EVENT MANAGEMENT GUIDE A ‘MUST READ’ FOR ALL EVENT ORGANISERS
01 July 2019 – 30 June 2020
Contents
Local Contacts...... 4 15.0 On site Café – The Podium ...... 15 Welcome to Mighty River Domain and 16.0 Retail Activities...... 16 Lake Karapiro...... 5 17.0 Waipa Suppliers...... 16 1.0 Event and Accommodation Bookings . . . . . 5 18.0 Alcohol...... 16 2.0 Sir Don Rowlands Centre 19.0 Traffic Management...... 17 2 1. Room Size / Capacity...... 6 20.0 Admission, Access Control & Parking. . . . . 18 2 .2 Furniture...... 7 21.0 Site Security ...... 19 2 .3 Lighting...... 7 2 .4 On site Internet ...... 7 22.0 Event Information ...... 19 2 .5 Alcohol & Beverages...... 7 23.0 Police...... 20 2 .6 Hire Contract ...... 7 24.0 Lost Property 2 7. Set up & Break down...... 7 ...... 20 2 .8 Security for Centre...... 8 25.0 Funding and Sponsorship 2 .9 Function Manager...... 8 25 1. District Promotion Fund ...... 20 2 10. Access...... 8 25 .2 Community Discretionary Grants . . . . . 20 3.0 Event Accommodation...... 8 25 .3 Creative Communities Scheme Grants. 20 4.0 Event Health & Safety 25 .4 Waste Minimisation Fund ...... 21 25 .5 Community Funding Guide...... 21 4 1. Event Plans...... 9 26.0 Dogs 4 .2 Certified Professionals...... 9 ...... 21 4 .3 Electrical Cords and Equipment . . . . . 10 27.0 Musical Performance...... 21 4 .4 Fuel Storage...... 10 Appendices ...... 22 5.0 Site Services
5 1. Rubbish...... 11 5 .2 Recycling...... 11 5 .3 Removable Bollards ...... 11 5 .4 Water Use ...... 11 5 .5 Site Works ...... 11 5 .6 Spectator Embankment Power...... 11 5 7. On site Internet ...... 12 6.0 Signage...... 12 7.0 Resource Consent...... 13 8.0 Lake Levels ...... 13 9.0 Temporary Event Noise ...... 13 10.0 Communication with Residents...... 14 11.0 Temporary Structures...... 14 12.0 Amusement Devices...... 14 13.0 Building Consent ...... 14 14.0 Food Vendors...... 15
Event Management Guide | 3 Contacts
Mighty River Domain Site Office - 07 827 4178 Site Manager: Liz Stolwyk – 027 571 6206 Email – info@lakekarāpiro co. .nz Website – www .lakekarāpiro co. .nz
Waipa District Council 0800 Waipa DC Cambridge: 07 823 3800 Te Awamutu: 07 872 0030 Email – info@waipadc govt. nz.
Mercury Power PO Box 445, Hamilton Attention: Flow/Level Request Co-ordinator Email: FlowandLevels@mightyriver co. .nz Phone: 07 857 0199 Fax: 07 857 0192
Waikato Regional Council Maritime Services Team Leader: Richard Barnett – 07 859 0999 Email – richard .barnett@waikatoregion govt. .nz
Harbour Master: Toby Kemp – 021705642 Email – toby .kemp@waikatoregion govt. nz.
NZ Police Cambridge: 07 827 5531 Te Awamutu: 07 827 0100
4 | Event Management Guide Welcome
he Mighty River Domain is located on the edge All event, accommodation and function enquiries Tof Lake Karāpiro . It covers a total of 19 hectares should be directed to the Domain site office . The and space is divided into different zones for booking office is attended Monday to Friday between 8 .30am purposes . Individual or multiple zones may be booked and 5 00pm. and over some weekends . Site staff are for exclusive use during an event, depending on the available to meet with event organisers on site to event’s requirements . discuss individual event requirements .
Lake Karāpiro has kilometres of sports and recreational The Mighty River Domain is administered by Waipa use water which is also divided into zones for booking District Council and managed by Liz Stolwyk, the purposes . These zones may be hired, subject to Site Manager . Please make contact to discuss future availability, if a water-based activity is planned . event plans .
1.0 | Event and Accommodation Bookings
he Mighty River Domain site office operates a Event organisers should contact the Mighty River Tbooking system for all events and accommodation Domain site office 12 – 15 months before the event use on the Domain and Lake Karāpiro, where exclusive to advise preferred event date/s . Where more than use or restricted access to land and Lake water zones one event organiser wishes to hold an event on the is required . Domain on the same date/s, Domain sharing and event re-scheduling options will be considered . If Event organisers must comply with all conditions of these options are not practicable, a weighted scoring use outlined in this guide when staging events on the system will be used to determine which event the Mighty River Domain and adjacent waters . date will be allocated to .
EVENT BOOKING PROCEDURE: Further information about this process may be The Mighty River Domain draft calendar for the year obtained from the site office upon request . Only those (01 July through 30 June) will be prepared by the events that align with the objectives of the operative Site Manager at the start of the calendar year and Karāpiro Lake Domain (Mighty River Domain) Reserve confirmed at the annual Post Season Lake Users’ Management Plan and for which the necessary Meeting held in early May . resource consent has been obtained or is obtainable (if any) will be considered . The event calendar for events held at Horahora Domain during the following year (July through June) Once the event calendar is confirmed, a Temporary will be confirmed around 1 July each year . Event Application Form and Event Management Guide
Event Management Guide | 5 will be sent to each event organiser . The completed this will also be charged for . Temporary Event Application Form and attached traffic management plan MUST be returned to the All applications for Lake bookings must include an Mighty River Domain site office at least six weeks acceptance of the terms and conditions of use, as set prior to the event . This application will be forwarded out on the Temporary Event Application Form and in to the Waikato Regional Council, which approves and this user guide . coordinates public notification of any Lake closures . EVENT CANCELLATIONS: FEES and CHARGES: Event Cancellations will be accepted without loss of Waipa District Council charges may be paid at the deposit up to 90 days before the scheduled event Mighty River Domain site office by cheque, credit start date . If the event is cancelled within 90 days card or EFTPOS . Alternately, an invoice may be sent of the scheduled event start date, the 25% deposit out to the event organiser . will be forfeited; or if no deposit has been paid, this amount will be invoiced to the event organiser . The Waikato Regional Council administration fee must be paid directly to the Waikato Regional Council . OUTDOOR PURSUITS: Site Management reserves the right to operate the All pre-booked land zones and facilities will be charged high / low ropes course and other outdoor pursuit for . If an un-booked land zone is used in relation to an activities on the Domain during an event . event (whether prior to, during or after the event),
2.0 | Sir Don Rowlands Centre
he Sir Don Rowlands Centre is available for use Aid Room (exterior entry) and a Drug Testing Room Tduring events and is a licensed venue . The event that is available for use during events . These rooms are organiser holding a Lake or Domain based event used by different event organisers at different times, so will be given the first option of booking the Sir Don it is important that all valuables are removed after use . Rowlands Centre for the duration of their event . The Data projector available for Main Hall . Site Manager will contact each event organiser prior • Full day: $85 00. to their event to discuss how spaces within the Sir Don • Half day: $45 00. Rowlands Centre could be effectively utilised . Site staff may book other, complimentary, functions to occur on There are 37 sealed general parking spaces and 3 site during an organised event, in consultation with disabled parking spaces in the Sir Don Rowlands Centre the event organiser . car park . The sealed car park is reserved for hirers of the Sir Don Rowlands centre . Other parking areas (both There are four main rooms for hire in the Sir Don sealed and grass) are available on site to accommodate Rowlands Centre . The Main Hall is the largest space a total of up to 1,500 vehicles . For a tour of the Sir Don and has a full commercial grade kitchen and servery Rowlands Centre, please contact the site office . associated with it . The Waipa Room is located downstairs and contains a kitchenette . The Karāpiro 2.1 | ROOM SIZE / SEATING CAPACITY Room is located upstairs and has an adjacent kitchen Capacities for each room as shown below: and linking servery . The Te Manawa o Matariki room is located on the ground floor close to the carpark . Main Hall: 606m2 The Sir Don Rowlands Centre also has a designated First Theatre – 600
6 | Event Management Guide Cocktail – 750 connection to the power supply will apply (refer Banquet – 400 ‘Grounds and Lake Zones Charges’ table in Appendix) . A silk ceiling lining is also available for hire in the Main Waipa Room: 81m2 Hall . Photos of this lining can be obtained from the Theatre – 56 site office . U-Shape - 25 Banquet – 40 2.4 | ON SITE INTERNET Council has an existing agreement with an internet Karāpiro Room: 132m2 company to provide WiFi internet services to Theatre – 100 the Mighty River Domain . This service covers the U-Shape – 38 entire site, with the Sir Don Rowlands Centre, the Banquet – 80 Rob Waddell Lodge and chalets, the campground and the spectator embankment being serviced Te Manawa o Matariki: 132m2 as required . In return for supplying transmission Theatre – 100 equipment to the site, an internet company has U-Shape – 38 been given the exclusive ability to provide internet Banquet – 80 service to members of the general public on site, at all times . Event organisers are therefore prohibited Perry Community Water Sports Centre from providing complimentary or ‘to purchase’ WiFi – Home of the Cambridge Yacht Club services to spectators or participants of their events . The Canoe Racing NZ High Performance Training Event organisers have the opportunity to work with Centre is located at the southern end of the site . There the internet company associated with the site to is a small function room adjacent that is also available design internet services to assist with the running for hire to event hosts . of an Event, though may continue to use an existing provider if desired . Event organisers can contact the Perry Community Water Sports Centre site office directly to discuss their Event internet Theatre – 56 requirements . U-Shape - 25 Banquet – 40 2.5 | ALCOHOL and BEVERAGES The Site Manager will organise the supply and service 2.2 | FURNITURE of ALL alcohol and other beverages in the Sir Don The Sir Don Rowlands Centre has 300 (navy) chairs, Rowlands Centre and other areas of the Domain e g. . 42 round (1 .8m diameter) tables, 10 rectangle tables the spectator embankment . A portable bar, glassware (1 .8m length), portable stage units and a lectern and waiting staff will be provided as part of this service . available for use during functions . Event organisers should discuss additional furniture requirements with 2.6 | HIRE CONTRACT the Site Manager . A copy of the Sir Don Rowlands Centre Hire Contract can be found in the Appendix . Note . The use of the portable stage units and additional furniture hireage will be charged for . 2.7 | SET UP and BREAK DOWN Event organisers are responsible for the set up and 2.3 | LIGHTING break down of their event / function, unless they have Lights in the Main Hall do not have a dimmer function, opted for site staff to complete it on their behalf (at a however, lighting can be set at different levels of cost of $26 per staff member per hour) . brightness by turning specific bulbs on or off . Event organisers may bring in further lighting for their Full day charges for use of space in the Sir Don function if desired, though an additional charge for Rowlands Centre and land space around the Sir Don
Event Management Guide | 7 Rowlands Centre are based on a 12 hour hireage stationed at the front doors for the duration of the period from 6am on the first day of the event / function . The security staff must ensure that no guests function . If an event organiser wishes to set up or bring in their own refreshments, as the Centre is a break down outside of this 12 hour period, this should licensed premise . A one-way door policy is encouraged . be discussed with site management beforehand . All It is the event organiser’s responsibility to hire security break downs must be completed within 2 hours of staff through a reputable and registered security the end of the event / function, unless arranged prior . company and to cover the cost of employing these staff .
