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Event Manual Sydney Royal Easter Show

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Event Manual Sydney Royal Easter Show Event Manual Sydney Royal Easter Show 1 to 12 April 2021 Sydney Showground Sydney Olympic Park www.eastershow.com.au RAS845_SRES 2020 Event Manual_DEC2019.indd 1 18/12/19 8:03 am WELCOME Thank you for being part of the iconic Sydney Royal Easter Show 1 - 12 April 2021. The 2021 Show will present us with unique challenges and we all have responsibilities for delivering a COVID safe event. The Royal Agricultural Society of NSW is determined to join the city and country together providing a celebration of Australian culture including; animal experiences, agricultural competitions, carnival fun, entertainment, shopping and much more. Whether you’re an Exhibitor, Licensee or Contractor, this Event Manual is an essential tool to ensure you have a safe and enjoyable Show experience. It provides helpful contact information, key dates, safety information and a comprehensive overview of the Show’s regulations. Please read the Event Manual in conjuntion with your 2021 Show Licence / Schedule of Key Terms or Contractor Agreement. Being familiar with these documents is fundamental to your participation at the Show. We look forward to having you on-site with us in 2021 and trust your Show experience will be both enjoyable and successful. RAS845_SRES 2020 Event Manual_DEC2019.indd 2 18/12/19 8:03 am The Royal Agricultural Society of NSW’s priority is the safety and wellbeing of its staff and patrons. In preparation for the 2021 Sydney Royal Easter Show (SRES) the RAS is preparing a COVID-19 Safety Plan to specifically address the need to cater for large groups as dictated by NSW Health through relevant Health Orders and other Directions. The plan will address the potential COVID-19 risk factors involved with large groups within the venue and will assist us in ensuring the 2021 SRES can be a COVIDSafe event. The RAS commitment to the safety and well-being of all staff, contractors and visitors to the venue through this COVID-19 Safety Plan is intended to meet the objectives of: • hygiene and cleaning • staff, visitor and customer wellbeing • physical distancing • record keeping As part of the commitment as stated above, the RAS requires all carnival, catering, showbag, commercial licensees and other relevant contractors (SRES Contractors) to prepare their own COVID-19 Safety Plan following the relevant guidelines as prescribed by NSW Health https://www.nsw.gov.au/covid-19/covid-safe which must be provided to the RAS prior to access to the site. Should such documentation not be provided or be inadequate, the relevant SRES Contractor may be denied access to the site. • Carnival Ride and Game Licensees – Theme Parks and Amusement Centres • Catering Licensees – Restaurants and Cafes • Showbags – Retail and Grocery • Exhibitions – Retail and Grocery • Entertainment – Outdoor music rehearsals and performances Please note there is no requirement to proceed to Step 2. COVID Safe Registration. It will be the responsibility of all SRES Licensees or Contractors to ensure they undertake their activity in a COVIDSafe manner which includes but is not limited to the following requirements: • All SRES Licensees or Contractors must provide relevant personal protective equipment (PPE) for their staff during bump in, operation and bumpout phase of the event. This may include such things as hand sanitiser, masks and disposable gloves • All SRES Licensees operating a public activity/outlet during the SRES must provide sufficient hand sanitiser for public use. This must be displayed clearly at both the entry and exit of any ride, outlet or other relevant public facing activity • All SRES Licensees must provide approved signage, floor decals other relevant material clearly displaying COVIDSafe information including advice regarding social distancing and the need to sanitise hands regularly • Any SRES Licensees or contractors and their staff who are feeling unwell must not attend the venue or, if already at the venue must leave the venue immediately and undertake a COVID test after which they must self-isolate until a negative result is secured • Infrastructure must be regularly cleaned using appropriate cleaning materials and disinfectants, especially any high touch areas. • All publicly accessible activities and outlets should provide and encourage the use of a Contactless Card Payment system at each point of sale • All SRES Licensees and Contractors should undertake a Daily Toolbox Talk with their staff explaining the requirements to operate in a COVIDSafe manner • All SRES Licensees will be required to provide their own queueing systems to ensure appropriate social distancing can be maintained and manage any queues • All SRES Licensees and Contractors and their staff are required to download