibilities are § Invite volunteers to pair up with a friend and § Give committee members ownership over an volunteer as a team. aspect of the event § Make things so much fun people want to put up § Always thank the committee members and give their hand - or stay. them the recognition they deserve § Offer training wherever possible § T ry hard not to burn out the committee with too many meetings § Build confidence in your volunteers § Meetings should always have a purpose and tight It is extremely important that all staff and volunteers agenda – no one has time to waste have clear roles and responsibilities. § Always allow the committee to have input into decisions Refer to template 7 – volunteers and staff in § Although they are not being paid for their work, section 2 of the guide, for sample committee they should be treated as a paid worker! roles and responsibilities document and a volunteer/staff sign on sheet for event day If you follow these simple tips you will have a successful and productive committee.

Tip: even though they are non paid you still need to treat volunteers as you would paid staff. This means Making the most of local resources undertaking an official recruitment and induction When you’re looking for manpower or labour for process and appropriate training, and don’t forget event day, have you considered the following- to reward and recognise volunteers...they are the backbone to your event. § Local service clubs such as Rotary and Lions § Local sporting clubs (always looking for fundraising opportunities) § Riverina Tafe work experience students § Coolamon Central School

12. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – *Note: if alcohol is being consumed at your event RISK MANAGEMENT do not forget to apply for a liquor licence at This is the process of anticipating, preventing or www.olgr.nsw.gov.au Staff serving alcohol will also minimising potential costs, losses or problems for an be required to have a current NSW responsible event. As an event organiser you are responsible for service of alcohol certificate. the safety of your employees and volunteers involved in delivering the event, and your patrons during your Refer to Risk assessment sample at template 8 event. You will need to observe Work Health & Safety Legislation. Refer to template 9 Risk warning and waiver sample A detailed risk management plan should be developed well before your event, in order to make Refer to template 10 for sample Incident everyone aware of potential hazards and how to deal notification with them if they arise. Refer to template 11 for sample emergency Tip: Include all event stakeholders in the process of response plan developing the risk management plan

Examples of risks include: Megan Pattison of Coolamon Shire Council is Management available to assist those event organisers of council Management failure, incompetence events, or those being held on council property. Resignations, absenteeism Difficulty with sponsors, suppliers, stall holders Insurance participants VIP’s/ talent fail to attend You will need to insure your event for Public Liability for an amount of $20 million. You may also need Financial to provide Personal Injury insurance cover for your Loss of revenue sources volunteers. If your service club or organisation is running an event, check with its insurer to be sure Theft, loss of assets [logo, name, data] arrangements will cover your event. Costs exceeding forecasts If your event will be held in space managed by Legal action Coolamon Shire Council, and it is not considered Health and Safety normal use for that venue, then Council’s insurers will want to see your Risk Management Plan and any Accidents Traffic Management Plan as well as evidence of your Alcohol* Public Liability Insurance no less than 6 weeks prior Health problems [food poisoning, chemicals] to the Event. Crime, terrorism Lodgement of this in Councils insurers will then Social disturbances/crowd control [riots, fights] advise whether the event will be provided with indemnity for Councils activities. Dependant on Unanticipated emergencies this advice Council will make an informed decision Exceeding noise levels regarding the staging of the event. Power failure or electrical/plumbing problems Refer to template 21-event advice form Environmental Negative impacts on the environment or community Natural hazards [rain, strong wind, heat]

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 13. Plan contingencies Traffic control and traffic

Managing risk associated with Work Health and management planning Safety is essential to your event management plan, You may require traffic management planning and but your planning should not end there. actions If your event: In managing your event, you should put in place § Will attract large pedestrian or vehicular traffic contingencies which may be acted on if other aspects to a venue or venues. of your event process go awry. § Requires a road to be closed for a display, fair Other risks that need to be considered are: or parade. Requires provision of extra parking within the § Risk to your event brand e.g. an event promoted as §  family friendly is marred by performance of R rated venue or in areas surrounding your venue. material. § Will limit the amount of disability parking. § Risk to individual and organising group’s reputation It is recommended that you consult the Events e.g. failure to acquit funding. Guide provided on the NSW Roads and Maritime § Financial risk e.g. unexpected expense with no Services’s website to determine which category your contingency funds in budget; misappropriation of event belongs in, with regard to traffic management. funds by committee member. An RMS chart indicating the level of traffic management your event may require is provided § Risk programming e.g. no-show of performer, inclement or extreme weather at outdoor venue. with the Coolamon Shire Council’s Special Event Pack available for download from Coolamon Shire Council’s website. Remember it is your responsibility WHAT IS IT? to make yourself aware of any requirements Contingency regarding traffic management.

A contingency is an action that can be taken to reduce or remove a risk. A Contingency Plan Refer to Special Event Transport Management may include a number of actions to be taken Plan at template 12 under certain conditions to prevent or reduce risk of injury to people or damage to property. Contingencies may also be put in place to Canvas residents reduce risk of financial loss, loss of reputation In some cases you may need to canvas residents and other business considerations. that may be affected by your event early in the planning stages. This gives residents the opportunity Contingency examples: to voice any concerns about the impact on them, and gives you as the organiser an opportunity to Risk – performer no-show take action to minimise the risk any issues may present for your event. Contingency – stand in performer/s identified and performer contract in place.

Risk – inclement weather outdoor venue

Contingency – alternative venue identified and booked – advertising of same prepared.

14. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Market Stalls and Amusements Risk and Insurance FAQs

at your event Q. Why can’t Council buy an events insurance policy There are special requirements for market stalls at that would cover all community events? your event if it is held on land or at a venue owned A. L ocal Government is considered a high-risk or managed by Coolamon Shire Council. Your enterprise by insurers. Councils in NSW join stall holders will be required to hold a minimum of together in a consortium to purchase insurance $10million in public liability insurance and will need to and manage risk. This organisation is called provide to Council an Application to Hold a Stall form Statewide. Insurances are purchased through Risk Assessment and Management Plan. Australian companies who in turn purchase Find it in Part 2 of this Guide at template 12. insurances through major companies overseas.

Amusement operators will be required to hold a Q. Why is it so important to make sure identified risks minimum of $20million in public liability insurance are minimised or removed? to operate Council land or venue, and you will need A. Y our activity (stall or performance) is an extension to have them fill out the Application to Operate of your workplace. You must observe Work Health Amusement Equipment form provided in Part 2 of and Safety legislation. Your insurer may not have this guide at template 13, and provide Council with a to pay a claim against you if it can be shown that signed copy. Also see FAQs below for the rationale you were negligent in managing your stall, its for the requirements surrounding stallholders and product or the space. amusement operators. Q. Why do I/we need to supply Council with a risk assessment and management documents? A Parade at your Special Event* A. When you use Council owned or managed A parade at your event will require each participant to property, it becomes Council’s responsibility to provide you with details of their float and organisation protect the ratepayers’ resources against a claim on an Application to Participate in Parade form for damages should an incident occur. Council’s provided in the second part of this guide at template insurer requires Council to do this through its own 15. They will also need to provide proof of registration risk assessment and management processes. One and insurance details related to vehicles in the of these processes is to ensure that people using parade. The form also sets out the rules that each land it manages, act to protect the public in turn, participant must observe. by assessing and managing the risk around their activities. Many of your participants will have to observe the requirements of their own organisations and insurers Q. What if I identify a risk or hazard associated with as well as those required by Council. my stall or activity, but don’t do anything to reduce the risk or remove the hazard? *A parade on public roads requires a Traffic A. Y ou must take appropriate action to reduce Management Plan and your event is classified by or remove the risk. If you identify a risk and Council as a Special Event. Refer to the sample plan appropriate action, but do not follow through, at template 11 in section 2 of the guide and the hazard causes someone an injury; your lack of action may leave you open to a claim of negligence. You may also be in breach of OHS law.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 15. SPONSORSHIP Developing a sponsor proposal One of the most important sources of revenue in A sponsorship partnership may be based on a contemporary events is sponsorship. You must learn number of characteristics that your event and how to recognise the ‘sponsorable’ elements and potential sponsor share. You might be a match how to illustrate their value to sponsors. because you: Share the same market or markets – pretty Items that can be sponsored: §  straightforward. § Naming rights § Share the same attributes or values e.g. family § Individual days § Shared objectives e.g. your food festival was § Opening ceremonies created to promote healthy eating; so whose § Block seating product is promoted strongly as a healthy product. § Hospitality areas Your sponsorship proposal letter should include: § Transport § An overview of your event and how it can benefit § Specialist equipment their business e.g. shared objectives, market, product attributes. § Tickets § Y our marketing plan (key points.) § Lost and found services § Y our markets: their demographic (ages, gender, § Closing ceremonies location), psychographic (attitudes, beliefs). § Awards (provide trophies) § The various products (activities) within your event, § Intermission between events and their target markets. § Start / finish lines § A list of benefits sponsor will receive. § Arena promotions § PA Announcements Refer to template 16 for a sample sponsor cover § Programs letter, template 17 for a sample prospectus § Competition areas Remember this…Sponsorship is not a donation, it is Sponsors can help you in many different ways: a two way partnership! - Cash - In-kind support (contra) - Promotional support - e.g. radio station support, posters in windows

In return, however, you must also help them. In fact, what you are doing is establishing a business relationship with your sponsor that identifies tangible business benefits to both parties.

16. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – MARKETING Refer to template 18 for a sample event marketing action plan and supporting Marketing forms the basis for the generation of all documents including a breakdown of social revenue for the event. The reason marketing plays media platforms, blog post template, facebook such a vital role is that its effectiveness often means tips, media release sample, and more. the difference between success or failure of an event.

The information you wish to portray in all marketing is: Public relations - What is happening - Where it is happening Manage your relationships effectively for a successful event. It is in everyone’s interest that authorities, - When it is happening community groups and individuals involved in - Why visitors should attend - creating a need your event, maintain open, clear and respectful communications with each other. Initial questions to be asked: - Who are you specifically targeting to attend the Your event also needs to respect the values of your event? community. The support of local residents is essential to attract volunteers, local sponsorship and inkind - How do you want the event to be perceived? support, the Visiting Friends and Relatives market, - What funds do you have available? and in gaining support from elected representatives - How do you intend to promote the event? of Council for your event.

From this you must prepare a detailed marketing plan The Media Release that will allow you to achieve objectives and targets. Your media releases can be distributed in a number Tip: Marketing is vital to the success of an event, which of ways. If your event has a number of markets you is why it is strongly suggested that you outsource this should write releases that emphasise the various component angles that appeal to the various markets, and the media that reaches each of these.

Develop your marketing plan Post your releases on your web site. Email it to your events email list.* Identifying your markets is just a first step in developing a marketing plan for your event. Your Send it to media in the body of the email rather than marketing plan will be a major component of your as an attachment. Put an eyecatching heading in the event’s business plan. subject bar of your email.

Things to consider when identifying markets include Send releases to relevant media only. There are your event’s vision statement and mission statement, hundreds of regional and suburban newspapers, the values your event reflects, and the attributes or however these will not use your story unless there is characteristics of your event. an angle that is relevant to their readership. Where possible develop relationships with the journalists Brainstorm your event for each of these items. This that report on your type of event. will reveal the characteristics and values that will appeal to particular markets; and point to the most * Only do so if those who opted in to your list are appropriate media and platforms through which aware you will send material related to your event, or to tell your event’s story. It will also prove valuable events. information when it’s time to scope potential sponsors. If your event has unique characteristics that could draw audiences beyond the region, consider There are a number of methods and channels to hiring a Public Relations specialist. These agencies consider in your marketing plan. Your research into have relationships with the media and extensive your markets should help you decide how best to media contacts. They will pitch media releases to reach them. your various markets by emphasising the different elements of your event.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 17. Going Digital area that is evolving quickly. It is also an area which a volunteer could manage easily. Website As long as you keep your goals in perspective you It may be important for your event to have a website. can use social media to drive registrations and Take care here; a website need not be extensive, but attendance at your event. it should look professional and have a user-friendly content management system so you can keep it up- to date. Keeping your website up-to-date is a high Reality Check priority as it is a way to present a professional image Take care to factor management of social media – if you present out of date information, people are communications into your risk management less likely to come looking again. Statistics show that process. Remember also that updates in social 97% of consumers research business online, so the media reach your followers or friends quickly, and same could be said for events. are relegated down the page and out of site just Ideally, if there are ticket sales you should provide for as quickly. Keeping your updates e.g. “just hired ticket purchase on your site. Get good advice on this. famous person!” going out on these channels is a great job for a dedicated volunteer. The quality of your website should support your event’s brand. An amateurish looking site will do your event more damage than good. Ensure your website Special interest networks is visually appealing and easy to use, as consumers are more savvy about what they want. Events celebrating an activity or interest which has an existing network of adherents or fans are in the fortunate position of being able to easily reach WHAT IS IT? these people via club or association newsletters, magazines, websites and word of mouth. Content Management System (CMS) Word of mouth A CMS is a back end area that allows the owner of the website to update information and images The very best marketing is personal recommendation. without knowing code. To achieve this plan to deliver quality activities, performances, or experiences.

