Event Management Guide
Everything you need to know about planning and running an event in Hindmarsh Shire
table of contents
Page Page Page 1. Introduction……………………...3 7. Marketing……………………….14 11.4 Temporary structures/staging 1.1 Purpose of this guide 7.1 Branding 11.5 Site and ground marking 1.2 Council’s involvement in events 7.2 Promotion and advertising 11.6 Amusements/rides 7.3 Ticketing 11.7 Shelter/shade 2. Event Planning…………………..4 7.4 Signage 11.8 Place of Public Entertainment 2.1 Where to begin 2.2 Event planning cycle 8. Communication……………….16 12. Insurance……………………....22 2.3 Road to success 8.1 Before, during and after 12.1 Event insurance 2.4 Event management team 8.2 Public relations 12.2 Public liability insurance 2.5 Event action plan 8.3 Sponsors and VIPs 12.3 Stall holders insurance 12.4 Volunteer insurance 3. Budget and Funding…………….8 9. Public safety and security…….17 3.1 Budget planning 9.1 Event risk assessment 13. Public Health…………….…….23 3.2 Sponsorship 9.2 Emergency plan 13.1 Stall holders 3.3 Event funding options 9.3 First Aid 13.2 Food 3.4 Grants 9.4 Disability access 13.3 Drinking water 9.5 Security/crowd control 13.4 Waste management 4. Venue……………………………10 9.6 Fire 13.5 Noise 4.1 Choosing the correct venue 9.7 Fireworks 13.6 Alcohol 4.2 Hiring a Council owned venue 9.8 Police, SES, Ambulance 4.3 Creating a site plan 9.9 Occupational Health & Safety 14. After the event………….…….25 14.1 Site clean-up 5. Accommodation……………….11 10. Traffic management…………..19 14.2 Event debrief 10.1 Road closures 6. Event staffing & volunteers…..12 10.2 Traffic management plan 15. Useful contacts…………….….26 10.3 Traffic control and parking 6.1 Staffing requirements 6.2 Committees/Teams 16. Permits, forms and 6.3 Volunteer management 11. Infrastructure…………………..20 accommodation list.….…27 - 45 6.4 Event manual 11.1 Power and lighting needs 11.2 Water guide event management 11.3 Toilets and showers
2 1. introduction
Events are of major importance for Hindmarsh 1.2 Council’s involvement in events Shire, attracting visitors and bolstering the local economy. They help create awareness of what Hindmarsh Shire Council would like to hear Hindmarsh has to offer, bring the community about any community event being planned, and together, and create great pride in who we are may be able to assist in planning and and what we can achieve. promotion.
Running an event takes an enormous amount Council has a number of statutory of time, resources and commitment by all responsibilities to legally fulfil in regards to those involved. There are many variables that events, particularly if the event is: Nhill Lake Friday February Fiestas go towards making an event a success, and Being held in a public area such as a park many things that can go wrong along the way. or street; Using any Council assets or This guide has been developed by Hindmarsh infrastructure; or Shire Council to assist in planning and running Involves road closures. events within the shire. For more information on anything in this guide or event related, please call the Hindmarsh Shire Customer In many situations Council may be able to offer Service Centre on (03) 5391 4444 who will be in-kind support, partner and/or partly fund able to transfer you to the appropriate events through community grant programs. If department. you have an event idea please contact Council to see what assistance can be offered. Dimboola Fishing Classic
1.1 Purpose of this guide
This guide is designed to provide information and assistance to community groups, clubs, businesses and individuals planning on hosting an event in the Hindmarsh Shire. Along with providing information and tools on event planning, this guide also helps to ensure all legal
guide event management requirements are met. Vintage Machinery Rally, Wimmera Mallee Pioneer Museum 3 2. event planning
2.1 Where to begin 2.2 Event planning cycle
So, you have had a great idea for a community or business event - now where do you start?
Any event must first define a clear purpose. Document the ’reason’ for the event along with your target audience. Ask yourself:
Why are we running the event; and Who do we want to attend?
Having clear answers to these questions will help you remain focussed on the original goal, assist in making event related decisions, and be of prime importance when talking to sponsors or applying for grants.
After developing a clear purpose statement and defining your audience spend some time considering the following: The best time to hold the event; The best place to hold the event; Work through the Event planning cycle (see. 2.2); Build your ‘event team’ (see 2.3); Brainstorm ideas for event content; and Prepare (and follow) your event action plan (see 2.4).
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4 2. event planning continued...
2.3 Road to success
Planning and running a successful event is like running any other business or project, it contains elements necessary for success. The chart below presents some key aspects, and the likely outcome if you neglect any. Use this chart to guide your development of an events management team, focus on aligning the right people for the right job, and ensure you have within your team the ability to cover all key elements. guide event management
5 2. event planning continued...
2.4 Event management team
The success or failure of an event can be due to a number of factors, probably the most important of these is the effectiveness of the event management team. Irrespective of the size of your event, you (and/or your team) will need to cover a number of general event aspects. Use this chart as a guide.
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6 2. event planning continued...
