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Mount Magnet Astro Rocks Fest 2016

ASTRO-ROCKS FESTIVALSTRATEGIC PLAN

2016 - 2020

CELEBRATING AWESOMENIGHT SKY ABOVE

RARE & ANCIENTROCKS BENEATH OUR FEET

NEXT FESTIVAL: MOUNT MAGNET FRI 13 MAY - SAT 14 MAY 2016


Table of Contents

LIST OF TABLES, FIGURES AND CHARTS .....................................................................................4

LIST OF ACRONYMS ...................................................................................................................4

EXECUTIVE SUMMARY...............................................................................................................5

1. INTRODUCTION......................................................................................................................6

1.1 OVERVIEW...............................................................................................................................6 1.2 ABOUT MOUNT MAGNET ...........................................................................................................6 1.3 HERITAGE ................................................................................................................................7 1.4 SOCIO-‐ECONOMIC STATUS..........................................................................................................8 1.5 REGIONAL REVITALISATION .........................................................................................................9 1.6 LOCAL TOURIST PRODUCT...........................................................................................................9 1.6 NATURAL ADVANTAGE .............................................................................................................10

2. FESTIVAL DESCRIPTION........................................................................................................11

2.1 OVERVIEW.............................................................................................................................11 2.2 FESTIVAL OBJECTIVES ...............................................................................................................11 2.3 COMMUNITY BENEFIT ..............................................................................................................12 2.4 DELIVERABLES ........................................................................................................................13 2.5 EQUITY AND ACCESS ................................................................................................................14 2.6 FESTIVAL DATES......................................................................................................................14 2.7 PROGRAM OF EVENTS ..............................................................................................................15 2.8 VENUES ................................................................................................................................15

3. ROLES AND RESPONSIBILITIES .............................................................................................16

3.1 OVERVIEW.............................................................................................................................16 3.2 CORE PARTNERSHIPS................................................................................................................17 3.3 LOCAL COMMUNITY SPONSORSHIP .............................................................................................17 3.4 LOCAL VOLUNTEERS.................................................................................................................18 3.5 WORKSHOP PRESENTERS AND ACTIVITIES.....................................................................................19 3.6 VALUE OF IN-‐KIND CONTRIBUTIONS............................................................................................20 3.7 EVENT MANAGEMENT .............................................................................................................21 3.8 TASKS AND TIMEFRAMES ..........................................................................................................22 3.9 EMERGENCY SERVICE MANAGEMENT ..........................................................................................23 3.10 EVALUATION ........................................................................................................................24

4. STRATEGIC DIRECTION.........................................................................................................25

4.1 OVERVIEW.............................................................................................................................25 4.2 VISION 2020 .........................................................................................................................25 4.3 REGIONAL PLANNING FRAMEWORK ............................................................................................26 4.4 TOURISM DEVELOPMENT STRATEGY............................................................................................27 5.5 TOURISM PROMOTION STRATEGY...............................................................................................28 4.5 FESTIVAL SWOT ANALYSIS .......................................................................................................29


5. MARKETING AND PROMOTION ...........................................................................................30

5.1 OVERVIEW.............................................................................................................................30 5.2 MARKETING STRATEGY.............................................................................................................30 5.3 TARGET NUMBERS ..................................................................................................................30 5.4 MARKETING TOOLS .................................................................................................................32 5.5 MOUNT MAGNET VISITOR CENTRE.............................................................................................33 5.7 TOURISM BUSINESS PLANNING ..................................................................................................34

6. BUDGET................................................................................................................................36

6.1 OVERVIEW.............................................................................................................................36 6.2 FESTIVAL BUDGET 2016...........................................................................................................36 6.3 REVENUE SOURCES..................................................................................................................37 6.4 ECONOMIC IMPACT OF FESTIVAL ................................................................................................38 6.5 FINANCIAL MANAGEMENT ........................................................................................................40

7. CONCLUSION .......................................................................................................................40

APPENDICES.............................................................................................................................42

REFERENCES.............................................................................................................................43

APPENDIX 1: 2016 ASTRO-‐ROCKS DRAFT PROGRAM OF EVENTS ...........................................................44 APPENDIX 2: ASTRO-‐ROCKS FESTIVAL RISK MANAGEMENT PLAN (2016) ................................................50 APPENDIX 3: ASTRO-‐ROCKS FESTIVAL BUDGET ...................................................................................83

Celebrating awesomenight sky above

rare & anCientroCks beneath our feet


List of Tables, Figures and Charts TABLE 1: PROGRAM OF EVENTS ..............................................................................................15 TABLE 2: VOLUNTEERS BY ROLES.............................................................................................19 TABLE 3: IN-‐KIND CONTRIBUTIONS .........................................................................................20 TABLE 4: SCHEDULE OF TASKS AND TIMEFRAMES ..................................................................22 TABLE 5: MARKETING STRATEGIES ..........................................................................................32 TABLE 6: ESTIMATED ECONOMIC IMPACT 2016 FESTIVAL ......................................................38 TABLE 7: FESTIVAL VISITOR EXPENDITURE 2016-‐2020 ............................................................39 FIGURE 1: ACHIEVEMENTS OF ASTRO-‐ROCKS FEST. ................................................................13 FIGURE 2: ASTRO-‐ROCKS: THE JOINED-‐UP FESTIVAL...............................................................16 CHART 1: ASTRO-‐ROCKS ATTENDANCE PROJECTIONS ............................................................31 List of Acronyms Acronym Meaning

AES Astronomy Education Services

AGO Australia’s Golden Outback Brochure

AGWA Astronomical Group of Western Australia

CEO Chief Executive Officer

GGT Gold, Gem and Treasure Magazine

ICRAR International Centre for Radio Astronomy Research

MMVC Mount Magnet Visitors Centre

SWOT Strengths, Weaknesses, Threats and Opportunities


Executive Summary

This is a plan to grow the Astro-‐Rocks Festival at Mount Magnet as part of a broader plan to diversify the local economy.

The Shire of Mount Magnet sponsors Astro-‐Rocks Fest with the Chief Executive Officer (CEO) being responsible for delivery of the event.

The 2016 festival is scheduled for 13 and 14 May.

The festival brings the community and astro-‐rock enthusiasts together in celebration of the astronomical, geological and artistic strengths of the area.

It enhances the liveability of the town, fosters inclusive community attitudes, boosts the local economy, educates people, and reinforces the community’s sense of its own heritage and identity.

A hallmark of this festival is the opportunity to showcase local knowledge, skills and talent.

The festival is consistent with regional planning strategies promoted by the Mid West Development Commission and with the regional approach to economic diversification.

Funding is provided by Lotterywest, the Shire and Horizon Power, and supported by volunteer and in-‐kind contributions.

Broader funding sources are being explored.

A hallmark of the planned approach to festival management is careful attention to clear objectives, deliverables, budgeting, effective strategy, the scheduling of tasks, timeframes and risk management.

There is a niche opportunity to grow festival attendance beyond Mount Magnet, subject to targeted investment in marketing and promotion inclusive of the Mount Magnet Visitor Information Centre.

A professional event manager with a marketing background has been engaged for the 2016 event.

The event is projected to inject $5.7m into the town’s economy over the next 5 years.


1. Introduction

1.1 Overview

This is a plan to enable Mount Magnet’s Astro-‐Rocks Fest to meet its objectives. Doing so requires that the festival transcend its beginnings as primarily only a local event into one of significance for a broader population of astro-‐rock enthusiasts. Astro-‐Rocks commenced in 2012 and over the following three years, a solid foundation was laid from which it is now possible to become a premier event. Astro-‐ Rocks is a festival of discovery promoting the theme ‘Mount Magnet – Geo Hub of the Murchison’. It celebrates the ancient geological heritage of the Earth and the astronomical wonders of the night sky in a place where they can be experienced to the full. The festival aims to enhance the liveability of the town, foster inclusive community attitudes, boost the local economy, educate people about the earth and the stars, and reinforce the community’s sense of heritage. Our vision is that by 2020 the Astro-‐Rocks Fest will be widely recognised as the premier ‘astro-‐rocks’ themed community event in the state. This introductory section of the Strategic Plan provides some brief background information about Mount Magnet and its heritage, the process of regional revitalisation now under way, and the manner in which Astro-‐Rocks has been designed to build on our natural advantages.

1.2 About Mount Magnet

The Shire of Mount Magnet covers an area of 13,877sqm in the Mid West region of Western Australia. It is located within what is generally known as the Murchison District. The estimated population of the Shire of Mount Magnet is approximately 666 people. Town residents number approximately 450, with an outlying low-‐density station population making up the difference. There has been a trend decline in the population of the shire from 851 in 2001 to 737 in 2006 (Buckley, 2010), down to an estimated 666 in 2011. Just over a third of Mount Magnet’s population identify as indigenous, generally the most socio-‐economically disadvantaged group in the local population (Buckley, 2010).



The population decline in the Shire of Mt Magnet is associated with a downturn in mining operations and the shift to a FIFO workforce. It is also associated with adverse environmental issues facing pastoral station owners. A recent increase in wild dog numbers has significantly impacted the viability of sheep and goat production. A survey conducted with 73 pastoral stations in the Murchison Area found that 14.5% of all sheep, 2% of all cattle and 37% of goats were lost to wild dog attacks annually (Murchison Region Vermin Cell, 2013). The resources sector in Mount Magnet supports a substantial fly-‐in/fly-‐out (FIFO) workforce in addition to the resident population. The existence of this FIFO workforce places infrastructure demands on Shire and other local services over and above what might ordinarily be expected in a small town.

Mt Magnet is established as a transport/travel hub. Roads linking the region to the north (Pilbara), south (Perth), east (Goldfields) and west (Geraldton) are all sealed. The town is located 560km north east of Perth on the Great Northern Highway (Highway 95), the most direct route between through to the Pilbara and Kimberley regions in the north-‐west. Mt Magnet is within the range of what might be considered a comfortable day’s drive of the metropolitan area. The Great Northern Highway is Australia’s longest road, traversing 3,500 kilometres from Perth to Darwin through iconic pastoral and remote landscapes. It is also a staging post on the way to the famed Karijini National Park, a further day’s drive to the north. There is also significant traffic flow from the regional population centre of Geraldton located 342km to the west.

Based on an extrapolation of road traffic data collected by the Main Roads Department at a Network Performance Site on the Great Northern Highway just to the north of town, the total number of tourists travelling through town is estimated at between 15,000 and 22,000 per year.

1.3 Heritage

Our region has a rich Aboriginal (Badimaya people), pastoral, mining and astronomical heritage. The Astro-‐Rocks Fest purposely draws these threads together to reflect where we have come from, where we are now and where we want to go as a community in the future.

HERITAGE


Our region is the ancestral home of the Badimaya people. They retain local

knowledge of the country and stories of the sky which we all get to share through presentations at the Astro-‐Rocks Festival. Exploration of the different systems of knowledge and language that underpin Badimaya and European understandings of the natural environment is a theme developed at the Astro-‐Rocks Fest. The local Wirnda Barna Art Centre offers paintings, photo books and other works for sale and exhibits Badimaya art.

The Shire of Mount Magnet has a rich mining history. Gold mining has been

continuous since 1891. The area is home to the famous Hill 50 GM mine, once the richest underground gold mine in Australia. Mining is not as lucrative as it once was and operations are not as extensive. However, there is still active mining in the region, as well as amateur prospecting. Gold remains an important marker of regional identity.

The pastoral industry occupies a prominent place in the region, following the

establishment of the first sheep station in 1878. The sector has experienced tough times in recent years with the wild dog/dingo population posing a significant threat to stock. The need for a comprehensive management strategy is recognised. The Shire is currently working with industry representatives, the Vermin Control Board, community members and the state government to secure funding for a major strategic wild dog-‐fencing initiative. Several stations have diversified to make ends meet by offering station stay accommodation for visitors.

The region is now a significant astronomical site. The recently constructed ASKAP

Square Kilometre Array radio telescope located at Murchison comprises 36 dish antennas, each 12 metres in diameter, synchronised to work as a single instrument. The facility is of international significance, attracting both scientific and amateur interest.

1.4 Socio-‐Economic Status

The prosperity of both the pastoral and mining industries faltered by the 1970s due to declining wool and gold prices, resulting in a downward spiral in the Shire economy (Buckley, 2010). Recent analysis of available statistical data for the Shire of Mt Magnet suggests a community struggling with issues of population decline, poor educational outcomes and overall substantial economic disadvantage apparent in regional socio-‐geographical indicators (ABS, 2011):

the Socio Economic Indexes for Areas (SEIFA); and the Index of Community Socio-‐Educational Advantage (ICSEA).

SEIFA is comprised of a suite of four indexes compiled from Census information (ABS, 2013). The index provides a comparative measure of how “advantaged” or “disadvantaged” an area is compared to other areas in Australia. The SEIFA score is standardised to a distribution where the average score equals 1000 and the standard deviation is 100 (ABS, 2013). Utilising data from the 2011 Australian Census of population and Housing, the SEIFA index score for the Shire of Mt Magnet is 854.1 (ABS, 2011). This score is not only low by national standards,


but also less than that of other shires within the Murchison District (ABS, 2011). The Shire of Mount Magnet is relatively disadvantaged compared to other areas of Australia. The Index of community socio-‐education Advantage (ICSEA) is a descriptive index that allows comparisons of educational outcomes to be made between schools. The measure takes into account the socio-‐economic context of the area in which the school is located and the indigenous student population enrolled at the school. Indigenous students comprise 67% of students at Mount Magnet District High. The attendance rate is 69% (Child Australia, 2014). The ICSEA measure also incorporates levels of education, average income and the employment status of households (Independent Schools Council of Australia, 2012). The average ICSEA value is standardised to a distribution where the average score for a secondary school is 1000. Mt Magnet District High is substantially below this level, scoring 743 in 2014 (Child Australia, 2014).

1.5 Regional Revitalisation

Mount Magnet is a town under-‐going significant revitalisation following substantial investment in town facilities that make for a significantly enhanced liveable community:

completion of Recreation Amenities Complex including swimming pool and squash courts;

restoration of heritage listed buildings; construction of the Wirnda Barna Art Centre; refurbishment of the Mount Magnet Visitors Centre; opening of the Mining and Pastoral Museum.

The Shire and WATC are making a substantial joint investment to diversify the regional economy. In 2016 WATC provided a $39,997 RVCSGP grant to upgrade Visitor Centre services, including development planning and on-‐linebooking facilities.

The Astro-‐Rocks Fest takes advantage of this infrastructure.

1.6 Local Tourist Product

Mount Magnet is located within a region of scenic colour promoted as the ‘Golden Outback’. The peak travel period for visitors is April to October when ‘grey nomads’ head north in search of warmer weather and when an abundance of spectacular wildflowers emerge in Spring.

