2016 Wagga Wagga Events Guide

WAGGA WAGGAevents guide

Wagga Wagga City Council - 2015Front cover image courtesy Josh Bett - Wagga Live 2013

waggaevents.com.au/event-guide 1

Guide 1 - Before You Begin 2

Before You Begin 2

Wagga Wagga City Council Events Unit 3

Guide 2 - Event Organisers 4

Checklist

Guide 3 - Parks and Facilities 7

Parks and Facilities 7

Waste 7

Guide 4 - Risk Management 8

Guide 5 - Road Closures 10

Guide 6 - Permits 12

Guide 7 -Development Applications 13

for Events

Exempt Events 13

Blanket Development Consent 13

Development Applications for Events 14

Amusement Devices 14

Development Applications for Events 15

Template

Guide to completing a Development 17

Application Form

Guide 8 - Food and Drink 18

Food Checklist 18

Alcohol Checklist 19

Guide 9 - Volunteers 20

Volunteers 20

Child Protection 20

Guide 10 - Sponsorship and Grants 21

Guide 11 - Promoting Your Event 23

Ways to Promote Your Event 23

Local Media Contacts 24

How to Write a Media Release 25

Working with the Media Dos & Donts 26

Guide 12 - Evaluate Your Event 27

Appendix - Forms and Templates 28

Park and Sportsground Maps 28 Risk Assessment Template 36 Schedule 1 40 Trafc Control Plan 42 Special Event Plan Template 43 Trafc Management Plan Template 44 Notication Letter Templates 46 Development Application Checklist 48 Development Application Form 49 Event Plan for Blanket DAs 50 Minimum Food Standards 51 Media Release Template 52 Event Evaluation Template 53

EVENTS GUIDE

contents

waggaevents.com.au/event-guide2

WHY Why are you holding an event? (E.g. To raise money for charity? To create a sense of community? To celebrate a special occasion?)

WHATWhat type of event do you want to hold?

What approvals will you need to run your event?

What plans will you need to prepare in order to gain approvals from regulatory authorities and effectively manage your event?

What resources will you need to run a well managed event (e.g. stafng, venue, sponsorship, equipment, insurance, publicity etc)?

What will the event cost to stage? What is your budget? Do you have an event nance plan?

Do you need an ABN or be registered for GST?

What are the risks that may affect your event?

Do you have a marketing plan?

Do you need Public Liability Insurance?

WHEREWhere will your event be held? Will there be any costs associated with hiring the venue or using a public space? How will rain affect the event?

Does your event require a development application through Council or is it covered under the current approved blanket development applications?

WHOWho do you want to come to your event? Your event might target a particular demographic such as young people, seniors, families or school children. It may be an event for a particular geographic area such as a suburb or a local government area. Perhaps you want your event to appeal to a particular interest group such as train enthusiasts, gardeners, lovers of jazz etc?

HOWHow will you reach those people and tell them about your event? Do you have the resources to publicise your event to the right target audience?

How will you gain access to the resources you need?

How will you stage your event?

WHEN When do you want to hold your event?

Are other events being staged at the time you propose to hold your event? Other events can affect the level of media interest in your event, the availability of transport, accommodation and other support services, and the ease of travel to your event. For information about future events, contact the Wagga Wagga Visitor Information Centre on 1300 100 122 or go to visitwagga.com

Is there an existing event with which you could partner?

GUIDE NO.1

before you beginCoordinating even the smallest event can be time consuming and resource intensive. You can save yourself a great deal of time and money by answering some key questions BEFORE deciding to go ahead with an event. Consider the following questions:

NOW THAT YOU HAVE THOUGHT ABOUT THESE QUESTIONS, IS AN EVENT THE WAY TO GO OR ARE THERE OTHER OPTIONS TO ACHIEVE YOUR OBJECTIVES?


GUIDE NO.1wagga wagga city councilWagga Wagga City Council has an Events Unit that is your one stop shop for event related enquiries.

This unit should be your rst point of contact within Wagga Wagga City Council. The Unit has lots of tools, tips and tricks that will assist you in any and all aspects of your event planning. Most of the information is located within this guide so simply navigate through to nd what youre after. The Unit also offers information and advice on running your event as well as details on:

Event Management

Development Application processes

Food Safety Standards

Venues, Parks and Facilities

Insurance and Risk Management

Bidding for an event.

You can get in contact with the Events Unit by email at [email protected] or calling 1300 292 442 to make an appointment.

tools and templatesThere are many templates and forms that are referred to throughout this document. These are referenced by the page number and are all contained within the Appendix. The forms (including editable word versions) can be downloaded directly from the Wagga Events website waggaevents.com.au or you can contact the Events Unit directly.


GUIDE NO.2event organisers checklistThis Event Organisers Checklist will walk you through this guide. The event checklist ensures you have attended to all of the requirements of running a successful and safe event. Please nd below an example of a checklist that could be used for any event held within the City of Wagga Wagga.

Task More Info

PlanningVisit Councils Events website and view the Events Guide - waggaevents.com.auCheck what other events are on at the same time as your proposed event (via the Visitor Information Centre)

Contact Councils Events Unit to inform them of the event and discuss any approvals you may require including: Development Applications Trafc management Permits Booking venues Booking City signage Form the event organising committee and allocate roles and responsibilities

Prepare the event budget and monitor expenditure and income

Develop / review event objectives

Develop event program

Book performers, entertainment and Master of Ceremonies (if needed)

Send conrmations and pay deposits

Permits & Licences

If using music, apply for APRA permit - apraamcos.com.au Guide 6, Page 12

Apply for Liquor Licence if required Guide 8, Page 19Trafc Management Guide 5, Page 10Design trafc plan including: Signage Disabled parking VIP parking Pedestrian access Car parking marshals Entry and exit points Lighting Road closures Promoting alternative transport

Sponsorship & Grants Guide 10, Page 21

Create sponsorship proposal - cash and in-kindIdentify appropriate potential sponsorsDistribute sponsorship packages and follow up promptly


Research, prepare and send relevant grant applications

Marketing & Promotion Guide 11, Page 23

Develop Marketing/Communication Plan

Design promotional material, basic text and logoDevelop social media strategy Distribute yers/posters/brochures to the communitySubmit information to Wagga Wagga City Council and the Visitor Wagga Wagga websites via visitwagga.comLetter box drop to surrounding residentsSubmit event advertisement/media release/ Whats On to relevant outletsDesign and/or update website

GUIDE NO.2event organisers checklist

Risk Management Guide 4, Page 8

Conduct risk assessment involving all key stakeholdersCreate risk management planObtain relevant insurance and send copies to Council if requiredDevelop Contingency Plans - wet weather, low attendance etcNotify Police, Ambulance Service and Fire Brigade of event

Operations Book AV/IT equipmentBook portable toilets, reworks, marquees, lighting towers, generators etcBook security Book rst aid ofcers

Food and Market Vendors

Book vendors and conrm in writing: Event details (date, time, venue, bump in and out) Request details of electrical requirements Request copy of Certicate of Currency (insurance) Food permits