2.5 Event action plan
An event action plan presents an overall timeframe of stages in planning. From this overview you can develop task lists specific to your event and event management team. Use this chart as a guide (obviously the size and style of your event may dictate changes to this - give yourself plenty of time!). guide event management Adapted from: Meander Valley Event Management Guide www.meander.tas.gov.au 7 3. budget and funding
3.1 Budget planning It is imperative to do some serious budget planning early in the event planning stage, as The objective when developing an event budget this will factor in whether or not the event is is to create a financial ‘blueprint’ for your feasible. It is much better to ascertain the event. feasibility of the event and call it off (or re-think it) before you have spent too much time and money Costs involved in running an event are many on it. and varied (with many being specific to your style of event). It is important to be as Having a well developed budget will assist in thorough and detailed as possible in your highlighting when and where funding is needed. budget planning. Things to consider include: This will help in writing funding applications as Printing and promotional material; you can be specific in what you are asking for. Advertising; Permits and fees; It also helps to match potential revenue Venue and equipment hire costs; streams to specific expenses. Think about what Presenters expenses; costs are likely to be covered by in-kind gifts, Catering; and and donations. Which event elements are most Insurances. likely to appeal to sponsors?
Revenue and funding streams to balance the For most events (except very small ones) expenses need to be listed and followed up. event management teams will designate an event These may include: treasurer to develop and manage the budget. Sponsorship (see 3.2); Fund raising (see 3.3); NOTE: An event budget template is included in Grants (see 3.4); the appendices of this guide. In-kind gifts/resources; Donations; and Rainbow Fire Recovery Festival, 2015 Ticket sales.
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8 3. budget and funding continued...
3.2 Sponsorship 3.3 Event funding options 3.4 Grants
Sponsorship is often the main funding stream Along with sponsorship, other avenues of There are many grants available for funding for events. To successfully attract sponsors you funding an event include: events from a variety of sources. Taking the will need to: Grants (see 3.4); time to find these and applying for grants can Convince individuals and businesses that Fundraising; and be a very time consuming and frustrating your event is worthwhile; Ticket sales. process - but well worth the effort. Here are Convince individuals and businesses that two websites that are a good place to start: you can deliver a professionally run Fundraising activities are a great way to www.business.gov.au/grants-and-assistance/ event and attract a substantial audience promote your event and engage the local grant-finder/Pages/default.aspx# that will deliver exposure and marketing community. Fundraisers come in many guises reflecting the amount of sponsorship you from sausage sizzles and stalls, to raffles etc. www.vic.gov.au/grants.html are seeking; Identify likely sponsors; When planning and holding fundraising Hindmarsh Shire Council offer event Develop a clear sponsorship policy; and activities, please ensure you abide by all local, sponsorship opportunities under our Develop an attractive sponsorship kit, state and federal laws. Please contact Community Action Grants program. Visit our clearly explaining the sponsorship Hindmarsh Shire Council for guidance on this. website www.hindmarsh.vic.gov.au for more options and benefits (including brand Raffles need to comply with laws and information. awareness and economic benefits). regulations governed by the Victorian Commission for Gambling and Critical to a successful sponsorship drive are Liquor Regulations. Tip: It can often take 6 months or more to gain the people in your sponsorship team. Some (visit www.vcglr.vic.gov.au) approval for grants, so planning well in advance people are much more comfortable is required. approaching potential sponsors than others. It is important to build a sponsorship team with people with a passion, flair and (ideally) experience in attracting sponsorship.
The sponsorship team’s responsibilities include: Selling sponsorship opportunities; Maintaining relationships with sponsors; and
guide event management Exploring community organisation Nhill Air Show, 2015 relationships. 9 4. venue
4.1 Choosing the correct venue 4.2 Hiring a Council owned venue 4.3 Site Plan
It is no understatement that choosing the To hire a Council owned venue (including halls, An essential part of event planning is the correct venue may make or break your event. parks and gardens, recreational reserves) development of a site plan. please contact Hindmarsh Shire Council With the exception of a site specific event (03 5391 4444) to notify Council of your The site plan presents a drawing of the ground (such as the Nhill Air Show and the Wimmera intentions to hold an event. Council will be layout of the event site, often a birds eye view, Pioneer Museum’s annual Vintage Machinery able to guide you in venue options and assist indicating such things as: Rally), careful consideration must be given to you with the hiring procedures and necessary Site boundaries; the venue at which you decide to base your permits. Entry/exit points; event. Car parking; Stall/display areas; When looking at venue options, things to Information/first aid points; consider include: Toilets; Size of event (area needed for stalls etc.) Approved liquor consumption areas; plus expected visitor numbers; Non-alcohol (Dry) areas; Car parking; Staging and temporary structures; Indoor/outdoor requirements; Food and drink areas; Expected seasonal weather; Shade/Shelter/Seating; Required infrastructure (e.g. power, Emergency access and emergency toilets etc.); services sites; and Accommodation needs/options; Security/Police location. Hire costs and availability; All Access requirements for people with The site plan should be easy to interpret and disabilities; be a useful document for key stakeholders such Aesthetics and atmosphere in keeping as stall holders and emergency services. with event theme; and Risk management and occupational NOTE: A site plan will be requested by health and safety. Council as part of the event application process.
guide event management Vintage Machinery Rally, Wimmera Mallee Pioneer Museum
10 5. accommodation
Events have the potential to draw considerable numbers of visitors to our region, and benefit the local tourism economy immensely.