If event organisers require the exclusive use of space 2.9 | FUNCTION MANAGER in the Sir Don Rowlands Centre for set up, the day Event organisers must appoint a ‘function manager’ prior to their event / function, this should be marked for any social function to be held in the Sir Don on the booking form (refer Appendix E) . Booking of Rowlands Centre . The function manager must be space for set up purposes will incur a fee of 50% of the available for the duration of the function to assist chargeable hireage fee . the bar manager to resolve any issues that may arise . The function manager is to refrain from consuming All rooms hired should be left as they are found - alcohol during the function, to ensure that they are fit this includes vacuuming and shampooing carpets if and able to act in the capacity of ‘function manager’ . necessary . 2.10 | ACCESS External mobile food vendors wishing to set up near Event organisers must liaise with the Site Manager to the Sir Don Rowlands Centre are required to have their ensure that ancillary service staff (such as caterers, site location approved by the Site Manager prior to technicians and musicians) have access to the Sir Don their arrival on site . Set up immediately in front of the Rowlands Centre for the servicing of functions before, Sir Don Rowlands Centre will not be encouraged . during or following an event .
2.8 | SECURITY FOR CENTRE Please note that there are to be NO event-related All prize-giving and large event social functions held in personnel in the Sir Don Rowlands Centre between the Sir Don Rowlands Centre must have security staff midnight and 5 00am. .
3.0 | Event Accommodation
herever possible, the Rob Waddell Lodge and A minimum per night accommodation charge will Wchalets will be reserved for event officials or apply to use of the Rob Waddell Lodge or chalets participants during an organised event . Please advise during an event that is listed on the confirmed site staff at the time of booking the event if this event calendar (refer to the Appendix for details) . accommodation will be required . Charges are set by Waipa District Council and are not negotiable . The site does NOT operate a roll-over booking system . ALL bookings must be made on an annual basis . If an event organiser books the Rob Waddell Lodge and/or chalets, then it is their responsibility to co- Event organisers who do NOT require the on site ordinate all bookings and make sure that occupants accommodation to be used by event officials or pay all applicable charges in full . during the event itself may advise the site office of which event-related group/s they prefer to have use Please contact the site office to request a Rob of the on site accommodation during the event . Waddell Lodge room plan .
8 | Event Management Guide 4.0 | Event Health and Safety
aipa District Council and the Mighty River ON SITE MEDICAL PRESENCE WDomain site management team are committed Mighty River Domain provides a complimentary to the goal of achieving zero harm on site, providing medical room for approved on site medical contractors and ensuring a safe and healthy environment for to utilise at their discretion during the period of your everyone using the venue and facilities . You have a event . By law and moral obligation, organisers of an responsibility to ensure the safety of yourself and event need to ensure that the safety and acute health everyone around you at all times . To keep everyone needs of people participating and attending an event safe, please note the following safety requirements are cared for . that will affect you when hosting an event on the Mighty River Domain . Each event is different, so the requirements for medical support at each event are as diverse as the An online system known as SINE is now in use on events themselves . It is therefore important that the the Mighty River Domain to inform site users of their medical support provided at an event is tailored to Health & Safety obligations and to keep track of meet the needs of the event . those on site . The SINE system can be accessed from tablets located in the Site Office and in the Sir Don Only medical professionals who have appropriate Rowlands Centre foyer . The SINE system can also be professional training and can supply a current ‘Medical downloaded to your mobile phone via ‘Playstore’ on Director’ endorsement will be approved to provide Google Play . medical services on Mighty River Domain .
Before commencing set up of your event, you will Event organisers must advise the Site Manager as be required to review the site’s Hazard Identification soon as practically possible if emergency services Schedule and confirm that you agree to abide by the (NZ Police or Ambulance) are required to attend an site’s Health & Safety processes via the SINE system . incident on site . On a daily basis, event organisers Paper copies of the site’s full Health & Safety Manual must provide the Site Office with the individual are also available in hard copy from the Site Office for reports for each person who has been attended to distribution to your event team . Each member of your and following the event provide the Site office with a event team (paid or non-paid) and all mobile food post event report with list of incidents and accidents vendors must ‘check in’ DAILY on the SINE system associated with the event, completed by the event’s before undertaking event duties on site . Health & Safety officer and/or medical staff .
Waipa District Council staff will support Mighty River Event organisers must provide to the Site Manager a Domain team members in completing regular checks register of any complaints received in relation to the of the site, from a Health and Safety perspective, event, whether written or verbal . prior to and during events . Event hosts must meet Tips for event organisers from an EMS perspective: with staff, upon request, to rectify any Health & Safety • In an environment of limited health care resources, concerns . the sooner a patient is treated, the better their chance of recovery . Event organisers must liaise with the Site Manager in • Medical services should be provided for the entire relation to the alteration, removal or blocking of any event, including the installation and break down site infrastructure during an event . The construction of the event if this is a large scale or dangerous or bringing on site of any additional structure to the operation . Mighty River Domain must be approved beforehand . • Medical services may also be needed for attendees
Event Management Guide | 9 queuing to get in and out of the event . by a certified scaffolder . Please contact the site office • If the event is a multi-day with attendees camping for a list of certified Waipa Suppliers, if required . overnight, you may need around-the-clock medical services . 4.3 | ELECTRICAL CORDS and EQUIPMENT • Locate first aid/medical teams carefully, so that ALL electrical cords used on site must be approved emergency response times are minimised . and tagged by a licensed electrician immediately • Provide information about the location of medical prior to an event (i e. . six months before, at the facilities to attendees . Use signs and print the earliest) . All electrical cords must be free of nails or information on programmes or tickets . metal attachments; rubber or plastic attachments are • Stewards and all other event personnel should know preferred . where the medical services are located . • Ambulances and other emergency vehicles need to Power cords that run across a traffic thoroughfare have clear access in and out of the venue, in case must be covered by purpose-made rubber (or similar) casualties need to be transported . covers that do not interfere with the cord diameter . • At events with large crowds or difficult access, Electrical cords used on site must be 50m or shorter . medics on foot, mountain bikes, motorcycles or It is recommended that full 50m length cords have ATV may be required . an automatic power load shut-off switch board • Ask for CV’s or guaranteed assurance of connected at the power source end . Cords that are qualification levels of Medics . linked to extend more than 50m in total must be joined • Ask for referees to ensure the quality of service you by an automatic power load shut-off . will receive . Note: Power load shut offs (also known as ‘adaptor 4.1 | EVENT PLANS boxes’) must carry a New Zealand or Australian Event organisers must supply a copy of their ‘Health standard approved stamp . & Safety’ and ‘Risk Management’ plans for each event at least six weeks prior to the commencement of An approved electrician must carry out the the event set-up . All events must provide a detailed maintenance of electrical equipment on site . No handy site specific map of their event set up & layout for man maintenance is to occur . This directive covers, but the land and waters used . Forms and information is not limited to, electrical fuses, damaged junction are available from the site office to assist with the boxes and miscellaneous electrical equipment brought preparation of these documents . Failure to provide onto the site . adequate plans or to provide the required plans in time may result in the event being withdrawn from Power adaptors for the large power boxes on the the event calendar . spectator embankment may be hired from the Domain site office . Adaptors will only be given to event A Health & Safety representative from Waipa District organisers, NOT to vendors . Please refer to section 5 .6 Council may visit the site prior to and/or during the (‘Spectator Embankment Power’) for more information . event to ensure full compliance with Health & Safety requirements . Noncompliance may result in the event Leads may not be strung overhead, unless approved being shut down until such time as compliance is by the Site Manager upon the recommendation of achieved . the site’s electrician . All leads on the ground will be secured in a way that eliminates trip hazards . 4.2 | CERTIFIED PROFESSIONALS Stages, grandstands, portable buildings and structures 4.4 | FUEL STORAGE supporting lights or speakers are to be designed and A lockable storage area must be organised by the certified by a registered engineer . Waipa District event organiser if more than 20 litres of racing fuel is Council requires a copy of documentation to prove to be stored overnight . NO fuel is to be stored in the that this has occurred . All scaffolding is to be erected campground, under any circumstances .
10 | Event Management Guide 5.0 | Site Services
t the time of application, it is the event organiser’s • Local event: 1 x 3m3 skip Aresponsibility to inform the site office of the • Regional event: 2 x 3m3 skips expected number of competitors/spectators for the • North Island event: 3 x 3m3 skips event . Prior to the event, the event organiser should • National event: 3 x 3m3 skips liaise with site staff in regard to the provision of: • Each additional 3m3 rubbish skip will be charged • Toilet facilities for at $53 00. per skip . • Refuse disposal services • Traffic management 5.2 | RECYCLING • Food and alcohol Mighty River Domain operates a recycling programme . Glass, plastic, aluminium, food and cardboard are Cleaning of the permanent toilet facilities will be all collected for recycling . Event organisers are carried out by site staff . Graffiti is to be reported to the encouraged to assist with staff efforts to become site office as soon as it is noticed, to ensure immediate more environmentally friendly, by recycling whilst on removal . Event organisers will be charged for any site . There are recycling bins in various different places repairs to site facilities damaged during the event . around the site . Please notify event participants, Depending on the type and size of an event, Waipa vendors and spectators (over the PA system) of District Council’s Environmental Health Officer may the location of these stations, i e. . on the spectator require the provision of additional facilities (such as embankment at the Rob Waddell Lodge and chalets ‘porta-loos’ and rubbish bins) during an event . near the camp amenity block in the upper and lower campground near the Sir Don Rowlands Centre . The 5.1 | RUBBISH recycling stations are mobile, so if a station is needed The removal of rubbish from bins on site will be in a particular place, please advise the site office . coordinated and carried out by site staff during and at the completion of the event . If bins are needed in 5.3 | REMOVABLE BOLLARDS specific places, please let the site office know . There are several removable bollards at the top of the spectator embankment, to allow service and event Event organisers must ensure that all event vehicles to access the grassed areas . Removal and administration rubbish is outside near a wheelie bin replacement of these bollards is the event organiser’s by 4pm on each event day . If rubbish is put out after responsibility . Damaged or lost bollards will be this time, it may not be cleared until 11 00am. the charged for . Once bollards are removed, the resulting following morning . The only exception to this is on holes must be covered with caps that can be obtained the final day of the event . from the site office .
It is the event organiser’s responsibility to ensure that 5.4 | WATER USE all of the ground rubbish (i e. . general litter) on the If a vendor uses an excessive amount of water during Domain (including all car parking areas on and off an event (for example to operate a water slide) the site) is picked up within 2 hours of the completion of event organiser will be charged for this water use . the event . A fee will be charged for the collection of ground rubbish after this time . Site staff will collect 5.5 | SITE WORKS rubbish from on site wheelie bins during the event . It is a requirement of the current Health & Safety The cost of this service is included in the site hireage legislation that everyone maintains a safe workplace, charges, unless the total collected (per day) exceeds and your contractors and sub-contractors are no the following: exception to this rule .