Ticketing and InvitationsDesign tickets/invitations and develop refund policy. Remember VIPs (Mayor, MPs etc)Determine ticket prices (whats included in the price?)Distribution (tickets at gate, pre-sold, online etc) and collection of tickets/RSVPs Security for lost or stolen tickets


GUIDE NO.2event organisers checklistSite Preparation & PlanDesign plan of venue/event site including: Plan to scale Show North point Area you propose to use Indicate structures such as stage, bar, toilets, marquees etc Streets surrounding the area Fixed structures such as amenity blocks

Cleaning and Maintenance Plan Guide 3, Page 7Book toilet cleaners and extra paper and supplies if appropriateClean up venue/mow lawn/clear area of debris etcOrganise garbage and recycling bins and waste removal

OtherOrganise volunteers and staff Guide 9, Page 20Prepare scripts or run sheets. Dont forget: Welcome to/Acknowledgment of Country Thank VIPs and Special Guests Apologies Mention and thank sponsorsOrganise awards/trophies/certicatesOrganise decorations/styling ON THE DAYGather staff, volunteers and emergency services for full briengCirculate contact list with mobile numbers to all staff/volunteersConrm chain of command in case of emergencyDistribute incident reporting methodConduct nal rehearsal and sound checkBrief Meeter/Greeter and Minder for VIPsDistribute event kit with essentialsPOST EVENTRemoval of all equipment and rubbishThank you letters and reports to sponsorsThank you letters to staff, volunteers, performersEvaluation/debrief with key stakeholders Guide 12, Page 27Close off budgetHold a debrief session to look at ways of improving the eventPrepare nal reportClaim the date for your next event and register with Wagga Wagga City Council


CITY SIGNAGE SITES Bookings for City Signage Sites can be made through Council. City signage sites include:

Eastern Gateway (Railway overpass, corner Tarcutta Street and Edward Street)

Western Gateway (Roundabout at the corner of Edward Street and the Olympic Highway)

Wollundry Banner (banner over Wollundry Bridge Lagoon in Fitzmaurice Street)

Northern Gateway (Bomen Road)

Gateway signs are able to be booked to promote your event, provided it is aimed at attracting visitors from outside the City. These signs cannot be booked for smaller community type events. They can also only be booked in one week blocks and not for consecutive weeks.

The Wollundry Banner can be booked for any type of event. This can only been booked in one week blocks and not for consecutive weeks.

You will need to arrange your own sign and banner. For information on the cost of booking these sites and to make a booking please contact Councils Bookings Ofcer by phoning 1300 292 442 or email [email protected]

Councils Bookings Ofcer is able to provide you with the contact information of local businesses who produce signage for these locations.

SITE MAPSSite maps of Councils most utilised venues (including power locations) are located from page 28 in the Appendix of this guide. Venues included are:

1. Robertson Oval

2. Victory Memorial Gardens

3. Wagga Wagga Exhibition Centre

4. Bolton Park

5. Wollundry Lagoon Precinct Area

6. Botanic Gardens

7. Collins Park

8. Wagga Beach

Bookings for parks, gardens and facilities can be made by phoning 1300 292 442 or email [email protected]

Site VisitIt is important to conduct a site visit prior to booking a venue to ensure it has all the facilities you require for your event. This includes parking, lighting, toilets, power, fencing and access. It is also benecial to conduct a site visit prior to completing your Risk Management Plan and Emergency Response Plan.

WASTEWagga Wagga City Council is committed to waste management practices that ensure environmental sustainability of our local area and the wider community.

Event organisers are encouraged to adopt Waste Wise principles in their planning and help to lead the way towards a cleaner environment for the whole community.

Gregadoo Waste Management CentreAddress: 132 Ashfords Road, Wagga Wagga

Opening Hours: 7:00am 4:30pm, 361 days per year, 7 days a week.

The centre is closed on Christmas Day, Boxing Day, New Years Day and Good Friday.

Kurrajong RecyclersPh: 02 6925 5004

Cleanaway

Ph: 13 13 39

SUEZ Wagga WaggaPh: 13 13 35

GUIDE NO.3parks and facilitiesWagga Wagga City Council has a wide variety of parks, gardens and facilities that can be booked for your event.


RISK MANAGEMENTRisk is anything that can impact on an events success that you planned. A Risk Management Plan is an essential aspect of planning any event. Managing risk will help to make it safe for all concerned and ensure you enjoy success.

Risk management should not be a daunting process; it is merely a process to establish all the factors that may have a negative impact on your event. It is about making better, fully informed decisions. Some factors that may have a negative impact on your event, but are not limited to include:

Weather First Aid

Volunteer safety Trafc safety

Entertainment Pedestrian safety

Program Guest safety

Competing event Stall holders

Security Set-up and Pull-down

Alcohol Amusement Rides

Fireworks Electrical equipment

The duty of care to residents, organisers, workers, performers, contractors and all of those present at your event is the responsibility of the organisers and must be addressed at all times.

HOW TO ASSESS RISKIt is important that all key stakeholders involved with the event are involved in identifying risk areas.

A Risk Assessment should be made of the site of the event and the proposed activities to identify any possible issues or incidents that may occur.

After assessing the site, a Risk Management Plan (see template on page 36 in the Appendix) can then be developed and used to assist organisers with the planning and management of the event, to minimise risk and maximise safety and enjoyment.

A Risk Management Plan cannot remain static.

Risks can change according to changes in the law, development of safe practices and techniques and developing technology. Constant evaluation and updating must be done to take account of trends and the organisations own experiences.

INSURANCEEvery event must have appropriate Public Liability Insurance to ensure that individuals are nancially protected and there is protection against loss should an incident occur. Public Liability Insurance is a critical part of responsible management of an event and is an important part of managing risk.

In order to ascertain the appropriate insurance required, a risk management analysis must be undertaken by the event committee to review the potential risks to the event and then an assessment made of whether appropriate insurance is available to cover that risk.

Depending on the number of volunteers involved with the event, it may be desirable to purchase a personal accident and insurance policy that covers all recorded volunteers for the period of the event. It is recommended that you seek professional advice from an Insurance Broker.

If Council infrastructure is to be utilised during the event, Council will insist on its rights and liabilities being covered by the organisers Liability Policy.

If your event is being held on Council land, Council requires a minimum of $20 million Public Liability Insurance as a condition of approval.

One off event Public Liability Insurance can be obtained via various Insurance Brokers such as Local Community Insurance - localcommunityinsurance.com.au

GUIDE NO.4risk managementThe information included in this section is of a general nature and should be treated as such. When dealing with important issues such as risk management and insurance you should always consult a professional regarding your particular case.


ROAD CLOSURESThe Road Closure Application Checklist on the following page provides further information and identies the forms required for applying for road closures and use of the streets for events. There are a number of categories your event may fall into:

Please note: The CBD area is dened as Baylis St and Fitzmaurice St, with Morgan St, Forsyth St and Tompson St until Peter St and includes Berry St, Johnston St, Gurwood St, Kincaid St and Crampton St up to Trail St (it does not include Trail St or Peter St).