With the four main town centres in Hindmarsh Shire being relatively small communities, local accommodation options can be restrictive in both styles of accommodation and capacity. Image: Phil Hosking
Careful thought must be given to the expected accommodation needs of presenters, stall holders and major sponsors. It is advisable to pre-book accommodation necessary to cover these needs.
It recommended (where relevant) to promote local accommodation options in event marketing material and event website etc. This will help capitalise on the event’s economic impact on the local region, and gain support Image: Wartime Living History Group. Girls in the photo from local businesses. Image: Andrew Downey "Australian Warbird Photography" are the Pacific Belles who performed on the day.
A Hindmarsh Shire Accommodation List is The 2015 Nhill Air Show included on page 42 of this guide. The 2015 Nhill Air Show attracted around 4000 people to the one-day event held on Saturday 10th October. Many pilots and visitors stayed and ate in Nhill on Friday and Saturday night. The Nhill (and surrounding communities) capitalised on this influx of visitors by holding small events such as dinners and a cabaret across the weekend.
All Nhill motel accommodation had booked out nearly two months prior to the event!
The Air Show committee had pre-booked rooms to cater for pilots, major sponsors etc. guide event management
11 6. event staffing & volunteers
6.1 Staffing Requirements
Careful consideration needs to be given to the staffing requirements for your event.
As a guide, you should consider the following: Chain of command, for the delegation of roles and responsibilities; What jobs and responsibilities can be delegated to volunteers; Communication links between staff; What the staff should wear, should there be different shirts/hats etc. for volunteers compared with organising staff, or different staff/volunteer teams; OH&S; and Staff etiquette, covered in operational guidelines/protocols etc.
6.2 Committees and teams
For larger events it is worth considering establishing committees or teams to work together on distinct elements of the event planning and running.
The example shown here is a comprehensive event management chart, and for smaller events many related tasks could be rolled into one, with members taking on numerous roles.
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12 6. event staffing & volunteers continued...
6.3 Volunteer management
Volunteers are an invaluable resource for event organisers. Individuals with an interest in the event and/or community events in general, should be approached to give assistance. Often you may find people who do not have the time to commit to being on the event organising team, but are more than happy to help out on the day. For larger events community clubs etc. may offer volunteer support.
It is important that you are aware of the rights and responsibilities of the volunteers, and your legal responsibilities to volunteers such as insurance and OH&S. Nhill Market
For more information on volunteers and a 6.4 Event manual good resource for managing volunteers: Volunteering Western Victoria Depending on the size of your event, and the staff and volunteers involved, it is worth considering www.vwv.org.au developing an ‘Event Manual’ to ensure everyone involved is fully informed of all aspects of the event.
The ’Event Manual’ is a document that contains: Relevant elements of the public program; Event running sheet; Event management team details, roles and contacts; Chain of command; Event staff and volunteer teams, contact person and responsibilities; Emergency plan and contacts; Site map; and
guide event management Staff/volunteer operational guidelines and protocols.
13 7. Marketing
7.1 Branding 7.2 Promotion and advertising
The cornerstone to any marketing campaign Even the best planned and most exciting event The timing of your various promotion and that needs to be established before any will not be successful if people don’t know advertising methods is important in obtaining marketing begins is ‘Branding’. about it! Promotion and advertising is a key the best result for you money. element of event success or failure, and it can Many people misinterpret branding as simply be very expensive. Websites and social media have broad reach developing a logo. A logo is just one aspect of a and are very important for attracting people brand. Other things that must be decided upon Careful thought must be given during the from further afield. Digital media should be include: budgeting phase as to how, where and when establish as soon as possible (eg. once dates, Colour schemes; promotion and advertising will take place. The times and details are confirmed). However, be Font styles and sizes (for headings and budget given to the event must realistically wary of launching a website prematurely - if the content etc.); reflect the size and target market of the event. content and/or design are under-developed Other graphical elements such as lines, For example, you would probably not want to people may not bother returning to your shapes, heading bars; allocate tens of thousands of dollars on prime website for a second look. Language style; and time state-wide television ads for a small Overall feel and approach. regularly held local market; conversely, a large Television and radio advertising is generally crowd drawing event with potential state-wide best launched a few months prior to the event, These should be recorded in a clearly set out or national interest will deserve much more and increased in frequency in the weeks prior. document (generally known as a style guide) than just a local letter drop. that sets the rules and standards for all Tip: Local advertising and letter drops are best marketing, including webpage design. Tip: Event promotion does not only include left to within the few weeks leading up the an Establishing a clearly defined brand will not only paid advertising and elaborate websites. In event. Locals tend to leave decision making give consistency to all marketing material, but many cases local media will be interested in about attending events to the last minute. establishing style guidelines can be a great asset exciting new ideas and you can get some great Spend your early advertising money on when dealing with external marketing exposure through regular media releases. reaching visitors from out of the region who companies and graphic designers as it may save Some media outlets may offer ‘special’ prices need time to plan holidays. (An exception to them a lot of work. and advertising packages in return for being this may be to do a small amount of local listed as sponsors and/or event partners. advertising during the early planning stages to A clearly defined brand and style guide is attract interest, potential volunteers and particularly essential for large events dealing sponsors).
guide event management with a broad range of marketing platforms and List your event online by visiting both: www.visithindmarsh.com.au and www.eventsvictoria.com companies in order to maintain consistency. 14 7. marketing continued...
