A ‘MUST READ’ FOR ALL EVENT ORGANISERS
EVENT MANAGEMENT GUIDE
01 July 2020 – 30 June 2021
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 . Fittings...... 7 21.0 Site Security ...... 19 2 3 . Lighting...... 7 2 .4 Alcohol & Beverages ...... 7 22.0 Event Information ...... 19 2 .5 Hire Contract...... 7 23.0 Police ...... 20 2 .6 Set up & Break down...... 7 ...... 2 .7 Security for Centre...... 8 24.0 Lost Property 20 2 .8 Function Manager ...... 8 25.0 Funding and Sponsorship 2 .9 Access...... 8 25 .1 District Promotion Fund...... 20 3.0 Event Accommodation...... 8 25 .2 Community Discretionary Grants...... 20 25 3. Creative Communities Scheme Grants. . . . . 4.0 Event Health & Safety 20 25 .4 Waste Minimisation Fund...... 21 4 .1 Event Plans ...... 10 25 .5 Community Funding Guide...... 21 4.2 Certified Professionals...... 10 ...... 4 .3 Electrical Cords and Equipment...... 10 26.0 Dogs 21 4 .4 Fuel Storage ...... 10 27.0 Musical Performance ...... 21 5.0 Site Services Appendices ...... 22 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 On site Internet ...... 12 5 7 . Power ...... 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 Management Guide
Welcome
he Mighty River Domain is located on the edge of Lake All event, accommodation and function enquiries should TKarāpiro. It covers a total of 19 hectares and space is be directed to the Domain site office. The office is attended divided into different zones for booking purposes. Individual Monday to Friday between 8.30am and 5.00pm and over or multiple zones may be booked for exclusive use during some weekends. Site staff are available to meet with event an event, depending on the event’s requirements. organisers on site to discuss individual event requirements .
Lake Karāpiro has kilometres of sports and recreational use The Mighty River Domain is administered by Waipa District water which is also divided into zones for booking purposes . Council and managed by Liz Stolwyk, the Site Manager . These zones may be hired, subject to availability, if a water- Please make contact to discuss future event plans . based activity is planned . 1.0 | Event and Accommodation Bookings
he Mighty River Domain site office operates a booking event to advise preferred event date/s . Where more than one Tsystem for all events and accommodation use on the event organiser wishes to hold an event on the Domain on Domain and Lake Karāpiro, where exclusive use or restricted the same date/s, Domain sharing and event re-scheduling access to land and Lake water zones is required . Event options will be considered . If these options are not practicable, organisers must comply with all conditions of use outlined in a weighted scoring system will be used to determine which this guide when staging events on the Mighty River Domain event the date will be allocated to . and adjacent waters . Further information about this process may be obtained from EVENT BOOKING PROCEDURE: the site office upon request. Only those events that align The Mighty River Domain draft calendar for the year (1 with the objectives of the operative Karāpiro Lake Domain September through 30 June) will be prepared by the Site (Mighty River Domain) Reserve Management Plan and for Manager at the start of the calendar year and confirmed at the which the necessary resource consent has been obtained or annual Post Season Lake Users’ Meeting held in early May . is obtainable (if any) will be considered.
The event calendar for events held at Horahora Domain Once the event calendar is confirmed, a Temporary Event during the following year (July through June) will be confirmed Application Form and Event Management Guide will be sent around 1 July each year. Event organisers should contact the to each event organiser . Mighty River Domain site office 12 – 15 months before the
Event Management Guide | 5 Management Guide
The completed Temporary Event Application Form and prior to, during or after the event), this will also be charged for. attached traffic management plan MUST be returned to All applications for Lake bookings must include an acceptance the Mighty River Domain site office at least six weeks of the terms and conditions of use, as set out on the Temporary prior to the event. This application will be forwarded to the Event Application Form and in this user guide . Waikato Regional Council, which approves and coordinates public notification of any Lake closures. EVENT CANCELLATIONS: Event Cancellations will be accepted without loss of deposit up FEES and CHARGES: to 90 days before the scheduled event start date. If the event is Waipa District Council charges may be paid at the Mighty cancelled within 90 days of the scheduled event start date, the River Domain site office by cheque, credit card or EFTPOS. 25% deposit will be forfeited; or if no deposit has been paid, Alternately, an invoice may be sent out to the event organiser . 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 high / All pre-booked land zones and facilities will be charged for. If an low ropes course and other outdoor pursuit activities on the un-booked land zone is used in relation to an event (whether Domain during an event .
2.0 | Sir Don Rowlands Centre
he Sir Don Rowlands Centre is available for use during • Full day: $85.00 Tevents and is a licensed venue . The event organiser holding • Half day: $45.00 a Lake or Domain based event will be given the first option of booking the Sir Don Rowlands Centre for the duration of their There are 37 sealed general parking spaces, 45x15m gravel event . The Site Manager will contact each event organiser parking spaces and 3 disabled parking spaces in the Sir Don prior to their event to discuss how spaces within the Sir Don Rowlands Centre car park . The sealed car park and gravel Rowlands Centre could be effectively utilised. Site staff may area is reserved for hirers of the Sir Don Rowlands centre (see book other, complimentary, functions to occur on site during Domain Map page 27). Other parking areas (both sealed and an organised event, in consultation with the event organiser . grass) are available on site to accommodate a total of up to 1,500 vehicles. For a tour of the Sir Don Rowlands Centre, There are four main rooms for hire in the Sir Don Rowlands please contact the site office. Centre . The Main Hall is the largest space and has a full commercial grade kitchen and servery associated with it . The 2.1 | ROOM SIZE / SEATING CAPACITY Waipa Room is located downstairs and contains a kitchenette . Capacities for each room as shown below: The Karāpiro Room is located upstairs and has an adjacent kitchen and linking servery . The Te Manawa o Matariki room is Main Hall: 606m2 located on the ground floor close to the carpark. Theatre – 900 Cocktail – 750 The Sir Don Rowlands Centre also has a designated First Aid Banquet – 400 Room (exterior entry) and a Drug Testing Room that is available for use during events. These rooms are used by different event Waipa Room: 81m2 organisers at different times, so it is important that all valuables Theatre – 56 are removed after use . U-Shape - 25 Data projector available for Main Hall . Banquet – 40
6 | Event Management Guide Karāpiro Room: 132m2 and other areas of the Domain e .g . the spectator embankment . Theatre – 100 A portable bar, glassware and waiting staff will be provided as U-Shape – 38 part of this service . Perry Community Water Sports Centre is Banquet – 80 not covered by existing licence .