Class 1 Event (e.g.) Closure of state classied roads for parade or event) Impacts major trafc and transport systems

Disrupts the non-event community

Requires the involvement of Police, one or more Councils and the RMS

Class 2 Event (e.g. Fun Run / parades conducted on local streets)

Impacts local trafc and transport systems but does not impact major trafc and transport systems

Disrupts the non-event community in the area but not over a wide area

Requires the involvement of the Police and Local Council

Class 3 Event (e.g. Street Parade)

Does not impact local or major trafc and transport systems or classied roads

Disrupts the non-event community in the immediate area only

Require Local Council and Police consent

Class 4 Event (e.g. community walk on the footpaths)

Event conducted entirely under Police control

Does not require trafc management

Does not impact vehicular trafc

Has little effect on non-event community

GUIDE NO.5road closuresIf you think your event may require the partial or full closure of roads or have an effect on trafc within the City or surrounding areas please contact Councils Trafc Ofcer on 1300 292 442. Events that will require control of trafc must be considered by the Trafc Committee. This process requires a minimum of 12 weeks to allow for the meeting schedule of the Committee.


Task CompleteCall Councils Trafc Management Unit to discuss event on 1300 292 442

Schedule 1 Form (page 40 of Appendix)

Trafc Control Plan Document (page 42 of Appendix)

Transport Management Plan (page 44 of Appendix)

Trafc Control Plan/s (as per RMS document Trafc Control at Worksites)

Risk Assessment Document (page 36 of Appendix)

Insurance Certicate of Currency ($20 million Public Liability with WAGGA WAGGA CITY COUNCIL & RMS noted as interested parties)

Task CompleteNSW Fire Brigade and Ambulance (page 46 of Appendix)

Other affected parties such as transport companies and public transport providers (page 47)

GUIDE NO.5road closure application checklist

The Trafc Committee may require further documentation after you have submitted your application.

For further information and online documentation see Guide to Trafc and Transport Management for Special Events available at rms.nsw.gov.au

Once approval has been gained, notication letters in relation to your event should be sent to:

RACESIf your event involves a vehicle race (including bicycles), a Schedule 1 Form is not required, however a separate application must be made to the NSW Police under Section 40 of the Road Transport (Safety & Trafc Management) Act, 1999. For further information visit this link rms.nsw.gov.au/trafcinformation/downloads/bicycleracing.pdf or phone the local Police on 02 6922 2599.

TRAFFIC CONTROL PLAN DIAGRAMSTrafc control plan diagrams that graphically depict the trafc controls that will be implemented should be drawn pursuant to the RMS Trafc Control at Work Sites. For further information regarding these drawings please contact Councils Trafc Ofcer on 1300 292 442.


STREET STALL APPLICATIONThis is for people/organisations wanting to hold a street stall to raise funds for an organisation in the CBD. Stalls can have tables and chairs. Applications must be received with no less than 5 days prior to the event.

Please note: if your fundraising stall involves the selling of food there is an additional form that must be completed and submitted. Please see Guide 8 Food on page 18.

DISPLAY OF GOODS ON FOOTPATHSThis is for businesses that wish to display any A-frame or goods from their businesses on the footpath in front of their shop. You will need to complete the Display of Goods on Footpaths Commercial Application Form.

STREET FURNITURE APPLICATION CBD AREAThis is for businesses located in the CBD that wish to have an eating area on the footpath in front of their shop with tables and chairs. They can also have barriers and umbrellas. You will need to complete the Outdoor Eating Central Business District Application Form.

STREET FURNITURE APPLICATION NON CBDThis is for businesses not located in the CBD that wish to have an outdoor eating area located on the footpath in front of their shop. Tables and chairs as well as umbrellas and barriers are permitted. You will need to complete the Outdoor Eating Site Outside CBD Application Form.

Please note: The CBD is Baylis St and Fitzmaurice St, with Morgan St, Forsyth St and Tompson St until Peter St and includes Berry St, Blake St, Johnston St, Gurwood St, Kincaid St and Crampton St up to Trail St. It does include Trail St and Peter St.

NOISEEvents can produce noise levels much higher than normal. Events must comply with the provisions of the Environmental Protection (noise) Regulations 1997.

OTHERAustralian Performing Rights Association (APRA) - if music is being played and/or performed live, made available online or copied, it almost always requires a licence. To nd out if you require an APRA Licence at your event, visit their website for more information apraamcos.com.au

If your event is screening a movie you may also require a copyright licence.

GUIDE NO.6permits

THE FOLLOWING APPLICATION FORMS CAN BE OBTAINED BY CONTACTING COUNCILS REGULATORY SERVICES SECTION ON 1300 292 442

THE DISPLAY OF GOODS ON FOOTPATHS COMMERCIAL

THE OUTDOOR EATING CBD

THE OUTDOOR EATING SITE OUTSIDE CBD


GUIDE NO.7development applications for eventsThe holding of an event may require the lodgement of a development application to Council.

EXEMPT EVENTSSome events are exempt from development. These events must meet the folllowing criteria:

Temporary commercial, community or retail events or private functions

1) Must be located on Council-owned land or land for which the Council has care, control or management.

2) Must have obtained the written consent of Council.

3) Must have obtained all required approvals.

4) Must not involve the closure of any public roads.

5) Must not have a duration of more than 1 day in any 12-month period.

6) Total number of people attending the event must not exceed 1.000 at any time.

7) Must not involve the selling of liquor.

8) Must not involve any permanent or physical change to any land.

9) Lighting must be provided to facilitate the safe movement of patrons, must not cause glare to adjoining properties and must comply with AS 4282 1997, Control of the Obtrusive Effects of Outdoor Lighting.

10) Event (including set up and pack down) must take place only during the following periods:

a.7.00am to 10.00pm on Monday, Tuesday, Wednesday, Thursday Friday or Saturday,

b.8.00am to 10.00pm on Sunday.

11) Toilet facilities must be available as follows:

a. Female facilities at least 3 toilets and 1 hand basin,

b. Male facilities at least 1 toilet, 1m length of urinal troughs and 1 hand basin.

BLANKET DEVELOPMENT CONSENTWagga Wagga City Council does have approved blanket Development Applications in place for various types of events to be held at Lake Albert (including Apex Park), Bolton Park, Victory Memorial Gardens, Wollundry Lagoon, Playhouse Car Park, and the Wagga Beach.

If you are wanting to hold an event at one of these locations you are required to submit the following documentation to the Events Unit to determine if your event meets the criteria of the current approved development applications:

- Event Plan for Blanket DA (page 50 in Appendix)

- Risk Assessment (page 36 in Appendix)

- Site Plan

- Emergency Evacuation Plan (included in Event Plan)

- Copy of Certicate of Currency for Public Liability Insurance

It is recommended that you contact Councils Events Unit prior to submitting this information to request a copy of the Event Management Plan for the specic location. This document will assist you in providing the above information.

If your event meets the criteria of the blanket development application you will be required to adhere to the conditions of the development application and its associated Event Management Plan.