7.3 Ticketing 7.4 Signage
Deciding to offer ticketing or not will depend For safe and effective pedestrian and vehicle Tip: It is best to use standard direction and on your event. Things to consider: movements in and around your event site it is public notice signs with common icons that are Is there an entry fee? important to install clear and strategically place readily recognisable. Most signage companies Do you have a maximum visitor number signage. will have common signs on file to choose from (may be dictated by venue)? saving time and money in designing new signs. Are visitor statistics a priority for you? Tip: Use your site plan as a base then do some Are you likely to attract visitors from on-site ground scoping. outside the local area? Appropriate signage may include: If you decide to offer tickets and have an Toilets; admission fee you will need to develop a Entrances and exits, including detailed procedure around cash handling, ticket emergency exits; sales and redemption, and a refund protocol. Parking/no-parking; Information points; and If your event is marketed and targeting visitors First aid points. from outside the region, consider setting up online ticket sales through your website. Note: Specific signage may legally need to be displayed such as liquor licencing signs and road Tip: Even if you are not charging admission, it closures. These will be made clear in your may be worthwhile to use some form of event application. ticketing in order to track visitor numbers to your event. If your event is likely to be Any temporary advertising signs installed on on-going, having visitor statistics is very useful public land will need Council (and possibly for brokering future sponsorship. VicRoads) approval.
Examples of common signs and icons guide event management
15 8. Communication
8.1 Before, during and after 8.2 Public Relations 8.3 Sponsors and VIPs
The best made plans can be ineffective without Public relations and efficient communication is An important role of the person or team efficient communication before, during and key to a smooth running, enjoyable and safe handling event sponsorship is to develop a after the event. event. The event management team must be strong relationship and communication line able to communicate quickly and clearly with your sponsors. Communicate with Council early to throughout the event area for public ensure all permit applications and announcements and emergency/safety Leading up to the event it is good practice to approvals are met prior to the event. information. send event updates to sponsors and VIPs. They Communicate with key stakeholders would appreciate learning about the event throughout the planning stage to give PA (Public Address) systems must be adequate through personal communications rather than event updates and ensure the event runs to cover the entire event area and, depending through the media. smoothly. on the event needs, consider whether a single Communicate with staff and volunteers announcement point will suffice or if roving On the event day(s) appoint someone to make throughout the planning stage and the microphones would be more appropriate. the sponsors and VIPs feel special, meeting and running of the event. greeting them, and making sure they are Communicate with Police, Security and In most cases it is best to appoint a single event comfortable and enjoying the event. Emergency Services throughout the announcer (Master of Ceremonies). Give planning stage to allow for any feedback thought to choosing the right person. The Follow up the event with a thank you letter and ensure all issues are addressed for a announcer needs to have: with information about the success of the safely run event. A clear speaking voice, ideally with prior event, visitor numbers etc. public speaking experience; An in-depth understanding of the event To ensure smooth running on the day(s) of the schedule, site plan and emergency plan; event, a well thought-out communication plan and (reflecting the chain-of-command) and reporting Be able to remain calm in the event of an procedures should be included in the Event emergency. Manual distributed to staff and volunteers. Tip: It is important for public relations and Tip: Consider using two-way radios as mobile safety that you have a central (or numerous if a phones can be problematic in crowded areas. large event area) Information Station that is
guide event management clearly marked on site maps and with signage. 2014 Rural Summit, Nhill
16 9. public safety and security
9.1 Event Risk Management 9.2 Emergency Plan 9.3 First Aid
It is a requirement of Council that a Risk Though not a requirement of Council, it is It is important to have first aid available and Management Plan is submitted along with the recommended that an Emergency Plan be clearly sign posted at any event. Larger events event application covering all aspects of the developed for any event. This is to minimise may require numerous first aid stations, event. Along with this, all stall holders will need potential danger and damage to people and manned by appropriately trained first aiders. to submit individual risk assessments specific to property. For large events and/or those with high their stall. This is a policy put in place to help inherent risks, consider contracting event event organisers fully understand and minimise An emergency plan should contain: medical services. Use this chart as a guide: risks. It is an important document that works A site map (highlighting specific safety Attendees First Aiders to ensure the safe running of the event and and emergency aspects, such as <500 2 links with both OH&S policies and Public emergency access to site); 1000 4 2000 6 Liability insurance. Emergency procedures and information, 5000 8 many of which can be included in the Tip: Completing a risk assessment for the first event program (such as: first aid location, Discuss your first aid plans with Ambulance, time may seem daunting and confusing. Refer food and drink location, emergency Police and SES for advice and direction. to the Risk Assessment form at the end of this assembly points); guide, and contact the Hindmarsh Shire A site evacuation procedure; Council for assistance (03 5391 4444). Staff and volunteer communication plan; 9.4 Disability Access and Fire emergency procedure. It is a legal requirement to ensure events are All Access, and it is the responsibility of the Tip: In the case of an event where Police and event organiser to ensure they cater for people emergency services are involved, it is with disabilities. It is the event organiser that recommended you seek advice and feedback will be held responsible if discrimination from these when developing your Emergency occurs. Plan, and provide them with final copies. A useful guide has been produced to help event organisers, available at: http://www.meetingsevents.com.au/downloads/ Accessible_Events_Guide.pdf guide event management
17 9. public safety and security continued...
