EVENT ORGANISERS MANUAL

CONTENTS

1 GENERAL INFORMATION .............................................................................................. 4

1.1 Claremont Showground ................................................................................................................ 4

1.2 Key RAS Contacts ........................................................................................................................ 4

2 PUBLIC ACCESS AND FACILITIES ................................................................................ 5

2.1 Main Access Gate - Gate 1 ........................................................................................................... 5

2.2 Public Transport ........................................................................................................................... 5

2.3 Car Parking .................................................................................................................................. 5

3 PLANNING YOUR EVENT ............................................................................................... 6

3.1 Advertising and Marketing ............................................................................................................ 6

3.2 Animals……….. ............................................................................................................................ 6

3.3 Balloons… .................................................................................................................................... 6

3.4 Cleaning.. ..................................................................................................................................... 6

3.5 Food & Beverage Guidelines ........................................................................................................ 6

3.6 Night Accommodation .................................................................................................................. 9

3.7 Noise Levels ................................................................................................................................. 9

3.8 Prohibited Items ........................................................................................................................... 9

3.9 Signage…. ................................................................................................................................. 10

3.10 Outdoor Areas ............................................................................................................................ 10

3.11 Security… ................................................................................................................................... 10

3.12 Services – Electrical / Gas/ Water / Plumbing ............................................................................. 11

3.14 Dangerous and Noxious Substances .......................................................................................... 12

3.15 Fire Precautions ......................................................................................................................... 12

3.16 Fire Protection (Exhibits/Displays) .............................................................................................. 13

3.17 Flammable Liquids ..................................................................................................................... 13

4 ON SITE AT CLAREMONT SHOWGROUND ................................................................ 14

4.1 ATM’s……. ................................................................................................................................. 14

4.2 Bump In / Bump Out ................................................................................................................... 14

4.3 Children…. ................................................................................................................................. 14

4.4 Deliveries ................................................................................................................................... 14

4.5 Forklifts… ................................................................................................................................... 15

4.6 Key Collection ............................................................................................................................ 15

4.7 High Visibility Safety Clothing ..................................................................................................... 15

5 RISK MANAGEMENT PLANNING ACTIVITIES & EVENTS ......................................... 16

6 EMERGENCY EVACUATION PROCEDURE................................................................. 19

6.1 Emergency Control Organisation ................................................................................................ 19

6.2 Evacuation Procedures .............................................................................................................. 19

6.3 Fire……….. ................................................................................................................................ 19

6.4 Duties Of Wardens ..................................................................................................................... 20

6.5 Equipment .................................................................................................................................. 20

6.6 Alarm Signals ............................................................................................................................. 21

7 SITE INDUCTION ........................................................................................................... 22

1 GENERAL INFORMATION

1.1 Claremont Showground Gate 1 Graylands Road CLAREMONT WA 6010 Telephone: 08 6263 3100 Fax: 08 6263 3171 Email: info@raswa.org.au

1.2 Key RAS Contacts John Clark Event Operations 0424 128 852 Dawn Amblard Event Sales Executive 0419 674 054 Matt Staunton Event Sales Manager 0401 739 217 Gerri Short Asset Services Manager 0413 155 574

2 PUBLIC ACCESS AND FACILITIES

2.1 Main Access Gate - Gate 1 Gate 1 is open Monday to Friday 7.00am – 9.00pm and Saturday & Sunday 7.00am – 7.00pm. Should you require an earlier opening or later closing time, this can be arranged (a call-out may fee be applicable).

2.2 Public Transport Trains run to Claremont Showground for elected events only. The station can be opened when organisers have above 2000 patrons and the service is requested no later than 8 weeks prior to your event. It is the responsibility of the client to request this service via the Event Operations Coordinator at Claremont Showground and to include this service as part of your media advertising. On receipt of your completed booking form (provided it is received 8 weeks prior to the event) the Claremont Showground staff will advise the Public Transport Authority of the days and times of your event.

2.3 Car Parking Onsite parking facilities are available for event patrons, staff and exhibitors. Access can be either through Gate 5 Graylands Road or Gate 8 Ashton Avenue. Patron parking will incur a $5.00 fee. All parking requirements will be discussed in an operational meeting between yourself and our Event Operations Coordinator. Parking areas are not the sole prerogative of any single exhibitor or organiser but are held as common parking areas unless otherwise nominated by the Claremont Showground.

