EVENTS MANUAL - Mid-Western Regional Council · CORPORATE: EVENTS EVENTS MANUAL PAGE 8 OF 68 MID-WESTERN REGIONAL COUNCIL 2. Section A – Planning & Conducting a Successful Event

EVENTS MANUAL

A PRACTICAL GUIDE TO PLANNING

& CONDUCTING YOUR EVENT

19 MAY 2015

MID-WESTERN REGIONAL COUNCIL

CORPORATE: EVENTS

CORPORATE: EVENTS EVENTS MANUAL

PAGE 2 OF 68 MID-WESTERN REGIONAL COUNCIL

1. THIS DOCUMENT HAS BEEN PREPARED BY ALAYNA GLEESON, EVENTS COORDINATOR FOR MID-WESTERN REGIONAL COUNCIL. 2. 3. ANY QUESTIONS IN RELATION TO THE CONTENT OF THIS DOCUMENT SHOULD BE DIRECTED TO: 4. [email protected] OR (02) 6378 2850 5. 6. DATE OF PUBLICATION: 19 MAY 2015


MID-WESTERN REGIONAL COUNCIL PAGE 3 OF 68

Table of Contents

1. Introduction ...................................................................................................................... 7

1.1 What is an event? ....................................................................................................................... 7

2. Section A – Planning & Conducting a Successful Event .................................................. 8

2.1 Planning Process ........................................................................................................................ 8

2.2 Concept Development ................................................................................................................ 8

2.3 Research .................................................................................................................................... 8

2.4 Economic Impact ........................................................................................................................ 8

2.5 Timing ......................................................................................................................................... 9

2.6 Human Resources ...................................................................................................................... 9

2.7 Financial Resources ..................................................................................................................10

2.8 Promotion & Marketing ..............................................................................................................10

2.9 Sponsorship ...............................................................................................................................10

2.10 Venue ........................................................................................................................................11

2.11 Other Factors to Consider ..........................................................................................................11

2.12 Council Services ........................................................................................................................11

2.13 Other Services ...........................................................................................................................11

2.14 Permits .......................................................................................................................................12

2.15 Event Approval ..........................................................................................................................12

2.16 Approval Guidelines ...................................................................................................................13

2.17 Debrief and Evaluation ...............................................................................................................13

3. Section B – Public Liability Insurance & Risk Management ............................................ 14

3.1 Public Liability Insurance ...........................................................................................................14

3.2 Risk Management ......................................................................................................................14

3.3 The Venue .................................................................................................................................15

3.4 Potential Hazards.......................................................................................................................15

4. Section C – Event Management Planning ...................................................................... 16

4.1 Event Budget .............................................................................................................................16

4.2 Running Sheet & Contact List ....................................................................................................16



4.3 Site Plan ....................................................................................................................................16

4.4 Site Plan Checklist .....................................................................................................................17

4.5 Patron Access ............................................................................................................................18

4.6 First Aid & Health .......................................................................................................................18

4.7 Waste Management ...................................................................................................................18

4.8 Sustainable Events ....................................................................................................................19

4.9 Swimming & Water Areas ..........................................................................................................20

4.10 Traffic Management Plan ...........................................................................................................21

4.11 Noise..........................................................................................................................................21

4.12 Alcohol ....................................................................................... Error! Bookmark not defined.1

4.13 Infection Control ......................................................................... Error! Bookmark not defined.2

4.14 Food........................................................................................... Error! Bookmark not defined.3

4.15 Toilets ........................................................................................ Error! Bookmark not defined.3

4.16 Water ......................................................................................... Error! Bookmark not defined.5

4.17 Shelter ....................................................................................... Error! Bookmark not defined.5

4.18 Video Screens ........................................................................... Error! Bookmark not defined.6

4.19 Telephones ................................................................................ Error! Bookmark not defined.6

4.20 Public Safety, Lighting & Power ................................................. Error! Bookmark not defined.6

4.21 Temporary Structures ................................................................ Error! Bookmark not defined.7

4.22 Stages & Platforms .................................................................... Error! Bookmark not defined.7

4.23 Temporary seating ..................................................................... Error! Bookmark not defined.7

4.24 Entry & Exit Details .................................................................... Error! Bookmark not defined.8

4.25 Gas Cylinders ............................................................................ Error! Bookmark not defined.8

4.26 Fireworks & Pyrotechnics .......................................................... Error! Bookmark not defined.9

4.27 Occupational Health & Safety .................................................... Error! Bookmark not defined.9

4.28 Security & Crowd Control ........................................................... Error! Bookmark not defined.9

4.29 Reinstatement/Cleanup .............................................................................................................30

5. Section D – Contingency & Emergency Plans ................................................................ 31

5.1 Emergency Contact List .............................................................................................................31

5.2 Emergency Communications Strategy .......................................................................................31

5.3 Traffic Management Contingency Plan ......................................................................................31

5.4 Emergency Management Plan ...................................................................................................31

5.5 Emergency Response Plan ....................................................... 3Error! Bookmark not defined.

5.6 Emergency Medical Plan ........................................................... 3Error! Bookmark not defined.



5.7 Safety Officers ...........................................................................................................................33

5.8 Fire Fighting Appliances/Portable Firefighting Equipment .........................................................33

5.9 Fire Danger Period.....................................................................................................................33

6. Section E – Communications Planning .......................................................................... 34

6.1 Event Communications Plan ......................................................................................................34

6.2 Ticketing ....................................................................................................................................34

6.3 Promotion & Publicity Material ...................................................................................................34

6.4 Signage ......................................................................................................................................35

6.5 Community & Stakeholder Consultation ....................................................................................35

6.6 Planning & Permits ....................................................................................................................36

6.7 Ongoing Liaison .........................................................................................................................36

6.8 Evaluation ..................................................................................................................................36

6.9 Debriefing ..................................................................................................................................37

7. Section F – The Role of Other Public Authorities ........................................................... 38

7.1 Community Engagement ...........................................................................................................38

7.2 Stakeholder Engagement ..........................................................................................................38

7.3 Funding Bodies ..........................................................................................................................38

7.4 The NSW Police ........................................................................................................................38

7.5 First Aid Providers......................................................................................................................39

7.6 Fire & Emergency Services .......................................................................................................39

7.7 Roads & Traffic Authority (RTA).................................................................................................39

7.8 Ambulance Service of NSW .......................................................................................................39

7.9 Access & Egress of Health & Emergency Services ...................................................................39

Appendix 1A – Event Permit Application ........................................................................ 40

Appedix 2 – Event Permit Responsibility Checklist ......................................................... 42

Appenix 3 – Post Event Debrief Form ............................................................................ 43

Appendix 4 – Documentation Checklist .......................................................................... 44

Appendix 5 – Risk Management Plan ............................................................................ 45



Appendix 6 – Emergency Service Details....................................................................... 46

Appendix 7 – Traffic Management Plan ......................................................................... 47

Appendix 8 – Communications Plan ............................................................................... 56

Appendix 9 – Standard Operating Procedure for Emergency Situations ........................ 63

Appendix 10 – Sponsorship Contract Template ............................................................. 65



1. Introduction

Organising a successful event requires significant planning and cooperation from all involved. This event Manual is designed to show you how Mid-

Western Regional Council (MWRC) can assist you to plan, develop, stage and promote a safe and successful event in the region.

If you are planning to stage an event, please take the time to read this manual and understand the requirements before you begin making any plans

for your event.

1.1 What is an Event?

Events are widely recognised as a legitimate tool of social change and interaction and a valuable form of generating economic impact to a

community. Events bring people together – local communities and visitors alike. They help define a sense of place, connect a community, enhance

a community‟s civic pride and can create opportunities for members of the community – whether in the form of jobs or opportunities for gaining

experience in a volunteer role.

We define events loosely as „events‟ and „activities‟ because they have different impacts on the Region, and therefore have different requirements.

An „event‟ significantly affects the day to day operation of the community and will usually require additional Council services to support its success,

such as road closures, parks or venue permits, barricading, and health services.

An „event‟ usually involves the public in some way and as such may require the assistance of some or all of the public authorities and external

service providers for services. An event at an indoor venue may also have an impact on the external environment and these issues need to be

addressed before an event can proceed.

An „activity‟ however, will usually have minimal impact on the day to day running of the location. Generally, these do not require significant

involvement from the Council or public authorities to help them operate, however a permit and some co-ordination may be required.

It is important to be aware that not all events will have the same requirements as outlined in this manual. This document is designed to act as a

reference tool, providing guidance to event organisers for staging an event. If your event has elements not identified in this manual, please contact

the Events Coordinator to discuss the point of difference regarding your event. It is preferable to ensure that all aspects are covered, rather than

leaving it to the day of the event to discover that something has been over looked in the planning stage. MWRC can help you determine if your

proposal is an „event‟ or an „activity‟ and offer you appropriate guidance and advice.

For further information contact:

Mid-Western Regional Council Events Coordinator

E: [email protected] P: (02) 6378 2850



2. Section A – Planning & Conducting a Successful Event

2.1 Planning Process

MWRC strongly recommends a minimum of three months‟ notice to evaluate, approve and provide appropriate support to your event. Most major

events would normally operate with a much greater „lead time‟ than this in order to fulfil all requirements such as financial considerations, staffing,

venues, ticketing, banners, marketing strategies, research and consultation.

The greater the lead time you can allow, the more likely your event will be successful. During this time, you will need to liaise with MWRC and the

relevant public authorities to ensure you have all your bases covered. It is important to mention here that you should not allow yourselves to be

dissuaded by the process, broken down into segments; it is not as daunting as it may appear, and assistance is available at every stage of the

process. Don‟t be deterred from your idea and remember it is much simpler to commence an event on a smaller, manageable scale and control its

growth than it is to launch into a major event, unless of course you have substantial backing and support.

2.2 Concept Development

MWRC encourages and supports events throughout the year however a clear outline of your proposed event is vital to its success. Of course,

things change along the way even with the best of plans, but it is important to begin with a strong vision which will weather inevitable changes.

MWRC is able to provide advice about the different ways that your event can be managed, improved or expanded to maximise success. We always

welcome opportunities for community businesses and residents to become involved in and support events.

There are a number of issues you should consider before you apply for your event to be considered by MWRC. These are discussed on the

following pages.

2.3 Research

A key ingredient to a successful event is to research your concept. Evaluate similar events that have been staged both close to home and in other

locations - consider market research to assess the feasibility of your event and to test potential audience participation and acceptance. Research

will enable you to develop your concept confidently, planning its implementation and facilitation the most appropriate and effective way. This does

not need to be costly or complex, and we are happy to provide assistance and advice wherever possible. In addition you may also consider

contacting such bodies as Tourism Research Australia (www.regionaltourism.com.au), Tourism NSW (www.visitnsw.com) or Events NSW

(www.eventsnsw.com.au).

2.4 Economic Impact

The way your event impacts on the economy of the Mid-Western Region is important. The opportunity for economic growth within the Municipality

will be advantageous to your proposal. Any economic assessments that have been undertaken on past events or similar events should be

considered. (Refer to above-mentioned resources for this type of information). The Events Coordinator and Economic Development Officer at the

Council may also be aware of recent local assessments and be able to provide additional information.

http://www.regionaltourism.com.au/

http://www.visitnsw.com/

http://www.eventsnsw.com.au/



2.5 Timing

Timing is critical in event planning. Consider the timing of your event in relation to other events. It may be mutually beneficial to link in with an

existing event. Check the latest MWRC event calendar, either via the MWRC Events Coordinator, on the MWRC website –

www.midwestern.nsw.gov.au or via our Visitor Information Centre in Mudgee, Gulgong, Rylstone or Kandos as they update and maintain a data

base of events throughout the year. Their number is (02) 6372 1020. Once again, it is worth contacting the Events Coordinator, as they may be

aware of other potential event partnerships.

