“Singleton. A progressive community of excellence and sustainability.” 1 Event Management Best Practice Manual Master Document Adoption by EMT: 15 April 2008 Review Date: 15 April 2009 Ongoing Review: Annually V1 Event Management Best Practice Manual “Singleton. A progressive community of excellence and sustainability.” 2 In this Manual Singleton Council Vision Statement 4 Singleton Council Mission Statement 4 Introduction 4 Scope 4 Compulsory Section Consultation and Contacts 5 Consultation Register 6 Community Consultation 8 Planning Meeting 9 Briefing – Before Event 9 Debriefing – After Event 9 Compulsory Section Planning the Event 10 Vision/Mission Statement 11 Patron Details 11 Event Details 12 Event Coordinator 13 Keeping Documents and Information 13 Documents to be Kept 14 Health and Safety Permits 15 Public Liability 15 Water 18 Lighting and Power 18 Toilets 18 Food 19 Signage 19 Entry and Exit Details 20 Waste Management 21 Noise 21 Transport 22 Compulsory Section 23 Selecting a Venue 23 Selection of a Venue 24 Risk Assessment 24 Events in Parks and Public Places 24 Events on Roads 25 Site Plan 26 Compulsory Section Event Staff and Volunteers 27 Staff 28 Volunteers 28 Compulsory Section 29 Safety, Emergency and Risk Management 29 If an incident occurs 30 Evacuation 30 First Aid / Emergency Access 30 Fire Safety Arrangements 30 Why do we have to manage our risk? 30 So how do we go about this process? 31 Risk Management 31 Risk Assessment 32 Risk Control 34 How to Conduct a Risk Assessment 34 Risk Assessment 35 Event Management Best Practice Manual “Singleton. A progressive community of excellence and sustainability.” 3 Risk Assessment Form 36 Work Method Statements 39 First Aid and Emergency Medical Services 43 Security 43 Emergency Procedures 44 Weather 44 Information Centre and Communication 45 Risk Management Summary 46 Optional Event Promotion and Ticketing 50 Event Promotion and Ticketing 51 Optional Entertainment and Amusements 52 Application Form to Operate an Amusement Device 53 Applicant’s Site Plan 54 Council’s Approval Form 55 Council’s Site Plan 56 Singleton Council Approval Certificate 57 Optional Alcohol Management 58 Liquor Licence 59 Permit Conditions 60 BYO and Non-BYO Events 60 Responsible Service of Alcohol 60 Minors 61 Beverage Options 61 Beverage Containers 61 What type of containers will be used to serve drinks? 61 Trading Hours 61 Alcohol Consumption Areas 62 Optional Event Management Checklist 63 Checklist 64 IMPORTANT: This document is for use at your first and all subsequent planning meeting for any Singleton Council Event Event Management Best Practice Manual “Singleton. A progressive community of excellence and sustainability.” 4 Singleton Council Vision Statement "Singleton. A progressive community of excellence and sustainability" Singleton Council Mission Statement "To provide quality services to the community in an efficient and friendly manner encouraging responsible development" Introduction Singleton Council will endeavour to exercise its duty of care in relation to Management of Council organised events by taking all reasonable steps to enhance the safety of those attending these events with due regard being given to: • Relevant Standards; • The nature of the event; • The identified risks; and • The expected level of attendance. The process and standards used for the identification, assessment and control of hazards are set out in Council’s Event Management Best Practice Manual. Scope This manual has been produced to assist you, when planning your event. Contained within, you will find an outline of the steps you need to follow and specific legal and safety requirements. The manual is structured that you can easily access only the sections which are relevant to your event. Obviously the safety and legal obligations are compulsory for every event, however sections within the document such as Managing Alcohol, may not be relevant to every event. The manual is broken into two sections:  Compulsory Requirements  Optional/Event Relevant The compulsory requirements at the beginning of the document, MUST be completed. If there are Optional/Event Relevant sections which apply to your event it is COMPULSORY that you complete those sections of this document also. This manual will assist in ensuring that all the management aspects of your event, are addressed. As the event organiser it is YOUR responsibility to ensure the safety of: you, the staff, volunteers and patrons. Event Management Best Practice Manual “Singleton. A progressive community of excellence and sustainability.” 5 Compulsory Section Consultation and Contacts Event Management Best Practice Manual “Singleton. A progressive community of excellence and sustainability.” 6 Consultation Register List the names of individuals and organisations you have consulted within planning this event: STAKEHOLDER CONTACT NAME TELEPHONE Police Singleton 6578 7499 Council 65787290 Ambulance State Emergency Service 65724699 Security Personnel Liquor Licensing 49297234 LOCAL BUSINESSES MEDIA NBN TV Prime TV 49520500 Southern Cross Ten 49405300 Singleton Argus Hunter Valley News 65722611 65722795 Fax Power FM 2NM 65431588 ABC 65422811- Hunter 49221200 Newcastle NXFM 49423333 KOFM 43421433 Event Management Best Practice Manual “Singleton. A progressive community of excellence and sustainability.” 