If your event does not meet the criteria of the blanket development application you will need to go through the process of submitting a development application for your event.


GUIDE NO.7development applications for events and amusement devices DEVELOPMENT APPLICATIONS FOR EVENTSGenerally, if an event is to be held on land that is not normally used for the same purpose as the event an application will be required to enable a temporary use of the land. Examples of events that require a development application include:

markets that are held on land that is otherwise used as a car park or a recreation area

music events within parks

car displays held in car parks or recreational areas

Applicants should ensure that their applications are lodged with plenty of time to enable an assessment to occur and condition requirements to be met prior to the event being held. As a minimum, applications should be lodged three months prior to the date of the event.

If the event is to be held on land that is owned by Wagga Wagga City Council, the consent of Council will be required in writing and the development application signed by the appropriate Council Ofcer. Otherwise you need the consent of owners.

A booking is required for the use of Council land such as the Music Bowl at the Botanic Gardens, Bolton Park, Lake Albert/Apex Park, Victory Memorial Gardens, Wollundry Lagoon etc. The booking to use Council land is a separate process to the development application. Both the booking terms and development application will impose conditions to ensure that Councils assets are not damaged and that the impact of the event being held is minimised.

Council has prepared a checklist which outlines the required plans and documents that need to be lodged with a development application for an event. This can be found on page 48 in the Appendix of this document.

AMUSEMENT DEVICESAs part of Section 68 of the Local Government Act 1993, operators of amusement devices are required to make application to Council for approval to operate their amusement devices anywhere in the City unless the amusement device is not required to be registered under the Occupational Health and Safety Regulation 2001 or if the amusement device meets the exemption requirements of clause 75 of the Local Government (General) Regulation 2005.

When an event is being held in the Wagga Wagga City Council Local Government Area that has affected devices, delegates from Council will attend and facilitate the applications and undertake required inspections on-site.

An approval is NOT required for:

a small amusement device which is designed primarily for children under 12 years of age and includes such rides as mini-ferris wheels, battery operated cars or miniature railways

a coin operated amusement device.

To apply for approval, an Amusement Device Application form must be completed and returned to Council, before the amusement device can be operated for public use. The application form must be accompanied by:

copy of current WorkCover NSW Registration relating to the specic ride

copy of $20 million Public Liability Insurance related to the specic ride

the application fee of $75 payable to Wagga Wagga City Council.

Application forms can be downloaded from Councils website www.wagga.nsw.gov.au

As the amusement operator, if you are unsure if an event you are attending will require approvals before operating, contact the event organiser or alternatively contact Councils Development Services Section on 1300 292 442. Event organisers can also contact Councils Development Services Section to determine if the amusements they are hiring require approval.


GUIDE NO.7development applications for events templateWhen compiling your documentation listed in the Entertainment Venue / Events checklist (page 48 of Appendix) you will need to consider the following information to provide in the Statement of Environmental Effects. This will help ensure that the requirements of the Environmental Planning and Assessment Act 1979 are met and will allow Council to assess the application against the relevant considerations.

The level of detail provided in the Statement of Environmental Effects should be consistent with the size and scale of the event along with the likely impacts of the event.

Event: Name of event

Date/s and Times: Event date/s and exact times include bump in and bump out times.

Location: Venue, including street names and boundaries. Is the event being held in a Heritage Listed or a Heritage Conservation Area? Mention ease of access of location, especially for those with disabilities.

Numbers: Approximate attendance at your event and if this gure includes guests, visitors, performers, contractors etc.

Contact: Who the event is being organised by (such as a Committee) and the main point of contact, this persons position (e.g. Events Coordinator) and contact details (land line, mobile and email address if possible).

Temporary Structures: Include information here if you are erecting temporary structures or utilising an existing building. Discuss how many, locations and uses for all of these. Discuss site re-instatement and if there will be minimal impact on the site (e.g. are there temporary structures being erected for a short period of time etc.).

Stallholders: If you will you be having food and beverage or market stalls at your event, state what these are and how they comply with regulations regarding WHS and if they are going to supply public liability and insurance certicates. If alcohol is being served,

mention that RSA certicates have been requested. Do you need to apply for a temporary on-licence? If employing staff /volunteers to serve alcohol, RSA certicates must be obtained.

Entertainment: Include information about the type of entertainment you will be offering (bands, soloists, roving entertainers etc) at your event and the times of these performances. Mention the impact on the surrounding environment and what you will do to assist with this (such as letters to the surrounding households). Will you have any facilities for performers such as dressing rooms, toilets, marquees, hospitality etc.

Amenities: What existing facilities will you be using (toilet blocks etc) or will you be hiring port-a-loos? The Building Code of Australia provides details on the amount of toilet facilities required for events.

Security: Is a professional security rm being employed for your event? If so, who will it be, how long are they employed for and what are they responsible for (crowd control, noise control).

Parking: Include information about what parking and disabled parking facilities the event location offers. Is the event centrally located? Is the location easily accessible by public transport? Are guests able to walk and/or get lifts. The Building Code of Australia provides details on requirements for car-parking widths and areas.

Lighting: Include information about lighting if your event is being held during the evening / night. What lighting does the venue offer?

Power: Will you be using the existing power and outlets available at the venue? You should also let Council know if you will be using generators.


GUIDE NO.7development applications for events templateFencing: Is this required and if so, where will it be used? Remember to mention that it will not be blocking exits and space will be kept for emergency evacuations.

Risk Management: If held on Council land, a complete risk management assessment must be conducted before the event and distributed to all relevant stakeholders including the Committee, performers, contractors, security and local emergency response teams. What procedures do you have in place in the event of an emergency evacuation and mention any structural hindrances?

Road Closure: If road closures are required, write them down and mention what processes you have followed to ensure the safety of this aspect of the event. Be sure to mention the street names that will be affected and the closing dates and times.

Suspension of Alcohol Free Zone: Does this need to be requested? Provide as much detail as possible including dates, times and locations.

Public Liability Insurance: Who holds the policy the committee, the event, an individual.

STATEMENT OF ENVIRONMENTAL EFFECTSLikely impacts 1.1 What impact will the proposed development have upon the local environment (for example ora, fauna, Aboriginal land, and use of water)?

1.2 What impact will the proposed development have upon the local economy?

1.3 What impact will the proposed development have on the local community?

1.4 What types of development exist on surrounding land?

1.5 Will the development increase the amount of noise, vibration, light or any other form of disturbance on adjoining lands? (If yes, describe the expected disturbance)

If the answer to question 1.5 is yes, describe what will be done to reduce the affects of that disturbance on neighbours.