Te Manawa o Matariki: 132m2 2.5 | HIRE CONTRACT Theatre – 100 A copy of the Sir Don Rowlands Centre Hire Contract to be U-Shape – 38 provided, please contact site office. Banquet – 80 2.6 | SET UP and BREAK DOWN Perry Community Water Sports Centre Event organisers are responsible for the set up and break – Home of the Cambridge Yacht Club down of their event / function, unless they have opted for site The Canoe Racing NZ High Performance Training Centre is staff to complete it on their behalf (at a cost of $26 per staff located at the southern end of the site . There is a small function member per hour). room adjacent that is also available for hire to event hosts . Full day charges for use of space in the Sir Don Rowlands Perry Community Water Sports Centre: Centre and land space around the Sir Don Rowlands Centre Theatre – 56 are based on a 12 hour hireage period from 6am on the first U-Shape - 25 day of the event / function . Banquet – 40 If an event organiser wishes to set up or break down outside 2.2 | FITTINGS of this 12 hour period, this should be discussed with site The Sir Don Rowlands Centre has 300 (navy) chairs, 42 round management beforehand . All break downs must be completed (1.8m diameter) tables, 10 rectangle tables (1.8m length), 6 within 2 hours of the end of the event / function, unless 3x4m portable sections of blackout curtain, and a lectern arranged prior . available for use during functions. The Main Hall is fitted with a 5 8x3m. screen and suspended data projector . Event If event organisers require the exclusive use of space in the Sir organisers should discuss additional furniture requirements Don Rowlands Centre for set up, the day prior to their event / with the Site Manager . function, this should be marked on the booking form . Booking of space for set up purposes will incur a fee of 50% of the Note . The use of the portable stage units and additional chargeable hireage fee . furniture hireage will be charged for . All rooms hired should be left as they are found - this includes 2.3 | LIGHTING vacuuming and shampooing carpets if necessary . External Lights in the Main Hall do not have a dimmer function, mobile food vendors wishing to set up near the Sir Don however, lighting can be set at different levels of brightness by Rowlands Centre are required to have their site location turning specific bulbs on or off. Event organisers may bring in approved by the Site Manager prior to their arrival on site . Set further lighting for their function if desired, though an additional up immediately in front of the Sir Don Rowlands Centre will charge for connection to the power supply will apply (refer not be encouraged . ‘Grounds and Lake Zones Charges’ table in Appendix). A silk ceiling lining is also available for hire in the Main Hall . Photos 2.7 | SECURITY FOR CENTRE of this lining can be obtained from the site office. All prize-giving and large event social functions held in the Sir Don Rowlands Centre must have security staff stationed 2.4 | ALCOHOL and BEVERAGES at the front doors for the duration of the function . The The Site Manager will organise the supply and service of ALL security staff must ensure that no guests bring in their own alcohol and other beverages in the Sir Don Rowlands Centre refreshments, as the Centre is a licensed premise. A one-
Event Management Guide | 7 Management Guide
way door policy is encouraged . It is the event organiser’s alcohol during the function, to ensure that they are fit and able responsibility to hire security staff through a reputable to act in the capacity of ‘function manager’ . and registered security company and to cover the cost of employing these staff. 2.9 | ACCESS Event organisers must liaise with the Site Manager to ensure 2.8 | FUNCTION MANAGER that ancillary service staff (such as caterers, technicians and Event organisers must appoint a ‘function manager’ for any musicians) have access to the Sir Don Rowlands Centre for social function to be held in the Sir Don Rowlands Centre . The the servicing of functions before, during or following an event . function manager must be available for the duration of the function to assist the bar manager to resolve any issues that Note: There are to be NO event-related personnel in the Sir may arise The. function manager is to refrain from consuming Don Rowlands Centre between midnight and 5.00am.
3.0 | Event Accommodation
herever possible, the Rob Waddell Lodge and chalets A minimum per night accommodation charge will apply to use Wwill be reserved for event officials or participants during of the Rob Waddell Lodge or chalets during an event that is an organised event. Please advise site staff at the time of listed on the confirmed event calendar (refer to the Appendix booking the event if this accommodation will be required . for details). 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-ordinate all Event organisers who do NOT require the on site bookings and make sure that occupants pay all applicable accommodation to be used by event officials or during the charges in full . event itself may advise the site office of which event-related group/s they prefer to have use of the on site accommodation Please contact the site office to request a Rob Waddell Lodge during the event . room plan .
4.0 | Event Health and Safety
aipa District Council and the Mighty River Domain Mighty River Domain to inform site users of their Health & Wsite management team are committed to the goal of Safety obligations and to keep track of those on site . The achieving zero harm on site, providing and ensuring a safe and SINE system can be accessed from tablets located in the Site healthy environment for everyone using the venue and facilities . Office and in the Sir Don Rowlands Centre foyer. The SINE You have a responsibility to ensure the safety of yourself and system can also be downloaded to your mobile phone via everyone around you at all times . To keep everyone safe, please ‘Playstore’ on Google Play . note the following safety requirements that will affect you when hosting an event on the Mighty River Domain . Before commencing set up of your event, you will be required to review the site’s Hazard Identification Schedule and confirm An online system known as SINE is now in use on the that you agree to abide by the site’s Health & Safety processes
8 | Event Management Guide via the SINE system . SINE system is available for free down at each event are as diverse as the events themselves . It is load in all App and Google play stores .it is recommended that therefore important that the medical support provided at an each member of your team registers with this App prior to event is tailored to meet the needs of the event . Only medical entering the site . An iPad with the SINE system is available professionals who have appropriate professional training and at the Site office. It is the Event Hosts responsibility to collect can supply a current ‘Medical Director’ endorsement will be and return this . approved to provide medical services on Mighty River Domain .
Event organisers must advise the Site Manager as soon www.sine.co/sine-pro/ as practically possible if emergency services (NZ Police or Ambulance) are required to attend an incident on site. On a daily basis, event organisers must provide the Site Office with Paper copies of the site’s full Health & Safety Manual are also the individual reports for each person who has been attended available in hard copy from the Site Office for distribution to to and following the event provide the Site office with a post your event team . Each member of your event team (paid or event report with list of incidents and accidents associated non-paid) and all mobile food vendors must ‘check in’ DAILY with the event, completed by the event’s Health & Safety on the SINE system before undertaking event duties on site . officer and/or medical staff.
Waipa District Council staff will support Mighty River Domain Event organisers must provide to the Site Manager a register team members in completing regular checks of the site, from of any complaints received in relation to the event, whether a Health and Safety perspective, prior to and during events . written or verbal . Event hosts must meet with staff, upon request, to rectify any Health & Safety concerns . Tips for event organisers from an EMS perspective: • In an environment of limited health care resources, the Event organisers must liaise with the Site Manager in relation sooner a patient is treated, the better their chance of to the alteration, removal or blocking of any site infrastructure recovery . during an event . The construction or bringing on site of any • Medical services should be provided for the entire event, additional structure to the Mighty River Domain must be including the installation and break down of the event if approved beforehand . this is a large scale or dangerous operation . • Medical services may also be needed for attendees ON SITE MEDICAL PRESENCE queuing to get in and out of the event . Mighty River Domain provides a complimentary medical • If the event is a multi-day with attendees camping room for approved on site medical contractors to utilise at overnight, you may need around-the-clock medical their discretion during the period of your event . By law and services . moral obligation, organisers of an event need to ensure that • Locate first aid/medical teams carefully, so that the safety and acute health needs of people participating and emergency response times are minimised . attending an event are cared for . • Provide information about the location of medical facilities to attendees . Use signs and print the information on Each event is different, so the requirements for medical support programmes or tickets .
Event Management Guide | 9 Management Guide
• Stewards and all other event personnel should know 4.3 | ELECTRICAL CORDS and EQUIPMENT where the medical services are located . ALL electrical cords used on site must be approved and • Ambulances and other emergency vehicles need to tagged by a licensed electrician immediately prior to an have clear access in and out of the venue, in case event (i.e. six months before, at the earliest). All electrical casualties need to be transported . cords must be free of nails or metal attachments; rubber or • At events with large crowds or difficult access, medics plastic attachments are preferred . on foot, mountain bikes, motorcycles or ATV may be required . Power cords that run across a traffic thoroughfare must be • Ask for CV’s or guaranteed assurance of qualification covered by purpose-made rubber (or similar) covers that do levels of Medics . not interfere with the cord diameter . Electrical cords used on • Ask for referees to ensure the quality of service you will site must be 50m or shorter. It is recommended that full 50m receive . length cords have an automatic power load shut-off switch board connected at the power source end . Cords that are 4.1 | EVENT PLANS linked to extend more than 50m in total must be joined by an Event organisers must supply a copy of their ‘Health & automatic power load shut-off. Note: Power load shut offs Safety’ and ‘Risk Management’ plans for each event at least (also known as ‘adaptor boxes’) must carry a New Zealand six weeks prior to the commencement of the event set-up. or Australian standard approved stamp . All events must provide a detailed site specific map of their event set up & layout for the land and waters used . An approved electrician must carry out the maintenance of electrical equipment on site . No handy man maintenance is Forms and information are available from the site office to to occur . This directive covers, but is not limited to, electrical assist with the preparation of these documents . Failure to fuses, damaged junction boxes and miscellaneous electrical provide adequate plans or to provide the required plans in equipment brought onto the site . time may result in the event being withdrawn from the event calendar . A Health & Safety representative from Waipa Power adaptors for the large power boxes on the spectator District Council may visit the site prior to and/or during embankment may be hired from the Domain site office. the event to ensure full compliance with Health & Safety Adaptors will only be given to event organisers, NOT to requirements . Noncompliance may result in the event being vendors . Please refer to section 5 .6 (‘Spectator Embankment shut down until such time as compliance is achieved . Power’) for more information. Leads may not be strung overhead, unless approved by the Site Manager upon the 4.2 | CERTIFIED PROFESSIONALS recommendation of the site’s electrician . All leads on the Stages, grandstands, portable buildings and structures ground will be secured in a way that eliminates trip hazards . supporting lights or speakers are to be designed and certified by a registered engineer . Waipa District Council requires a 4.4 | FUEL STORAGE copy of documentation to prove that this has occurred . All A lockable storage area must be organised by the event scaffolding to be erected by a certified scaffolder. Please organiser if more than 20 litres of racing fuel is to be stored contact the site office for a list of certified Waipa Suppliers, overnight . NO fuel is to be stored in the campground, under if required . any circumstances .