The tourism product of the area includes:

Annual Astro-‐Rocks Festival;

Mt Magnet Mining and Pastoral Museum (located adjacent to the Visitors Centre);

Wirnda Barna Aboriginal Art Centre exhibiting works by local Badimaya people;

Station home stay accommodation (offering an economic diversification pathway for

members of a hard-‐pressed pastoral community);


Gascoyne-‐Murchison Outback Miners Pathway, a driving trail extending from

Pathway Paynes Find in the south to Meekatharra in the north.

http://outbackpathways.com/

Local Mount Magnet Tourist Drive (37km) showcasing old gold mining and ancient

geological landscapes; and,

Overnight caravan, camping and hotel accommodation in the town.

Mount Magnet is also the gateway to iconic historic towns such as Cue and Sandstone; and ‘off the beaten track’ four-‐wheel drive destinations such as Mount Augustus, the largest rock in the world.

1.6 Natural Advantage

The natural advantages of our region are its geology, its clear night skies. These attractions are highly valued by the resident community. Astro-‐Rocks recognises the opportunity to build on these strengths. The festival seeks to bring our local community and surrounds together with ‘astro-‐rock’ enthusiasts drawn from many places to celebrate the extraordinary geology and astronomy of our region. Local rock collectors in Mount Magnet have some of the world’s rock largest collections and our Mining and Pastoral museum is home to the oldest rock ever found on Earth.

rare & ancientrocks beneath our feet


2. Festival Description

2.1 Overview

This section describes key characteristics of the festival, sets out its objectives, describes the anticipated community benefits, specifies what the Shire expects to be delivered, explains how issues of equity and access are being addressed, explains the rationale for timing, and provides the program of activities and local venues.

2.2 Festival Objectives

The festival has seven objectives:

To enhance the liveability of the regional town of Mount Magnet;

To actively engage all sections and age groups in the community;

To enable residents and visitors to explore and discover the frontiers of space and

science;

To educate and inspire people about science and art in an informal ‘fun’

environment;

To raise awareness about Mount Magnet’s culture, history and landscape.

To promote the geo-‐tourism potential of Mount Magnet in a planned and systematic

manner; and,

To further diversify and boost our regional economy.

EDUCATION


2.3 Community Benefit

Astro-‐Rocks Fest contributes to community cohesion, creates social capital and improves the

quality of life.

Social isolation is a very real issue for regional communities. Astro-‐Rock has the capacity to

address through:

Social Activity: The Astro-‐Rocks Festival is the major event on the annual social

calendar at Mt Magnet, contributing to community spirit, psychological well-‐being

and quality of life;

Interaction: The event showcases a mix of local knowledge and skills and more

specialised scientific expertise;

Inclusiveness: The event succeeds in bringing a culturally diverse local community

together (Badimaya, pastoral, mining, astro-‐geo hobbyists, tourism related

commercial business) in an environment that highlights local vitality, resilience and

strength; and,

Regional business: The festival provides a boost to the regional economy, particularly

for those involved in providing accommodation, food, beverage, fuel and giftware

services.

COMMUNITY


FIGURE 1: ACHIEVEMENTS OF ASTRO-‐ROCKS FEST.

2.4 Deliverables

The Shire of Mount Magnet requires the following deliverables from the Astro-‐Rocks Fest: A comprehensive Project Plan; An Astro-‐Rocks Risk Management Plan updated annually; A realistic and achievable project budget; Letters and other commitments of support from key stakeholders; An e-‐mail contact list of key stakeholders for use as an on-‐going resource; An Astro-‐Rocks Festival professionally delivered in Mount Magnet in May each year,

timed to coincide with optimum night sky viewing conditions; Delivery of the Festival event on time and within budget; Full acquittal of all grant funding in accordance with the terms and conditions of

funding; Robust, systematic, written evaluation report made available to Council and funding

bodies; A 2016 Final Report by the Event Manager made available to Council and funders;

and Development of a Five Year Astro-‐Rocks Fest Strategic Plan (2016-‐2020) for the

approval of Council.

1. COMMUNITY ENTHUSIASM

2. PARTNERS ENGAGED

3. STRONG SHIRE COMMITMENT

4. FUNDING

5. EVENT MANAGEMENT AND PLANNING


2.5 Equity and Access

Over the course of the initial three Astro-‐Rocks festivals the Shire has acquired substantial experience in relation to ensuring the event caters for all sections of the community. All venues are central to the town of Mount Magnet and can be accessed on foot or by vehicle.

The needs of people with disabilities and seniors are catered for: o disabled toilet facilities are provided; o wheelchair accessibility is planned for at each venue; o seating is provided at all venues; o parking is provided at or near all venues; and, o volunteers are available to assist at all venues.

The event is designed to be ‘whole-‐of-‐community’ accessible: o No fee is charged to attend the festival as this would be a barrier to

participation in a town where some families experience poor socio-‐economic circumstances;

o events are staged at a variety of venues across the community such as the school and the art centre where people feel comfortable; and,

o a range of ‘family friendly’ children’s activities are included. The Event Manager will report to Council on equity and access issues to ensure

continuous improvement.

2.6 Festival Dates

The event will be held in May each year. It is timed to coincide with the best night viewing conditions in the month, acting on the advice of by ICRAR. The May timing is designed to boost the shoulder period as tourism flows start to increase, but there is still the necessary availability of accommodation. The 2016 event will be held on the weekend of Friday 13 and Saturday 14 May.



2.7 Program of Events

The program of festival events is conducted over two days and is balanced across three themes as shown in TABLE 1 (below). TABLE 1: PROGRAM OF EVENTS

Social Activities:

(by day & night)

Astronomy

(by night)

Geology

(by day)

Badimaya ‘Welcome to Country’

Badimaya cultural events Alfresco dinner under the

stars Children’s activities Mount Magnet Outdoor

Cinema Market stalls Competitions Photography and art

exhibitions Prizes awarded to

exhibition ‘winners’ Community Sausage Sizzle.

Telescope viewing Space domes Badimaya stories of

the night sky Schedule of

informative presentations

Workshops School activities.

Local gem and rock displays

Gold display Schedule of

informative presentations

Workshops Local jewellery.

A DRAFT program for the 2016 Astro-‐Rocks Fest can be found in Attachment 1. The program will be finalised after funding is secured.

2.8 Venues

The following venues are used to stage events at the Festival. Mount Magnet School Precinct; ANZAC Memorial Hall; Wirnda Barna Arts Centre; Recreation Centre; Outdoor Picture Theatre; Mount Magnet Visitors Centre; and, Pastoral and Mining Museum. Town Oval; Foster Park; and, Federation Park.


3. Roles and Responsibilities

3.1 Overview

This section of the plan describes the partnerships that make this festival possible and identifies contributing stakeholders including various kinds of voluntary contributions. It also outlines festival tasks and timeframes undertaken by the festival manager. The relationships between festival stakeholders are illustrated in FIGURE 1 (below). FIGURE 2: ASTRO-‐ROCKS: THE JOINED-‐UP FESTIVAL

Graphic Development

Shire of Mt Magnet

Event EĂƟŽŶ

Government Business Community Astro-Rock Enthusiasts

Mount Magnet SHS

Other Mid West

Regional Shires

Department of Mines and Petroleum (Geological Survey of

Western Australia)

WA Tourism

Mount Magnet Visitors Centre >ŽƩĞƌǇǁĞƐƚ

Wirnda Barna Art Centre

Mount Magnet Seniors

Mount Magnet Gymkhana Club

Mount Magnet Pastoral and Mining

Museum

Media outlets

Ramelius Mining

Water Authority

Horizon WŽǁĞƌ

Stargazers Club of Western

AustraliaAGWA

�ĞůĞƐƟĂů�Visions

Astronomy �ĚƵĐĂƟŽŶ�Services

�ƵƌƟŶ�University

University of Western

Australia

Kalamunda Lapidary

Club

Scitech

ICRAR

Fireballs in the Sky


3.2 Core Partnerships

The core partners involved in making this event possible are:

Sponsor: The Shire of Mount Magnet auspices this community event. The Shire CEO is responsible for oversight of this Project, including ensuring that all administrative, financial and reporting obligations are fulfilled.

Funding Bodies: Lotterywest is the major source of external funding. Assistance is subject to a competitive annual application process through the Community Events Grant scheme.

3.3 Local Community Sponsorship

There are two significant community sponsors and the Event Manager will seek their support for 2016.

Horizon Power is a regional energy provider that has assisted past festivals through its Community Sponsorship initiative. A Solar Art activity was supported at the 2015 Astro-‐Rocks Fest. There is a six-‐week processing time for the consideration of funding applications. By promoting solar energy and educating the public this workshop enhances interest in renewable solar technology and potentially increases uptake of solar energy in the community, leading to a more sustainable future both economically and environmentally.

Ramelius Resources is a local gold mining company that assisted the 2015 Festival by

making available its mine site catering company (Action Catering) to cook the Alfresco Dinner at no cost to the project. Ramelius also provides a gold display. The company will again be approached to assist with the 2016 festival. All funds raised from paying patrons at the dinner are donated to a local youth project.

Water Authority provides free bottled water for the event.

LOCAL VOLUNTEERS


Festival organisers are conscious of the need to broaden community sponsorship contributions from local businesses, especially those that benefit from the event. It is also aware of the inherent challenges in a small regional economy.

3.4 Local Volunteers

It is the responsibility of the Event Manager to recruit and orientate volunteers for the Astro-‐Rocks Fest. Local participation is critical to the success of the event. It is estimated that a total of 10 local volunteers are required to help run the event during the festival, with more required for various tasks in the run-‐up. The primary sources of volunteers are set out in TABLE 2 (below).

LOCAL COMMUNITY


TABLE 2: VOLUNTEERS BY ROLES

Volunteers Role

Mount Magnet District High School

Enable students to contribute art works & organise educational activities

Wirnda Barna Art Centre Art exhibitions

Mount Magnet Visitors Information Centre

Marketing & Promotion

Mount Magnet Pastoral and Mining Museum

Displays

Mount Magnet Seniors Food stall

Mount Magnet Gymkhana Club Food stall

Shire of Mount Magnet Administrative tasks

Others Rock and gem displays

Marshals at each venue

3.5 Workshop Presenters and Activities

The festival sources astronomical, geological and artistic expertise from well beyond the town (mostly Perth), as well as from within. The following have been key contributors to past festivals who travel to Mount Magnet to contribute:

Scitech Astronomical Group of Western Australia (AGWA); International Centre for Radio Astronomy Research (ICRAR); Astronomy Education Services; Fireballs in the Sky; John Goldsmith Celestial Visions; Kalamunda Lapidary Club; Stargazers Club of Western Australia; and Department of Mines and Petroleum (Geological Survey of Western Australia).

Involvement of professional and amateur enthusiasts from beyond the region is made possible by reimbursement of travel costs of some workshop contributors.


3.6 Value of In-‐Kind Contributions

The total value of in-‐kind contributions for the 2016 event is estimated at $32,050 as set out in Table 3 (below). TABLE 3: IN-‐KIND CONTRIBUTIONS

Item Value

Catering Alfresco Dinner (Action Catering)

$25 x 200 dinners 10 volunteer caterers @ $25/hour x 2 hours

$5,500

Local Community Volunteers

Badimaya Welcome to Country $100 Wirnda Barna Art Centre staff 10 hours @ $25 Volunteers 100 hours @ $25/hour Local displays, exhibits & presentations 20 hours @ $25/hour Mount Magnet Seniors 4 hours @ $25/hour Mount Magnet Gymkhana Club 4 hours @ $25/hour.

$3,550

Volunteer contributors from Perth

Astronomy Education Services Astronomy Group of Western Australia Fireballs in the Sky ICRAR John Goldsmith Celestial Visions Kalamunda Lapidary Club Scitech Stargazers Club of Western Australia Department of Mines and Petroleum (Geological Survey of Western

Australia) National Rock Garden

$10,000

Community Venues (waiver hire fee)

High School (heritage precinct) Art Centre Oval

$500

Shire Resources:

Administrative staff Planning time (200 hours @ $50/ hour (av) = $10,000 Mount Magnet Visitors centre (40 Hours @ $50/hour) Use of vehicle fleet & equipment to assist set-‐up & set-‐down/ clean up of

streets & parks 5 hours @ $100/hour = $500

22,500

Total In-‐Kind $42,050


3.7 Event Management

A professional event manager has been contracted by the Shire to coordinate the project in 2016, with assistance from the Shire’s Tourism Promotions and Development Officer based at the Mount Magnet Visitors Centre (MMVC), Administration Officer, Finance Manager and Financial Assistant and CEO.

The Event Manager is responsible for:

Proactively managing the project day to day;

Recruitment and orientation of volunteers;

Establishing clear and achievable objectives and timelines;

Balancing competing demands for quality, scope, time and cost;

Adapting project specifications to mitigate risk; and,

Delivering the project in accordance with planned specification.

The appointment of event managers represents a substantial investment by the Shire. It will be the first time this event has had professional management. Previous festivals were managed through the Shire’s Visitors Centre, supported by the CEO. Event Nation, a Geraldton based company, has been contracted by the Shire for the 2016 festival. They are accountable directly through the Shire CEO.

CREATIVITY


3.8 Tasks and Timeframes

TABLE 4 (below) sets out a schedule of tasks and timeframes to be undertaken on an annual basis in the lead up to the festival. It is critical that the cycle commence early to allow time for marketing and promotion activity ahead of the event. TABLE 4: SCHEDULE OF TASKS AND TIMEFRAMES TASKS Nov Dec Jan Feb March April May June Budget Obtain quotes

Seek funding

Confirm venues

Recruit volunteers

Funding decisions

Engage suppliers

Marketing & promotion

Stage Astro-‐Rock Event

Report, Evaluate & acquit

TOURISM


3.9 Emergency Service Management

Emergency service procedures and contact details are set out in the Mount Magnet Astro-‐Rocks Fest Risk Management Plan. The Event Manager will update the Plan annually ahead of each event. Ambulance, first-‐aid, police, state emergency and medical services are all provided for as articulated in the plan (refer to Appendix 2).

The Event Manager is responsible for ensuring the following emergency service tasks are carried out:

Orientating and arranging to have responsible volunteer marshals allocated to each venue.

Checking building conformity with emergency management regulations, ensuring

appropriate emergency fire exits are working and that fire management equipment is available on site. All Shire buildings, such as the Recreation Centre, should already be fully compliant.

The volunteer fire brigade will be notified of the event, but will not be requested to

be at the event.