Event Management Guide | 11 Please ensure that the contractor/s you wish to The following plugs are available for use: engage are included on Waipa District Council’s Approved Contractors List before they perform any Back of toilet block closest to main boat ramp: work on site . Permission must be sought from the • 1 x 32 amp Site Manager prior to carrying out any site works • 3 x 10 amp necessary to stage the event - this includes laying of • 1 x 63amp cables, digging of holes, electricians etc . • Back of toilet block closest to Rowing NZ’s High 5.6 | POWER Performance Centre: There are several electrical supply points (green • 1 x 32 amp boxes) from which power can be sourced during • 1 x 10 amp events . The embankment also has ‘pop up’ points for further electrical coverage (see site management Spectator embankment box closest to main boat for the location of these) . Event organisers must ramp: coordinate power access with vendors who require • 1 x 63 amp it . It is the event organiser’s responsibility to inform • 3 x 16 amp vendors about the applicable power charges (refer • 1 x 32 amp Appendix), as these charges will be added onto the • 2 x 10 amp event organiser’s final invoice . Embankment boxes (x2) further from main boat The site office has one portable VOXBOX (power ramp: adaptor from 63 amps to multiple 32, 16 and 10 amp • 2 x 63 amp each plugs) that will be issued to the event organiser upon request . Use of the VOXBOX is free of charge, Victory Dais: however if lost or damaged, the event organiser will • 1x 16 amp be charged for its repair or replacement . If an event • 1 x 10 amp organiser wishes to make use of the ‘pop up’ points mentioned above, further VOXBOX(s) will need to Top of ramp outside Sir Don Rowlands Centre be hired from an offsite source . The use of mobile commercial kitchen: power generators on site are discouraged, but may be • 1 x 63 amp allowed in certain circumstances with the permission • 2 x 32 amp of the Site Manager . • 2 x 10 amp
6.0 | Signage
large electronic display board on the corner of All signage within 50m of the Maungatautari Road AMaungatautari Road and Judd Lane can be used boundary of the Mighty River Domain must face to advertise future events . Please advise site staff if an towards Lake Karāpiro . Signs must be internally event-specific message is required . illuminated and must not incorporate fluorescent or moving images . All Waipa District Plan directives in Event-related signage located within the Mighty River relation to signage must be adhered to . Domain is permitted without limit in terms of the size of signage and the number of signs, provided that all There are to be no signs attached to the fence on the such signage is removed at the conclusion of the event . outskirts of the Domain .
12 | Event Management Guide 7.0 | Resource Consent
vents that are likely to breach the Lakeside • Duration of the event EReserve Zone rules, as set out in the Waipa District Plan, may require resource consent . Factors that may In granting resource consent for an event, Waipa cause a resource consent to be required include, but District Council may impose conditions regarding are not limited to: certain aspects of the event’s management . • Nature of the event (if other than primarily sporting, recreational or cultural) Please contact the Waipa District Council’s Planning • Noise generated by the event Department for advice on resource consent applications .
8.0 | Lake Level
f a certain Lake water level is required for an event, such as rain fall and electricity demand impact on Ian application needs to be made to Mercury Power whether the required level is possible . A sample Lake (attention, Flow Level Request Coordinator) at least Level Request form can be found in the Appendix . 4 weeks prior to the event . If a Lake level request is Event organisers are asked to complete a Mercury approved, Mercury Power staff will make every effort Power Post-Event Feedback Form if they benefitted to achieve the required Lake level, although factors from a particular lake level during an event .
9.0 | Temporary Event Noise
oise from temporary events held on the Mighty It is the responsibility of the event organiser to ensure NRiver Domain may not exceed the following limits, that noise levels arising from event activities (including as measured within the boundaries of any adjacent the use of PA systems, amusement devices, fireworks property: etc . and from event-related camping) comply with the Waipa District Plan and the Resource Management Act Day Time (7.00am – 8.00pm) 1991 and that other Domain users and local residents • 55dBA Leq are not disturbed (particularly between the hours of 8 00pm. and 7 00am). . Night Time (8.00pm-7.00am) • 40dBA Leq and 65dBa (MAX) Noise in the camping area is carefully monitored . Noisy occupants will be asked to leave immediately . Night time single event noise level (10pm to 7am) • 70dBA Lmax . Contact Waipa District Council for further information . If Noise Control Officers are called to the event in Note that these provisions relate only to land-based response to a noise complaint, any requests that they activities . Noise generated from activities on the make must be cooperated with immediately and in surface of Lake Karāpiro is not restricted by this rule . full .
Event Management Guide | 13 10.0 | Communication with Residents
esource Consent conditions require event organisers appreciate direct contact with event organisers . If the Rto notify all neighbours within 500m of the Domain Site Manager determines that some aspect of the event at least one week prior to an event taking place . Mighty (such as traffic arrangements or noise) is likely to cause River Domain site staff fulfil this obligation by providing a particular concern for residents, the event organiser a copy of the confirmed event calendar to residents may be required to do a letter drop targeting affected each October and by providing regular updates properties . In some cases the 500m radius of contact through an emailed newsletter . Neighbours do, however, may be extended to ensure appropriate coverage .
11.0 | Temporary Structures
he Waipa District Plan (Lakeside Reserve Zone) Manager is obtained) Tallows temporary event-related structures such • The site is re-instated to the condition that it was as tents, marquees, re-locatable buildings, portable in prior to the event, as far as is practicable . toilets and mobile food vendors to be brought to or erected on the Mighty River Domain, provided that Flooring laid in marquees and tents MUST be of a they adhere to the following: breathable material . If grass dies as a result of flooring • They are removed at the conclusion of the event being laid, the event organiser will be invoiced for the (same day, unless prior approval from the Site cost of under-sowing the grassed area/s affected .
12.0 | Amusement Devices
Waipa District Council permit is required to Waipa District Council will need to sight a copy of A operate a mechanical amusement device (such the device’s Certificate of Registration of Amusement as a ferris wheel) during an event . This permit attracts Device (Worksafe NZ) prior to permitting . a fee – check with Council for details .
13.0 | Building Consent
emporary event-related structures (including that are to be used for less than one month Tthe examples mentioned in section 4 .2, as well • Temporary platforms, bridges up to 1 .5m high (Note: as grandstands, temporary buildings, platforms and structures of this type that are 1m to 1 .5m high must bridges) require a building consent from the Waipa be fitted with safety barriers, in accordance with F4 District Council . Certain exceptions to apply, there are: of the NZ Building Code) • Tents or marquees with a floor area of up to 100m2 Large tents and marquees may be required to be
14 | Event Management Guide fitted with a fire alarm, emergency lighting in exit the site office with certificates of compliance for ways and a fire extinguisher in order to gain consent . all temporary structures that are constructed on or It is the event organiser’s responsibility to provide brought to the site for the event .
14.0 | Food Vendors
f food is sold or given away at an event, the event Officers) or by referring to Council’s website waipadc . Iorganiser is required, under the Food Act 2014, govt .nz/our-services/environment-and-health/food . to have a registered Food Control Plan or National Note: Food vendors must comply with the electrical Programme from a Council . The event organiser provisions listed in section 4 .3 of this guide . will be asked to supply a list of all operators, giving registration details of each operator and their contact It is preferred that event organisers locate vendors on details, a minimum of two weeks before the event . the main embankment adjacent to the embankment Waipa District Council’s Food Act Officers may, at toilets nearest the main boat ramp . A variety of power their discretion, carry out compliance inspections of options and water are available there . food operators at the event . Non-profit charitable food operators who are associated with less than 20 Event organisers may request that an alternative events a year are exempt from registration, but are location be used by vendors during an event, but given still expected to utilise safe food handling and storage other activities on site, alternatives may not always be practices . possible . Event organisers must also ensure that food vendors arrive no earlier than 6 .00am on the first day of Event organisers can obtain information on current the event, unless organised prior with the Site Manager . food regulations and charges from Waipa District All food vendors are to be packed down and off site Council’s Environment Health Officers (Food Act within two hours of the conclusion of the event .
15.0 | On site Café – The Podium
he owners of the Podium Café have approval from to attend the café, though are not required to allow TWaipa District Council to operate on site 7 days café guests to participate in or view the event if doing a week from 6 00am. to 9 00pm. . The café will offer so would otherwise require the payment of an entry meals and refreshments for all visitors to the Domain . fee . Temporary event parking is prohibited in the Rob Event organisers are required to provide access via Waddell Lodge grounds nearest the café and children’s Gate 2 to elderly and/or immobile visitors wishing playground .
Event Management Guide | 15 16.0 | Retail Activities
nder the Lakeside Reserve Zone rules of the Waipa embankment adjacent to the embankment toilet UDistrict Plan, retail activities are permitted on the nearest to the main boat ramp . Mighty River Domain, provided that they: • are ancillary to an event held on the Domain, Event organisers should liaise with the Site Manager if • are NOT located within 50m of the Maungatautari retail activities require a set up period prior to the start Road Domain boundary, and date of the event . All retail activities are to be packed • cease operation at the end of the event . down and off site within two hours of the conclusion of The designated area for retail activity is on the main the event . 17.0 | Waipa Suppliers
aipa residents have made a significant (such as food vending) for their events . Winvestment in the Mighty River Domain, so event organisers are encouraged to return the favour by Please contact the site office for further information contracting Waipa-based suppliers to provide services about Waipa suppliers .
18.0 | Alcohol
vent organisers should discuss their event related Ealcohol requirements with the Site Manager at the time of booking . There is to be no sale or service of alcohol on the Domain without the Site Manager’s over-sight .
Designated areas within the Mighty River Domain may although Council reserves the right to enforce a 24 be set aside for the sale and service of alcohol during hour per day liquor ban upon events that are thought an event, with a preference for these areas being to require it . within the Sir Don Rowlands Centre . All remaining areas on the Domain are to be alcohol free for the This alcohol ban should be promoted by the event duration for the event, unless otherwise negotiated organiser via their website and over the PA system with the Site Manager . during the event . Site management will supply alcohol ban signage for placement around the site during the Liquor ban event . A temporary liquor ban will be enforced on the Mighty River Domain for all events on the confirmed Site management reserves the right to request that event calendar . Most events will have a daily 5 00pm. an event organiser places professional security staff in to 9 00pm. window in which the liquor ban does not the camping ground during an event, if assistance with apply to those staying overnight in the campground, enforcing the alcohol ban is thought to be necessary .