3 PLANNING YOUR EVENT

3.1 Advertising and Marketing Any Organiser or Exhibitor intending to advertise, promote, or publicise an exhibition or event using printed media, must use the Claremont Showground logo provided. Advertising for events should also include the parking facilities and unless otherwise advised, name Gate 5 Graylands Road, as the public entry gate to the Showground. The Claremont Showground retains exclusive rights to any and all forms of display advertising in and on the premises including but not limited to illuminated display signs, video screens, posters, banners and electric message centres.

3.2 Animals No animals or pets, with the exception of Seeing Eye Dogs and Hearing Dogs, are permitted on the grounds, except as an approved exhibit, activity or performance legitimately requiring use of animals. Such approved animals or pets must be on a leash, or in an enclosed pen with the appropriate handler present.

3.3 Balloons Gas filled balloons must not be distributed in any pavilion or outside any pavilion unless the balloon is non-metallic and fitted with a non-conductive, rigid rod or straw. Should a released balloon activate or trip a smoke alarm sensor, charges will be incurred for call out costs as submitted by the Fire Brigade for fire alarms. Removal of balloons lodged in the ceiling of any pavilion will be at the organiser’s cost.

3.4 Cleaning The Claremont Showground will provide a complete cleaning service for your event. This service includes cleaning of toilets, pavilion aisles and public areas, streets and grounds during and post event, all waste management and replenishment of toilet requisites. Cleaning costs will be charged against your advance service fee.

3.5 Food & Beverage Guidelines

Event Organisers are restricted from bringing food and beverage into the Showground from outside sources for catering purposes.

3.5.1 Food and Beverage Sampling

Claremont Showground have established the following guidelines for sample servings of Food and Beverages that are not purchased from Claremont Showground catering facility:

3.5.1.1 Samples must be given away free of cost

3.5.1.2 Food portions no larger than a bite size or 3 cm x 3 cm

3.5.1.3 Liquid portions no larger than 90 ml (3oz) cups for hot beverages or 150mls (5oz) cups for cold beverages.

3.5.1.4 The display unit containing the foods offered for sampling shall contain an ingredients list and allergy declaration of all foods available for sampling

3.5.1.5 All exhibitors sampling food must comply with State and Local Government Health regulations

3.5.1.6 Food notification application fees apply for all exhibitors who offer samples

Any exhibitor wishing to sample food must complete a Food Notification Form to the Event Organiser no less than 21 days prior to their event, which can be downloaded from www.claremontshowground.com.au/eventtoolkit

3.5.2 Pre-Packaged Food and Beverage

If the sale of pre-packaged food is granted by the Showground, the following guidelines for sale of pre-packaged food and beverage apply: 3.5.2.1 All food sold is to be pre-packaged food and beverage not to be consumed on

site

3.5.2.2 All packaged food for sale needs to be adequately labelled to identify any allergens that may be present and to allow the food to be traced back to the stall where it was purchased. Including;

• Name of the Food

• Description of Food

• Company Selling Food

• List of Ingredients

• Storage Recommendations Any exhibitor wishing to sell pre-packaged food must complete a Food Notification Form to the Event Organiser no less than 21 days prior to their event, which can be downloaded from www.claremontshowground.com.au/eventtoolkit

3.5.3 Food Notification Form Procedure

3.5.3.1 Exhibitor submits Food Notification Form in full and payable fees to the Event Organiser. Food Notification Form can be found at www.claremontshowground.com.au/eventtoolkit

3.5.3.2 Event Organiser collates all Food Notification Forms and processes payments for associated fees (see 4.5.4)

3.5.3.3 Event Organiser submits collated Food Notification Forms to Claremont Showground via mail, courier or email no later than 21 days prior to the commencement of the event;

Submissions must be accompanied with the Food Notification Cover Document, which can be found at www.claremontshowground.com.au/eventtoolkit If submitting via email; all documents must be collated into one PDF (www.pdfmerge.com.au)

3.5.3.4 Submissions will be checked for accuracy by Claremont Showground and submitted to the Town of Claremont on behalf of the Organiser

3.5.3.5 Claremont Showground will invoice the Event Organiser for the total value of the associated fees, which are payable within 7 days.