The climate and weather conditions should be taken into account when planning your event. Use the following as a guide:

Season Maximum Minimum

Summer (Dec-Jan-Feb) 30 15

Autumn (Mar-Apr-May) 23 8

Winter (Jun-Jul-Aug) 15 2

Spring (Sep-Oct-Nov) 23 7

2.6 Human Resources

Adequate resourcing and the formal allocation of responsibilities are vital components of a successful event. It is essential to have experienced staff

and capable volunteers to manage all aspects of the event including its administration, business planning, artistic direction, logistical support,

marketing and media liaison.

Committees play a vital role in organising and managing a successful event. An event is made up of many areas of responsibility and is best

handled by competent members of a committee. Committees must meet on a regular basis to review, change and update event progress.

An event usually requires the supply and installation of various types of equipment - e.g. crowd control barriers, staging, marquees etc. Some of

these items require trained and qualified WorkSafe staff to be involved in their use - failure to do so may impact adversely on your insurance cover,

so it is most important that you ensure this area is addressed. As you would all be aware, regulations change frequently in this area, don‟t assume

that what was in place last year is still the case. Please contact the Events Coordinator on (02) 6378 2850 to confirm that you have the right

preparations in place.



2.7 Financial Resources

Budgeting

The success of any event will hinge on a comprehensive and accurate budget. It is essential to take account of all event management costs and

apply for written quotations where necessary. Estimate all sources of revenue expected from your event, including sponsorships, partnerships,

potential ticket sales, merchandising, food and beverage sales, advertising and television rights.

Funding Sources

The Events Coordinator at the Shire can provide advice on potential opportunities for funding your event. Applying for funding can be a long-winded

and involved process, often needing up to six months lead time.

If you manage to gain external funding for your event, ensure you are aware of the obligations that come with the funding. For example, at a

minimum, it is likely that you will need to provide a report on the outcomes of your event to your funding body or bodies. Collecting data on who

comes to your event will be a useful inclusion in your event report.

Funding Programs

Festivals Australia

http://www.australiacouncil.gov.au/funding/new-grants-model/

Tourism NSW (Regional Flagship Events Program)

http://www.destinationnsw.com.au/tourism/business-development-resources/funding-and-grants/regional-flagship-events-program

Community Builders

http://www.communitybuilders.nsw.gov.au/

Industry & Investment NSW

http://www.business.nsw.gov.au/assistance-and-support/grants

NSW Sport & Recreation

http://www.dsr.nsw.gov.au/grants/

Arts NSW

http://www.arts.nsw.gov.au/index.php/category/funding-and-support/

Philanthropy Australia

http://www.philanthropy.org.au/seek-funding/

2.8 Promotion & Marketing

MWRC can provide advice on promotional opportunities for your event. Our communications department can provide assistance in all areas of

media relations – please take advantage of their knowledge - see Section E for more details of how we can assist you to promote your event and

develop an Event Communications Plan.

2.9 Sponsorship

Sponsorship is an important source of revenue and can come in a variety of forms (e.g. cash, in-kind/contra or promotional support).

You must ensure that a strong relationship is established with your sponsors and that the agreement is mutually beneficial to both parties. It is

much easier to retain a sponsor than to seek new sponsors year after year. By creating a positive relationship with your sponsors, they will be more

likely to continue their support of your event in to the future.

You may wish to attract one large sponsor, a number of smaller sponsors, or a mix. Having a limited number of sponsors who each contribute a

greater amount might be an easier way to manage your sponsorship portfolio however, this is not always possible.

The key is to ensure that both parties experience positive outcomes for the sponsorship arrangement. A sample sponsorship contract is included in

the appendix.

http://www.business.nsw.gov.au/assistance-and-support/grants



2.10 Venue

Determine and book your venue early. Ensure you receive written quotes covering all the costs of hiring the venue and written confirmation of your

booking. You may need to pay a deposit.

MWRC has a number of venues available to suit a variety of different events and requirements. Please contact the Events Coordinator on (02)

6378 2850 for more details. Alternatively, there are a range of privately owned venues throughout the Region. Visit www.visitmudgeeregion.com.au

for more information.

2.11 Other Factors to Consider

Endeavour to leave nothing to chance. In developing your event, understand the:-

Day to day character of the locality

Peak hour times

Public holidays

School holidays

Road works

Needs of residents

Businesses

Other stakeholders and other events should all be considered

Reinstatement of venue / location

Clean up after the day needs to be completed in a reasonable time

Works completed on site to be cleared as soon as practicable

2.12 Council Services

At this stage of the event process MWRC, via the Events Coordinator, can assist you in the following areas:

Event Management advice

Information about the timing of the event

Council funding opportunities

External funding opportunities

Other council services (Advice on which Council Departments will require information about your event. Departments typically requiring

event information include: Local Laws, Risk Management, Health, Fire Prevention, Building, WorkCover Permits, Traffic Management,

and Waste Management issues)

Marketing and promotions

Council venue information

2.13 Other Services

Other Services needing to be informed may include:

Police

Emergency Services

WorkSafe

http://www.visitmudgeeregion.com.au/



2.14 Permits

Events generally require permits from MWRC, various public authorities and land managers. At all stages of the event planning process, it is

prudent to involve MWRC staff. The type of permit and number of permits required for an event will depend on:

Where the event is, and

The type of activities at the event

The Permit Directory (Appendix 2) is designed to illustrate which council units are associated with issuing permits. The chart associates the

characteristics of the event (where, when, what) to the relevant council unit. The Events Coordinator can assist with this process. It is important to

allow sufficient time to ensure that all permits can be obtained prior to the date.

The aim is to contact the relevant council unit to ensure that all applicable permit application forms are completed.

2.15 Event Approval

It is important to note that you will need to gain overall Event Approval from the Shire. To gain Event Approval you will need:

Copies of the „external‟ permits that you have applied for (and where applicable

received approval)

Copies of the completed Shire permit application forms

Details of funding applications and approvals

Public Liability Insurance (Certificates of Currency will need to be sighted and copies provided) – this is discussed in detail in Section B.

Your Event Management Plan (see Section C)

Your Contingency and Emergency Management Plan (see Section D); and

Event Communications Plan (see Section E)

Once all these documents have been received by the Council Events Coordinator, your event can then be assessed by the relevant council units.

Council officers may need to discuss aspects of the application with you. It is important to note that all terms of the permit must be met before it can

be issued. You can expect the Council event permit approval process to take some weeks. Please submit applications to Council at least three

months prior to the event, and 6-10 months prior to a large event. Keep in mind, that other permits (e.g. liquor licences) are likely to require Council

approval before they will consider granting their permit. Therefore, the earlier Council receives your event application, the better.

The Shire Permit Directory also includes information on other public authorities that may require permits (e.g. the issuing of a temporary limited

liquor licence can only be obtained from the NSW Office of Liquor, Gaming & Racing).

It is important that you consult with relevant authorities (NSW Rural Fire Service, RTA, NSW Police) and land managers if you think that your event

may impact on them in any way. This will give them the opportunity to advise you of any permits that you may require to undertake your event.



2.16 Approval Guidelines

Before Council can provide final approval for the event, detailed information is required regarding your proposal. The event organisers or their

representatives should meet with the Events Coordinator to discuss the various components of the proposed event.

The following information will be required to be submitted to Council in order to gain event approval:

1. Risk Management Plan, which provides details of the identification of potential hazards, a risk assessment of the venue and

contingency and emergency plans. It is expected that your event Coordinator will take the necessary measures to ensure that the safety

of the public in the area being utilised is maintained at all times.

2. Traffic Management Plan, which provides details of road closures, car parking, marshalling areas and safety precautions to be

implemented.

3. Public Liability Insurance (copy of) of no less than $10 Million. This will also be required from all internal and external stakeholders

(e.g. food vendors, entertainment providers).

4. Waste Management Plan that identifies how waste is to be removed and stored, who is responsible for waste removal and storage and

what protective equipment will be provided to staff who undertake waste removal. The removal of all equipment and the cleanup of the

area used shall be carried out immediately after the event and shall be the responsibility of the Event Organiser.

5. All relevant Acts and Regulations shall be complied with. Depending on the nature of the event, these can typically include the

Occupational Health & Safety Act, the Health Act (food handling), Local Laws, the Building Code, Liquor Licensing, APRA requirements

(Australian Performing Right Association), RTA and the NSW Police.

6. A list of equipment that may be required from Council and a firm understanding that should any equipment be damaged that the repairs

or replacement will be at the cost of the committee.

7. Fireworks

a. Any fireworks display shall be performed under the supervision of a WorkCover licensed pyrotechnician

b. The ignition of all fireworks is performed in accordance with the Dangerous Goods (Explosives) Regulations 2000 No.61.

c. Copies of the Licences and proof of experience in the type of effects being proposed by the Pyrotechnics Company and

others are required to be submitted to Council prior to the event.

d. Copies of approval from the NSW Rural Fire Service and WorkCover are required to be submitted to Council prior to the

event.

e. Responsible persons registered with the Festival/Event Committee shall ensure that no member of the public enters or exits

the main area whilst the pyrotechnics are being detonated and until such time the Licensed Pyrotechnician in charge gives

the all clear. This includes both sides of the area designated for the fireworks display.

Acceptance of the above conditions in writing and submission of the required documentation and certificates is required before Council approval will

be granted.

2.17 Debrief & Evaluation

A thorough event debrief and evaluation is essential to identify what worked well and what could be done better next time. The evaluation process

is a learning experience and all key stakeholders and volunteers should be included in the process.

It is also worthwhile surveyed participants or spectators to gauge their thoughts and feelings. After all, they are the people that ultimately determine

the success of your event.

The debrief and evaluation process should be conducted shortly after the conclusion of the event (within a week or two) to ensure that everything

remains fresh. It might be worth encouraging stakeholders and volunteers to keep notes throughout the event (where possible) to ensure that

nothing is missed and that a bigger and better event can be created next time.



3. Section B – Public Liability Insurance & Risk Management

3.1 Public Liability Insurance

Any person or company conducting an event or activity must have public liability insurance. Events held in parks, gardens, streets and other open

spaces in MWRC require public liability insurance to the value of $10 million. Companies undertaking high risk activities (such as fireworks, sky

diving, amusement rides etc.) are required to hold insurance policies in excess of $30 million. The Council requires a copy of your Public Liability

Insurance policy six weeks prior to the event being staged. Other authorities are also likely to require at least sighting your policy as a condition of

their permit for the event. The documents that may be required to ensure insurance coverage include:-

Event management plans, including Traffic management plans

Contingency and Emergency plans

Risk management plans

The details of these plans are discussed in Appendix 1. Depending on the type of event, some or all of the above may be required, once again, the

golden rule applies – don‟t assume – check!

3.2 Risk Management

The purpose of a risk assessment for your event is to ensure that foreseeable risks are identified; analyzed, assessed and appropriate control

measures are put in place. Another purpose is so that cost effective risk control measures may be applied and so priorities may be set for risk

control.

Risk is a measure of the magnitude of a hazard that may arise as a result of your event. Risk is the probability of an accident resulting from the

hazard at an event. Risk may also be expressed in terms of cost as a result of an incident. A risk assessment involves a process of identifying all

potential hazards and assessing the risk associated with each of these hazards. The risk assessment for the event should be prepared in a way

that would satisfy any legal requirements with regard to due diligence in the unlikely instance of a serious incident.

Risk management is recognized as an integral part of good management practice. To be most effective, risk management is an essential part of the

culture of event organization – the Risk Management department is here to assist you – not put obstacles in your way but you must be realistic

about the significance of this area of your planning.

MWRC applies the ISO 31000:2009, a copy of which is held by MWRC. Depending on the nature of the event, you may be required to supply a risk

management plan. You will be advised upon the submission of your event application if a risk management plan is required. You can find out more

details on the content of such plans in the appendices at the rear of this document.