Social media Plan to deliver rewarding contact with event organisers and volunteers. Make your event a Social media has shifted the way people digest and standout. Achieve these outcomes and your patrons gather information, you need to be aware of what will do your marketing for you. forms of social media are out there and how you can leverage off them to get the most out of your event. When it comes to social media, while there are Advertising numerous different platforms and they seem to be increasing everyday, you need to choose one or two Television platforms and use them well. You must ensure your Advertising on television is increasingly a challenge target audience are using those platforms. for small events. The cost is significant and it is Facebook is the most well-know social media now more challenging to determine which of the platform, with 600 million users worldwide. many free and pay TV channels, will deliver the best Investigate how a Facebook Page might be used to result for your event. Other issues to consider when promote your event. deciding on television expenditure are: § Is it important to your sponsors? You should also consider Twitter, Linked In, Pinterest and YouTube and keep abreast of any other methods § What programs is your market viewing? of promoting your event throughout the year. Blogs § What message is best? Have you designed your and e-newsletters are also forms of social media, advert well? Have you included a call to action e.g. which can be useful in direct marketing This is an get your tickets at www.ourevent.com.au.

18. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – § Will the production values of your advert support your festival brand? Proof reading your print material Proof for typographical errors ~ Proof for dates ~ § A bland low cost generic advert will not serve your exciting event well. Proof name spellings ~

The quality of advertising design provided by Proof for content: have you included who, when regional television is not high. If you are outlaying (day and time) where and why? Try reading the substantial funds to have your advert aired, consider document backwards, or reading it upside down. first hiring a specialist to design the advert for you. This slows you down so you see each character. Read it out loud to a second person. Check Tip: Designing the advert independently of the TV that details match across documents e.g. your outlet you are using frees you to use your advert on program dates and the dates shown on tickets. other media such as YouTube or Facebook. Also look into creating links with media partners.

Radio Coolamon Shire Council’s Tourism & Business Development Officer can help Advertising on radio is similarly a matter for careful § Website listing – www.coolamonshire.com.au, consideration. Again, examine your markets carefully to determine what, if any portion of your budget § Electronic Flyer distribution - email community should be spent on paid advertising. groups, clubs and organisations. § Email to Accredited Visitor Information Centre (AVIC) for NSW distribution. The least you need to know § Assistance with preparation of visitor info packs The A.I.D.A Formula is useful in devising (Coolamon flyers, directories). traditional advertising. § Poster/flyer display at Coolamon Visitor A.I.D.A represents: Information Centre. § Your event on Council calendar of events. Attention: Consider words, sound effects, music (image for TV). (3 to 4 secs) Interest: Gaining the interest of your target audience e.g.”…regain your health Get Better Balm!” Desire: Appeal to emotion “..You’ll also look and feel fantastic!” = I want those health supplements. Action: Who has them, what do I do, where do I go.

Print

There is an enormous range of print options in which to spend your advertising budget. Take care. A single advert in a monthly magazine will achieve little. Consumers require repeated exposure.

If you are taking this track work to get a feature article for your event, and always negotiate your magazine advert price down. It’s rare for all space to be sold nearing print date.

Print can be a good option if your event appeals.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 19. Knowing who to contact is just as important, therefore EVENT DAY a pre-arranged emergency list of contacts available It doesn’t matter what sort of event you are running, to all staff is advisable. A list of contacts should be large or small, there is almost always some sort of prepared before the event. crisis, therefore it is essential to have contingency Are your suppliers available after hours if you run out plans in place. of anything? Event organisers need to be able to think on their Can you reach a plumber or electrician in an feet and resolve situations quickly without panicking. emergency? You can lessen the likelihood of problems by being prepared and planning contingencies. Are all staff and helpers easily identifiable by uniform or name badge? The problems can be quite varied and the solutions or methods of resolving them will depend upon your event, its location and the facilities available. Refer to template 19 for a sample event day run sheet Conduct a risk analysis meeting prior to the event to determine possible scenarios and come up with Note: an event day contact list should also solutions to be prepared. be developed and inclusive of all event stakeholders, emergency contacts, stallholders, Possible scenarios are as follows: performers, etc § Your M.C. becomes ill. § Your V.I.P. fails to show or is late. § You have a power failure. § You run out of seats. § Somebody is injured. § You run out of change or a stall holder forgets their float.

Below are a number of steps which will help resolve most situations: § Calmly analyse the situation. § Examine the objectives. § Consider the various alternatives. § Select the best option. § Monitor the situation. § Notify the key personnel § Issue a media release if necessary. Other steps which will need to be considered are whether you have a central point of control or access to communication facilities such as a facsimile, photocopier, telephones (mobile and standard), two- way radios, P.A. system and first-aid equipment such as a first aid kit, stretcher or St John’s staff.

20. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Event evaluation There are a number of companies offering free online survey service. They are generally very easy to use. & reporting Search free online survey to assess those available. Arguably the most important first step to holding your These methods are imperfect, and would not stand next event is the review of the event you have just up to a statisticians testing, however the information delivered. Prepare for the process before the event you gain will be very valuable. by prioritising critical processes or program areas you need to know most about. Stakeholder Debriefs

The only way your event is going to grow is by Survey your volunteers as well, or workshop the honest and effective evaluation. event with them afterwards.

Tip: do the evaluation as soon as possible after the Your team is a rich resource. They see and event, whilst everything is fresh in your mind experience the event at close quarters and will pick up on things otherwise missed. They deserve your There are a number of ways you can evaluate an attention and support after the event. event, such as: § Providing feedback forms for the audience to If you can find a way to celebrate with your complete at the end of the event – it’s the perfect volunteers after the event, do so. opportunity to capture valuable information. Use the combined content from these sources to § Holding a debrief meeting that includes as many develop an event report that clearly outlines how you people as possible who were involved – this way will improve, areas to grow and nurture and areas you can extract detailed feedback. that may not be necessary any longer. This is the § Evaluating your success against the event essence of events sustainability, not to mention how objectives. Did you attract the audience numbers handy it will be for securing future funding. you anticipated? Did you reach your fundraising

target? Did you secure the amount and types of Refer to template 20 – event review in section 2 media coverage you wanted? of the guide Surveys

These can take a number of forms. You can collect a modest amount of information at point of sale, via a ticket order form for example.

Short questionnaires can be made available at venues. Consider asking for aspects of the venue’s service delivery (and the performance) to be rated on a scale. Questionnaire design matters. Don’t burden your guests with too many question or too many decisions. Prioritise.

If you have developed a mailing list you can send a survey out after your event. Include a stamped self addressed envelope to increase your response rate.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 21. Managing a Successful and Sustainable Event – Part 2

EVENT TOOLS AND TEMPLATES

Contents

Useful event management contacts

Template 1: Event Planning Checklist & Template 11: Emergency Response Plan Development Application Template 12: Special Event Transport Management Template 2: Event Registration Form Plan

Template 3: Event Program Template 13: Stallholder Forms

Template 4: Site Plan Template 14: Amusement Equipment

Template 5: Venue Audit of Coolamon Shire Template 15: Event Parades

Template 6: Event Budget Template 16: Sample Event Sponsorhsip Cover Letter Template 7: Event Staff and Volunteers Template 17: Sample Event Sponsorship Prospectus Template 8: Event Risk Management Template 18: Event Marketing Sample Documents Template 9: Risk Warning & Waiver Template 19: Event Day Run Sheet Template 10: Incident Form Template 20: Event Review

The information provided by Coolamon Shire Council This section of the guide to managing a successful in this booklet is of a general nature. It is provided and sustainable event contains contacts for a range solely on the basis that users will be responsible for of resources, templates which can be adapted to your making their own assessment of it with regard to organisations needs and examples of statements, their own circumstances. as well as risk management and incident reporting documents. These resources are also available for While Coolamon Shire Council makes every effort download from www.coolamon.nsw.gov.au to provide up to date information for your use, no user should act on the basis of the information in this booklet without first seeking specific, independent professional advice.

Coolamon Shire Council disclaims any liability associated with, or arising from your use or incorporation of the information in this booklet.

22. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – USEFUL EVENT MANAGEMENT CONTACTS

Council Contacts

Tourism & Business Ph: 02 6930 1800 Linda Tillman Development Officer E: [email protected]

Risk Management Adviser Ph: 02 6930 1800 Megan Pattison

Emergency- Council Roads, B/H 02 6930 1800 Coolamon Shire Council park, pavements, other A/H 1300 88 00 45 Emergency- Sewer B/H 02 6930 1800 Coolamon Shire Council A/H 1300 88 00 45 Emergency- Water BH 02 6977 3200 Goldenfields County Council AH/Emergency (24/7) 1800 800 917 Emergency- Ranger B/H 02 6930 1800 Coolamon Shire Council A/H 1300 88 00 45

COUNCIL CONTACTS Clr. John Seymour Ph: 0427 275 144 [email protected]

Clr. Kerrilee Logan Ph: 0427 276 377 [email protected]

Clr. Kathy Maslin Ph: 0428 783 810 [email protected]

Clr. Grant Beard Ph: 0458 782 190 [email protected]

Clr. Bruce Hutcheon Ph: 0427 273 439 [email protected]

Clr. Dave McCann Ph: 0427 273 044 [email protected]

Clr. Rebecca Huxtable Ph: 0428 267 353 [email protected]

Clr. Dennis Brill Ph: 0427 278 266 [email protected]

Clr. Alan White Ph: 0428 698 204 [email protected]

Terrey Kiss Ph: 0427 273 197 [email protected]

Tony Donoghue Ph: 0427 273 694 [email protected]

Tony Kelly Ph: 0428 266 104 [email protected]

Courtney Armstrong Ph: 0428 314 787 [email protected]

Scott Buchanan Ph: 0448 272 280 [email protected]

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 23. Funding Sources

EVENTS SPECIFIC Destination NSW NSW Regional David Moretti, Coordinator Regional Tourism Flagship program Events Program Ph: 02 9931 1466 E: [email protected] Dept of Trade & Investment Dept of the Prime Minister & Cabinet Festivals Australia Office for the Arts www.arts.gov.au Program Regional Arts NSW Country Arts Contact the Funding Officer at Support Program Regional Arts NSW Ph: 02 9270 2501 (CASP) E: [email protected]. Regional Arts NSW Regional Arts Fund Contact the Funding Manager. (NSW) Ph: 02 9270 2505 E: [email protected] Regional Arts NSW Quick Response Contact Ben Sibson, Funding Manager Grants Ph: 02 9270 2502 E: [email protected] Regional Arts NSW Quick Response If you have any enquiries about PROP UPs Performing Arts contact the Funding Office at Grants - PROP UPS Regional Arts NSW Ph: 02 9270 2501 E: [email protected]. Arts NSW New projects Arts NSW staff can be contacted from 9am to 5pm (Sydney time) Monday to Friday Ph: 02 8218 2222 E: [email protected] Arts NSW Regional Ph: 02 8218 2222 partnerships E: [email protected] Arts NSW Quick response Ph: 02 8218 2222 E: [email protected] Australia Council for the Arts Support to attend Ellen Dwyer key international Program Officer, Market Development performing arts Ph: 02 9215 9051 (direct) or markets and events 1800 226 912 (toll-free) E: [email protected] Australia Council for the Arts Key Organizations Julie Lomax Director, Visual Arts Board - Multi-year - Ph: 02 9215 9169 Visual Arts E: [email protected] or Laura McCleod Program Manager, Arts Organizations Ph: 02 9215 9056, E: [email protected] Australia Council for the Arts Key organizations - Lyn Wallis Director, Theatre Board Emerging - Theatre Ph: 02 9215 9192 E: [email protected] or David Everist Program Manager, Arts Organizations Ph: 02 9215 9112 E: [email protected]

24. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Office of the Arts (OFTA) Contemporary Ph: 02 6210 2905 Music Touring E: [email protected] Program Museums and Galleries NSW VIM Development Museum Programs and Collections (MG NSW) Project Grants Coordinator Ph: 612 9339 9913 E: [email protected] Museums and Galleries NSW Curatorial Support Lillian Lim Gallery Program and (MG NSW) Initiative (CSI) Touring Exhibitions Coordinator Ph: 612 9339 9905 E:[email protected] Museums and Galleries NSW VIM Skills Initiatives Phoebe Arthur Museum Programs and (MG NSW) Grants Collections Coordinator Ph: 02 9339 9913 E: [email protected] Museums and Galleries NSW Artist and Curator- Lillian Lim Gallery Program and (MG NSW) in-Residence Touring Exhibitions Coordinator Program (ACR) Ph: 02 9339 9905 E: [email protected] National Association of Visual Artist NSW Artists Grant NAVA’s General Manager (NAVA) Ph 02 9368 1900 E: [email protected] National Association of Visual Artist Windmill Trust NAVA’s General Manager (NAVA) Scholarship for Ph 02 9368 1900 Regional NSW Artists E: [email protected] National Association of Visual Artist Australia Visual NAVA’s General Manager (NAVA) Artists Benevolent Ph 02 9368 1900 Fund E: [email protected] Festivals Australia Contemporary Ph: 1800 819 461 F: 02 6210 2905 Music Touring E: [email protected] Program Festivals Australia Festivals Australia Ph: 1800 819 461 F: 02 6210 2905 E: [email protected] Regional Development Australia Julie Lawrence - Executive Assistant Regional Development Australia – Murray Ph: 02 60 580 600 F: 02 60 580 699 M: 0400 001 776 E: [email protected] Many departments will fund aspects of events. Sport, education, health, heritage, environment, youth, seniors, community, healing and reconciliation are all themes that may appeal to the various agencies. Talk to Council’s Tourism & Business Development Officer about possible sources.

