NZAEP Events Update - March 2016

EventsUpdate MARCH 2016

editorial@nzaep.co.nz ­— New Zealand Association of Event Professionals, c/o P O Box 3798, Auckland 1140 ISSN 1179-3678 — Subscription is a member exclusive benefit — contact info@nzaep.co.nz for details

ETF16 Keynotes announced — See page 3

Rural Games heads north — See page 4

New Event Director for Lake Taupo Cycle Challenge — See page 10

FROM THE CEO

CEO Update: Welcome to March. Like every year, the first two months seem to disappear in a blink of an eye; even more so for the events industry as it makes the most of the good weather and is saturated with event offerings. In sorting the seminar topics, dates and venues for 2016, I recently reread my notes from Michelle Enright, speaker at the November seminar series.

Although her focus was on budgeting and financial

tips, Michelle rightfully also focussed on the importance of leadership. When we run events and are seemingly shoulder-deep in operations, the team working long hours and timelines are tight, great leadership is always key to staying ahead.

Michelle reminded us to lead the team always with, “pride, honour and respect” and for each event or month of review to ask ourselves: • Did we make every dollar and every minute count?

Know your budget and your

timeline in detail.

• Where are we heading and is this the direction we want to be?

• Was I the best I could be and did I make a difference?

• Remember when things go wrong, often stakeholders will help.

• Always excel and enjoy, with unwavering belief that this event will be successful.

While we have another busy good-weather month ahead, stay in tune with your goals

and see if the above advice from Michelle can solve your priorities.

Also, Eventing the Future 2016 is now in full planning mode set for 3rd and 4th August, and the 2016 New Zealand Event Awards applications will open on May 2nd with the awards dinner on Thursday 4th August in Auckland.

Have a great month and I look forward to seeing you soon at member events.

Vicki Watson CEO, NZAEP

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ANNUAL CONFERENCE

Vaughn Davis - The Goat Farmer - Speaks at ETF2016 the C130 Hercules for the Royal New Zealand Air Force. As a kid growing up in Lower Hutt, he spent rainy afternoons hanging around the Dowse Art Gallery looking at the paintings and waiting for someone to invent the Internet.

We are excited to have Vaughn as one of our two opening keynotes this year.

Vaughn Davis owns Aucklandbased advertising and social media company The Goat Farm, where he works with a range of clients using all manner of tricks to connect brands to people. In 2010 he wrote New Zealand’s first book on social media, Tweet This Book, and these days hosts a weekly show on the subject, Sunday Social, on Radio Live. He’s also a regular columnist and contributor to The National Business Review and Idealog Magazine.

In his spare time, Vaughn helps run TEDx Auckland and Auckland Social Media Club. Before moving into advertising, Vaughn flew

His topic: ‘Everything is broken and it rocks’ where he will take an entertaining look at a range of industry sectors, and the changes they face and how some have surfed the wave of change and others have not.

His brief is to challenge the current thinking of event professionals so that they/we remain relevant, keep up with audience expectations and meet the very new challenges of the 21st Century.

solutions from large scale projection systems to world class full projection dome systems.

He is the founder of Spyglass, one of New Zealand’s largest creative design companies, and is an acknowledged event tech guru.

His keynote address will focus on the latest innovations in technology and techniques to create a unique and engaging experience for your audience regardless of the scale and size.

We have a host of other great sessions including: • Profiling the New Zealand Event Award winners from

2015 • Event Production tools and techniques from acknowledged industry experts for those delivering events • A research stream with industry research findings linked to practice More great keynote and breakout speakers will be announced shortly.

MAKE ETF 2016 A PRIORITY FOR 2016.

Check out ETF 2016 www.eventingthefuture.org.nz The National Event Conference for Event Professionals

Other Great Speakers Scott Davis, a born and breed kiwi with 20+ years in the events industry is the second keynote to be announced.