16 | Event Management Guide 19.0 | Traffic Management
vent organisers are required to have an appropriate Loss or damage to signs, stands or cones during Eform of traffic management in place during their the event will be the event organiser’s responsibility . event . Site staff will liaise with the event organiser in The cost of traffic management equipment repairs / this regard . replacements will be on-charged . • Advise the Cambridge Police of the event and liaise The site can hold up to 1,500 cars in total . Roadside with them in regard to general security arrangements parking in the vicinity of the Mighty River Domain is not and the anticipated level of spectator traffic activity permitted during an event and it is the event organiser’s associated with the event . responsibility to actively monitor this . Vehicles parking • Employ or provide one approved Traffic Controller on site must not be allowed to queue in a manner that who holds this formal qualification . causes congestion on Maungatautari Road . • Employ or provide additional parking and road personnel to work during the event . For help locating Domain site staff will: suitable personnel, please contact the site office . • Upon request, supply the event organiser with Personnel must stay on duty and be available to a ‘standard’ TMP (which includes a diagram of control traffic until after the completion of the event, where to place cones, signs and personnel) . These once all traffic has dispersed . If the event organiser’s ‘standard’ TMPs (refer to Appendix) have been traffic personnel fail to carry out the required tasks, checked and approved by Waipa District Council the event organiser will be charged for Domain and local Police . site staff to fill in . This charge will apply for staff • Supply sufficient signs and cones to enable TMP set time involved in traffic control and the set up or up . These items are hired for a fee (refer Appendix) . dismantling of the TMP . Note: Traffic personnel must • Answer questions in regard to the TMP set up . wear high visibility vests at all times while on duty . • Supply an STMS who will check the TMP set up • Supply the Site Traffic Management Supervisor pre-event and then check two hourly through (STMS) with a cell phone number or radio so that the event . The STMS will be available to deal with contact can be made with the event organiser at any concerns or problems during the day e g. . at any time during the event . peak times, with difficult motorists and traffic • Set up all of the signs and cones in accordance ‘incidents’ . All communication with authorities with the TMP provided . Note: If an event includes must go through the STMS, unless an emergency the use of the rowing start property, the TMP must situation requires otherwise . be extended to include arrangements for that area . There is to be NO parking on the roadside at the Event organisers are required to: rowing start line . • Provide a copy of their traffic management plan • Be responsible for the towing of any vehicles that (TMP) to the site office at least four weeks before the STMS deems to be parked dangerously . the event, if a ‘non-standard’ TMP is to be used – • Prevent vehicles from parking on Mercury Power- no exceptions . Note: If a ‘non-standard’ TMP is to owned land between Hydro Road and Judd Lane be used, it must include a description of how non- (unless prior agreement has been reached with site event service vehicles (such as mail delivery and staff and the event STMS) . recreational use vehicles) can access the site through • Bring all signage in at the end of each day of use . gates 1, 2 and 3 throughout the duration of the event . All signs and cones must be left on the road until • Complete some administrative forms in the site ALL event traffic has left the site . Event organisers office (to indicate the signage to be used and will be charged for the replacement of missing or confirm the condition of this signage prior to use) . damaged traffic management equipment .
Event Management Guide | 17 Notes on setting out signs and cones: between them . • Follow the diagram provided with the TMP . • All temporary speed restriction signs must be taken • Each sign needs to be accompanied by a cone . down at the conclusion of each day of the event . The cones that are put in the slip lane and at the No temporary speed restrictions are permitted edge of the road need to be laid out with a 10m gap overnight .
20.0 | Admission, Access Control and Parking
vent organisers may charge spectators for out up to 20 passes to allow vehicles to move through Esite admission if a booking of the spectator- Gate 3 or Gate 2 (to be discussed and agreed between embankment, boat park and parking area/s has been event organisers) without parking fees being incurred . made . An event entrance fee may also be added to If the vehicle occupants do not have a pass, they must standard campground fees if the event organiser pay the gate fee if one has been set by the main event desires . Please advise the Site Manager of your organiser (who has booked and paid for the car park) . intentions in this regard . The sand court event organiser is responsible for the During a large event, the Gate 2 site entrance is reserved parking of cars relating to that event . A tidy parking for use by event officials / VIPs and competitors plus layout will ensure that the maximum number of cars campers . It is the event organiser’s responsibility to can be parked . arrange passes for officials / VIP’s to allow them entry to the site while the event is in progress . Site staff can Waipa District Council staff and Domain site staff arrange car passes for campers, with advance notice . must be given free access to the Judd Lane water There is to be NO parking on the cycleway through the treatment facility and the Mighty River Domain during Domain at any time . all phases of the event . In addition, members of the clubs / organisations listed below must be provided Spectator access to the site and public car parking with access to their lease area during the event . Please must be limited to Gate 3 (250m beyond the Mighty liaise with site management to confirm arrangements River Domain Gate 2 main entrance, on Maungatautari for access . Road) . Temporary event parking is prohibited in the Rob If there is more than one event on at the Domain on Waddell Lodge grounds nearest the café and children’s the same day (e g. . a water sport event and a volleyball playground . Note: There is no requirement to allow club tournament) the 15m corridor around the edge of the members to participate in or view the event . sand court) is reserved for sand court activity . If there is • Rowing NZ (High Performance Centre) no event on the sand court, this will be open for event • Karāpiro Rowing Inc use at no extra charge . • Waikato Recreation Charitable Trust (sand court) • Karāpiro Water Ski Club (Judd Lane) There is to be NO parking on the sand court itself or • Cambridge Rowing Club (Judd Lane) (including St within the rope course area unless previously arranged Peter’s School and Cambridge High School rowing with site management . If this rule is ignored and clubs) damage results, the event organiser will be charged for • Waikato Rowing Club (Flynn Cove) reinstatement ($200 00. minimum charge applies) . • Te Mana Visions Charitable Trust (storage building) • Waikato Cycling Sports Academy Inc (storage If there is a sand court event on at the same time as any building) other event, the sand court event organiser may hand • Armistice in Cambridge Inc (site container)
18 | Event Management Guide • Canoe Racing NZ (High Performance Centre) Users of the Te Awa cycleway should be given • Cambridge Yacht and Motor Boat Club Inc (including complimentary parking in the G2 parking area and free Karāpiro Kayak Racing Club and Cambridge Young access to the cycleway . Mariners) • The Podium Café (Gate 2 carpark for elderly and/or There is no requirement to allow recreational cyclists / immobile visitors) walkers to participate in or view the event .
21.0 | Site Security
ecurity of the site is the responsibility of the If the event includes many event participants staying Sevent organiser for the duration of the event, and in the campground, the event organiser is encouraged shall include but not be limited to, the protection of to organise professional overnight security to monitor event craft and equipment, competitors’ / officials’ noise, consumption of alcohol and behaviour . belongings and car park areas . The event organiser will be held responsible for any If a fire alarm at the Rob Waddell Lodge or chalets damage that occurs in the Domain camp facilities activates without reason of emergency (i e. . as a false during the course of the event (i e. . between event alarm) please alert the site office straight away so set-up and event break-down, inclusive) . that the alarm can be re-set . If the alarm activates because there is a fire on site, ring 111 immediately, as Event organisers are required to stay on site until the the alarms do NOT trigger an automatic call to the final event related spectators or competitors depart . emergency services . 22.0 | Event Information
ontact Waipa District Council’s Event Coordinator your own personalised area where you can create, Cwith any queries in regard to the promotion of update and view your events . All the information you events to be held on the Domain . need, is what you’ll already know .
What’s on Waipa is the newest website for event You’ll be blown away with how easy it is to get noticed holders, like you, to easily and freely list your events in Waipa! We are happy to load these events for you to the public, learn about how to host successful once the Event Calendar has been approved, unless events in Waipa, and how to make the most of our you ask us not to . world class venues and facilities . What’s more, it’s a place for the wider community to find all the events When promoting an event, please refer to the site / they want to go to with the brand new district wide facilities by their correct names, i e. .: events calendar . • “Mighty River Domain, Lake Karāpiro” • “Sir Don Rowlands Centre” The events calendar is a place for you to promote your • “Rob Waddell Lodge” event to the masses . It really is simple to do . All you need to do is login to www whatsonwaipa. co. .nz and The Domain address is: start adding . Once you’ve signed up, you will have 601 Maungatautari Rd, RD2, Cambridge 3494
Event Management Guide | 19 23.0 | Police
olice approval to hold an event or carry out some this guide . However with any event involving large Paspect of an event on the Mighty River Domain crowds, liquor or traffic changes, event organisers are will be obtained by an event organiser if another encouraged to discuss arrangements with local police authority (e g. . Waipa District Council) requests it . prior to the event .
Usually this will be part of an application for one of The Police will be invited to the Domain by site staff the licenses, permits or consents listed elsewhere in to enforce the event liquor ban if deemed necessary .
24.0 | Lost Property
he site office has a lost property bin where anything Event organisers should deliver any lost property to the Tleft on site is recorded and kept for three months . site office at the conclusion of the event . 25.0 | Funding and Sponsorship
ercury Power is the key sponsor of the Mighty CONTACT: Council’s Communications and Engagement MRiver Domain . Waipa District Council has entered Coordinator – events@waipadc govt. nz. or call 0800 into a contractual agreement with Mercury Power 924 723 which covers the 10 year period beginning in 2010 . The Site Manager must be informed of all event sponsors TIMEFRAME: Open once a year mid April, closing end at the time the event application is submitted, to of May (or last business day of month) . An application ensure that no sponsorship conflict will occur . may need to be made up to one year in advance and an event application form is also required and is a part Mercury Power has a variety of shade tents and a of the overall application . marquee available for event organiser use . Please contact the site office for further information . 25.2 | COMMUNITY DISCRETIONARY GRANTS These provide discretionary funds to support community Waipa District Council administers several funds that organisations who offer services or support in the Waipa event organisers may apply to for grants . Refer to district . Amounts up to $2,000 may be allocated . Council’s website waipadc govt. nz/funding. for fund criteria and application forms . CONTACT: Council’s Communications and Engagement Coordinator call 0800 924 723 25.1 | DISTRICT PROMOTION FUND This fund is aimed at supporting events that benefit TIMEFRAME: Applications close 31 August (or last the well-being of Waipa residents . Organisers of large- business day of month) scale events with a regional or international focus that are held in the district may be eligible to apply to Waipa 25.3 | CREATIVE COMMUNITIES SCHEME GRANTS District Council for a District Promotion Fund grant . Waipa District Council has a partnership with Creative
20 | Event Management Guide New Zealand to promote, support and increase the CONTACT: Council’s Waste Minimisation Officer call arts and cultural activities in the district . There is no 0800 924 723 . maximum amount you can apply for, however grants usually range between $200 - $2,000 . TIMEFRAME: Open once a year with applications closing around the end of April . Please speak to the CONTACT: Council’s Communications and Engagement Waste Minimisation Officer if you would like to apply Coordinator call 0800 924 723 outside of this timeframe .
TIMEFRAME: Grant rounds open twice a year – closing 25.5 | COMMUNITY FUNDING GUIDE 30 April & 30 September (or last business day of Council publishes a Community Funding Guide which month) . Event must not take place within one month lists general funders (including local gaming trusts) for of closing date to qualify . event organisers to apply to for funding assistance .
25.4 | WASTE MINIMISATION FUND This funding guide is online at waipadc .govt .nz/funding This fund was established to increase the number of and for free from Council’s Te Awamutu or Cambridge waste minimisation activities in Waipa . The fund supports offices . individuals, community groups, businesses, Iwi/ Maori organisations, schools or early childhood centres who CONTACT: Council’s Communications and Engagement wish to engage in activity that diverts waste away from Coordinator call 0800 924 723 for funding advice . landfills or that meets the aspirations of the WDC Waste Management and Minimisation Plan .