Awards

Inland NSW Tourism Awards Strong PR value for winners and qualify for entry into NSW Tourism Awards Regional Achievement & Community Awards Prize – Marketing in-kind www.awardsaustralia.com KABC Tidy Towns Awards – Event Category PR value – trophy Events Australia Award

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 25. Media contacts

Community diaries 2RG Radio Community Diary F: 02 6962 7774 ABC Radio- Riverina – Diary E: [email protected] Daily Advertiser – Diary E: [email protected] Gundagai Independent – Diary E: [email protected] Junee Southern Cross – Diary E: [email protected] Leeton Irrigator – Diary E: [email protected] WIN Television Griffith – Diary E: [email protected] WIN Television Wagga – Diary E: [email protected] Radio 2GB Sydney Ph: 02 8570 0000 F: 02 8570 0219 www.2gb.com 2KY Sydney Ph: 1300 884 094 Ph: 02 8571 1017 F: 02 9128 1054 www.2ky.com.au/ 2UE Sydney Ph: 02 9930 9954 www.2ue.com.au/feedback 2WS Sydney Ph: 02 8899 9888 F: 02 8899 9788 www.2ws.com.au/ARNClassic/misc/conta ctus.asp ABC Riverina Wagga Wagga Ph: 02 6923 4811 F: 02 6923 4899 www.abc.net.au/riverina ABC Radio Sydney Ph: 02 8333 1234 F: 02 8333 1203 www.abc.net.au/sydney Koori Radio Ph: 02 9384 4000 F: 02 9698 3990 E: [email protected] Nova 969 Sydney Ph: 02 9564 9999 Ph: 13 24 10 www.nova969.com.au Aboriginal Cultural Radio (Yaama FM 95.5) Ph: 02 6756 2655 Collarenebri E: [email protected] SBS Radio Sydney Ph: 02 9430 2828 www.sbs.com.au/radio Classic Rock 102.5 Deniliquin Ph: 03 5881 1811 F: 03 5881 4613 E: [email protected] www.classicrock.com.au ABC Radio Central Victoria Ph: 035440 1711 F: 03 5440 1799 E: [email protected] 2AAA 107.1FM Ph: 02 6925 3000 F: 02 6925 2300 E: [email protected] www.2aaa.net.au 93.1 Star FM Ph: 02 6921 1022 F: 02 6921 7193 E: [email protected] www.starfmwagga.com.au

26. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 99.7 Star FM Griffith Ph: 02 6964 0800 F: 02 6962 7774 E: [email protected] www.97starfm.com.au Bush Telegraph, Radio National Ph: 02 8333-2250 F: (02) 8333 1366 E: [email protected] www.abc.net.au/rn/bushtelegraph 702ABC Sydney Ph: 02 8333 1234 F: 02 8333 1203 E: [email protected] www.abc.net.au/sydney Across Australia, Macquarie Network Ph: 03 6224 1009 F: 03 62 81 0019 E: [email protected] www.acrossaustralia.com.au 2RG Ph: 02 6964 0800 F: 02 6962 0945 [email protected] 2WG Ph: 02 6921 1022 F: 02 6921 7193 E: [email protected] www.2wg.com.au TV ABC National Ph: 02 8333 1500 F: 02 8333 1203 www.abc.net.au/tv/ Channel Nine Sydney Ph: 02 9906-9999 www.ninemsn.com.au Channel Seven Sydney Ph: 02 8777 7777 F: 02 8777 7778 www.au.tv.yahoo.com/tv/ Network Ten Sydney Ph: 02 9650 1010 F: 02 9650 1111 www.ten.com.au SBS National Ph: 1800 500 727 Ph: 02 9430 2828 E:[email protected] www.sbs.com.au Southern Cross Broadcasting National Ph: 03 9243 2000 F: 03 9682 5158 E: [email protected] www.scbnetwork.com.au Prime Television ACT, NSW, VIC Ph: 02 9965 7700 F: 02 9965 7729 www.primetv.com.au Shepparton News Ph: 03 5831 2312 F: 03 5831 4777 E: [email protected] www.shepnews.com.au Win Wagga Wagga Ph: 02 6937 1170 E: [email protected] www.wintv.com.au Prime Wagga Wagga Ph: 02 6921 6942 F: 02 6921 2235 E: [email protected] www.primetv.com.au Newspapers Area News Ph: 02 6962 1733 F: 02 6964 1844 www.griffith.yourguide.com.au Australian Senior Ph: 02 4351 2366 F: 02 4351 2340

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 27. Daily Advertiser Ph: 02 6923 3000 F: 02 6921 7321 E: [email protected] Eastern Riverina Chronicle Henty Ph: 02 6929 3434 F: 02 6929 3233 E: [email protected] The Irrigator Ph: 02 6953 2255 F: 02 6953 4656 www.leeton.yourguide.com.au The Observer (Coleambally) Ph: 02 6954 4005 F: 02 6954 4241 E: [email protected] The Riverina Leader (free weekend paper Wagga) Ph: 02 6938 3333 F: 02 6921 8318 www.riverina.yourguide.com.au The Riverine Grazier (Hay) Ph 02 6993 1002 F: 02 6993 1386 E: [email protected] The Rural (Wagga) Ph: 02 6923 2000 F: 02 6921 7221 The Southern Cross Wagga Ph: 02 6923 2000 F: 02 6921 7221 Southern Weekly Magazine Ph: 02 6921 6977 F: 02 6921 6685 The Daily Telegraph Ph: 02 9288 3000 F: 02 9288 2300 E: [email protected] The Australian Ph: 02 9288 3000 F: 02 9288 2250 E: [email protected] The Sun Herald Ph: 02 9288 3000 F: 02 9288 2250 www.sunherald.com.au The Sunday Telegraph Ph: 02 9288 3000 F: 02 9288 2300 E: [email protected] Sydney Morning Herald Ph: 02 9282 2833 E: [email protected] Prime Television – Infonet diary E: [email protected] Spirit FM Coolamon E: [email protected] Regional Events Live DIY Free listing www.regionaleventslive.com.au Coolamon Argus – Diary E: [email protected] Style Magazine Ph: 0427 722 900 F: 02 6851 2664 E: [email protected] www.stylemagazine.net.au The Land Ph: 02 4570 4444 E: [email protected] www.theland.com.au The Weekly Times Ph: 03 9292 2672 F: 03 9292 2697 E: [email protected] www.weeklytimesnow.com.au The Guardian Ph: 02 5032 2161 F: 03 5032 4013 [email protected] www.theguardian.com.au

28. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Deniliquin Pastoral Times Ph: 03 5881 2322 F: 03 5881 4455 E: [email protected] www.denipastoraltimes.net.au Riverine Herald Ph: 03 5482 1111 F: 03 5482 5454 E: [email protected] www.riverineherald.com.au Cootamundra Herald Ph: 02 6942 1488 F: 02 6942 2821 E: [email protected] www.cootamundraherald.com.au The Area News Ph: 02 6962 1733 F: 02 6962 8602 E: [email protected] www.areanews.com.au Harden-Murrumburrah Express Ph: 02 6386 2196 F: 02 6386 2139 E: [email protected] www.hardenexpress.com.au Eastern Riverina Chronicle Ph: 02 6929 3434 F: 02 6929 3233 E: [email protected] www.easternriverinachronicle.com.au The Irrigator Ph: 02 6953 2255 F: 02 6953 4656 E: [email protected] www.irrigator.com.au Temora Independent Ph: 02 6977 1077 F: 02 6977 2707 E: [email protected] Tumut & Adelong Times Ph: 02 6947 2422 F: 02 6947 2663 E: [email protected] West Wyalong Advocate Ph: 02 6972 2033 F: 02 6972 2168 [email protected]

Free Event Listings

Visit My Town E: [email protected] www.visitmytown.com/aus/ AVIC News [email protected] Destination NSW Ph: 1300 655 077 E: [email protected] www.destinationnsw.com.au SPRACI Ph: 0415 802 648 E: support@spraci www.spraci.com/menu.php?parea=x1nsw Community Builders E: [email protected] www.communitybuilders.nsw.gov.au/index.html Around You www.aroundyou.com.au EventSetter E: [email protected] www.eventsetter.com Eventful E: [email protected] www.eventful.com/events

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 29. Agency Contacts

Food service and handling www.foodstandards.gov.au NSW Office of Liquor, Gaming & Racing www.olgr.nsw.gov.au NSW Parks & Wildlife Service www.environment.nsw.gov.au/nationalparks/ Griffith office Ph: 02 6966 8100 NSW Crown Lands Ph: 1300 052 637 www.lpma.nsw.gov.au Civil Aviation Safety Authority Ph: 131 757 NSW Roads & Maritime Services Ph: 132 213 NSW Police – Coolamon Ph: 6927 3044 Australian Performing Rights Assoc. Ph: 02 9935 7900 E: [email protected] www.apra-amcos.com.au NSW Ambulance Service General enquiries Ph: 02 4855 1700 Ambulance Station Ph: 13 1233 Australian Tax Office Business Ph: 13 28 25 www.ato.gov.au Office of Fair Trading www.fairtrading.nsw.gov.au

Emergency Contacts

Poisons Information Centre Ph: 131 126 Ambulance Ph: 000 Fire Ph: 000 Police Ph: 000 S.E.S Ph: 132 500 Coolamon Hospital Ph: 6927 3303 F: 02 6927 3565 Electricity - Essential Energy Ph: 132 080 Water - Goldenfields Water Ph: 1800 800 917 Gas – AGL EMERGENCY Ph: 131 909 Enquiries 24hrs 7 days Ph: 131 245 COOLAMON SHIRE COUNCIL Ph: 1300 880 045

30. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – WHO SHOULD YOU INFORM ABOUT YOUR EVENT?

Authority/entity Items/activities NSW Police Service Traffic control, noise, crowds, security, alcohol consumption and licensing, staffing allocation. NSW Roads & Maritime Services Use of public roads and highways and related land. Coolamon Shire Council Use of public roads or space e.g. parks, sportsgrounds, public buildings, airport, public amenities, power in parks, litter collection, busking, parades, catering, service of alcohol, erection of temporary structures, space requiring bookings. NSW Ambulance Service Staffing allocation, likelihood of accident injury of patrons or participants, location of event e.g. remoteness, access and egress from event. Coolamon Rescue Squad Location, remoteness, access and egress, event type, crowd numbers. NSW Rural Fire Service Remoteness, access, egress, seasonal or weather conditions, aspects of event e.g. fire, fireworks. Business Road closures, customer access to business, value of event to business, impact of event on business, sponsorship arrangements and recognition. Shire residents Disruption to normal traffic flow, decreased access to parking, noise, increased use of public amenities, increased risk, personal safety, decreased amenity e.g. litter, allocation of resources by Council on their behalf, risk taken by Council on their behalf. Social and economic benefits. Australian Performing Rights Association (APRA) Performance of work under copyright. Licensing. Civil Aviation Safety Authority Airport use, use of airport grounds, aerial activity. Child Protection agencies Performers, providers working with children. Event participants Disability access to venues and amenities, access to amenities, access to parking, noise, personal safety Your insurer Risk of damage to any person or property due to negligence of event organiser or service providers e.g. hired contractors, volunteers, stallholders. Council’s insurer Risk of damage or injury to any person or property due to negligence by Council or its agents. The media What, where and why of event, event organisers, program content, history of event, future of event, problems with event, incidents at event. Tourism organisations Promotable aspects of your event. Neighbouring Shires Use of roads across Shire boundaries. NB Your event may involve factors not included here and may require the attention of agencies not listed in the table above. It is your responsibility to consider all aspects of your event that may require the attention or resources of other agencies; and it is your responsibility to identify the appropriate agencies to deal with these. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 31. Template 1: Event Planning Checklist

Always allow sufficient time to organise an event; the amount of time will depend on the size of the event.