the COVIDSafe App to their mobile devices • All SRES Licensees, Contractors and associated staff will be required to present event accreditation on entry to Sydney Showground for scanning to satisfy contact-tracing requirements. Licensees and contractor will be required to keep accurate records of an individuals name, contact number and email who are issued with Contractor Passes. Single entry day passes will no longer be issued. Failure to adhere to this requirement will result in access denial to the site • Carnival operators are required to provide adequate COVIDSafe Marshals to ensure queuing systems comply with social distancing requirements S 1. INTRODUCTION T 2. EVENT INFORMATION N 2.1 DATES & TIMES ............. .... ... .................... ..... ..... 7 2.2 CONTACT LISTING & TELEPHONE NUMBERS . ......... ... ........ ......... ... 7 RAS Contacts Preferred Suppliers TE Helpful Contacts N 3. SRES EVENT OPERATIONS TIMETABLE 3.1 SCHEDULE ............. ... ... ... .................... ..... ..... 9 O 3.2 SRES EXHIBITOR SERVICES CENTRE .... ... .... ... .................... .... 9 3.3 SITE ACCESS ............ ... ........ ......... ... ... ... ............ 10 C Accreditation Safety Requirements Bump-in Bump-out Loading Docks Forklifts Delivery Access 4. ACCREDITATION & PASS TYPES 4.1 ALLOCATION OF TICKETS & PASSES ......... ... .............................. 13 4.2 COLLECTION OF TICKETS & PASSES ... ....... ... ........ ......... ... ... 13 4.3 PASS TYPES:............ ... ... .... .... ... ......... ... ............. 13 Photo ID Pass Daily Pass Vehicle Access Passes Bump-in Pass Delivery / Re-supply Pass Bump-out Pass Parking Passes 5. GENERAL LICENSEE INFORMATION 5.1 LICENSEE OPERATING HOURS ....... ... ... ........ ......... ... ... ... 15 5.2 EXHIBITOR ACCESS TIMES ........... .... ... .................... ..... .... 15 5.3 VALUE DAYS ............ ... ... .... .... ... ......... ... ............ 15 5.4 GRAND PARADES ............. .... ... .................... ..... ..... 15 5.5 COMMERCIAL EXHIBITOR AWARDS .... ... .... ... .................... 16 5.6 MEDIA . .......... ... ... ....... ... ... ... ... ... ............... 16 5.7 AREA SUPERVISORS ............. ... .............................. ..... .... 16 5.8 STAND NUMBER ............ ... ... .... .... ... ......... ... ......... 16 5.9 INSURANCE ............ ... ... .... .... ... ......... ... ........... 16 5.10 AUDIT OF LICENSEE’S RECORDS ........ ... ... .... .... ... ......... ... 17 5.11 PRIVACY ............. ... ... ... .................... ..... ..... 17 5.12 STATUTORY OBLIGATIONS ........... ... .............................. ..... 17 5.13 USE OF LICENSED SPACE ............ ... ... .... .... ... ......... ... ... 18 5.14 WORKING WITH CHILDREN .......... ... ... .... .... ... ......... ... 18 CONTENTS 3 RAS845_SRES 2020 Event Manual_DEC2019.indd 3 18/12/19 8:03 am 6. LICENSEE SPACE REGULATIONS 6.1 PRESENTATION .................................................................. 18 6.2 FALSE CEILINGS .................................................................. 18 6.3 FLOOR LOADS ................................................................... 19 6.4 PAINTING ...................................................................... 19 6.5 GUIDELINES FOR CONSTRUCTION & DISMANTLING OF BOOTHS & STRUCTURES ................. 19 6.6 TEMPORARY FLOORS .............................................................. 20 6.7 DOUBLE STOREY BOOTHS & STRUCTURES .............................................. 20 6.8 TEMPORARY DEMOUNTABLE STRUCTURES .............................................. 20 6.9 ACCOMMODATION ON SITE ....................................................... 21 6.10 FIRE REGULATIONS FOR APPROVED ACCOMMODATION STRUCTURES ......................... 21 7. SERVICES CONTENTS 7.1 UTILITY SERVICES ................................................................. 22 7.2 ELECTRICAL SERVICES ............................................................. 22 7.3 GAS CONNECTIONS including LPG & Cylinders ........................................... 27 7.4 WATER & WASTE CONNECTIONS .................................................... 27 8. SAFETY 8.1 INCIDENT REPORTING ............................................................. 28 8.2 HIGH VISIBILITY CLOTHING.......................................................... 28 8.3 SECURITY ...................................................................... 28 8.4 EMERGENCY PROCEDURES ......................................................... 28 8.5 EMERGENCY EGRESS & EXITS ....................................................... 29 8.6 FIRE SAFETY ..................................................................... 29 8.7 DANGEROUS GOODS & HAZARDOUS MATERIALS ........................................ 29 8.8 MATERIALS & COMPONENTS .......................................................
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