10 | Event Management Guide 5.0 | Site Services
t the time of application, it is the event organiser’s • National event: 3 x 3m3 skips Aresponsibility to inform the site office of the expected Each additional 3m3 rubbish skip will be charged for at $53.00 number of competitors/spectators for the event . Prior to the per skip . event, the event organiser should liaise with site staff in regard to the provision of: 5.2 | RECYCLING • Toilet facilities Mighty River Domain operates a recycling programme . Glass, • Refuse disposal services plastic, aluminium, food and cardboard are all collected for • Traffic management recycling. Event organisers are encouraged to assist with staff • Food and alcohol efforts to become more environmentally friendly, by recycling whilst on site. There are recycling bins in various different Cleaning of the permanent toilet facilities will be carried out by places around the site . site staff. Graffiti is to be reported to the site office as soon as it is noticed, to ensure immediate removal . Event organisers Please notify event participants, vendors and spectators will be charged for any repairs to site facilities damaged during (over the PA system) of the location of these stations, i.e. the event . Depending on the type and size of an event, Waipa on the spectator embankment at the Rob Waddell Lodge District Council’s Environmental Health Officer may require and chalets near the camp amenity block in the upper and the provision of additional facilities (such as ‘porta-loos’ and lower campground near the Sir Don Rowlands Centre . The rubbish bins) during an event. recycling stations are mobile, so if a station is needed in a particular place, please advise the site office. 5.1 | RUBBISH The removal of rubbish from bins on site will be coordinated 5.3 | REMOVABLE BOLLARDS and carried out by site staff during and at the completion of There are several removable bollards at the top of the spectator the event. If bins are needed in specific places, please let the embankment, to allow service and event vehicles to access the site office know. Event organisers must ensure that all event grassed areas . Removal and replacement of these bollards is administration rubbish is outside near a wheelie bin by 4pm the event organiser’s responsibility . Damaged or lost bollards on each event day . If rubbish is put out after this time, it may will be charged for . Once bollards are removed, the resulting not be cleared until 11.00am the following morning. The only holes must be covered with caps that can be obtained from exception to this is on the final day of the event. the site office.
It is the event organiser’s responsibility to ensure that all of the 5.4 | WATER USE ground rubbish (i.e. general litter) on the Domain (including If a vendor uses an excessive amount of water during an event all car parking areas on and off site) is picked up within 2 (for example to operate a water slide) the event organiser will hours of the completion of the event . A fee will be charged be charged for this water use . for the collection of ground rubbish after this time. Site staff will collect rubbish from on site wheelie bins during the event . 5.5 | SITE WORKS It is a requirement of the current Health & Safety legislation that The cost of this service is included in the site hireage charges, everyone maintains a safe workplace, and your contractors unless the total collected (per day) exceeds the following: and sub-contractors are no exception to this rule. Please • Local event: 1 x 3m3 skip ensure that the contractor/s you wish to engage are included • Regional event: 2 x 3m3 skips on Waipa District Council’s Approved Contractors List before • North Island event: 3 x 3m3 skips they perform any work on site . Permission must be sought
Event Management Guide | 11 Management Guide
from the Site Manager prior to carrying out any site works from 63 amps to multiple 32, 16 and 10 amp plugs) that will necessary to stage the event - this includes laying of cables, be issued to the event organiser upon request . Use of the digging of holes, electricians etc . VOXBOX is free of charge, however if lost or damaged, the event organiser will be charged for its repair or replacement . 5.6 | ON SITE INTERNET Council has an existing agreement with an internet company If an event organiser wishes to make use of the ‘pop up’ points to provide WiFi internet services to the Mighty River mentioned above, further VOXBOX(s) will need to be hired Domain . This service covers the entire site, with the Sir Don from an offsite source. The use of mobile power generators Rowlands Centre, the Rob Waddell Lodge and chalets, the on site are discouraged, but may be allowed in certain campground and the spectator embankment being serviced circumstances with the permission of the Site Manager . as required . Event organisers are therefore prohibited from providing complimentary or ‘to purchase’ WiFi services to The following plugs are available for use: spectators or participants of their events . Back of toilet block closest to main boat ramp: 1 x 32 amp, 3 x 10 amp and 1 x 63amp. Event organisers have the opportunity to work with the internet company associated with the site to design internet Back of toilet block closest to Rowing NZ’s High services to assist with the running of an Event, though Performance Centre: may continue to use an existing provider if desired . Event 1 x 32 amp and 1 x 10 amp. organisers can contact the site office directly to discuss their Event internet requirements . Spectator embankment box closest to main boat ramp: 1 x 63 amp, 3 x 16 amp, 1 x 32 amp and 2 x 10 amp. 5.7 | POWER There are several electrical supply points (green boxes) from Embankment boxes (x2) further from main boat ramp: which power can be sourced during events . The embankment 2 x 63 amp each . also has ‘pop up’ points for further electrical coverage (see site management for the location of these). Event organisers Victory Dais: must coordinate power access with vendors who require it . 1x 16 amp and 1 x 10 amp. It is the event organiser’s responsibility to inform vendors about the applicable power charges (refer Appendix), as these Top of ramp outside Sir Don Rowlands Centre charges will be added onto the event organiser’s final invoice. commercial kitchen: The site office has one portable VOXBOX (power adaptor 1 x 63 amp, 2 x 32 amp and 2 x 10 amp.
6.0 | Signage
large electronic display board on the corner of All signage within 50m of the Maungatautari Road boundary AMaungatautari Road and Judd Lane can be used to of the Mighty River Domain must face towards Lake Karāpiro. advertise future events. Please advise site staff if an event- Signs must be internally illuminated and must not incorporate specific message is required. fluorescent or moving images. All Waipa District Plan directives in relation to signage must be adhered to . Event-related signage located within the Mighty River Domain is permitted without limit in terms of the size of signage There are to be no signs attached to the fence on the outskirts and the number of signs, provided that all such signage is of the Domain . removed at the conclusion of the event .
12 | Event Management Guide 7.0 | Resource Consent
vents that are likely to breach the Lakeside Reserve Zone • Duration of the event Erules, as set out in the Waipa District Plan, may require In granting resource consent for an event, Waipa District resource consent . Factors that may cause a resource consent Council may impose conditions regarding certain aspects of to be required include, but are not limited to: 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, an impact on whether the required level is possible . A sample Iapplication needs to be made to Mercury Power (attention, Lake Level Request form can be found in the Appendix . Flow Level Request Coordinator) at least 4 weeks prior to the event . If a Lake level request is approved, Mercury Power Event organisers are asked to complete a Mercury Power staff will make every effort to achieve the required Lake level, Post-Event Feedback Form if they benefitted from a particular although factors such as rain fall and electricity demand lake level during an event .
9.0 | Temporary Event Noise
oise from temporary events held on the Mighty River It is the responsibility of the event organiser to ensure that NDomain may not exceed the following limits, as measured noise levels arising from event activities (including the use within the boundaries of any adjacent property: of PA systems, amusement devices, fireworks etc. and from event-related camping) comply with the Waipa District Day Time (7.00am – 8.00pm) Plan and the Resource Management Act 1991 and that • 55dBA Leq other Domain users and local residents 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 response to a noise Note that these provisions relate only to land-based activities. complaint, any requests that they make must be cooperated Noise generated from activities on the surface of Lake Karāpiro with immediately and in full . is not restricted by this rule .
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10.0 | Communication with Residents
esource Consent conditions require event organisers to If the Site Manager determines that some aspect of the event Rnotify all neighbours within 500m of the Domain at least one (such as traffic arrangements or noise) is likely to cause a week prior to an event taking place . Mighty River Domain site particular concern for residents, the event organiser may be staff fulfil this obligation by providing a copy of the confirmed required to do a letter drop targeting affected properties. In event calendar to residents each October and by providing some cases the 500m radius of contact may be extended to regular updates through an emailed newsletter . Neighbours ensure appropriate coverage . do, however, appreciate direct contact with event organisers .