26.0 | Dogs
ogs are strictly PROHIBITED on the Mighty River To obtain details about dog exercise areas in the DDomain at all times . This should be promoted Waipa District, please check Council’s website . by the event organiser via their website and any promotional advertising in relation to the event, For information about local kennels or boarding over the PA system during the event and via parking facilities, please consult the Spark Yellow Pages or attendants at the entrance gates . visit the Cambridge i-Site .
27.0 | Musical Performance
f it is intended for any music to be played or members . APRA can issue licenses to cover the Iperformed during an event, event organisers are many ways in which live music is used at events) . advised to check their copyright responsibilities on the following websites: www.ppnz.co.nz (Phonographic Performance NZ Ltd administers the www.apra.co.nz rights of local and international record labels and (the Australian Performing Right Association Ltd recording artists within the NZ territory . PPNZ can administers the performing and communication grant licenses to any organisation playing or using rights of composer, songwriter and music publisher recorded music in the public arena) .
Event Management Guide | 21 Appendices
A Checklist...... 23 B Lake Karāpiro Lake Zone Maps
Map One (zones 1 to 7) ...... 24 Map Two (zones 7 to 10)...... 25 Map Three (zones 11 to 12)...... 26 C Mighty River Domain Site Map (showing hire zones)...... 27 D Centre Charges
Sir Don Rowlands Centre...... 28 Accommodation ...... 29 Grounds & Lake Zone...... 30 E Traffic Management Charges...... 31 F Traffic Management Plans
Small Events (0-600 persons)...... 32 Large Events (600-6,000 persons) . . . . 34 G Flow or Level Request Form...... 36 H Health & Safety Management plan. . . . . 39 I Notes...... 40
22 | Event Management Guide Checklist
Prior to and following on from...
12 -15 months before Event • Liaise with the on site café operator in regard the • Advise the site office of proposed event dates . café’s operation during the event (if applicable) . Dates will be recorded on the draft event calendar . • Inform vendors of the site power charges, as the • Tell the site office if accommodation is required event organiser will be charged for every vendor during the event . who plugs in .
6 to 9 months before Event 6 weeks before Event • If resource consent is required for event, apply for • Provide Health & Safety and Risk Management this early . Building consents related to an event that plans to the site office . requires resource consent will need to be applied for • Liaise with site staff in regard to toilet facilities; early also . refuse disposal and food / alcohol service . • Read through the Event Management Guide to • Provide the site office with a copy of the Traffic ensure that all aspects of the event are planned . Management Plan to be used during the event (if other than ‘standard’) . At least 12 weeks before Event • Fill out the Temporary Event Booking Forms and 1 to 2 weeks before Event send these to the site office . • Complete a Hazard Identification form for each • If a certain Lake level is required, complete the Lake member of your event team (both paid and non- Level Request form (in the Appendix) and return it paid members) . directly to Mercury Power . • Appoint a traffic management team leader and a • Talk to the Site Manager about any functions function manager (if applicable) . planned for the Sir Don Rowlands Centre during • Arrange Traffic Management and Security staff . event . • Sign Traffic Management forms at the site office . • If temporary structures greater than 100m2 in size • Advise the site office of preferred payment method are to be erected, check with the Waipa District for the event (NB: An address is required if charges Council’s Building Control Department, as building are to be invoiced) . consent may be required . • Seek permission from the Site Manager for any site At conclusion of Event works that may need to occur to stage the event . • Event organisers are required to stay on site until This includes the laying of cables and digging of the final event-related spectators or competitors holes . depart . • If an event specific message is to be displayed • Ensure that all ground rubbish has been picked up . on the electronic display board on the corner of • Ensure that all vendors have tidied up around their Maungatautari Road and Judd Lane, contact the stalls . site office . • Ensure that all gear and signage is removed from • Ensure that all vendors are registered with Waipa the site and that the site is left as it was found . District Council .
Event Management Guide | 23 Lake Water Zones
24 | Event Management Guide Event Management Guide | 25 26 | Event Management Guide Domain Site Map
Points of interest
A1 Water Treatment Plant A2 Karāpiro Water Ski Club A3 Cambridge Rowing Club A4 Pontoons A5 Lower Camp (Non-powered Site) A6 Lower Camp (Powered Site) D5 Lodge Site A7 Lower Camp (Powered Site) D6 Chalets Site A8 Club Storage Shed D7 Rear Chalet Lawn A9 Maintenance Shed D8 Sand Courts A10 Traffic Island E1 Podium and Beach B1 Upper Camp (Non-powered Site) E2 Spectator Bank B2 Upper Camp (Powered Site) E3 Embankment B3 Day Use Only Area E4 Slides C1 Event Centre and Finish Tower F1 Rowing New Zealand Site C2 Cultural Room F2 Canoe Racing NZ High Performance Training Centre C3 Administration Area/ Podium Café and Perry Community Water Sports Centre D1 Front of Lodge Lawn (Home of Cambridge Yacht Club) D2 Rear of Lodge Lawn F3 KRI and Waikato Rowing Club D3 Top of Embankment/ Playground G1 Carpark 1 D4 Rope Courses G2 Carpark 2
Event Management Guide | 27 Centre Charges
Corporate or Private Event or Community Use* Sir Don Rowlands Centre Charges Function Effective 1 July 2019 Booking Deposit Payable on Request Payable on Request Bond Payable on Request Payable on Request Main Hall (includes Main Kitchen, if required) Full day hire (maximum 12 hour use) $1337 00. $877 00. Half day hire (maximum 4 hour use) $844 00. $638 00. Main Kitchen (if Main Hall is not hired) Full day hire (maximum 12 hour use) $249 00. $242 00. Half day hire (maximum 4 hour use) $185 00. $180 00. Foyer and / or Servery (stand-alone hire) Half day hire (maximum 4 hour use) $111 00. $79 00. Full day hire (maximum 12 hour use) $164 00. $112 00. Ground Level Event/Conference Room (Waipa Room) Full day hire (maximum 12 hour use) $249 00. $151 00. Half day hire (maximum 4 hour use) $128 00. $79 00. First Floor Event/Conference Room and Adjacent Kitchen (Karāpiro Room) Full day hire (maximum 12 hour use) $449 00. $263 00. Half day hire (maximum 4 hour use) $234 00. $140 00. Kitchen – stand alone hire $173 00. Perry Community Water Sports Centre – Home of the Cambridge Yacht Club Full day hire (maximum 12 hour use) $308 00. $192 00. Half day hire (maximum 4 hour use) $159 00. $100 00. Te Manawa o Matariki Room Full day hire (maximum 12 hour use) $449 00. $263 00. Half day mire (maximum 4 hour use) $234 00. $140 00. Sundry Charges Associated with Use of Complex Scissor Lift dry hire $120 00. per day Scissor Lift operator hire $35 00. per hour Hireage of additional furniture/equipment Quotation prepared on request Stage & Lecturn Hire $120 00. Post hire clean-up (if required – per staff member per hour) $26 00. Data projector $85 per day or $45 half day Carpet deep clean (if required) Full cost to be passed onto complex user Repair or replacement of damaged/lost equipment Full cost to be passed onto complex user Repair of damage to facility Full cost to be passed onto complex user Security call out Full cost to be passed onto complex user Replacement of key/access card Full cost to be passed onto complex user
* ’Event or Community Use’ charges apply to event organisers who are using the site for an event and have hired one or more zones and community organisations that operate in the Waipa District and are not for profit.
28 | Event Management Guide Accommodation Price List 2019 / 2020
Accommodation Type Price Non-Powered Campsite* Adult $19 00. Child (12 and under) $16 00. Minimum Charge (During Events) $57 00. Powered Campsite* Adult $21 00. Child (12 and under) $16 00. Minimum Charge (During Events) $63 00. Rob Waddell Lodge* Adult $32 00. Child (12 and under) $26 00. Minimum Charge (Non-Event Per Night) $320 00. Minimum Charge (During Events Per Night) $896 00. Late Check Out (until 1pm) $160 00. Half Day Use $160 00. Whole Day Use (until 5pm) $320 00. Chalets* Adult $32 00. Child (12 and under) $26 00. Minimum Charge (Non-Event Per Night) $96 00. Minimum Charge (During Events Per Night) $192 00. Late Check Out $96 00. Additional Services BBQ Hire (per use) $26 00. Power Adaptor Hire (per day) $13 00. Caravan Storage on site (no power) $8 00. Shower $6 00. Non-Resident Dump Station Use $6 00.
Prices applicable: July 1st 2019 until 30 June 2020 * Deposit is first night plus 50% of subsequent stay .
Note: Deposits will equal the sum of the minimum charge for the first nights stay plus 50% of the minimum charge for subsequent nights . If an accommodation booking is cancelled 30 days or less prior to arrival, deposits are non-refundable (whether pre-paid or invoiced at date of cancellation) .
Event Management Guide | 29 Grounds and Lake Zone Charges
Local/ Regional/ North Island/ National/ Lake Small Medium Large Very Large Lake Water Zones 3-10 $83 00. $164 00. $246 00. $329 00. (daily rates for up to two zones)
Additional zones (each) $83 00. $83 00. $83 00. $83 00. Domain E2 – Main spectator ground $425 00. $848 00. $1,272 00. $1,696 00. Parking on G3 $181 00. $361 00. $541 00. $721 00. (G3 being an area designated as a 15m strip around the perimeter of the Sand Court, to allow for more flexible parking solutions when multiple users or events take place) Parking Area G1 & G2 $181 00. $455 00. $678 00. $902 00. B2 - Upper Camping Ground $181 00. $455 00. $678 00. $902 00. (Charge for use other than camping) A5, A6 & A7 - Lower Camping Ground $181 00. $455 00. $678 00. $902 00. (Charge for use other than camping) D2 – Lawn beside Rob Waddell Lodge $181 00. $455 00. $678 00. $902 00.
Booking Fee Price Standard charge for all bookings - per event $166 00.
Power Supply Use Per connection, per day/night 10% discount applies when user requires two or more connections at once 32 Amp Connection $98 00. 16 Amp Connection $59 00. 10 Amp Connection $34 00.
Water Use Continuous hose supply, per day $34 00.
Traffic Management (per day) Small Events (0-600 people on site) $39 00. Large Events (600-6000 people on site) $221 00. Traffic Management Setup (cost per hour) $105 00.
Post Event Cleanup Per staff member (per hour) $26 00. Rubbish disposal over and above the standard theshold (refer section 5 1). per 3m3 skip $53 00.
30 | Event Management Guide harges may be varied in order to obtain best use region, involving between 500 and 2,000 persons Cof the facility and the need to reasonably recover on the site for the event in one day . costs from revenue . Bookings are accepted and/or • ’North Island/ Large’ events are those pre- prioritised as stipulated in the ‘hire protocols’ for the dominantly attended by residents from within the site . North Island, involving between 2,000 and 5,000 • ’Local/ Small’ events are those predominantly persons on the site for the event in one day . attended by local residents, involving up to 500 • ’National/ Very Large’ events are those pre- persons on the site for the event in one day . dominantly attended by NZ residents, involving • ’Regional/Medium’ events are those predominantly more than 5,000 persons on the site for the event attended by residents from within the Waikato in one day .