Mount Magnet Police will be informed of the event and have personnel available on the day. Security personnel will not be employed given the scale and nature of the festival.

St John's Ambulance volunteers will be on standby at the event. Mount Magnet's

Nursing Post does not open on Saturdays.

Mount Magnet District High School teachers and Shire staff with up-‐to-‐date Senior First Aid Certificates will be requested to attend the event as volunteers and will carry small first aid kits in the event it is necessary.



3.10 Evaluation

Evaluation is part of a process of continuous improvement that will inform the management of future festivals. A greater focus on festival evaluation is made possible by the employment of a professional Event Manager. The Shire has evaluated previous Astro-‐Rocks Festivals on the basis of:

a final report prepared by the Mount Magnet Visitors Centre tabled for the information of Shire Councillors; and,

records of attendance at particular venues such as exhibitions, workshops, the

market, Mount Magnet Hall, Picture Theatre, Wirnda Barna Art Centre and the Alfresco dinner.

Commencing 2016 a more systematic and rigorous approach to evaluation will be adopted inclusive of:

a written report prepared by the event manager for the information of the Shire and funding bodies;

festival attendance achieved through the use of a registration system and admittance by lanyard;

hard copy evaluation forms made available at all venues for the public to complete and submit in a secure box;

on-‐line survey administered by the event manager following the event utilising an email list compiled with the assistance of the Shire;

festival budget comparison with actual expenditure report; photographs of the event; and, recommendations for improvement.

The option of engaging an independent evaluator may be considered at future festivals beyond 2020, subject to securing a source of funding.



4. Strategic Direction

4.1 Overview

This section of the plan discusses the position of the Astro-‐Rocks Festival within the broader context of higher level regional and state planning. It also presents a SWOT analysis identifying the key strengths, weaknesses, threats and opportunities of the project.

4.2 Vision 2020

We envision that by 2020, the Astro-‐Rocks Fest will be recognised as the premier ‘astro-‐rocks’ themed community event in the state.

The following inter-‐linked set of strategies will be employed in order to achieve the Astro-‐Rocks vision.

To invest significant Shire resources (funding and in-‐kind) in the event;

To make the conduct a successful festival a key performance indicator for the Shire;

To employ a professional event manager with marketing expertise;

To develop a marketing and promotion plan;

To actively seek broader local business support;

To upgrade services provided by the Mount Magnet Visitors Centre;

To formulate a Tourism Development Business Plan;

To invest in more planning documentation to position the festival as eligible for

additional grant funding;

To broaden the grant funding base of the Festival by exploring potential new

sources; and,

To employ a suitably qualified consultancy firm with relevant expertise and

experience in regional WA to advise on tourism strategy.



4.3 Regional Planning Framework

The Astro-‐Rocks Festival is a strategic activity that sits within an overarching policy and planning framework that sets a consistent strategic direction for the Shire of Mount Magnet. The framework recognises:

a critical need to diversify the local economy, especially by encouraging greater

tourism;

the potential to establish the region as a place recognised for its contribution to

science and technology;

the importance of retaining population by ensuring regional residents have access to

a liveable social and cultural environment; and,

The potential to capitalise on our region’s unique forms natural and human capital.

The policy framework encompasses several planning documents

Shire of Mount Magnet Strategic Community Plan 2012-‐2022 The Astro-‐Rocks Festival is a key strategy to advance community development, environmental and economic development objectives set out in our Community Plan:

Community Development: “To provide, in partnership with other organisations for the social, recreational and cultural needs of residents and encourage a sense of involvement and community pride.”

Environment: “To promote and protect the quality of the Mount Magnet

natural and built environments in cooperation with the business community, local Aboriginal organisations and the mining, tourism and pastoral industries.”

Economic Development: “To facilitate economic development and encourage

and support investment and employment opportunities.”

Mid West Investment Plan 2011-‐2021

Investment in the Astro-‐Rocks Festival aligns with identified regional outcomes concerned with revitalising and promoting the region. Relevant outcome statements set out in the regional Investment Plan include:

Outcome 2: Improved access to, and participation in, artistic and cultural activities and facilities.

Outcome 3: Demonstrate the ‘investability/liveability’ of the Mid-‐West to

attract and retain people to the region.

Outcome 12: Continued expansion of the tourism industry o Attractions and services to satisfy a diverse profile of tourists. o Mid-‐West region to be a major tourism destination with an established brand. o Unique tourism experiences.


Department of Regional Development and Lands Strategic Plan 2012

This plan lends support to the growth of regional communities in Western Australia by supporting local government authorities in planning and implementing key projects and activities that build community inclusiveness.

4.4 Tourism Development Strategy

The Shire of Mount Magnet is committed to the approach outlined in the Mid West Tourism Development Strategy and the 2050 Mid West Regional Blueprint also identifies opportunities to diversify regional tourism through the development of “niche opportunities such as Aboriginal tourism, geo-‐sites, geo-‐tourism and research tourism” which create “authentic connections with visitors and increase visitation to and across the region” (2014, p. 69). Planning documents provide evidence of continuing trend growth in RV tourism and anecdotal evidence of increases in international tourism from Europe, especially during the hotter (traditionally ‘non-‐tourist’) months.

The combined geology/astronomy/arts/community education themes differentiate the Astro-‐Rocks Festival from other events in Western Australia, offering a unique experience. There are somewhat similar events that are seen as complementing the Astro-‐Rocks Fest:

The astronomy theme is part of a broader regional identity. The adjoining Shire of Murchison to the north holds a bi-‐annual Astro-‐fest in August. Unlike the Astro-‐Rocks Festival, it is a ticketed event focussed exclusively on astronomy. On-‐going communication between the two Shires is necessary to ensure that the two events continue to be mutually supportive, a process currently aided by engaging the same event manager for both festivals.

ICRAR holds regular seminar events targeting scientists, astronomy groups and enthusiasts. Unlike the Astro-‐Rock Fest these are not community events. ICRAR is an active contributor to Mount Magnet’s Astro-‐Rock Fest. Go to: http://www.icrar.org/news/seminars/events2/askap-‐2016-‐the-‐future-‐of-‐radio-‐astronomy-‐surveys

The Outback Children’s Exhibition is a state-‐wide exhibition of artwork and writing about life in the outback which draws attention to the experiences of children engaged with School of the Air and Distance Education. Staff from the Schools of the Air and West Australian Newspapers travel to visit children on pastoral stations as part of the event. Astro-‐Fest is similar in that it also highlights the artwork of students, but on a purely local basis.

The Golden Outback Festival is a two-‐day event celebrating Outback Art and Lifestyle. Activities include an art exhibition and an Indigenous Fashion Show. People associated with organising Golden Outback have previously attended the Astro-‐Rocks Festival, building a valued relationship. The Astro-‐Rocks event will be promoted with the assistance of the Golden Outback Festival.


These other events all complement the Astro-‐Rocks Festival by providing a useful source of potential contacts, presenters, ideas and activities.

5.5 Tourism Promotion Strategy

The Shire of Mt Magnet is committed to developing a formerly fledgling Visitor Centre (MMVC) into a significant ‘state of the art’ tourism information resource serving the Mid West region. A purpose-‐built Visitor Centre, including a well credentialed Mining and Pastoral Museum, was launched in 2012. The Centre offers local, regional and statewide travel information, brochures, maps and giftware. The establishment of these facilities reflects a strong commitment by both the Shire of Mount Magnet and the State Government to tourism development in this region.

A grant funding application by the Shire has been lodged with Tourism WA for consideration under the Regional Visitor Centre Support Grants Program (RVCSGP). If successful funds will be used to:

develop on-‐line website information, reservation and on-‐line merchandising capacity; install roadside signage; attain ATAP and VCAR tourism accreditation; upgrade equipment; and, develop a business plan.

The MMVC currently attracts about 3,000 visitors per year. The tourism challenge is to encourage the existing ‘passing trade’ to break their journey and experience the region while they are there. There are lessons to be learnt from the positive experience of other regional towns that have leveraged off their location on a major highway between iconic sites. The visitor centre at Halls Creek, for example, located between Broome’s iconic Cable Beach and the Purnululu National Park provides an exemplar of what can be achieved.

EDUCATION


4.5 Festival SWOT Analysis

This section highlights the strengths, weaknesses, threats and opportunities of the festival.

Strengths

Local enthusiasm and attendance at

the event.

-‐ high level of local volunteer

participation from the school, art

centre, gem collectors and amateur

astronomers;

-‐ Engagement of children.

Relationships critical to success

have been built with key partners.

Substantial commitment of

resources by the Shire of Mount

Magnet.

Funding support from Lotterywest.

Festival management and planning.

Weaknesses

Limited capacity for marketing and

promotion outside Mt Magnet.

Travel costs involved in bringing in

volunteer expertise.

If annual funding is not secured

Festival activities will need to be

scaled back.

Distance from Perth is a barrier to

visitors.

Some activities vulnerable to

adverse weather.

Opportunities

To attract festival visitors from

beyond the town.

To invest in planning

documentation.

To broaden the funding base.

To revitalise the town.

Incremental approach to growing

the event over time.

Threats

Festival funding not sustained.

Local economic decline:

o pastoral

o mining

o tourism.

Failure to diversify regional

economy.

Failure to continue process of

revitalising the town.


5. Marketing and Promotion

5.1 Overview

This section outlines the marketing strategy for the 2016 festival, the target audience numbers and the promotional tools to be employed.

5.2 Marketing Strategy

The three previous Astro-‐Rock Fests have all been highly regarded. Most of those in attendance have been town residents. The extended marketing strategy now is to successfully promote the event to:

The broader Mid West region beyond the town; and Niche organisations and individuals with a focus on astronomy, geology or related

arts practice throughout WA. The Shire of Mount Magnet and adjoining shires, together with the Mid-‐west Development Commission, recognise the strategic importance of working together towards shared regional tourism objectives. The 2016 Astro-‐Rocks Fest will be marketed to people in neighbouring shires through regional cooperation between local government authorities. Flyers will be sent electronically to each shire for distribution and display in public places.

Communication for the festival project will be undertaken electronically wherever possible to keep travel and accommodation costs for the Geraldton based event manager to a minimum.

5.3 Target Numbers

At previous festivals it has only been possible to estimate attendance numbers on the basis of people at particular venues. A system of registration prior to venue entry makes it possible to obtain a more accurate count of overall festival attendance. Following registration, attendees would be given a lanyard to enable entry to all venues. Registration also makes it possible to collect basic information about where participants are from, their

LOCAL PRODUCts


interests and age group. Such data enables analysis to check that targeted market segments are being reached. The target group for the first three festivals was mostly limited to people in the town and nearby. There is potential to target greater visitor numbers beyond Mount Magnet. Commencing 2016, the event will also target:

residents throughout the Mid West Region; and, ‘astro-‐rock’ enthusiast groups throughout WA, both professional and amateur.

The target attendance for the 2016 event is 600 people. It is considered realistic and achievable because:

The three previous Astro-‐Rock Fests attracted largely local audiences estimated between 300 to 530 people with a minimal advertising budget;

The Shire has invested its own resources in employing a professional event manager (‘Event Nation’) with a marketing background to promote the 2016 event; and,

The 2016 festival seeks a significant investment in marketing and promotion from Lotterywest.

An overall annual audience growth rate of approximately 10% per annum is projected over the 5-‐year period 2016-‐2020 as shown in CHART 1 (below). A greater emphasis on promotion and marketing is required to achieve these targets. CHART 1: ASTRO-‐ROCKS ATTENDANCE PROJECTIONS

Assumptions

Mount Magnet Shire participation grows @ 2%/annum. Visitors from elsewhere in WA grow @ 10%/annum. Interstate numbers grow @ 2%/annum.


5.4 Marketing Tools

A range of cost-‐effective marketing strategies will be employed to promote the Astro-‐Rocks Festival, as summarised in TABLE 6 (below). TABLE 5: MARKETING STRATEGIES

TYPE TARGET GROUP

Radio

-‐ ABC Midwest radio -‐ 6PR

Regional listeners

Promotional Flyers Public Notice boards in Mount Magnet

Regional local government authorities such as:

community facilities Recreation Centres Visitors Centres Caravan Parks Shopping Centres Shire offices.

Print Media

-‐ Mid West Times -‐ The Geraldton Guardian

Regional newspaper reader feature articles

Paid advertising

Website & Social Media Internet users

Science enthusiasts/groups

Website Internet users

Mailout Direct post to ratepayers & other known addresses of stakeholders (NB: many households do not have internet access.)

The strategies employed will include:

Posters, Flyers and Bill-‐boards: o distribution of flyers at key public access points within the Mount Magnet

community: -‐ library -‐ Shire office -‐ MMVC -‐ supermarket -‐ post office -‐ school -‐ Wirnda Barna Art Centre.

o billboards and signage on entry to Mount Magnet.


Direct Contact: o ICRAR; o Scitech; o Geraldton Astronomy Group; o other identified astro-‐rock enthusiast groups.

Electronic: o advertising the festival on the Shire of Mount Magnet website event calendar; o posters sent digitally to neighbouring local government authorities for public

display (Shires of Cue, Sandstone, Yalgoo, Meekatharra, Murchison, and City of Greater Geraldton);

o on-‐line event listing through Australia's Golden Outback and Tourism WA websites;

o development of a festival email distribution list for use as an on-‐going resource (with the assistance of Shire administration);

o social media.

Media: o press release by Event manager to Mid West regional media outlets (approved by

the Shire of Mount Council; o interviews on ABC Midwest Radio in the lead up to the event; o Shire of Mount Magnet Newsletter; and, o targeted newspaper and magazine advertising.

Mount Magnet Visitors Centre: o Face-‐to-‐face promotion; o Merchandising (gems, rocks, jewellery, books, craftwork and art); and, o Accommodation services.

Public acknowledgement of festival sponsors: o logo’s displayed on all flyers and posters; o promotional clothing worn by volunteers; o ‘thank you’ in the Astro-‐Rock Festival Official Opening speech; and, o Sponsor mention relating to the award of prizes.

5.5 Mount Magnet Visitor Centre

The further enhancement of the Mount Magnet Visitors Centre (MMVC) is integral to a median term marketing strategy to attract visitors to the Festival and other local tourist product.