11.0 | Temporary Structures
he Waipa District Plan (Lakeside Reserve Zone) allows • The site is re-instated to the condition that it was in prior to Ttemporary event-related structures such as tents, the event, as far as is practicable . marquees, re-locatable buildings, portable toilets and mobile food vendors to be brought to or erected on the Mighty River Flooring laid in marquees and tents MUST be of a breathable Domain, provided that they adhere to the following: material. If grass dies as a result of flooring being laid, the • They are removed at the conclusion of the event (same day, event organiser will be invoiced for the cost of under-sowing unless prior approval from the Site Manager is obtained) the grassed area/s affected.
12.0 | Amusement Devices
Waipa District Council permit is required to operate a Council for details . Waipa District Council will need to sight a Amechanical amusement device (such as a ferris wheel) copy of the device’s Certificate of Registration of Amusement during an event . This permit attracts a fee – check with Device (Worksafe NZ) prior to permitting.
13.0 | Building Consent
emporary event-related structures (including the examples to be used for less than one month Tmentioned in section 4 2,. as well as grandstands, • Temporary platforms, bridges up to 1 5m. high (Note: temporary buildings, platforms and bridges) require a building structures of this type that are 1m to 1 5m. high must be consent from the Waipa District Council . Certain exceptions to fitted with safety barriers, in accordance with F4 of the NZ apply, there are: Building Code) • Tents or marquees with a floor area of up to 100m2 that are Large tents and marquees may be required to be fitted with a
14 | Event Management Guide fire alarm, emergency lighting in exit ways and a fire extinguisher temporary structures that are constructed on or brought to the in order to gain consent . It is the event organiser’s responsibility site for the event . to provide the site office with certificates of compliance for all
14.0 | Food Vendors
f food is sold or given away at an event, the event organiser referring to Council’s website waipadc.govt.nz/our-services/ Iis required, under the Food Act 2014, to have a registered environment-and-health/food. Note: Food vendors must Food Control Plan or National Programme from a Council . comply with the electrical provisions listed in section 4 .3 of this guide . The event organiser will be asked to supply a list of all operators, giving registration details of each operator and It is preferred that event organisers locate vendors on the main their contact details, a minimum of two weeks before the embankment adjacent to the embankment toilets nearest the event. Waipa District Council’s Food Act Officers may, at their main boat ramp . A variety of power options and water are discretion, carry out compliance inspections of food operators available there . at the event. Non-profit charitable food operators who are associated with less than 20 events a year are exempt from Event organisers may request that an alternative location be registration, but are still expected to utilise safe food handling used by vendors during an event, but given other activities on and storage practices . site, alternatives may not always be possible . Event organisers must also ensure that food vendors arrive no earlier than Event organisers can obtain information on current food 6.00am on the first day of the event, unless organised prior regulations and charges from Waipa District Council’s with the Site Manager . All food vendors are to be packed down Environment Health Officers (Food Act Officers) or by and off site 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 Waipa wishing to attend the café, though are not required to allow TDistrict Council to operate on site 7 days a week from café guests to participate in or view the event if doing so would 6.00am to 9.00pm. The café will offer meals and refreshments otherwise require the payment of an entry fee . Temporary for all visitors to the Domain . Event organisers are required to event parking is prohibited in the Rob Waddell Lodge grounds provide access via Gate 2 to elderly and/or immobile visitors nearest the café and children’s playground .
Event Management Guide | 15 Management Guide
16.0 | Retail Activities
nder the Lakeside Reserve Zone rules of the Waipa The designated area for retail activity is on the main UDistrict Plan, retail activities are permitted on the Mighty embankment adjacent to the embankment toilet nearest to River Domain, provided that they: the main boat ramp . Event organisers should liaise with the • are ancillary to an event held on the Domain, Site Manager if retail activities require a set up period prior to • are NOT located within 50m of the Maungatautari Road the start date of the event . All retail activities are to be packed Domain boundary, and down and off site within two hours of the conclusion of the • cease operation at the end of the event . event . 17.0 | Waipa Suppliers
aipa residents have made a significant investment suppliers to provide services (such as food vending) for their Win the Mighty River Domain, so event organisers are events. Please contact the site office for further information encouraged to return the favour by contracting Waipa-based about Waipa suppliers . 18.0 | Alcohol
vent organisers should discuss their event related This alcohol ban should be promoted by the event organiser Ealcohol requirements with the Site Manager at the time via their website and over the PA system during the event . Site of booking . There is to be no sale or service of alcohol on the management will supply alcohol ban signage for placement Domain without the Site Manager’s over-sight. around the site during the event .
Designated areas within the Mighty River Domain may be Site management reserves the right to request that an event set aside for the sale and service of alcohol during an event, organiser places professional security staff in the camping with a preference for these areas being within the Sir Don ground during an event, if assistance with enforcing the alcohol Rowlands Centre . All remaining areas on the Domain are ban is thought to be necessary . to be alcohol free for the duration for the event, unless otherwise negotiated with the Site Manager .
Liquor ban A temporary liquor ban will be enforced on the Mighty River Domain for all events on the confirmed event calendar. Most events will have a daily 5.00pm to 9.00pm window in which the liquor ban does not apply to those staying overnight in the campground, although Council reserves the right to enforce a 24 hour per day liquor ban upon events that are thought to require it .
16 | Event Management Guide 19.0 | Traffic Management
vent organisers are required to have an appropriate event organiser’s responsibility. The cost of traffic Eform of traffic management in place during their event. management equipment repairs / replacements will be Site staff will liaise with the event organiser in this regard. on-charged. • Employ or provide one approved Traffic Controller who The site can hold up to 1,500 cars in total. Roadside holds this formal qualification. parking in the vicinity of the Mighty River Domain is not • Employ or provide additional parking and road personnel permitted during an event and it is the event organiser’s to work during the event . For help locating suitable responsibility to actively monitor this . Vehicles parking on personnel, please contact the site office. Personnel site must not be allowed to queue in a manner that causes must stay on duty and be available to control traffic until congestion on Maungatautari Road . after the completion of the event, once all traffic has dispersed. If the event organiser’s traffic personnel fail Domain site staff will: to carry out the required tasks, the event organiser will • Upon request, supply the event organiser with a be charged for Domain site staff to fill in. This charge will ‘standard’ TMP (which includes a diagram of where to apply for staff time involved in traffic control and the set place cones, signs and personnel). These ‘standard’ up or dismantling of the TMP . TMPs (refer to Appendix) have been checked and Note: Traffic personnel must wear high visibility vests at approved by Waipa District Council and local Police . all times while on duty . • Supply sufficient signs and cones to enable TMP set up. • Supply the Site Traffic Management Supervisor (STMS) These items are hired for a fee (refer Appendix). with a cell phone number or radio so that contact can • Answer questions in regard to the TMP set up . be made with the event organiser at any time during the • Supply an STMS who will check the TMP set up pre- event . event and then check two hourly through the event . • Set up all of the signs and cones in accordance with The STMS will be available to deal with any concerns or the TMP provided . Note: If an event includes the use of problems during the day e.g. at peak times, with difficult the rowing start property, the TMP must be extended to motorists and traffic ‘incidents’. All communication include arrangements for that area . There is to be NO with authorities must go through the STMS, unless an parking on the roadside at the rowing start line . emergency situation requires otherwise . • Be responsible for the towing of any vehicles that the • Advise when a higher level of TMP will be required . STMS deems to be parked dangerously . • Prevent vehicles from parking on Mercury Power-owned Event organisers are required to: land between Hydro Road and Judd Lane (unless prior • Provide a copy of their traffic management plan (TMP) agreement has been reached with site staff and the to the site office at least four weeks before the event, event STMS). if a ‘non-standard’ TMP is to be used – no exceptions . • Bring all signage in at the end of Event . All signs and Note: If a ‘non-standard’ TMP is to be used, it must cones must be left on the road until ALL event traffic include a description of how non-event service vehicles has left the site . Event organisers will be charged for the (such as mail delivery and recreational use vehicles) can replacement of missing or damaged traffic management access the site through gates 1, 2 and 3 throughout the equipment . duration of the event . • Complete some administrative forms in the site office Notes on setting out signs and cones: (to indicate the signage to be used and confirm the • Follow the diagram provided with the TMP . condition of this signage prior to use). Loss or damage • Each sign needs to be accompanied by a cone . The to signs, stands or cones during the event will be the cones that are put in the slip lane and at the edge of the
Event Management Guide | 17 Management Guide
road need to be laid out with a 10m gap between them. down at the conclusion of each day of the event . No • All temporary speed restriction signs must be taken temporary speed restrictions are permitted overnight .
