Proposed Event Village - Cape to Cape Mountain Bike Race Reuther Park (on north west corner of Wallcliffe Road / Busse!! Highway

Intersection) - Reserve 40107 Margaret River

* ‘44

wrs4 rt.

WatICliffe Rd

/WU

TIAT

r earr

vn gtO n v

esoYEAN 1 CAPEWCAPE 0 WESTERN AUSTRALIA 1:1407 19-22 OCTOBER 2017

EVENT VILLAGE MANAGEMENT PLAN —2017

This document outlines the proposed management plan for staging the Event Village of the Cape to Cape MTB Race in Ruether Park, Margaret River. The below plan is a work in progress document.

1. BUMP IN /OUT/EVENT SCHEDULE 2. LAYOUT AND OPERATIONS 3. STAGE AND PRODUCTION RUN 4. SECURITY, WASTE AND MANAGEMENT 5. STAKEHOLDER ENGAGEMENT 6. VENDORS AND EXHIBITORS 7. EXPECTED ATTENDANCE

RECEINED

7 JUL 2017

1. BUMP IN/OUT SCHEDULE

DATE TIMING ACTIVITY Tuesday 17th October From 4pm Delivery of:

Toilets (x12) Bins (x30) Mobile Office (x 1) *Information CCB Fencing

Wednesday 18th October 9am Delivery of: Tables and Chairs (Registration Hub — 10 Tables/20 Chairs) Registration Day exhibitors (TBC) Food Truck Bump IN Pop up Bar Bump IN Stage and Big Screen Bump IN Signage installation

11am — 7pm Registrations open • Music ON • Registration area set

up • Pop up Bar open • Food Trucks Open

Thursday 19th October 7pm — 3pm (Overnight) Security on site 3pm Staff on site for

• Food Truck Bump IN • Exhibitor and Market

Bump IN • Food Truck Bump IN

4pm VILLAGE OPENS 9PM VILLAGE CLOSES

Friday 20th October 7pm — 3pm (Overnight) Security on site 3pm Staff on site for

• Food Truck Bump IN • Exhibitor and Market

Bump IN • Food Truck Bump IN

4pm VILLAGE OPENS 9pm VILLAGE CLOSES

Saturday 215t October 7pm — 3pm (Overnight) Security on site 3pm Staff on site for

• Food Truck Bump IN • Exhibitor and Market

Bump IN

• Food Truck Bump IN 4pm VILLAGE OPENS

Sunday 22'd October 5am Staff onsite for Stage Race Set up

Food vendor Bump IN Exhibitors Bump IN

6am Site opens 8am First Wave of Race Starts 11am Last Wave o f Race Starts 9pm VILLAGE CLOSES

Monday 2 3 ' October From 9am Site Bump Out By 12 noon Site Clean

2. LAYOUT AND OPERATIONS

ENTRY AND EXITS — The Event Village will see 2 Entry and Exit points. (indicated on the map) at Busse!! Highway and Fearn Ave.

FENCING — The entire Event Village will be secured with branded bike rack fencing to ensure the attendees do not deviate from the allocated area.

OVERFLOW — While Cape to Cape MTB Race expects to attract over 2000 riders in its tenth year, the anticipated crowd each night for the event village is around 500 — 1000 patrons. In the unlikely circumstance that the space cannot accommodate the crowd security will direct patrons into the main street establishments (Restaurants and bars)

PARKING — The nightly event village will see parking available on Bussell highway and surrounding streets. Dedicated event parking will be managed at the Gloucester Park grounds. Cape to Cape seeks to approval to manage this site with a dedicated parking team for the event Wednesday — Sunday.

INFORMATION —The Information booth outlined on the map is proposed to be a mobile office pod. Dimensions of 3.6mx2.4m. Delivered on Tuesday and collected on Monday. (See bump in/out schedule)

SIGNAGE PLAN —The Event Village Hub will see both operational and information signage. This will include:

• Entrance and Exit Signage

• Parking Signage

• Toilets Signage

• Information Signage

• First Aid Signage

• Nightly Schedule Signage

LIGHTING — The park area pre-existing lighting will be utilised. Additional lighting will be brought in

as required. This will be in the form o f lighting towers, lanterns strung in trees and stage lighting.

TOILETS — The event village will see a toilet block of 8 unisex toilets for the Wednesday —Saturday. On the Sunday an additional 8 unisex toilets will be brought in to accommodate the Race Start/Finish Line.

3. STAGE AND PRODUCTION RUN

STAGE AND SCREEN — From Thursday — Sunday the main stage will see a variety o f local performances as well as on screen adverts and the daily presentations. The proposed stage is 6m x 3m, with a 50cm elevation from ground level and the screen is 15 Square meters on a trailer. The production tent alongside the stage will be a 3m x 3m pop up marquee weighted by tent pegs and walls each side.

