Event Booklet: Event Application - Shire of Manjimup · The below risk rating table is based on the medical risk classification tool in the ‘Guidelines for concerts, events and

Document Control: Version 2.0 8 May 2019, S. Peet

Event Booklet:

Event Application

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Event Application

The event application process can take weeks, as such, the application form must be completed in full (do not leave any fields blank) and submitted to the Shire of Manjimup no later than 90 days before the event. If approved, the application will be confirmed via letter from our events department.

If the event is held in a Shire venue or on a Shire reserve, separate booking forms and hire fees may be applicable.

Applicant Details Event organiser: ______________________________________________________ Position: ____________________________________________________________ Organisation (if applicable): _____________________________________________

Organisation details: Not-for-profit □ Commercial □ Individual □ Postal address: _____________________________________________________ ___________________________________________________________________ Email address: ______________________________________________________ Telephone (home): ________________________ (mobile): ___________________

Event Details Name of event: ______________________________________________________ Date/s: ____________________________________________________________ Location/s: _________________________________________________________

Do you need to book a Shire facility? (e.g. Town Hall, Oval etc.) Yes □ No □ If yes, provide details: __________________________________________________ Does the event require approval from other agencies? (e.g. DPAW, Private etc.)

Yes □ No □

If yes, provide details: __________________________________________________ Set-up time: ________________________________________________________ Actual event start & end time: ___________________________________________ Pack-down time: _____________________________________________________

Attach an event management plan, program, run-sheet, schedule or similar to the application. It should include set-up, pack-down and organisational responsibilities.

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Event description: (e.g. sporting, entertainment, festival etc.) ___________________________________________________________________ Purpose of event: (e.g. fundraiser, community celebration, cultural event etc.) ___________________________________________________________________

Have you ever conducted this event (or similar) before? Yes □ No □ If yes, provide details: _________________________________________________ ___________________________________________________________________

Including volunteers, participants, audiences etc, provide detail:

Maximum number of people expected at any given time: ________________

Expected number of people for entire event: __________________________

Is the event open to the general public? Yes □ No □

Target Audience (e.g. youth, family, adult etc.): _____________________________ Does the event have a fee/price for nomination, registration, participation or tickets?

Yes □ No □ If yes, list fees: _______________________________________________________ How is the event accessible and inclusive?

Please see the Shire’s website for more information www.manjimup.wa.gov.au/our-shire/access-and-inclusion/Pages/default.aspx

___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________

Food & Beverage

Will food be sold, served or given away during any part of the event? Yes □ No □

If yes, provide details: _________________________________________________ ___________________________________________________________________

Attach the completed Temporary Food Stall application form. If using multiple food vendors, each operator will need to complete this form. The Event Organiser is to submit a listing of all vendors they have approved to trade at the event. Food vendors with existing Shire of Manjimup Food

Business Registrations are not required to complete the Temporary Food Stall application form (subject to there being no change to their approved conditions) however, they must be listed on the Food Vendor list provided to the Shire.

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Will alcohol be sold, consumed or given away during any part of the event?

Yes □ No □ If yes, provide details including how many patrons permitted in the licenced area: ___________________________________________________________________ ___________________________________________________________________

Attach a copy of the approved liquor licence/s and licenced area site map.

Entertainment

Is live or recorded music played at any point during the event? Yes □ No □ If yes, provide details: _________________________________________________

___________________________________________________________________

Are live animals permitted or included in any part of the event? Yes □ No □


Are speakers and/or amplified voices part of the event? Yes □ No □

If yes, provide details: _________________________________________________

___________________________________________________________________ ___________________________________________________________________

Are there any amusement/s at the event? Yes □ No □


Will any other goods or services be available at the event? Yes □ No □


Will the event include fireworks? Yes □ No □

If yes, provide details of the nominated pyrotechnic contractor:

Company: __________________________________________________________

Contact Person: ______________________________________________________

Phone Number: ______________________________________________________ Please be aware the nominated fireworks contractor needs to obtain a Fireworks Event Permit which is available from the Department of Mines & Petroleum website.

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Waste Management

Are public toilets at the event site? Yes □ No □ If yes, where are they located? __________________________________________ ___________________________________________________________________ How many?

