Event Management Best Practice Manual pot

“Singleton. A progressive community of excellence and sustainability.”
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Event Management
Best Practice Manual



Master Document

Adoption by EMT: 15 April 2008
Review Date: 15 April 2009
Ongoing Review: Annually


V1
Event Management Best Practice Manual
“Singleton. A progressive community of excellence and sustainability.”
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In this Manual
Singleton Council Vision Statement 4
Singleton Council Mission Statement 4
Introduction 4
Scope 4
Compulsory Section Consultation and Contacts 5
Consultation Register 6
Community Consultation 8
Planning Meeting 9
Briefing – Before Event 9

Debriefing – After Event 9
Compulsory Section Planning the Event 10
Vision/Mission Statement 11
Patron Details 11
Event Details 12
Event Coordinator 13
Keeping Documents and Information 13
Documents to be Kept 14
Health and Safety Permits 15
Public Liability 15
Water 18
Lighting and Power 18
Toilets 18
Food 19
Signage 19
Entry and Exit Details 20
Waste Management 21
Noise 21
Transport 22
Compulsory Section 23
Selecting a Venue 23
Selection of a Venue 24
Risk Assessment 24
Events in Parks and Public Places 24
Events on Roads 25
Site Plan 26
Compulsory Section Event Staff and Volunteers 27
Staff 28
Volunteers 28
Compulsory Section 29

Safety, Emergency and Risk Management 29
If an incident occurs 30
Evacuation 30
First Aid / Emergency Access 30
Fire Safety Arrangements 30
Why do we have to manage our risk? 30
So how do we go about this process? 31
Risk Management 31
Risk Assessment 32
Risk Control 34
How to Conduct a Risk Assessment 34
Risk Assessment 35
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“Singleton. A progressive community of excellence and sustainability.”
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Risk Assessment Form 36
Work Method Statements 39
First Aid and Emergency Medical Services 43
Security 43
Emergency Procedures 44
Weather 44
Information Centre and Communication 45
Risk Management Summary 46
Optional Event Promotion and Ticketing 50
Event Promotion and Ticketing 51
Optional Entertainment and Amusements 52
Application Form to Operate an Amusement Device 53
Applicant’s Site Plan 54
Council’s Approval Form 55
Council’s Site Plan 56

Singleton Council Approval Certificate 57
Optional Alcohol Management 58
Liquor Licence 59
Permit Conditions 60
BYO and Non-BYO Events 60
Responsible Service of Alcohol 60
Minors 61
Beverage Options 61
Beverage Containers 61
What type of containers will be used to serve drinks? 61
Trading Hours 61
Alcohol Consumption Areas 62
Optional Event Management Checklist 63
Checklist 64


IMPORTANT:
This document is for use at your first and all subsequent planning
meeting for any Singleton Council Event
Event Management Best Practice Manual
“Singleton. A progressive community of excellence and sustainability.”
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Singleton Council Vision Statement
"Singleton. A progressive community of excellence and sustainability"

Singleton Council Mission Statement
"To provide quality services to the community in an efficient and friendly manner encouraging
responsible development"
Introduction
Singleton Council will endeavour to exercise its duty of care in relation to Management of

Council organised events by taking all reasonable steps to enhance the safety of those
attending these events with due regard being given to:
• Relevant Standards;
• The nature of the event;
• The identified risks; and
• The expected level of attendance.

The process and standards used for the identification, assessment and control of hazards
are set out in Council’s Event Management Best Practice Manual.

Scope
This manual has been produced to assist you, when planning your event. Contained
within, you will find an outline of the steps you need to follow and specific legal and
safety requirements.

The manual is structured that you can easily access only the sections which are relevant to
your event. Obviously the safety and legal obligations are compulsory for every event,
however sections within the document such as Managing Alcohol, may not be relevant to
every event.

The manual is broken into two sections:

Compulsory Requirements

Optional/Event Relevant

The compulsory requirements at the beginning of the document, MUST be completed. If
there are Optional/Event Relevant sections which apply to your event it is COMPULSORY
that you complete those sections of this document also.