9.5 Security and crowd control 9.7 Fireworks 9.9 Occupational Health & Safety
The type and extent of security and crowd If there is planned fireworks at any stage of It is a legal obligation of the event organiser to control will differ from event to event. They will your event, please contact Hindmarsh Shire provide a safe environment for the public, reflect; the type of event, size of event area and Council (03 5391 4444) to discuss procedures event staff and volunteers. Any policies, venue type, expected crowd, alcohol or and permit requirements. procedures and appropriate training non-alcohol, age and demographic. It is requirements must be provided for event staff advisable to discuss security and crowd control and volunteers. needs with your local police for guidance. 9.8 Police, SES, Ambulance For more information on OH&S obligations Things to consider are: As part of your risk management and please visit the Worksafe Victoria website: What security needs to be arranged; emergency planning it is advisable to contact Are crowd barriers required; the local police, SES, and ambulance service to http://www.worksafe.vic.gov.au/ Roles and responsibilities of security staff; discuss your event. They will be able to offer Location of security staff; and advice and services. Money handling and security. Provide these services with the following information: 9.6 Fire Date, time and location of event; Details of the event program; Fire safety at an event is paramount. Careful Expected attendance; consideration must be given to: Draft site map and access details (they The likelihood of a Total Fire Ban during will provide feedback on this); the event; Draft emergency plan; Is the event location prone to bushfire?; Risk management plan; and Is all equipment (BBQs, gas cylinders, First aid requirements. heaters, electrical goods) in good working order; Are fire extinguishers on site and in good working order?; and Will the CFA be on-site or have easy
guide event management access to event site?
18 10. traffic management
10.1 Road closures 10.2 Traffic management plan 10.3 Traffic control and parking
If your event location will require a full or A traffic management plan is required for risk Your Traffic Management Plan and Site Plan can partial road closure for the safety of exhibitors management particularly when using roadside be guiding documents to providing safe vehicle and patrons you will need to submit a request signage, planning to close or access roads, or and people movement around the event. to Council. If the road is a State Road a expect significantly higher than normal traffic request will need to be sent to VicRoads. flow in and around your event location. When planning the event: Is there adequate parking space available NOTE: Depending on the road in question In addition to vehicle parking arrangements, at the event site; (whether local government or state) this can that may be included on your site plan, a traffic Highlight potential ‘over-flow’ parking be a time consuming process. It is STRONGLY management plan examines likely vehicle and areas; recommended that you contact Hindmarsh pedestrian traffic issues both on-site and along Is parking logistically easier off-site with Shire Council to discuss road closures early in access routes to the event. shuttles or alternate transport for the planning stage. patrons; The traffic management plan puts in place Delegate adequate staff/volunteers to strategic ways of controlling access to and on direct traffic and manage parking areas, the event site, with the objective of facilitating and ensure they are dressed safe and efficient people movement, minimising appropriately for OH&S standards (hi-vis congestion. vests, shade hats etc.); Ensure all necessary signage (eg. ’Road It is recommended you seek advice from Closed’) is in place; and Council and local police in the development of Install any necessary risk management the plan. signage such as speed limits, pedestrian crossings etc.
Please keep Hindmarsh Shire Council informed of your plans. We can offer assistance and feedback in your planning.