The success of your event is not only crucial to you as an event organiser / manager but to MWRC itself. MWRC wishes to stress that event

organisers / managers must consider the impact the event is going to have on all participants. Special consideration needs to be given to the

vulnerable elements at your event. The following items are an example of the issues to be considered in assessing risk for an event:-

Type of event (e.g. alcohol related)

People with disabilities/special needs

Multiple events at one time

Time of event versus routine functioning of the community

Crowd composition

Weather extremes

Security

Crowd issues if applicable

Timing

Structures utilised e.g. stands, marquees etc...



Services and utilities already available

Shelter already available

Access and egress to site by pedestrians, key stakeholders and their vehicles

Traffic flow/parking

Agreement by key stakeholders to use the venue for the event

Impact on local environment

As many events take place during the summer months, due consideration should also be given to fire restrictions and risk factors. Contact your

local NSW Rural Fire Service, and if your activity or event is located on or near public land, you should also contact your local public land manager.

3.3 The Venue – Inside or Out

You will need to consider potential hazards, access and egress of emergency services, and other needs such as pedestrians, traffic and shelter.

3.4 Potential Hazards

When selecting a site, especially for an outdoor event, do a risk assessment for any potential hazards in the area. Hazards may include:

Technological (power lines that could be bought down in a storm)

Land subject to flooding

Terrain (cliffs, gullies, reclaimed/unstable land, quarries, landfill)

Proximity to water bodies

Wildlife/fauna including insects and snakes

Bushfire potential

High winds

Extremes of temperature

Fit outs within buildings and structures

Chemicals stored on site and structures

This list is not exhaustive. The event manager must ensure that all hazards appropriate to the event have been addressed.



4. Section C – Event Management Planning

Event Management Plans include all the issues and details of the event and how they are being managed.

An Event Management Plan will generally need to include:

Event Budget

A Running Sheet

A Site Plan

A Waste Management Plan

A Traffic Management Plan

An Infection Control Plan

A Security Plan

4.1 Event Budget

An event budget is critical to ensuring that organisers are aware of the anticipated revenue and expenses associated with an event an ultimately, if

the event is viable.

In order to develop an event budget you must:

- Estimate revenue (e.g. ticket sales, merchandise sales, cash and in-kind sponsorship)

- Estimated expenses or costs associated with staging the event

- Compare revenue to expenses

It is also important to allow for a contingency amount in the case unforeseen expenses.

4.2 Running Sheet & Contact List

Running sheets are critical for a successful event and to ensure that all people involved in the event are aware of the activities to be conducted,

when they will occur and who is responsible for making them happen. This information must be provided to MWRC at least one month prior to the

event (at least 3 months for major festivals).

The Running Sheet should also include a Contacts list of all staff and relevant external authorities and how they can be contacted on the day (e.g.

mobile phone details).

4.3 Site Plan

A site plan is a map of the event and is essential for event planning and management to ensure that all people involved in the event are aware of

the location of the event activities, equipment, etc. All key stakeholders can use it as part of the planning process with consultation as to its final

layout. The site plan must be easy to interpret and be posted strategically around the site for use by patrons. The site plan can be distributed for

setting up the event and is also invaluable in an emergency.



4.4 Site Plan Checklist

A site plan needs to include an easy to interpret Site map. The map must include a clear title (and version number – a date is often handy for this),

a legend, and a north arrow. Using a simple grid format is highly recommended. Use the checklist below to determine what must be shown on the

site map.

the surrounding area, including surrounding streets and

landmarks

drinking water sites

event coordination centre

non-alcoholic areas

entrances & exits

entertainment sites

pedestrian route

lost kids/property

security locations

food/vendors/stalls

first aid posts

licensed liquor consumption areas

designated alcohol sale areas

information centre

toilets

restricted areas

public telephones

seating

media

vehicle access routes

parking

main power/water/gas control

picnic/quiet areas

taxi & bus stops

stage location

liquor outlets

rubbish bins

Drainage pits

Sharps containers

firefighting equipment

Fire extinguishers

Fire blankets

Hydrants

Hose reels

Stores

Emergency coordination centre

Standby generators

Emergency egress routes – pedestrians

Emergency access & egress routes – emergency

vehicles

Triage centres – mass casualty

Water hazards

Swimming hazards

Video projection screens (if applicable)

Emergency tools kits

Public Transport pick up / drop off (where applicable)



4.5 Patron Access

Patron access must be planned to ensure there is no disruption to neighbouring businesses or homes and to ensure clear access by

emergency services and event staff.

Where public transport is not available, or where the event is to conclude after normal public transport cease, event organisers must make

arrangements for the transport of patrons. The arrangements should be detailed in the Event Management Plan and should include:

providing adequate car-parking, including over-flow car parking

sourcing private transport providers

providing advance notice of the event to taxi companies;

Designated pick up/set down points.

The consequences of not making such arrangements can result in disruption and damage to neighbouring premises and patrons being

stranded with no way of returning home.

Patrons can be informed in the advertising and ticketing about;

Access for people with disabilities

Public transport, taxis or shuttle buses

Car parking & associated fees

Preferred access routes to the venue

Accommodation options

Access to safe and secure car parking including: adequate lighting, security staff available

Shuttle buses where car parks cover a large area

Taxis

4.6 First Aid & Health

The provision of first aid is critical to any event. First Aid posts must be appropriately equipped, signed and easy to find. Your site plan must

include details of where the first aid posts will be located.

First Aid post must be staffed by appropriately qualified person/people. The Event Management Plan will need to specify staffing numbers,

qualifications and hours of operation. For further information on requirements for staff qualifications etc, please contact St John Ambulance on

telephone (02) 9745 8888 or www.stjohn.org.au.

4.7 Waste Management

Inadequate waste management can result in safety hazards, odours, attracting animals and pests and aids in the transmission of

communicable diseases to both staff and patrons.

Rubbish collection for an event will be costed to the event organiser and should be coordinated directly with the service provider. Several

companies operate within the Shire - it is best to contact them and obtain quotes. Quotes should be based on regular clearance of bin during

the event.

http://www.stjohn.org.au/



Disposal of Syringes and toilet pumping and any associated costs are the responsibility of the event organiser.

Consider conducting a “Waste Wise event” and making your event environmentally friendly.

Waste Management Plan

The Event Management Plan must include a Waste Management Plan. The plan is similar to a cleaning schedule for toilets and food premises.

The aim of the plan will be to prevent build-up of waste on site and to provide for the efficient and safe removal of waste. The plan will detail:

How waste is to be removed and stored

Who is responsible for waste removal and storage (If using a waste management contractor, the plan should specify who they are

and their contact details)

How surveillance will take place

How staff will be trained in the identification of hazards and safe handling methods,

A list of protective equipment that staff will be supplied with

Types of waste

Food premises

Food waste has the potential to attract pests and cause odours. Waste should be placed in bins then removed to a separate, covered waste

collection location that is well distanced from any food consumption, preparation and storage areas. It is necessary to ensure adequate sized

bins for the event. Regular clearance of bins is required.

Patron waste

Bins should be provided around the site. If the event is outdoors, covers should be provided, if possible recycling facilities should be provided

and their use encouraged. It is necessary to ensure adequate sized bins for the event. Regular clearance of bins is required.

First aid posts

First aid posts will generate their own biohazard waste. Special arrangements will need to be made for the disposal of biohazard waste; these

must be detailed in the Waste Management Plan.

Needle and syringe disposal

Drug use at events must be considered and planned for. Aside from the effects of the drug, the presence of injecting equipment causes a

safety hazard for patrons and staff. Sharps containers should be provided at the event. Generally these are located within toilets, however

other locations may be considered appropriate. Sharps containers suppliers can be located under medical supplies in the Yellow pages.

Cleaning and security staff must be briefed on the dangers associated with used injecting equipment and instructed on safe handling methods.

Please consult appendix 2 for instruction on safe collection and disposal of discarded needles and response to needle-stick injuries.

4.8 Sustainable Events

Community events provide a significant opportunity for event organisers to contribute to sustainable activities in their local area. Event

organisers need to consider:



Energy Conservation

Lights to be turned off in areas of venues when not in use

Use of natural light is maximised

Natural ventilation to be used in preference to air conditioning where feasible

Waste Management

The emphasis should be on waste avoidance and reduction and where this is not practical the emphasis should be on reuse followed by

recycling.

Requirement for adequate waste and recycling collection stations with clear signage to be provided at suitable locations to facilitate

the separate collection of paper and containers (glass, aluminium and plastic)

Event giveaways able to be used, reused then recycled

Event promotional material printed on recycled paper

Use of electronic communication over paper where feasible

Use of reusable (or compostable) utensils by caterers

Water

Tap water to be available in refillable containers for consumption in washable, reusable cups/glasses

Require portable toilet facility providers to incorporate water saving features into their toilets, such as „grey water‟ reuse, waterless

urinals, dual flush cisterns and the correct disposal of „black water‟

Strategies to minimise non-essential water use

Transport

Encourage people to leave the car at home and walk or use public transport where possible

Promote public transport access options

Sustainable Procurement

Encourage the purchase of products and raw materials based on recycled content. Examples could include toilet tissue, paper

towelling, wood and plastic composites, packaging and containers, printer cartridges, office paper and stationary supplies

Choose carbon-neutral third-party services suppliers

Encourage local sourcing of products and services

Seek sponsors who reflect positive environmental values and practices

4.9 Swimming and water areas

Public swimming pools must comply with the Health (Infectious Diseases) Regulations 2001. These regulations mainly relate to pool

maintenance and water quality. The Royal Life Saving Society Australia has guidelines for safe pool operation. Where other water bodies are in

the vicinity of the event, such as dams and rivers, these should be assessed for suitability against the National Health and Medical Research

Councils Australian Guidelines for recreational use of water.

The water should also be inspected for additional hazards including water quality, current, depth, gradients, slippery embankments and

submerged objects or snags. The site plan must include details of the swimming and water areas and associated hazards. This activity can

create a significant risk especially where alcohol is involved, there needs to be adequate preventative measures adopted i.e. fences, signage.



4.10 Traffic Management Plan

A number of government authorities manage roads within MWRC. These include the RTA for main roads and highways and Council for local

roads.

When planning your event, you may need to develop a Traffic Management Plan, covering how your event may affect the road network and

traffic flow.

Traffic management Plans need approval from MWRC and/or the RTA. See Appendix 7 or visit MWRC Council website for more information

and to download a copy of the Traffic Management Plan template.

4.11 Noise

Events can create noise levels much higher than normal. Music amplifiers, refrigerator generators and crowds are all contributing factors. It is

important to monitor the level of noise produced by the event to minimise disruption to local residents and businesses.

At events where noise levels are very high, such as rock concerts, air shows and motor racing employees exposed to high noise levels must be

provided with adequate ear protection. The audience should also be warned of the dangers posed and advised of measures to protect their

hearing.

Noise pollution from events probably causes the majority of complaints to authorities from the surrounding community. Therefore the Event

Management Plan should identify:

The sources and opportunities for higher than normal noise levels

The measures you will take to monitor and minimise higher than normal noise levels.

4.12 Alcohol

Liquor Licence

If you intend selling or supplying alcohol at the event a liquor licence must be obtained from the NSW Office of Liquor, Gaming & Racing – go

to www.olgr.nsw.gov.au. If alcohol is BYO to the event, the consent of local authorities and NSW police will be required.

The Event Management Plan should specify whether alcohol will be permitted or sold at the event. If alcohol is to be sold the details of the

liquor licence (e.g. trading hours, valid dates, name of licensee, contact details, etc) should be included in the Plan.

The management of the sale of alcohol is the responsibility of the liquor licence holder. The event organising committee needs to establish

areas of the event that are designated for alcohol consumption and sale. Of major concern will be preventing the sale of liquor to minors and

unduly intoxicated/ disorderly persons and preventing access by minors to liquor sale areas. Responsible service of alcohol must be in

accordance with the Liquor Control Reform Act 1998. There are penalties associated with not conforming to the act. All bar staff must be aware

of and/or receive training in the responsible service of alcohol. For more information on Responsible Service of Alcohol courses and any other

general liquor licensing information contact the NSW Office of Liquor, Gaming & Racing.