This manual will assist in ensuring that all the management aspects of your event, are
addressed. As the event organiser it is YOUR responsibility to ensure the safety of: you,
the staff, volunteers and patrons.

Event Management Best Practice Manual
“Singleton. A progressive community of excellence and sustainability.”
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Compulsory Section
Consultation and Contacts
Event Management Best Practice Manual
“Singleton. A progressive community of excellence and sustainability.”
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Consultation Register

List the names of individuals and organisations you have consulted within planning this event:

STAKEHOLDER CONTACT NAME TELEPHONE
Police Singleton 6578 7499

Council 65787290
Ambulance
State Emergency Service 65724699
Security Personnel
Liquor Licensing 49297234
LOCAL BUSINESSES




MEDIA
NBN TV
Prime TV 49520500
Southern Cross Ten 49405300
Singleton Argus
Hunter Valley News

65722611
65722795 Fax
Power FM
2NM
65431588
ABC
65422811- Hunter
49221200 Newcastle
NXFM

49423333

KOFM




43421433

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2HD




49676111

New FM
49680105
BUS COMPANIES
Hunter Valley Buses 65722555
Saxby Bus&
Coach Service
65714666
Anvil Bus Charters 65724224
Taxi Company 65711600
Other

Event Management Best Practice Manual
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Community Consultation

Do you need to consult with the community?
(Including but not limited to: businesses, rate payers, service groups – Lions, Rotary, Childcare
Centres, individuals or other groups)

Yes No If yes, who:

Stakeholder Contact Name Telephone

A consultation meeting (before the event) will be conducted with the key stakeholders on:
(This maybe a formal meeting or informal discussions in person or over the phone)


(Date) (Time) (Venue)
“Singleton. A progressive community of excellence and sustainability.”
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Planning Meeting

A planning meeting (before the event) will be conducted with the key stakeholders on:


(Date) (Time) (Venue)

Briefing – Before Event

A briefing meeting (immediately before the event) will be conducted with the key stakeholders on:

(Date) (Time) (Venue)
Who will undertake the pre-event audit?

Debriefing – After Event

A debriefing meeting (after the event) will be conducted with the key stakeholders on:

(Date) (Time) (Venue)

Records or minutes of these meetings will be available
Yes No If available, contact person is

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Compulsory Section
Planning the Event
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Vision/Mission Statement

What is the main attraction or purpose of the event -e.g. family fun, sporting contest, musical
entertainment and who are the major beneficiaries?
________________________________________________________________________________
________________________________________________________________________________

Who are the major customer groups?
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

List the type of entertainment being provided?

________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________


Patron Details

Who is the target audience?
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________


Estimate the total patron attendance:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________



Patron age details (estimate):

0-12 years % of total attendance 25-40 years % of total attendance

12-18 years % of total attendance 40-55 years % of total attendance

18-25years % of total attendance 55+ years % of total attendance

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Event Details

Name of Event: __________________________________________________________________
Event Dates: _____________________________________________________________________
Venue: __________________________________________________________________________
Address: ________________________________________________________________________
Nature of Venue (Hall, Stadium etc):
__________________________________________________
Capacity of Venue: _______________________________________________________________
Day 1:
Start: ___________________________________ Finish: ___________________________
Day 2:
Start: __________________________________ Finish: ___________________________
Day 3:
Start: __________________________________ Finish: ___________________________
Day 4:
Start: __________________________________ Finish: ___________________________
Day 5:
Start: _________________________________ Finish: ___________________________
Day 6:
Start: _________________________________ Finish: ___________________________
Day 7:
Start: ________________________________ Finish: ___________________________
Day 8:
Start: ________________________________ Finish: ___________________________
Day 9:
Start: ________________________________ Finish: ___________________________
Day 10:

Start: _________________________________ Finish: ___________________________
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Event Coordinator

Event Manager: __________________________________________________________________


Organisation: ____________________________________________________________________


Address: ________________________________________________________________________


Phone: ______________________________________________________________________ (W)

Phone: ______________________________________________________________________ (H)

Fax:

____________________________________________________________________________


Mobile: _________________________________________________________________________

Email: __________________________________________________________________________

Contact During The Event: __________________________________________________________

Name: __________________________________________________________________________


Phone: __________________________________________________________________________

Mobile: _________________________________________________________________________


Keeping Documents and Information

Has a filing system been established?


