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 Organiser’s 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

• Development Applications for Events 13

• Blanket Development Applications 13

• Development Applications for Events 14

Template

• Guide to completing a Development 16

Application Form

Guide 8 - Food and Drink 17

• Food Checklist 17

• Alcohol Checklist 18

Guide 9 - Volunteers 19

• Volunteers 19

• Child Protection 19

Guide 10 - Sponsorship and Grants 20

Guide 11 - Promoting Your Event 22

• Ways to Promote Your Event 22

• Local Media Contacts 23

• How to Write a Media Release 24

• Working with the Media – Do’s & Don’ts 25

Guide 12 - Evaluate Your Event 26

Appendix - Forms and Templates 27

• Sportsground Maps 27 • Risk Assessment Template 34 Schedule 1 38 Traffic Control Plan 40 Special Event Plan Template 41 Traffic Management Plan Template 42 Notification Letter Templates 44 Development Application Checklist 46 Development Application Form 48 Event Plan for Blanket DA’s 49 • Minimum Food Standards 50 • Media Release Template 51 • Event Evaluation Template 52

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. staffing, venue, sponsorship, equipment, insurance, publicity etc)?

What will the event cost to stage? What is your budget? Do you have an event finance 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 first 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 find what you’re 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 organiser’s checklistThis Event Organiser’s 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 find below an example of a checklist that could be used for any event held within the City of Wagga Wagga.

Task More Info

PlanningVisit Council’s 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 Council’s Events Unit to inform them of the event and discuss any approvals you may require including:• Development Applications• Traffic 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 confirmations 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 18Traffic Management Guide 5, Page 10Design traffic 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 20

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 22

Develop Marketing/Communication Plan

Design promotional material, basic text and logoDevelop social media strategy Distribute flyers/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/ What’s On to relevant outletsDesign and/or update website

GUIDE No.2event organiser’s 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, fireworks, marquees, lighting towers, generators etcBook security Book first aid officers

Food and Market Vendors

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

Ticketing and InvitationsDesign tickets/invitations and develop refund policy. Remember VIPs (Mayor, MPs etc)Determine ticket prices (what’s 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 organiser’s 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 19Prepare scripts or run sheets. Don’t forget:• Welcome to/Acknowledgment of Country• Thank VIPs and Special Guests• Apologies• Mention and thank sponsorsOrganise awards/trophies/certificatesOrganise decorations/styling ON THE DAYGather staff, volunteers and emergency services for full briefingCirculate contact list with mobile numbers to all staff/volunteersConfirm chain of command in case of emergencyDistribute incident reporting methodConduct final 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 26Close off budgetHold a debrief session to look at ways of improving the eventPrepare final 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 Council’s Bookings Officer by phoning 1300 292 442 or email [email protected]

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

SITE MapSSite maps of Council’s most utilised venues (including power locations) are located from page 27 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 beneficial 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

SITa Wagga Service centrePh: 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 event’s 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 • Traffic 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 34 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 organisation’s own experiences.

INSUraNcEEvery event must have appropriate Public Liability Insurance to ensure that individuals are financially 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 organiser’s 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.


EMErGENcYIf running a large event, an Emergency Response Plan (ERP), also known as an Emergency Management Plan, is required which outlines how you will respond to an emergency at your event. It should be developed in consultation with police, fire brigade, ambulance and other relevant emergency services. Even if your event is not too large, it is a good idea to let emergency services know in advance details of the event.

WorKpLacE HEaLTH aND SaFETYYou have a duty of care to provide a safe environment in which staff, volunteers, performers and contractors can work. Depending on the nature of your event, you may have certain legal responsibilities in relation to workplace health and safety (WHS). Event organisers should remember WHS issues can result in a personal criminal prosecution being brought against them as individuals. You should contact WorkCover to discuss your responsibilities in relation to the workplace health and safety issues relevant to your particular event.

Some examples of the things to consider might include:

• Water • Sunscreen • Trolleys for carrying heavy goods • Taping down of electrical cords

FIrST aIDThe provision of first aid facilities is essential and critical to any event. They must be appropriately equipped and easy to find by patrons. The number of first aid posts required depends on the size of the event. As an example, for up to 2,000 patrons you will require one first aid post and six first aiders.

