EventsUpdate [email protected] — New Zealand Association of Event Professionals, c/o P O Box 3798, Auckland 1140 NOVEMBER 2015 ISSN 1179-3678 — Subscription is a member exclusive benefit — contact [email protected] for details SEMINAR SPEAKER PROFILE: EXpert tips for contracting NEW event meDical proviDer MICHELLE ENRIGHT — See page 6 internationals — See page 3 — See page 13 FROM THE CEO to download a PDF of the NZAEP Member Survey 2015 Results publication, rather than read online with the new ISSUU NZAEP recently took to the for our members so that our members. It was great format – an option we’ve phones to conduct our annual these satisfaction statistics to discover that 60% always added since September. survey of members, and learn continue their upward trend! read the Events Update, and more about the work that you 35% sometimes read it. Seminar topics: Members NZAEP function attendance: do and also what you want told us what their challenges We are pleased to report also We also sought feedback to see from your industry are at the moment and some that 78% percent of members on the content – what do association. Thanks to all that very clear themes emerged have attended at least one members like to see, or want took part; your feedback has for us to respond to in our NZAEP-affiliated function or to see more of? The feedback been hugely valuable. Here professional development event (e.g. regional seminars, showed some clear themes, is a summary of some of the seminars. Perhaps annual conference, awards, many of which we’ve already findings: unsurprisingly funding and etc), and 27% of members incorporated into our monthly sponsorship, and savvy Membership satisfaction: have attended many of our features: marketing and social media We asked members how events. • Case studies of events use were standout trends. they feel about their NZAEP Volunteers and VolunteerNet: highlighting challenges and Our Seminar series launching membership. The feedback 67% of members use innovations this week is a direct response was, happily, very positive – volunteers at their events to this –there is still time 37% of members said they • Case studies of events using – however only 20% have to register for your local were satisfied with their VolunteerNet used VolunteerNet. This is seminar Successful Events membership, 54% said that useful benchmarking data • People profiles / people through Media Engagement they were very satisfied with as we seek to grow the re- movement within the and Effective Financial the association exceeding built VolunteerNet platform industry Management. their expectations in some into a key industry resource. areas, and a few (7%) even • International event trends Health and safety was also If you haven’t looked at said membership exceeds a clear area where members VolunteerNet in a while, visit: expectations in most areas. • A more even spread are keen for information – we www.Volunteernet.org.nz to Many commented that the between public and private had great feedback from our see why we’re so passionate Association has taken a sector event articles Health and Safety seminar about the potential of this earlier this year and will be noticeable ‘step up’ in the last • Success stories, positive service. running follow up sessions one to two years. Obviously news about bringing early in the new year – we’ll the Board is pleased to hear Events Update: We wanted overseas money to NZ. keep you posted. this, and aim to keep building to make sure our monthly Some members told us services and resources publication hits the mark with they preferred being able Vicki Watson - CEO, NZAEP Fireworks company fined after spectators injured at All Blacks match SOURCE: Business.govt.nz/ the Auckland District Court known as “fireball” devices fireball devices that failed worksafe, 15 October 2015 today on one charge under malfunctioned, causing an were manufactured by the the Health and Safety in unintended explosion. The company using the incorrect The company behind the Employment Act for failures force of the explosion mix of substances. This fireworks failures which that led to the spectators’ shattered the mortars produced contaminated injured three spectators at injuries, and six charges under throwing fragments into the fireball devices that were an August 2014 All Blacks the Hazardous Substances crowd and hitting the three highly explosive and match has been fined and New Organisms Act for spectators. dangerous. The company had $52,500 under the Health and failing to identify, label and also failed to properly label Safety in Employment Act, track explosive substances. WorkSafe New Zealand’s explosive substances and had $31,500 under the Hazardous investigation revealed inadequate tracking systems Substances and New The explosion occurred systemic failings in VTPL’s for its hazardous substances Organisms Act, and ordered to during an All Blacks v standard operating and and pyrotechnic compositions. pay reparations to two victims. Australia test match on quality control procedures 23 August 2014 when and its management of Read more. Van Tiel Pyrotechnics Limited two on-field pyrotechnics explosive substances. The (VTPL) was sentenced in Front Cover Photo: The Women’s Start of the 2015 North Shore Marathon. Credit: Run NZ Events Update, November 2015 Page 2 Expert tips for contracting international providers event organisers can gain a well-designed and executed if time zones work against best practice knowledge event, and recognises that you. Don’t assume your which strengthens our local we’ll maintain New Zealand international provider can knowledge base. health and safety standards establish a temporary local at our events regardless of presence in New Zealand for Another advantage in using where they’re held in the the duration of event planning international providers is world. and delivery as Work Visa their exposure to new event conditions may apply to their technologies, ideas and Depending on the complexity personnel. systems that could enhance of your event, you may not spectator or participant require the higher specified What roles are commonly experience. They will also deliverables (and associated filled by international have their own global costs) that some international providers within the NZ events With over 20 years’ experience networks to connect up New contractors typically provide, industry? in the major international Zealand event organisers for so being clear on the scope There’s a real mix events industry, NZAEP Board the sharing of knowledge. of work can help avoid that of opportunities for member, Lara Middleditch, Whilst you might not have pitfall. Regular access to international providers (and has helped deliver some of the come across a particular international consultants can opportunities for us to learn world’s biggest events such as problem in your event before, also be challenging especially the Olympic and Paralympic an experienced international Games, Commonwealth provider may know who has, Games and Asian Games. Her and what the solution is. Lara’s key tips for engaging career has included a mix of If you are looking for short Government/public sector international providers: term, skilled operational contracts and consultancies event staff, there is a pool of 1: Take time to get the contract right. The standard around events such as Rugby international “event gypsies” contracts used by international providers may not cover World Cup 2011 and APEC 99. who move between major aspects typically included by New Zealand providers In her current role leading the sporting events and have around liability, warranties, insurances, etc. In the event Trade Missions and Events the ability to hit the ground of a dispute, know which legal jurisdiction applies and team at New Zealand Trade running in the short lead how breaches of contract would be treated. and Enterprise, the focus up time to events. These 2: Health and safety means different things in different is on leveraging economic operators thrive on bringing countries. International providers may not be aware of benefit from major events their most recent experience the implications of the new Health & Safety legislation and facilitating global to their next contract and being implemented in New Zealand next year or opportunities for New Zealand require little more than a accounted for it in their service level and costs. businesses. work visa and some initial accommodation support. 3: Do your due diligence around reference checks. If you What are the key advantages can speak to another New Zealand customer of the and potential pitfalls of using At New Zealand Trade and provider, even better! Compare apples with apples where international providers or Enterprise, we also use you can – talk to a customer who has used the provider consultants? international providers to for delivering similar scaled projects to yours support our event delivery In the case of mega events offshore. For our overseas 4: Be clear on payment arrangements, currency of payment like sporting World Cups and offices, it’s really important and whether GST is applicable on any part of the Games, the key advantage to have local contractors contract cost. Progress payments in non-NZ currency in using international who speak the language, will be subject to currency fluctuations that may end up consultants or contractors understand the local culture, costing you more. Foreign exchange hedging may be an is that they have typically have good local supplier option for large contracts. performed the same type knowledge (venues, caterers, of work in a similar event. 5: Establish communications protocols so you can stay security, transport providers, Drawing on this experience across progress. Agree how reporting will be conducted A/V companies, etc) and can reshape the way we eg via email, teleconference, video conference, Skype good knowledge of the host plan and deliver our events, or onshore visits to New Zealand, and how day to day city, e.g.