Traffic Management Charges
Event Size Equipment and STMS hire Small (0-600 people on site) $37 per day Large (600-6000 on site) $210 per day Traffic Management Set up Cost $100.00 per hour
These charges include: If any additional signs, cones or stands are required • All of the signs that are required for the layout in for the event, it is the event organiser’s responsibility the Traffic Management Plan to obtain them . • A layout diagram that is relevant for the event size . • Use of 150 cones • Use of five directional signs indicating: • ‘5 min drop off and Boat trailers’ • ‘VIP and Public Parking’ (one large/ one small sign) • ‘Public and Disabled Parking’ • The services of an STMS (Site Traffic Management Supervisor), who will be within 30 minutes of the site throughout the event . The STMS will check the initial setup and then make two hourly checks throughout the event .
Event Management Guide | 31 Traffic Management
Traffic Traffic Management Plan Management Plan Small: 0-600 Large: 600-6000
Traffic Management Plan 0-600 - Small
Traffic Management Plan Reference For Office Use Only Contractor Client Organisation Waipa District Council – Liz Stolwyk 0275716206
RCA Consent Reference Contract Name/ Number
Road Name(s) From RP Maungatautari Rd Speed Road Level (LV, 1, 2, 3) Location between Ariki Rd Limit: 1 To RP and end of domain 80km/h which is 1 5km.
32 | Event Management Guide Small event within domain grounds, daily attendance 0-600 people on site . There Description of will be 250 or less vehicles arriving and departing from the Domain . The signs and Activity cones must stay in place until all of the event traffic has left the Domain .
Work Programme From 01st July 2019 to 30th June 2020
Proposed/ Restricted Work 6 00am. till 6 00pm. Hours Peak Hour Flow Traffic Details Event AADT Arrival traffic over 2 hours – 125 (Main Route) 500 Departure traffic over 1 hour – 250
Active: Signs that comply with the COPTTM .
Proposed Traffic Unattended: Management When not on site, signs will be left out until event is concluded . Method Positioning of signs is shown on diagram layout .
Night: As Above
Proposed Speed N/A Restrictions
Positive Traffic Use of signs set out in accordance with COPTTM and appended layout diagrams . Management Two events signs will be placed before and after the Rowing Start Line paddock . Measures
Contingency Plans Gate 3 opened for parking and signage erected .
Public Notification N/A
Personal Safety N/A
Attended: On site staff to maintain signage hourly . Unattended: Document stating signage layout will be completed and signed On site Monitoring before departure . Overnight: As Above Other times: As Above
Event Management Guide | 33 Traffic Management Plan 600-6000 - Large
Traffic Management Plan Reference For Office Use Only Contractor Client Organisation Waipa District Council – Liz 027571 6206
RCA Consent Reference Contract Name/ Number
Road Name(s) Speed From RP Maungatautari Rd Limit: Road Level (LV, 1, 2, 3) Location between Ariki Rd 80km/h 1 and end of Domain To RP 1 .5 km Large sized event within Domain grounds, daily attendance 6,000-12,000 people Description of on site . There will be up to 2800 vehicles arriving and departing from the Activity Domain .
Work Programme From 01st July 2019 to 30th June 2020
Proposed/ Restricted Work 7 00am. till 6 00pm. Hours
Peak Hour Flow Traffic Details Event AADT Arrival traffic over 2 hours – 921 (Main Route) 8200 Departure traffic over 1 hour - 1900
Active: Signs and cones that comply with the COPTTM . Cones will be laid out to direct cars to parking area and also to stop illegal and dangerous parking on verge of road . Judd Lane will have restricted access with a marshall, this entrance is for Competitor drop offs, council and boat trailers entrance only .
There is no public parking down Judd Lane . Buses and VIP will enter through Gate Proposed Traffic 2 . There will be people on each gate to direct traffic . We will cone off the slip lane Management and separate the through traffic and public parking from the event traffic at Judd Method Lane . Public and the disabled will be moved towards gate 3 for parking . The signs and cones must stay in place until all of the event traffic has left the domain . The speed restriction signs must be removed after each day of the event .
Two event signs will be placed before and after the Rowing Start Line . Cones are to be laid on either sides of the road between these signs in an attempt to discourage road side parking .
34 | Event Management Guide Unattended: When not on site, signs and cones will be left out until event is concluded . Positioning of signs and cones is shown on diagram layout . Proposed Traffic Management Method Night: Signs will remain however all cones on the centre line will be removed and repositioned in the morning . Slip lane cones removed . The signs will be removed at the conclusion of the event . Site will be monitored at night . See attached map .
Proposed Speed 50km/h Restrictions
Positive Traffic Use of signs and cones set out in accordance with COPTTM and appended Management layout diagrams . Measures
If queues start to get too long then we will cone off the spill lane from Judd Lane onwards and separate the through traffic from the event traffic at Judd Lane . We will let the parking traffic move past gate 2 and onto gate 3 .
Extra car parking will be opened to allow more cars entry . If any gate charges Contingency Plans are holding up traffic this charge will be temporarily dropped until traffic backlog has been cleared . During the events FINAL days a merge lane may be created at approximately 3pm in the centre of the road to assist leaving traffic .
Please see map for layout for contingency . We will have a TC on exit at gate 3 to assist traffic leaving . 30 km/h and stop go implemented if required .
Public Notification Council
All personnel erecting and dismantling site will be wearing high visibility vests . A briefing meeting will be held with involved personnel before the erection of the site . Personal Safety A form will be signed at the end of this briefing to confirm that each member of the meeting has understood the layout of the Traffic Management Plan and the directions from the STMS .
Attended: On site staff to maintain signage hourly
Unattended: Document stating signage layout will be completed and signed before departure . On site Monitoring
Overnight: As Above
Other times: As Above
Event Management Guide | 35
Flow or Level Request Form Cover Sheet Flow or Level Request Form Cover Sheet Requests must be submitted at least three weeks prior to the event Requests must be submitted at least three weeks prior to the event Tips on completing a good application: Tips on completing a good application: Please complete ALL details on the attached form Please complete ALL details on the attached form Your contact details AND the emergency contact details during your event are necessary Your contact details AND the emergency contact details during your event are necessary Flexibility can be critical to our operation so please ensure that event times and flow/level requests are Flexibility can be critical to our operation so please ensure that event times and flow/level requests are specific for each day of the event specific for each day of the event Please return this form to the Flow and Level Coordinator at: Please return this form to the Flow and Level Coordinator at: PO Box, Hamilton PO Box, Hamilton Phone 07 857 0199 Fax 07 857 0177 Phone 07 857 0199 Fax 07 857 0177 Email: [email protected] Email: [email protected] The Coordinator will confirm receipt of your request via email within three working days The Coordinator will confirm receipt of your request via email within three working days
Please complete the form with detailed time and flow or levels, see example below Please complete the form with detailed time and flow or levels, see example below Event Name: Event Name: Tri-it-out – 2 days of triathlon Tri-it-out – 2 days of triathlon EventType: EventType: Triathlon – river swim section Triathlon – river swim section Event Location: Event Location: Boat ramp area, Lake Maraetai Boat ramp area, Lake Maraetai Day Date Time Preferred flow or level Greatest compatible flow Day Date Time Preferred flow or level Greatest compatible flow range or level range range or level range th Saturday 16th January 9am to 12pm 188.0-188.5masl 185.0-189.0masl Saturday 16 January 9am to 12pm 188.0-188.5masl 185.0-189.0masl th Sunday 17th January 10am to 12pm 188.2-188.5masl 185.0-189.0masl Sunday 17 January 10am to 12pm 188.2-188.5masl 185.0-189.0masl
Conditions: Conditions: 1. The variability inherent in climatic conditions and the changing generation needs of the electricity market 1. The variability inherent in climatic conditions and the changing generation needs of the electricity market prevent Mercury from guaranteeing any flow and level agreement. Therefore flow and level requests are prevent Mercury from guaranteeing any flow and level agreement. Therefore flow and level requests are approved on a “best endeavours” basis where unexpected events (eg market or weather) may impact on approved on a “best endeavours” basis where unexpected events (eg market or weather) may impact on Mercury’s ability to meet the request. Mercury’s ability to meet the request. 2. The event organiser shall be responsible for the health and safety of participants and the public involved in 2. The event organiser shall be responsible for the health and safety of participants and the public involved in their events. During departures from an agreed level or flow Mercury will endeavour to make contact via their events. During departures from an agreed level or flow Mercury will endeavour to make contact via the emergency details provided on this form. However Mercury accepts no liability for harm or cost to the emergency details provided on this form. However Mercury accepts no liability for harm or cost to persons or property resulting from departure from a flow and level agreement. persons or property resulting from departure from a flow and level agreement. 3. The event organiser shall be responsible for ensuring their event complies with all appropriate laws and 3. The event organiser shall be responsible for ensuring their event complies with all appropriate laws and regulations, especially (but not limited to) the regulations of the Maritime Safety Authority, Harbour Masters, regulations, especially (but not limited to) the regulations of the Maritime Safety Authority, Harbour Masters, the Police and the Waikato Regional Council Navigation Safety Team. the Police and the Waikato Regional Council Navigation Safety Team. Please sign below to indicate you have understood and accepted these conditions: Please sign below to indicate you have understood and accepted these conditions: (Print Name) (Organisation) (Position) (Print Name) (Organisation) (Position)
(Sign) (Date) (Sign) (Date) ______
Flow and Level Request Form | 04/08/2016 | Page 1 of 3 Flow and Level Request Form | 04/08/2016 | Page 1 of 3
Flow or Level Request Form Cover Sheet FlowFlow oror LevelLevel RequestRequest FormForm Requests must be submitted at least three weeks prior to the event
Tips on completing a good application: OrganisationOrganisation:: ______ Please complete ALL details on the attached form Address:Address: Your contact details______AND the emergency contact details during your event are necessary Flexibility can be critical to our operation so please ensure that event times and flow/level requests are PhonePhone Number:Number:specific for each______day of the event FaxFax Number:Number: ______ Please return this form to the Flow and Level Coordinator at: PO Box, Hamilton EmailEmail Address:Address: ______Phone 07 857 0199 Fax 07 857 0177 Contact Email:Name: [email protected] ______ContactThe Name: Coordinator ______will confirm receipt of your request via email within three working days
EmergencyEmergencyPlease complete ContactContact the form Number: Number:with detailed time and flow or levels, see example______below Event Name: Tri-it-out – 2 days of triathlon EventEvent Name:Name: EventType: EventEvent Type:Type: Triathlon – river swim section EventEvent Location: Location : Event Location: Boat ramp area, Lake Maraetai Day Date Event Times Preferred flow or level Greatest compatible flow or DayDay DateDate Event TimeTimes PreferredPreferred flow orflow level or level GreatestGreatest compatible compatible flow flow or range level range rangerange levelor range level range egeg SundaySunday 14/08/201614/08/2016 11.30am11.30am to to 5.00pm 5.00pm 150150--160160 cumecs cumecs 8080--200200 cumecs cumecs Saturday 16th January 9am to 12pm 188.0-188.5masl 185.0-189.0masl
th Sunday 17 January 10am to 12pm 188.2-188.5masl 185.0-189.0masl
Conditions:
1. The variability inherent in climatic conditions and the changing generation needs of the electricity market PleasePleaseprevent use use Mercuryback back page page from if if more more guaranteeing space space required required any flow and level agreement. Therefore flow and level requests are approved on a “best endeavours” basis where unexpected events (eg market or weather) may impact on PleasePlease answeranswerMercury’s thethe ability followingfollowing to meet questions:questions: the request. 2. The event organiser shall be responsible for the health and safety of participants and the public involved in 1.1. WhatWhattheir events. isis thethe basisbasis During ofof departures determiningdetermining from level/flowlevel/flow an agreed requested?requested? level or flow Mercury will endeavour to make contact via the emergency details provided on this form. However Mercury accepts no liability for harm or cost to ______persons or property resulting from departure from a flow and level agreement. 3. The event organiser shall be responsible for ensuring their event complies with all appropriate laws and ______regulations, especially (but not limited to) the regulations of the Maritime Safety Authority, Harbour Masters, ______the Police and the Waikato Regional Council Navigation Safety Team.