St Johns First Aid NSW provides first aid services at events for a donation. For more information on their services and to book them for your next event, visit their website stjohnnsw.com.au/event-information/

VoLUNTEErSRemember that volunteers are an investment – if you look after them correctly they will come back for the next event. Remember to provide plenty of food and drink and acknowledge them where possible.

SEcUrITYTo assist with crowd control, you may need to employ some professionals. It is recommended you employ one security guard per 100 patrons. For security company listings consult the Yellow Pages.

FIrEWorKSFireworks are a popular attraction for events; however they are high risk and therefore need to be managed professionally by a trained technician. Permission for fireworks is required from Council and the landowner. Events using fireworks will require a Fireworks Licence issued by NSW WorkCover and will need to comply with all the conditions set out in the licence.

For further information visit workcover.nsw.gov.au or contact the WorkCover Assistance Service on 131 050.

GUIDE No.4risk management

WaGGa poLIcE: (02) 6922 2599

WaGGa aMbULaNcE: 131 233

FIrE brIGaDE: (02) 6921 4375

SES: (02) 6932 9200


roaD cLoSUrESThe Road Closure Application Checklist on the following page provides further information and identifies 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 defined 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 classified roads for parade or event) • Impacts major traffic 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 traffic and transport systems but does not impact major traffic 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 traffic and transport systems or classified 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 traffic management

• Does not impact vehicular traffic

• 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 traffic within the City or surrounding areas please contact Council’s Traffic Officer on 1300 292 442. Events that will require control of traffic must be considered by the Traffic Committee. This process requires a minimum of 12 weeks to allow for the meeting schedule of the Committee.


Task Complete

Call Council’s Traffic Management Unit to discuss event on 1300 292 442

Schedule 1 Form (page 38 of Appendix)

Traffic Control Plan Document (page 40 of Appendix)

Transport Management Plan (page 42 of Appendix)

Traffic Control Plan/s (as per RMS document ‘Traffic Control at Worksites’)

Risk Assessment Document (page 34 of Appendix)

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

Task Complete

NSW Fire Brigade and Ambulance (page 44 of Appendix)

Other affected parties such as transport companies and public transport providers (page 32)

GUIDE No.5road closure application checklist

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

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

Once approval has been gained, notification 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 & Traffic Management) Act, 1999. For further information visit this link rms.nsw.gov.au/trafficinformation/downloads/bicycleracing.pdf or phone the local Police on 02 6922 2599.

TraFFIc coNTroL pLaN DIaGraMSTraffic control plan diagrams that graphically depict the traffic controls that will be implemented should be drawn pursuant to the RMS Traffic Control at Work Sites. For further information regarding these drawings please contact Council’s Traffic Officer 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 17.

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 find 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 coUNcIL‘S 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.

Generally, 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 Officer. 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 Council’s 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 46 in the Appendix of this document.

bLaNKET DEVELopMENT appLIcaTIoNSWagga 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 49 in Appendix)

- Risk Assessment (page 34 in Appendix)

- Site Plan

- Emergency Evacuation Plan (included in Event Plan)

- Copy of Certificate of Currency for Public Liability Insurance

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

If your event does meet the criteria of the blanket development application you will be required to adhere to the conditions of the development application and it’s 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 templateWhen compiling your documentation listed in the Entertainment Venue / Events checklist (page 46 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 figure 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 person’s 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 certificates. If alcohol is being served,

mention that RSA certificates have been requested. Do you need to apply for a temporary on-licence? If employing staff /volunteers to serve alcohol, RSA certificates 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 firm 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 flora, 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 traffic 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 flora 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 Council’s Development Application Form which can be found on page 48 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 Certificate 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 46 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 qualified certifying authority. Wagga Wagga City Council is a qualified 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

Complete the NSW Food Authority’s event notification form for a NSW Temporary Food Premises Permit at foodnotify.nsw.gov.au. Once your notification has been registered, you will receive a Temporary Event confirmation notice with your Temporary Event Notification Reference Number and online access code.

Complete and return Section 1 of Wagga Wagga City Council’s application form (page 50 of the Appendix). In addition, the event organiser must provide a list of all participating food businesses and stalls in writing, preferably on event letterhead. This must be returned at least seven days prior to the event.