Male: ______________________

Female: ____________________

Accessible: _________________

Will there be provisions for temporary toilets at the event? Yes □ No □

If yes, how many? Male: ______________________

Female: ____________________

Accessible: _________________

It is the responsibility of event organisers to ensure there are adequate facilities to adequately cope with event demands. Please read page 7 of Booklet 1: Information for Event Organisers.

Are there existing bins at the event site? Yes □ No □

General Waste: ___________________

Recycling: _______________________

Food Waste: _____________________

Will there be provisions for additional bins during the event? Yes □ No □

General Waste: ___________________

Recycling: _______________________

Food Waste: _____________________ Do you require assistance with waste management for the event?

Yes □ No □

How will waste be managed during the event? ______________________________ ___________________________________________________________________

Attach a copy of the Waste Management Planning document available on the Shire’s website.

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Sustainability

Describe the event management practices applied to the following: Waste minimisation and resource recovery? (This includes items such as single-use plastics, balloons, polystyrene, recyclable equipment and supplies, and options/containers for recycling)

___________________________________________________________________ ___________________________________________________________________

Water and energy use? (Minimising the use of energy and water)

___________________________________________________________________ ___________________________________________________________________

Local and sustainable food, products and services? (Locally sourced, in-season, healthy options, vegetarian/vegan options, local service providers)

___________________________________________________________________ ___________________________________________________________________

Transport? (Promotion and use of options such as carpooling and shuttle bus. Also bicycle and pedestrian friendly events)

___________________________________________________________________ ___________________________________________________________________

Please read the Sustainable Events section on page 11 of Booklet 1: Information for Event Organisers and the Events Policy for more information on how to answer these questions.

Temporary Structures

Are marquees/gazebos/tents being erected at the event? Yes □ No □ If yes, provide details including amount and size: ___________________________________________________________________ ___________________________________________________________________

Are stages of any kind used at the event? Yes □ No □

If yes, provide details including style, amount, height and size: ___________________________________________________________________ ___________________________________________________________________

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Are temporary fences used for the event? Yes □ No □


Are large inflatable items such as arches, used for the event? Yes □ No □

If yes, provide details including size and location: _____________________________ ___________________________________________________________________

Can attendees (incl. competitors) camp at the event? Yes □ No □

If yes, who is permitted? ________________________________________________

How many people? ______________________________________________

How many nights? _______________________________________________

If over 3 nights, attach a completed Temporary Camping Permit application, available on the Shire website.

Are camp fires permitted at the event? Yes □ No □ If yes, provide information on what fire safety measures are in place: ___________________________________________________________________

It is recommended that you seek guidance from the Department of Fire & Emergency Services on what fires are permitted at the time of the event.

Traffic, Parking & Crowd Management Are any roads, verges, road reserves or footpaths used or crossed for the event?

Yes No If yes, provide details: _________________________________________________ ___________________________________________________________________ Does the event require any form of road closure? Yes No


___________________________________________________________________ If a road closure is requested, attach a completed ‘Application for an order for a road closure’ form available at www.police.wa.gov.au. If unsure, consult the Event Liaison Officer 6 months before.

Are any special provisions needed to accommodate the anticipated crowd?

Yes □ No □

http://www.police.wa.gov.au/

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If yes, provide details (i.e. crowd control, marshals etc): ________________________ ___________________________________________________________________

Event Utilities What provisions have been made for free drinkable water?

___________________________________________________________________ ___________________________________________________________________ What provisions have been made for lighting requirements?

___________________________________________________________________ ___________________________________________________________________ What provisions have been made for power requirements? ___________________________________________________________________ ___________________________________________________________________

Event Promotion How is the event being promoted? _______________________________________ ___________________________________________________________________ Event website: _______________________________________________________

Does the event have social media coverage? Yes □ No □

Facebook: __________________________________________________________ Instagram: __________________________________________________________ Other: _____________________________________________________________ Would you like the Shire to promote the event via -

Online event calendar Yes □ No □

Antenno app Yes □ No □

Fixed event banner frames Yes □ No □

Attach an image of the banner artwork to ensure it complies with the Shire Event Banner Policy

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Site Plan A detailed site plan of the event must be submitted with this application. It is preferable that satellite images are used, such as Google maps, as a base for the plan for outdoor events. Also, we recommended a copy of the finalised site plan is issued to all relevant emergency services. The following should be indicated on the site plan (if applicable):