Alcohol is a diuretic and dehydrates the body as seen by frequent urination. Toilet Facilities should therefore be provided in or near alcohol

consumption areas. Event organisers need to plan for the effects of alcohol consumption. These will include:

Extra toilets

Additional First Aid for Injuries & intoxicated patrons

Dehydration (especially where patrons rely on alcohol as their only source of fluid intake) and Security for disturbances caused by

intoxicated persons.

Light and non-alcoholic drinks must also be available.

In relation to alcohol, the Event Management Plan must include details of:

The number and location of alcohol sale and consumption areas (include on site plan),

How they will be defined (e.g. fences, rails, barrier mesh)

Trading hours

The number of staff serving alcohol

How staff will be trained and made aware of the Liquor Control Reform Act 1998 and associated penalties.

How minors will be identified

How patrons will be made aware of the rules and conditions of sale and consumption of alcohol

The types of beverages to be served and the sale price

The containers that beverages will be served with

Types of beverages for sale

The types of beverages and their cost must be visibly displayed for patrons at each service point. It is not recommended that practices such as

discounted alcohol sales and event tickets including alcohol be allowed as they encourage intoxication and may lead to problems.

Containers

It is recommended that alcohol be sold or supplied using disposable cups, plastic containers and opened cans. This will reduce the number of

alcohol related injuries.

4.13 Infection Control

At large events the potential exists for outbreak of communicable diseases. It is therefore advisable to have an Infection Control plan in place to

be prepared for and to counteract this situation.

Infection Control Plan

Surveillance for the duration of the event involves ensuring infection control plans are in practice and working. Details in the Infection Control

Plan should include:

How waste disposal will be monitored

The corrective action required where excess waste builds up

How monitoring of cleaning of toilet and shower facilities will occur.

How cleaning staff will be trained about personal precautions to take when cleaning up vomit and diarrhea.

How the site will be surveyed for sewerage leaks.

How the grounds will be surveyed for needles

How surveillance of food handling practices will occur

How will staff be trained to monitor for infection control



A cleaning schedule for the toilets (see pg 24 for details)

The contact details of the Health & Building Safety Officer

The site must at all times be available to the Health & Building Safety Officer. Health Officers are trained in identifying potential problems and

will have access to resources to correct the problem.

The Health & Building Safety Officer must be included in event planning/briefing. Their contact details must also be included in the Infection

Control Plan. Please ensure that the contact details are for during the conduct of the event.

If illness is associated with the event the communicable diseases unit of the Department of Human Services may investigate. Often, this occurs

with the assistance of the Municipal Environmental Health Officer. The unit will be seeking information of the planning of the event and the

details of how it was actually run and if this differs from plans. In particular the unit will require details of:

Arrangements for the delivery and storage of food

Suppliers of food

Food handlers; and

Food handling and storage practices, including food that was prepared in advance and at other locations

Waste disposal arrangements;

Waste disposal practices

Toilet facilities

Toilet cleaning schedule and methods; and

Arrangements for disposal of sharps

4.14 Food

The provision of a variety of high quality, affordable food at public events contributes to the comfort of patrons, reduces effects of alcohol

consumption and can increase revenue. Selling food at or near liquor sale points is essential.

Food Handling Guidelines

The NSW Food Authority outlines food handling guidelines for temporary events. Please visit

http://www.foodauthority.nsw.gov.au/_Documents/industry_pdf/temp_events_guideline.pdf for more information

4.15 Toilets

The number of toilets to be provided will depend on a number of factors including;

Anticipated crowd numbers:

The sex of patrons (women require more facilities than men)

If alcohol will be available; and

The duration of the event

If existing facilities are not adequate, additional portable units must be made available. The Australian emergency manual recommends the

following as a guide.

http://www.foodauthority.nsw.gov.au/_Documents/industry_pdf/temp_events_guideline.pdf



Toilet Facilities for events where alcohol is not available

Males Female

Patrons WC Urinals Hand Basins WC Hand Basins

<500 1 8 2 13 2

<1000 2 4 4 9 4

<2000 4 8 6 12 6

<3000 6 15 10 18 19

<5000 8 25 17 30 17

Toilets facilities for events where alcohol is available

Males Female

Patrons WC Urinals Hand Basins WC Hand Basins

<500 3 8 2 13 2

<1000 5 10 4 16 4

<2000 9 15 7 18 7

<3000 10 20 14 22 14

<5000 12 30 20 40 20

The above figures may be reduced for short events as follows

Duration of Event Quantity Required

8 hours plus 100%

6-8 hours 80%

4-6 hours 75%

Less than 4 hours 70%

Toilet facilities must be

Well lit so as not to provide a security and safety hazard

Supplied with soap and hand drying equipment

Odour free

Cleaned and restocked regularly

Located away from food storage and food service areas

Accessible for people with disabilities

Provided with nappy changing facilities

Provide with sharps disposal facilities

Supplied with condoms at some events

Appropriate for wet weather

Easily identified by signage

Portable toilets, where the event is longer than four hours, must be located so they can be pumped out during the event. Vehicles pumping out

portable toilets must not block access by emergency services. Show toilets on the site plan.

The Event Management Plan must include details regarding how many toilets will be provided at the event, including the breakdown of Male /

Female / Disabled access toilets.



Toilet Cleaning Schedule

Toilets must be cleaned, restocked with supplies regularly and desludged as often as necessary. The Infection Control Plan should include a

cleaning schedule for the toilets. The cleaning schedule will include;

Who will be responsible for identifying how often the toilets should be cleaned

Who is responsible for the cleaning of the toilets (include contact details during the event)

How often the toilets will be cleaned

How will the cleaning program be documented?

Toilet paper replacement

Inspection for blockages

4.16 Water

Events must have sufficient supply of freely available potable (drinkable) water, and clear directional signage to water. Outdoor events that

expose patrons to the elements must take due care for their health and comfort. At outdoor events organisers must:

Provide one drinking fountain or drinking tap for every 200 patrons or part thereof. A wash basin does not constitute a drinking fountain or tap.

This is consistent with the requirements of the building code of Australia

Provide potable water that is freely available

Provide signage to the water

Include the location of potable water on the site plan

Not place drinking taps in areas that have the potential to form a bottle neck of patrons

The potable water supply details in the Event Management Plan should include:

How extra water will be supplied to patrons on very hot days if needed

The source of water – reticulated, tank, other?

4.17 Shelter

Shelter and shaded areas should be available wherever patrons or staff and volunteers (including first aiders) may be located for an extended

period of time and where weather conditions dictate that it is required. Details that must be considered and included in the Event Management

Plan (and site plan, where applicable) are:

Transport pick up and set down areas;

Spectator and official viewing areas

Seated eating areas

Pedestrian thoroughfares

First aid posts and medical centres

Competitor and officials marshalling areas

Entrances and ticketing areas; and

Optional area for patrons when needed

Provision of sunscreen (if applicable)



Where events are spread over large areas, or where a large proportion of patrons are expected to camp out the evening prior to the event, it

may be necessary to provide facilities outside the venue. Such an occurrence cannot always be predicted; however it can be planned for as a

contingency. It is important that the situation is monitored and that access to shelter and toilets is available outside the event.

4.18 Video Screens

Video or projection screens aid in event management as they can provide:

Entertainment before and between acts;

Information regarding facilities and important messages; and

Close up vision of on-stage action for spectators as a means of reducing crowd movement toward the stage.

The use of video screens at concerts is highly recommended. The Event management Plan should specify if video screens are to be used and

their location included on the site plan.

4.19 Telephones

Patrons should have access to public telephones. Where permanent facilities are not available Telstra may arrange for temporary pay phones.

Contact Telstra on 1800011433. Telephone locations should be marked on the site plan, and the number of permanent and temporary public

telephones available should be included in the Event Management Plan.

4.20 Public Safety & Lighting & Power

Even in venues darkened for the performance, lighting should always be adequate to identify exits as well as corridors and aisles leading to

them. Auxiliary battery power or generators should be installed to provide light in case of a power outage and to power the public address

system. The latter may permit directions to be given to spectators in a power failure, thereby alleviating panic.

As many concerts are performed with only stage lighting, access to the main lighting or house lights is essential in case of an emergency. The

location of the controls for these lights, and the operation of the controls, must be known to those on-site responsible for emergencies.

The Event Management Plan (and site plan) must include details of:

The location of lighting controls

The location of the mains power outlet

Whether emergency power and lighting will be provided and, if so, a description of the emergency power and lighting system

The contact details of a certified electrician during the event

All venues and egress paths must be able to be illuminated to 40 lux (approximately the light provided by a 40 watt light bulb) by lighting that is:

Independent of the event production lights.

Controlled from a central position

Able to reach the required illumination within three seconds of being energised

Supplied from the supply authority mains or generator approved by the local authority; and enclosed venue must have emergency

lighting that will operate if the main electrical source fails

For buildings this is lighting that complies with AS/NZS2293.1

Outdoor venues must have at least two alternative power supplies.



4.21 Temporary structures

A Council Temporary Occupancy Permit is required to erect any of the following temporary structures:

A stage or platform exceeding 150 m2

A tent, marquee or booth with a floor area greater than 100m2

A seating stage that accommodates more than 20 persons; or

A prefabricated building exceeding 100m2

Your supplier should be licenced or have approval to supply and erect such structures - before paying any deposits or signing any contracts

you should ask your supplier for verification that such licences and approval are in place. All temporary structures must be designed and

erected with a margin for safety and a view to potential hazards. This must be done under the supervision of a registered building practitioner,

and must conform to the local government and building control commission permits specifications and conditions.

4.22 Stages & Platforms

Stages that are elevated provide a natural buffer zone between the crowd and performers. Patron‟s line of sight is impeded if they are close to

the stage. This buffer zone is used by security and first aiders to access patrons needing assistance.

Barriers in front of stages are to be “V” shaped to deflect a forward moving crowd to the outer of the stage to prevent crushing. This barrier

provides the added benefit of preventing patron access to the stage.

Break away stage skirts

Where stage heights are greater than two metres, the front skirt around the base of a stage must be constructed so as to break away under the

pressure of the crowd surge, thus allowing spectators to be pushed under the stage rather than be crushed against its base.

4.23 Temporary seating

Temporary seats are often not secured to the floor or to one another. While this may not present any problems with sedate audiences, more

enthusiastic spectators may pose the following difficulties.

Persons standing on the seats for a better view are prone to injury if balance is lost or they are jostled. In such instances, other spectators can

be affected, sometimes caused by a domino effect in closely spaced chairs.

If an audience becomes hostile, portable chairs can be used as dangerous missiles creating the potential for a significant number of injuries.

Portable folding or stacking chairs could be secured to the floor or grouped together by not less than four. Where this is not possible,

attachment of legs of each row of chairs to two long planks, one running under the front of the legs, and one running under the back is

alternative solution.



In relation to details regarding temporary structures, the Event Management Plan should include:

Whether temporary structures will be used at the event?

The type of temporary structures and the safety measure being taken e.g. use of break-away skirts, V-shaped barriers.

The details of permits that have been sought or sighted for temporary structures.

4.24 Entry & Exit details

Entrances and exits must be well designated to cater for the type of crowd, number of patrons and various situations that arise throughout the

life of an event. The locations should be included on the site plan. Use the checklist below to ensure entrances and exits are efficient. They

should:

Provide supervision, marshalling and directing of crowds

Provide exit and escape routes

Provide access for emergency services and their vehicles

Separate vehicular and pedestrian access

Provide access for wheel chairs

Stagger entry times by timetabling entertainment

Be kept clear of all other activities

Have sufficient and appropriate barriers, fences, gates and/or turnstiles

Locate ticket sales in the vicinity of but separate from entrances

Provide sufficient staff appropriately trained and have control points for searching for prohibited items (glass, weapons, alcohol,

drugs, metal containers) that don‟t impede entrance to the event by crowds.