3.5.3.6 A permit will be issued to the Exhibitors once the submission is approved by Town of Claremont

3.5.4 Associated Fees of Food Notifications Exhibitors who have Low-Risk Pre-packaged food who are either tasting or selling will attract the following fees:

• Notification Fee: $55 + GST if a Food Business registered with a Western Australian Local Government Authority; OR

• Registration Fee: $154 + GST for Exhibitors that DO NOT have a Food Registration Certificate issued by a Western Australian Local Government Authority

Exhibitors and Caterers who are producing and selling food onsite for a commercial purpose, such as a food truck or retail catering outlet will attract the following fees:

• Notification Fee: $55 + GST if a Food Business registered with a Western Australian Local Government Authority;

OR

• Registration Fee: $154 + GST for Exhibitors that DO NOT have a Food Registration Certificate issued by a Western Australian Local Government Authority

AND

• Permit Fee appropriate for the duration of the event; o 1 day - $20.00 + GST o 2 days - $35.00 +GST

o 3 days - $70.00 + GST o 4 – 8 days - $90.00 + GST

3.5.5 Food Cooking / Demonstrations

Any Exhibitor giving cooking demonstrations must comply with Health Department Regulations. It is the responsibility of Exhibitors to ascertain what these Regulations are, and to notify the Showground of their proposed activities. No demonstrations will be permitted without the Department’s approval. The following rules apply;

3.5.5.1 Deep fat frying appliances must not be connected to Showground electricity supply. Alternatively, the whole stand may be powered by an independent generator, as by law, no stand is permitted to have two separate electrical power sources, such stand shall not, under any circumstances, be connected to the Royal Agricultural Society of WA’s power reticulation system.

3.5.5.2 Use of gas bottles of any size for cooking with stoves, hot plates and

barbecues must be used in accordance with the State Government energy safety requirements for the use of gas appliances in public areas.

3.6 Night Accommodation No person is permitted to live or sleep overnight on the Showground except in a caravan or accommodation licensed or approved by the Royal Agricultural Society of WA and for which permission has been granted in writing.

3.7 Noise Levels Activities within the Showground are subject to the limitations of the Noise Abatement Act and the Neighbourhood Annoyance Regulations (1979). It is your responsibility to ensure that the Act and Regulations are complied with. Any activity which is likely to impact adjacent residential/business areas must seek approval through Town of Claremont. The Royal Agricultural Society of WA may require an approved independent consultant to monitor noise levels throughout an event. This cost will be passed on to the Organiser. The Royal Agricultural Society of WA has the power to stop any noise which may be emitted from an event already on the Showground which, in the Royal Agricultural Society of WA’s opinion, is offensive or liable to be in breach of the Noise Abatement Act. All events extending past 12.00 PM must be approved by the Royal Agricultural Society of WA.

3.8 Prohibited Items The following items must not be sold, distributed, used or offered as prizes at any event

• Any item which may be used or operation to cause alarm or distress to any person or any animal

• Gas filled balloons unless the balloon is fitted with a non-conductive and rigid rod or straw

• Bows or Arrows of any description

• Toy guns of any description

• Silly String, ‘Stage Door Streamers’ or other similar spray projected items,

• Fireworks including sparklers

3.9 Signage

3.9.1 Building Signage Organisers cannot cover, mask or hide advertising signs that are provided by a sponsor who has naming rights to signage on or within buildings. All outdoor signage requires approval from Claremont Showground.

3.9.2 Displays/Signs/Banners Nothing is allowed to be taped, stapled or otherwise affixed to any surface on Claremont Showground without prior written approval. If signs need to be hung or displayed the approval of the Showground is required first. No core drilling or fixing into the floor is allowed. Any tape, tape residue, paint or stains left on the floors will be removed at the Organiser’s cost. The use of chalked string lines for stand marking is recommended. No fixtures or fittings may be put into any part of any building or attached outside of buildings, steel structures, stanchions or street poles.

3.10 Outdoor Areas No stakes may be driven into the ground, earthworks performed, nor paving slabs removed without the prior knowledge and consent of the Royal Agricultural Society of WA. Where construction occurs on the Showground, such areas are to be cleared, levels reconstituted and all rubble removed, immediately after the event.

3.10.1 Flags and Bunting - No flags may be flown from, nor bunting attached to, buildings without the specific approval of Royal Agricultural Society of WA,

3.10.2 Nothing can be attached to the sprinkler system, water or gas pipes. 3.10.3 All equipment, upon completion of an event is to be returned to its original

position, otherwise the Organiser will be charged cost of labour to return equipment.