guide event management Rainbow Fire Recovery Festival, 2015
19 11. infrastructure
11.1 Power and lighting needs 11.2 Water
It is important to have a clear idea of power Water is often required for catering and and lighting needs as this may dictate your cleaning purposes (as opposed to drinking venue choice and/or require hiring extra water for which bottle water should be made CALCULATING TOILET FACILITY NEEDS equipment. available). Australian Standards state the number of sanitary facilities that must be provided is When deciding on the event venue, discuss If using a Council venue please contact us as follows: your power and lighting needs with Council. regarding water availability and tap locations. 1 x closet facility for every 200 Council can provide you with details on access These should be checked at the earliest female patrons or part thereof points and capacity. opportunity prior to the event with any problems reported back to Council. Early 1 x closet facility or urinal for every TIP: Do not under-estimate the amount of reporting will allow time to fix any problems. 200 male patrons or part thereof, at power needed. Ensure the venue can supply least 30% of which must be closet enough power and/or make arrangements for facilities extra/back-up supply. 11.3 Toilets and showers 1 x wash basin for every 200 patrons or part thereof Safety is paramount with power and lighting: It is important that there are sufficient
Avoid using double adaptors; amenities at your event to reflect the expected Ensure extension cords are not trip patronage. At small events the chosen venue These numbers may be adjusted given the hazards; may have adequate facilities, at larger events length of the event: Do not overload cables and power you may need to hire additional toilets (see box For an event longer than 4 hours, boards (can cause overheating and on right). Note that these are minimum 100% of the above numbers must be failure); required figures, consider more if alcohol is provided Ensure all electrical equipment is in good present. Be conscious of providing some For an event less than 4 hours, 75% working order; wheelchair accessible facilities. of the above numbers must be Be conscious of weather conditions and provided ensure no electrical equipment can Depending on the style of your event you may come in contact with water; and or may not need to consider providing shower For an event less than 2 hours, 50% of the above must be provided Report any power service/equipment facilities. issues to Council (if using a Council
guide event management venue). Discuss your toilet and shower needs with Council for options and assistance. 20 11. infrastructure continued…
11.4 Temporary structures/staging 11.6 Amusements/rides 11.8 Place of Public Entertainment
Temporary structures that may be needed for The event organiser is responsible for ensuring A Place of Public Entertainment (POPE) may be your event include: each amusement/ride operator: required if: Tents; Is registered with Worksafe Victoria; and • The expected number of people attending the Marquees; and Has provided a copy of their current event is greater than 5,000; or, Stages. public liability insurance • The event is conducted in an enclosed or semi enclosed place and entry/exit points are These should all be marked clearly on your site NOTE: Amusements and rides are NOT controlled; or, plan. Discuss your temporary structure plans covered by Council public liability insurance. • The event involves any temporary structure with Council to see what permits are (e.g. marquee) that exceeds 500m2; or, necessary. Please inform Council if pegs or 11.7 Shelter and shade • The event is being run for commercial posts are being driven into the ground, an on- profit. site inspection may be required to ensure no Hindmarsh Shire is subject to extreme weather damage is done to underground services. conditions, particularly heat in summer. It is Please submit a completed Event and Festival important in the event planning stage to give Notification to Council to Hold an Event form 11.5 Site and ground marking thought to likely weather conditions when (included at the end of this guide) to allow deciding on the event date, style and venue. Council to assess whether or not a POPE is If a Council venue is being used and site and required. ground markings are necessary for exhibitors, Adequate, and stable, shelter and shade should these must be made with easily removable be available for public safety and comfort. paint/tape. The site must be left with no evidence of such markings. NOTE: In some circumstances a Planning Permit may be required to hold an event. It is NOTE: The event organiser will be liable for important to discuss your event plans with repair costs if any property damage occurs Hindmarsh Shire Council’s planning through site marking and temporary structure department. installation. guide event management
21 12. insurance
12.1 Event insurance 12.3 Stall holders insurance 12.4 Volunteer insurance
Depending on the size and type of event you In order for exhibitors to be granted a Street Along with your event staff, all volunteers will may need specific event insurance, in addition Traders Permit, each exhibitor will need to need to be inducted and listed under workers to public liability insurance (for example the have a minimum of $5,000,000 public liability compensation insurance for the entire event, Nhill Air Show required specific ‘air show’ cover. It is the responsibility of the Event including site preparation and clean-up. insurance). Other event insurance cover you Organiser to ensure a copy of this insurance is may wish to investigate include: submitted to Council along with all permit Visit the Worksafe Victoria website for more Cancellation insurance - especially if you applications. information: have unredeemable overheads. Loss of profits or business interruption. http://www.worksafe.vic.gov.au/ Professional indemnity. Workers compensation (may be required by law).
Tip: Insurance can be expensive and confusing, it is advisable to seek professional advice as to what insurance is necessary for your specific event.
12.2 Public liability insurance
In order to be granted a permit to hold an event in a public area you will need to have current Public Liability Insurance cover for $10,000,000. Contact Council to discuss insurance options. If you are holding an event in a private venue it is STRONGLY RECOMMENDED you take out private public liability insurance to cover yourself for any Nhill Lake Friday February Fiestas guide event management potential damages.
22 13. public health
13.1 Catering 13.3 Drinking water 13.4 Waste management
Careful thought must be given to the number The event organiser must ensure there is an The event organiser is responsible for all waste and types of food stalls/catering you organise easily accessible adequate supply of drinking management. The event site/venue must be for your event. If not catering yourself we water. This is particularly important for left completely free of rubbish and in a clean recommend contacting local caterers and outdoor events during warmer months, but is and neat order. It is your responsibility to community clubs who may be interested in valid for all events at all times of year. ensure adequate waste and recycle bins are catering as a fund raising project. strategically placed throughout the event site, Things to consider: and maintained (emptied) throughout the Things to consider are: Is there a potable water source(s) at the duration of the event. How many people are you expecting; venue; What is the duration of your event (over Will you rely on vendors selling bottled Contact Council (03 5391 4444) for lunch and dinner, or just one meal time); water, or will you supply bottled water information on waste management options. What are your preferred food choices yourself; Council has a tandem trailer available for given the style and audience of your How many people are you expecting (do transportation of rubbish and recycling bins. event; not underestimate, better to over supply Is on-site or off-site catering preferred; than run out!); and Tip: For larger events consider contracting and Expected weather conditions (allow for waste management providers Does your venue have commercial substantially more water if warm/hot kitchen facilities. temperatures are likely).