All food stallholders will each have to complete Section 2 of the application and return to the event organiser for submission to Council. Event organisers must ensure they co-sign Section 2 on page 3 of the application submitted by stallholders. (page 50 of the Appendix)

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 find out whether your stallholders require a FSS please visit foodauthority.nsw.gov.au

Comply with the ‘City of Wagga Wagga Minimum Standards Promotions & Special Events’. Visit Council’s 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 Council’s 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-profit 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 qualified (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 certificates are now invalid and you are required to complete an RSA course with an approved registered training organisation. For more information visit the Office 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 find 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 benefits 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 benefits 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 (financial 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 identified – small details are important.

• Be creative, flexible and innovative in sponsorship ideas and sponsor benefits.

• 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.

coUNcIL’S 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.

Over $150,000 of funds is available each year. 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 grants

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

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

Pozible: pozible.com

Kickstarter: kickstarter.com

OzCrowd: ozcrowd.com


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 profile. There are many ways to promote your event, some examples are listed below.

• What’s On Guide and Visit Wagga Website – Wagga Wagga City Council’s Visitor Information Centre maintains an annual database and online calendar of events. A monthly “What’s 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 Officer 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 fit 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 flyers and asking retailers and businesses to display them in their shop windows/displays (it’s 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 flyer 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 24.

• Publicity Stunt – Good planning is vital. This can be an effective promotional tool, although beware that they can also backfire. 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 don’t 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 contacts

Publication 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.

Identification: 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 first sentence...the famed “Who”, “What”, “When” and “Where”. In a sense the first sentence, or “lead”, should be the “bottom line”. Everything after that is an explanation, amplification 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 flush right. Page numbers and a one or two word reference to the story should appear at the top of each page after the first 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 firm, 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 figures 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 51 of the Appendix.


GUIDE No.11working with the media - the do’s and don’ts

DO get to know your target media. You’ll 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 first 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, conflict 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, find a good location that positively portrays your event or business. Remember that good visuals can skyrocket a story’s 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 confirmed 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 find 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 don’t end up running your story.

DON’T 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.

DON’T bluff. It’s OK to say you don’t know the answer to a question. Offer to find out and get back to the journalist before their deadline.

DON’T stonewall journalists. ‘No comment’ is a death sentence – your detractors are ready and waiting to fill the airtime you’ve just missed out on.

DON’T miss deadline or delay responding to media enquiries. It’s in your interest to give the media access to your information and messages before they write their story.

DON’T use jargon, bureaucratic speak or complex phrasing. Keep your message simple – most media outlets write for the age range of 12-14yrs.

DON’T 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.

DON’T threaten a journalist or editor before or after a negative story.

DON’T be surprised if you’re asked negative questions during an interview. Anticipate them – forewarned is forearmed.

DON’T get hung up on rejection when you’re pitching – it’s not personal.

DON’T use the same approach for all media. Recognise their differences and tailor your material and your pitch to suit.

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

DON’T 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 didn’t 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 52 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.Don’t 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 can’t 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 first aid treatment.

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

• Low financial loss <2% to 8% of budget for the area/project and/or minimal damage to property

• No or minimal environmental impact

• No or minimal regulatory breach

Low Impact • Minor degradation of services and operations

• Minor injury. Medical attention and several days off work

• Minor adverse public/staff reaction and/or minor negative publicity

• Minor financial loss from 2% to 8% of budget for the area/project and/or minimal damage to property

• Minimal environmental impact handled internally

• Minor regulatory breach

Moderate Impact

• Significant degradation of services and operations

• Extensive injuries requiring major medical treatment and/or long term illness.

• Significant adverse public/staff reaction and/or significant negative publicity

• Major financial loss from 15% to 20% of budget for the area/project and/or extensive repairs to property required

• Significant contained environmental impact EPA intervention

• Significant regulatory breach/s including court proceedings

• Widespread total degradation of operations and services

High Impact • Loss of life, permanent disability or ill health.