Scott works globally providing production and design

VolunteerNet Case Study: World’s Biggest Waterslide Jimi Hunt, organiser of the World’s Biggest Waterslide, a Guinness World Record setting three day event near Bethell’s Beach in Auckland, speaks about using VolunteerNet to complete his volunteer workforce.

we don’t like to keep people stuck in the same role all day.

We also like to make the most of each person’s strengths, be it customer service or detail oriented tasks, etc.

I loaded my event three weeks ahead and got applications within a day. My timing was good as I managed to get my event promoted on the VolunteerNet home page.

What was your offering to your volunteers?

Were the volunteers good value, and of the kind event

How many volunteers did you need for your event?

We fed them, gave them a free t-shirt and as much love as possible

We need 36 volunteers per day to run the event, most of which we had sourced from various groups. VolunteerNet filled the gaps with an extra 14 volunteers.

What kinds of Volunteer roles did you need to fill for the event?

Our volunteer roles are very generalised and changing –

Events Update, March 2016

managers want?

Yes, 95% of them were really great. I would absolutely use VolunteerNet again.

To learn more about the worlds biggest waterslide visit www.livemoreawesome.com

Did you find the event and volunteer roles easy to load onto VolunteerNet? Yes, it was all very straight forward, it was easy to make contact with the applicants – it was a very useful service.

How long did it take for volunteer applications to come in?

IMAGE CREDIT: Live More Awesome Page 3

Hilux New Zealand Rural Games to shift north in 2017 SOURCE: Excerpts from NZRG Media Release, February 25, 2016 After two years in Queenstown the Hilux New Zealand Rural Games is relocating to Palmerston North next year the weekend before the start of New Zealand Agri Investment Week 2017.

The third annual Games – a free two-day event hosting national and transTasman championships for traditional sports like wood chopping, speed shearing and speed fencing alongside fun participation contests like cherry stone spitting, gumboot throwing and cowpat tossing – will take place in The Square, Palmerston North on the weekend of 11-12 March 2017.

The Running of the Wools – hundreds of sheep herding through downtown streets – will take place in central Feilding on Friday 10 March in conjunction with ‘Feilding on a Friday’ activities, which include the massive weekly Saleyards Livestock Sales, and also the Feilding Farmers Market held in Manchester Square.

After an agreement with Palmerston North City Council

and Manawatu District Council both the Games and Running of the Wools will remain in their new locations until at least 2018.

It is hoped that the Running of the Wools will also continue in Queenstown last annual event featuring the iconic merino sheep of the Southern Lakes farming region.

The most recent Games in Queenstown last month attracted around 6,000 people with an additional crowd of around 8,000 people packed into the CBD to watch the Running of the Wools. More than 200 competitors took part in 18 different events over the two days.

Games founder and trustee Steve Hollander said he was confident the new location would attract thousands more spectators thanks to growing awareness of the event nationally plus the support of local councils and tourism authorities.

“The Manawatu is a heartland rural area with an enormous catchment throughout the North Island known as ‘the middle of the middle million’.

The Games will remain a free event and staging them right in the centre of Palmerston

The most recent Hilux New Zealand Rural Games attracted 6,000 people to Queenstown to watch events including the NZ Speed Shear Championship IMAGE CREDIT: Paul Green North provides a perfect platform for us to showcase traditional sports and get more locals and visitors along to have a go themselves,” he said.

“Queenstown was a stunning location but we want to keep growing the Games and bring this essential part of our national character to a huge new audience. We’ve already received outstanding support from Palmerston North City Council, Manawatu District Council and Destination Manawatu, so I couldn’t be more positive about the future of the event.”

New Zealand Rural Games trustee Sir Brian Lochore said he was very supportive of the Games heading north.

Wall of Fire Finale for Warbirds SOURCE: Excerpts from Media Release, 16 February 2016 Warbirds Over Wanaka organisers are planning a stunning finale to this Easter’s airshow at Wanaka Airport.

The pyrotechnic team is planning the biggest ‘wall of fire’ display ever seen in New Zealand. The resulting fiery explosion will be around 400 metres long and reach 100 metres into the air.