13.2 Food stalls
All food stalls at your event will need to registered with Streatrader: https://streatrader.health.vic.gov.au/public_site guide event management
23 13. public health continued...
13.5 Noise 13.6 Alcohol
Events often generate much higher noise levels For information and assistance in regards to than normal daily activities. It is important to alcohol at events please contact Hindmarsh give thought to the noise your event is likely to Shire’s Local Laws Officer (03 5391 4444). create, and the impact it may have on nearby residents and businesses. To be able to sell or provide alcohol at your Locations and times where consumption of event you will need to obtain a liquor licence alcohol is permitted: Things to consider include: from the Victorian Commission for Gambling Size and style of event; and Liquor Regulation: Dimboola: in Bicentennial Park, Nine Creeks Reserve PA equipment, live or recorded music; barbeque area and Dimboola Recreation Reserve Day and time of event; and http://www.vcglr.vic.gov.au/ between 12pm and 10pm. How will you manage noise complaints. Jeparit: in the Wimmera Mallee Pioneer Museum If you are allowing BYO alcohol you may or barbeque area, Broadway barbeque area, Menzies You should notify nearby residents and may not need a licence or permit, contact Square, Sir Robert Menzies Park (Recreation business at least a week prior to you event. Council for assistance. Reserve), the Tennis Courts/Caravan park precinct and along the Wimmera River between 12pm and Tip: Information on noise regulations can be There are a number of locations in Hindmarsh 10pm. found at: http://www.epa.vic.gov.au/ Shire where consumption of alcohol is Nhill: in Jaypex Park, Davis Park or the Nhill Lake permitted at certain times (see below). If your barbeque areas between 12pm and 10am. Note: Under the Environmental Protection Act event is outside of these areas and/or times 1970, police have the authority to close down you will need to apply for a Consumption or Rainbow: in the Federal Street barbeque area and noise disturbances from music events etc. after Possession of Liquor in Public Places permit Rainbow Recreation Reserve between 12pm and 12pm. through Council. 10am.
guide event management
24 14. after the event
14.1 Site clean-up 14.2 Event debrief
It is the responsibility of the Event Organiser It is important to organise an event debrief to ensure that the event site/venue is left in a with staff and volunteers as soon as possible clean and orderly condition, with no remaining after the event. Encourage staff and volunteers evidence of an event having been held there. to give feedback on their particular event This includes: aspects. Removal of all temporary structures and signage; The event debrief can incorporate Event Removal of all rubbish; and Evaluation. Relevant evaluation and statistics Removal/cleaning of site markings. etc. should be sent along with letters of thanks to sponsors and key stakeholders. It is recommended that you develop a ‘load-out’ plan which gives clear instructions to all exhibitors on timing and logistics to ensure a safe pack-up and clean-up. This may include a checklist for the exhibitors or the event management team to sign off on to ensure all things are covered.
NOTE: The event organiser will be liable for repair and cleaning costs if any property damage occurs or the site/venue is left in an Time for celebration (hopefully) unsatisfactory condition. and sleep (definitely)! Tip: It is suggested you take ‘before and after’ photographs to demonstrate sufficient clean- up. guide event management
25 15. useful contacts
Hindmarsh Shire Council Links and resources: 92 Nelson Street, Nhill, Victoria 3418 Ph: 03 5391 4444 www.business.gov.au/grants-and-assistance/ Website: www.hindmarsh.vic.gov.au grant-finder/Pages/default.aspx# Email: [email protected] Hours: Monday to Friday—8.30am to 5.00pm www.vic.gov.au/grants.html
Emergency: 000 www.eventsvictoria.com
Local Police: www.worksafe.vic.gov.au Dimboola 03 5389 1470 Jeparit 03 5397 2071 www.vicroads.vic.gov.au Nhill 03 5391 1022 Rainbow 03 5393 1051 www.meetingsevents.com.au/downloads/ Accessible_Events_Guide.pdf Ambulance Victoria Nhill 03 5391 2025 https://streatrader.health.vic.gov.au/public_site
Victorian SES www.epa.vic.gov.au Nhill 03 5391 1101 www.vcglr.vic.gov.au Country Fire Authority Dimboola 03 5389 1750 Volunteering Western Victoria Jeparit 03 5397 2146 www.vwv.org.au Nhill 03 5391 2071 Rainbow 03 5395 1224
Parks Victoria Ph: 131 963 Website: www.parkweb.vic.gov.au Email: [email protected] guide event management
26 16. permits and forms
Use this check list to see what permits you may need. Contact Council for assistance with the permit process. Feel free to photocopy attached forms, or download them from www.hindmarsh.vic.gov.au.