20.0 | Admission, Access Control and Parking
vent organisers may charge spectators for site admission The sand court event organiser is responsible for the parking Eif a booking of the spectator-embankment, boat park and of cars relating to that event . A tidy parking layout will ensure parking area/s has been made . An event entrance fee may that the maximum number of cars can be parked . also be added to standard campground fees if the event organiser desires . Please advise the Site Manager of your Waipa District Council staff and Domain site staff must be intentions in this regard . given free access to the Judd Lane water treatment facility and the Mighty River Domain during all phases of the During a large event, the Gate 2 site entrance is reserved for event . In addition, members of the clubs / organisations use by event officials / VIPs and competitors plus campers. listed below must be provided with access to their lease It is the event organiser’s responsibility to arrange passes area during the event . Please liaise with site management to for officials / VIP’s to allow them entry to the site while the confirm arrangements for access. event is in progress. Site staff can arrange car passes for campers, with advance notice . There is to be NO parking on Temporary event parking is prohibited in the Rob Waddell the cycleway through the Domain at any time . Lodge grounds nearest the café and children’s playground .
Spectator access to the site and public car parking must be Note: There is no requirement to allow club members to limited to Gate 3 (250m beyond the Mighty River Domain participate in or view the event . Gate 2 main entrance, on Maungatautari Road). • Rowing NZ (High Performance Centre) • Karāpiro Rowing Inc If there is more than one event on at the Domain on the same • Waikato Recreation Charitable Trust (sand court) day (e.g. a water sport event and a volleyball tournament) the • Karāpiro Water Ski Club (Judd Lane) 15m corridor around the edge of the sand court) is reserved • Cambridge Rowing Club (Judd Lane) (including St Peter’s for sand court activity . If there is no event on the sand court, School and Cambridge High School rowing clubs) this will be open for event use at no extra charge . • Waikato Rowing Club (Flynn Cove) • Te Mana Visions Charitable Trust (storage building) There is to be NO parking on the sand court itself or within • Waikato Cycling Sports Academy Inc (storage building) the rope course area unless previously arranged with site • Armistice in Cambridge Inc (site container) management . If this rule is ignored and damage results, the • Canoe Racing NZ (High Performance Centre) event organiser will be charged for reinstatement ($200.00 • Cambridge Yacht and Motor Boat Club Inc (including minimum charge applies). If there is a sand court event on Karāpiro Kayak Racing Club and Cambridge Young at the same time as any other event, the sand court event Mariners) organiser may hand out up to 20 passes to allow vehicles to • The Podium Café (Gate 2 carpark for elderly and/or move through Gate 3 or Gate 2 (to be discussed and agreed immobile visitors) between event organisers) without parking fees being incurred. Users of the Te Awa cycleway should be given complimentary If the vehicle occupants do not have a pass, they must pay parking in the G2 parking area and free access to the the gate fee if one has been set by the main event organiser cycleway . There is no requirement to allow recreational (who has booked and paid for the car park). cyclists / walkers to participate in or view the event .
18 | Event Management Guide 21.0 | Site Security
ecurity of the site is the responsibility of the event organiser security to monitor noise, consumption of alcohol and Sfor the duration of the event, and shall include but not behaviour . be limited to, the protection of event craft and equipment, competitors’ / officials’ belongings and car park areas. The event organiser will be held responsible for any damage that occurs in the Domain camp facilities during the course of If a fire alarm at the Rob Waddell Lodge or chalets activates the event (i.e. between event set-up and event break-down, without reason of emergency (i.e. as a false alarm) please inclusive). Event organisers are required to stay on site until alert the site office straight away so that the alarm can be re- the final event related spectators or competitors depart. set. If the alarm activates because there is a fire on site, ring 111 immediately, as the alarms do NOT trigger an automatic Closed circuit security cameras are in place monitoring site call to the emergency services . If the event includes many activity – these have the capability to visualise licence plate event participants staying in the campground, the event numbers on vehicles entering the site . Please contact the organiser is encouraged to organise professional overnight Site office if you require further information. 22.0 | Event Information
ontact Waipa District Council’s Event Coordinator with you’ve signed up, you will have your own personalised area Cany queries in regard to the promotion of events to be where you can create, update and view your events . All the held on the Domain . information you need, is what you’ll already know . You’ll be blown away with how easy it is to get noticed in Waipa! We are What’s on Waipa is the newest website for event holders, happy to load these events for you once the Event Calendar like you, to easily and freely list your events to the public, has been approved, unless you ask us not to . learn about how to host successful events in Waipa, and how to make the most of our world class venues and facilities . When promoting an event, please refer to the site / facilities What’s more, it’s a place for the wider community to find all by their correct names, i .e .: the events they want to go to with the brand new district wide • “Mighty River Domain, Lake Karāpiro” events calendar . • “Sir Don Rowlands Centre” • “Rob Waddell Lodge” The events calendar is a place for you to promote your event to the masses . It really is simple to do . All you need to do is The Domain address is: login to www.whatsonwaipa.co.nz and start adding . Once 601 Maungatautari Rd, RD2, Cambridge 3494
Event Management Guide | 19 Management Guide
23.0 | Police
olice approval to hold an event or carry out some aspect However with any event involving large crowds, liquor or Pof an event on the Mighty River Domain will be obtained traffic changes, event organisers are encouraged to discuss by an event organiser if another authority (e .g . Waipa District arrangements with local police prior to the event . Council) requests it. The Police will be invited to the Domain by site staff to enforce Usually this will be part of an application for one of the the event liquor ban if deemed necessary . licenses, permits or consents listed elsewhere in this guide . 24.0 | Lost Property
he site office has a lost property bin where anything left organisers should deliver any lost property to the site office at Ton site is recorded and kept for three months . Event the conclusion of the event . 25.0 | Funding and Sponsorship
ercury Power is the key sponsor of the Mighty River District Promotion Fund grant . MDomain . Waipa District Council has entered into a contractual agreement with Mercury Power which covers the CONTACT: Council’s Communications and Engagement 10 year period beginning in 2010. Coordinator – [email protected] or call 0800 924 723
The Site Manager must be informed of all event sponsors at TIMEFRAME: Open once a year mid April, closing end of the time the event application is submitted, to ensure that no May (or last business day of month). An application may sponsorship conflict will occur. Mercury Power has a variety need to be made up to one year in advance and an event of shade tents and a marquee available for event organiser application form is also required and is a part of the overall use. Please contact the site office for further information. application .
Waipa District Council administers several funds that event 25.2 | COMMUNITY DISCRETIONARY GRANTS organisers may apply to for grants . Refer to Council’s website These provide discretionary funds to support community waipadc.govt.nz/funding for fund criteria and application organisations who offer services or support in the Waipa district. forms . Amounts up to $2,000 may be allocated.
25.1 | DISTRICT PROMOTION FUND CONTACT: Council’s Communications and Engagement This fund is aimed at supporting events that benefit the well- Coordinator call 0800 924 723 being of Waipa residents. Organisers of large-scale events with a regional or international focus that are held in the TIMEFRAME: Applications close 31 August (or last business district may be eligible to apply to Waipa District Council for a day of month)
20 | Event Management Guide 25.3 | CREATIVE COMMUNITIES SCHEME GRANTS that meets the aspirations of the WDC Waste Management Waipa District Council has a partnership with Creative NZ to and Minimisation Plan . promote, support and increase the arts and cultural activities in the district . There is no maximum amount you can apply for, CONTACT: Council’s Waste Minimisation Officer call 0800 however grants usually range between $200 - $2,000. 924 723 .