Please2.2. WhatWhat sign isbelowis thethe scopetoscope indicate ofof your youryou have organisation?organisation? understood and accepted these conditions: (PrintLocal LocalName) ReRe gionalgional (Organisation)NationalNational InternationalInternational (Position)
3.3. HowHow manymany membersmembers doesdoes youryour organisationorganisation have?have? ______
(Sign)4.4. WhatWhat isis the the scopescope ofof thethe event?event? (Date) ______LocalLocal RegionalRegional NationalNational InternationalInternational
Flow and Level Request Form | 04/08/2016 | Page 2 of 3 Flowlow andand LevelLevel RequestRequest FormForm || 004/08/20164/08/2016 || Page 21 of 3
Flow or Level Request Form Cover Sheet 5.5. HowHow many many participants participants do do you you expect expect at at this this event? event? ______Requests must be submitted at least three weeks prior to the event
Tips6.6. on How Howcompleting many many spectators spectators a good application: do do you you expect expect at at this this event? event? ______ Please complete ALL details on the attached form 7.7. HowHowYour essential contactessential details is is it itto ANDto your your the organisation organisation emergency contactthat that the the details event event during is is held, held, your and and event why? why? are necessary Flexibility can be critical to our operation so please ensure that event times and flow/level requests are specific for each day of the event ______ ______Please return this form to the Flow and Level Coordinator at: ______PO Box, Hamilton ______Phone 07 857 0199 Fax 07 857 0177 Email: [email protected] The Coordinator will confirm receipt of your request via email within three working days ______Please complete the form with detailed time and flow or levels, see example below Event Name: 8.8. HowHow significant significant is is it itto to your your event event that that the theTri level level-it- out/flow /flow – request2 request days ofis is mettriathlon met and and why? why? EventType: ______Triathlon – river swim section Event Location: Boat ramp area, Lake Maraetai ______Day Date Time Preferred flow or level Greatest compatible flow range or level range ______Saturday 16th January 9am to 12pm 188.0-188.5masl 185.0-189.0masl
9.9. SundayWhatWhat considerations considerations 17th January have have been been10am given given to t o12pmt ohealth health and and188.2 safety safety-188.5masl for for the the event? event? 185.0-189.0masl
Conditions:______1. The variability inherent in climatic conditions and the changing generation needs of the electricity market ______prevent______Mercury from guaranteeing any flow and level agreement. Therefore flow and level requests are approved on a “best endeavours” basis where unexpected events (eg market or weather) may impact on Mercury’s ability to meet the request. 2. ______The______event organiser shall be responsible for the health and safety of participants and the public______involved in their events. During departures from an agreed level or flow Mercury will endeavour to make contact via OthertheOther emergency Comments: Comments: details provided on this form. However Mercury accepts no liability for harm or cost to persons or property resulting from departure from a flow and level agreement. 3. The event organiser shall be responsible for ensuring their event complies with all appropriate laws and ______regulations,______especially (but not limited to) the regulations of the Maritime Safety Authority, Harbour Masters, the Police and the Waikato Regional Council Navigation Safety Team.
Please______sign below to indicate you have understood and accepted these conditions: (Print Name) (Organisation) (Position) ______
(Sign) (Date) ______
Flow and Level Request Form | 04/08/2016 | Page 3 of 3 Flowlow andand LevelLevel RequestRequest FFormorm || 004/08/20164/08/2016 || Page 13 of 3 Health & Safety
Health and Safety Management Plan
For Mighty River Domain, Lake Karāpiro
1 | SITE OVERVIEW • All aspects of grounds maintenance including he Mighty River Domain (Karāpiro Lake Domain) mowing (by tractor, ride on mower and push Tis held by the Waipa District Council as a mower), weed-eating, general gardening, tree Recreation Reserve subject to the Reserves Act 1977 . maintenance and weed spraying . It is located between Maungatautari Road and the • Maintenance and cleaning of Waipa District Council western shore of Lake Karāpiro, approximately 10 km owned buildings on site . southeast of Cambridge within the Waipa District . • Rubbish collection and removal . It is approximately 19 hectares in size . • Management of functions and activities in the Sir Don Rowlands Centre, including operating a A number of clubs and organisations are based on licensed bar . the Domain . These groups lease the land from Council • Carrying out administrative duties from the but own and are responsible for their own buildings . Domain’s site office 7 days per week .
The Domain is a regional, national, and international GL Events Ltd is committed to providing a safe and focal point for a wide range of water-based sports healthy place for all employees, contractors and undertaken on the adjacent Lake Karāpiro including members of the public utilising the Mighty River rowing, yachting, power boating, water skiing and Domain . waka ama . 3 | HAZARD MANAGEMENT OVERVIEW: In addition to being a significant recreational facility GL Events Ltd has the following systems in place to for residents of the Waipa District and beyond, the manage hazards on the Mighty River Domain: Domain is also a local recreation area for neighbouring • Domain staff perform a daily site check to identify, residents . The Domain and surrounding area is of eliminate, minimise and/or isolate hazards . New historic and cultural significance to tāngata whenua . hazards are reported to and recorded in the Site Office for the Site Manager’s reference . 2 | PROJECT SCOPE OF WORKS • All full-time staff are required to attend weekly GL Events Ltd is contracted by Council to administer, staff meetings (held Thursdays) to discuss the manage and operate the Mighty River Domain on its management of existing and potential site hazards . behalf . Liz Stolwyk is the Domain’s Site Manager and Discussion on safety equipment and clothing also the Safety Manager for GL Events Ltd . occurs in this forum . • Waipa District Council engages several external The Management Contract for the site is very contractors to provide specialist services in relation comprehensive and covers the following key tasks: to maintenance of the site’s Council owned facilities .
Event Management Guide | 39 4 | PLANNING: 4.1 | HAZARD IDENTIFICATION, RISK ASSESSMENT AND CONTROL OF RISKS:
Risk Risk KPIs/ Risk Strategies Actions Responsibility Level Components Measures
GENERAL
Use trained TOMOS (holes) staff to tape the APPEARING affected areas . Staff/public or Site Staff, Tomos are BEHIND Fill hole as soon High staff vehicles fall Daily checking Council isolated LAKESIDE as practicable . into hole . representative immediately . RETAINING Communicate WALLS with Council representative .
Staff to remove Staff/public are Annual pruning and fallen branches and Trees are hit by falling dead wooding by prune (or arrange checked annually FALLING branches from registered arborist . to have pruned) and maintenance BRANCHES/ large trees on Low Staff to report trees broken branches Site Staff occurs promptly FALLING TREES site . Vehicles in decline to Site that are caught in to address any are damaged by Manager . tree and could later concerns . falling branches . fall .
Items are Staff/public are Daily checks of site Staff collect and BROKEN GLASS/ removed High injured when undertaken by Site remove items Site Staff PLASTIC On site promptly . No walking the site . Staff . immediately . injuries occur .
Staff/public not replacing bollards Daily checks and Staff to place caps Minimise harm removed from Event Host / caps available on on bollard holes from public BOLLARD CAPS Medium bollard holes, Site Staff staff vehicles . immediately . falling in holes leaving holes exposed .
Staff monitor Relocate items flooding and Facility damage that are at risk e g. . relocate items as wheelie bins (which required . may be swept away Minimise cost Site Staff FLOODING by flood water) . associated with Medium Group bookings flooding Cancellation of affected by Communicate with group activity flooding . groups booked for when flooding outdoor activities affects the site .
Visible speed Drivers respect MISUSE OF Public are at risk restriction signage . the speed VEHICLES BY Medium of being hit by Police engagement NZ Police Regular police restriction and PUBLIC vehicles . presence . adhere to it .
Battery packs are Ablution blocks Sewerage attached to most Some toilet blocks continue to blockages in Site Staff POWER CUT Low public ablution to be locked . operate during ablution blocks . blocks . power cut
40 | Event Management Guide Risk Risk Risk Strategies Actions Responsibility KPIs/ Level Components Measures
Effective Dam bursts . communication Emergency EARTHQUAKE Low Public trapped in with emergency services facilities . services .
Staff keep emergency exits In an emergency Emergency No incidents Public trapped in FIRE Low clear . Fire alarms are dial 111 . Seek Services . occurring . facilities . serviced monthly . medical advice . Site Staff
CLEANING In an emergency CHEMICAL Public swallow Staff keep chemicals No incidents Low dial 111 . Seek Site Staff SWALLOWED chemicals . in locked storage . occurring medical advice . . Staff/public have In an emergency CHEMICAL Staff handle No incidents Medium chemicals spilt on dial 111 . Seek Site Staff SPILLS chemicals safely . occurring body parts . medical advice . GROUNDS MAINTENANCE Staff lose control Experienced and In an emergency of tractor . trained staff to dial 111 . Site TRACTOR No incidents Low operate tractor . Manager is called Site Staff MOWING Public are hit by occur Tractor is regularly to deal with minor flying object from serviced . incidents . tractor . Staff lose control Experienced and In an emergency of ride-on mower . trained staff to dial 111 . Site RIDE-ON No incidents Low operate equipment . Manager is called Site staff MOWING Public are hit by occur Mower is regularly to deal with minor flying object from serviced . incidents . mower Staff receive an Experienced and In an emergency injury . trained staff to dial 111 . Site No incidents LINE TRIMMING Low operate line trimmer . Manager is called Site staff Public are hit by occur Equipment is to deal with minor flying object from regularly serviced . incidents . line trimmer .
Spraying occurs Public are during still In an emergency WEED SPRAYING Low affected by spray No incidents conditions when dial 111 . Seek Site Staff fumes or residue occur minimal public are medical advice . on foliage on site . Public gain access CONTACT WITH to chemicals and Staff keep chemicals In an emergency SPRAY Low misuse or spill No incidents in locked storage . dial 111 . Seek Site Staff CHEMICALS them on body occurring medical advice . parts .