Provide a secure area for storage of confiscated goods

Have toilets located nearby

Have clear, well lit entrance and exit signs

Provide separate entrances and exits for entertainers and staff

For all events:

Aggregate exit widths must comply with the building code of Australia. For outdoor events, exits should be evenly distributed around the event

site; and Paths of travel to exit doors must be kept clear of obstructions and electrical equipment.

4.25 Gas cylinders

At many events, portable pressurised gas cylinders are used to inflate children‟s balloons, carbonate beverages, provide cooking fuel, etc.

Frequently cylinders are not secured, or are merely fastened to a two wheeled hand trolley used to move them, which itself is not independently

secured.

If such cylinders fall over and the cylinders neck or valve is cracked, the uncontrolled release of the stored pressured gas can turn the cylinder

into a deadly projectile. For this reason, all portable gas cylinders must be secured both top and bottom, by ropes or chains to structural post,

wall or similar anchor point.

Gas cylinders must comply with AS 1596-1989 and AG601-1995. They should be checked and approved by the Office of Gas Safety and

Victorian WorkCover Authority prior to installation. Please ensure that all cylinders comply with the standards prior to the event.

If applicable, the Event Management Plan should specify:

All the vendors who will be using portable gas cylinders, and the number of cylinders (the site plan should indicate their location)

How gas cylinders will be monitored



4.26 Fireworks & Pyrotechnics

Fireworks are only to be carried out by licensed pyrotechnicians. The Work Cover Authority of NSW assesses pyrotechnic experience and

qualifications to operate and conduct fireworks. The ignition of all fireworks is performed in accordance with the Dangerous Goods (Explosives)

Regulations 2005 no. 531

A permit must be obtained from the Council Local Laws Officer if the event is to be held on Council Land.

Conditions may also apply if the event is held on Private Land – please check with Council Local Laws.

Fire services must be notified of an event involving pyrotechnics or Chinese firecrackers.

The Event Management Plan should specify:

Whether fireworks or pyrotechnics will be used at the event, and if so,

The details of the permit that has been obtained

The contact details of the permit holder during the event

The details of patron exclusion zones (and include location on site plan).

4.27 Occupational Health and Safety

The event organiser (person conducting business unit) and authorities should be familiar with the Workplace Health & Safety 2011 Act, as

there is an obligation to provide as far as is reasonably practicable for you not to expose risk to anyone's health or safety arising from the

conduct of your undertaking.

Occupational Health and Safety details that should be in the Event Management Plan include:

The relevant occupational health & safety areas for your event

How you will train staff and volunteers in the relevant occupation health & safety areas for your event

4.28 Security & Crowd Control

Types of Security

Choosing appropriate security is essential to the success of an event and the safety of the public. Different types of events require different

types or combinations of security. The event organising committee needs to examine the risks involved with the event by asking for example,

“what could happen” or “what if?” The answers will determine whether police, private uniformed security or peer security is required.



Security Plan

The Security Plan needs to include details of:

The type of security that has been selected for the event

The details of any security firms that has been contracted, including licence details and the number of personnel at the event

The NSW Police contact details for the event, including station, and specific contact person

Crowd control measures

Cash protection measures

Equipment protection measures

Procedures or confiscated or prohibited items

Developing a security plan with the security provider will clarify roles and responsibilities of staff. The attitude of security personnel should be

friendly and professional in order to help maintain a positive atmosphere among patrons

To enable security personnel to perform their duties effectively, it is vital that they be appropriately briefed prior to the event. This briefing must

provide security personnel with:

Details of the venue layout including: entrances, exits, first aid posts, potential hazards

Potential issues that may arise

Areas where public access is restricted

A list of people permitted in restricted areas e.g. Shire Environmental Health Officer

4.29 Reinstatement / Clean-up

Plans for reinstatement of site following the event should be made. The site should be left as found and ready for use by other patrons following

the event.

Hints for the Big Day!

There are a few important things to remember to make sure your day goes well:

Don‟t be late – get to your event venue early to ensure all aspects of the event are running on time and according to plan.

Contacts – make sure you have your Contacts List of all staff and external authorities.

Availability – make sure you or your delegates are available to answer any queries that may arise before or during the event.

Logistics - check and double check that you have all your logistical requirements and equipment (like maps and mobile phones –

check batteries!) at the ready or with the people delegated to operate or manage them.

Relax and Enjoy the day – this should be fun for you too!



5. Section D – Contingency & Emergency Plans

Not all events run to plan and it is always better to have planned ahead for changed circumstances than to make alternative arrangements at

the last minute. It is recommended that contingency plans for every aspect of your event are in place.

Weather is one issue that should be considered. If your event is outdoors, you need to decide if wet weather or extremely hot or windy weather

will impact on your event. Remember to budget for indoor venue charges (if the venues changes), umbrellas, marquees and other alternatives.

A Contingency and Emergency Plan includes:-

5.1 Emergency Contact List

This list would include details of parties who would need to be contacted in an emergency or when plans need to be changed. This list should

include such groups as Police, Local Council, Hospital, and Emergency Services.

5.2 Emergency Communications Strategy

This describes how you will alert participants if contingency plans have to be implemented. Advertising, radio broadcasts and other media

channels provide a clear and easy way to make sure the participants and audience are advised well ahead of time - another good reason to

have involved such stakeholders early in the planning process.

5.3 Traffic Management Contingency Plan

This will be used if the event is cancelled; there is a delayed finish, or wet weather.

5.4 Emergency Management Plan

An Emergency Management Plan, including an Evacuation Plan, should be made in accordance with ASNZ4360, 1999 for emergency risk

management and AS3745, 1995 for attendance of a number of emergency services. It is recommended that there is a designated Emergency

Co-ordination Centre as distinct from the event coordination centre. The location of the centre should be decided in consultation with

emergency services and clearly marked on the site map. The Emergency Co-ordination Centre is a central communications area (room, trailer

etc) with a representative from each major agency.



5.5 Emergency Response Plan

The event must have a formal written emergency response plan, which should be developed with the standards noted above. The plan should

be provided to all event organisers, key stakeholders, police and emergency service personnel. The plan should:

detail arrangements for on-site emergencies not requiring outside help

specify arrangements to request further police and other emergency services as required

identify with personnel who can authorise evacuation;

Identify how the event will be interrupted

Provide a grid plan of the venue and all services

Identify access areas for performers employees and patrons;

Establish an emergency control centre, which has backup power and lighting

Provide details of coded messages to alert and stand down emergency service personnel

Identify the role event staff will take in supporting civilian services;

Identify meeting points for emergency services

Identify triage and ambulance loading areas

Include details of hospitals prepared for a major incident

Identify access and egress routes and the security of these routes

Provide details of temporary mortuary facility

5.6 Emergency Medical Plan

A health and medical risk assessment must be conducted for the event by the chosen ambulance and first aid organisation. (Alternatively an

existing plan may be reviewed and updated). The assessments will require site inspection(s). The results of the assessment will be used to

form the Emergency Medical Plan.

The recommendations arising from the assessment will need to be presented to the event organising committee and key stakeholders. Prior to

finally signing off on the resulting Emergency Medical Plan, the ambulance provider will consult with the first aid provider and the area medical

coordinator.

In the event of a mass casualty situation, at least two areas must be designated to the knowledge of all staff as being for the treatment of

patrons. These areas must be accessible to ambulances.

The Contingency and Emergency Plan must also include details regarding Emergency Tools.

There have been incidents that in hindsight could have been reduced in severity if basic forcible entry tools had been available. It is strongly

recommended that, at strategic locations in the venue, forcible entry kits are provided for the use of emergency personnel. The location of

these kits must be included on the site plan. These kits should contain:

fire axe with prong;

Pry or crow bar and

A pair of heavy duty bolt cutters



5.7 Safety Officers

Safety Officers are responsible for the safe operations of fire safety equipment, evacuation procedures, safety barriers, exits and the use of

naked flame. Consultation with the SES, Rural Fire Service and MWRC Events Coordinator will be required to determine how many safety

officers are needed for your event and what the training requirements are. The Contingency and Emergency Plan should specify the names

and contact details of the Safety Officers for the event.

5.8 Fire fighting appliances / portable Fire fighting equipment

Fire fighting equipment must be supplied:

For Buildings – in accordance with the building code of Australia. Consult your building owner and municipal building surveyor in

consultation with the local fire services

For outdoor venues – as determined by the Municipal Building Surveyor for minimum requirements and

For kitchen/cooking equipment – consult your municipal building surveyor and fire services for minimum requirements

The local council will monitor fire prevention and preparedness measures to ensure relevant standards are met. Organisers and health

personnel should consider potential fire hazards in the planning process and discuss any concerns they may have with the municipal building

surveyor and fire services. The location of all equipment must be included on the site plan.

Consideration must be given as to whether there are hydrants or suitable static water supplies available for the use of fire services.

5.9 Fire Danger Period

During the months from December to March fire danger is high. Consult with the SES and NSW Rural Fire Service as to how fire danger can

be minimised. For outdoor events held on public land, the public land manager may require a Fire Plan to be completed as a condition of

permit.

On days of total fire ban, it is a requirement to obtain a permit from the SES and NSW Rural Fire Service to use an open flame for any purpose,

including cooking, heating for temporary stalls, marquees or in the open. Even if your event is not held on a total fire ban day, you may still be

required to gain a permit if it is going to be held during the fire danger period.



6. Section E – Communications Planning

Communications planning involves considering how you will best promote your event and undertake effective consultation with the community

and key stakeholders. It also involves planning how you will communicate to participants on the day of the event.

6.1 Event Communications Plan

Your Event Communications Plan will detail how you will promote your event, as well how you will engage with the community, businesses and

public authorities when planning, undertaking and evaluating your event.

6.2 Ticketing

Ticketing is an important means of achieving crowd control. Consider whether you will have advanced ticketing or tickets purchased at the

event, or both. Advanced tickets can provide:

Event details

Event

Services

Information

Specific entry details

Transport arrangement

Health promotion and publicity material

Details in Communications Plan regarding ticketing should include:

Whether the tickets are pre-sold, sold at the gate or both

The information that the tickets will provide about the event.

A description and/or a copy of the ticket.

6.3 Promotion & Publicity Material

Promotional material is generally how the public will hear about your event. Promotional options include:

Radio

Newspapers

Local notice boards

Letter box drops

Television

Presentations to community groups / schools

A website

The Communications department at the Shire can provide advice and assistance in all areas of media relations.

The Communications Plan should detail all the promotional opportunities that you will be using for your event. The plan should include who is

responsible for each promotional activity / item, and the proposed date for completion.



You should consider including the following messages in the promotional material.

Don‟t drink and drive

Slip Slop Slap

Public transport will be available

ID will be required to purchase liquor

Bags and eskies may be searched

Glass containers are not permitted

Water will be freely available

Food and snacks will be available

Drug Education

Smoking

Place all needles and syringes in sharps boxes

6.4 Signage

Appropriate signage should be installed to provide safe, easy access and movement at your event. Directional signage (for example, where

toilets, exits and information booths etc. are located) is strongly recommended. Sponsors‟ requirements should be taken into consideration

when hanging signage.

Signs are needed for the following:

Phones

Entrances

Exits

Toilets

Water

First aid posts

Camping areas & facilities

Parking

Information centre

Rules relating to alcohol consumption

Lost & Found

Public transport pick up/set down

Security

No smoking

Approval is required from the relevant authorities where signage is displayed on roadsides.

6.5 Community and Stakeholder Consultation

Events will inevitably impact on community members and businesses as well as various public authorities and services. Ideally any impact will

actually be positive and will help in them supporting your event. Regardless, you need to make sure you take the opportunity to talk (and to

listen) to people who may be impacted upon or involved in your event.