CONTACT: Council’s Communications and Engagement TIMEFRAME: Open once a year with applications closing Coordinator call 0800 924 723 around the end of April . Please speak to the Waste Minimisation Officer if you would like to apply outside of this timeframe. TIMEFRAME: Grant rounds open twice a year – closing 30 April & 30 September (or last business day of month). Event 25.5 | COMMUNITY FUNDING GUIDE must not take place within one month of closing date to qualify . Council publishes a Community Funding Guide which lists general funders (including local gaming trusts) for event 25.4 | WASTE MINIMISATION FUND organisers to apply to for funding assistance . This funding This fund was established to increase the number of guide is online at waipadc.govt.nz/funding and for free from waste minimisation activities in Waipa . The fund supports Council’s Te Awamutu or Cambridge offices. individuals, community groups, businesses, Iwi/ Maori organisations, schools or early childhood centres who wish CONTACT: Council’s Communications and Engagement to engage in activity that diverts waste away from landfills or Coordinator call 0800 924 723 for funding advice. 26.0 | Dogs
ogs are strictly PROHIBITED on the Mighty River Domain For information about local kennels Dat all times . This should be promoted by the event or boarding facilities, consult the organiser via their website and any promotional advertising Spark Yellow Pages or visit the in relation to the event, over the PA system during the event Cambridge i-Site. and via parking attendants at the entrance gates . To obtain details about dog exercise areas in the Waipa District, please check Council’s website . 27.0 | Musical Performance
f it is intended for any music to be played or performed licenses to cover the many ways in which live music is used Iduring an event, event organisers are advised to check at events). their copyright responsibilities on the following websites: www.ppnz.co.nz www.apra.co.nz (Phonographic Performance NZ Ltd administers the rights of (the Australian Performing Right Association Ltd administers local and international record labels and recording artists within the performing and communication rights of composer, the NZ territory . PPNZ can grant licenses to any organisation songwriter and music publisher members . APRA can issue playing or using 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 café’s • Advise the site office of proposed event dates. Dates will operation during the event (if applicable). be recorded on the draft event calendar . • Inform vendors of the site power charges, as the event • Tell the site office if accommodation is required during the organiser will be charged for every vendor who plugs in . event . 6 weeks before Event 6 to 9 months before Event • Provide Health & Safety and Risk Management plans to • If resource consent is required for event, apply for this the site office. early . Building consents related to an event that requires • Liaise with site staff in regard to toilet facilities; refuse resource consent will need to be applied for early also . disposal and food / alcohol service . • Read through the Event Management Guide to ensure that • Provide the site office with a copy of the Traffic Management all aspects of the event are planned . Plan to be used during the event (if other than ‘standard’).
At least 12 weeks before Event 1 to 2 weeks before Event • Fill out the Temporary Event Booking Forms and send • Complete a Hazard Identification form for each member of these to the site office. your event team (both paid and non-paid members). • If a certain Lake level is required, complete the Lake Level • Appoint a traffic management team leader and a function Request form (in the Appendix) and return it directly to manager (if applicable). Mercury Power . • Arrange Traffic Management and Security staff. • Talk to the Site Manager about any functions planned for • Sign Traffic Management forms at the site office. the Sir Don Rowlands Centre during event . • Advise the site office of preferred payment method for • If temporary structures greater than 100m2 in size are to be the event (NB: An address is required if charges are to be erected, check with the Waipa District Council’s Building invoiced). Control Department, as building consent may be required . • Seek permission from the Site Manager for any site works At conclusion of Event that may need to occur to stage the event . This includes • Event organisers are required to stay on site until the final the laying of cables and digging of holes . event-related spectators or competitors depart. • If an event specific message is to be displayed on the • Ensure that all ground rubbish has been picked up . electronic display board on the corner of Maungatautari • Ensure that all vendors have tidied up around their stalls . Road and Judd Lane, contact the site office. • Ensure that all gear and signage is removed from the site • Ensure that all vendors are registered with Waipa District and that the site is left as it was found . Council .
Event Management Guide | 23 Lake Water Zones
24 | Event Management Guide Event Management Guide | 25 Lake Water Zones
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 D3 Top of Embankment/ Playground A5 Lower Camp (Non-powered Site) D4 Rope Courses 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 Parking for Sir Don Rolands Centre and Perry Community Water Sports Centre – Including gravel (Home of Cambridge Yacht Club) C4 Administration Area/ Podium Café F3 KRI and Waikato Rowing Club D1 Front of Lodge Lawn G1 Carpark 1 D2 Rear of Lodge Lawn 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 2020 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) $1637.00 $877.00 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) Full day hire (maximum 12 hour use) $164.00 $112.00 Half day hire (maximum 4 hour use) $111.00 $79.00 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) $499.00 $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) $379.00 $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 hire (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) $25.00 Data projector $85 per day or $45 half day Carpet deep clean (if required) Repair or replacement of damaged/lost equipment Repair of damage to facility Full cost to be passed onto complex user Security call out Replacement of key/access card
* ’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 2020 / 2021
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 2020 until 30 June 2021 * 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 Centre Charges
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 Traffic Management
harges may be varied in order to obtain best use of involving between 500 and 2,000 persons on the site for Cthe facility and the need to reasonably recover costs the event in one day . from revenue . Bookings are accepted and/or prioritised as • ’North Island/ Large’ events are those pre-dominantly stipulated in the ‘hire protocols’ for the site . attended by residents from within the North Island, involving • ’Local/ Small’ events are those predominantly attended by between 2,000 and 5,000 persons on the site for the event local residents, involving up to 500 persons on the site for in one day . the event in one day . • ’National/ Very Large’ events are those pre-dominantly • ’Regional/Medium’ events are those predominantly attended by NZ residents, involving more than 5,000 attended by residents from within the Waikato region, persons on the site for the event in one day .
Traffic Management Charges
Event Size Equipment and STMS hire Small (0-600 people on site) $39 per day Large (600-6000 on site) $221 per day Traffic Management Set up Cost $105.00 per hour
These charges include: If any additional signs, cones or stands are required for the • All of the signs that are required for the layout in the Traffic event, it is the event organiser’s responsibility to obtain them . Management Plan • 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 Management Plan 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) Maungatautari Rd Speed From RP Road Level (LV, 1, 2, 3) Location between Ariki Rd and Limit: 1 end of domain which 60km/h To RP is 1 .5km
32 | Event Management Guide Small event within domain grounds, daily attendance 0-600 people onsite. There will be 250 or Description of less vehicles arriving and departing from the domain . The signs and cones must stay in place Activity until all of the event traffic has left the domain.
Work Programme From 01st July 2020 to 30th June 2021
Proposed/ Restricted Work 7.30am 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. Event signs 100m each side of gate 2 with event supplements’, and thank you signs on the opposite side of the road, warning motorists there is an event onsite, and that there may be increased activity around gate 2 .
Proposed Traffic Unattended: Management When not onsite, signs will be left out until event is concluded . Positioning of signs is shown Method 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 before departure . On site Monitoring Overnight: As Above Other times: As Above
Event Management Guide | 33 Traffic Management
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
Speed From RP Road Name(s) Limit: Maungatautari Rd Road Level (LV, 1, 2, 3) Location between Ariki Rd and 1 60km/h To RP end of Domain 1 .5 km
Description of Large sized event within domain grounds, daily attendance 6,000-12,000 people onsite. Activity There will be up to 2800 vehicles arriving and departing from the domain.
Work Programme From 01st July 2020 to 30th June 2021
Proposed/ Restricted Work 6.00am 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 2. There will Proposed Traffic be people on each gate to direct traffic. We will cone off the slip lane and separate the through Management Method traffic and public parking from the event traffic at Judd 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. 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 Night: Management Method 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 map included .