YES


NO


Who is responsible for maintaining the file? ____________________________________________
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Documents to be Kept

Complete the following checklist to ensure that all records are included in the file.



Event plan

Event program


Details of committee members


Detailed site/activity information sheet and
associated plans, reports, schedules, drawings, etc


Stakeholders contacts


Tickets


Record of meetings


Promotional material – posters, flyers


Sponsorship letters

Logos


Licenses/permits


Contracts


Applications for
licenses/permits


Accounts


Inward correspondence
(including faxes and e-mail)


Employment records


Outward correspondence
(including faxes and e-mail)


File notes of telephone conversations

Emergency plan


Quotes for services or products


Media releases


Press articles, TV


Pre-event audit


Food Handlers Approvals


Event Risk Assessment


Record of attendees’ Insurance cover


Hazard Summary Sheet


Event Volunteer Register/ Induction

Individual Hazard Assessment
Sheet



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Health and Safety Permits

Have you advised Council’s Planning & Development Services that you are providing catering and
selling food at your event. Singleton Council should be advised at least seven (7) working days
before the event?

Yes


No

Date Application Submitted:



Has a approval been granted to use the venue?

Yes


No

Date Approval granted:


Have you applied for a Place of Public Entertainment licence? If so, when was it issued?

Yes


No

Date Application Submitted:


List any other permits required or obtained for this event -
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

Public Liability

Have you investigated public liability and duty of care issues and obtained appropriate insurance?

Yes No

Event is underwritten by:

Name of company: ___________________________________________________________

Address: ___________________________________________________________________

Phone: __________________________ Value: $___________ Policy Number: ___________

A photocopy of the policy cover sheet may be required by the venue owner, council, or other
authority.
Do you have copies? Yes No

Who has the copies? __________________________________________________________
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Indemnity

EVENT PARTICIPATION AGREEMENT


E
VENT
N
AME
: E
VENT
D
ATE
:


SECTION 1: EVENT DETAILS

“Event” means the (full event name) to be held on (date) at (location), sponsored by Singleton

Council (“the Council”). This agreement form must be signed and received before a participant can
participate in the event.
“Participant” means a person who has registered to participate in the event. Participants under 18
years of age must have this form signed by a parent or guardian.

SECTION 2: PARTICIPANT DETAILS (Please Print)

NAME ______________________________________________________________(“Participant”)

AGE: ___________________________________________________________________________

ADDRESS: ______________________________________________________________________




TELEPHONE NO: _________________________________ FAX:_________________________


EMAIL: ________________________________________________________________________

SPECIAL REQUIREMENTS (IF ANY): ______________________________________________

SECTION 3: CONDITIONS OF PARTICIPATION IMPORTANT

PLEASE READ CAREFULLY

This Event Participation Agreement (“the Agreement”) comprises the sections titled ‘Section 1 –
Event Details’, ‘Section 2 – Participant Details’, ‘Section 3 – Conditions of Participation’ and
‘Section 4 – Declaration and Waiver’.

By signing this Agreement, you warrant that you have carefully read, understood, and agreed to be
bound by, the terms of this Agreement.
Parents or guardians signing on behalf of a participating minor declare that they are the parent of
the legal guardian and accept responsibility and the Conditions Of Participation on behalf of the
Participant.
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SECTION 4: DECLARATION AND WAIVER

I, the undersigned, acknowledge and:

Agree that in consideration of and as a condition of acceptance of my participation in the Event, for
myself, my executors and administrators, hereby waive all and any claim, right or cause of action
against the Council which I or they might otherwise have, arising out of my injury or loss of any
description whatsoever which I may suffer or sustain in the course of or consequence upon my
participation or participation in the Event.
Understand that while participating in the Event, I agree to abide by any rules; participate with care
for other participants and members of the general public at large.
Understand that as a participant in the Event, I may not be covered by the Council’s Public Liability
Insurance, including but not limited to professional indemnity, participant’s personal injury, or
injury to other persons, or damage to property (third party or otherwise).
I, the undersigned Participant in the Event, also indemnify and will keep indemnified the Council
and its officers against all liability for death, injury, loss or damage to any person or the property of
any person howsoever caused arising out of my participation in the Event, or arising from the
reasonable directions given by the Council Officer during the Event.
I, the undersigned, also acknowledge that the Council Officer identified on this Agreement may
cause, by verbal or written notice, to cancel the Participant’s right to participate in this Event, if in
the opinion of the identified Council Officer, he/she identifies, or has reasonable cause to suspect or
expect, that the actions of the Participant may cause or continue to cause, injury, death or damage to

property of any person (third party or otherwise).
I have read the Conditions of Participation and Declaration and I agree to conform to all elements of
them.
SIGNED by: (Participant)


________________________________________
Signature

________________________________________
Print name

________________________________________
Date
SIGNED by the Authorised Officer of
SINGLETON COUNCIL

___________________________________
Signature

___________________________________
Print name and position

___________________________________
Date

PARTICIPANTS UNDER THE AGE OF 18 YEARS

Parent/Guardian
I have understood and explained the Conditions of Participation to the Participant. I have also

identified any inherent risk associated with participation in the Event (as identified by me) to the
Participant.

Name:_____________________________________________ Phone: _______________________

Address: ________________________________________________________________________

Relationship to Participant: _________________________________________________________

Signature: _____________________________________Date: _____________________________
Please return the signed copy of this Agreement to (where lodged)
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Water

Is drinking water available (free of charge) to all patrons attending the event?

Yes

No

Not Applicable



Is the location of water clearly signposted and marked on maps?

Yes

No

Not Applicable



Lighting and Power

Has certification for lighting and power been obtained through the local authority?

Yes

No

Not Applicable



Does the provision of lighting and power cater for emergencies?

Yes

No




Toilets

What is the expected number of patrons?



How many toilets will be provided? Male



Female



People with disabilities:


Have you considered the
locations/distribution?




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Food

Are high-quality, affordable and accessible food stalls available to patrons in the different venue
areas (including licensed areas)?

Yes

No

Not Applicable


Is a hand wash facility supplied to each food stall?

Yes

No

Not Applicable


How do you propose to store potentially hazardous foods at the correct temperature? (i.e. hot
>60
o
C & Cold <5
o
C________________________________________________________________
________________________________________________________________________________
_______________________________________________________________________________________

Have you read the Temporary Event Guidelines for Food Handlers?

Yes

No

Not Applicable

Copies of the Temporary Event Guidelines for Food Premises are available from Council upon request.

What types of food will be available? (eg fast food, snacks, meals): _________________________
________________________________________________________________________________
_______________________________________________________________________________________
Signage

Have you obtained approval from Singleton Council to erect signage promoting the event?

Yes

No

Phone Singleton Council’s Development Section on 6578 7290 for details of
signage approval


What are the exhibition dates of the signs?

From:

Until:


Who will be responsible for the erection and dismantling of the signs?

Name:

Contact:


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Entry and Exit Details

Complete the checklist to ensure that entrance and exit arrangements:


provide for supervision, marshalling and directing crowds


provide exit and escape routes


provide access for emergency services


have access for wheelchairs


separate walking and vehicular traffic


stagger entry times by providing supporting activities and entertainment

keep entries clear of all other activities


ensure barriers, fences, gates and turnstiles are suitable and sufficient


locate ticket sales and ticket pick-up points in line with, but away from entrances


provide sufficient and well-trained staff


ensure the control points for searches to exclude prohibited items such as glass, metal
containers and weapons are in place and do not impede crowd movement


provide a secure area for the storage of confiscated goods


check placement and function of exit signs



Have event staff, security, police, transport authorities, local hotels and food outlets been informed
of patron exit times?