• Extreme adverse public/staff reaction and/or major widespread negative publicity

• Significant/material financial loss greater than 20% of budget for the area/project and/or total destruction of property

• Significant widespread environmental impact, EPA intervention including significant fines

• Significant regulatory breach/s including court proceedings

When thinking about hazards and risks, consider the impacts these could have on the following categories: • Operational - impact on services • Human - people including staff and participants • Financial and property - impact on budget, property damage • Legal/Regulatory - breach of regulations and legal requirements • Environmental - impact on the environment • Stakeholder - negative publicity, public reactions


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 insignificant 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 benefits:

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 traffic 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 traffic control during the event.

The event will involve ____ (see attached map).

A high standard of traffic 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 specific traffic control and contingency plans.

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

These procedures and plans must be followed to ensure optimal traffic flow 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 traffic control and contingency plans shall be implemented by a site controller, who will be designated by the organisers of the event.

TraFFIc coNTroL pLaNSThe Traffic Control Plans (TPC) that form a part of this document have been created to ensure optimal traffic flow 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 first competitor and remain until the final competitor has passed.

EMErGENcY aND coNTINGENcY pLaNSEmergency management plans aid the management of uncontrollable or unlikely events. As part of the organiser’s 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 qualified person gives first aid

2. Contact the staff and volunteers involved with traffic 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 traffic flow 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 traffic flow after all emergency vehicles have exited the site

8. If road traffic 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 Traffic & 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 - Traffic2.1 Occupational Health & Safety - Traffic Control Risk assessment plan (or plans) attached.2.2 Public Liability Insurance Public liability insurance arranged. Certificate of currency attached.

2.3 Police Police written approval obtained.

2.4 Fire Brigades and Ambulance Fire brigades notified. Ambulance notified.

3 Traffic and Transport Management3.1 The route or locationMap attached.3.2 ParkingParking organised - details attached.Parking not required.3.3 Construction, traffic calming and traffic generating developmentsPlans to minimise impact of construction activities, traffic calming devices or traffic-generating developments attached.There are no construction activities, traffic calming devices or traffic-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 Reopening roads after moving eventsThis is a moving event - details attached.This is a non-moving event.3.7 Traffic management requirements unique to this eventDescription of unique traffic management requirements attached.There are no unique traffic requirements for this event.3.8 Contingency plansContingency plans attached.3.9 Heavy vehicle ImpactsImpacts heavy vehicles - RMS to manageDoes not impact heavy vehicles3.10 Special event clearwaysSpecial event clearways required - RMS to arrangeSpecial event clearways not required

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GUIDE No.13appendix - transport management plan template

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4 Minimising impact on Non-Event Community & Emergency Services4.1 Access for local residents, businesses, hospitals and emergency vehiclesPlans to minimise impact on non-event community attached.This event does not impact the non-event community either on the main route (or location) or detour routes.4.2 Advertise traffic management arrangementsRoad closures or restrictions - advertising medium and copy of proposed advertising attached.No road closures or restrictions but special event clearways in place - advertising medium and copy of proposed advertising attached.No road closures or special event clearways - advertising not required.4.3 Special event warning signsSpecial event information signs are described in the Traffic Control Plan/s.This event does not require special event warning signs.4.4 Permanent Variable Message SignsMessages, locations and times attached.This event does not use permanent Variable Message Signs.4.5 Portable Variable Message SignsThe proposed messages and locations for portable VMS are attached.This event does not use portable VMS.

5 ApprovalEvent Organiser:____________________ Date:_________________Regulation of Traffic Authorised by: __________RMS:_______________ Date:_________________Or:__________Council:____________ Date:_________________

6 Privacy NoticeThe “Personal Information” contained in the completed Transport Management Plan (TMP) may be collected and held by the NSW Police, Roads and Maritime Services (RMS), or Local Government.I declare that the details in this application are true and complete. I understand that:• The ‘’personal information” is being collected for submission of the Transport Management Plan for the event described in Section 1 of this document. • I must supply the information under the Roads Act 1993. • Failure to supply full details and sign/confirm this declaration can result in the event not proceeding. • The “personal information” being supplied is either my own or I have the approval of the person concerned to provide his/her “personal information”. • The “personal information” held by the Police, RMS or Local Government may be disclosed inside and outside of NSW to event managers or any other person or organisation required to manage or provide resources required to conduct the event or to any business, road user or resident who may be impacted by the event. • The person to whom the “personal information” relates has a right to access or correct it in accordance with the provisions of the relevant privacy legislation.