Proposed Speed None Restrictions
Positive Traffic Use of signs and cones set out in accordance with COPTTM and appended layout Management 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 are holding up Contingency Plans 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. onHow 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 yourthe 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 considerations17th January have have been been10am given givento to 12pmto health 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 tractor, ride on mower and push mower), weed-eating, he Mighty River Domain (Karāpiro Lake Domain) is held by general gardening, tree maintenance and weed spraying . Tthe Waipa District Council as a Recreation Reserve subject • Maintenance and cleaning of Waipa District Council owned to the Reserves Act 1977 . It is located between Maungatautari buildings on site . Road and the western shore of Lake Karāpiro, approximately • Rubbish collection and removal . 10 km southeast of Cambridge within the Waipa District. • Management of functions and activities in the Sir Don It is approximately 19 hectares in size . Rowlands Centre, including operating a licensed bar . • Carrying out administrative duties from the Domain’s site A number of clubs and organisations are based on the office 7 days per week. Domain . These groups lease the land from Council but own and are responsible for their own buildings . GL Events Ltd is committed to providing a safe and healthy place for all employees, contractors and members of the The Domain is a regional, national, and international focal public utilising the Mighty River Domain . point for a wide range of water-based sports undertaken on the adjacent Lake Karāpiro including rowing, yachting, power 3 | HAZARD MANAGEMENT OVERVIEW: boating, water skiing and waka ama . GL Events Ltd has the following systems in place to manage hazards on the Mighty River Domain: In addition to being a significant recreational facility for • Domain staff perform a daily site check to identify, residents of the Waipa District and beyond, the Domain is eliminate, minimise and/or isolate hazards . New hazards also a local recreation area for neighbouring residents . The are reported to and recorded in the Site Office for the Site Domain and surrounding area is of historic and cultural Manager’s reference . significance to tāngata whenua. • All full-time staff are required to attend weekly staff meetings (held Thursdays) to discuss the management of 2 | PROJECT SCOPE OF WORKS existing and potential site hazards . Discussion on safety GL Events Ltd is contracted by Council to administer, manage equipment and clothing also occurs in this forum . and operate the Mighty River Domain on its behalf . Liz Stolwyk • Waipa District Council engages several external contractors is the Domain’s Site Manager and the Safety Manager for GL to provide specialist services in relation to maintenance of Events Ltd . the site’s Council owned facilities .
The Management Contract for the site is very comprehensive and covers the following key tasks: • All aspects of grounds maintenance including mowing (by
Event Management Guide | 39 Health & Safety
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 staff to tape the affected TOMOS (holes) Staff/public or staff areas . Fill hole as Site Staff, APPEARING Tomos are isolated High vehicles fall into Daily checking soon as practicable . Council BEHIND LAKESIDE immediately . hole . Communicate representative RETAINING WALLS with Council representative . Staff to remove Staff/public are hit Trees are checked Annual pruning and fallen branches and by falling branches annually and FALLING dead wooding by prune (or arrange to from large trees on maintenance BRANCHES/ registered arborist . have pruned) broken Low site . Vehicles are Site Staff occurs promptly FALLING TREES Staff to report trees in branches that are damaged by falling to address any decline to Site Manager . caught in tree and branches . concerns . could later fall .
Staff/public are Daily checks of site Staff collect and Items are removed BROKEN GLASS/ High injured when walking undertaken by Site remove items Site Staff promptly . No PLASTIC ON SITE the site . Staff. immediately . injuries occur .
Staff/public not replacing bollards Daily checks and Staff to place caps Minimise harm Event Host / removed from caps available on staff on bollard holes from public falling BOLLARD CAPS Medium Site Staff bollard holes, leaving vehicles . immediately . in holes holes exposed . Relocate items that are Staff monitor flooding Facility damage at risk e .g . wheelie bins and relocate items as (which may be swept required . Minimise cost away by flood water). Site Staff FLOODING associated with Medium flooding Group bookings Communicate with Cancellation of group affected by flooding. groups booked for activity when flooding outdoor activities affects the site.
MISUSE OF Visible speed restriction Drivers respect the Public are at risk of VEHICLES BY Medium signage . Regular police Police engagement NZ Police speed restriction being hit by vehicles . PUBLIC presence . and adhere to it .
Sewerage Battery packs are Ablution blocks Some toilet blocks to blockages in attached to most public Site Staff continue to operate POWER CUT Low be locked . ablution blocks . ablution blocks . during power cut
Effective Dam bursts . communication with EARTHQUAKE Low Public trapped in Emergency services emergency services . facilities .
40 | Event Management Guide Risk Risk Risk Strategies Actions Responsibility KPIs/ Level Components Measures
Staff keep emergency In an emergency dial Emergency Services . No incidents Public trapped in exits clear . Fire alarms 111 . Seek medical FIRE Low Site Staff occurring . facilities . are serviced monthly . advice .
Effective Public are Excellent hygiene communication Public are isolated PANDEMIC High Event Host/Site Staff endangered practises are in place with Site staff and immediately Emergency services
Event host/Site Staff Effective Public are have a plan in place communication Public are isolated PUBLIC ATTACK Low endangered/ Mass Event Host/Site Staff for events with high with Site staff and immediately confusion attendance Emergency services
CLEANING
In an emergency dial CHEMICAL Public swallow Staff keep chemicals in No incidents Low 111 . Seek medical Site Staff SWALLOWED chemicals . locked storage . occurring advice . .
Staff/public have In an emergency dial CHEMICAL Staff handle chemicals No incidents Medium chemicals spilt on 111 . Seek medical Site Staff SPILLS safely . occurring body parts . advice .
GROUNDS MAINTENANCE
Staff lose control of tractor . Experienced and In an emergency dial trained staff to operate 111 . Site Manager TRACTOR MOWING Low Site Staff No incidents occur Public are hit by tractor . Tractor is is called to deal with flying object from regularly serviced . minor incidents . tractor .
Staff lose control of ride-on mower. Experienced and In an emergency dial trained staff to operate 111 . Site Manager RIDE-ON MOWING Low Site staff No incidents occur Public are hit by equipment . Mower is is called to deal with flying object from regularly serviced . minor incidents . mower
Staff receive an Experienced and In an emergency dial injury . trained staff to 111 . Site Manager LINE TRIMMING Low operate line trimmer . Site staff No incidents occur Public are hit by is called to deal with Equipment is regularly flying object from minor incidents . line trimmer . serviced .
Spraying occurs during Public are affected In an emergency dial still conditions when WEED SPRAYING Low by spray fumes or 111 . Seek medical minimal public are on Site Staff No incidents occur residue on foliage advice . site .
Event Management Guide | 41 Health & Safety
Risk Risk Risk Strategies Actions Responsibility KPIs/ Level Components Measures
Public gain access CONTACT WITH In an emergency dial to chemicals and Staff keep chemicals in SPRAY Low 111 . Seek medical No incidents misuse or spill them locked storage . Site Staff CHEMICALS advice . occurring on body parts .
EXTERNAL PARTIES
Dedicated security Intoxicated patrons Refuse entry staff at each entry Security provider do not enter the point venue .
Communication Patrons arrive Security staff share Low Communication between staff at Security provider intoxicated information . different entry points
Information and Information and signage in place . Set expectations Event organiser signage Ticket buyers advised .
Confiscate alcohol. Bag searches at entry Security provider Alcohol is not Provide alcohol Patrons smuggle Security provider brought into venue Medium collection bins . Refuse entry alcohol into venue Information and Information and Set expectations Event organiser signage signage in place .
Limit number of serves per purchase Licensee and duty to 2 standard drinks . managers There are no No RTD’s sold with > INTOXICATION intoxicated patrons 5% alcohol content . in the venue Monitor for excessive Security provider drinking Licensee Security staff are Monitor for intoxicated Security provider present at each patrons Licensee point of sale
Promote non and low Licensee and duty Duty manager is alcoholic drinks managers Patrons drink present at each High Control sale and supply excessively Remove intoxicated point of sale Security provider patrons from venue
Close bars Licensee and Police
Information and Information and Licensee signage signage are 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 substantial Patrons have not Food is available and varied food, Licensee and catering Low eaten since dinner Provide food (or notified) at each and make it easily provider served on site point of sale INTOXICATION accessible cont’d Use trained and Patron drinking No entry after set Medium One way door system experienced security Security staff outside venue time (e.g. 8.00pm) staff.
Minors access ID checks at entry There are no minors Medium Security provider licensed areas points in licensed areas
Security provider and No minors ID checks at bars UNDER-AGE duty manager purchase alcohol DRINKING Minors purchase High Use effective ID system Information and alcohol Information and Licensee signage signage are present
Containers are Low thrown INJURY FROM Frequent clearing of Venue/Licensed Control drink containers DRINK empty vessels on Licensee area are cleared of Low Broken glass used CONTAINERS tables rubbish Low Trip hazards
Pre-event marketing of responsible Event organiser drinking messages
Promote non and low Licensee and duty Venue does not DRINKING AND Patrons drink and Mod Drink-drive policy alcohol drinks managers feature in last drink DRIVING drive survey statistics Provide alternative transport options and Event organiser advertise at all exit points .