Event Committee Person Approx. Hours Date Planning and Management Tasks Responsible to complete Finalised

Planning- Initial Considerations Assess the idea or opportunity Ensure a clearly identified opportunity exists for the event Develop a Plan for the event with defined objectives to be achieved Ensure all members of the organisation are aware of, and fully understand the objectives Set the event date Determine all specialist expertise Register event with Coolamon Shire Council (essential) Event Committee Form the event committee (6 people min) Appoint/ elect the Chair Select committee members based on expertise and ability to contribute to the event management process Establish areas of responsibility Establish clear line of communication- formal reporting requirements Set meeting datesEXAMPLE for lead up to the event Areas of Committee Responsibility Funding and Finance Identify appropriate funding sources (business, sponsorship, raffles, admission costs, government grants, etc) Prepare grant funding application, if required Establish budget guidelines Prepare detailed budget Break-even analysis Monitor budget throughout planning, executing and evaluation stages

32. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Event Committee Person Approx. Hours Date Planning and Management Tasks Responsible to complete Finalised

Sponsorship Develop a sponsorship plan and identify sponsorship needed Time needed to secure sponsors (from approach to confirmation) Determine benefits for sponsors (tangible and intangible) Identify potential sponsors Prepare sponsorship proposals Keep sponsors informed/involved Acknowledge sponsors at every opportunity Post-event evaluation and report back to sponsors Event Programming Develop the program Investigate ways to make the event unique and special Establish all components for the event (time to perform etc) Design programme to maintain interest by all attendants Obtain necessary equipment, audio visual, etc Arrange necessary permits Establish risk management plan and safety requirements Arrange public liabilityEXAMPLE insurance Accommodate sponsors, celebrities, guests etc as required Ensure the overall program schedule allows the event to finish on time Licences, Permits and Approvals Apply for necessary licences, permits (raffles etc) and approvals as early as possible (Local government, police, agencies) Include local Council in planning process to ensure support and ease of administration

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 33. Event Committee Person Approx. Hours Date Planning and Management Tasks Responsible to complete Finalised

Transport and Support Services Liaison with Council, police and other regulatory authorities and medical services/ facilities Road Closures and Traffic Parking considerations Traffic Management Plan: may require NSW Roads approval, along with Police and Council Power, water, toilet facilities Food and Beverage Approvals, licences –alcohol consumption (Liquor Licensing) Food and Beverage – approvals and permits Health permits Decide the type of catering needed for the event Select a catering supplier(s) Confirm catering option Venue/ Site Site inspection in advance Site booking and confirmation Check cleanliness and condition of building, catering area, toilet facilities Check electricity, power outlets, lighting, water supply Check disability access to all areas (entry/exit, toilets etc) Develop a Waste Management Plan (bins provided- removal of rubbish, recycling etc) Decoration requirements (design, space available) Arrange staging, tables, seat etc Risk Management Acknowledgment of risks that may occur Preparation for accidents Minimise any Environmental impact and Noise pollution

34. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Event Committee Person Approx. Hours Date Planning and Management Tasks Responsible to complete Finalised

Allocate responsibilities Conduct regular reviews of potential risks areas within the venue Take precautions to minimise hazards Develop an emergency plan to deal with any crisis situations Develop an effective Risk Management Plan - if needed seek professional help Check Public Liability insurance Consider any additional insurance requirements that may be needed Development of Contingency Plans Everything must comply with Workplace Health and Safety requirements Security Arrange for security to be positioned at key points (entry/ exit etc) Barriers and safety fencing Determine potential crowd problems (for example; distribution and consumption of alcohol only in designated areas) Notify Emergency Services: Police; Ambulance SES/ First Aid / St John Ambulance Clear signage Contingency plans to deal with any problems that arise PA/ AV system Arrange for all required equipment to be on hand and working efficiently Have back - up equipment available Check all equipment (back- up included) thoroughly Ensure all electrical cables and leads are positioned to avoid accidents or disconnection Make sure back ground music is at an appropriate level

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 35. Event Committee Person Approx. Hours Date Planning and Management Tasks Responsible to complete Finalised

Marketing the Event Identify target markets Decide promotional methods (media)- radio, television, newspaper Develop advertising concept (attention grabbing, Who, What, Where, When, Why etc) Method of distribution (letter drop etc) Arrange free publicity (media releases etc) Post Event Tasks Cleanup Dismantling of decorations etc Conduct evaluation of the event Arrange financial statements Prepare sponsors report Review effectiveness, efficiency etc of the event Provide recommendations etc Post Event Evaluation Debriefing meeting/ Planning Assessment (outcomes, review all aspects – management, marketing, examine problems etc) Event Assessment (look at attendance and financial performance)

36. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 37. 38. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Schedule 1 Form – Notice of Intention to Hold a Public Assembly

To the Commission of Police

1. I,

of

on behalf of notify the Commissioner

of Police that on it is intended to hold

Either

a) A public assembly, not being a procession, of approximately persons which will assemble at Cowabbie Street, Coolamon at approximately 11.00am and disperse at approximately 1.00pm.

or

b) A public assembly, being a procession of approximately (number) persons, which will assemble at approximately am/pm, and at approximately am/pm the procession will commence and shall proceed

(Specify route, any stopping places and the approximate duration of any stop; and the approximate time of termination. A diagram may be attached).

2. The purpose of the proposed assembly is:

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 39. 3. The following special characteristics associated with the assembly would be useful for the Commissioner of Police to be aware of in regulating the flow of traffic or in regulating the assembly.

(i) There will be (number) vehicles and/or (number) floats involved.

The type of dimensions are as follows:

(ii) There will be (number) bands which will entertain or address the assembly. (iii) The following number and type of animals will be involved in the assembly:

(iv) Other special characteristics of the proposed assembly are as follows:

4. I take responsibility for organising and conducting the proposed assembly.

5. Notices for the purposes of the Summary Offences Act 1988 may be served upon me at the following address:

Postcode

Telephone No:

6. Signed:

Capacity/Title:

Date:

APPROVAL AND AUTHORISATION

TMP Approved by: Event Organiser Date

Regulation of Traffic Authorised by RTA Date

Or Council Date

40. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 2: Event REGISTRATION FORM

COOLAMON SHIRE EVENT REGISTRATION FORM

PLEASE PRINT CLEARLY Event Details Event Name

Event Date Location

Description of Event

Target Audience Local Visitors Niche How many attendees at your event? Unique/special attributes of your event Future plans for your event

What support do you need to grow Funding Marketing Strategic Planning your event Labour Other: What else would you like to tell us about your event

Event Contact Details Organisation Hosting the Event Organisation Mailing Address Event Contact Person Phone Fax Mobile E-mail Website

PLEASE RETURN THIS FORM TO: Linda Tillman Coolamon Shire Council Fax: 02 6927 2877 Email: [email protected]

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 41. Template 3: Event program

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TIME EVENT VENUE TICKET

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TIME EVENT VENUE TICKET

42. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 4: site plan Site Plan for Event

Diagram of Area:

Things to include:

Copy of Site Plan and stall sites including parking, first aid, Coordinator location, evacuation plan in case of emergency (including emergency access and meeting point; any significant landmarks (river, road, etc)

Tip: Coolamon Shire Council can assist through the provision of maps and various street and building Sample areal view for a local event maps.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 43. Template 5: venue audit of Coolamon Shire 200 people 150 seated 80-100 people Licensed to serve 150 people in the bar 100 people in auditorium 70 in dining room 50-70 seated Air conditioning, some heating, audio stage, equipment, photographic room, another small room for meetings air Stage, conditioning in kitchen, ceiling fans throughout Two split system Two heating and cooling units. Completely refurbished room. No audio equipment temprite systems (for serving kegs) for and jukebox weddings etc Auditorium and Auditorium dining room. Dance audio facilities floor, in auditorium Air conditioning and heating, accomodation, parking Disabled facilities 30 seated Tables and chairs Tables available for use but not hire 23 tables plus some more older ones, 150 chairs. Older tables and chairs available for hire. 9 tables available for hire $10 ea. 38 chairs unavailable for hire None for hire Will hire out 60 chairs in auditorium/70 in dining room as well as tables. Chairs are available for hire but not tables Tables and chairs Tables available Not for hire Tables and chairs Tables available for use. Hire available on negotiation New commercial kitchen, cool room, cutlery, oven, fridge/ crockery, freezer Full kitchen facilities, cool cutlery, room, crockery, urn, oven fridge/freezer, Kitchen, fridge/freezer, Kitchen, fridge/freezer, & oven, urn, crockery cutlery No kitchen facilities, available in beer BBQ’s garden Kitchen for use with and cutlery, crockery oven. fridge/freezer, Chinese restaurant in house. Catering available, no Catering available, kitchen facilities available Kitchen facilities, crockery, Kitchen facilities, crockery, cutlery available for use Hire Fees Kitchen Facilities Tables/Chairs Other Capacity (full venue hire) price negotiable for hall only $88inc GST for hall and cool room N/A $30 for 4 hrs $60 for 8 hrs COOLAMON SHIRE VENUE AUDIT Email Phone 02 6978 2382 [email protected] $220 02 6978 2033 [email protected] N/A 02 6978 2300 [email protected] N/A Person Contact Renee DoyleRenee 02 6978 2441 [email protected] Sue Hopkins- Jones Jason Pauline BeardPauline 02 6978 2190 Venue Ardlethan Ardlethan Hall Beckom HallBeckom Marie Golden 02 6978 2334 [email protected] $66 inc GST Ardlethan Mullins Centre PubBeckom Michael Munro 02 6978 2313 Ardlethan Bowling Club London Hotel London Ardlethan CWA ArdlethanCWA Anne Trevaskis 02 6978 2166 [email protected] Ardlethan Showground

44. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 200 seated 250 seated 60 seated 80-100 people 100 people 50 120-130 people in store 20 people in RSL Museum Air conditioning, audio facilities, lighting room, secure stage, outdoor area Screens available to Bowling section off, greens, golf course, playing fields, audio facilities No alcohol permitted on premises, fenced yard New building, air conditioning and gas heating, walking distance to main street Air conditioned and gas heated Heating/AC New Heating/AC building Air conditioning and heating outdoor stage area, conference facilities, RSL museum with meeting space Chairs and trestles available for use not for hire Available but Not Available for hire 7 tables 64 chairs avaialble for use not hire 80 chairs and trestle tables to match.Available to hire 15 tables 100 chairs not available to hire 4 tables 20 chairs and chairs Tables available for use and for hire Kitchen- urn, crockery, Kitchen- urn, crockery, cutlery fridge, Bar- cool room, glasses (wine/beer) Chinese Restaurant, Chinese Restaurant, BBQ area, Other menus can be provided Urn, stove, microwave, microwave, Urn, stove, cutlery crockery, fridge, Kitchen and toilets, urns, oven. fridge/freezer, and cutlery Crockery available for use at extra cost Kitchen available currently being updatedcutlery fridgefreezer crockery oven facilities limited crockery Kitchen, fridge/freezer, Toilets microwave. available Hire Fees Kitchen Facilities Tables/Chairs Other Capacity $100 hall only; $150 hall and facilities (bar & kitchen); negotiable for not -for -profit organisations $50 Fees negotiable meeting Fees negotiable for functions day, Extra if day, event has no insurance FREE & coffee making application Tea COOLAMON SHIRE VENUE AUDIT Email com nsw.gov.au [email protected] Fees upon Phone 02 6927 3483 [email protected] 02 6927 3178 coolamonsport.rec@bigpond. 02 6927 2492 Coolamon_library@coolamon. Person Contact Holzapfel Andrew McPherson Lee FurnellLee 02 6927 3068 [email protected] $40 per Mike PerrotMike 02 6927 3037 [email protected] N/A Helen McLoughlin David McCann Venue Coolamon St Michael’s Hall Michael’s St Rhonda Coolamon Sport & Recreation Club CWA RoomsCWA June McKelvie 02 6927 3235 [email protected] $15 for a Uniting Church Hall Anglican Church Hall Coolamon Shire Library UTDS

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 45. 80-100 people seated in pavillion 120-130 seated for meal Potentially more 50-60 seated 100 80-100 seated 60-70 seated 200 seated 100 seated indoor and outdoor, 55-60 seated indoors only Toilet and shower Toilet facilities with 10-15 hot water, powered camping sites Supper room, stage, stage lighting, gas heating, pedestal fans available for paved plazause, area for outdoor use Toilets, stage Toilets, dance floor no ac heating Outdoor area with secure fencing ofr children, air conditioning and heating Beer garden, kids outdoor play area, main street location Air conditioning and heating; stage in auditorium; dining room; screen for projector; can separate off the bar/auditorium area Air conditioning, heating, unerdercover outdoor area, Second new al fresco area, accommodation recently available, renovated Tables and chairs Tables available for use not for hire 30 tables 250 chairs. Some are available for hire Tables chairs no Tables hire and chairs Tables available for use some available to hire Tables and chairs Tables hire available, available on request and Chairs Tables available Not for hire Tables and chairs Tables no hire Kitchen with oven, fridge, Kitchen with oven, fridge, Bar, no crockery/cutlery. no glasses Commercial Kitchen, number of stoves, fridge, crockery sinks cutlery, available for use Toilets Kitchen facilities crockery Kitchen facilities crockery cutlery tablecloths Bistro meals and BBQ area Catering BBQ Kitchen Dining room can be out, catering booked available Hire Fees Kitchen Facilities Tables/Chairs Other Capacity events (for a weekend) $100 night with conditions $80 entire venue $50 Supper room and Kitchen $30 Supper room N/A N/A N/A COOLAMON SHIRE VENUE AUDIT Email com Phone 02 6927 6436 N/A 0417 234 109 [email protected] Neg Kitchen, Bar, 02 6927 3015 02 6927 3028 [email protected] N/A Person Contact Megan Menzies 02 6927 8536 [email protected] $300 major McLoughlin UnderwoodKelly 02 6927 6174 ganmainbowlingclub@bigpond. Michelle Collin and Marty Crawford (licensee’s) Maureen Crozier 02 6927 6193 Daniel Milne (licensee) Venue Coolamon Coolamon Showground Ganmain Ganmain Hall Brill Val Kindra Park Warren Ganmain Bowling Club Coolamon Tavern Ganmain Sports Club New Coolamon Hotel

46. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 100 people 300 licenced 70-100 people 70-100 seated 50 people N/A 100 or more depending on type of event Air conditioning and heating, outdoor area fenced for children Heating available ceiling fans Currently used full time by after airschool care, conditioning and gas heating, fenced outdoor area Beer garden, stage area,undercover outdoor area, air dance floor, conditioning, heating Outdoor area, Air conditioning and heating in bar No building available (outdoor use only), toilet facilities Suitable for use equine events, car rallies, etc Suited to equine/ livestock events, car rallies, field days, etc Ceiling fans, Heaters available, stage with curtains, indoor toilets Tables and chairs Tables available for use some to hire and chairs Tables case by Table and chairs Table available for use, may be available to hire on case by case basis and Chairs Tables available no hire Tables and chairs Tables available for use not for hire and Chairs Tables minimal Tables and chairs Tables available to hire Tables and chairs Tables available; some to hire Kitchen facilities available and cutlery with crockery Kitchen facilities Kitchen, fridge/freezer, Kitchen, fridge/freezer, and cutlery oven, crockery available for use Kitchen Available Commercial kitchen, limited cutlery and available for use crockery Kitchen Canteen Kitchen facilities available for use Canteen building Kitchen facilities with cutlery and crockery available to use; also available to hire Hire Fees Kitchen Facilities Tables/Chairs Other Capacity No fee although donation accepted application donation accepted N/A N/A Fees on application and/or water usage fee $60 until midnight then extra each hour ($10-$20) COOLAMON SHIRE VENUE AUDIT Email Phone 02 6927 6251 [email protected] N/A, 02 6927 4412 0488 508 922 02 6927 6436 0427 276 227 Person Contact Helen Hatty 02 6927 7827 [email protected] Jan Cox Flanigan Amanda Symons 02 6927 6690 Brendan Pattison 02 6927 4433 [email protected] N/A Barrie Brill Will Kember John Pattison 0427 274 388 [email protected] Minimal hire Venue Ganmain St Peters Peters St Anglican Hall Marrar Marrar Hall Brendan Pattison 02 6927 4433 [email protected] Fees on Uniting Church Hall Marrar Pub and Corie Paul Adarma’s Coffee Adarma’s House Marrar Football Ground Ganmain Pub Marienne Hare 02 6927 6419 Ganmain Showground Marrar Sports Ground Matong Hall Helen Hatty 02 6927 7827 [email protected]

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 47. Template 6: Event Budget

EVENT NAME Budget

Item of Expenditure In-Kind Exp Provider Cash Exp Design Festival Flyers & Posters $ Print Festival Flyers & Posters $ Festival Banner $ Fireworks $ Kids Activities ($) Jumping Castle (<12yr) $ Biscuits for Keryl $ Girl Guides (face painting) $ Performers ($) Street performers $ Buskers ($20-$25ea) $ Undersided $ Administration $ Decorations $ Chair Hire $ CWA Room Hire $ Signage $ First Aid $ Wrist Bands x 800 $ Logo design $

In-Kind Expend Total $ Cash Expend Total $ Event Income Estimate Funding EXAMPLE $ Sponsors $ $ $ $ Photo book revenue $ Food Stalls revenue $ Kids Wrist Bands $ (ultd access to activities) $ ESTIMATED PROFIT $

48. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 7: Event staff and volunteers Committee Structure

Name of Event

CHAIRPERSON

SECRETARY TREASURER

BUSKAMANIA/ MARKETS, RUBBISH, MARKETING, STREET BUNTING/ TRAFFIC & PR & PERFORMERS/ DISPLAYS/ TOILETS SPONSORSHIP MAIN ACT ARTWORK

VOLUNTEERS, KIDS FUNDRAISING & FOOD FIREWORKS, ACTIVITIES MERCHANDISE VENDORS RISK MNGMT, EXAMPLEOH&S

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 49. ROLES & RESPONSIBILITIES

CHAIRPERSON Provide leadership and direction to the committee § Chair meetings § Office of Fairrading, T ATO and statutory documentation § Face of the festival – media spokesperson, etc

TREASURER Provide financial guidance and advice to the committee § Set budget, with guidance from Tilma Management § Accounts receivable and payable § Providing financial statements § Reconciling accounts § Banking, cash handling § BAS Statements and Tax forms § Office of Fairrading, T ATO and statutory documentation § Coordinate the application of grants

SECRETARY Keep an up-to-date administrative record of the Committee/Event

§ Compose and distribute meeting agendas and minutes in a timely manner § General administration

BUSKAMANIA/STREET Ensure the diversity and range of performers for Cowabbie St PERFORMERS/MAIN ACT § Identify and book stage performers § Identify and book street entertainers through distribution of an EOI and policy § Compile performers contracts w guidelines (Secretary to assist) § Organise performers accommodation and transport if applicable § Confirm sound technician(s) Ensure the coordination of the stage during the event § Compile stage run sheets (template in event manual) § Compile performers contact details § Confirm stage MC § Work with talent § Signage § Set up and pack up of stages

KIDS ACTIVITIES Coordinate the childrens activities during the festival § Secure exhibitors to attend the event; consider varying age- appropriate activities, bump-in/out § Plot sites in conjunction w other activities § L ook after the exhibitors on the day § Confirm PL insurances and power requirements etc

50. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – RUBBISH, TRAFFIC & Ensure traffic and parking plans in place, adequate signage TOILETS § Traffic control and road closures [CHAIR] § P arking § Toilets and facilities § Council clean-up (pre event), volunteer clean-up (post event)

FUNDRAISING & Manage event donations MERCHANDISE § Secure samples and quotes for agreed merchandise if applicable § Order merchandise § Arrange merchandise sale outlets, including pre event sales

MARKETS & ONSITE Coordinate event markets BUNTING/DISPLAYS/ § Work on a run sheet for the evening (template in the event manual) ARTWORK § Plot sites in conjunction w other activities § Liaise with Council regarding power

FOOD VENDORS Coordinate food vendors for the event § Secure vendors to attend the event; style, variety, image, bump-in/out § Ensure adequate completion of all forms and organise when site fees are to be paid § Plot sites in conjunction w other activities § Look after the vendors on the day § Confirm insurances, licencing, power requirements etc

MARKETING,PR & Coordinate marketing and PR for the event SPONSORSHIP § Print campaign § Social media campaign e.g. Facebook § PR § Send prospectus to potential sponsors § Confirm appropriate sponsors and arrangements § Manage sponsor promotional material e.g. banners, flyers etc

VOLUNTEERS, FIREWORKS, Coordinate risk management and OHS procedures, volunteer RISK MNGT & WHS management & organisation of fireworks for the event § Conduct risk assessment and develop risk management policies and procedures § Source fireworks technician § Rally volunteers, develop a roster and coordinate them on the day § Source a qualified first aid for the event

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 51. Staff / Volunteer Register Event coordinators for Council are required to complete the register and have the staff/volunteers sign as they make themselves available for work on the day.

NAME OF ACTIVITY/ EVENT:

LOCATION/ SITE:

DEPARTMENT/COMMITTEE COORDINATING EVENT:

Signature Description Date Name Start Time Finish Time Hours of Staff/ of Work Volunteer

Coordinator:

Name:

Signature:

Date:

52. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 8: Event Risk Management Risk Matrix and Corrective Action Table

Risk Matrix

Consequences

Likelihood Insignificant Minor Moderate Major Catastrophic

Almost Certain Medium 8 High 16 High 20 Extreme 23 Extreme 25

Likely Medium 7 Medium 12 High 17 High 21 Extreme 24

Possible Low 5 Medium 10 High 15 High 18 High 22

Unlikely Low 2 Low 4 Medium 11 Medium 13 High 19

Rare Low 1 Low 3 Medium 6 Medium 9 High 14

Proposed Corrective Action

Risk Level Action Required

Extreme Risk § This rating level is not acceptable 23 - 25 § Report immediately to Senior Management; § Consider alternate activity unless appropriate controls are implemented § Develop specific reatment/ActionT Plan for immediate implementation to address extreme risks § Allocate actions and budget for implementation within one month § Report to Senior Management on effectiveness of control High Risk § Develop and implement a specific reatment/ActionT Plan for high risks 14 - 22 § Consider alternate activity unless appropriate controls are implemented § Allocate actions and budget to minimise risk; monitor implementation § Report to Senior Management on effectiveness of control Medium Risk § Develop and implement a specific reatment/ActionT Plan for medium risks 6 - 21 § Allocate actions and budget to minimise risk where existing controls deemed inadequate; monitor implementation § Management to consider additional controls Low Risk § Accept and Monitor low-priority risks 1 - 5 § Manage via routine procedures where possible; Monitor via normal internal reporting mechanisms

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 53. Risk Assessment Form

1- Council 2- Department:

3- Branch 4- Sub-Branch

Consulting Group Date of Assessment controls can be implemented to manage situation Score What additional Rating quence (refer to matrix) Consequences if the incident occurs Likelihood Conse- Risk Category controls) of the event? (Consider existing What can happen that can affect the success in place and procedures) that are currently controls (processes Activity List any existing Ref Ref No.

54. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Likelihood and Consequence Descriptors

Likelihood Descriptors

Rating Description

Rare Only ever occurs under exceptional circumstances

Unlikely Conceivable but not likely to occur under normal operations; no evidence of previous incidents Possible Not generally expected to occur but may under specific circumstances

Likely Will probably occur at some stage based on evidence of previous incidents

Almost Certain Event expected to occur most times during normal operations

Consequence Descriptors

Master Category Rating Description

Financial Insignificant Negligible financial loss (< $10,000); no impact on program or business operations Financial Minor Minor financial loss ($10,000 - $50,000); minimal impact on program or business operations Financial Moderate Significant financial loss ($50,000 - $500,000); considerable impact on program or business operations Financial Major Major financial loss($500,000 - $1M); severe impact on program or business operations Financial Catastrophic Extensive financial loss ($1M+); loss of program or business operation

OH & S Insignificant First Aid only required

OH & S Minor Minor medical treatment with or without potential for lost time

OH & S Moderate Significant injury involving medical treatment or hospitalisation and lost time OH & S Major Individual fatality or serious long term injury

OH & S Catastrophic Multiple fatalities or extensive long term injury

Public Liability Insignificant First Aid only required; minimal loss to organisation

Public Liability Minor Some medical treatment required; medium loss to organisation

Public Liability Moderate Significant injury involving medical treatment or hospitalisation; high loss to organisation Public Liability Major Severe injuries or fatality to individual; very high loss to organisation

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 55. Master Category Rating Description

Public Liability Catastrophic Multiple fatalities or extensive long term injuries; worst case loss to organisation

Reputation Insignificant Isolated, internal or minimal adverse attention or complaint

Reputation Minor Heightened local community concern or criticism

Reputation Moderate Significant public criticism with or without media attention

Reputation Major Serious public or media outcry; broad media attention

Reputation Catastrophic Extensive public outcry; potential national media attention

Natural Hazards Insignificant Minimal physical or environmental impact; isolated hazards only; dealt with through normal operations Natural Hazards Minor Minor physical or environmental impact; hazards immediately controlled with local resources Natural Hazards Moderate Significant physical or environmental impact; hazards contained with assistance of external resources Natural Hazards Major Major physical or environmental impact; hazard extending off-site; external services required to manage Natural Hazards Catastrophic Extensive physical or environmental impact extending off-site; managed by external services; long term remediation required

Political & Insignificant Isolated non-compliance or breach; minimal failure of internal Governance controls managed by normal operations Political & Minor Contained non-compliance or breach with short term significance; Governance some impact on normal operations Political & Moderate Serious breach involving statutory authority or investigation; Governance significant failure of internal controls; adverse publicity at local level Political & Major Major breach with formal inquiry; critical failure of internal Governance controls; widespread adverse publicity Political & Catastrophic Extensive breach involving multiple individuals; potential litigation; Governance viability of organisation threatened

Contractual & Legal Insignificant Isolated non-compliance or breach; negligible financial impact

Contractual & Legal Minor Contained non-compliance or breach with short term significance and minor financial impact Contractual & Legal Moderate Serious breach involving statutory authority or investigation; prosecution possible with significant financial impact Contractual & Legal Major Major breach with fines and litigation; long term significance and major financial impact Contractual & Legal Catastrophic Extensive fines and litigation with possible class action; threat to viability of program or service

56. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Event Risk Assessment – Completed (using a different rating matrix)

Chance/ Level of Activity Risk Impact Control Measures Likelihood Risk Street Stalls Electrocution Possible Major Extreme § All electrical leads and appliances to have current certification and testing tags (refer Market Stall Registration Form – Appendix 9.4 of Operation Manual). § All electrical leads to be off the ground and not exposed to water

Fire/ explosion Possible Major Extreme § All gas cylinders to have from gas cylinders current inspection stamp and/ or cooking § Fire fighting equipment to facilities be readily accessible § Cooking facilities to be located away from flammable materials. (e.g.: hay bails)

Food Poisoning Unlikely Moderate Moderate § S tall holders must comply with Australian National Food standards and health regulations.

Public Injury Possible Major Extreme § Stall holders to abide by from stall holder setup and set down times as vehicles per registration form.

Waste Public Health Unlikely Minor Low § Additional waste disposal Disposal bins to be provided § Waste disposal bins to be EXAMPLEcleared daily § Stall holders to keep sites rubbish free.

Public Insufficient First Unlikely Moderate Moderate § SES controllers available as Health & Aid/ medical first aid personnel Safety provision § S t Johns ambulance officer in attendance § First Aid post established and erect signage

Crowd Behaviour Rare Minor Low § Alcohol free zone – resulting in injury § Police presence to public § Traffic Controllers

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 57. Chance/ Level of Activity Risk Impact Control Measures Likelihood Risk Adverse Weather Possible Minor Moderate § Postpone / Cancel event if Conditions – required. resulting in injury or ill health

Traffic incidents – Rare Major High § Traffic Management Plan resulting in injury CBD closed to normal to public vehicle traffic § Media releases § Traffic Controllers § P olice presence § Erect Detour Signs and install barricades as per traffic management plan

Insufficientoilet T Likely Insignificant Moderate § Utilise amenities at public facilities school, CWA building and public toilets in parks Display map of available public toilets

Closure of Access & egress Possible Moderate High § SES controllers available as town centre for emergency first aid personnel to traffic services § Police controller in attendance § Police are to take control in all emergencies and co-ordinate with other emergency services as required § T raffic Management

58. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 9: Risk warning & Waiver Waivers

Waiver Sample One-

As organiser of (Insert Name of Activity),

(insert date)

Risk Warning and

Waiver of Contractual Duty of Care

Civil Liability Act, 2002

Contract for supply of (insert name type of activity being conducted)

By participating in the (Name of the event) today I agree to do so at my own risk.