3.10.4 The Organiser will be responsible for the repair of any damage to the Pavilion or other property and remain liable until repairs have been effected and, if appropriate, charges paid.

3.11 Security The Royal Agricultural Society of WA will not accept any responsibility for the protection of exhibits nor for any loss or damage of goods. Any security personnel engaged by the Organiser must be licensed security agents as under the Security Act – a list of security companies acceptable to the Royal Agricultural Society of WA will be provided upon request. The Organiser must accept responsibility for claims under the Workers’ Compensation Act or any other Act or Regulations related to their activities during the event. The Royal Agricultural Society of WA reserves the right to maintain, at the cost of the Organiser, a gate watchman during hours approved by the Royal Agricultural Society of WA throughout the bump-in, event and breakdown periods.

3.12 Services – Electrical / Gas/ Water / Plumbing All Services including installation, connection or removal of services must be carried out by the Royal Agricultural Society of WA’s preferred vendor/contractor or by a licensed contractor, approved in writing by the Royal Agricultural Society of WA.

3.12.1 Electrical

Stands constructed within pavilions must either be sited clear of electrical switchboxes and fuseboards, or must be so constructed that the Royal Agricultural Society of WA Electrician is guaranteed free access to switchboxes. Each pavilion is individually metered and the Organiser will be charged for power based upon actual consumption. Only the Royal Agricultural Society of WA’s Electrician, his staff, or his nominated subcontractors are authorised to work on, repair or alter any cables, switchboards, lights or electrical equipment belonging to the Pavilions.

On finalisation of your booth/stand plan please email a copy to the Royal Agricultural Society of WA a minimum of 14 working days before your event.

All caravans and other mobile equipment must be registered and a current compliance certificate must be displayed. Electricity supply to marquees / temporary structures shall be installed by an approved electrician in accordance with standard practice.

All extension cords must be tested and tagged (AS3760) by a licensed electrical contractor. All electrical installations and work MUST comply with Australian Standards AS3000:2007, AS3001 and AS3002. The use of double adaptors is not permitted. Only power boards with safety switches are permitted. Joints wrapped in insulation tape are not acceptable.

Inside of normal working hours the Royal Agricultural Society of WA will provide a Standby Electrician at no charge (only for Royal Agricultural Society of WA facility related malfunctions). Should you require an Electrician to be in attendance on the Showground outside of normal working hours, a minimum 3-hour charge will be incurred for this service. Western Power work notices are required for all electrical work done in the Showground and must be delivered to the Royal Agricultural Society of WA’s Electrician by the Electrical Contractor concerned. The Royal Agricultural Society of WA will forward these forms to Western Power.

3.12.2 Gas

All gas fitting must be carried out by authorised gas fitters and gas installations must be the standard of safety of “Gas Standards Regulations 1983”. Only approved methods and materials can be used to interconnect gas cylinders and appliances. Industrial mobile space heaters are not to be used.

3.12.3 Plumbing

Any plumbing installations, connections of water supplies or drainage requirements must be handled by Royal Agricultural Society of WA. Quotations will be provided on request.

3.13 Temporary Structures Tents/marquees must fully comply with the guidelines for marquees prepared by the Department of Health. Where footings are used, they must be solid hardwood or solid masonry blocks. Structures must have the structural components bolted or locked in place, slip joints are not acceptable. All electrical fittings and leads must be compliant with all relevant regulations. Water ballast can only be used in appropriate containers. 3.13.2 Temporary Structures That Require Staking In

There is no staking within out the express permission from Claremont Showground. Temporary structures that require staking are to be scheduled with the Event Operations Coordinator to ensure that the onsite Asset Services staff and contractors can evaluate and issue in-situ approval Once the structure has been approved, stakes may be driven in. All stakes and pegs must be capped. Failure to follow this procedure will result in recovery of costs for damages, and could result in personal injury or death. Any contractors that undertake any unauthorised staking without following the above procedure will be banned from site. All installations that take place on weekends must only use weights. All small to medium marquees are to be weighted unless written prior authorisation has been given by the RAS.

3.14 Dangerous and Noxious Substances Substances, according to the Australian Standards are of a dangerous, explosive or objectionable nature must not be brought onto the premises without the formal approval of the Royal Agricultural Society of WA. Where it is proposed to use toxic materials or fluids, the disposal of which requires notification to statutory authorities, the Royal Agricultural Society of WA must be advised in writing, at least two months prior to the start of the event, also the nature of the material or fluid and the quantities involved. Not more than one day’s supply shall be stored on the stand or within the Pavilion at any time: the remainder must be stored in closed containers in a location approved by and under the control of the Royal Agricultural Society of WA. Toxic wastes shall be placed in closed containers, marked accordingly and special arrangements shall be made with the Royal Agricultural Society of WA regarding their disposal.