Event Management Guide | 41 Risk Risk Risk Strategies Actions Responsibility KPIs/ Level Components Measures
EXTERNAL PARTIES
Dedicated security Intoxicated Refuse entry staff at each entry Security provider patrons do not point enter the venue .
Communication Security Patrons arrive between staff at Low Communication Security provider staff share intoxicated different entry information . points
Information and Information and signage in place . Set expectations Event organiser signage Ticket buyers advised .
Bag searches at Security provider Confiscate alcohol . entry Alcohol is not Provide alcohol brought into Patrons smuggle Medium collection bins . Security provider venue alcohol into venue Refuse entry
Information and Information and Set expectations Event organiser signage signage in place .
Limit number of serves per purchase to 2 Licensee and duty standard drinks . No managers RTD’s sold with > There are no INTOXICATION 5% alcohol content . intoxicated patrons in the Monitor for Security provider venue excessive drinking Licensee
Monitor for Security provider Security staff are intoxicated patrons Licensee present at each point of sale Promote non and Licensee and duty low alcoholic drinks managers Duty manager is Patrons drink Control sale and Remove present at each High excessively supply intoxicated patrons Security provider point of sale from venue
Licensee and Close bars Police
Information Information and Licensee and signage are signage present
Communicate Regular good behaviour Function MC communicated expectations messages
Water on tables, Water is no bottled of wine Licensee continuously provided . available
42 | Event Management Guide Risk Risk Risk Strategies Actions Responsibility KPIs/ Level Components Measures
Promote Food is available Patrons have not substantial and Licensee and (or notified) at Low eaten since dinner Provide food varied food, and catering provider each point of INTOXICATION served on site make it easily sale cont’d accessible Use trained and No entry after Patron drinking One way door Medium experienced Security staff set time (e g. . outside venue system security staff . 8 00pm).
There are Minors access ID checks at entry Medium Security provider no minors in licensed areas points licensed areas
Security provider No minors UNDER-AGE ID checks at bars and duty manager purchase alcohol DRINKING Minors purchase Use effective ID High system Information and alcohol Information and Licensee signage signage are present
Containers are Low thrown INJURY FROM Frequent clearing Venue/Licensed Control drink DRINK of empty vessels Licensee area are cleared Low Broken glass containers used CONTAINERS on tables of rubbish Low Trip hazards
Pre-event marketing of Event organiser responsible drinking messages Venue does not DRINKING AND Patrons drink and Promote non and Licensee and duty feature in last Mod Drink-drive policy DRIVING drive low alcohol drinks managers drink survey statistics Provide alternative transport options Event organiser and advertise at all exit points .
Licence Breach of licence Ensure staff are USE OF High conditions are conditions well managed and IN-EXPERIENCED complied with suitably trained . AND TEMPORARY Utilise experienced Intoxicated Security Ratio 1/35 Event organiser No intoxicated SECURITY AND High staff from a patrons (6 staff) and licensee patrons BAR STAFF reputable provider Bar Staff Ratio 1/40 No minors High Sales to minors (6 staff) purchase alcohol
Utilise experienced Trespass patrons No disorderly staff from a Security provider from venue behaviour reputable provider DISORDERLY Disorderly Medium Ensure staff are BEHAVIOUR Behaviour Minimise levels of suitable managed Security provider No disorderly intoxication amongst and patrons are behaviour patrons aware of the Police venue’s rules
Event Management Guide | 43 Risk Risk Risk Strategies Actions Responsibility KPIs/ Level Components Measures
All TMP’s are Traffic accident approved by Waipa Event organisers, In an emergency due to District Council staff traffic management dial 111 . Site TRAFFIC inadequacy of prior to use . staff employed to No incidents Low Manager is called MANAGEMENT TMP or poor implement TMP, occurring to deal with minor implementation Experienced and Site staff and Site incidents . of TMP . trained staff used to Manager . implement TMPs . Contractors to secure work site to Staff or public keep staff / public at are injured as a safe distance . result of external In an emergency External CONTRACTORS contractor dial 111 . Site Contractors to have contractors, No incidents WORKING Medium working on site . Manager is called site specific H&S plan . overseen by Site occurring On site to deal with minor Manager Contractors incidents . Contractors are are affected by inducted to site and hazards on site . made aware of site hazards .
Site Staff to ensure Visitors falling Visible signage on signage is visible PUBLIC In an emergency No incidents Medium from playground site advising parents and play ground PLAYGROUND dial 111 . occurring equipment to monitor children . equipment is safe to use
5 | IMPLEMENTATION: any hazards identified on site . 5.1 | Responsibility and Accountability: • Being actively involved in developing the site’s Site Manager is responsible for: Health and Safety Management Plan . • Providing staff with all of the required equipment and information to perform their jobs safely and Event hosts are responsible for: effectively . • Working on site in a safe and healthy manner . • Integrating and promoting occupational health and • Encouraging others to work in a safe and healthy safety best practice into all aspects of the workplace . manner . • Planning, developing, documenting, implementing • Ensuring all aspects of the site’s Event Management and monitoring an occupational health and safety Manual are complied with . programme . • Reporting and assisting to eliminate, minimise or isolate any hazards identified on site . Employees are responsible for: • Working in a safe and healthy manner . 5.2 | Training and Competency • Encouraging others to work in a safe and healthy Domain staff receive comprehensive induction training manner . during their first month of employment which covers all • Discouraging others from working in an unsafe aspects of their role . Further to this, additional training manner . is provided during weekly staff meetings . • Complying with the site’s Health and Safety Manage- ment Plan . The Site Manager has a strong commitment to ensuring • Reporting and eliminating, minimising or isolating that all employees are adequately trained and supervised
44 | Event Management Guide in their roles . She will stay up to date in her knowledge guidelines for dealing with emergencies . The safety of New Zealand’s health and safety legislation and will of people is the highest priority . In the event of an take overall responsibility for the following: emergency, the following procedure is utilised: • The safe operation of machinery, tools and equipment 1 . Raise the alarm by staff on site . 2 . Evacuate people from the affected area • The safe handling and storage of hazardous materials 3 . Activate emergency shut of down any systems on site . involved • The use of personal protective equipment by staff on 4 . Call emergency services (dial 111) from a safe place site as appropriate . and advise the operator which emergency serve is required In addition, the following minimum levels of Domain 5 . Alert the Site Manager and the Site Office of the staff qualification will be upheld: emergency (if required) • A minimum of two Domain staff members will hold 6 . After the event, complete an incident report and a current First Aid certificate at any time . review the effectiveness of the emergency plan • A minimum of one Domain staff member will hold a implementation current Spray Handler’s certificate at any time . • A minimum of two Domain staff members will hold In the case of a Fire: a current STMS qualification at any time . If it is safe to do so: • A minimum of two Domain staff members will hold a • activate emergency stop and switch off power to all current Traffic Controller’s qualification at any time . equipment • shut any isolation valves 5.3 | Consultation, communication and reporting • If a small fire, use a fire extinguisher to contain and Liaison with Council: The Site Manager meets with a extinguish the fire . Council representative monthly to discuss site issues, including topics relevant to Health & Safety on site . In the case of a Spill: If it is safe to do so: Weekly staff meetings:Staff meetings are recorded • identify the nature of the spilled substance and any issues related to Health & Safety are attended • put on safety equipment (e .g . overalls, boots, gloves to promptly . and eye protection) • close off the source of the spill Fortnightly Health & Safety meetings: Staff meetings are • remove or extinguish all sources of ignition (if the recorded . The Site Manager takes overall responsibility spilled substance is flammable) for dealing appropriately with all identified issues . • utilise barriers to prevent the spilled substance from entering the Lake or stormwater system Lake User meetings: Lake users are able to address any Health & Safety concerns with Domain staff and In the case of an LPG Leak: Council representatives at Lake User public meetings If it is safe to do so: held twice yearly . • keep the cylinder cool with a water hose, sprayed from a safe distance External: The Site Manager’s cell phone number is • remove or extinguish all sources of ignition clearly displayed on a large sign outside the Domain • remove from heat source if it is possible Site Office which is illuminated at night . A message • stop the leak by shutting the cylinder valve on the Site Office phone also provides the cell phone • remove the cylinder to a safe outdoor location number of the Site Manager . • if the leak occurred inside a building, ventilate the area thoroughly until the air is clear 5.6. | Emergency Preparedness and Response • if the leak is minor, check the system for any indication Domain staff follow the Department of Labour of gas (such as smell or hiss) . A suspected leak from
Event Management Guide | 45 a hose can be tested using a soapy water solution, ing units in the Sir Don Rowlands Centre which will bubble at any point where gas escapes . • NZ Engineering Ltd, who service the Sir Don First Aid kits are available in the Site Office, the Sir Don Rowlands Centre lift . Rowlands Centre kitchen and on staff golf carts . The • Envirowaste Services Ltd, who provide and empty site’s AED (defibrillator) is located in the Site Office . the site’s rubbish skip bins • Steen & Morrow 2008 Ltd, who carry out electrical 6. | MONITORING AND MEASUREMENT repair and maintenance work on the site as required 6.1 | Inspection and Maintenance • Steenson Plumbing, who carry out plumbing repair The Site Manager and Council Representative and maintenance work on the site as required . associated with the site have overall responsibility to ensure that inspection and maintenance duties are 6.2 | Personal Protective Equipment carried out regularly and as required . In addition: All Domain staff are required to wear appropriate • Site staff perform a full site check daily to identify, clothing and use protective equipment that suits minimise and isolate hazards . Hazards are reported the task they are involved with . The following safety to the Site Office and recorded for the Site Manager’s equipment is stored in the site workshop: safety reference . glasses, helmets and other protective headgear, masks • All full-time staff are required to attend weekly and overalls for spraying, gloves for cleaning . staff meetings (Thursdays) to discuss any potential hazards, report on existing hazards and provide 6.3 | Storage and Handling of Chemicals any relevant information on hazards . Discussion on Cleaning storage cupboards are located at the rear of all safety equipment and clothing also occurs . public ablution blocks on site, off the hallways in the Sir • A number of external providers contract to Waipa Don Rowlands Centre (both upstairs and downstairs), District Council in respect of the site . These include: in the chalet laundry and in the Rob Waddell Lodge . • Fire Security 2016 Ltd, who carry out IQP auditing These cupboards are kept locked at all times . Data of Council’s built structures for Building Warrant of material sheets are located in all cleaning cupboards Fitness purposes There is a locked shed in the site workshop where • Cannon Hygiene (OCS Ltd), who provide regular chemicals are stored for safe keeping . deep cleans of the public urinals and toilets • Rentokil Initial Ltd, who service sanitary bin and 6.4 | Records air freshener equipment, spray for insect pests and The site’s Accident Register is filled out for all incidents shoot rabbits on site and staff are reminded of this at regular staff meetings . • Condair Air Conditioning, who service air condition- It is located in the first aid kit in the Site Office .
46 | Event Management Guide Notes
Event Management Guide | 47 www.lakeKarapiro.co.nz
Liz Stolwyk | info@lakekarāpiro co. .nz | 07 827 4178 601 Maungatautari Rd, Karāpiro 3494