7 2HD 49676111 New FM 49680105 BUS COMPANIES Hunter Valley Buses 65722555 Saxby Bus& Coach Service 65714666 Anvil Bus Charters 65724224 Taxi Company 65711600 Other Event Management Best Practice Manual “Singleton. A progressive community of excellence and sustainability.” 8 Community Consultation Do you need to consult with the community? (Including but not limited to: businesses, rate payers, service groups – Lions, Rotary, Childcare Centres, individuals or other groups) Yes No If yes, who: Stakeholder Contact Name Telephone A consultation meeting (before the event) will be conducted with the key stakeholders on: (This maybe a formal meeting or informal discussions in person or over the phone) (Date) (Time) (Venue) “Singleton. A progressive community of excellence and sustainability.” 9 Planning Meeting A planning meeting (before the event) will be conducted with the key stakeholders on: (Date) (Time) (Venue) Briefing – Before Event A briefing meeting (immediately before the event) will be conducted with the key stakeholders on: (Date) (Time) (Venue) Who will undertake the pre-event audit? Debriefing – After Event A debriefing meeting (after the event) will be conducted with the key stakeholders on: (Date) (Time) (Venue) Records or minutes of these meetings will be available Yes No If available, contact person is Event Management Best Practice Manual Event Management Policy and Procedure 10 Compulsory Section Planning the Event [...]... capabilities This may be advantageous for the purpose of planning and site selection Event Management Policy and Procedure 26 Event Management Best Practice Manual Compulsory Section Event Staff and Volunteers Event Management Policy and Procedure 27 Event Management Best Practice Manual Staff Are you intending to use staff during the event? Yes No If Yes: How many: What roles and tasks will the staff undertake?... _ Event Management Policy and Procedure 22 Event Management Best Practice Manual Compulsory Section Selecting a Venue Event Management Policy and Procedure 23 Event Management Best Practice Manual Selection of a Venue Describe any modifications or special temporary structures being added to the venue for this event: ... the Plan Event Management Policy and Procedure 24 Event Management Best Practice Manual Events on Roads In addition to the general safety checklist items, the following issues should be considered when organising events on roads In all cases event participants must comply with The Road Transport (Safety and Traffic Management) Act 1999, and The Australian Road Rules Timing Don’t hold your event in... Management Best Practice Manual Compulsory Section Safety, Emergency and Risk Management Event Management Policy and Procedure 29 Event Management Best Practice Manual If an incident occurs As the organiser of the event, you are responsible for the safety of everyone who is involved If anyone is hurt or injured because of your negligence, you may end up in court If an incident does occur at any event on the... Management Policy and Procedure 15 Event Management Best Practice Manual Indemnity EVENT PARTICIPATION AGREEMENT EVENT NAME: EVENT DATE: SECTION 1: EVENT DETAILS Event means the (full event name) to be held on (date) at (location), sponsored by Singleton Council (“the Council”) This agreement form must be signed and received before a participant can participate in the event “Participant” means a person... 12-18 years % of total attendance 40-55 years % of total attendance 18-25years % of total attendance 55+ years % of total attendance Event Management Policy and Procedure 11 Event Management Best Practice Manual Event Details Name of Event: Event Dates: _ Venue: Address: ... _ Distance to nearest receptions: _ Event Management Policy and Procedure 21 Event Management Best Practice Manual Transport Has a transport plan been developed for the efficient movement of patrons? Before the Event: Yes No During the Event: Yes No After the Event: Yes No Provide details of parking available at the venue: ... plan Quotes for services or products Media releases Press articles, TV Pre -event audit Food Handlers Approvals Event Risk Assessment Record of attendees’ Insurance cover Hazard Summary Sheet Event Volunteer Register/ Induction Individual Hazard Assessment Sheet Event Management Policy and Procedure 14 Event Management Best Practice Manual Health and Safety Permits Have you advised Council’s Planning &... The basic principles of and processes in Risk Management are:1 IDENTIFY HAZARDS 2 ASSESS RISKS 3 IMPLEMENT CONTROLS Event Management Policy and Procedure 30 4 MONITOR PERFORMANCE Event Management Best Practice Manual The following examples of common problems at events give you a taste of the type of things you would look for in your planning and prior to the event: • • • • • • • Holes in grounds or in... distances to be moved; Weights and forces required to handle the load; Clothing worn and/or required; Work flow/organisation; PPE Event Management Policy and Procedure 32 Event Management Best Practice Manual EVENT SITE AND ACTIVITY RISK ASSESSMENT EVENT NAME: Skate comp EVENT DATE: PROGRAM AREA: Youth Programs Activity Risk Matrix score Measure to address risk Skateboarding Grazes, cuts, bruises 4 . Event Management Best Practice Manual Event Management Policy and Procedure 10 Compulsory Section Planning the Event Event Management Best Practice. of total attendance Event Management Best Practice Manual Event Management Policy and Procedure 12 Event Details Name of Event: __________________________________________________________________