3.15 Fire Precautions

a) Each stand outside of the Silver Jubilee, Robinson and Jim Webster Pavilion should be provided with an approved fire extinguisher in accordance with a suitable Risk Assessment.

b) All stands are to be sited 1.0 metre clear (all round) of any fixed fire hydrant or fire hose and clear access available.

c) All marked emergency exists must maintain clear passage and access at all times.

d) All wall and ceiling linings to exhibition stands shall be of fire resistant materials that are approved by the Health Department of WA. The use of plywood, masonite and polystyrene is not permitted.

e) Exhibitors should not use equipment such as smoke generators, welding devices, stoves, heaters and similar devices, without prior written approval with the Royal Agricultural Society of WA. The smoke detectors installed in the Pavilions are extremely sensitive and can be easily activated by such equipment. It is possible to make special arrangements for demonstrations involving such equipment.

f) Approval in writing must be obtained from the Royal Agricultural Society of WA prior to any arrangements being put in place in connection with firework displays. This requirement is in addition to any of the statutory requirements in relation to firework displays.

g) All exit doors/illuminated exit signs must be clearly visible at all times. No obstructions are to be placed in front of exit doors that will impede rapid exit from the building.

3.16 Fire Protection (Exhibits/Displays) Should the construction of exhibits create a potential smoke locked area or create an area not serviceable by the existing sprinkler systems, the Royal Agricultural Society of WA under advice from the Insurance Council of Australia, may require the exhibitor to have the smoke detection, sprinkler system, emergency lighting and exit lighting systems extended to cover these areas.

3.17 Flammable Liquids Flammable liquids may be used as part of exhibit display within appropriate guidelines. Please see point 3.14

4 ON SITE AT CLAREMONT

SHOWGROUND

4.1 ATM’s The Royal Agricultural Society of WA recommends organising ATM’s throughout your event. You can arrange ATMs through the following; Kismet ATMs (www.kismet-atm.com.au) IF ATMs (www.ifatms.com.au)

4.2 Bump In / Bump Out Bump In and Out must be negotiated with your Event Sales Executive. No Vehicles must be left in the Pavilions unless part of the Exhibition. All vehicles must have a full tank of fuel if part of an exhibition. The Organiser will be responsible for any charges the Royal Agricultural Society of WA may make for extending the hire period and for additional services required if the halls are not clear of all exhibits, stand fittings and other materials brought into the Pavilions for the exhibition, by the end of the hire period. Breakdown – unless otherwise stated, completion of breakdown and removal of stands, stock, etc. must be completed by 5pm of the breakdown day. Extensions must be approved by the Royal Agricultural Society of WA in writing. The Royal Agricultural Society of WA takes no responsibility for goods left on the premises. All packaging or other items left on the grounds shall be treated as rubbish and disposed of accordingly. The event organiser will be charged for this service.

4.3 Children Children should not accompany exhibitors on-site for bump in or out. All members of the public, and any children, must have exited the pavilions and the immediate area before the pavilion doors will be opened and the road bollards dropped before bump out can commence.

4.4 Deliveries Deliveries may only be made to the venue during the scheduled bump in times for your event.

Deliveries should be addressed to:

Claremont Showground Event Name Event Location 1 Graylands Road CLAREMONT WA 6010

Please ensure each item despatched to the ground has been labelled with the following details: Company Name & Stand Number Contact Person and Contact Number Name of Exhibition / Event

Please note Claremont Showground staff are not authorised and are unable to sign for delivery of any goods, packages or other materials on behalf of any exhibitor.

4.5 Forklifts Operation of a forklift within the Royal Agricultural Society of WA can only be by persons who have completed and passed the necessary training to conform to the requirements of the Occupational Safety and Health Act. Forklift operators must carry their ticket and produce their current ticket on demand. Forklifts cannot be driven or forks placed on tiles in the Exhibition Centre

4.6 Key Collection The keys to the pavilions and other buildings within the Showground are to be collected from the Event Sales Office, Ground Floor Administration Building (beside the grandstand) between the hours of 8.45am and 5.00pm Monday to Friday. Keys are to be returned to the Event Sales Office.