1. Are you holding your event at: private property you do not need an event permit but consider notifying Council with event details
or public area submit an Application for Events in Public Places form Submit a booking form Submit a Place of public entertainment form if applicable
2. Will your event require any road closures: Yes submit an Application for Temporary Street Closure form
No
3. Will your event have stall holders/exhibits: Yes each individual stall holder/exhibitor will need to submit an Application for a Street Collectors Permit (with a risk management plan and certificate of insurance No
4. Will you have food stalls at your event: Yes each food vendor will need to be registered with Streatrader
No
5. Will you be allowing alcohol at your event: Yes you may need to submit an Application for Consumption and Possession of Alcohol permit. You may also need to obtain a liquor licence from the Victorian Commission for Gambling and Liquor Regulation. Contact Council for advice.
guide event management No
27 Event and Festival Notification to Council to hold an Event form p.1
28 Event and Festival Notification to Council to hold an Event form p.2
29 Event and Festival Notification to Council to hold an Event form p.3
30 31 32 33 34 35 36 37 38 39 40 41 42 Example of Event Site Map
43 Example Event Budget Template
Notes
Actual
Working
Estimated
Description
Sponsorship Grants fundraising and Raffles fees other or Stall Fee Hire hire Equipment visual Audio management Traffic aid First Toilets Power Security management Waste Entertainment accomodation and Travel staff/volunteers for Food presenters/performers for Food Distribution/postage Signage Photography Media media Website/social fees Permit salaries Staff Stationary Decorations Prizes Insurance statistics IT and Ticketing Contingency Ticket sales Ticket Design flyers and Posters Print advertising Print TV Radio program Event
Component Hire Venue Infrastructure/logistics program Event Catering Marketing Administration Income income Total Expenses Expenses Total (nett) Total
44 Hindmarsh accommodation list NHILL DIMBOOLA RAINBOW JEPARIT
Acacia Motor Inn Wimmera Motel (Grandma’s Motel) Dimboola Motel Eureka Hotel Hindmarsh Hotel 7291 Western Highway, Nhill 1 Fritsch Ct, Nhill 35-43 Horsham Road, Dimboola 42 Federal Street, Rainbow 50 Roy Street, Jeparit Ph. 03 5391 1888 Ph. 03 5391 1444 Ph: 03 5389 1177 Ph: 5395 1001 Contact: Michael and Jackie markandpeta@acaciamotorinnnhill [email protected] [email protected] Ph: 53972143 www.acaciamotorinnnhill.com.au www.moteldimboola.com.au Rainbow Motor Lodge (Pot of Gold) [email protected] Caravan/Cabins/Camping 68 Taverner Street, Rainbow www.hindmarshhotel.com.au Comfort Zero Inn Motel Riverside Host Farm Ph: 03 5395 1060 31 Nelson Street, Nhill Little Desert National Park 150 Riverside Road, Dimboola [email protected] Caravan/Cabins/Camping Ph. 03 5391 1622 Kiata Camping Ground Ph: 03 5389 1550 [email protected] Ph: 131963 Royal Hotel Lake Hindmarsh www.zeroinnmotelnhill.com.au [email protected] Victoria Hotel 54 Federal Street Four Mile Beach Camping www.parkweb.vic.gov.au 32 Wimmera Street, Dimboola Rainbow GroundSchulzes Beach, Little Desert Nature Lodge Ph: 03 5389 1630 Ph: 03 5395 1477 Williamsons Beach, The Wattles Nhill-Harrow Road, Winiam Little Desert Nature Lodge [email protected] [email protected] and Picnic Point Beach Ph. 03 5391 5232 See previously entered details www.vichoteldimboola.com.au www.facebook.com/royalhotelrainbow Contact: Hindmarsh Shire [email protected] Ph: 5391 4444 www.littledesertlodge.com.au Nhill Caravan Park Caravan/Cabins/Camping Caravan/Cabins/Camping [email protected] Western Highway, Nhill www.hindmarsh.vic.gov.au Nhill Oasis Motel Ph: 03 53911683 Riverside Holiday Park Dimboola Rainbow Caravan Park 21 Dimboola Rd, Western Hwy, Nhill [email protected] Wimmera Street, Dimboola Station Street, Rainbow Sir Robert Menzies Ph. 03 5391 1666 www.nhillcaravanpark.com.au Ph: 03 5389 1416 Ph: 03 5395 1062 Caravan Park www.oasismotel.com.au [email protected] [email protected] Peterson Avenue, Jeparit www.hindmarsh.vic.gov.au www.hindmarsh.vic.gov.au Contact: Yolande Hudson Union Hotel Ph: 0427 751 102 41 Victoria Street, Nhill Little Desert Lake Albacutya Park [email protected] Ph. 03 5391 1722 National Park Western Beach, Yaapeet, OTIT www.hindmarsh.vic.gov.au www.theunion.com.au Horseshoe Bend & Ackle Bend Contact: Parks Victoria
Ph: 131963 www.parkweb.vic.gov.au Ph: 131963
45