1.6 Will the development increase the amount of trafc in the area?

Environmental assessment Any archaeological sites that may be affected by the proposed development? (If yes, provide details)

Any historical or heritage sites that may be affected by the proposed development? (If yes, provide details)

Any cultural sites that may be affected by the proposed development? (If yes, provide details)

Any threatened species of ora that are likely to be affected by the proposed development? (If yes, provide details)

Any threatened species of fauna that are likely to be affected by the proposed development? (If yes, provide details)

Any possible reduction in the current recreational or community uses of the area as a result? (If yes, provide details)

If you are unsure of any details required in the Statement of Environmental Effects please refer to Appendix 3 of Councils Development Application Preparation and Lodgment Guide which can be found at wagga.nsw.gov.au


GUIDE NO.7how to complete an application for development formBelow is a guide to assist you with completing Wagga Wagga City Councils Development Application Form which can be found on page 49 of the Appendix, downloaded from Councils website wagga.nsw.gov.au or collect in person at Council.

Select the Approval you require:

From the three options, select Development Application.

Application for Complying Development Certicate is made under:

Leave this blank.

Applicant Details:

Complete details in full and sign.

Site Details:

This is the information of the address where your event will be held. If you are unsure of the details, ask Customer Service at Wagga Wagga City Council for the correct address.

Provide a Description of the Development:

You would typically be applying for Development Consent as you would be changing the use of the land to hold your event, or you are erecting temporary structures such as marquees for your event. Please provide a brief description of what the event is, dates, times etc and refer to your attached documentation for further information.

Supporting Documentation

You must attach the checklist and supporting documentation for your event, this includes your Statement of Environmental Effects and Site plans along with the checklist that is on page 48 of this guide.

Special Consideration:

Leave blank unless this relates to your event.

Estimated Cost:

Leave this blank.

Undertaking the Work:

This will only need to be completed if you are erecting a temporary structure for your event. If so, indicate the name of the hire company.

Inspections:

A qualied certifying authority. Wagga Wagga City Council is a qualied certifying authority.

Consent of all Owners of the Subject Property:

If it is a Wagga Wagga City Council venue you are using, a staff member at Customer Service can help you locate the relevant person. If using an existing building, you must have all the owners signatures.

If you are unsure of any details on the form, please refer to page 11 of Councils Development Application Preparation and Lodgment Guide (wagga.nsw.gov.au).

Applicant and Landowner Declaration:

As the applicant, select the relevant description.


Task Completed

All food stallholders will each have to complete Wagga Wagga City Councils Application for Food Stall at Temporary/Special Event form. Event organisers must ensure they co-sign Section 2 of the application (page 51 of the Appendix).

The event organiser must collect all applications and submit them for the entrire event to Councils Public Health Department. These forms must be returned at least ve - seven days prior to the event.

Stallholders may need to appoint a food safety supervisor well before the event. A Food Safety Supervisor is mandatory where potentially hazardous food, unpackaged ready to eat foods are sold to consumers. To nd out whether your stallholders require a FSS please visit foodauthority.nsw.gov.au

Comply with the City of Wagga Wagga Minimum Standards For Food Stalls at Temporary & Special Events. Visit Councils website wagga.nsw.gov.au under Community, Public Health for the latest information and requirements.

GUIDE NO.8food checklistIf you are coordinating or organising a one off or annual event involving food stalls, the following will apply to ensure minimum legal requirements of the Food Act 2003 and Food Standards are met:

For further information, please contact Councils Public Health Department on 1300 294 442.


GUIDE NO.8alcohol checklistOrganising an event where liquor will be sold will require a limited licence under the Liquor Licensing Act. To sell alcohol at your event you are required to:

Task Completed

Notify the local Police (Ph: 02 6922 2599) and Wagga Wagga City Council or the venue, depending on whom the consent authority is for the land where you propose to stage your event.Obtain a license from the Licensing Court of NSW (Ph: 02 9995 0333 or olgr.nsw.gov.au)

For a temporary function licence (for non-prot groups) the application must be submitted no less than four weeks prior to the event.

For a permanent function licence or a special event licence, the application must be submitted no less than eight weeks prior to the event.

Need to develop, implement and adopt principles/strategies that can prevent or reduce the risk associated with the consumption of alcohol, minimise harmful and hazardous use of alcohol and encourage a responsible attitude.Submit documentation demonstrating how you intend to serve alcohol responsibly at your event.Requests for suspending an Alcohol Free Zone or part thereof should be made in writing to Council with a minimum three months notice.

RSA COURSESAnyone serving alcohol is required to be Responsible Service of Alcohol qualied (RSA). RSA courses are held regularly in Wagga Wagga. Check with your local education provider for details.

If you hold an RSA issued prior to 1 January 2001 these certicates are now invalid and you are required to complete an RSA course with an approved registered training organisation. For more information visit the Ofce of Liquor, Gaming & Racing website olgr.nsw.gov.au

OLGR has produced an informative fact sheet regarding limited liquor licences for a single function which can be viewed on their website at olgr.nsw.gov.au/liquor_fact_sheet.asp


GUIDE NO.9volunteersVolunteers can provide invaluable assistance in the coordination and running of an event.

The Centre for Volunteering can assist member organisations with recruitment of volunteers through the Volunteer Referral Service. For more details visit volunteering.com.au and follow the links Become a Member and then Volunteer Referral Service.

Another good way to nd volunteers for events is to approach your local service clubs such as Lions, Rotary and Apex, as well as educational and training institutions that offer event courses.

You need to be aware of your rights and responsibilities in relation to volunteers. These include:

INSURANCEProfessional advice should be sought about the type of insurance you will require to cover volunteer activity (also see Guide 4 Risk Management page 9). You should also check to ensure that any existing insurance policies cover volunteers. Some you might consider are:

- volunteers/workers personal accident

- public liability

- motor vehicle

- professional indemnity liability

WORK HEALTH AND SAFETYVolunteers are entitled to the same safe conditions that are provided to paid employees.

APPROPRIATE ORIENTATION AND TRAINING This is to ensure volunteers are able to do their assigned job effectively. Volunteers serving alcohol at a licensed event must be trained in the responsible service of alcohol.

REFERENCE, POLICE OR OTHER CHECKS Depending on the role assigned to a volunteer (such as working with children - see below) it may be necessary to carry out checks. If checks are relevant, volunteers should always be advised and their permission sought.

For more detailed information about the rights and responsibilities of organisations and volunteers go to volunteering.com.au or call the Centre for Volunteering on (02) 9261 3600.

CHILD PROTECTIONThere are various aspects of events that involve working with children. There are some things that employers and self employed people must do by law to help keep children safe. The NSW Commission for Children and Young People is an independent organisation working with others to make NSW a better place for children and young people.

For more information regarding child protection and events visit kids.nsw.gov.au or call (02) 9286 7276.


GUIDE NO.10sponsorship and grantsSponsorship of community events and festivals has benets for the City, as well as organisations and businesses in the local area.

HOW TO SECURE SPONSORSYou have to ask! A sponsorship proposal is the most comprehensive and professional approach to seeking sponsorship involvement from business. A sponsorship proposal should clearly:

Highlight the various aspects of the event;

List the benets for the business of being associated with the event;

List what you want and why (for example printing of programs to promote the event widely to the community);

Indicate how much support (nancial or in-kind) you are seeking;

Indicate if there are various levels of sponsorship available (for example Partner, Major, Supporter);

Present the proposal as an attractive proposition for any potential sponsor (typed and either stapled or bound);

Try not to make the proposal too long or the person reading it could lose interest; and

Email or post the proposal, but ensure it is followed up with a telephone call within a week of sending if you have not had a reply.