Your Communications Plan should identify:

The people / groups / authorities that you need to engage with

The level of engagement you are going to undertake i.e. inform, involve, collaborate

The methods you will use to engage with the community e.g. newsletters, community meetings, site visits

When the engagement activities will be undertaken

Who is responsible for undertaking each activity?



6.6 Planning & Permits

MWRC should be your first port of call in planning your event. Most events need the support or involvement of MWRC through approvals,

permit applications and other advice. Please note costs may be associated with some of these services. Appendix 2 is a Council Permit

Directory to assist you in determining who you need to speak to in the Shire to gain permits to conduct your event.

It is important to note that MWRC is also your last port of call in the event planning process as they will need to view copies of all your permits,

permit applications, plans and other supporting documentation prior to gaining your Event Approval.

6.7 Ongoing Liaison

MWRC will continue to liaise with you throughout the assessment and approval stages of your event planning. Progress meetings will be held

so all involved have an up to date understanding of your event. These meetings may include other relevant areas of Council and public

authorities. The frequency of updates and meetings will depend on the event, and MWRC will advise you accordingly.

Modifications to your event delivery may be necessary throughout this phase in response to any logistical or service provision issues that may

arise.

Ongoing liaison will ensure that your needs are met and your event runs as smoothly as possible.

In the final lead up to the event, MWRC will contact you to finalise any outstanding issues at least one week prior and run through all the

arrangements.

6.8 Evaluation

Once your event is over don‟t forget to review how your event went. This can be achieved via a number of means, these include:

Surveys

One on one discussions with community members, businesses and key stakeholders

A debriefing forum (mentioned earlier); as well as,

Collection of visitor data during the event.

You will be surprised at how many people are interested in the outcomes of your review. It may also help you secure funding in

future.

Make sure you Event Communications Plan includes:

How you will evaluate your event

Who you will speak to when evaluating the event

Who you will distribute the Event Review to.



6.9 Debriefing

After most events a de-briefing should be organised by the event organiser with MWRC. Stakeholders and community members can be

involved in this forum too. The de-briefing is a positive forum that reviews all aspects of your event and will discuss what went well and what

could have been improved upon. It is a worthwhile experience and will greatly assist the planning for your next event.

Debriefing is a process whereby participants in an event have the opportunity to discuss and report to event organisers: what worked, what

didn't work, why it didn't work and how it could be improved. Event organisers, key stake holders, event staff, security, contractors, vendors and

entertainers should

all be given the opportunity to debrief and evaluate the event. The success of the next event can be markedly improved when

recommendations and suggestions for improvement are considered.

A de-brief form has been provided in Appendix 3. This form is a guide to help you identify the positive and negative aspects of your event. The

form will be a useful tool at the debriefing meeting.

The outcomes of this debriefing session can be used in your Event Review Report (discussed above in „Evaluation‟



7. Section F – The Role of Other Public Authorities

7.1 Community engagement

The impact of your event on residents and/or businesses that are located around where your event is to be held needs to be clearly defined.

This should occur during the planning phase so any issues can be addressed early. You should actively ensure the involvement of residents

and/or businesses by keeping them informed, by way of something such as a newsletter if appropriate – this builds and strengthens the

community‟s ownership of the event and precludes complaints and misunderstandings.

7.2 Stakeholder engagement

Stakeholders support is essential for event success. Stakeholders may be involved in participating in your event, provide permits for event

activities or may provide useful support for your event e.g. funding, venues, etc. A good relationship with your stakeholders will ease the event

planning and management process. Where a formal approval or permit process does not exist for a stakeholder, it may be worthwhile asking

for a Letter of Support for your event. These may assist in gaining other permits or approvals.

7.3 Funding bodies

If you receive external funding for your event, you need to ensure that you adequately meet any obligations resulting from the funding. The best

way to achieve this is to maintain a positive and open dialogue with your funding body / bodies.

7.4 The NSW Police

The NSW Police responds to public events in three ways:

1. Assistance with implementing the traffic management plan, including road closures and traffic diversions

2. Crowd control

3. Issuing permits for foot and bicycle races involving more than 30 competitors

Medical Services / Hospitals

Medical Services in the region are provided by:

Mudgee District Hospital Rylstone Hospital Gulgong Health Service (not 24hrs)

Lewis St, Mudgee Fitzgerald St, Rylstone Mayne St, Gulgong

P: (02) 6378 6222 P: (02) 6357 8111 P: (02) 6374 1200



7.5 First Aid Providers

St John Ambulance and NSW First Aid are available to attend most events, depending on time and resources. There is a fee for this service

and resources are limited at peak times, so contact these agencies as early as practicable.

7.6 Fire and Emergency Services

The SES and Rural Fire Service provide 24 hour emergency response and must be notified of any activity that has the potential to create or

influence an emergency. Fireworks displays are one example of an activity that must involve the issuing of a CFA permit, as are any activities

which involve the risk of fire.

7.7 Roads & Traffic Authority (RTA)

The RTA manages the major roads and highways. When planning your event, you may need to develop a Traffic Management Plan, covering

how your event may affect the road network and traffic flow (see Section C for further details on Traffic Management Plans).

7.8 Ambulance Service of NSW

The Ambulance Service provides 24 hour emergency response by road and air to medical emergencies. It also provides standby services for

public events, including sporting events and film projects. For more information contact:

Ambulance service of NSW (Central West Zone 1 & 2)

P: (02) 6841 2670

W: www.ambulance.nsw.gov.au

7.9 Access and egress of Health and Emergency services

Access and egress for emergency services must be considered as an integral part of the plans for the event. Inadequate access to the site by

emergency services can have disastrous consequences. In consultation with emergency service providers (police, fire and ambulance) provide

the following:

A road network within the site(this may not be necessary for small sites)

Ensure ground surfaces are compatible with vehicles(plan for the effect of heavy rain)

Uninterrupted access and egress routes – this may mean designating an access road to the site for emergency services and

neighbouring residents only. This is to ensure that arriving emergency vehicles are not hindered by departing patrons, staff or

equipment

Health and emergency service vehicles must be informed of any traffic alterations to the road or network.

Official parking for attending health and emergency services personnel

Larger responding vehicles need wider than normal gates

Detailed maps of the site and surrounding roads access routes to all key stakeholders. Updated maps to be provided as

appropriate.



Appendix 1A – Event Permit Application

(To be returned to MWRC Events Coordinator)

Name of Event................................................................................................................................................

Purpose of event.............................................................................................................................................

Name of organising body................................................................................................................................

Contact person/s............................................................................................................................................

Address...........................................................................................................................................................

Contact Details................................................................................................................................................

Location of event............................................................................................................................................

Date.............................................................

Duration (including bump in and bump out times)........................................................................................

Number of person expected to attend...........................................................................................................

Admission Charges Adult $.............. Child $.............. Concession $..............

Name of body which controls the event.........................................................................................................

1. Do you have permission from the land manager?

a. YES NO N/A Please attach permission document

2. Have you organised public liability?

a. YES NO N/A Please attach permission document

3. Does the event require:

a. Road closures?

b. YES NO N/A Please include details on the site plan

c. Traffic management

d. YES NO N/A Please include details on the site plan

e. Signs and barricades?

f. YES NO N/A Please include details on the site plan

4. Will the event require temporary fencing?

a. YES NO N/A Please include details on the site plan

5. Does the event have access to public toilets?


6. Does the event have parking requirements?




7. Will the event include the sale or consumption of alcohol?

a. YES NO N/A Please attach liquor licence

8. Will the event provide food and beverage?

a. YES NO N/A Please attach details & permit for each vendor

9. Will the event require additional garbage and recycling services?

a. YES NO N/A Please attach details and indicate on site plan

10. Do you have access to potable water?


11. Do you require access to electricity?


12. Will there be fireworks?

a. YES NO N/A Please attach permit

13. Will the event require any temporary structure?


14. Does the event have a risk/emergency management plan?

a. YES NO N/A Please attach plans

15. Does the event have the security?

a. YES NO N/A Please attach details

16. Have all other affected authorities been advised?


17. Does the event have provision for first aid?


18. Will the event require roadside signage?

a. YES NO N/A Please attach permit and indicate on site plan

19. Will the event use a Public Address or sound system?


20. Does the event have a site (layout) plan?

a. YES NO N/A Please attach site plan



Appendix 2 – Event Permit Responsibility Checklist

TASK COMPLETED

Administration Team

Public Liability and event insurance

Lodging of permit applications

First aid provision

PA system

Operations Team

Site Plan and Emergency plan (Notification of police, Rural Fire Service etc)

Road closures and traffic management and parking requirements

Security arrangements

Signs and barricades and temporary fences

Consumption of alcohol and food and beverages

Road side advertising signs

Public toilets, power and water accessible garage and recycling services

Fireworks permits

Planning and occupancy permits



Appendix 3 – Post Event Debrief Form

Please return completed form to ………….……………………………………….by ………….…………………………………………

Event Name: …………………………………………………………………………………………………………………………………….

Date of debrief meeting: …………………………….……….………………………. Time: ………….…………………………………..

Venue of debrief meeting:……..………………………………………………….…………………………………………………………..

Evaluation completed by (your name - optional): ………………..………………………………………………………………………..

What do you think was successful or worked well in the area/s you were involved in:

_____________________________________________________________________________________

_____________________________________________________________________________________

What do you think was NOT successful or didn‟t work well in the area/s you were involved in:

_____________________________________________________________________________________

_____________________________________________________________________________________

List your recommendations for the area/s you were involved in:

_____________________________________________________________________________________

_____________________________________________________________________________________

List what you thought was successful or you observed working well in the whole event:

_____________________________________________________________________________________

_____________________________________________________________________________________

List what you thought was NOT successful or did not work well in the whole event:

_____________________________________________________________________________________

_____________________________________________________________________________________

List your recommendations for the whole event and issues for further consideration:

_____________________________________________________________________________________

_____________________________________________________________________________________



Appendix 4 – Documentation Checklist

The following is a list of records and documents that should be kept. Designate a committee member to be responsible for master copy of all

documents generated or collected by event organisers.

_____ Event Plan

_____ Stakeholder contracts

_____ Sponsorship letters

_____ Applications for licence

_____ Inward correspondence

_____ Outward correspondence

_____ Site Plan

_____ Promotional Material (posters, fliers)

_____ Contracts

_____ Employment records

_____ Quotes for services or products

_____ Register of incidents & taken action

_____ Details of committee members

_____ Record of meetings

_____ Licences/permits

_____ Emergency Plan

_____ Media releases

_____ Event program

_____ Tickets

_____ Logos

_____ Accounts

_____ File notes of telephone conversations

_____ Press article

_____ Public Liability insurance for all stakeholders



Appendix 5 – Risk Management Plan

Unit: Date:

Location:

Responsible Officer:

Job Title:

Works Scope:

HAZARDS/RISK AREAS OF CONCERN (tick if appropriate)

Chemical Asbestos Moving Equipment Electrical

Fumes Barriers Guarding Fluids

Vapours Confined Spaces Material Storage Hydraulic

Fibres Manual Handling Slippery surface Pneumatic

Flammable Working from heights Concealed cables Thermal

Heat Steam Fire Water

JOB SAFETY ANALYSIS

Activity/Process Identified Hazard Risk Rating Control Measure

RISK RATING

Likelihood Consequences 1 2 3 4 5

1 Almost Certain A Multiple Fatalities 18-25 Very

High

A 25 24 22 19 15

2 Likely B Single Fatality 13-17 High B 23 21 18 14 10

3 Possible C Serious Injury 7-12 Medium C 20 17 13 9 6

4 Unlikely D Significant Injury 1-6 Low D 16 12 8 5 3

5 Rare E Minor Health Impact E 11 7 4 2 1

Authorisor‟s Name:

Authorisor‟s Signature:

Date:



Appendix 6 – Emergency Service Details

(To be completed prior to the Event)

Australia wide Emergency Services

FIRE 000

POLICE 000

AMBULANCE 000

Local Emergency Services*

(These services should be identified in case of an accident. They will not necessarily attend the event.)