Events Update, March 2016

The head of the 7-person pyrotechnic team is Waikatobased fireman Pete Gallagher.

“We have been putting lots of time into preparing for this massive display to end this year’s Wanaka Airshow.

The display involves using 800 litres of fuel, around two kilometres of wiring and all seven people in our team.”

“We did a ‘wall of fire’ at Wanaka a few years ago but it was pretty small compared with what we have planned for this year. It will be the

biggest such display ever attempted in New Zealand,” says Pete.

Warbirds Over Wanaka Airshow organisers have been working with Wanaka airport management and emergency services to ensure the display is safe.

Airshow General Manager, Ed Taylor, says they will have additional fire appliances and water tankers on standby on the far side of the airfield just in case. Foam and water will

“While the Games have been very successful and well received in Queenstown, the shift to a more highly populated rural community is a good move. Having the Running of the Wools in Feilding will be great to coincide with the biggest sale complex in New Zealand,” he said.

“I think the masterstroke is having the Games on The Square, right in the centre of Palmerston North. It’s a big student town so there would be no shortage of people coming to have a go. The support from local councils also shows that this shift is welcome and will be successful.”

be used to dampen down the immediate area around the blast zone in the days leading up to the airshow.

“It’s been pretty dry down here over Summer so we had already decided to have some additional fire-fighting facilities on standby and access to extra water sources just in case. We have had great support from the local volunteer Fire Service plus from Queenstown Airport Corporation in ensuring we have all the equipment needed on site,” says Ed. The ‘wall of fire’ will be weather dependent.

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Queenstown announced as host location for 2017 GODzone

Welcome to NZAEP’s new members!

Organisations:

Cycling New Zealand Kapiti Coast District Council Individuals:

Karen Watkins

Linked In NZAEP Group Team Starship paddle into Queenstown Bay, 2012. CREDIT: Supplied SOURCE: Media Release, 18 February 2016 New Zealand’s preeminent adventure and tourism destination, Queenstown, has been announced as the location for the 2017 edition of GODZone.

As the largest expedition length adventure race in the world, Chapter 6 of GODZone will attract competitors from around the globe to compete.

Race Director Warren Bates says Queenstown will be one of the star attractions for the 2017 event.

“Queenstown is a captivating place for adventure with its spectacular mountain ranges, crystal clear lakes, fast moving rivers and is fast becoming one of the world’s pre-eminent mountain bike locations. It is known as the Southern Hemispheres premiere lake and alpine resort and is undoubtedly New Zealand’s favorite adventure destination. We couldn’t ask for a more dazzling setting to host next years GODZone,” says Bates.

In an unprecedented move, the organisers have

Events Update, March 2016

announced the 2017 host location earlier than previous years due to significant interest in the adventure race that this year has attracted New Zealand Rugby Legend Richie McCaw. “Chapter 5 sold out in just two hours and we have received a huge amount of enquiry about where we will go for Chapter 6 – there is a real buzz about the event at the moment.

It makes sense to get the destination out as soon as possible, giving teams plenty of preparation time to plan coming to GODZone next year,” says Bates.

Many teams turn the event into a longer holiday or add sightseeing to their itinerary. With the family friendly location and allure of Queenstown it is important to facilitate that by giving as long a lead time as possible.”

Entries for the 2017 GODZone in Queenstown will open on the 1st July 2016 and team spots will be strictly limited as in previous years.

Bates says the Queenstown course, that will remain a secret until the event gets

underway, has been five years in the making.

“As a company we are fortunate to be based in the Queenstown and New Zealand’s Southern Lakes region. It’s a fantastic place to work and play. Ever since GODZone started we have been working on creating an amazing event and course to showcase our backyard. There is so much to see and do here, so many adventure activities to take on and the wilderness is on the town’s doorstep.

I personally am very excited about hosting the teams here and taking them to places theyhave never before experienced.”

GODZone 2016 is being hosted in Kaiteriteri and the greater Tasman district from the 2nd – 9th April. The 70 competing teams can be followed via GPS tracking online at the live GODZone website with 24 hour news updates, photos, video and commentary.

