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Event Management Guide a ‘Must Read’ for All Event Organisers

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Event Management Guide a ‘Must Read’ for All Event Organisers 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 .
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