The MMVC is currently in the process of obtaining Visitor Centre accreditation, both under


the Australian Tourism Accreditation Program (ATAP) and the Visitor Centre Accreditation Program (VCAP). Accreditation is a mark of quality, reliability and integrity. The process ensures that Centres are legally compliant, and utilise a range of operational procedures and management documentation that meet required standards. Accreditation links visitor centres into a process of continuous improvement, enabling both front and back office processes and procedures to be enhanced over time. The achievement of accreditation for the MMVC is a performance objective for the CEO of the Shire of Mount Magnet. The Shire has applied for a Tourism WA Regional Visitor Centre Sustainability Grant (RVCSGP) to enable the MMVC to significantly enhance services to visitors. A funding decision is imminent. The grant would contribute to the development of the Centre in the following ways:

establish a website presence;

wi-‐fi access offering visitors short-‐term connectivity;

online booking capability and merchandising capacity;

establish the Bookeasy tourism reservation system;

purchase roadside signage;

purchase equipment (cash register and display cabinets);

enhance capacity to promote the Astro-‐Rocks Fest; and,

provide funding for a tourism Business Plan.

The Council is working towards the development of a ‘hub and spoke’ collaborative relationship between the MMVC and smaller less resourced Visitor Centres at Cue, Sandstone, Meekatharra and Yalgoo.

CREATIVITY


5.7 Tourism Business Planning

The Shire has applied for funding to develop a tourism business plan to shape how it can invest and continue to build on its tourism assets. Professional advice is required to effectively market local tourism product that includes the Astro-‐Rocks Fest.

A critical consideration is to identify ways to enhance the quality, value and appeal of experiences for visitors to the region. More than marketing, it is also about linking local operators to initiatives that build their capacity. The Mid West Regional Blueprint identifies this as critical to growing the visitor market and building a stronger profile in the region (p. 68).

The RVCSGP funding application to Tourism WA includes a request to enable the development of a 5-‐year MMVC Business Plan. The Plan would:

establish S.M.A.R.T. business objectives;

promote clear ‘geo-‐tourism’ and ‘astro-‐tourism’ niches for the MMVC;

identify strengths, weaknesses, threats (risks) and opportunities;

develop strategies to grow the number of visitors;

progress the development of a ‘hub and spoke’ regional approach to tourism that

seamlessly connects with adjoining regional towns;

project future visitor numbers based on trend data;

provide a detailed operational and capital budget with income and expenditure

projections; and,

set forth a realistic pathway to financial sustainability within 5 years based.

Quotes have been obtained from three suitably qualified consulting firms with relevant experience in regional WA. Should the RVCSGP application be successful, the requirement for the Business Planning phase would include provision for:

Travel to Mt Magnet to assess Visitor's Centre requirements and meet with key

stakeholders including the Shire of Mt Magnet;

Discussions with Tourism WA and the Mid-‐West Development Commission;

Access to visitor numbers and other available data sources;

Identification of funding requirements for future development of the MMVC;

Photographs of centre and local tourist features and resources;

Drafting the plan and dissemination for comment prior to finalising findings and

recommendations; and,

Professional graphic design and formatting of written document.


6. Budget

6.1 Overview

The Shire plans to use the 2016 event as a springboard towards making Astro-‐Rocks a significantly larger and financially sustainable event over the next five-‐years. This section of the report sets presents the 2016 budget, identifies the value and source of in-‐kind contributions, identifies revenue sources and provides budget projections over the next five years.

6.2 Festival Budget 2016

The total budget for the 2016 festival is $96,603, subject to approval of funding from the Mid West Development Commission. Full details of the budget are set out in the spreadsheet at Appendix 3.

Many of the activities programmed for the festival as driven by local people and organisations such as the local school. There is little or no cost involved. However, other ‘headline’ activities such as the services of Astronomy Education Services, Scitech and the Earth Science Museum need to be purchased from beyond the region. It is proposed that the Shire meet the cost of such activities. There are however, two exceptions. Lotterywest will be asked to make a significant contribution to enable Scitech to be involved in the event as previously, and also to fund the screening of an appropriately themed feature movie at the outdoor cinema. In addition Horizon Power will again be asked to contribute $1500 Community Sponsorship for a solar arts activity.

Budgeted travel costs (fuel reimbursement, meals and accommodation) are a significant component of the budget, but critical to the prestige and marketing of the event beyond the town. Such expenditure enables presenters with recognised relevant expertise to travel from Perth to Mount Magnet. These include representatives of ICRAR, a collaborative centre with international reputation for excellence in astronomical science and engineering. It also includes Scitech, WA’s leading science education centre and staff from Perth-‐based universities able to offer an engaging and interactive science experience programs for people of all ages.

A significant marketing budget is required to enable the festival to reach its potential audience through Mid West wide regional promotion and niche marketing to organisations and individuals with an interest in geology, astronomy and related arts. Lotterywest have been asked to meet these costs.

It is proposed that the operational costs for the festival are to be shared between Lotterywest and the shire. Lotterywest is being asked to meet the costs of the public address sound system and cleaning. The shire would meet all other operational costs.

The Shire of Mount Magnet is investing in order to enable the festival to grow to its full potential by purchasing services in the areas of event management, strategic planning and evaluation. The event manager is Event Nation based in Geraldton. A lesson learnt from previous festivals is that professional event management can add considerable value. In addition to the development of this strategic planning document, the Shire proposes to engage a competent and experienced evaluator to assist the Event Manager with data


collection and reporting to inform a process of continuous improvement. John Scougall Consulting may assist the Event Manager with aspects of these tasks.

The Council of the Shire of Mount Magnet will endorse the final Astro-‐Rocks budget each year prior to the festival proceeding. The endorsement will include both financial and in-‐kind contributions once the extent of available funds is known.

6.3 Revenue Sources

Currently there are two main revenue sources for the festival:

Shire of Mount Magnet; and,

Lotterywest.

The main items of expenditure met from the Shire of Mount Magnet’s commitment of resources to this project are:

professional event management; and,

headline festival activities as organised by Scitech.

The Community Event Grant application to Lotterywest requests funding for the purposes of:

operational costs;

promotion and marketing;

prizes;

travel costs;

educational presentations and workshops; and,

planning.

PARTNERSHIPS


The Shire plans to grow the budget for future festivals beyond 2016, contingent on identifying and securing additional grant funding. Additional sources to be explored beyond 2016 may include:

Country Arts;

Healthway;

Tourism WA; and,

Festivals Australia.

The Shire is aware that it needs to demonstrate it has a comprehensive festival planning regime in place in order to attract additional investment:

Annual Project Plan;

5-‐year Strategic Plan;

Risk Management Plan;

Promotion and Marketing Plan; and,

Communication Plan.

6.4 Economic Impact of Festival

The Astro Rocks Fest is projected to have a positive impact on the local economy in Mount Magnet. Estimated impact for the 2016 festival is shown in TABLE 6 (below). The festival is projected to inject $105,000 into the town’s economy.

TABLE 6: ESTIMATED ECONOMIC IMPACT 2016 FESTIVAL

Expenditure x Attendance

Local Mount Magnet

Other Mid West

Intrastate Interstate Total

Projected Attendees (est) 350 150 90 10 600

Average daily spend (est accommodation, food, beverage, fuel & giftware)

$50 $100 $200 $200 $88

Length of Stay/Festival 2 2 2 2 2

Total Expenditure $35,000 $30,000 $36,000 $4,000 $105,000


TABLE 7 (below) projects economic benefits over the next 5 years at in excess of $5.7m based on the following assumptions. Most of the growth in attendance is expected to come from non-‐residents who have a higher daily expenditure on average because of a greater requirement for fuel, food, beverage and accommodation and also greater spending power than most local people.

Attendance by local people is rapidly approaching saturation given the relatively small population of the Shire. TABLE 8 assumes an annual rate of growth of local people attending at 2%. Interstate numbers also assume an annual growth of just 2% because promotion and marketing is not on a national scale. Inter-‐state visitors are likely to be passing trade. It is expected high growth in festival visitor numbers is achievable from within the greater Mid West Region and also from astro-‐rock enthusiasts (mostly but not exclusively in Perth). Growth in these market segments is projected at 10%, subject to effective marketing and promotion.

TABLE 7: FESTIVAL VISITOR EXPENDITURE 2016-‐2020

Estimated Expenditur

e by Attendance

Local Mount Magnet Shire

Other Mid West Region

Other Intrastate Visitors

Interstate Visitors Total

Attendance 350 150 90 10 600 2016

Expenditure $35,000 $30,000 $36,000 $4,000 $105,000

Attendance 357 165 92 11 625 2017

Expenditure $35,700 $33,000 $36,720 $4,400 $109,820

Attendance 364 182 94 12 651 2018

Expenditure $36,414 $36,300 $37,454 $4,840 $115,008

Attendance 371 200 96 13 680 2019

Expenditure $37,142 $39,930 $38,203 $5,324 $120,600

Attendance 379 220 97 14 711 2020

Expenditure $37,885 $43,923 $38,968 $5,856 $126,632

Total Expenditure over 5 years $182,141 $183,153 $187,345 $24,420 $577,060


NB: Key Assumptions

Mount Magnet Shire participation grows @ 2%/annum and expenditure is $100 each per festival. Visitors from elsewhere in the Mid West grow @ 10%/annum and expenditure is $200 each per festival. Other Intrastate numbers grow @ 2%/annum and expenditure is $400 each per festival. Intrastate numbers (other than the Mid West Region grow @ 10%/annum and expenditure is $400 each per festival. Interstate numbers grow @ 5%/annum and expenditure is $400 each per festival.

6.5 Financial Management

The Shire of Mount Magnet employs a Finance Manager and Financial Assistant responsible for the Shire’s financial records and management and reporting to the CEO. It is intended that both officers will be utilised to maintain the financial records for the festival and ensure expenditure does not exceed budget allocation.

The Shire has not received any penalties or missed reporting deadlines or been prohibited from receiving funding by any source. The financial records for the festival with be the subject of standard annual audit processes.

7. Conclusion The Astro-‐Rocks Fest is an event purposely designed to build upon the natural, human, cultural heritage and infrastructure assets of Mount Magnet. It is locally driven and has realistic targets, stated objectives and clear deliverables. However, professional event management, targetted investment in marketing and promotion and detailed planning are required to grow the festival to its full potential. Council is determined to develop a fully-‐fledged resource package including website, online merchandising, installation of roadside signage, ATAP and VCAR accreditation and development of a sound business plan with the assistance of external expertise. Mt Magnet is positioned to offer a unique event which promotes the outstanding regional attributes which highlight the wonder of clear skies and ancient rocks. The combination of its geology, astronomy, arts and community education themes serve to differentiate this festival from other community events in Western Australia. Council envisions that by 2020 the Astro-‐Rock Fest will be recognised as the premier astronomy and geology event in the State. Our vision for the future development of the festival is separated into 3 distinct phases as follows: By 2018

Substantial investment in marketing and promotion throughout the Mid West region

and astro-‐rock interest groups statewide.

Attendence of 726 separate individuals.

A reputation for excellence and an established presence in the regional calender.

Community acknowledgement of the signifcant socio-‐economic benefits of the event.


By 2020 Attendance of 878 separate individuals.

Visitors from outside the shire will comprise the main sector of attendance growth.

A host of identifiable Astro-‐Rock groups involved in the event.

Broadening of business contributions.

Realisation of a significant and beneficial socio-‐economic impact on the broader Mid

West region.

By 2026

Specific “brand” recognition of the Astro-‐Rocks Fest occuring beyond the Mid West

Region.

Commencing of strategies to market and promote the event beyond WA.

Establishment of a corporate sponsor partnership.

Widespread recognition of the event as having a significant socio-‐economic benefit.

The key to realising these aspirations is investment in four key areas:

targetted marketing beyond the Shire

enhanced local capacity to raise tourism standards

local presenters collaborating with visiting experts; and

the provision of greater opportunities for community members to participate in the

administration of the event.

Achiving these goals will require a focus on upgrading the MMVC, tourism planning, the employment of an event manager and an updated comprehensive strategic plan.


Appendices Appendix 1: Astro-‐Rocks Program of Events (2016 Draft Only)

Appendix 2: Astro-‐Rocks Festival Risk Management Plan (2016)

Appendix 3: Astro-‐Rocks Festival Draft Budget (2016)


References

Australian Bureau of Statistics. (2011). Census on population and Housing 2011.

Australian Bureau of Statistics. (2013). Mount Magnet(S). Buckley, A. 2010. Profiling the Shire of Mt Magnet: A Community Study, CSIRO Minerals Down Under National Research Flagship, Minerals Futures Cluster Collaboration Report; Curtin University, Centre for Research and Graduate Studies-Humanities, CSIRO Child Australia. (2014). Mid West Regional Children’s Services Plan. Prepared for the Department of Local Government and Communities. Independent Schools Council of Australia. (2012). Socio-Economic Profile of Schools.

Shire of Mount Magnet. (2013). Business Case Proposal: For Completion of the Murchison Region Vermin Cell with the construction of 480km of Vermin Proof Fence.


Appendix 1: 2016 Astro-‐Rocks Draft Program of Events

The Astro-‐Rocks Festival is a community celebration of the geology and astronomy of the Murchison region. The program is organised with Geo-‐fest (rock) themed events held during the day and Astro-‐fest (geology) themed events at night. The activities are an eclectic mix of social activities, displays, exhibitions, workshops, awareness raising, science education, children’s activities, cultural heritage and tourism promotion. It celebrates both the wonder of the universe and the talents of local people. In addition to the activities, relevant geology and astronomy reference texts and other reference materials are made available to encourage further engagement and understanding of the importance of this region’s rocks, gemstones and minerals. A range of venues are utilised throughout the town:

Recreation Centre; Town Oval; Wirnda Barna Arts Centre; Frangipani Garden; Picture Theatre Gardens; Anzac Hall; Mount Magnet Visitors Centre; Mining and Pastoral Museum; and, Mount Magnet District High School.