This document can be downloaded from the Wagga Events website waggaevents.com.au/resources

GUIDE No.13appendix - emergency services notification letter template


GUIDE No.13appendix - local transport notification letter templateThis document can be downloaded from the Wagga Events website waggaevents.com.au/resources


GUIDE No.13appendix - development application checklistThis form can be downloaded from the Wagga Events website waggaevents.com.au/resources


GUIDE No.13appendix - development application checklist



GUIDE No.13appendix - development application


GUIDE No.13appendix - event plan for blanket development applicationsThis document can be downloaded from the Wagga Events website waggaevents.com.au/resources



GUIDE No.13appendix - application for special temporary event food stall

APPLICATION FOR TEMPORARY/SPECIAL EVENT FOOD STALLNSW FOOD ACT 2003 & LOCAL GOVERNMENT ACT 1993

I/we provide the following details for an application for a Temporary/Special Event Food Stall registration. I/we realise that fees may be levied if the stall is not maintained in accordance with Council requirements.Proposed Dates & Times of Event: ……………………………………….……………….....Name of the Event: …………………………………………………………….……………….

Location of the Event: …………………………………………………………….…………….

Trading Name of Stall: …………………………………………………………….…………….

Proprietor/s of Stall: …………………………………………………………….……………….

Company Name: …………………………………………………………….………………….

Postal Address for Correspondence: ……………………………………….………………..

Contact Telephone Numbers: (H)..................................... (M).........................................

Contact Email: ……………………………………….………………………………………….

NAFSIS Number: http://www.foodnotify.nsw.gov.au ……………………………………...............Food Safety Supervisor (if required):…………………………………….…………………..

Type of food intended to be sold (Describe range and type of food and whether it is to be sold in a wrapped or unwrapped form, hot or cold, etc.)…………………………………………………………….……………….……………………….

…………………………………………………………….……………….……………………….

…………………………………………………………….……………….……………………….

…………………………………………………………….……………….…………………….…Address of premises where food will be prepared, processed, packed etc. prior to sale at the event.

............................................................................................................................................

ABN 56 044 159 537Ph 1300 292 442

Fax 02 6926 [email protected]

www.wagga.nsw.gov.au

Civic CentreCnr Baylis & Morrow Sts

PO BOX 20Wagga Wagga NSW 2650


GUIDE No.13appendix - sample media releaseThis document can be downloaded from the Wagga Events website waggaevents.com.au/resources


GUIDE No.13appendix - sample event survey

Sample Event Survey We appreciate you taking the time to complete the following survey to assist us with evaluating the event. Gender: Male Female Age: Under 25 25-44 45-64 65 + Your usual residential Postcode or Suburb: _________________________________________ Number of people who came with you: None 1-2 3-5 6+ How did you hear about the event? Radio Newspaper TV Word of Mouth Website Social Media How did you travel to Wagga Wagga? Car Train Hire Car Bus Plane Other: ____________________ How many nights did you stay in Wagga Wagga? None 1-2 3-5 6+ What type of accommodation did you use? Hotel Caravan Park Serviced Apartment Motel Friends/Family B&B Farmstay On a scale of 1 to 5 (1 being poor and 5 being excellent) how would you rate this event? 1 2 3 4 5 Poor Excellent Would you attend this event in Wagga Wagga again? YES / NO If no, why not? _______________________________________________________________ ___________________________________________________________________________ Please list three things you like about this event? _______________________________ ___________________________________________________________________________ Please list three things you think can be improved? ________________________________ ___________________________________________________________________________ Please return your completed survey to the marked box at the information tent for your chance to go in the draw to win a night’s accommodation at Turner’s B&B. The prize draw will take place at 4pm on DATE.


more than

a hundredlittle reasons to enjoy

wagga waggaincluding amazing art glass, music,

theatre, dance, culture, markets, local wines and great food

discover a citymore thansport, more than green fields,more than a perfect work life balance

it’s a placethat will capture your

imaginationand tempt you to stay or

come back soonagain and again

Wagga Wagga City CouncilCnr Baylis & Morrow Street

PO Box 20Wagga Wagga NSW 2650

1300 292 [email protected]

Wagga Wagga Events Guide

Documents