Date Entertainment Schedule Wednesday 18th October 11am — 7pm

DJ and Screen adverts Thursday 19th October 4pm — Background Music

5pm — Presentations 5.30pm — 8pm LIVE Music * Artist TBC

Friday 20th October 4pm — Background Music 6pm — Presentations 6.30pnn —8pm DJ

Saturday 21st October 4pm — Background Music 5pm — Presentations 5.30pm —8pm LIVE Music * Artist TBC

Sunday 2 2 " October Emcee All day — Event Start/Finish Line 4pm — Presentations 5.30pm — 8pm LIVE Music * Artist TBC

4. SECURITY, WASTE AND MANAGEMENT

SECURITY — Will be on duty at all hours to ensure the site is safe and secure. Additional RSA security will be on site to comply with the Liquor License granted.

WASTE MANAGEMENT— 30 x 240L Wheelie Bins will be delivered to the event site along with a 3m Square Skip Bin. These bins will be managed by event staff nightly to ensure the area is clean and free of rubbish.

MANAGEMENT — Event Staff and Volunteers will be onsite at all operational timings to ensure site is clean of rubbish and any anti-social behaviour is dealt with.

5. STAKEHOLDER ENGAGEMENT

IMPACT TO COMMUNITY — The Event Village timetable will mean minimal impact to the community aside from the Sunday race road closures. A small amount o f parking will be taken away directly next to Ruether park. On approval from council a full stakeholder engagement plan will take shape making allowances for any business impacted.

ENVIRONMENTAL IMPACT — Cape to Cape MTB operates under a leave no trace policy. The management plan of the village ensures the safety o f the event and environment.

NOISE MANAGEMENT— The operating hours o f the Village are between 4pm — 9pm Thursday 19th

Sunday 22'd October. All PA and noise will be turned of f at this point.

COMMUNICATION PLAN — Upon council approval, Cape to Cape management team will engage in a full communication plan consisting of

1. Letter Box drops 2. Face to face consultation with effected business 3. Print and Social Media announcements 4. Printed and displayed posters and notices

6. FOOD VENDORS AND EXHIBITORS

FOOD VENDORS — Expressions of interest are currently with Food Vendors. Each Vendor will be able to nominate a night or the week of involvement. Each vendor will need to supply the relevant paperwork, insurance and be self-sufficient in power. Food Vendors will be in a food Truck or be self- sufficient in a marquee set up with weights and appropriate safety measures.

MARKETS AND EXHIBITORS — Expressions of interest are currently with market stalls and exhibitors. Each market stall will be responsible for their power and set up requirements. 3X3 Marquees will be pegged or weighted.

POP UP BAR — Cape to Cape MTB is currently engaging with local brewers to activate a pop up bar for the space. The brewer selected will undertake the extension of their liquor license and provide all the necessary planning and management, inclusive of RSA Bar Tenders, Signage, appropriate serving sizes and RSA Security. The proposal is to have the entire park licensed seeing security at the bar area and at the 2 entry/exit points on the village to ensure beverages are not taken outside the designated area.

7. EXPECTED ATTENDANCE

While the Cape to Cape Mountain Bike race will see over 2000 riders plus support crew, the expected attendance at the village each night is between 500-1000 people. The village park area is closed off with fencing with only 2 entry/exit points. In the unlikely event of the area being too full people will be able to move into the establishments along Bussell Highway. (Morries, Settlers etc)

WASTE REMOVAL WILL BE DOTTED AROUND PRECENCT.

TOILETS WILL BE SERVICED EACH DAY

- 0 7 1 - 4 — f r i p u r A PRECINCT HOURS imi‘f WEDNESDAY 11AM - 4PM

THURS- SAT = 4PM -9PM SUN 6AM - 6PM

BUMP IN TUES 17.10.17 BUMP OUT MON 23.10.17

Road N

Closure

S i i e of

06 JUL 2017 Augusta Margaret River

•••••••...3."--

•••••••.,

_

Food Truck

_

INFORMATION BOOTH

41.1rk. —

*IN

32

Pop UP Bar

Food Truck

ang.

Food Truck

EVACUATION SSEMBLY ARE

AIN

EN TRY/EXIT

Crowd control barriers to encase the

area

' , P O D R

ARCIU

fitgiargral

MG SCREEN

. SHIRE AUGUSTA The Shire o f Augusta-Margaret River does not warrant the accuracy of 27/06/2017 A

MARGARET RIVER RECEIVED

7 JUL 2017 1:300

PRECINCT HOURS WEDNESDAY 11AM — 4PM THURS — SAT = 4PM — 9PM SUN 6AM — 6PM

BIG STAGE SCREEN PRODUCTION

EXISTING liat.mstclu EE 4411 01111''

POWER

Shi're of

06 JUL 2017 Augusta Margaret River