The draft scheduling of events will broadly accord with TABLE 1.1 below. The Astro Rocks Fest facilitated by Scitech is the main event planned for 2016. The main venues are the Mount Magnet Recreation Centre and the Oval. Details are as follows: Program: 15:00-‐17:00 Scitech staff arrive and set up 17:30-‐21:00 Event open to the general public 21:00-‐22:30 Scitech staff pack up and depart Show Times: (shared stage in undercover area at the front of Recreation Centre) 17:45-‐18:15 Element of Surprise Show 19:15-‐19:45 Flight Show Space Dome Times: These are 15-‐minute general public sessions for a maximum 25 people/session. The audience is immersed in a large inflatable planetarium and explore the universe just as astronomers have throughout history discovering the features of our solar system and its nearest neighbours. The venue is the squash court. Groups meet in front of the Recreation Centre and follow the solar lighted path. 17:45-‐18:00 Spacedome session 18:15-‐19:00 Spacedome session 19:15-‐19:30 Spacedome session


19:45-‐20:00 Spacedome session 20:15-‐20:30 Spacedome session 20:45-‐21:00 Spacedome session. Science Shows: 30 minute show suitable for all ages. A lively mix of experimentation, interaction and amazing demonstrations of science. Volunteers from the audience are called up to assist presenters. Content includes ‘From Bubbles to Flight’, ‘Biology to Air’, ‘Be Surprised by Chemistry’ and ‘Move It!’. The overall draft program for 2016 is as outlined in TABLE 1.1 below. TABLE 1.1: DRAFT 2016 EVENT SCHEDULE

When Event Start & Finish

Venue

Alfresco Dinner 5pm-‐7pm Picture Theatre Park Friday 13 May

Themed feature movie 7pm-‐9pm Outdoor Picture Theatre

Educational Presentations

Workshops

Rock & Gem Displays

9am – 2pm School Heritage Precinct

Anzac Hall

Pastoral & Mining Museum

Art & Photographic Exhibitions

2pm – 5pm Wirnda Barna Arts Centre

Saturday 14 May

Telescope Viewing

Scitech Space Domes

Glow in the dark water rockets

Cultural interpretation of the night sky

5.30pm – 10pm

Mount Magnet Oval


TABLE 1.2 (below) is an indicative list of activities (in alphabetical order) that may be considered for inclusion in the DRAFT festival Program (subject to funding). Major events are highlighted in blue.

Event Description

Alfresco Dinner The local bush delicacy of stew with damper is served in the Frangipanni Forecourt. Local gold producer Ramelius Resources, through their minesite catering company (Aaction Catering), provide a delicious hot food selection. The bush damper recipe is courtesy of the Bidi Bidi Centre. Local volunteers join Wirnda Barna Art centre trainees to both decorate the tables and serve the dinner. All funds raised are donated to the Wirnda Barna Youth Art Project.

Astro Rocks Art Display A photographic and art exhibition by students of the Mount Magnet District High School; our artists, geologists and astronomers of the future!

Astro-‐fest Telescope Night Viewing

Opportunity to view the heavens with ICRAR, highlighting prominent features of the universe such as: -‐ Jupiter’s moons -‐ Ice caps of Mars -‐ Lunar craters -‐ Rings of Saturn.

Astrophotography Exhibition An exhibition curated by the renowned astro-‐photographer John Goldsmith. His accomplishments include his latest publication entitled ‘The Universe’.

Australia’s Golden Outback Geo-‐tourism

Brochures and banners distributed through the Mount Magnet Visitors Centre promote two of the outstanding geological sites in the region, Mount Augustus and Walga Rock.

Boogardie Orbicular Granite Display

Paul Jones of Boogardie Station provides this extremely rare display of ancient granite estimated at 2.6 billion years. The rock is filled with attractive patterned orbs when cut. Orbicular granite is featured in the National Rock Garden in Canberra and Tiergarten, near the historic Brandenburg Gate in Berlin. A large tonnage of this orbicular granite was transferred to the ‘Global Stone Peace Park’, a Worldwide project conducted over a decade ago by Wolfgang Kraker von Schwartzenfeld.

Creative Artwork Art and craft exhibition by students of Mount Magnet District High School.

Creative Rocks for Children Children’s workshop facilitated by Gemma & Karen.

Dissecting Meteorites Hands on activity for children in the park conducted by the ‘Fireballs in the Sky’ Team from Curtin University involving the dissection of a meteorite rock.

Down to Earth Markets Market stalls operate in the Picture Theatre Park Gardens. Visitors can purchase rocks, gemstones and jewellery amongst other items. Members of the Kalamunda Lapidary Club return to the festival each year to share their eclectic collection of gemstones and


information about lapidary.

Edward de Courcey Clarke Earth Science Museum Rock Display

Curator John Reeve and a colleague from the University of Western Australia share fascinating geological insights with the public.

Garangu Solar Art Activity A workshop delivered by Wirnda Barna Artists in association with Horizon Power that highlights the significance of the sun in our lives. The activity relates to the story of Garangu, the sun, an important marker of Aboriginal identity represented at the centre of the Aboriginal flag as a giver of life and a protection. It demonstrates how paint reacts to the sun. (This event is Community Sponsored by Horizon Power).

Geological Survey of Western Australia Poster Banner Presentation

The Department of Mines and Petroleum (Geological Survey of Western Australia) has developed poster banners highlighting the geological character of local rocks: -‐ Australites (Australian tektites) -‐ Windimurra, Narndee and Youanmi Magma Chambers of the Murchison Mineral Field, Mount Magnet and Yalgoo Districts, (possibly one of the thickest magma chambers in the world).

Glow in the Dark Rockets A fun activity led by ICRAR.

Heritage Walk The Mount Magnet Visitors Centre promotes this short town walk that includes stone heritage buildings and a diverse rock feature that forms a natural geo park.

Indirri Marda Art Exhibition Artworks by Wirnda Barna Artists. Many paintings are inspired by Badimaya and Watjarri language and concepts relating to the night sky constellations and rocks. Language is used around the walls and in artwork and photograph captions. Visitors are encouraged to engage with local language.

Meteorite Right, Meteorite Wrong

The Fireballs in the Sky Team from Curtin University present a workshop on how to identify meteorite rock.

Mineral Micro Mounting Prospector Fred Rose presents a collection of rock crystals to promote the fast growing recreational interest in Mineral Micro Mounting. The hobby has been popularised by rock collectors living in urban areas.

Murchison Geo Photographic Exhibition

This exhibition captures images of natural geo landscapes, rock art and structures built from local rock in the Murchison Region. The photographs are a reminder of how plentiful and diverse the natural geo-‐landscape of the Murchison is, and how integral rocks are to our way of life. A prize is awarded for the ‘best image’, determined by the votes of those who visit the exhibition.

Murchison Rocks offroad tracks to ancient formations in the Murchison and Beyond

This is an exhibition featuring the art work of Frank Dale and AW Thomas. Visitors are given a ‘walkabout tour’ of the art that explains the use of local ochre, natural pigments and mixed media. The art is both a visual and a philosophical experience, exploring themes of habitat and heritage.

Mystery Box Workshops The workshops are for students at the Mount Magnet District High School. The workshops are facilitated by the University of Western Australia’s John Reeve.


Night Sky Tours and Universe Tour

Presentation courtesy of Astronomy Education Services (AES) Facilitated by Rick Tonello.

Official Opening This event officially launches the festival. Official guests are welcomed & sponsors acknowledged (See ‘Welcome to Country’ below). These may include: -‐ Minister for Tourism and Minister for Regional Development or delegate -‐ Community elders -‐ Star Gazing Club WA -‐ Australia’s Golden Outback -‐ International Centre for Radio Astronomy Research (ICRAR) education outreach team -‐ Scitech -‐ Astronomy Educational Services (AES) -‐ Astronomy Group of Western Australia (AGWA) -‐ LotteryWest -‐ Tourism WA -‐ Horizon Power -‐ Mid West Development Commission -‐ Ramelius Resources -‐ Forum Advocating Cultural and Eco Tourism (FACET) -‐ Shire President -‐ Shire CEO.

Oldest Rock on the Planet Local identity Ron ‘The Rock Man’ Ashlin and his brother Les unveil the “Oldest Rock” ever found, discovered in the Murchison Region a decade ago. The discovery of this rock resulted in re-‐dating the age of the Earth after the zircons were confirmed at 4.374 billion years of age!

Picture Theatre Gardens Feature length movie shown in the outdoor Picture Theatre Gardens.

Pop Up Cafe Community fundraiser conducted by the Mount Magnet Seniors.

Ramelius Gold Bearing Ore Display

Local gold mining company, Ramelius Resources, display an excellent sample of local gold bearing ore.

Scitech’s Interactive Science Shows

The show is a series of Scitech Workshop activities that include the Scitech Space Dome.

Space Age Sausage Sizzle

A Gymkhana Club fundraiser.

Spirit of Stone: Monsignor Hawes Stone Churches

Presentation by Fr Robert Cross, Director of Heritage in the Catholic Diocese of Geraldton. It is the story behind the extraordinary stone churches constructed throughout the Midwest, Gascoyne and Murchison Regions. They were designed and built early last century by missionary architect priest Monsignor John Cyril Hawes. The churches are now recognised as world treasures. The presentation includes the original hand drawn and painted plans. The Monsignor Hawes Heritage Drive Trail and the Camino San Francisco pilgrims walk trail are promoted.

Square Kilometre Array (SKA) -‐ Murchison Widefield Array Radio Telescope Mode

This is a presentation about the world’s largest radio telescope. The purpose and functionality of this massive and recently constructed facility located in the Murchison region is explained.


Story Time and Colouring In Children’s workshop facilitated by Gemma & friends.

Tourist Drive The Mount Magnet Visitors Centre promotes a local regional driving

trails to visitors that encompasses features such as: -‐ ‘The Amphitheatre’ (the site of an ancient waterfall); -‐ ‘The Granites’ (a place of significance to Badimaya people); -‐ Australia’s smallest Dalgaranga meteorite crater; -‐ Walga Rock, largest gallery of Aboriginal rock art in Western Australia; and, -‐ Mount Augustus (the largest rock in the world!).

Tracking Meteorites -‐ Finding Meteorites

Presentation by the Fireballs in the Sky Team from Curtin University explaining how to find and track meteorites. The presentation includes information about the: -‐ Desert Fireball Network Project; -‐ Fireballs in the Sky app; -‐ Latest research updates and stories; and, -‐ Understanding lunar soils.

Treasures of the Earth Rock Collection

This remarkable collection has been donated to the Shire of Mount Magnet, for perpetual public viewing by Ron ‘The Rock Man’ Ashlin. His motto is that the rocks belong to the people of the world. They are on display in the Mining and Pastoral Museum operated by dedicated volunteer members of the Mount Magnet Historical Society. It is considered one of the best regional museums in Australia. The museum is located adjacent to the Mount Magnet Visitors Centre.

Waterwise Rock Garden Workshop

Local presentation highlighting the waterwise plants that are best suited to easy care rock gardens. The workshop features the use of terracotta pots, solar paint and pebbles to make rock gardens.

Welcome to Country Everyone is welcomed on behalf of the Badimaya people and their ancestral spirits who live in the land.


Appendix 2: Astro-‐Rocks Festival Risk Management Plan (2016)

The 2015 Astro-‐Rocks Festival Risk Management Plan, developed with the financial assistance of Lotterywest, is currently being updated.

RISK MANAGEMENT PLAN

2016 Mount Magnet Astro Rocks Fest PREPARED BY

EVENT NATION


DISTRIBUTION 1) Distribution of this document is controlled and centralised through the Event

Coordinators -‐ Jodi Reilly at Event Nation 2) Document copies are available by request through Warren K Olsen CEO from the

Shire of Mount Magnet 3) Holders of “version controlled” documents will be automatically issued with

amendments. 4) It is the document holder’s responsibility to incorporate all amendments and

issue amended copies.

DOCUMENT HOLDER Event Nation VERSION CONTROL

Version

Date Description Prepared By

Distributed To

Issue Date

1 28/01/2016 Prepared the initial plan based on previous information on hand.

Jodi Reilly

Managing Director

Event Nation


Warren K Olsen

CEO Shire of Mt Magnet

28/01/2016

2 01/03/2016 V2 – revised based on site meeting and contact with service providers

Jodi Reilly

Managing Director

Event Nation

John Scougall (Grant writer) and Warren K Olsen

CEO Shire of Mt Magnet

01/03/2016

Mount Magnet Astro Rocks Fest RMP 2016 – Prepared by Event Nation Page 52 of 52

Mount Magnet Astro Rocks Fest 2016 -‐ Risk Management Plan

Executive Summary Coordinating an event is a complex task. It is therefore vital to maintain good records of the planning, implementation and evaluation process before, during and after an event. To facilitate this and to adhere to best practice and meeting legislative requirements (specifically in terms of events that cater for 1000+ patrons), it is imperative that a well-‐structured and concise Event Risk Management Plan be compiled detailing the key objectives of the event and how risks will be managed that may potential impede the achievement of these objectives. For the purpose of this document, an Event Risk Management Plan from here on will be referred to as a Risk Management Plan (RMP). A Risk Management Plan supports the Events Risk Management Policy (Appendix 9) and underpins other event related plans, such as: Emergency Management/Evacuation Plans; Traffic/Transport Management Plans; Noise Management Plans; Security/Crowd Control Plans and Communication Plans, as the RMP will identify and facilitate the assessment of risks across these areas of the event, which in turn will provide the pertinent information to compile these respective plans. The Risk Management process utilised in managing these risks is based on industry best practice standards and is comprehensively covered in the RMP, and aids the Event Organisers / Committee and other key stakeholders to formulate an Event Risk Register. Purpose The RMP has been designed as a guide and is based on the AS/NZS ISO 31000:2009 Risk Management – Principles and Guidelines and the WA Department of Health’s: Guidelines for concerts, events and organised gatherings. The Plan allows the Event Organiser and key stakeholders to follow a proven set of steps to identify risks that may affect the event, assess their likelihood / consequences and if deemed appropriate to devise effective action plans to address the high rating risks, to minimise or at best eliminate their adverse effects on the event. Scope This RMP is based on the Mount Magnet Astro Rocks Fest 2016 event to be held at a range of venues throughout the town of Mount Magnet on 13-‐14 May 2016 and the information herewith is based on this specific event’s objectives, activities, functions, key stakeholders and the management of risks that have the potential to occur prior, during and post event. It will capture these risks, detail their respective assessments and outline proposed risk treatments/actions plans in a concise Event Risk Register. Authority This Plan is developed under the authority of the Shire of Mount Magnet Astro Rocks Fest 2016 Event Committee and will be executed under the authority of the Shire of Mount Magnet.