Event location with street names

Amusement rides

Animal areas

Camping and caravan sites

The direction of North / South

Electricity cables

Emergency services access points

Emergency exits

Fenced off areas

Firefighting equipment/extinguisher

First aid point

Food stalls

General traders

Generators

Lighting

Marquees, tents and temporary structures

Ops / communication centre

Parking areas

Public information areas

Sale or consumption of alcohol areas

Seating

Security location points

Signage

Site office

Spectator points

Surrounding street names

Stages

Ticket office / registration

Toilet facilities including additional facilities

Vehicle access points

Waste bin locations

Waste stockpiling area

Water bodies

Example of a simple site plan, using a satellite image

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Event Risk Rating

The below risk rating table is based on the medical risk classification tool in the ‘Guidelines for concerts, events and organised gatherings 2009’. To assess the risk rating of the event, complete the following checklist by choosing one option from each category. If more than one category applies, choose the one with the highest score.

Type of Event Total points

Small community event

School festival 1 Point

Local sporting event (less than 300 people)

Theatrical performance 2 Points

Cultural events or festivals

Outdoor music concert

Large sporting events (over 300 people)

3 Points

An event involving Equestrian, Motor Sports or Camping

5 points

Number of People

Under 100 people 1 Point

101-500 people 2 Points

Over 501 people 3 Points

People Attending

Families 1 Point

Youth (13yrs – 25yrs)

Seniors (65yrs +) 2 Points

VIP's

Celebrities

National and International guests

3 Points

Target Audience

Local 1 Point

Regional 2 Points

State

National

International

3 Points

Event Location

Outside in an open area 1 Point

Outside in a confined area 2 Points

Inside 3 Points

Time of Year

Spring

Autumn 1 Point

Winter 2 Points

Summer 3 Points

Duration of Event

Up to 2 hours 1 Point

2 – 4 hours 2 Points

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Over 4 hours 5 Points

Time of Event Total points

Morning 0 Point

Afternoon or evening 1 Points

All day or over multiple days 2 Points

Animals involved

No 0 Point

Yes 2 Points

Road Closures

No 0 Point

Yes 2 Points

Temporary Structures

None 0 Point

Stage, Gazebo, Fencing, Stall, Portable Toilets

and other medium-sized portable structures 2 Points

Medium to large marquee, Lighting and/or sound towers and other large structures

5 Points

Fireworks

No 0 Point

Yes 3 Points

Dangerous or High-Risk Activities

No 1 Point

Yes 3 Points

Amplified Noise

No 1 Point

Yes but at low volume 2 Points

Yes at medium to loud volume 3 Points

Sub Total Event Risk Rating: _____________

Is alcohol available at the event? (Sold / Provided / BYO)

No 0 Points

Yes Double subtotal

Total Event Risk Rating: _____________

21 & Under Low Risk Complete Risk Assessment on the next page.

22 - 31 Medium Risk Do not complete Risk Assessment on the next page. Instead, complete a Risk Management Plan as detailed in event booklet 3.

32 & Over High Risk

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Risk Assessment

Only complete this section if the risk rating score from above was 21 and under. Event organisers have a duty of care for the safety of attendees. The Shire of Manjimup must be satisfied event organisers have considered any risks the event may pose to the health and safety of any person in attendance or nearby. Detail below how risk has been addressed and if applicable attach copies of any documents.

Risk Area Action Taken

First Aid

(i.e. First Aid Kits have been checked and stocked. If applicable, people with first aid qualifications have been recruited to attend the event)

Fire

(i.e. Fire hazards have been identified, and reasonable steps have been taken to reduce the risk of fire)

Food Safety

(i.e. Food handlers have demonstrated food safety knowledge, and their food businesses are registered with their relevant local government authority)

Hazards

(i.e. Potential safety hazards have been identified and strategies implemented to minimise the risk)

Emergency Management

(i.e. An evacuation plan and procedure are in place. The contact details of all relevant emergency services are available in case of an emergency)

Communications

(i.e. A contact list has been developed and circulated to all event staff before the event)

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Alcohol

(i.e. Responsible service of alcohol is followed at all times. Conditions stipulated by Department Racing, Gaming & Liquor are being followed at all times. Bar staff hold relevant approvals)

Insurance(s)

(i.e. Relevant insurance has been taken out and in place for the event)

Other comments:

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Event Checklist This event checklist should be completed to ensure all sections of the application are completed and that all permissions and/or licenses have been considered.