I know that my agreement operates to exclude any liability in negligence for harm that I may suffer.

I have been warned that this recreational activity may cause physical harm to me or to someone under my control or accompanying me, and I confirm that I have no condition, medical or physical, that could prevent me from, or be aggravated by, participating in this activity.

Examples of the risks I have been warned about include:

§ Tripping, slipping and falling; § Bites & stings § Collision with someone or something; § Sharp Tools & Equipment § Something giving way unexpectedly; § Sun § Back Injury, strains § Poisoned by chemicals – Roundup § Spillage and Burns § Injury from falling branches § Trip hazard § Strained back § Car Accident

Participant’s Name Signature 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 59. Waiver Sample Two -

Another way that a waiver can be used is in a letter to the participants when you are inviting them to participate in your event.

The letter may contain other relevant information that they need to be aware of, such as details of the event, insurance and other requirements, and at the same time requires confirmation of their participation by signing the letter or attached form that contains, among the other information, the following wording:

Risk Warning – Civil Liability Act 2002

I/we agree to participate in this event at my/our own risk and to indemnify and keep indemnified the Coolamon Shire Council against all claims, suits, actions or demands which may be brought in respect of any injury or other loss sustained by me/us or anyone participating in the (name of the event) and agree to exonerate the Coolamon Shire Council from all responsibility and from all loss or injury to any person due to alleged liability or otherwise.

Signed:

Name:

Position:

Organisation:

Date:

(If under the age of 18 years parent / guardian signature is required)

60. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 10: Incident form

Incident notification form – External – Public Liability This is NOT a formal claim. It is an internal advice to action repairs. Where a person has reported a trip or fall hazard a council officer MUST complete this form

CONFIDENTIAL

Incident reported to:

On date (day/date/year)

Signed Date

Date of incident

Name of person reporting incident

Address

Phone: Work M

Name of injured person if different from person reporting the incident:

Address

Phone: Work M

Witness 1 Name

Address

Phone: Work M

Witness 2 Name:

Address

Phone: Work M

Sketch site if possible recording location and details inc. nearest cross Street e.g. raised concrete slab at front gate 25 Smith Street.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 61. Coolamon Shire Council notification form – External – Public Liability

This is not a formal claim. It is an internal advice to action repairs. Where a person has reported a trip or fall hazard a Council officer MUST complete this form.

Council’s emergency numbers are:

CONFIDENTIAL

Did person sustain injury? Yes No

If YES please note all details:

What if any, medical treatment was sought or administered

Describe injury e.g. bruising to right knee, clothing torn, damaged glasses

If property is damaged – record as much information as possible e.g. glasses 2-3 years old prescription lenses – snapped arm – advise that a written claim needs to be submitted for Council to consider compensation. This is an internal advice only to assist staff to isolate and or repair a hazard.

Describe how incident occurred

Were the police informed? Yes No

Date and time reported

Incident reported to: insert Police Officer’s name and badge no

62. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 11: Emergency Response Plan

Event name:

Location:

Event date(s):

Date completed:

Signed (by EOC):

Emergency Operations Coordinator (EOC)

The emergency operations coordinator (EOC) is the person who serves as the main contact person for the company in an emergency. The EOC is responsible for making decisions and following the steps described in this emergency response plan. In the event of an emergency occurring within or affecting the worksite, the primary contact will serve as the EOC. If the primary contact is unable to fulfill the EOC duties, the secondary contact will take on this role.

Primary contact

Name:

Telephone number:

E-mail:

Secondary contact

Name:

Telephone number:

E-mail:

Emergency Contact Numbers

Fire station: 000

Ambulance: 000

Police: 02 6927 3044

Hospital: 02 6927 3303

Other:

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 63. Potential Emergencies

The following potential emergencies have been identified in hazard assessments:

1. Anaphylactic reaction to food intolerances

2. Asthma attack

3. Emergency arising through medical conditions eg. stroke

4. Injuries caused by accidents that would require first aid and/or referral treatments by more qualified persons

Location of:

Fire alarm:

Fire extinguisher:

Fire hose:

Other:

First Aid

Type of first aid kit: TBC

Location of first aid kit: Kept in kitchen of premises

Other supplies:

Process for transportation for ill or injured employees:

Initial Assessment will be made by the First Aid Officer and treatment given within the parameters of his qualifications and referral will be made with issues and conditions that would be deemed, or considered above the First Aid persons qualifications and/or expertise. In this situation 000 would be called as well as the local hospital for further advice.

First aid attendant

Name: Philip Schulz

Location: Old Methodist Church

64. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Communications

We will communicate our emergency plans to employees in the following way: All staff will be instructed on how to follow the proper procedures in identifying any potential issues that could arise, and how to report this information to the appropriate persons.

In the event of a disaster, we will communicate with employees in the following way: Specific instructions will be given to each employee that would facilitate correct response to any emergency. Eg. Asthma attack, anaphylaxis and injuries through misadventure etc.

Procedures for Rescue and Evacuation

Event: Site and evacuation plan will be posted on each exit.

Address: 37 Loughnan Street

§ We have developed these plans in collaboration with neighbouring businesses and building owners to avoid confusion or gridlock.

§ We have located, copied, and posted building and site maps.

§ We have ensured that exits are clearly ma

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 65. Template 12: Special Event Transport Management Plan Special Event Transport Management Plan Template Refer to Chapter 7 of the Guide for a complete description of the Transport Management Plan

1 EVENT DETAILS

1.1 Event summary

Event Name:

Event Location:

Event Date:

Event Start Time: Event Finish Time:

Event Setup Time: Event Packdown Finish Time:

Event is off-street on-street moving on-street non-moving

1.2 Contact names

Event Organiser:

Phone: Fax:

Mobile: Email:

Event Management Company (if applicable)

Phone: Fax:

Mobile: Email:

Police:

Phone: Fax:

Mobile: E-mail:

Council:

Phone: Fax:

Mobile: Email

Roads & Traffic Authority (if Class 1)

Phone: Fax

Mobile:. E-mail:

*Note: The Event Organiser is the person or organisation in whose name the Public Liability Insurance is taken out.

66. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 1.3 Brief description of the event (one paragraph)

The Coolamon New Years Eve Street Party will include buskers and street performers, food stalls, shopping and kids activities. The evening will conclude at 10pm with fireworks. The 2012 event will target residents of the Coolamon Shire, with vision of expanding this to the region and beyond in the future.

2 RISK MANAGEMENT - TRAFFIC

2.1 Occupational Health & Safety - Traffic Control CLASS 1 CLASS CLASS 3 CLASS CLASS 2 CLASS

2.2 Public Liability Insurance

2.3 Police

2.4 Fire Brigades and Ambulance

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 67. 3 TRAFFIC AND TRANSPORT MANAGEMENT

3.1 The route or location CLASS 1 CLASS CLASS 3 CLASS CLASS 2 CLASS

3.2 Parking

3.3 Construction, traffic calming and traffic generating developments

3.4 Trusts, authorities or Government enterprises

3.5 Impact on/of Public transport

3.6 Reopening roads after moving events

3.7 Traffic management requirements unique to this event

68. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 3.8 Contingency plans

3.9 Heavy vehicle impacts

3.10 Special event clearways

4 MINIMISING IMPACT ON NON-EVENT COMMUNITY & EMERGENCY SERVICES

4.1 Access for local residents, businesses, hospitals and emergency vehicles CLASS 1 CLASS CLASS 3 CLASS CLASS 2 CLASS

4.2 Advertise traffic management arrangements

4.3 Special event warning signs

4.4 Permanent Variable Message Signs

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 69. 6 PRIVACY NOTICE

The “Personal Information” contained in the completed Transport Management Plan may be collected and held by the NSW Police, the NSW Roads and Traffic Authority (RTA), or Local Government.

I declare that the details in this application are true and complete. I understand that:

§ The ‘’personal information” is being collected for submission of the Transport Management Plan for the event described in Section 1 of this document.

§ I must supply the information under the Road Transport Legislation (as defined in the Road Transport (General) Act 1999) and the Roads Act 1993.

§ Failure to supply full details and to sign or confirm this declaration can result in the event not proceeding.

§ The “personal information” being supplied is either my own or I have the approval of the person concerned to provide his/her “personal information”.

§ The “personal information” held by the Police, RTA or Local Government may be disclosed inside and outside of NSW to event managers or any other person or organization required to manage or provide resources required to conduct the event or to any business, road user or resident who may be impacted by the event.

§ The person to whom the “personal information” relates has a right to access or correct it in accordance with the provisions of the relevant privacy legislation.

70. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 13: Stallholder Forms

Stallholder Registration Form

Event Details Venue: Set up time: Start time: End time: Market Coordinator Name: Contact Phone: List of Stallholders and Locations Disclaimer Civil Liability Act 2002: By participating in the EVENT NAME you agree to do so at your own risk and to exonerate EVENT NAME, associated community groups and Coolamon Shire Council against all claims which may be brought in respect of any injury or loss sustained due to alleged liability or otherwise. Name: Stall: Contact Phone: Email: Special Positioning, power etc PLEASE NOTE these will need to be negotiated with the market coordinator and listing Requirements: of them here does not guarantee fulfilment.

Copy Attached: Food Handling Public Liability Other Stallholder Responsibilities

§ Read and sign the Stallholder Register and Waiver § Must arrive and set up within the designated time § Responsible for their stall/display which must be supervised at all times § Must ensure that all goods/equipment for sale is safe and meets relevant safety standards and requirements

§ Interact politely and appropriately with event participants, particularly child participants § Electricity connections – leads must be tagged and weather proof and away from public traffic areas § Beware of any areas of risk and ensure stall areas remain safe at all times § Must comply with industry standard relating to their activity and relevant regulation eg Food Handling Regulations, Amusement Devices etc § Must immediately notify the Coordinator in the event of an emergency § Must pack up at the agreed time and ensure there is no obstruction or inconvenience to the public or any other participant § Ensure that the area is left clean and without damage or risk to the public or any other participant § If needing to leave early for any reason notify the Coordinator in order to arrange for departure and moving of equipment safely § PLEA SE NOTE that the above list does not supersede all other responsibilities, obligations, requirements and conditions that form part of your agreement to participate in this event.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 71. Stallholder Registrater

Event Details Venue: Set up time: Start time: End time: Market Coordinator Name: Contact Phone: List of Stallholders and Locations Disclaimer Civil Liability Act 2002: By participating in the EVENT NAME you agree to do so at your own risk and to exonerate EVENT NAME, associated community groups and Coolamon Shire Council against all claims which may be brought in respect of any injury or loss sustained due to alleged liability or otherwise. Name: Stall: Location: Signed:

Emergency Contacts Service: Contact: Phone Number: Hospital Coolamon 6927 3303 Ambulance 000 Police 6927 3044 Fire Service Coolamon Fire Station 6927 3003 RFS PRESENT AT EXPO State Emergency Service Coolamon 6927 2670 Electricity Provider Country Energy 132356

72. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 14: Amusement Equipment

Application Form to Operate an Amusement Device

LOCATION DETAILS

Location(s) for Operation of Amusement Device:

Proposed Period of Operation:

From: To:

OPERATOR DETAILS

Name of Operator:

Address of Operator:

Signature of Operator:

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 egulationsR 1950:

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 73. 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 $20,000,000)

Note: the policy must be endorsed to note the xxx Council in respect of this activity/event and a copy of the Liability Insurance Cover or Certificate of Currency attached to this Application

APPLICANT’S SITE PLAN

COMMENTS:

74. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Coolamon Shire Council Approval Form for the operation of an Amusement Device

LOGBOOK DETAILS

Has Council inspected the AS 3533-1997 Logbook? Yes No (NB A faxed copy of recent logbook entries is acceptable)

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 details of insurance?

Does policy indicate level of indemnity @ $10mil min? Yes No

Has the policy been endorsed to note Council name Yes No

in respect of this activity?

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 75. COOLAMON SHIRE COUNCIL’S SITE PLAN

COMMENTS:

76. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 15: Event Parades

[Name of event] [Dates] [Sponsor logo where applicable]

PARADE INFORMATION

Time: Parade commences at

Assembly Point:

Assembly Time Participants must be in place by:

Route:

Please ensure that persons riding on floats disembark at:

No vehicles shall travel beyond these points with participants still on board.