4.7 High Visibility Safety Clothing It is a requirement of the Royal Agricultural Society of WA for all persons working within the venue during the move in (build) and move out (breakdown) of an exhibition to wear a high visibility safety vest.

5 RISK MANAGEMENT PLANNING

ACTIVITIES & EVENTS When arranging an event at the Showground, it is important to develop a Risk Management Plan so that the risks associated with the Activity are identified, quantified, minimized and effectively managed.

The Health (Public Buildings) Regulations 1992 require the Event Manager to develop an appropriate plan for events with more than five thousand (5,000) patrons. The RAS strongly recommends that a Risk Management Plan be completed for all events regardless of size.

A copy of the plan is required by the Royal Agricultural Society of WA seven (7) days prior to the event.

AS/NZS ISO 31000:2009 – Risk Management details the process for developing and implementing a Risk Management Plan. However the following guidance notes are provided to assist in the initial planning.

General Information: Name of event

Date of event Estimated attendance

Gate Entry Price. Legislation Compliance: Local Government – Health Waste Disposal Occupational Health & Safety Hazardous Goods Liquor Act Security: Crowd Control Fence Security Car Parks Gates Cash After Hours Lost Children Amenities: Toilets – Male/Female/Disabled Cleaning arrangements. Emergency Services: Police FESA

St Johns Ambulance

RISK ASSESSMENT & CONTROLS IN PLACE

Activity/Event What are you doing?

Risk Ref # Risk What can go wrong?

Controls What can be done to prevent / Manage risk

BOMB THREAT CHECK LIST

Place this checklist near your phone REMAIN CALM

Bomb Threat Questions to Ask 1. When is the bomb going to explode? ………………………………………………………. 2. Where did you put the bomb? ……………………………………………………… 3. When did you put it there? ……………………………………………………… 4. What does the bomb look like? ……………………………………………………… 5. What kind of bomb is it? ……………………………………………………… 6. What will make the bomb explode? ……………………………………………………… 7. Did you place the bomb? ……………………………………………………... 8. Why did you place the bomb? …………………………………………………….. 9. What is your name? ……………………………………………………… 10.Where are you? ……………………………………………………… 11What is your address? ………………………………………………………

Exact Wording of Threat: ……………………………………………………………………………………. ………………………………………………………………………………………………………………….. …………………………………………………………………………………………………………………...

ACTION Report call immediately to The RAS Event Coordinator

THREAT LANGUAGE Well Spoken: Incoherent: Irrational: Taped: Message read by caller: Abusive: Other:

CALLER’S VOICE BACKGROUND NOISES

Accent (specify): Street Noises? House noises?

Any impediment (specify): Aircraft? Traffic?

Voice (loud, soft etc.): Train noise? Voices?

Speech (fast, slow etc.): Local call? STD call?

Diction (clear, muffled etc.): Music? Machinery?

Manner (calm, emotional etc.): Ocean noise? Other?

Did you recognise the voice? Sex of Caller:

If so, who do you think it was? Estimated age:

Was the caller familiar with the area? Time of Call:

Call Taken by:

REMAIN CALM Date:

6 EMERGENCY EVACUATION

PROCEDURE This information has been prepared as a guide to building users and to assist in the effective management of the pavilion. Its objective is to inform you of the special features of the pavilion and to outline safety procedures. This information is additional to the Fire Precautions listed above in the Exhibitors Manual.

Please read this information carefully and take time to familiarise yourself with the safety and security equipment installed and the relevant procedures referred to herein. Any enquiries you may have should be directed to the Event Operations Coordinator.

6.1 Emergency Control Organisation Exhibition organisers must ensure an Emergency Control Organisation (ECO) is established prior to commencement of their function or display.

An Emergency Control Organisation will consist of a Chief Warden and as many Wardens as considered necessary to cover the portion of the building in use. The Chief Warden will be briefed by the Event Operations Coordinator. Appropriate communication (radios) between wardens is the responsibility of the event organiser.

6.2 Evacuation Procedures In the event of a fire, or any other emergency, which may require evacuation, the following shall apply:

The Emergency Control Organisation will be activated whenever the ALERT signal is heard. Under direction of the Chief Warden, the Area Wardens will check their respective areas for any fire or emergency situation.

If instructed to EVACUATE - proceed to assembly areas located outside at either end of the pavilion. (Refer to Evacuation & Assembly Plan).