The most successful sponsorship proposals clearly link the event with the sponsor through identifying common goals. Remember it is usually easier to gain product or in-kind sponsorship than cash, so look at your event carefully and see where savings can be made through this kind of sponsorship.

MAINTAINING SPONSORS Keep sponsors informed at all times, particularly of any changes to agreed arrangements (or unforeseen circumstances that affect your event/activity).

Take care of your sponsors attend to all their requirements as soon as they are identied small details are important.

Be creative, exible and innovative in sponsorship ideas and sponsor benets.

Be aware of developments in the business world and possible opponents in seeking sponsorship.

Remember, post-event reports and Thank you to sponsors are essential.

COUNCILS ANNUAL GRANTS PROGRAMThe Wagga Wagga City Council Grants Program enables Wagga Wagga City Council and the community to work together to enhance the ambience and character of the Wagga Wagga Local Government Area as a place for all to enjoy and be proud of.

Grant funding is available through six funding areas. Each program has its own eligibility criteria and the criteria are strictly adhered to. These programs are:

1. Community Health and Wellbeing

2. Connected Rural and Urban Communities

3. Arts and Culture

4. Local Heritage

5. Events

6. Sustainable Environments

FOR MORE DETAILS ABOUT THE ANNUAL GRANTS PROGRAM PLEASE PHONE WAGGA WAGGA CITY COUNCIL ON 1300 292 442 OR VISIT WAGGA.NSW.GOV.AU/GRANTS


GUIDE NO.10sponsorship and grantsMAJOR EVENTS SPONSORSHIPEvents may be eligible for Major Events Sponsorship funding through Wagga Wagga City Council if they have the potential for:

A signicant impact on the local economy

Bringing a large number of visitors and/or participants from outside the Local Government Area.

Contact the Events Unit for further information on 1300 292 442 or email [email protected]

CROWDFUNDINGCrowdfunding is a way of nancing your business through donations of money from the public, most commonly done through Crowdfunding websites:

Pozible: pozible.com

Kickstarter: kickstarter.com

OzCrowd:

ozcrowd.com

GRANTSDepending on the type of event, there are many grants available at a Federal, State and Local level as well as other non-government places. Try these websites for some ideas:

Wagga Wagga City Council: wagga.nsw.gov.au/grants

Federal Government Grant Finder: business.gov.au/grants-and-assistance

State Government Departments: nsw.gov.au

Australia Council for the Arts: australiacouncil.gov.au/funding

Destination NSW: destinationnsw.com.au/tourism

Arts NSW: arts.nsw.gov.au

Regional Arts NSW: regionalartsnsw.com.au

Dept of Social Services: dss.gov.au/grants

Foundation for Rural & Regional Renewal: frr.org.au

Riverina Regional Tourism: riverinatourism.com.au

Regional Development Australia - Riverina: rdariverina.org.au

Indent: indent.net.au

Our Community: ourcommunity.com.au

Philanthropy Australia: philanthropy.org.au


GUIDE NO.11ways to promote your eventEffective promotion can result in high attendance at your event as well as give it an impressive and lasting prole. There are many ways to promote your event, some examples are listed below.

Whats On Guide and Visit Wagga Website Wagga Wagga City Councils Visitor Information Centre maintains an annual database and online calendar of events. A monthly Whats On brochure is produced and distributed via print and email to a large database, including the media. To list your event go to visitwagga.com or call the Visitor Information Centre on 1300 100 122. Once listed with the Visitor Information Centre, your event may then be promoted on the VisitWagga and WaggaEvents Facebook pages.

Welcome to Wagga Signs and Banners Contact the Wagga Wagga City Council Bookings Ofcer or refer to Guide 3 - Parks and Facilities for further details on locations. Bookings for signage sites can be made by phoning 1300 292 442 or email [email protected]

Websites A great promotional tool for your event. Use your own website as well as Wagga Wagga City Council wagga.nsw.gov.au. When listing on the Wagga Wagga City Council website this automatically lists your event on the Visit Wagga website. Search the internet for any other special interest websites that might t your type of event.

Social Media - One of the most effective ways to promote your event. Consider Facebook, Twitter, Instagram, YouTube, LinkedIn or Pinterest but just remember you need to be relevant and not all platforms will be needed for your event.

Posters, Flyers and letter box drops A great way to target large numbers of people across the City. Consider walking along the main street with your posters and yers and asking retailers and businesses to display them in their shop windows/displays (its a good idea to take sticky tape and blu tack with you). Also consider delivering to schools, shopping centres, gyms and other facilities that attract a wide range of people. You can organise to have your event yer delivered through Australia Post or private distributors to households and

businesses across the City, or if you have some keen volunteers, they can walk around and hand deliver these themselves (just be mindful of mail boxes that request no junk mail).

Events Unit A source of knowledge for your event. Contact them on [email protected] or phone 1300 292 442 to discuss how they can help with aspects of your event.

Media Releases A great way to get media coverage and encourage people to take part in your event. Local media contacts are listed in this guide. Also see our guide on How to Write a Media Release page 25.

Publicity Stunt Good planning is vital. This can be an effective promotional tool, although beware that they can also backre. They can be professionally organised or set up by amateurs.

Group Emails An effective tool to market your event to a wide range of people. Maybe start a database of email addresses from committee members or list your events in Club e-newsletters. Please note Spamming is illegal so please make sure you dont breach privacy laws.

Community Service Announcements Local radio and television stations offer community groups the opportunity to advertise for free using this service. Community service announcements are also called community diaries. ABC Riverina has a spot on their website where community groups can add details of events and projects.

Community and School Newsletters Many communities and almost all schools have newsletters. It is important to note these newsletters may be distributed monthly, fortnightly or weekly, so be aware of their schedule.

Word of Mouth Still one if the most powerful marketing tools, because it comes with a reliable, credible endorsement. Use meetings to publicise the group and encourage members to spread the word to their family and friends.


GUIDE NO.11local media contactsPublication Contact

The Daily AdvertiserPh: 02 6938 3300 Email: [email protected] Web: dailyadvertiser.com.au

The Riverina LeaderPh: 02 6938 3347 Email: [email protected] Web: riverinaleader.com.au

Southern Weekly MagazinePh: 02 6938 3321 Email: [email protected]

The LandPh: 02 6921 5299 Email: [email protected] Web: www.theland.com.au

Channel Contact

WIN Wagga WaggaPh: 02 6937 1170 Email: [email protected] Web: wintv.com.au

PRIME Wagga WaggaPh: 02 6933 6300 Email: [email protected] Web: au.prime7.yahoo.com

Channel Contact

2WGPh: 02 6921 1022 Email: [email protected] Web: 2wg.com.au

Star FMPh: 02 6921 1022 Email: [email protected] Web: starfmwagga.com.au

ABC RiverinaPh: 02 6923 4830 Email: [email protected] Web: abc.net.au/riverina

2AAA FM

Ph: 02 6925 3000 Email: [email protected] Web: 2aaa.net

WAGGA WAGGA PRINT

WAGGA WAGGA TELEVISION

WAGGA WAGGA RADIO

Channel Contact

waggawagga.tvPh: 02 6971 7771 Email: [email protected] Web: waggawagga.tv

ONLINE TELEVISION


GUIDE NO.11how to write a media releaseYou do not need to be a trained reporter to write a decent media release if you follow a few basic guidelines.