Critical Assumptions

The Event Organisers /Committee and other key stakeholders have a fundamental understanding of managing risk in an event

All relevant parties agree on the importance of managing risks in an event A proper and exhaustive risk identification process has been undertaken involving all key

stakeholders All relevant parties agree on the importance in the development of a risk management

plan and risk register in terms of exercising due diligence. All relevant parties are aware of and agree on the event’s Likelihood, Consequence, Risk

Rating and Risk Tolerance matrices in terms of assessing and treating risk All relevant parties are aware of and agree on the set tolerable levels of risk for this

event and the associated escalation rulings Adequate public liability insurance and coverage has been agreed upon between the

Shire of Mount Magnet and their insurer, upon the provision of a RMP being documented

All participants in this event are made aware of the associated risks that are NOT easily identifiable and of common knowledge to all

Event Organisers -‐ Event Nation and Shire of Mount Magnet are aware of their legal obligations in terms of Duty of Care under the WA Civil Liability Act 2002 and the WA Occupational Safety & Health Act 1984

Framework This RMP will outline and document for the reader these significant areas in relation to the Event’s key deliverables and the management of risk in this Event:

Defining Risk Management Risk Management Standard Risk Management process Concept of the Event’s operations Identified high rated Event risks Proposed Event risk treatments Emergency Response Operations Training requirements RMP Review and Maintenance Appendices

o Event Course / Site Maps o Key Stakeholders – Consultative Group o Determining Context of the Event o Risk Tables & Matrices o Event Risk Register o Treatment/Risk Action Plans o Event Incident Management o Event Operational Debrief


o Event Checklists


Defining Risk Management Events of any category will be confronted by internal/external factors and influences that may generate some uncertainty in the viewpoint of the Event Organisers/Sponsors and other key stakeholders as to whether or not they will achieve and/or exceed their Event’s key objectives. This uncertainty and its effect on the Event’s objectives are defined as “risk”. The Australian / New Zealand Standard 31000:2009 – Risk Management – Principles and Guidelines, defines risk management as the: “Coordinated activities to direct and control an organisation with regard to risk”. In relation to an Event, the above definition will also apply, with a slight modification in terms of how activities are managed to guide and direct an Event Organiser/Committee in ensuring that risk is adequately managed across all areas, functions and activities of an Event, with the goal of ensuring minimal or no adverse effects on achievement of its objectives. Key values/benefits of risk management:

Encourages proactive Event management amongst all key stakeholders Enhances stakeholder confidence and trust Better identifies both Event opportunities and threats Increases the likelihood of achieving and exceeding the Event’s key objectives Addresses compliance with Event legal and regulatory, State and/or Council

requirements Provides assurance to the Event Organiser/Sponsor’s insurer that all aspects of

managing risk in the Event have been effectively addressed Captures the more critical risks and ensures that robust treatment / action plans are

implemented to reduce these risks’ levels Ensures that all Event critical success factors, such as: Finance, Reputation, People

(Safety& Health), Environment, Property, Community & Event objectives have been accounted for to minimise Event losses

Ensures Event Organiser/Committee post Event learning so gaps in this Event’s processes and procedures will be managed and not repeated at the next scheduled Event

The relationship between the principles for managing risk, the structure in which risk management takes place and the associated series of steps of risk management are detailed in the Australian / New Zealand Standard 31000:2009 – Risk Management – Principles and Guidelines.


Risk Management Definitions & Terminology For the purpose of this Risk Management Plan these definitions (Reference AS/NZS ISO 31000:2009) will apply:

RISK – The effect of uncertainty on objectives

� effect – may be positive or negative � uncertainty – state, even partial, of deficiency of information related to a future event,

consequence or likelihood � objective – may be financial, safety, health, reputation, environmental, or defined in

other terms

RISK SOURCE – object or activity which may give rise to risk

� Also referred to as a “hazard” � A hazard can be tangible or intangible

LIKELIHOOD – the chance of something happening

CONSEQUENCE – outcome of an event affecting the achievement of objectives

RISK CONTROL – a measure implemented to modify risk

RISK LEVEL – magnitude of a risk measured as a combination of consequence and likelihood

RISK OWNER – person or entity with the accountability and authority to manage a risk

STAKEHOLDER – person or organisation that can affect, be affected by, or perceive themselves to be affected by a decision or activity

RISK MANAGEMENT – coordinated activities to direct and control an organisation with regard to risk.

RISK MANAGEMENT FRAMEWORK – set of components that provide the foundations and organisational arrangements for designing, implementing, monitoring, reviewing and continually improving risk management throughout the organisation

RISK MANAGEMENT PROCESS – Systematic application of management policies, procedures, practices to the activities of communicating, consulting, establishing the context, and identifying, analysing, evaluating, treating, monitoring and reviewing risk

Risk Management Standard AS/NZS ISO 31000:2009 is divided into 3 distinct areas in terms of managing risk:

1. Principles 2. Framework 3. Process

How these 3 areas inter-‐relate clearly defines a robust and effective methodology in terms of managing risk. The diagrammatic representation of this standard is below.


Fig. 1: AS/NZS ISO 31000:2009 – Risk Management Principles and Guidelines This Standard is comprised of three (3) Clauses: Clause 3 – Principles of managing risk: outlines the key benefits and why risk management should be performed Clause 4 – Framework for managing risk: outlines the governance of structured risk management in terms of directing and controlling risk activities Clause 5 – Process for managing risk: outlines the series of steps that ensure risks are identified, assessed, treated and monitored For the purpose of this RMP, subsequent information will be referring to the risk management process (Clause 5) of the AS/NZS ISO 31000:2009. This process is further expanded below to more comprehensively explain the steps undertaken by Event Organisers/Committee and key stakeholders in the development of their Event’s Risk Register.


Risk Management Process

Fig 2: Risk Management Process expanded (Clause 5) Each stage of the above risk management process and how it was utilised in the development of the Event Risk Register (Appendix 5) for this Event is detailed on the following pages.


Event Stakeholders ‘Your Dictionary.com’ defines a stakeholder to be: “A person or group having a stake, or interest in the success of an enterprise, business, movement, etc.” The above definition will also extend to events, as it is rare that any event is not affected in some way, shape or form by the positive and/or negative influence of specific individuals or groups. To appease stakeholder concerns and issues in the early stages of the Event’s planning stages it is imperative that effective communication and consultation, with a variety of both internal and external stakeholders, is facilitated. To ensure the “right” stakeholders are engaged in this process it is necessary for the Event Organiser to understand the dynamics and roles of different stakeholders within this Event. In mapping and preparing this Event’s Stakeholder list, the Event Organiser followed these tips: 1. Understand the stakeholders of YOUR event. Every event has specific stakeholders and although the categories might be similar groups vary significantly. 2. Understand your stakeholders’ drives. Why is this particular group of people involved in your event? What are their perceptions, expectations and requirements from the event? 3. Prioritize Stakeholders. Which needs are most critical to the achievement of your event objectives? It is usually a good practice to hierarchically organize your stakeholders by influence on the event and benefit sought. Bearing in mind such needs during the event will surely help in reminding what is really important to achieve. 4. Understand the power of community. Communities are both participants and judges of an event. Understanding their power and respecting their environment could become an exceptional promotion for your next event. Communicate and Consult Communication and consultation with relevant key Event stakeholders is paramount to ensure that all stages of the risk management process were adequately discussed and explored. These stages are:

1. Establishing the context 2. Risk identification 3. Risk analysis 4. Risk evaluation 5. Risk treatment

The consultative approach will: Assist to appropriately establish the context of the Event’s areas, functions and activities Ensure that the best interests of the Event’s stakeholders are understood and taken into

consideration Ensure that Event risks were adequately identified using effective methods, such as

brainstorming, workflows, and checklists. Utilise the knowledge and expertise of the key stakeholders in analysing these risks Clarify the risks that crossed more than one area of the Event Highlight risks that would require further attention by placing them on the “radar” of Event

Organisers/Committee and Council


Trigger the key stakeholders to consider further treatment plans and actions to mitigate risks that rated High to Extreme in certain areas of the Event.

A series of pre-‐Event meetings may be required to be conducted between all relevant stakeholders to ensure that this consultative approach is effective. These meetings will provide the forum to commence discussions and work methodically through the communication and consultation stage of the risk management process Establishing the Context The purpose of establishing the context or defining the parameters/environment for each Event area in the risk register is to ensure that the relevant Event functions, activities and processes undertaken are adequately defined to ensure that the identified risks are pertinent to the said Event area. The context for this Event’s areas in terms of the risk management process, looks at both internal and external environmental factors that could potentially impact (either negatively or positively) on the key objectives of the Event (Appendix 3). Examples of these internal and external factors that should be considered:

� Internal o Event type, time, duration o Event’s Organisers and Committee o Event’s staff roles and accountabilities o Event’s application approval – timeframes, challenges etc. o Council’s organisational policies, processes and systems

� External o Event’s site – location o Event’s vendors, performers, participants, suppliers o Weather, surrounding community, crowd dynamics

Establishing the context will also require the key stakeholders to define and agree upon the criteria to be used to assess the identified risks. To assist in understanding the methodology of risk criteria, specific likelihood and consequence matrices need to be developed that dictate the parameters when determining the overall importance / rating of the identified risks, which are further supported by risk rating, risk tolerance and current control effectiveness matrices. The likelihood of the risk defines the expected frequency of this risk during the execution of an Event activity over a defined period of time. The consequence of the risk defines the potential impacts and level of severity that this risk may present to a specific Event’s activity’s critical success factors. The predefined likelihood and consequential parameters are presented in a tabulated format for ease of interpretation and use. (See Appendix 4 – Tables 1 & 2) Risk Identification Risk identification meetings/workshops will provide the forum to discuss and brainstorm potential risks for this Event. The stakeholders involved are encouraged to consider all types of risks that may have a negative and/or positive effect on the achievement of this Event’s key objectives.


Clarifying the purpose of risk identification further, it is important to note that it does not simply consider the negative effects, but should also contemplate the positive opportunities that may arise and benefit the Event. The identification process will also recognise risks that may occur external to the Event. Hence, these risk may not be in the direct control of the Event Organisers / Committee, but upon occuring, would have significant impacts on the Event’s outcomes. The risk management process – Treatment stage, will allow the stakeholder group (referred to as ‘group’ from this point onwards) to consider further action plans that may mitigate the most severe external risks, therefore reducing their likelihood and/or consequences effects on the Event’s objectives Risk Analysis Following the risk identification stage the group are required to analyse each risk. The analysis of risk takes into consideration the causal factors and sources of the risks, their positive and/or negative outcomes, their frequency and historical data. For the purpose of this Event’s Risk Register a qualitative risk analysis is undertaken by the group, taking into consideration the existing risk controls and their effectiveness. The group will utilise the risk criteria tables agreed upon earlier to analyse the identified risks, which in turn will provide a risk rating and risk tolerance result for each identified risk. Determining the likelihood of the risk occurring relies on the group to consider when this risk last occurred, based on historical data, either captured in a documented format or from past Event experiences. The level of impact this risk could generate relies on the group considering one or more specific critical success factors and determining which factor/s would be most significantly impacted. The outcomes of the Likelihood rating (score) and Consequence rating (score) in the Risk Register produces a calculated risk level rating as per the Risk Rating Matrix (Appendix 4 – Table3). This risk level rating is known as the Residual rating; as the analysis stage has taken into account existing risk controls and their effectiveness (Appendix 4 – Table5). The Residual rating has now identified the risk that remains. Risk Evaluation The next stage of the risk management process, following on from the analysis, requires the group to appraise the Residual risk level rating for each identified risk, and determine whether or not these risks require further action in terms of reducing either their likelihood and/or consequences. To better assist the group to evaluate these risks reference was made to the Event’s risk tolerance parameters, which are summarised in Appendix 4 – Table 4. Standard Event management practices and processes were deemed adequate to control residual risk ratings that produced tolerance levels of 1-‐10. The group therefore will proceed to review in more detail and action the identified residual risk ratings that produced tolerance levels of 11-‐25: Risk Treatment Considering further risk treatment strategies is the next phase of the risk management process requiring the input of the group. The group will need to determine what strategies and actions


would suffice in reducing the residual risk rating of that specific risk to a level that can be managed by standard Event management practices and processes. Considering a risk treatment involves the following steps:

� Develop a treatment strategy determining its viability in reducing the risk tolerance level. Look at areas of cost vs benefit, which take in to account time frames, resources, finances, current operations, service delivery and stakeholders’ perceptions.

� Determine if this treatment strategy will produce one or more of the following outcomes: o Avoid the risk completely; hence cease particular Event activity causing the risk o Remove the risk source / cause o Alter the frequency of the risk o Alter the impact/s of the risk on Event’s critical success factors o Share this risk with a 3rd party, such as Event contractors or suppliers. Please note

that the sharing of a risk does not remove principal ownership of that risk from the Event Organiser.

o Transfer this risk to a 3rd party, such as the Event’s insurer. Please note that the transfer of a risk does not remove principal ownership of that risk from the Event Organiser.

o Retain the risk; hence no further treatment will better this risk tolerance score after considering all viable options. The Event’s Organisers/Committee and if required the Council decide to retain this risk and accept the associated consequences.

� Determine who the risk treatment owner will be, who is accountable in ensuring this strategy is completed within the time frame?

� Determine if the risk treatment strategy requires one or more action plans to successfully complete it

� Determine if these action plans are dependent of each other or can they be executed independently?

� Determine who the action plan/s owner/s will be; hence who will be responsible in ensuring that the work required to be undertaken is completed within the time frame and reported to the treatment owner?

� Determine if the treatment strategy will introduce further new risks in the specific Event area or will it have a knock effect on other areas?

� Determine how the treatment strategy and associated plan/s will be financed, monitored and reported on.

Treatment strategies should form part of Event’s management processes and relevant stakeholder communication and consultation. Post treatment risk tolerance levels should be communicated to the respective decision makers and stakeholders, to ensure a proper comprehension of the remaining level of risk. Ultimately the judgment to proceed further in accepting and/or reducing the level of a treated risk resides with the Event’s principal decision makers. Monitoring and Reviewing To complete the risk management process, the group understand that the Event Risk Register and associated documentation, such as the Likelihood / Consequence tables, Risk Matrix table, Risk


Tolerance table, current controls and treatment strategies / action plans require to be appraised post Event. This will highlight any potential gaps in the risk management process and structure, which can then be addressed to ensure a more robust framework, is in place prior to the next Event. This review process is undertaken during the Event’s Operational Debrief (Appendix 8) Recording the Risk Management Process All stages of the risk management process should be transparent to the Event Committee and key stakeholders. Risk management is not an “add-‐on” for an Event, but should become part of effective Event Management. To demonstrate the transparency, value and benefits of the process to all of Event staff and stakeholders it is imperative that accurate records are maintained. These records will provide the Event Organisers/Committee with:

An understanding of their Event Management requirements for continuous learning in managing risk

A demonstration on utilising best practice in managing risk A reliable source of information that can be recalled to assist in formulating informed

decisions in managing risk in future Events Adequate legal and regulatory compliance in terms of record management

Risk Management Summary The Event’s Committee key outcomes to be addressed from implementing a robust risk management framework and process for an Event are:

To have a current, accurate and comprehensive understanding of its risks To ensure risks are within its pre-‐set risk criteria To ensure continual improvement in the risk management framework To understand accountability for the risks To utilise risk management in all decision making To ensure ongoing communication and reporting of risk to Event stakeholders To ensure that risk management becomes part of the Committee’s governance structure in

its achievement of the Event’s key objectives.