On arrival at the assembly area all Wardens will ensure personnel do not hinder access of emergency services vehicles and they remain in a safe area.

6.3 Fire

6.3.1 If You Observe A Fire:-

• Assist any person in immediate danger, IF SAFE TO DO SO.

• Confine the fire. Close the doors and/or remove flammable material close by...

• Raise the Alarm by notifying the Chief Warden and Fire Brigade by dialling 000.

• Attack the fire and/or request another person to attack the fire with correct type of fire extinguishers and/or hose reel, IF TRAINED TO DO SO!!

6.4 Duties Of Wardens

6.4.1 Chief Warden The Chief Warden is to assume complete responsibility for the occupants of the building from the time of the alarm until the responsibility can be handed over to the Senior Officer of the attending Emergency Service.

When the “ALERT” signal is activated, proceed to the Emergency Control Panel and identify the area of the emergency. Notify the Wardens of all details and instruct the Area Warden to inspect their relevant zone.

If the Area Warden finds there is a risk to life, then activate the “EVACUATE” signal and instruct all Wardens to evacuate their areas. Ensure all areas are searched and cleared, (including toilets). Notify the relevant emergency service of the type and location of the emergency.

On arrival of the responding emergency service, inform them of the current situation and then follow all instruction of their Senior Officer.

False Alarm: If after a careful search no smoke or fire is found, then advise all via the Public Address System of the situation, i.e. a false alarm.

Report all details to the Event Operations Coordinator as soon as possible.

6.4.2 Area Wardens In the event of an emergency in your area:

• Raise the alarm and advise the Chief Warden.

• Ensure that firefighting and/or corrective measures are commenced immediately, IF TRAINED & SAFE TO DO SO.

• Where threat to life exists commence evacuation of the immediate area. Ensure that your area has been cleared of personnel and report back to Chief Warden.

• Advise the Chief Warden of all action(s) taken.

• Assume duty of Chief Warden in their absence

REMEMBER THE PRIMARY DUTY OF WARDENS IS TO ENSURE THE SAFETY OF

PERSONNEL AND DIRECT THEIR ORDERLY MOVEMENT FROM DANGER.

6.5 Equipment The Exhibition Centre (Jim Webster, Robinson and Silver Jubilee Pavilions) is equipped with an Emergency Warning and Public Address System for use during all types of building emergencies. The system is directly connected to DFES and is a permanently installed independent system for emergency and evaluation control use. It consists of the following components:-

Fire detection emergency warning system - is automatic and hardlined to DFES.

Public address system - is manually controllable from the Emergency Control Point if required.

Manual Break Glass Points - These are small, glass fronted red boxes and are located adjacent to the fire hose reel housings. They contain a push button to be activated in case of fire or emergency. Fire Hoses - located intermittently around the perimeter of the pavilions Fire extinguishers - located intermittently around the perimeter of the pavilions

6.6 Alarm Signals On activation, the system is capable of providing two signals:- 1. ALERT SIGNAL (BEEP BEEP) is automatically activated on the operation of a fire alarm

detector or manual break glass point, or can be manually operated from the Emergency Control Point. It is used to alert Wardens to commence prescribed action.

2. EVACUATE signal (WHOOP WHOOP) automatically operates after fire is detected, after

a predetermined ALERT time, or can be manually operated from the Emergency Control Point. The evacuate signal is to indicate generally, and to Wardens specifically that evacuation is necessary.

A fire detector activation will send an alarm immediately to the Fire Service. It will also operate the alarm bell outside the building as well as initiating the ALERT signal.

7 SITE INDUCTION

Tick Box

HOUSEKEEPING

BUILDING ENTRY/EXIT PROCEDURE

• Alarms

• Locks

EMERGENCY EXIT PROCEDURE

• Location of assembly area

LOCATION OF AMENITIES

CLEANLINESS AND HOUSEKEEPING

• Bin locations

• Cleaner schedules

• Parking

SITE RULES

• 20km limit

• Tagged/Tested policy

• No spiking policy

• Noise policy

SAFETY

First Aid and Equipment

Site Hazards

Near Misses/Accident Reporting

Electrical Safety

Safety Barriers and Signage

Location/Operation of Fire Extinguishers and Other Emergency Equipment

REQUIREMENTS

Qualification/Licenses/Tickets Sighted and Recorded

Extra Items/Requirements

SIGNED DATE SIGNED DATE