Breach of licence Licence conditions High Ensure staff are well USE OF conditions are complied with managed and suitably IN-EXPERIENCED trained . No intoxicated AND TEMPORARY High Intoxicated patrons Utilise experienced Security Ratio 1/35 Event organiser and patrons SECURITY AND staff from a reputable (6 staff) licensee BAR STAFF provider Bar Staff Ratio 1/40 No minors High Sales to minors (6 staff) purchase alcohol
Utilise experienced Trespass patrons from No disorderly staff from a reputable Security provider venue behaviour provider DISORDERLY Medium Disorderly Behaviour Ensure staff are BEHAVIOUR Minimise levels of Security provider suitable managed and No disorderly intoxication amongst patrons are aware of behaviour patrons Police the venue’s rules
Event Management Guide | 43 Health & Safety
Risk Risk Risk Strategies Actions Responsibility KPIs/ Level Components Measures
All TMP’s are approved by Waipa District Event organisers, Traffic accident Council staff prior to In an emergency dial traffic management due to inadequacy TRAFFIC use . 111 . Site Manager staff employed to No incidents Low of TMP or poor MANAGEMENT is called to deal with implement TMP, occurring implementation of Experienced and minor incidents . Site staff and Site TMP . trained staff used to Manager . implement TMPs .
Contractors to secure work site to keep Staff or public are staff / public at a safe injured as result of distance . external contractor In an emergency dial CONTRACTORS External contractors, working on site . Contractors to have site 111 . Site Manager No incidents WORKING Medium overseen by Site specific H&S plan. is called to deal with occurring On site Manager Contractors are minor incidents . affected by hazards Contractors are on site . inducted to site and made aware of site hazards .
Site Staff to ensure Visitors falling Visible signage on site signage is visible PUBLIC In an emergency dial No incidents Medium from playground advising parents to and play ground PLAYGROUND 111 . occurring equipment monitor children . equipment is safe to use
5 | IMPLEMENTATION: • Being actively involved in developing the site’s Health and 5.1 | Responsibility and Accountability: Safety Management Plan . Site Manager is responsible for: • Providing staff with all of the required equipment and Event hosts are responsible for: information to perform their jobs safely and effectively. • Working on site in a safe and healthy manner . • Integrating and promoting occupational health and safety • Encouraging others to work in a safe and healthy manner . best practice into all aspects of the workplace . • Ensuring all aspects of the site’s Event Management • Planning, developing, documenting, implementing and Manual are complied with . monitoring an occupational health and safety 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 manner . Domain staff receive comprehensive induction training during • Discouraging others from working in an unsafe manner . their first month of employment which covers all aspects of • Complying with the site’s Health and Safety Management their role . Further to this, additional training is provided during Plan . weekly staff meetings. • Reporting and eliminating, minimising or isolating any hazards identified on site. The Site Manager has a strong commitment to ensuring
44 | Event Management Guide that all employees are adequately trained and supervised in dealing with emergencies . The safety of people is the highest their roles . She will stay up to date in her knowledge of New priority . In the event of an emergency, the following procedure Zealand’s health and safety legislation and will take overall is utilised: responsibility for the following: 1 . Raise the alarm • The safe operation of machinery, tools and equipment by 2 . Evacuate people from the affected area staff on site. 3 . Activate emergency shut of down any systems involved • The safe handling and storage of hazardous materials on 4 . Call emergency services (dial 111) from a safe place and site . advise the operator which emergency serve is required • The use of personal protective equipment by staff on site 5 . Alert the Site Manager and the Site Office of the emergency as appropriate . (if required) 6 . After the event, complete an incident report and review In addition, the following minimum levels of Domain staff the effectiveness of the emergency plan implementation qualification will be upheld: • A minimum of two Domain staff members will hold a current In the case of a Fire: First Aid certificate at any time. If it is safe to do so: • A minimum of one Domain staff member will hold a current • activate emergency stop and switch off power to all Spray Handler’s certificate at any time. equipment • A minimum of two Domain staff members will hold a current • shut any isolation valves STMS qualification at any time. • If a small fire, use a fire extinguisher to contain and • A minimum of two Domain staff members will hold a current extinguish the fire. Traffic Controller’s qualification at any time. In the case of a Spill: 5.3 | Consultation, communication and reporting If it is safe to do so: Liaison with Council: The Site Manager meets with a Council • identify the nature of the spilled substance representative monthly to discuss site issues, including topics • put on safety equipment (e .g . overalls, boots, gloves and relevant to Health & Safety on site . eye protection) • close off the source of the spill Weekly staff meetings:Staff meetings are recorded and any • remove or extinguish all sources of ignition (if the spilled issues related to Health & Safety are attended to promptly . substance is flammable) • utilise barriers to prevent the spilled substance from Fortnightly Health & Safety meetings: Staff meetings are entering the Lake or stormwater system recorded . The Site Manager takes overall responsibility for dealing appropriately with all identified issues. In the case of an LPG Leak: If it is safe to do so: Lake User meetings: Lake users are able to address any • keep the cylinder cool with a water hose, sprayed from a Health & Safety concerns with Domain staff and Council safe distance representatives at Lake User public meetings held twice • remove or extinguish all sources of ignition yearly . • remove from heat source if it is possible • stop the leak by shutting the cylinder valve External: The Site Manager’s cell phone number is clearly • remove the cylinder to a safe outdoor location displayed on a large sign outside the Domain Site Office which • if the leak occurred inside a building, ventilate the area is illuminated at night. A message on the Site Office phone thoroughly until the air is clear also provides the cell phone number of the Site Manager . • if the leak is minor, check the system for any indication of gas (such as smell or hiss). A suspected leak from a 5.6. | Emergency Preparedness and Response hose can be tested using a soapy water solution, which will Domain staff follow the Department of Labour guidelines for bubble at any point where gas escapes .
Event Management Guide | 45 Health & Safety
First Aid kits are available in the Site Office, the Sir Don • NZ Engineering Ltd, who service the Sir Don Rowlands Rowlands Centre kitchen and on staff golf carts. The site’s Centre lift . AED (defibrillator) is located in the Site Office. • Envirowaste Services Ltd, who provide and empty the site’s rubbish skip bins 6. | MONITORING AND MEASUREMENT • Steen & Morrow 2008 Ltd, who carry out electrical repair 6.1 | Inspection and Maintenance and maintenance work on the site as required The Site Manager and Council Representative associated with • Steenson Plumbing, who carry out plumbing repair and the site have overall responsibility to ensure that inspection maintenance work on the site as required . and maintenance duties are carried out regularly and as required . In addition: 6.2 | Personal Protective Equipment • Site staff perform a full site check daily to identify, minimise All Domain staff are required to wear appropriate clothing and isolate hazards . Hazards are reported to the Site and use protective equipment that suits the task they are Office and recorded for the Site Manager’s reference. involved with . The following safety equipment is stored in the • All full-time staff are required to attend weekly staff meetings site workshop: safety glasses, helmets and other protective (Thursdays) to discuss any potential hazards, report on headgear, masks and overalls for spraying, gloves for cleaning . existing hazards and provide any relevant information on hazards . Discussion on safety equipment and clothing 6.3 | Storage and Handling of Chemicals also occurs . Cleaning storage cupboards are located at the rear of all • A number of external providers contract to Waipa District public ablution blocks on site, off the hallways in the Sir Don Council in respect of the site . These include: Rowlands Centre (both upstairs and downstairs), in the chalet • Fire Security 2016 Ltd, who carry out IQP auditing of laundry and in the Rob Waddell Lodge . These cupboards are Council’s built structures for Building Warrant of Fitness kept locked at all times . Data material sheets are located purposes in all cleaning cupboards There is a locked shed in the site • Cannon Hygiene (OCS Ltd), who provide regular deep workshop where chemicals are stored for safe keeping . cleans of the public urinals and toilets • Rentokil Initial Ltd, who service sanitary bin and air 6.4 | Records freshener equipment, spray for insect pests and shoot The site’s Accident Register is filled out for all incidents and rabbits on site staff are reminded of this at regular staff meetings. It is located • Condair Air Conditioning, who service air conditioning in the first aid kit in the Site Office. units in the Sir Don Rowlands Centre
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