Event Management Pack January 2017 FOREWORD A public event is an event in a certain place during a particular interval of time for public attendance. For the purposes of this Event Management Kit, a public event is defined as an event occurring in a temporary venue or a fixed venue normally authorised for other types of events and occurs regularly, as a once only event or on an irregular basis. There are many aspects of an event which can be potentially hazardous to the general public if not planned and managed correctly. For an event to be successful, it is essential that event organisers provide safe venues which do not put the health and safety of the public at risk or cause environmental harm or damage. Event organisers and participants need to understand the health and safety implications of staging a public event and be aware of the precautions that must be taken to minimise health and safety risks. This Event Management Kit can reduce risks to health and safety. It explains the application process and how to complete an event application. It also provides useful information regarding industry contacts, risk assessment, event management plans and promotional opportunities. ACKNOWLEDGEMENTS Town of Gawler, September 2004, Event Resource Kit City of Whyalla, April 2005, Event Management Guideline The Barossa Council, October 2008, Event Management Guidelines The District Council of the Yorke Peninsula, Special Events Kit The District Council of the Copper Coast, August 2012, Event Management Kit Definitions Environmental Health Officers employed by Council to administer the provisions of the Food Act Officer (EHO) and the Public and Environmental Health Act. Event organiser(s) Includes any persons or bodies, or agencies responsible for the organisation, coordination, promotion, operation or management of a public event. Food business A business, enterprise or activity (other than primary food production) that involves - a. the handling of food intended for sale; or b. the sale of food; regardless of whether the business, enterprise or activity concerned is of a commercial, charitable or community nature or whether it involves the handling or sale of food on one occasion only. Food premises Any premises including land, vehicles, parts of structures, tents, stalls or other temporary structures, boats, pontoons and/or any other place declared by the relevant health authority to be a premises under the Food Act kept or used for the handling of food for sale, regardless of whether those premises are owned by the proprietor. These include premises used principally as a private dwelling, but does not include food vending machines or purpose vehicles for transporting food. Public area or place A place to which the public ordinarily has access (whether an admission fee is charged or not). Potable water Water that is acceptable for human consumption. Potentially Hazardous Food that has to be kept at certain temperatures to minimise the growth of Food any pathogenic micro-organisms that may be present in the food or to prevent the formation of toxins in the food. Premises Any land, building or place (including a public place, or movable building or structure) including vehicles. Public event An event in a certain place during a particular interval of time for public attendance. For the purposes of this guideline, a public event is defined as an event occurring in a temporary venue or a fixed venue normally authorised for other types of events and occurs on a regular, once only or irregular basis. Relevant agency The authority, agency or body vested with the responsibility to administer applicable legislation, or the party or agency that has the care, control or authority and is responsible to deal with, address or handle the particular function or issue, e.g. Country Fire Service (CFS), State Emergency Service (SES), South Australia Police, (SAPOL). Relevant health The authority responsible for the administration of health legislation, for the authority purposes of this matter is the Wakefield Regional Council Stakeholder Any person, agency or authority that has a direct responsibility for any aspect of an event or may be affected by the event. Vermin Small animals collectively, especially insects and rodents that are troublesome to humans and/or domestic animals and may include (but not limited to) lice, fleas, mites, rats, mice, cockroaches, mosquitoes and flies, etc. Major Event Events on Community Land under Council care and control that involve an estimate of more than 50 people Minor Event Events on Community Land under Council care and control that involve an estimate of 30 - 50 people 1. The Application Process Step 1 Determine if the event is deemed a Minor or Major event and collect relevant form available from Wakefield Regional Council administration office located at 3 Scotland Place Balaklava or downloadable from www.wakefieldrc.sa.gov.au. Step 2 Ensure all details are completed and return form, along with all required insurances and documentation by the due dates as indicated to Council. Both general and specific conditions of the Event Permit may then be determined. Step 3 Ensure any fees, charges or bonds are paid by the due dates as required. Step 4 Site Inspections may be necessary. The Event Application Form will identify which Council departments and/or authorities will be contacted regarding your event. You will be contacted in advance of any inspection that may be required. Included within this pack: • Event Application Form • Minor Event Application Form • Major Event Application Form • Risk Assessment form 2. Schedule of Fees Fees for the hire of Council facilities are available within the Register of fees on Council’s website or by contacting the office. Please note that the schedule of fees may be reviewed without notice at any time. 3. Completing the Event Application Form The following information is provided to assist with the completion of the relevant form. Each heading relates to a question or section of the Event Application Form. Event Organisers (Question 1) The organisation or person listed here is known as the Permit Holder. A representative of the organisation must be nominated as the Event contact and their contact details provided. All telephone numbers/email addresses provided must be valid prior and during the event as well as for 10 business days after the event. Event Details (Question 2) Should any changes to your application be required during the planning stages of your event you will also be required to amend your application details accordingly. Site Preparation and Vacating • Consider the time it takes to prepare and vacate the site. It is important to allocate enough time to include these components of your event. • Event times should be noted as start and finish times. Location and Dates • The proposed location and dates selected will be checked for availability as part of the assessment process. If the requested site is unavailable you will be advised as soon as practical. Site Plan (Question 3) A site plan is a plan detailing the layout of facilities and activities of the event. It is a ‘footprint’ of where you propose locating items/stalls etc. for the event. The site plan must be easily understood and readable. The site plan should be distributed to all relevant stakeholders as part of the planning process. Should any changes occur an updated site plan is required. It will also be useful during the event’s set up and is invaluable in an emergency. It should be posted strategically around the site for use by patrons. Insurance (Question 4) Evidence via a Certificate of Currency of adequate and appropriate public liability cover must be provided to Council before approval will be granted. The minimum Public Liability cover required is $20,000,000 (twenty million dollars). Council will review the activities undertaken and may require coverage in excess of this amount. The representative of your organisation will be advised accordingly. Where there is more than one event organiser and / or third parties involved, the event organiser will be required to ensure and provide evidence that all parties are insured. If parties are not covered the Local Government Risk Services - Local Community Risk Services may be able to assist. Quotes can be obtained on line at www.localcommunityinsurance.com.au Any events held on Council land require public liability insurance coverage. Wakefield Regional Council cannot extend its own insurance cover to other parties or events. Stall Holders (Question 5) Stall holders are individuals and / or organisations which may be participating in the event. Each stall not operated by the event organiser, (not covered by the event organisers insurance), must provide copies of their Certificate of Currency and any other applicable documents to the event organiser as they form part of the application and are to be included with the application. Noise (Question 6) For public events, particularly outdoor events, organisers may need to apply to the Environment Protection Authority (EPA) for an exemption from the provisions of the Environment Protection (Machine Noise) Policy. This policy provides measures for the regulation of noise emitted from a range of sources. The Environmental Noise Policy from the EPA can be used as a guide by carrying out self-assessment using a hand-held sound-level meter. Road Closures, Restrictions and Traffic Control (Question 7) If you require any temporary road closures for the event, you must indicate the roads, anticipated closing times and associated information as per this application. The application must be received a minimum of six weeks prior to the event date as it must be presented to a meeting of Council for approval and endorsement. Advertising and traffic control if required will be managed by Council. Costs for Public Notices and staffing may be incurred and the applicant will be advised accordingly.