Concept of the Event’s Operations This is the forth occasion that the Mount Magnet Astro Rocks Fest has been held. The event includes Indigenous rock art workshops, rock collection displays, astro photography viewing and presentations, an outdoor cinema screening, and night sky observing with Indigenous interpretation. The event includes stalls and activities run by the Shire of Mount Magnet and other invited activity facilitators. General information DETAILS

Event Organiser: Shire of Mount Magnet

Event Coordinators: Event Nation Coordinator Contact:


General information DETAILS Work Mobile: Email:

+61 (0) 8 9964 6088 0488 488 462 [email protected]/[email protected]

Event Committee and frequency of meetings

As required

Event Specifics DETAILS

Event Name: 2016 Mount Magnet Astro Rocks Fest

Event Description/Purpose: Shire of Mount Magnet tourism promotion attracting crowds to the town of Mt Magnet

Event Start Date and Time: Friday, May 13, 2016 4.00pm

Event End Date and Time: Saturday May 14, 2016 9.00pm

Event Venue: See Appendix 1 for venue map

A range of venues are utilised throughout the town: Anzac Hall Frangipani Garden Mining and Pastoral Museum Mount Magnet District High School Mount Magnet Visitors Centre Picture Theatre Gardens Recreation Centre Town Oval Wirnda Barna Arts Centre

Event Target Patrons: 600

Expected patron numbers: 600

Event promotions & ticketing: Social media, media releases and community newsletters

Event entertainment & activities:

There is an array of activities for adults and children scheduled around the town

Event food, alcoholic beverages and water:

Alcohol Free event, free water for volunteers by Water Corporation refreshments and food on sale at various outlets.

Event Security & Crowd Control:

n/a

Event Lighting; Power, Gas and Water infrastructure:

Each of the venues have their own lighting water and power.

Event Smoking & Drugs: Smoke and alcohol free event


Event Specifics DETAILS

Event Toilets/Restrooms: Sufficient number of toilets at the different locations throughout the town venue for guest expectancy

Event Waste Management Sufficient rubbish bins allocated different locations throughout the town venue for guest expectancy for expected waste

Event Parking: Each venue has ample room for parking

Event Transport (Public): Not required

Event Traffic Management: Not required

Event Temporary structures: TBA

Event Approvals, Licenses & Permits:

N/A

Event Organiser’s Insurance – Public Liability cover

Yes

Event Contractors & Volunteers

Volunteers are still TBC Catering – This is still TBC Event Nation

Marketing

Marketing is underway – media releases and event posters. Adequate information and location map will be included on marketing material by Shire of Mt Magnet Housekeeping will be covered at the beginning of each venue’s event

Event First Aid / Medical facilities

Nominated Shire of Mt Magnet staff member with current first aid certificate on site with up to date first aid kit and roster in place for regular breaks

Event Set up time: (Load -‐ in)(estimate)

3 hrs

Event Clear / clean up time: (Load -‐ out)(estimate)

2 hrs


Events Programme The following is a draft working document. PROPOSED ORDER OF EVENTS Friday 13 May 2016

Time Proceedings Venue PAX

9.00am – 4.00pm

Treasures of the Earth Rock Collection/Mining and Pastoral Museum

Visitor Centre/Museum Complex

30

11.55am – 12.50pm

1.20pm – 2.20pm

Mystery Box Rock Workshop for students

Workshop to discover about rocks

High School Library Years 7/8

Years 5/6

5.00pm Civic Reception for presenters & visiting guests

Badimaya Welcome to Country & Official Opening

Wirnda Barna Art Centre

5.00pm – 7.00pm

Wirnda Barna Artists Exhibition

“Indirri Marda” Launch name TBC

Wirnda Barna

Art Centre

150

5.30pm – 7.00pm

Alfresco Dinner

Dinner under the stars.

Menu: meat stew and damper/ Vegetable soup and damper. Non-‐alcohol event

Hosted by Wirnda Barna Art Centre / proposed to be held across in the Town Park

150

7.00pm – 9.00pm

After sun sets

Outdoor Movie – GP – Suited for all ages

Astro-Rock themed feature family film

Outdoor Picture Garden 150

PROPOSED ORDER OF EVENTS Saturday 14 May

Time Proceedings Venue PAX

9.00am – 12.00pm

Fundraiser Pop up Café

Serving refreshments, tea, coffee and light lunch

Seniors Centre 50

9.00am – 2.00pm

Down to Earth Markets

Stall holders

Picture Theatre Garden Park

200


9.00am – 2.00pm

Service Providers Display and activities Park across from Wirnda Barna – tbc next site visit

200

9.45am

11.45am

12.45pm

Mystery Box Rock Workshop for students

Workshop to discover about rocks

ANZAC Hall 30 actually involved.

Others view participa-‐nts

9.00am – 3.00pm

Art Exhibition

(TBC ) Presentation by Astro/GEO artist

ANZAC Hall 500

9.00am – 3.00pm

Festival of Rocks

Rock and poster displays, demonstrations, Mineral Micro Mounting for Beginners (microscope)

ANZAC Hall 500

10.00am – 11.30am

Creative Rock and Astro Art for Children

Rock craft – paint and paste

Craft station colouring in

Picture Theatre Garden Park or Park across from Wirnda Barna (tbc next site visit)

20-‐30

11.00am – 11.30am

1.30pm – 2.00pm

Storytime Park across from Wirnda Barna – tbc upon next site visit. Enough shade?

11.00am – 2.00pm

Sandwiches, salad plates and refreshments available for sale

ANZAC HALL kitchen

1.30pm – 3.30pm

Hands on activities

Picture Theatre Garden Park or Park across from Wirnda Barna – tbc upon next site visit

50

3.30pm – 4.30pm

Scientist Talk -‐ Fireballs in the Sky and the Desert Fireball Network, meteorites, shooting stars, etc

NEED to change venue

In the shed out the back of the Wirnda Barna Art Centre or ANZAC HALL?


1.00pm – 1.30pm

Geo Heritage Walk

A street walk past buildings and structures made from local stone

Naughton Street Heritage Precinct Walk

25

1.30pm – 3.30pm

Afternoon Tea

Refreshments

Frangipani Forecourt Wirnda Barna Art Centre

50

4.45pm Space Age Sausage Sizzle

Providing BBQ food and non-‐alcoholic drinks

Recreation Centre 150 -‐ 200

5.00pm Solar and moon viewing Town Oval 100

5.30pm – 5.45pm

Official Welcome

Welcome to Country, Speeches, “housekeeping” with “do’s and don’ts” around astronomy/activities equipment

MMHS Dance performance?

Recreation Centre Undercover

500

5.30pm – 9.00pm

Astrophotography Exhibition

Astro photographs exhibited on walls and display boards

Recreation Centre 500

5.30pm – 9.00pm

5.45pm – 9.00pm

SKA Display

Large display board and support items

Astronomy observing

Viewing astronomy objects in sky using telescopes

Recreation Centre 500

5.45pm – 6.15pm

Scitech Science Show

Science Show using various equipment

Recreation Centre verandah

50

6.30pm/7.00pm/8.00pm/8.30pm

Space Dome – 15 min tours

Inflatable Space Dome in which a planetarium tour is given

Squash Courts – needs power and more visibility

100-‐120


7.15pm – 7.45pm

SciTech Science Show

Science Show using various equipment

Recreation Centre Verandah

50

Time TBC Fireballs in the sky Recreation Centre Oval inside stall and outside patch of lit area -‐ TBC

7.30pm – 8.30pm

Sky Tour

Viewing Astronomical objects using directed torch light

Town Oval 100

8.35pm Universe Tour Presentation Recreation Centre Undercover

100

8.00pm – 9.00pm

Glow in the Dark Water Rocket Launches

Launching water rockets

Town Oval 100

9.00pm Event Official closes event -‐ packdown

Event Locations & Facilitators LOCATIONS ACTIVITY FACILITATORS TBC CONTACT ANZAC Hall Maureen Murat 0428 359 932

Frangipani Garden Frank Walsh 0408 935 908

Mount Magnet Visitors Centre /Mining and Pastoral Museum

MMS -‐ Relief Staff 08 9963 4172

Mount Magnet District High School Liz Tuckey Principal 08 9963 4081

Senior Centre -‐ Fundraiser Pop up Cafe Seniors Groups – Karen Williams 0400711615 Picture Theatre Gardens SMM -‐ Amber Sievwright

/Maureen Murat 0437 619 581 0428 359 932

Recreation Centre/Oval SMM -‐ Amber Sievwright 0437 619 581

Wirnda Barna Art Centre Frank Walsh 0408 935 908

Event Contacts Organisation -‐ Role -‐ Responsibilities

Contact Name Telephone Landline/Mobile

Mount Magnet Astro Rocks Fest 2016 Warren K Olsen Chief Executive Officer

0429 400 519

Event Coordinator -‐ Event Nation Jodi Reilly 089964 6088


Event Contacts Organisation -‐ Role -‐ Responsibilities

Contact Name Telephone Landline/Mobile

Event Coordinator -‐ Event Nation Gina Jenkin 089964 6088 Film Operator -‐ Picture Theatre Amber Sievwright

/Maureen Murat

0437 619 581

0428 359 932

Down to Earth Markets Gina Jenkin Amber Sievwright

08 9964 6088 0437 619 581

Manager -‐ Wirnda Barna Art Centre Frank Walsh 0408 935 908 Volunteer -‐ Mount Magnet Seniors Group

Karen Williams 0400711615

ICRAR Astrofest Kirsten Gottschalk 0438 361 876 Scitech -‐ Operator TBC Scitech -‐ Emergency Outreach Manager TBC Rebecca Rees 0478 882 929 Scitech -‐ Outreach Office TBC Kirsty Mines 9215 0741 Presenter -‐ Monsignor Hawes Geraldton Diocese Heritage

Fr Robert Cross 0400 216 088

Volunteer -‐ Geo Heritage Walking Tour TBC Adrian Morrissey 0458 779 586 Volunteer -‐ Artist Presentation tbc Volunteer -‐ Prospector Presentation Frank Rose 0458 697 903

Volunteer -‐ Rock Display Ron Ashlin 0437 972 780

Volunteer -‐ Rock Display Patricia Bascombe 0402 812 203 Fireballs in the Sky Lucy 9266 7168 Astronomy Education Services John Tontello 0417 961 357 Mt Magnet Gymkhana Club Janet Jones 0407 572 208 Emergency Numbers Contact Name Telephone

Landline/Mobile

FIRE EMERGENCY -‐ Fire Rescue Service Fire & Emergency Services Authority of WA -‐ FESA

000 0427 024 125

AMBULANCE EMERGENCY -‐ St Johns Ambulance Non-‐emergency

000 131233

POLICE EMERGENCY Non-‐emergency

000 (08) 9963 3222

SES -‐ Unit Manager Dallas Wheatley 0458 614 816


Induction for Activity Facilitators


Identified Risks Below is a summary table that indicates the Event risks that were identified and assessed in order of lest likelihood: Risk #

Risk Description Likelihood Score

Consequence Score

Risk Rating Level

1 Catering burns 1 2 Low (2) 2 Vehicle Safety Management -‐ Accidents 1 3 Low (2) 3 All Activities -‐ Disturbance due to local

unrest 1 3 Low (3)

4 All Activities -‐ Failure to ensure timely and effective emergency management

1 3 Low (3)

5 Activities communications -‐ Breakdown 2 2 Low (4) 6 All Activities -‐ Failure to ensure robust

contractor management 2 2 Low (4)

7 Weather hazards 2 2 Low (4) 8 Lost Children 3 1 Low (4) 9 Accidents -‐ stage accidents, slip trip fall

hazards at venues 2 2 Low (4)

10 Catering -‐ Food poisoning/failure to ensure safe handling/serving of food and beverages

1 4 Low (4)

11 Entertainers -‐ Children safety 1 4 Low (4)

12 Electrical equipment incidents 1 4 Low (4) 13 Insect stings 1 4 Low (4) 14 Snake bites 1 5 Low (5) 15 Bomb Threats 1 5 Low (5) 16 Sunburn 3 2 Low (6)

17 Children playing -‐ cuts and scrapes 3 2 Low (6) 18 Alcohol & drug abuse, crowd control 2 3 Low (6)

19 Entertainment injuries 3 6 Low (6)

20 Fire risk 2 3 Low (6)

21 Catering -‐ Food allergy reactions 2 4 Medium (8)

Proposed Risk Treatments A summary of some key risk treatments is provided below for the purpose of reducing the High to Extreme rated risks to an acceptable level, whereupon standard Event management processes and procedures will adequately manage these risks. More detailed risk treatment/action plans have been documented below.


St John Ambulance has been advised of the event and Shires first aid staff member is advised to call direct for emergency 000 or for non-‐emergency ambulance on 9334 1234 Risk #

Risk Description -‐ HIGH to LOW risks

Risk Control

1 Catering burns Venue emergency management and evacuation procedure (includes Fire). Event emergency management plan (includes First Aid arrangements). Cold water on hand. Barriers to separate cooking area from public Event to be alcohol free Pre-‐event venue safety inspection to be completed by Shire Staff/Activity Facilitator.

2 Vehicle Safety Management -‐ Accidents

Sufficient parking throughout the Mount Magnet event locations with signage and safety awareness addressed with housekeeping at each event location. Forecourt to be defined /separated from vehicle parking area by placement of drums along border. Vehicle movement to be prohibited during Astronomy Observing on Town Oval activity. Vehicles only to be moved during event if essential, and only with a vehicle travelling at walking pace and with a person acting as a spotter outside of the vehicle.

3 All Activities -‐ Disturbance due to local unrest

Venue emergency management and evacuation procedure. Event emergency management plan (includes First Aid arrangements). Event to be alcohol free Police to be alerted/requested to be in attendance/readily available.

4 All Activities -‐ Failure to ensure timely and effective emergency management

Ensure trained first aiders (or equivalent) will be readily available during all hours of event operation. Check availability of Nursing Post/Nursing assistance Ensure evacuation plans are in place for the Outdoor Picture Theatre Movie; Pop-‐up Cafe. Ensure all Venue evacuation plans are applicable to the days/hours when events will be running.

5 Activities communications -‐ Breakdown

Establish phone/email groups for: emergency communications; general communications. Communication via SMM website. Email group established for key stakeholders. Signage in place that identifies event venues. Event program that includes schedule and map of venues, emergency contacts to be provided to key stakeholders and readily available via website and at event venues.

6 All Activities -‐ Failure to ensure robust contractor

Event health and safety induction to be provided by nominated SMM Representative to Activity Facilitators.


Risk #


Risk Control

management Engaged contractors to hold required insurances.