Task / Action Completed / Attached

In Progress

Not applicable

The Shire of Manjimup Event Department has been contacted on 9771 7777 to discuss the event.

The Event Application has been completed.

The Event Site Plan has been completed.

The Event Risk Rating has been completed.

Public Liability for the event is in place, and a copy of the certificate is attached.

A copy of all other insurances for the event are in place and certificates of currency attached.

The Risk Management Plan for the event has been completed and attached.

The Emergency Management Plan for the event has been completed and attached.

The Temporary Structure form has been completed and attached.

Certification of a structural engineer is attached for structures over 55m2.

A listing of all event approved vendors have been provided.

Temporary Food Stall Applications have been completed.

Electrical needs for the event have been considered.

A Temporary Camping Permit is attached.

A site plan for the proposed camping facility is attached.

Toilet provisions has been considered – page 7, booklet 1.

Water requirements for the event have been considered – page 8, booklet 1.

The Shire of Manjimup has been contacted regarding Traffic Management – page 10, booklet 1.

Waste Management has been considered – page 11, booklet 1.

Sustainable event management has been considered - page 11, booklet 1.

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Task / Action Completed / Attached

In Progress

Not applicable

The application acknowledgement on page 14 in event application has been signed.

A copy of the Liquor Licence is attached.

First Aid and Medical Services have been considered and arranged for the event – page 14, booklet 1.

The Fireworks Application is attached for Shire approval – page 8, booklet 1.

Any fees, bonds or charges applicable for the event have been paid – page 3, booklet 1.

Separate Shire Facility Hire Forms have been completed if applicable.

Arrangements for access to buildings and collection of keys for the event have been made.

Details (including vehicle registration/s) have been gathered for parking passes for access to the Heritage Park.

All electrical appliances used throughout the event are to be ‘tagged and tested’ by a suitably qualified person.

All possible considerations have been made to provide an accessible venue to all.

Notice of the event has been given to local emergency services.

Notification of event flyers has been provided to those likely to be affected by the event.

Copyright for music at the event has been considered as detailed – page 8, booklet 1.

Crowd Control and security have been considered, and provisions are in place if needed.

Parking areas for the event have been established and marshals organised.

Provision of All-Area Access passes has been coordinated for relevant Shire representatives.

A run-sheet for the event is attached.

A pre-event meeting has been held/scheduled with the Shire of Manjimup events team.

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Event Organiser Acknowledgement I, ____________________________________as the Event Organiser, applying for approval to host an event in the Shire of Manjimup, acknowledge that the information in my application is true and correct. I accept the Shire of Manjimup may require a briefing meeting with the Event Organiser(s) before the Event and/or a debriefing meeting after the Event. I accept that the Event is not approved until the Shire of Manjimup is satisfied with all aspects of my application and it is my responsibility to adhere to any conditions set by the Shire. I accept that the Shire of Manjimup may require an Event Application fee and fees for certain elements associated with the Event. This is to be paid by the Fees and Charges Schedule of the current Shire of Manjimup budget and upon receipt of an invoice from the Shire of Manjimup. Payment must be received at least seven days before the event. I understand that I am responsible for ensuring the Event complies with all statutory, local laws and other requirements. I indemnify the Shire of Manjimup against any action, suit or proceeding caused by my failure to observe all statutory and local laws or other requirements or as a result of my negligence or willful actions. I will ensure that appropriate public liability and other insurances are in place before any activities relating to the event commencing and continuing through until all activities associated with the event have been completed.

Applicant Name:

Signature: Date:

What happens next?

The Shire will review the application, and if found to be satisfactory and all fees have been paid, approval will be granted, via a conditional letter of approval. If the event requires additional approval under the Health (Public Buildings) Regulations 1992 a secondary approval letter subject to conditions will also be provided.

If the Shire considers it appropriate, Authorised Officers will conduct inspections pre, during and post event.

Event Booklet: Event Application - Shire of Manjimup · The below risk rating table is based on the medical risk classification tool in the ‘Guidelines for concerts, events and

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