Local Organisation Contact Name Phone Number(s)

Emergency Services 000

Mudgee Police 02 6372 8599

Gulgong Police 02 6374 1300

Mudgee Fire Brigade 02 6372 6772

Gulgong Fire Brigade 02 6374 1049

Fire & Rescue 02 6372 6588

Mudgee Bush Fire Brigade 02 6372 4434

Mudgee Hospital 02 6378 6222

Gulgong Health Service 02 6374 1104

Mudgee Medical Centre 02 6372 8100

South Mudgee Surgery 02 6372 4355

MWRC 02 6378 2850

Ambulance 13 12 33

SES 132 500

St John Ambulance 02 9745 8888

Essential Energy 13 20 80

Security

Announcer (PA System)

Emergency Liaison Coordinator

*Contact details subject to change



Appendix 7 – Traffic Management Plan

(Please also refer to MWRC website for Traffic Management Plan template)

Car Parking

Location No. of spaces Used by Set up time Responsibility

e.g. Glen Willow 1 150 VIP, staff, disabled 9am Council Staff

When determining parking requirements consider the following stakeholders:

Spectator/Attendee

Stall holder

Entertainers

Staff

VIP/Official

Disabled patrons

Buses

Taxis

Emergency vehicles

Other

Road Closures/Disruptions

Road Timing Responsibility



















Appendix 8 – Communications Plan

HOW TO PUBLICISE YOUR EVENT

Introduction

The purpose of this document is to outline the aims and benefits of marketing and promoting your organisation and event.

All organisations market and promote themselves; some without even realising it. Effectively the marketing and promotion of your organisation is

about image. It stands to reason that you must present whatever you are offering in a positive light.

If your organization and event is seen in a positive light and has a strong image in the community more people are going to „buy‟ your product. This

positive image will also help you to attract more interest from the media and potential sponsors and increase your chances of obtaining funding

from government and other bodies.

Recognition and awareness are important for the following reasons:

Membership

Sponsorship

Volunteer recruitment and retainment

Funding

Attendance

How do I Promote my Event?

Promotion can be achieved in many ways from word of mouth to paid advertising. However, before undertaking any promotional activity you must

consider:

What is our product and do the public understand it?

Who are we targeting?

Who would be interested?

What do we want to achieve?

Are we willing to invest time?

How could we best promote to the public?

Do we have the resources to implement our plans?

Using the Media to Gain Publicity

Considering the amount of television watched, the number of newspapers purchased, and the increasing amount of online activity, it become

obvious why the media is seen as such a powerful force.

One of the most effective ways to communicate with your target audiences is through the mass media. Determining which media to use, how and

when can be a complex task. But, once you know the right way to approach the media and know what they are looking for you can gain some

publicity for your community‟s group or activities.

Publicity is free coverage of an organisation, its products, services or activities through the mass media. Publicity through media releases,

interviews and other communication activities is designed to broaden knowledge and achieve positive recognition of an organisation, its staff and its

activities.

Types of Media include:

1. Print publications such as newspapers, magazines, journals

2. Radio Stations

3. Television

4. Internet

5. Localised media – e.g. Regional news sheets



What Attracts Publicity?

Publicity itself is an element of the public relations discipline. Definitions for public relations are plentiful. Simply though, public relations is the

management of communication between an organisation and its stakeholders. Stakeholders being the groups of people (publics) who have a stake

in an issue, organisation or idea.

Public relations is not just about generating publicity for an organisation or cause: it consists of many functions, of which publicity is just one. Again

to reinforce, publicity is information, which gains media coverage and is uncontrolled.

Types of publicity to consider include:

Preparing a media release

Feature Stories

Photographs with captions and story summary

Set-up news conference

Radio and TV public service

Media Kit

Interviews

Community notices print and radio

Uncontrolled Media v Controlled Media

Publicity is information that gains media coverage and is uncontrolled. In other words, the originator of the information has no say over how or when

the story will be reported, whereas controlled media is usually what we pay for or has our control of the contents.

Advertising, for instance, is information over which the originator does have control in respect to content, placement and time of publication. A

newsletter sent out to club members is also controlled media as all information is distributed without change.

Uncontrolled media such as news releases or photographs is subject to review by the media group and it is the media group who decide whether

the information gets published, where it will be published and how often.

The most popular formats used to communicate news to the media include news releases, feature stories, captioned photographs or photo

opportunities, and news conferences.

Uncontrolled Media can include:

News releases

Feature Stories

Photographs with captions

Photo opportunities

News conferences

Media Kits (media release and additional information e.g.

brochure, fact-sheets

Interviews

Letters to the editor

Controlled Media can include:

House publications

Brochures, information pieces

Handbooks, manuals, books

Letters, bulletins, memos, newsletters

Bulletin boards, posters, flyers

Information racks

Advertising

Exhibits and displays

Internet

What is News?

There is no clear or consistent definition of news. What is news to one newspaper is often of no interest to another. News value differs between

press, radio and television.

News is something new, up to the minute, unusual, sensational or something, which will affect many people and is therefore in the „public interest‟.

News could also be defined as anything a media outlet chooses to print, broadcast, or film as „news‟. Since the selection is always the outlet‟s

choice, you must become familiar with what that particular media group wants and is looking for. This is simply another way of saying, „Know the

Media outlet‟.



Some principles of newsworthiness:

New or unusual information e.g. Achievements of

individuals at club level

An event that makes impact e.g. Clubs working together

A response to a current news event or statement

The response and statements of a prominent person

Elite or famous people

A human interest story e.g. Feature on long serving club

member

A bizarre or extraordinary person or event

Closeness, occurring in the local area

Drama, tragedy, or having an effect on people‟s lives

Conflict e.g. Debate concerning local issues

Media Relations

Under the media relations category comes news releases, organising photo opportunities contacting the media with the intent of gaining new

publicity about, or originated by your organisation or event. Media relations also includes responding to media requests for information. Special

events such as fundraising events, open days, or award nights require media management.

Media relations involves targeting the appropriate media with appropriate and timely information. The ultimate targeted audiences in media relations

are the consumers of the media; the people you want to communicate to.

Writing for the Media

Journalism is a strictly disciplined form of writing. It has to conform to space restrictions, often it has to be produced under tight time schedules, and

it has to follow a certain format. The „mechanics‟ of writing for the mass media entail presenting stories in such a way that parts can be eliminated –

sometimes arbitrarily by sub-editors because of space restrictions – leaving a story that will still stand up and convey the most important facts.

It is referred to in the media as „writing from the top‟. Unlike essay or short story writing, which uses a leisurely introduction to set the scene,

journalism leads with the most important and most interesting points first. This style is used because most media consumers seldom read or hear

all of a story. Most people scan newspapers or listen to the first few lines of news broadcast.

Writing a Media Release

A media release is one of the best ways to notify the media of an important issue. Media groups receive loads of media releases each day, so it is

important that the one you write is topical and catches the editors and audiences‟ interests.

If the media release doesn‟t grab the editor‟s attention in the first couple of sentences, you have little chance of getting it a run. But if you can come

up with the right formula for writing a media release, then it can be used by the media word for word and you will achieve what you set out to do;

that is communicate key messages to your target audience/s.

To be effective, your media release should be:

Concise: Get to the point. Use short sentences and paragraphs. If there are long and tedious paragraphs, the story will lose the reader‟s attention.

Concise writing mainly consists of identifying unnecessary words, phrases and even sentences, and cutting then from your story.

Some useful rules are:

Use a short word rather than a long one.

Example: „about‟ rather than „approximately‟

Use on word rather than a lengthy phrase

Example: „soon‟ is better than „in the near future‟

Words that are often unnecessary and can be deleted include: very, quite, also, ever, and new.



Simplicity: The second major step in writing for the media, is achieving simplicity. Your message has to be understood by the average person. Use

plain English and avoid jargon, clichés and acronyms. Don‟t use technical terms without explaining what they mean.

What, Where, Why, How, When, Who? If you check the news pages of any newspaper, or listen to a news broadcast, you will notice that almost

every story answers those six key questions. Your story must tell, simply:

WHAT happened; WHERE it took place; WHY it occurred; HOW; WHEN; and TO WHOM.

Angle: Journalists and editors refer frequently to „angle‟ on a story. This is a term denoting the approach you take on certain facts or information.

Every story has more than one approach or more than one „angle‟. Write for the reader and look for angles that will interest the greatest audience of

people.

For instance community group open days are reasonably frequent, but the angle may be that the open day will have a surprise football guest

speaker.

Timing: Another critical factor to writing for the media is timing. Know deadlines for the media and time your material well before. You need to be

sensitive to editorial deadlines.

Headings: The heading should summaries the story. It should be catchy and grab people‟s attention so that they want to read the story.

Identify the Spokesperson: Media releases have to be attributed to someone, whether it is your group‟s leader, or the local MP. When journalists

write a new story they are required to attribute information directly to the sources from which it was obtained. The source however is not attributed

to the writer of a media release. It needs to be someone important such as the community group‟s leader.

Attribution of information to the source serves two main purposes:

1. Its adds authority and credibility to the story by giving the name and status of the source

2. It helps establish the objectivity of reporters by making clear that the opinions are not their own but are those of the source.

Quote someone important by the third paragraph. Introduce the spokes person and include the person‟s title and person‟s full name as well as

stating what they have said.

MEDIA RELEASE WRITING HANDY TIPS

Ideally there should be one sentence per paragraph

Lead with your most interesting point

Use active voice, not passive

Expect the only first two or three paragraphs will be read.

Quote someone important by the third paragraph.

Keep the media release short – best to keep it to one A4

page length

Attach a background paper or fact-sheet containing

further information (media kit)

If appropriate, organise a photo opportunity to

accompany media release

Use 1.5 line spacing

Don‟t just use a computer spell check over the copy.

Proofread over your work and if possible get someone

else to proofread what you have written. You will be

amazed at how many errors you can miss.

Double check dates, times, venues, spelling of names,

phone numbers.

Have your contact details at the bottom of the media

release



MEDIA RELEASE CHECK LIST

1. Community Group logo at top left hand corner of page

2. Date of release to media (e.g. Tuesday 28 September)

3. Catchy Heading (to generate interest and summarises what the release is about)

4. Short Intro (ideally less than 25 words)

5. First 2 paragraphs contain the fundamentals of the news – WHO, WHAT, WHERE, WHEN, WHY and HOW

6. Angle

7. One sentence per paragraph

8. Written in active voice

9. Quotation from a key individual (spokesperson) by third paragraph

10. Contact details of an informed individual for the media to contact if required (ideally the person who wrote the media release).

11. Photograph(s), graphs, diagrams if appropriate

12. Include double line spacing and large margins

13. Check your spelling and grammar

14. Avoid jargon

15. Use everyday language (simple and easy enough for a 13 year old to understand).

16. Use simple sentences and switch to a new paragraph after each sentence. Limit sentences to 25-30 words

17. Only one page long

18. 1.5 spaced

19. Have you researched what newspapers or magazines are best suited for your news?

20. Is your news relevant to your audience?

21. Is your heading engaging?

22. Have you addressed the key benefits or values of your news?

23. Have you considered how the public will relate to this news?



MEDIA RELEASE TEMPLATE LOGO

MEDIA RELEASE

ORGANISATION NAME

Release Date (e.g. Wednesday 16 September)

FOR IMMEDIATE RELEASE

CATCHY HEADING

INTRODUCTION

Short Introduction (Ideally less than 25 words)

First 2 paragraphs contain the fundamentals of the news – WHO, WHAT, WHERE, WHEN, WHY and HOW

BODY COPY

Each paragraph of a news release is less important than the one before it. This is called the inverted pyramid. Keep paragraph length to one

sentence.