Format: A media release should be typed, either one and half spaces or double spaced, on plain white A4 paper or letterhead. If you must handwrite the release, print clearly and be particularly careful with names.

Identication: Include your event/committee/group logo at the top of the release.

Date: Media releases should always be dated. News needs to be current.

Release Information: Always include a line that says For Immediate Release. It is standard practice to tell the media that this material can be used right now. If you do not want the information released immediately, make sure you clearly state this as Embargoed until a certain date or time.

Headline: The main purpose of a headline on a media release is to quickly tell an editor what it is about. It should be short yet informative. If the story is used, the publication will do its own headline.

Length: Try to keep it all on one page, although two pages may be needed for all the information on a major story.

Style: The most important points of a media release should be in the rst sentence...the famed Who, What, When and Where. In a sense the rst sentence, or lead, should be the bottom line. Everything after that is an explanation, amplication or attributable quotes.

Paragraphs: Each paragraph should contain only one sentence. Do not break a paragraph at the bottom of a page if your release is more than a page in length.

Other Media Release Style Tips: Add the word more on the bottom of a page if the release continues to another page. Generally this is typed ush right. Page numbers and a one or two word reference to the story should appear at the top of each page after the rst page for easy recognition by the editor if the pages become separated.

Names Make News: The big secret of all news media is that names make news. The more names a paper or magazine can print, the better the readership. The most read items in local business news coverage are announcements of who got promoted, who joined the rm, who won an award, who attended a conference or training seminar etc.

Photos are a sure shot for more coverage: Most print media companies are happy to receive submitted photos obviously they need to be of a standard which provides for quality reproduction. The key to getting good photographs is to be up close small gures in the distance will not do. Make sure you identify all persons in the image so make sure you get names (and where they are positioned in the photo) correct.

Further Information: Ensure you include contact details of the member of your event/committee/group who will be the contact representative. This information should appear at the end of the release.

Using a Professional: Sometimes it is worth contracting a professional to help target the media on your behalf.

There is a sample Media Release template located on page 52 of the Appendix.


GUIDE NO.11working with the media - the dos and donts

DO get to know your target media. Youll have a much better chance of securing coverage if you understand your outlets interest areas, deadlines and house style if you match your material to suit.

DO build relationships with key journalists and introduce yourself well before the rst pitch. The best media stories rarely come from media releases found languishing on fax machines.

DO look for the news in everything you do. Ask yourself: is it new, topical, prominent, relevant or timely? Does it have human interest, conict or novelty?

DO look for opportunities to position yourself as an industry expert or commentator.

DO think about visuals. If a print or TV journalist wants an interview, nd a good location that positively portrays your event or business. Remember that good visuals can skyrocket a storys news value.

DO remember that pitching is like cold calling. Your job is to tell the journalist who you are, what your angle is and why they should care as quickly as possible.

DO have your talent conrmed and your media material ready to send before you start pitching. Maintaining momentum is important.

DO think beyond the media release. Case studies, opinion pieces, letters to the editor, photo calls and fact sheets are all great opportunities to promote your business or event.

DO use colourful language, analogies, metaphors and anecdotes. They are memorable and a great way to cut through the clutter and get your message out.

DO nd out as much as you can about a journalist and their background before being interviewed.

DO thank journalists for their time and interest, even if they dont end up running your story.

DONT expect editorial control or favours. Journalists are not obliged to show you their story before it is published and asking them to do so can raise hackles.

DONT bluff. Its OK to say you dont know the answer to a question. Offer to nd out and get back to the journalist before their deadline.

DONT stonewall journalists. No comment is a death sentence your detractors are ready and waiting to ll the airtime youve just missed out on.

DONT miss deadline or delay responding to media enquiries. Its in your interest to give the media access to your information and messages before they write their story.

DONT use jargon, bureaucratic speak or complex phrasing. Keep your message simple most media outlets write for the age range of 12-14yrs.

DONT go off the record with a journalist, use profanity or make off-colour remarks. Anything you say at any time is fair game for publication.

DONT threaten a journalist or editor before or after a negative story.

DONT be surprised if youre asked negative questions during an interview. Anticipate them forewarned is forearmed.

DONT get hung up on rejection when youre pitching its not personal.

DONT use the same approach for all media. Recognise their differences and tailor your material and your pitch to suit.

DONT badger a media outlet to run your story. If a journalist has already said no, dont try another one at the same publication. Not only do they share the same news values, they often sit next to each other!

DONT wait for the media to discover your business or event they may never do. Reach out to media with story leads, photo ideas and expert commentary. Let them know who you are, what you do and how you can help them.


GUIDE NO.12how to evaluate your eventYour event coordination role does not end when everything is packed away at the end of the day! You should evaluate your event to assess what worked, what didnt and where improvements can be made. Here are some suggestions:

Task Completed

Conduct a survey or provide feedback forms during the event (See example page 53 of Appendix). Ask attendees what they like about your event and what they think could be improved. This is also a good chance to collect information about the types of people attending your event. It is a good idea to offer an incentive for completing the survey such as a prize (which could be sourced from one of your sponsors). Ask people attending the event if they know who the sponsors are. If large numbers of people associate the sponsor with the event, this will prove valuable when renegotiating sponsorships for the following year.Hold a debrief meeting that includes as many people as possible who were involved in the event. This might include staff, regulatory authorities, volunteers, sponsors, committee members and emergency services. Organise this well in advance so people have the date in their diaries and circulate an agenda that covers the key areas for discussion. If you send this beforehand, people can prepare their feedback for the meeting.Dont take any criticism personally. Focus your ideas and discussions on improving the event.Send out an evaluation sheet to all key stakeholders (especially those who cant attend the debrief). You could seek feedback from suppliers, performers, sponsors, venue managers and security guards as well as those directly involved with coordinating the event.Evaluate your success against the objectives you set at the beginning of your event planning process. Did you attract the numbers of people you had anticipated? Did you attract the type of people you wanted to reach? Did you reach your sponsorship target? Did you achieve the amount of media publicity you wanted?Will the event go ahead next year? When do you need to commence the organising? Who of the current team is going to be part of it? Identify the gaps.


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GUIDE NO.13appendix - risk assessment criteria

ConsequenceMinimal Impact

No or minor degradation of services, scheduled interruptions or unscheduled interruptions for less than 2 hours

No injury to persons or minor injuries requiring rst aid treatment.