7 Weather hazards 1. Alfresco Dinner 2. Outdoor

Movies 3. Night

Astronomy Viewing

Monitor weather pattern leading up to event to be held outside with alternative set up plan B (indoor option available) 1. Event to be relocated into Wirnda Barna Art Centre undercover facility in the event of wet weather. 2. Event to be cancelled. No ticketing/charge for patrons for the event. Gallery to be held open for an extra hour and patrons to be invited to attend. 3. Event to be cancelled. No ticketing/charge for patrons for the event.

8 Lost Children Signage with direction for parents at entrance point of each venue location to make their way to First Aid Post with map included and First Aid officer/Volunteer will oversee child until appropriate parent/relative/friend has collected

9 Accidents -‐ stage accidents, slip trip fall hazards at venues

Staging is set up to the correct standard with steps and rails put into place for safety access. Event emergency management plan (includes First Aid arrangements). Pre-‐event venue safety inspection to be completed by Shire Staff/Activity Facilitator -‐ to include venue access and egress pathways.

10 Catering -‐ Food poisoning/failure to ensure safe handling/serving of food and beverages

Pre-‐event set up and inspection by Shire Staff. Catering briefed to comply with food standard code using correct storage options for temperature controls with onsite refrigeration. Hygiene procedures with wash stations in place inc and sanitisers. Emergency Procedure in place. Safety induction provided to key staff. Hot urn to be supervised by adults at all times. Access to cold water in the event of a burn. BBQ Hot plates not accessible to the public, separated by serving table. Only a small number of experienced, responsible people admitted into the cooking/serving area.

11 Entertainers -‐ Children safety

Reputable/working with children check

12 Electrical equipment incident

All power points to be used are RCD protected (by Mains or Portable). Shire of Mount Magnet (SMM) electrical equipment -‐ all tested and tagged as part of SMM electrical equipment testing and inspection program. Third Party electrical equipment -‐ to have current test and tag, and/or Activity Facilitator to undertake visual condition inspection as part of Pre-‐event venue safety inspection. In the event of rain -‐ activities requiring electrical supply to be cancelled/or Activity Facilitator to ensure electrical equipment is covered


Risk #


Risk Control

from rainfall/not getting wet.

13 Insect stings Bush repellent available at first aid station along with sting ease medication

14 Snake bites Ambulance on site. 000 will be notified of hospital arrival.

15 Bomb threats Evacuate the event/area/building immediately. The Event Organiser/Chief Warden may ask area wardens and staff to carefully check their areas for unusual/suspicious items. If identified – the items are not to be disturbed and the area to be cordoned off. Any suspicious items/packages are then reported to the Police upon arrival

16 Sunburn Shade and sunscreen options provided on the day. Guests also encourage to bring hats for children

17 Children playing -‐ cuts and scrapes

First aid kit at designated first aid area on site.

18 Alcohol & drug abuse/Crowd control

Alcohol free event, event team to monitor behaviour. Any person behaving inappropriately will be removed from the event quietly.

19 Entertainment -‐ Activity Injuries

Experienced and qualified operators to supervise entertainment with crowd/behaviour control for operating capacity.

20 Fire Risk

A fire extinguisher, fire blankets, Hose reels will be on hand with fire warden staff member from Shire of Mount Magnet nominated and briefed ready for small fires at designated area.

21 Catering -‐ Food allergy reaction

Food to be labelled of ingredients. Immediately notify first aid officer, have Ambulance on standby and notify hospital of arrival ( if required)


Emergency, Evacuation & Medical Response Operations First Aid will be managed by certified first aid officer from Mount Magnet Astro Rocks Fest 2016 committee in a designated area of the venue grounds accessible to all guests and other personnel. The area will be signed and addressed in welcoming speech with housekeeping details. Evacuation The Chief Warden and/or Venue/Area Warden will take the following into consideration when determining if and when to evacuate:

The severity of the incident The likelihood of escalation The incident becoming uncontrollable beyond the resources available Generic process of

evaluation is shown below: Reason for evacuation realised Appropriate staff assess situation Notification given to staff and patrons to evacuate to assembly points Staff to render assistance as required under direction of Event Organiser/Chief Warden

St John Ambulance has been advised of the event and Mount Magnet Astro Rocks Fest 2016. A first aid staff member is advised to call direct for emergency 000 or for non-‐emergency ambulance on 131233 if the medical condition of the patient warrants ambulance assistance. The Site Map in this document indicates first aid post and evacuation route, see (Appendix 1) Should a serious incident occur at the Event that requires the venue to be evacuated:

WA Police are to be advised immediately of the incident, and asked to respond to the emergency and assist with the evacuation.

Ambulance and other emergency services are to be contacted immediately as the need for their services have been identified.

Interoperability of the response agencies; evacuating the affected spectators safely to the assembly areas; monitoring and evaluation of the incident; is the responsibility of the Event Organiser on site.

Please refer to the Local Emergency Management Arrangement for more details. Exercise Drills Will comprise of a walk through by the event organiser who will ensure that all staff attending the event are aware of the evacuation procedure requirements.


Plan Review & Maintenance

The Event Organiser is responsible for coordinating revisions of the RMP, keeping its appendices current and ensuring that risk identification and assessment procedures and other necessary implementation documents are developed and/or maintained.

The RMP forms part of an overarching Event Management Plan and will be annually reviewed by the Event Owner

As SMM Annual Event Planner is updated, any new requirements will be incorporated into this plan.

References

o AS/NZS ISO 31000:2009 Risk Management – Principles and Guidelines WA Department of Health – Guidelines for concerts, events and organised gatherings 2009: Guideline # 4: Risk Management Support Tools – pages 107 – 115 (inclusive)

Approval Signed: ………………….………………….………………….…………………. Dated: / /2016

Event Manager/Coordinator/Organiser

Next Review Due Dated: 31 / 03 / 2016 This plan is to remain in force until otherwise determined by the Event Management Committee.


Appendix 1: Risk Tables & Matrix

CONSEQUENCE MATRIX – CRITICAL SUCCESS FACTORS OF AN EVENT (IF THE RISK WAS TO OCCUR DURING AN EVENT, WHICH ONE OF THESE AREA/S (more than one can apply) WOULD BE IMPACTED AND TO WHAT LEVEL?) (N.B: THE CRITICAL SUCCESS FACTOR WITH HIGHEST IMPACT LEVEL WILL BE USED IN DETERMINING THE OVERALL RISK RATING FOR THIS RISK)

IMPA

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1 Insi

gnifi

cant

Less than $1,000

Less than 1 hour

Injuries but not requiring first aid treatment

Unsubstantiated, low impact, low profile, no news item

Small impact on event objectives

Inconsequential or no damage to property.

Little or no disruption to the community

Little impact on environment (E.g. General litter (waste bin overflow) in one/two areas, minimal damage to grass areas)

2 Min

or

$1,000 to $10,000

1 hour to 3 hours

First aid treatment by first aid officer

Substantiated, low impact, low news profile

Inconvenient delays in achieving objectives

Minor damage to property

Minor disruptions to the nearby community.

Minor impact to the environment (E.g. General litter more widespread, more noticeable damage to grass areas

3 Mod

erat

e

$10,000 to $50,000

3 hours to 6 hours

Onsite medical treatment by ambulance personnel

Substantiated, public embarrassment, moderate impact, moderate news profile

Significant delays to achieving event objectives

Localised damage rectified by internal arrangements.

Significant disruption to the nearby community

Environmental damage requiring restitution or internal cleanup (E.g. Waste water, litter, food refuse overflow, spillages etc)

4 Maj

or

$50,000 to $150,000

6 hours to 9 hours

Extensive injuries, requiring hospital admissions

Substantiated, public embarrassment, high impact news profile, third party actions

Non achievement of major event objectives.

Significant property damage requiring external resources.

Substantiated disruptions to the wider spread community

Significant breach of legislation / significant contamination or damage requiring third party assistance

5 Seve

re

More than $150,000

More than 9 hours

Death/s or severe permanent injuries, mass hospitalisation

Substantiated, public embarrassment, very high multiple impacts, high widespread multiple news profile

Non achievement of all event objectives.

Extensive property damage

Major/multiple disruptions to the widespread community.

Major breach of legislation or extensive contamination and environmental damage requiring third party intervention and investigation


LIKELIHOOD MATRIX

HOW LIKELY IS IT THAT THIS RISK WILL OCCUR DURING AN EVENT? LEVEL DESCRIPTION EXAMPLES FREQUENCY

5 ALMOST CERTAIN Expected to occur in most circumstances More than once in an Event

4 LIKELY Will probably occur in most circumstances At least once in an Event

3 POSSIBLE Should occur at some time At least once in three Events.

2 UNLIKELY Could occur at some time At least once in ten Events

1 RARE May occur, only in exceptional circumstances Less than once in fifteen Events.

EXISTING CONTROLS

RISK RATING MATRIX

CONSEQUENCES

1 2 3 4 5 LIKELIHOOD

INSIGNIFICANT MINOR MODERATE MAJOR SEVERE

5 ALMOST CERTAIN LOW 5 MEDIUM 10 HIGH 15 EXTREME 20 EXTREME 25

4 LIKELY LOW 4 MEDIUM 8 HIGH 12 HIGH 16 EXTREME 20

3 POSSIBLE LOW 3 LOW 6 MEDIUM 9 HIGH 12 HIGH 15

2 UNLIKLEY LOW 2 LOW 4 LOW 6 MEDIUM 8 MEDIUM 10

1 RARE LOW 1 LOW 2 LOW 3 LOW 4 LOW 5

RISK TOLERANCE MATRIX

FROM THE RISK’S RATING, IS THE EVENT ORGANISER/COUNCIL/ COMMITTEE WILLING TO ACCEPT THIS RISK? HOW WILL THE RISK BE MANAGED FURTHER? LEVEL OF RISK

RISK RATING RISK

TOLERANCE MANAGED BY WHO IS RESPONSIBLE

1 – 6 LOW Acceptable Via routine Event management procedures Event staff

8-‐10 MEDIUM Monitor With adequate controls & changes to procedures Event Manager / staff

12-‐16 HIGH Management Control Required

With robust and tested controls & regular reviews of procedures and risk treatments

Event Manager / Committee

20-‐25 EXTREME Urgent Attention Only acceptable with effective controls Council / Event Sponsor


HOW EFFECTIVE ARE THE CURRENT CONTROLS IN REDUCING THE LIKELIHOOD AND IMPACT OF THIS RISK?

LEVEL DESCRIPTOR CONTROL DETAIL DESCRIPTION

E EFFECTIVE

Controls fully in place with annual self assessments, audits and updates. Various risk protection/mitigation systems are in place and are being audited and improved, with all associated procedures being regularly tested and enhanced as deemed appropriate.

P PARTIALLY EFFECTIVE

Controls being reasonably addressed. Some risk protection systems are in place and procedures exist for certain circumstances. Periodic reviews are undertaken.

N NOT EFFECTIVE

Little or no controls in place, no self assessments and/or audits being undertaken. No protection system exists or they have not been reviewed for more than 12 months. No documented and formalized procedures.


Appendix 3: Event Incident Management Register Compiled By: _____________________________________

Signature: _____________________________________

Date of Incident

Time of Incident

Nature of Incident (Injury, vehicle accident, crowd unrest – please specify)

Aid administered (first aid, emergency services – please specify)

Details of parties involved (Persons involved – names and contact numbers)

Further actions (Police reports etc.)

Incident reported by

Incident Register reviewed on this date: ________________ Name and signature of Event Owner/Coordinator: ____________________________________



Appendix 3: Astro-‐Rocks Festival Budget

The DRAFT 2016 festival budget is attached. In 2016 the Astro-‐Rocks Festival has achieved diverse funding sources as indicated in the budget below. However, the extent of any Mid West Development Commission (Community Chest Fund) assitance for 2016 is yet to be confirmed. Failure to secure such funding would substantially reduce the scale of the event and the capacity to market it beyond the population of the Shire of Mount Magnet. Beyond 2016 the Shire hopes to explore opportunities to further diversify funding sources through the involvement of agencies such as Healthway and Country Arts WA. A marquee is the only capital item proposed for purchase in 2016, as shade has been identified as an issue at previous events. Other capital items such as a water tank and telescopes may be considered beyond 2016, subject to identifying a funding source. Budget projections for out years beyond 2016 will be developed following a report on attendance achieved at the 2016 festival and the completion of a tourism business plan that is currently being undertaken. The 2016 festival is a watershed year designed to demonstrate the potential of Astro-‐Rocks. There will be greater confidence going forward if targets are met.

PROJECT ITEMS TOTAL $ (EX GST)

INCOME Shire of Mount Magnet 26,000 Tourism WA 10,000 Lotterywest 20,000 Horizon Power Community Sponsorship 1,500 Mid West Development Commission (Community Chest Fund) 39,103 TOTAL INCOME 96,603 CAPITAL Marquee (includes attachments) 3,641 Sub-total 3,641 RECURRENT 1.1 Activities Celebrity MC (‘Dr Karl’) - professional fee ($14,000) - airfare ($4,395)

18,395

Fly-motion 4,322 ICRAR 5,000 Fireballs in the Sky (Curtin Uni) 2,000


Scitech Workshops (Freight kits & exhibits) 3,100 Scitech Earth Science Museum 2,500 High Powered telescopes (Stargazers Club) 3,000 Astronomy Education Services 2,050 Astronomical Group of WA 3,000 Travel & accommodation costs

- Fuel reimbursements $2,300 - Accommodation $1,200 - Meals $1,000

8,500

Photographic exhibitions - John Goldsmith Celestial Visions - Other exhibitions

3,000

Feature film (hire) 500 Community Arts Workshops (Resources & materials) 1,850 Awards & Prizes 250 Solar Arts 1,500 Sub-total 58,967 Marketing & Promotion Mid West Regional advertising 2,245 Promotional clothing for volunteers 1,400 Advertising Astro-rock enthusiasts: - Gold Gem & Treasure Magazine ($1250 x 2)

2,500

Advertising tourism - Australia’s Golden Outback ($2,000 x 1)

2,000

Signage 750 Flyers & posters 200 Magazine 1,000 Banners (7) 500 Photography 250 Website & social media 300 Direct mail 300 Sub-total 11,445 Operational Costs Event Manager 14,000 Other Event Management

- Risk management planning - Budgeting

900

Support for Project Planning & Applications - Astro Rocks Strategic Plan - Applications to CCF (MWDC), RES (WATC),

Lotterywest, Horizon Power

4,450

Equipment hire costs - PA sound system hire ($300) - Chairs & tables ($200) - Floodlights (Rec Centre, oval, Outdoor Cinema ($300)

800

Audit 300 Festival Evaluation

- written report by external evaluator - update 2016-2020 Strategic Plan

2,100

Sub-total 22,550 TOTAL

96,603


Documents

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