The final paragraph should summarise the background or the organisation or individual.

ENDS

Finish off the copy with ‘Ends’.

PHOTO OPPORTUNITY

Where, when, who etc.

CONTACTS

Details of your media contact person for further information, including name, email address, website address and business and after hours contact

details. Journalists prefer the phone and work all hours.



Media Kits

Beyond the media release is the media kit. A media kit contains your media release, background sheets, and photographs with captions or a disc

with images or logos. These are usually contained within a folder, if they are to be released at a press launch or conference.

Background sheets provide supplementary information that can be sent with the release or faxed at a later stage to help brief journalists who are

writing features. A single sheet with bullet points of all

The news angles titled Points of Interest can succinctly list all the news and feature angles in an event. This can be mailed with the main press

release.

The kinds of background sheets that you might provide are:

Biographies of major players in an event

Fact-sheets

Short profiles of organisations involved

Succinct history of a project

A list of all the artists involved in the event

In preparing a media kit be sure the information is accurate and thorough and will answer the journalist‟s most fundamental questions. And provide

sufficient background information to allow the editor to select a story angle.

Photographs

As well as providing photo opportunities, a good idea is to send the media a couple of photographs that illustrate the media release‟s subject. There

is a skill in taking a good photograph and one that the media would use. It may be a good idea to do a simple photography course. It would be well

worth the money. Alternatively, contact Council‟s Recreation Coordinator for advice and assistance.

Here are some points to note about taking photographs for the media.

Photos should be taken live in real environments and with people

They should focus clearing on the issue, product, image, or person that your community group wants to emphasize, without irrelevant,

visually distracting clutter in the foreground or background.

Photos should be eye catching, using angles creatively

Photos must express a viewpoint

Photos must make a visual impact.

Also provide a caption for the photo which summaries the news.

Sending out the Media Release

There was a time when the only way to send out the release was to post it! Now you can:

Post it on your web site and email the media, giving them a hotlink to the release. However, only a journalist who is doing research is

likely to go there unprompted. It is vital, however, to keep your web site up-to-date. Web sites cluttered with old material gives your

organisation a bad image.

Send it by email as an attachment or pasted into the body of the email. Some journalists do not want their mailbox full of unsolicited mail,

so make it easy for them to request you do not send releases that way in the future.

Send it by facsimile.

Opinions vary as to the best way to send out a media release. You have to decide which method best suits the issue or the journalist. A

release from an unknown organisation or unknown source is likely to be binned. This is why building a relationship with the media is so

important.



Appendix 9 – Standard Operating Procedure for Emergency Situations

In the event of any incident, accident or declared emergency, it is the function of the primary responding emergency service organisation to

maintain control and command of the event. Depending on the type, level or location of the incident, accident or emergency the command or

control Agency may vary. On occasions, Council may be required to assist in a support role to one or more of these agencies.

Requests for Council assistance should only come from the Police, NSW Fire Brigade (NSWFB), Rural Fire Service (RFS) Duty Officer, Volunteer

Rescue Association (VRA) or State Emergency Services (SES). These agencies will call the After Hours service; however the duty phone is listed

as an emergency contact number in the DisPlan and may be used by those agencies.

Calls for assistance, other than from the agencies listed above, should be advised to call 000 or 132500 for

storm and flood assistance.

The assistance Council provides may vary depending on the type and location of the incident, accident or emergency. The following list should

assist in the type of response Council should provide.

Generally, emergency service agencies render the situation safe and then hand the event to either another agency or back to the landowner.

Storms and Floods – wind/dust/rain/hail – RING 132500

Lead agency SES, Support Agency RFS and VRA All calls received by Council for assistance relating to storms and floods to be advised to call 132500 SES may require Council assistance and will provide a job number for each job allocated to Council – any Council costs can then

be reimbursed through the SES Council only to respond to SES requests Only complete the work requested Additional on-site work will require a new job number obtained by calling the SES on 132500 Council responsible for own buildings but may seek SES assistance if required Council may be required to remove trees from roads

Motor Vehicle Accidents – RING 000

Lead agency Police, Support Agency Ambulance, NSWFB, RFS, VRA, SES Fuel/Oil spills generally the NSWFB Council responsibility Close roads Traffic Control – Signage/controllers Make road safe after the event May involve sweeping Clearing debris from area Provision of absorbent materials to make roads safe Road signs

House Fires – RING 000

Lead agency either NSWFB or RFS Council involvement should be rare but may involve road closures Provision of bulk water supplies in remote areas during times of drought



Bush Fires – RING 000

Lead agency RFS

Council involvement may include

Road closures

Clearing fire trails

Providing fuel/maintenance to vehicles

Providing Admin staff for fire control centre

Providing mechanical services

Provision of bulk water

Transport of large or bulky equipment

Transport of aviation fuel stock

Bush Fires – Section 44

Lead agency RFS

Requests for Council assistance to the RFS will be made through the LEMO or Alternate LEMO

May include water tankers, fuel truck, dozer, grader, road closures

HAZMAT Spills – RING 000

Lead agency NSWFB, Support Agency RFS Fuel/Oil spills generally the NSWFB/RFS Council responsibility – once Hazmat declare safe – normally oil/fuel spills Close roads Traffic Control – Signage/controllers Make road safe after the event May involve sweeping Clearing debris from area Provision of absorbent material Road signs



Appendix 10 – Sponsorship Contract Template

Date

Address

Salutation

Re: Terms and Conditions of Sponsorship Agreement with [YOUR ORGANISATION]

1. [SPONSOR NAME] and the LGSA have agreed to a sponsorship proposal at the [SPONSORSHIP LEVEL] and in accordance with the

terms and conditions set out in this Agreement.

2. Parties to this Agreement:

[SPONSOR NAME] has accepted a sponsorship proposal as the [LEVEL OF SPONSORSHIP] with [YOUR ORGANISATION] [A.B.N.]

3. The Term of the Agreement:

[DATES CALENDAR YEAR OR OTHER PLUS OPTIONS FOR RENEWAL]

4. Amount of the Sponsorship Agreement:

Subject to the terms of this Agreement, [SPONSOR NAME] will either pay to the LGSA the amount of $ [SPONSORSHIP AMOUNT -

(may be different in subsequent years if multiyear contract)] plus GST of $ [GST AMOUNT] or provide the services or products as listed.

5. Payment of the invoiced amount:

Must be paid in full prior to the event or project. Must be paid by the due date of [DUE DATE]. Please find the invoice attached. In some

instances, a deposit and final payment option may be offered.

6. Review of contract:

The contract will be reviewed on [DATE].

7. Variation:

This Agreement can only be varied with the written consent of both parties. Where both parties agree to the variation of this Agreement,

the amount of the sponsorship or some of its components may be increased in accordance with a written variation of this Agreement.



8. Exclusivity of this Agreement:

Exclusivity to [SPONSOR NAME] as [LEVEL OF SPONSORSHIP] applies to the specific events (this may be relevant to the agreement

or not). This sponsorship only covers the specific events mentioned, and does not apply to other events held by [YOUR

ORGANISATION].

9. Sponsorship Benefits/Rights granted to [SPONSOR NAME]

[INSERT BENEFITS LIST AND EVENT NAME, DATE AND LOCATION]

Dates in subsequent years will be…………….: [DATES]

10. Insurance:

Throughout the term of this agreement, [YOUR ORGANISATION] will maintain public liability insurance with a reputable insurer with

minimum coverage of $20 million per occurrence and will provide [SPONSOR NAME] with a copy of the certificate of insurance upon

request.

10.1 [YOUR ORGANISATION] represents that:

it is the owner of the rights to conduct the events and receptions;

it will obtain all relevant permits, licenses and YOUR ORGANISATION approvals to stage the events and receptions;

it has the necessary expertise, experience and financial capacity to organise and conduct the events and receptions in a professional manner;

it is entitled to grant the rights and benefits described and detailed in this agreement to [SPONSOR NAME];

Its entry into this agreement does not breach any existing agreement between [YOUR ORGANISATION] and any other person.

Any attendee list provided by the [YOUR ORGANISATION] as part of a sponsorship agreement will only include contact details of those attendees who have provided consent for the release of demographic information;

Where possible, the [YOUR ORGANISATION] will look to value add and creatively support this agreement.

11. Indemnity:

Each party shall indemnify the other against any claims arising from any breach of the agreement by either party.

12. Obligations of Sponsor Company:

to follow the principles and guidelines of [YOUR ORGANISATION] in terms of event sustainability (see attachment 1);

to make payment in full by the due date as set out in this Agreement;

to resource the management of the sponsorship relationship and to adhere to any guidelines, deadlines, dates and directives provided by [YOUR ORGANISATION] to the sponsor;

to work with [YOUR ORGANISATION] to negotiate a mutually agreeable outcome should a sponsorship benefit be unrealisable or non-deliverable;

All sponsor representatives attending events must register and complete any necessary registration material. A registration fee may still be payable unless included in specific event benefits.

If payment has not been received by the [YOUR ORGANISATION] for a confirmed event, a 10% fee of the proposed sponsorship amount will be invoiced to the sponsor as an administration fee.

13. Termination of Agreements:

If either party goes into liquidation, is wound up, dissolved (except for the purpose of reconstruction or amalgamation), enters into a

scheme or arrangement or is placed under official management or in receivership, the other party may terminate this Agreement by

giving one month‟s written notice of their intention to terminate. Any sponsorship monies unspent will remain the property of [YOUR

ORGANISATION].

13.1 Termination by [YOUR ORGANISATION]:

Failure of the sponsor to pay in full by the due date for payment terminates this Agreement.

Except as set out above, [YOUR ORGANISATION] reserves the right to terminate any sponsorship agreement for noncompliance with the terms and conditions of this Agreement by giving the sponsor one months‟ notice of termination. This would include any action by a sponsor that results in public criticism/bad publicity and which could reflect badly on the [YOUR ORGANISATION].

Should the [YOUR ORGANISATION] cancel an event for which sponsorship has been provided, [YOUR ORGANISATION] will return the sponsorship monies unspent at the time of termination to the sponsor or provide a credit if possible for an alternate event or replacement event to the same value.



13.2 Termination by the Sponsor:

The Sponsor may terminate the sponsorship with written notice of [NUMBER OF MONTHS] months from the due date of events specified in this Agreement. If replacement sponsorship cannot be found, the maximum refund of any unspent sponsorship monies which may be returned to the sponsor is [PERCENTAGE (LGSA allows 50%)] per event.

Cancellation of the Agreement by the Sponsor within [NUMBER OF DAYS] days of an event will receive no refund of any monies.

14. Disputes:

In the event of a dispute arising, the parties agree to negotiate for an agreeable outcome. If the parties cannot agree on a breach of the terms and conditions, [YOUR ORGANISATION] may terminate the contract with one month‟s written notice of termination to the sponsor.

15. Placement of materials:

[YOUR ORGANISATION] has the right to reject any material provided by a sponsor.

Placement and size of logos included in any printed event collateral, websites or signage will be solely at the discretion of [YOUR ORGANISATION].

[YOUR ORGANISATION] retains the ownership and use of any intellectual property created as a result of the sponsorship

Please sign both copies of this Agreement by [DATE] and return both copies to this office. We will forward your copy when it has been signed by

[YOUR ORGANISATION]. We look forward to enjoying a great relationship with you and thank you for your support.

Yours faithfully

[CONACT AT YOUR ORGANISATION]

[POSITION TITLE]

I agree to the Terms and Conditions of this Agreement.

………………………………………… [YOUR ORGANISATION]

Company

………………………………………… …………………………………………

Name Name

………………………………………… …………………………………………

Position Position

………………………………………… …………………………………………

Date Date

………………………………………… ………………………………………….

Witness Witness