No or minimal adverse public/staff reaction and/or no negative publicity

Low nancial loss


GUIDE NO.13appendix - risk assessment

LikelihoodVery Unlikely May only occur in exceptional

circumstances. No past event history. Could happen, but probably never will.

Once every 50 years or more.

Unlikely The event could occur in some circumstances. No past event history. Could happen, but rarely.

Once every 25 years.

Likely The event should occur sometimes. Some past warning signs or previous event history. Could happen at some time.

Once every 5-10 years.

Very Likely The event will probably occur in most circumstances. Some recurring past event history. Could happen any time.

Once a month or more frequently

Conse

quence

Very Likely Likely Unlikely Very Unlikely

Likelihood

High Impact 1 1 2 3

Moderate Impact 1 2 3 4

Low Impact 2 3 4 5

Minimal Impact 3 4 5 6

KeySTOP Task cannot commence until risk is eliminated, or reduced using

control and treatment plan.

CHECK Assess suitability of control measures and implement improved measures if possible. If measures cannot be improved, be alert and proceed with caution!

GO Considered an insignicant risk. Task may commence using normal procedures.


GUIDE NO.13appendix - risk assessment Outline of Risk Event: ________________________________ Location: _____________________

Date of Event: _____________________ Date of Risk Assessment: _____________________

Completed by: _____________________

Inherent Risk1: The overall raw risk or the risk before any control/treatment is implemented.

Residual Risk2: The levels of risk remaining after controls/treatments have been implemented.

Risk Description

Identify the hazard and describe how it could cause harm.

Assess Determine the Risk score using the risk matrix. This is the Inherent Risk1

Controls/Treatments List controls to be implemented to reduce risk.

Residual Risk2


GUIDE NO.13appendix - risk assessment

To be implemented by: Name: _____________________ Due Date: ____________

Prepared by: Name:_____________________ Signature: _____________ Date: ____________

Approved by: Name:_____________________ Signature: _____________ Date: ____________

Progress Report Due: ___________________________________________________________________

Review due: _____________________________________________________________________________

Risk Treatment Plan

Risk Description:

Proposed Control/Treatment:

Reason for selection of this option, expected benets:

Resources required including contingencies


GUIDE NO.13appendix - Schedule 1

NOTICE OF INTENTION TO HOLD A PUBLIC ASSEMBLYSUMMARY OFFENCES ACT 1988 - Sec 23

To the Commissioner of Police

1

2


GUIDE NO.13appendix - Schedule 1 NOTICE OF INTENTION TO HOLD A PUBLIC ASSEMBLY

3

4

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6


PURPOSEThe purpose of this document is to ensure that all care and consideration is made to the management of trafc at the ______(event). The organisers are committed to the enjoyment and safety of all people attending this event.

SCOPEOf paramount importance to ensuring health, safety and welfare of all people at the event, is the need to provide high standards of trafc control during the event.

The event will involve ____ (see attached map).

A high standard of trafc control can only be undertaken through the systematic consideration of the conditions that may be encountered during the course of this event and the implementation of specic trafc control and contingency plans.

Managing the reduced capacity of the road system and minimising the trafc impact on the non-event community and the emergency services is an essential element of this Trafc Control Plan.

These procedures and plans must be followed to ensure optimal trafc ow conditions about the event, shown in the attached map/s, and make certain that in the event of an emergency, an appropriate response is undertaken.

All trafc control and contingency plans shall be implemented by a site controller, who will be designated by the organisers of the event.

TRAFFIC CONTROL PLANSThe Trafc Control Plans (TPC) that form a part of this document have been created to ensure optimal trafc ow around the event. All consideration has been given to developing these plans, which have been produced in conjunction with Wagga Wagga City Council, Roads and Maritime Services and the NSW Police Service.

SEQUENCING OF TRAFFIC MANAGEMENTAll signage is to be erected by ____ in preparation

for a ____ start. It is essential that all marshals indicated on the TCP are in position at ____ am in preparation for the rst competitor and remain until the nal competitor has passed.

EMERGENCY AND CONTINGENCY PLANSEmergency management plans aid the management of uncontrollable or unlikely events. As part of the organisers commitment to the safety of all patrons who attend the event, the following plans have been created to handle emergency situations.

Person Injured Emergency Vehicle Access

The following plan should be implemented if a person becomes seriously injured and requires transport by ambulance or emergency vehicle.

Implementation

Only the site controller should implement this plan.

Procedure

1. Ensure that a qualied person gives rst aid

2. Contact the staff and volunteers involved with trafc control and ascertain the best access route around the site

3. Dial 000 or (112 for mobiles), request an ambulance and inform them of the best access route

4. Radio or contact the person controlling the event

5. Stop the current trafc ow and clear the roadway to ensure fast access for the ambulance or emergency vehicle

6. Keep the roadway open to allow for the ambulance or emergency vehicle to easily return down the road

7. Restore normal trafc ow after all emergency vehicles have exited the site

8. If road trafc is extremely heavy, then consider, in conjunction with the emergency services, using the heliport to evacuate seriously injured persons

GUIDE NO.13

traffic control plan


GUIDE NO.13appendix -special event transport management plan template

Refer to Chapter 6 of the Guide to Trafc & Transport Management for Special Events for a complete description of the Transport Management Plan

1 Event Details

1.1 Event Summary

Event Name:__________________________________

Event Location: _______________________________

Event Date: _____________ Event Start Time: ____________ Event Finish Time: _________

Event Setup Start Time: ____________ Event Packdown Finish Time: ____________

Event is: off-street On-street moving On-street non-moving

held regularly throughout the year (calendar attached)

1.2 Contact Names

Event Organiser*

Phone:___________________Fax:_________________Mobile:______________Email:_______________

Event Management Company (if applicable)

Phone:___________________Fax:_________________Mobile:______________Email:________________

Police


Council


Roads and Maritime Services


*Note: The Event Organiser is the person or organisation who is the employer and in whose name the Public Liability Insurance is taken out.

1.3 Brief description of the event (one paragraph)

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________


GUIDE NO.13appendix - transport management plan template

2 Risk Management - Trafc2.1 Occupational Health & Safety - Trafc Control Risk assessment plan (or plans) attached.2.2 Public Liability Insurance Public liability insurance arranged. Certicate of currency attached.

2.3 Police Police written approval obtained.

2.4 Fire Brigades and Ambulance Fire brigades notied. Ambulance notied.

3 Trafc and Transport Management3.1 The route or locationMap attached.3.2 ParkingParking organised - details attached.Parking not required.3.3 Construction, trafc calming and trafc generating developmentsPlans to minimise impact of construction activities, trafc calming devices or trafc-generating developments attached.There are no construction activities, trafc calming devices or trafc-generating developments at the location/route or on the detour routes.3.4 Trusts, authorities or Government enterprisesThis event uses a facility managed by a trust, authority, enterprise; written approval attached.This event does not use a facility managed by a trust, authority or enterprise.3.5 Impact on/of Public transportPublic transport plans created - details attached.Public transport not impacted or will not impact event.3.6 Reop

2016 Wagga Wagga Events Guide

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