Yes

No

Not Applicable


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Waste Management

Outline procedures in place to reduce waste products, ie type of packaging:
________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________



Waste Stations:

How many?: _____________________________________________________________________

Locations: _______________________________________________________________________

When will they be serviced? ________________________________________________________

What recycling facilities will be provided? _____________________________________________

Has a Waste Management Plan been prepared?

Yes

No




Further information on waste management at events can be obtained from the following website





Noise

List the provisions you have made to minimise and monitor the level of noise:

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________


Type of Noise:____________________________________________________________________

Intensity of noise:_________________________________________________________________

Times of Operation:_______________________________________________________________

Distance to nearest receptions:_______________________________________________________
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Transport

Has a transport plan been developed for the efficient movement of patrons?

Before the Event:
Yes No


During the Event:
Yes No


After the Event:
Yes No


Provide details of parking available at the venue: ________________________________________
________________________________________________________________________________
________________________________________________________________________________


List the organisations that have been involved in developing this plan:

Name: Organisation:
Name: Organisation:
Name: Organisation:
Name: Organisation:
Name: Organisation:

Detail the transport contingency plan for:

Cancellation: ____________________________________________________________________

________________________________________________________________________________

Delayed Finish: ___________________________________________________________________

________________________________________________________________________________

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Compulsory Section
Selecting a Venue

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Selection of a Venue

Describe any modifications or special temporary structures being added to the venue for this event:
________________________________________________________________________________

________________________________________________________________________________

In what way will access to the site be modified for the duration of the event?
(eg Road closures):________________________________________________________________

________________________________________________________________________________




Has permission been sought for road closures? No Yes


If yes - from whom? _______________________________________________________________


Date permission granted: ___________________________________________________________


Risk Assessment

It is important to consider all risks involved during this planning phase. The information in the
Safety Guide and the various forms and checklists need to be completed. Have the following risk
assessments been completed?

Hazard Survey Yes No When and by whom
Event Risk
Assessment
Yes No When and by whom
Individual Hazard
Assessment Sheets
Yes No When and by whom

(For complete form see Risk Management)

Events in Parks and Public Places

A number of leases and licenses exist on the community land covered by this plan. The Local
Government Act 1993 requires that such leases must be expressly authorised by a Plan of
Management and that such lease provisions be in accordance with the provisions of the Plan.
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Events on Roads

In addition to the general safety checklist items, the following issues should be considered when
organising events on roads. In all cases event participants must comply with The Road Transport
(Safety and Traffic Management) Act 1999, and The Australian Road Rules.


Timing. Don’t hold your event in the dark – bad visibility and tiredness make accidents
more likely.



Planning your route. Whenever possible your event should be held in a park, sports ground
or on footpaths away from the road. Remember that country walks need careful planning.
Plan the route away from roads wherever possible. Don’t use roads without proper footpaths
or verges. Don’t use roads where there are road-works as these can be dangerous.


Events on local and/or highways require Council and NSW Police approval. Any event
where the highway is involved must also have written approval from the RTA.


The applicant must make written application to Council. This application must include the
following:

Evidence of minimum $10 million public-liability insurance cover in respect of the event,
with Council’s interests duly noted.

A map showing the proposed roads to be used will be submitted to Council for approval
prior to the event being conducted including any signposting.

A traffic control plan shall be submitted to Council for approval prior to the event.

If a highway is to be used, written approval from the RTA is required.

Council will inform the NSW Police Service seeking their written approval prior to the
event taking place and any additional conditions.

Council provides a written response – this may be a refusal or approval with conditions
attached. These conditions may include the requirement to:

provide a management plan for the event


evidence of risk assessment as presented in this Information Pack

public advertising of the event/road closures

A briefing by the organiser of the event must be conducted prior to the event with all
competitors and marshals being informed of their responsibilities and safety aspects for the
event.

Changes in the route. Make sure you obtain approval from Council for any changes to your
route. Make sure that everyone taking part knows about the changes through the marshals or
signs.