This will be monitored by the Police & Marshalls (who will take action)

PARTICIPANT INFORMATION

Name of Group/organisation

Contact name on parade day

Telephone number on Parae day

Entry category (please tick)

Walking

Other (Please indicate Float / Vehicle / Animal etc)

Parade rules and conditions

1. Possession of or consumption of alcoholic drinks is prohibited 2. All people, vehicles and organisations entering the parade MUST be registered with the committee 3. All vehicles must be roadworthy and registered with either normal road or club registration. 4. If you are driving a vehicle in the parade and are not part of an association such as vintage car club, the committee will require a copy of your current Comprehensive Vehicle Insurance. 5. All vehicles must remain below 10kph at all times and maintain a minimum 5 metre separation. 6. All other participants are to keep a safe distance from other parade participants at all times with no overtaking allowed. 7. Members of organisations (schools etc) are to provide their Public Liability insurance certificate of currency along with a copy of comprehensive vehicle policies for any vehicles used by their organisation.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 77. 8. Walking children are to be strictly supervised by an adult. 9. Children are not permitted to ride bicycles or scooters in the parade 10. No objects to be thrown, handed or tossed from any float or by any float participant while participating in the parade, whether riding on the float or walking alongside 11. Nothing shall be done to encourage or entice children or parade spectators onto the street or parade route 12. No participant shall get on or off a moving float 13. All parade participants to keep to the centre of the road where possible. 14. No unrestrained livestock will be permitted in the parade. 15. All vehicles must exit the parade at the intersection of Audley and East streets as previously directed. 16. Please ensure that persons riding on floats disembark in the block between East and Cadell streets or East treetS and the Catholic Church. No vehicles shall travel beyond these points with participants still on board. This will be monitored by the Police & Marshals (who will take action). 17. A condition of entry is that you and members of your group agree to abide with any request made by Police, Traffic control personnel, Festival organiser and their volunteers

18. Everyone must have fun.

Indemnity: The organisation I represent and/or I agree to enter the Street Parade

I / We agree to accept all responsibility for legal liability and any litigation which may arise from participation in the Parade.

I / we agree to release and indemnify Coolamon Shire Council, the Committee members and Volunteers from any actions, suites or claims which may arise as a result of such participation in the

In consideration of participating in the Parade, the undersigned agrees that they have read and understand the parade Entry Rules and Regulations and Parade and Participant Information sections of this form.

I have read and understand all conditions listed above:

Signature: Name:

Organisation: Date:

All participants are required to submit a copy of Public Liability Insurance Certificate of Currency and Comprehensive Vehicle insurance policy for any vehicles used in the parade.

Please keep a copy of this completed form for your records.

78. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 16: Sample Event Sponsorship Cover Letter Dear {insert name}

RE: XXXXXXXXXXXXXXXXXXXXX

I am writing to you concerning the xxxxxxxxxxxxxxxxxxxxxxxxxxxx to be held in xxxxxxxxxxxx, Coolamon on xxxxxxxxxxxxxxxxxx. You would be aware that the inaugural festival was held in 2011 and proved to be an outstanding community event with large numbers of people enjoying an evening of family entertainment. You can read more about the event in the attached sponsorship prospectus.

This year, the organising committee would like to offer the xxxxxxxxxxxxxxx an opportunity to be a major sponsor of the event.

We are seeking sponsorship of $xx which would provide xxxxxxxxxxxxxxxxxxxxxx with Silver Sponsor status.

As a Silver Sponsor for the event, xxx will receive the following benefits:

§ xxx logo included on all event signage at venues as “Silver Sponsor”

§ xxx logo in all event marketing print material and possible newspaper advertising

§ xxx brand in the event program

§ “Silver Sponsor” status on the CNYESP page of the Coolamon Tourism website and on the event Facebook

§ V erbal acknowledgement at the event Read more about the package on page five of the attached prospectus.

The 2011 event was exceptionally well patronised by the community and we are sure that through your support of the 201X event, xxxxxxxxxxxx will gain significant exposure and recognition as an organisation committed to rural communities.

Thank you again for your support, should you have any questions concerning event details, please contact me at xxxxxxxxxxxxxxxxx.EXAMPLE

Yours faithfully,

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 79. Template 17: Sample Event Sponsorship Prospectus

COOLAMON NYE STREET PARTY

2012 SPONSORSHIP PROSPECTUS

The Coolamon NYE Street Party will be held on Monday 31 December, 2012. Sponsorship opportunities are now available to allow your business to leverage off the events success.

ABOUT EXAMPLE THE COOLAMON NYE STREET PARTY

In 2011, Coolamon was transformed into a hive of activity with over 1500 visitors from throughout the region and beyond enjoying the inaugural Coolamon NYE Street Party (CNYESP). T he event featured live entertainment, market stalls, food, children’s activities and a stunning fireworks display.

With support from Coolamon Shire Council, North East Riverina Rural Counselling Service, Commin’s Hendricks, Coolamon Steel Works and Wagga Mutual Credit Union, the CNYESP provided plenty of festive activities for all ages New to celebrate the Year in style!

In 2012, the theme of the Street Party will be based around water and the year 2013 as International Year Water of Cooperation.

The festival is a credit to the Coolamon community, who pulled together to make this inaugural event the success it was.

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 1

80. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL –

ABOUT COOLAMON

A place proudly described as The Heart of Rural Heritage, Coolamon and the Shire’s smaller towns of Ardlethan, Beckom, Ganmain, Marrar and Matong exude history, character and charm.

Investigate the Shire’s villages and check out what these communities have to offer -­‐ lazy afternoon lunches and coffees, antique & gift stores, museums, craft outlets and boutique shopping, all in country village settings.

Start with a visit to Coolamon’s Up-­‐to-­‐Date Store, a heritage centre, where you will also find information about our towns and region. The Store is open 7 days a week and staffed by volunteers who are waiting to welcome you.

Other highlights are Coolamon’s RSL Museum, Ganmain’s Historical Museum and Ardlethan’s Heritage Walk. Coolamon Heritage Tours are loads of fun and another way that visitors can learn about the culture and history ouring of the Shire is by t the Coolamon Shire Heritage Track.

The best in country hospitality is available at the number of eateries, hotels and accommodation facilities throughout the Shire, and beautifully presented parks that feature BBQ facilities, public amenities and children’s playgrounds, provide ideal picnic or rest stops. Our caravan parks are just a stone’s throw from clubs and shopping and a short drive to our neighbours at Temora, Junee, Narrandera and Wagga Wagga.

EXAMPLE

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 2

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 81.

MAIN PROGRAM

Wristband = $5 per child or $15 per family (3 or more children)

**Indicates that a wristband is required to take part in this activity

TIME ACTIVITY LOCATION DESCRIPTION

6.00pm Market Stalls Footpaths Enjoy a wide array of cuisine stalls as you relax and enjoy the – live and local entrainment…

9.00pm Cupcakes, fresh juices, cheese and antipasto platters, pizza, pancakes, and more

Busking and Roving Live performers, juggling and a Chinese new year dragon roving entertainment

Animal Farm & Old Coolamon Old Kentucky Farm is coming to Coolamon. Children will Pony Rides** Nursery have the opportunity to feed and cuddle some gorgeous animals, and learn about some of the rare breeds they have.

Pony and donkey rides will also be available.

Kids Korner** A central location Plaster arms under tent Spinning Wheels

Flag painting

Face Painting & Grassed area Have some with fun party Kapers…. Balloon Art **

EXAMPLEMums Rooms & CWA Building Great space to feed and change bubs, sit for some quiet First Aid time and enjoy a cuppa

9.00pm Feature Act – Wagga Mutual Blazing Saddles, Ardlethan’s newest band will be performing Ardlethan’s very Credit Union Main

own Blazing Stage Saddles

9.45pm Fireworks Opposite Delta Ag Celebrate the end of 2011 with a bang!!!!

10.00pm Enjoy the Local pubs Live entertainment entertainment at the pubs

Note: This program is subject to change in 2012

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 3

82. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL –

GOLD SPONSOR PACKAGE SOLD NERCCS

As the gold sponsor of the Coolamon NYE Street Party your business will receive the following benefits:

Logo representation, acknowledgement and advertising §. NERCCS logo included on all signage event at venues as “Gold Sponsor” §. MERCCS logo in all event marketing print material possible and newspaper advertising §. Company name in the event program §. Naming rights to the “Main State” if applicable §. “Major Sponsor” status on CNYESP page of Coolamon website and on event Facebook §. Opportunity for a representative to officially open event the §. 3m x 3m product display area or stall the at event §. Company brochure, flyer or product sample in event give-­‐away’s if applicable §. Verbal acknowledgement at the event

Your Investment: $3,000 GST ( inc)

Note: this is a 1 year contract term

EXAMPLE

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 4

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 83.

SILVER SPONSOR PACKAGE

As a silver sponsor of the Coolamon NYE Street Party you will receive the following benefits:

Logo representation, acknowledgement and advertising §. Company name/logo included on all event signage at venues as “Silver Sponsor” §. Company name/logo in event all marketing print material and possible newspaper advertising §. Company name in the event program §. “Silver Sponsor” status on the CNYESP page of the Coolamon Tourism website and on the event Facebook §. Verbal acknowledgement at the event

Your Investment: $2,000 + GST

Note: this is a 1 year contract term

EXAMPLE

Photo credit: Harris Studios

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 5

84. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL –

‘LOCAL’ SPONSOR PACKAGE

Local Coolamon businesses only!

Logo representation, acknowledgement and advertising §. “Local Supporter” status CNYESP on the page the of Coolamon Tourism website and on the event Facebook §. Company name in the event program §. Company name event on posters §. Verbal acknowledgement at the event

Your Investment: $400 + GST

Note: this is a 1 year contract term

MEDIA SPONSOR PACKAGE

Coolamon NYE Street offers Party Media Sponsorship one in category: Newspaper. By becoming a Media Sponsor event of the , your company will be connecting with a large segment of its audience and reinforcing a local profile.

Logo representation, acknowledgement and advertising §. Opportunity to display signage at all event venues §. Company name/logo in event all marketing print material and possible newspaper EXAMPLEadvertising §. Company name/logo in the event program §. “Media Sponsor” status CNYESP on the page of Coolamon the Tourism website and on the event Facebook §. Verbal acknowledgement at the event

Your Investment: In kind advertising of the event from 31 – October 31 December 2012

Note: this is a 1 year contract term

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 6

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 85.

EXCLUSIVE EVENT SPONSORSHIPS

CHILDRENS ACTIVITIES

§. Naming rights to the “______Children’s Activities” §. Exclusive signage opportunities at the activities (signage supplied by the sponsor)

Logo representation, acknowledgement and advertising §. Company name in event program §. Logo and on link the CNYESP page Coolamon of the website and event on Facebook §. Logo on event posters §. Opportunities for sponsor-­‐provided signage at venues by negotiation §. Verbal acknowledgement at the event

Your Investment: $2,000 + GST (cash or in-­‐kind through provisions of catering and marquee)

EXAMPLE

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 7

86. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL –

ART EXHIBITION (TBC)

§. Naming rights to the “______Art Exhibition” §. Exclusive signage opportunities at the Art Exhibition (signage supplied by the sponsor)

Logo representation, acknowledgement and advertising §. Company name in event program §. Logo and link CNYE on SP page of the Coolamon website event and on Facebook §. Logo on event posters §. Opportunities for sponsor-­‐provided signage at venues by negotiation §. Verbal acknowledgement at the event

Your Investment: $1,000 + GST

VOLUNTEERS SPONSOR

§. Opportunity to supply branded shirts, hats and water bottles to volunteers to wear at the event §. Company logo CNYESP on page of the Coolamon Tourism website and on the event Facebook §. Verbal acknowledgement at the event §. Company logo in event the program

Your EXAMPLE Investment: $500 cash + GST and 20 branded -­‐ t shirts and hats (if applicable)

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 8

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 87.

There are many other sponsorship opportunities available at the 2012 Coolamon NYE Street Party.

We will work with you to tailor the right package!

§. Essential festival services – power, amenities, security, printing, advertising, photography, sound and visual production §. Chairs & tables §. MC or performer §. Competition prizes §. Event show bags §. Accommodation Transport & services for VIP’s

EXAMPLECONTACT DETAILS

For more information on the Coolamon NYE Street Party or Sponsorship opportunities please contact:

Dave McCann Chair, Coolamon NYE Street Party 0427 273 044 [email protected]

Lisa Cameron Tilma Management 0403 193 442 [email protected]

2012 Coolamon NYE Street Party ~ Sponsorship Prospectus 9

88. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 18: Event Marketing Sample Documents Social Media Platforms

Social Media What is it? How can you use it? URL Platform Facebook Facebook is the social media Ensure you create a Facebook www.facebook.com that everyone knows about. Page, which means anybody It is primarily used for family can ‘like’ the page. Facebook and friends, however there is a should be maintained daily place for business and events and is a great way to inform to be promoted on Facebook. your potential event attendees Festivals, fundraisers, sporting of what is going on. It also events, and parties are all provides a fun, interactive way easily promoted on Facebook. for people to get involved. Twitter Twitter is a powerful social Twitter can help you connect https://twitter.com/ media tool and is a very fast- with potential event attendees, paced platform. The small industry professionals and bursts of information used are media. It can be branded to called Tweets. Each Tweet is reflect your event. It needs to 140 characters long. Some of be used at least every day to the most prominent people on keep up with the fast-paced twitter are media, who use it nature of it. religiously. YouTube YouTube’s primary aim is to Anybody can upload a video, www.youtube.com allow people to post video so it is easy to upload videos content onto the site. While it of your event, or of the area is somewhat different to other where your event is to be social media platforms, you can held. This can then be linked basically find out anything you with other social media, i.e. ever need to know how to do Facebook. on YouTube – from brushing your teeth to boiling an egg. LinkedIn LinkedIn is a business focused You can use the ‘Event’ www.linkedin.com social media platform and is Application to add your event usually used for job hunting, into LinkedIn, which can then business networking and be used to invite people to, industry education. It can help connect with others and even spread the word about events, receive attendance ideas. market to other business professionals and connect with people with similar interests. LinkedIn is usually used for a more professional audience.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 89. Social Media What is it? How can you use it? URL Platform Pinterest A content sharing service Pinterest has many features http://pinterest.com/ that allows members to “pin” that make it a perfect fit images, videos and other for events and it is visual, objects to their pinboard. So it interactive, fun, and very lets you organize and share all user-friendly. You can use it the beautiful things you find on for brainstorming to come the web in a virtual world. up with event ideas; sharing or summarizing content from events or business meetings or encouraging participants to post images from the event and share Blog A blog is a discussion or Use a blog to provide potential information site which can attendees of information about be often inbuilt into your your event, but also make them website. It can provide fun or interesting and fun as well. It informative posts about your is a more casual way of writing event. than media releases. E-Newsletter E-newsletters are a way to Mailchimp is an example of an www.mailchimp.com (Mailchimp) direct market to potential e-newsletter platform that is event attendees or from event free (up to 2000 emails). It also attendees post the event. allows you to create templates It saves on the expense of and use the same template to printing and distributing letters fit in with the event branding. or flyers as it can be distributed digitally.

90. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Blog Post Template Close with a question

Post title End with something that invites interaction in the comments section below the post. Something as Let readers know how the post will be useful for simple as “What do you think?” is fine. Even better them, and add an element of intrigue. Some tried- is something more specific to entice your readers to and-true formulas are: “How to ,” “Nine share a bit about themselves. On this post example, Ways to ,” “The Secrets of ,” “What you might ask, “So what’s the job you always wish You Should Know About ,” or “The Weirdest you could do for a day?” or “What’s the worst (or best) (or Best, Worst, Funniest, Most Ridiculous, and so on) job you ever had?” I Ever Had.” Other Helpful Advice for Blog Contributors First sentence Brevity is best. On the Web, short trumps long. Blog Your goal here is to hook your reader. Ask a question. posts that meander tend to get tedious; so shorter State something mildly controversial, or universally is generally preferable. Your post should not have interesting to your readers, that might spark intrigue. to be the blog equivalent of War and Peace: It need For example: “Have you ever wondered what it might only to be long enough to convey your message. feel like to trade jobs with someone for a day? Even a (Sometimes even a single paragraph can work.) really boring job—like a highway toll taker?” Respond to comments. After your blog post goes It’s important to keep it simple: One idea, one key live, keep an eye out for comments. Respond to them takeaway per post. as quickly as you can. (Note: Kodak suggests eight hours, but we recommend an hour or two, if you can Next paragraph manage it).

Here’s where you begin to answer the question Shout it! Spread the word! Tell your family! Your you raised earlier, or to start to explain your initial friends! Facebook! LinkedIn! Let your network statement. Begin to fill in the details related to your know your post is live; generate excitement for the initial statement or question. Share why you’ve made post and earn some well-deserved kudos. Source: the statement and back it up with what helped you ContentRulesBook.com get to that feeling. Blog Post Example Bullets or number lists

Create a list of your key points. If you’ve been writing about trading places with the toll taker for a day, for example, you might create three or four points:

§ The job is surprisingly social § But you breathe in a lot of fumes § You don’t need to have more than a few of these points

Add an image

Graphics add personality and interest to a post. Include a relevant photo or graphic. Sites such as Flickr.com allow you to search for images that are for public use under a Creative Commons license. Read the license closely and give attribution to the photographer.

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 91. Facebook Post Examples

Before: Great article with some good tips on Facebook fan-gating! Click her to read: (link)

A stronger post would be: Looking for ways to increase your Facebook Page’s Likes? Fan-gating apps works. Read here for some great fan-gating tips! (link)

Before: We just created a Pinterest account, click her to follow us! (link)

A stronger post would be: Are you a DIYer? If yes, follow us on Pinterest! We just posted some great tutorials for some weekend DIY projects! (link)

Facebook Post Tips

§ As a general rule, a maximum of two posts per day should be adhered to. Ideally, it would be one every day, or every other day. People don’t want their walls getting clogged up!

§ Posts should encourage interaction where possible.

§ Posts should be kept short – we don’t want to see the ‘See More’ link very often! For longer posts, you can sometime use the comment box under the post for further information, such as the web address

§ Put the key message in fancy brackets – {Big, huge announcement!} Tickets for the XXXXX are now on sale! Check out the website at XXXXXX for all the details.

§ The morning and on weekends is the best time to post in order to get the most interaction.

§ Posts should reflect the pages personality and ‘speak’ to likers. The tone should be social.

§ Mix posts up between: general posts; images; YouTube videos; Polls; fun facts and quizzes; links to articles; personal posts about the team behind the page (congratulatory, introductions, achievements); success stories

92. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Media Release Example

[Organisation details – LOGO] [Date]

MEDIA RELEASE

[Title] Foodies feast at Mushroom Festival [Release to be 1.5 or double spaced]

Introduction: The Billabong community [who and where] will welcome foodies from all over when it holds its first ever Mushroom Foodies Festival [what] on Saturday 14 April 2011 [when].

The festival focuses on all things fungi [what] as a protest at being left in the dark about government plans to build a nuclear power plant in the middle of Billabong Village [why].

Foodies will feast on home-cooked dishes featuring mushrooms [how - in this case how the people of Billabong will engage others in their struggle] and served up in the Mushroom Marquee on the proposed site of the Power Plant [where].

[Quote] Chair of the festival committee Ms Sally Shitaki said the community was determined to get its message heard by the government.

[Angle] “We chose a positive and cheeky way to draw attention to Billabong’s situation. We won’t be silenced”, said Ms Shitaki.

Festival programs are available from the Billabong Up To Date Store or you can download a program from www.keptinthedark.com.au.

[Media Contact]

Ms Sally Shitaki 0435 217 217 [email protected]

[Note here if promotional photos are available]

On a second page you may add a [Backgrounder] This may cover history of event, awards won, highlights, basic information aboutEXAMPLE the town, how to get there, and an overview (how many and type) of accommodation

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 93. Media Release Information capture Use this sheet to provide information to your publicity or communications officer.

Which media is the release targeting

Introduction of approx 25 words and next 2 paragraphs should cover:

Who

What

Where

When

Why

And sometimes, how

4th paragraph

Angle or hook. What’s unique about your event or what most appeals to your market, or what most appeals to the magazine’s/media type’s audience?

Quote from spokesperson

Final paragraph might cover where readers may obtain a program or more information.

Contacts of spokesperson

Backgrounder:

94. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Authority to publish photograph (adjust to include spoken comment, or video) Event

This form is an agreement between you and Please read carefully and sign if you agree to allow publication as set out below.

would like to be able to use your photo(s) in its printed and/or electronic marketing material, which will be available for viewing by the public. If you sign this release form it means you agree to the following:

is able to use your photo(s) as many times and in as many ways as required, e.g. on websites or in newspapers or TV.

Your photo may be reproduced in colour or black and white and may be cropped or altered for design purposes. You will not be consulted about the specific context in which your photo appears. Material held will be kept for an indefinite time. It will be stored and disposed of securely.

will not use your photo for any other purpose than the general promotion

and marketing of

has the right to decide not to use your photo/s in any way.

Your agreement to permit the use of your photo is appreciated. Any enquiries may be directed to at

on phone

To be able to sign this release form you must be over 18 years of age. If you are not over 18 years of age, we will need the written agreement of your parent or guardian before we can use this material.

Name

Address

I am over 18 years. I have read this release and understand what it means.

Signature Date

I am under 18 years old. My parent/guardian has read and understood this release.

Parent/Guardian Phone

Signature Date

Witnesss Name Phone

Address

Date

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 95. EVENT NAME Marketing Program

Marketing Online and THEME PR OTHER Collateral e-marketing

MONTH

Week 1 - DATE

Week 2 - DATE

Week 3 - DATE

Week 4 - DATE

MONTH

Week 1 - DATE

Week 2 - DATE

Week 3 - DATE

Week 4 - DATE

Week 5 - DATE

96. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – Template 19: Event day run sheet

<> <> <> <>

Contact: <> TIME ACTION / TASK RESPONSIBILITY Start Finish Duration Insert description of what needs to be done Who is responsible for Time Time carrying this out?

Contacts

<>

Notes

<< leave blank space to write yourself notes on the day - any actions needing completion, improvements for next time, delegate enquiry or feedback that needs following up, etc>>

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 97. Template 20: Event Review 1

Generic Survey Questions for Consumers

1. Please tell us a bit about yourself. Are you: 7. If you stayed overnight or longer, where did you stay? Male <> Female Hotel <> Bed & Breakfast 2. What is your age group? Caravan Park <> Motel <18 With friends and family on a private property 18 - 29 Farmstay 30 – 39 Camping Ground 40 – 49 Friends of Relatives 50 – 59 Other (please specify) 60> 8. How did you hear about the event? 3. Where do you travel from? Please enter your <> postcode. <> Attended the last event 4. Would you still have visited the XXXX Shire at Radio this time if the event was not on? TV <> Brochure/A3 Poster Yes Newspaper No Website 5. How did you travel to the event? Sponsor <> I live in the local area Private car Directly involved (Sub/Committee, Operator) Train Other (please specify) Plane I live in XXXXXX 9. Who did you attend the event with? Other (please specify) <> Single/Partner 6. For those visiting the Shire, approximately how long did you stay for? Friend(s) <> Young Family (children aged 12 & under) Less than 4 hours Older Family (with children aged 13 and over) All day but not overnight Couple 1 Night Tour Group 2 Nights Stallholder/performer 3 + Nights I live in the local area (skip to question 8)

98. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 10. What is your estimated expenditure in the area 14. Please list two things you enjoyed at the during your visit? event? <> <>

<> 1. Accommodation (for visitors) 2. Event tickets Transport costs (including Tin Hare rides) 15. Please list two things that you think can be improved for the next event. Meals, food & drink <> Festival activities (including markets) Other entertainment 1. Other 2. 11. Did the event meet your expectations? 16. Please take the time to write a short <> testimonial surrounding the event to be <> used in the future for marketing/promotional Yes purposes No - Please tell us why? <>

12. From your experience, would you recommend the event to others? <> <> Yes No - Please tell us why?

13. Did you visit other venues program over the weekend? <> <> Y es – Please name e.g. local cafes, pubs, attractions

No

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 99. Template 20: Event Review 2

Generic Survey Question for Stakeholders

1. Please rate your experience with the website, 4. Please rate your sales/takings for the event in terms of the following? based on anticipated figures <> <> “I did not use the website” Excellent Excellent Good Good Satisfactory Satisfactory Unsatisfactory Unsatisfactory Poor Poor 5. Please list elements of the event that you think could be improved in 2014 and, offer Convenience suggestions of possible remedies. You may Usability like to address events, venues, marketing, Accuracy of Information partnerships etc Clarity of Information <> Additional comments regarding the website? <>

<>

2. True of false; “I found the opportunity to sell tickets online to entail a simple process that proved to be profitable to my business and I would highly recommend this method to other operators in the future.”

<> 6. a) Were you directly involved with a Sub- Committee of the event? “I did not see tickets online” <> True Y es – If yes, which Sub-Committee were you False involved in <> <>

No <>

100. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – b) Approximately how many people took part in 7. W ould you like to be involved with the next your event over the course of the weekend? event?

<19 <> 20 – 39 Y es <<”Please enter your email address” - 40 – 59 comment box to add your email address>> 60 – 99 100 – 199 200> Having spoken to participants;

c) Please name the towns of which you believe the visitors to be from. No <> 8. Please take the time to write a short <> testimonial surrounding the event to be used in the future for marketing/promotional purposes

<>

d) Do you believe that these visitors were staying overnight in the area/surrounds?

<>

Yes – If yes, please do you believe they were staying in paid accommodation, with friends/ family,

other? <>

No

e) Do you have any further feedback from visitors that could improve the next event?

<> <>

– MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – – COOLAMON SHIRE COUNCIL – 101. Template 21: Event Advice Form

Insurance requirements for an event

Note that additional information may be requested by Statewide Mutual after review of the following information

Name of Event:

Council Contact:

Ph: Fax: Email:

Date of Event:

Location:

Is the Council or its committee the Organiser or is it a participant only i.e. putting up road barriers, controlling traffic etc? Yes / No

Comments:

Is the committee organising the event a bona fide § 355 Committee of Council? Yes / No

If yes - Name of Committee:

If no, then they should have their own insurance refer to www.communityinsurance.com.au

Is the committee of Council an incorporated Body? Yes / No

Comments:

If yes, then the event cannot be covered by Statewide and separate Liability Insurance should be arranged.

Comments:

Event brochure, program and/or list of activities to be attached to correspondence to JLT? Yes / No

Risk Assessments (including any non Council participants that may be hazardous or risky) to be attached to the request sent to JLT? Yes / No

If less than 21 days notice of the event is given there may be difficulty in getting confirmation from Statewide as agreement may need to come from Underwriters in London

Any paid entertainers amusement devices and, if so, has their liability policy been confirmed and risk assessment of their activities been obtained? Yes / No

Have waivers been arranged and in particular, signed by parents if participant is under 18 years and attached to correspondence to JLT? Yes / No

Date sent to JLT:

IMPORTANT NOTE: please check with your Council’s Account Manager before completing this form.

102. – MANAGING A SUCCESSFUL AND SUSTAINABLE EVENT – Further details and templates can be sourced by visiting www.coolamon.nsw.gov.au or contact the Tourism & Business Development manager today

www.coolamon.nsw.gov.au