GODZone is an official member of the Adventure Racing World Series and a qualifier for the AR World Championships.

Over 250 members have already signed up to the Linked In exclusive NZAEP Group.

Visit www.linkedin.com/ groups/nzaep-6934807 to get involved.

NZAEP Facebook Page

See what over 345 of your colleagues are liking! Like our Facebook page HERE.

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SUPPLIER FOCUS

Partnership between leading event company and online staffing website proves a winner Event Impressions, one of New Zealand’s most imaginative and accomplished event creators, has formed a standing relationship with Sidekicker to help with its casual workforce. Having worked with Sidekicker throughout February, they have now built up a pool of over 15 Sidekicks who they now consider to be

part of the Event Impressions team.

Managing Director Jeff Alexander says that the technology and simplicity of the whole process has made the relationship a success and will continue to use Sidekicker going forward. “I can now continue to build my pool of casuals with quality

Sidekicks assist Uber with the Uber Ice Cream promotional event across Auckland, Wellington and Christchurch.

workers through Sidekicker and use it as my entire casual workforce. It has been great to work with the Sidekicker team to tailor an affordable solution to suit our particular needs.”

The main concern that Sidekicker addressed was the quality of staff - the fact that all workers are pre-screened, and that they are continuously rated and reviewed on every job they do was a significant benefit.

The ability to choose who they wanted to work with helped them to maintain the continuity of their casual workforce, many of the Sidekicks having worked with them on previous projects.

The changing demands of clients can mean that dates and locations of events can change at short notice, which is exactly what happened to Event Impressions. Through Sidekicker’s innovative technology, qualified and experienced workers receive an instant push notification when the job is posted. This

allows Sidekicker’s clients the ability to have a worker within the hour taking away the added stress of having to find staff last minute.

Building relationships with your workers is important in maintaining high quality staff, and Event Impressions do this extremely well. Feedback from the Sidekicks has been only positive and many feel that they are becoming “part of the team”. It is this relationship with the workers that keeps clients getting large volumes of high quality workers and jobs receiving more than double the amount of required workers within the hour.

Other companies are taking advantage of the speed and quality benefits that Sidekicker’s technology provides and are connecting to workers to help at events such as the NRL Nines, the Land Rover NZ Polo Open and the Microsoft Ignite Conference.

For more on Sidekicker, visit their website.

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Events Update, March 2016

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INSURANCE INSIGHT

Health and Safety for Event Professionals

Stu Hartley from Marsh

The new Health and Safety at Work Act carries new responsibilities for event professionals to ensure risks at events

are actively identified and managed.

As “Persons Conducting a Business or Undertaking” (PCBU), event professionals must take all reasonable steps to identify the potential harm caused by health and safety risks, the likelihood of each risk occurring, and how such risks may be mitigated or eliminated. A key development under the new Act particularly relevant to event professionals is the new term ‘worker’,

which replaces ‘employee’.

A ‘worker’ is an individual who carries out work in any capacity for a PCBU, and a duty of care is owed to them.

It is a broader term than ‘employee’ and encompasses contractors, subcontractors and volunteers; essentially, anyone over whom there is a level of influence.

For example, a lighting subcontractor who is rigging lighting for an event and only on-site for three hours is deemed to be someone the PCBU owes a duty to, to ensure that there is sound health and safety systems and protocols in place.

With the government’s renewed focus in this area and greater budget for compliance and prosecution, event professionals would be

well advised to be aware of their duties and take active steps to comply. However – whilst all care may be taken – incidents do happen. In the event of an investigation, there is insurance available to cover legal costs incurred for your defence. Defence of regulatory action may be complex, involve multiple defendants with different interests and take time to resolve resulting in expensive legal costs. Companies may be legally precluded from paying for the defence of such action on behalf of their directors and others (unless/ until they are acquitted), leaving them personally financially vulnerable in the absence of insurance cover.

Whilst it remains illegal for insurers to cover fines

issued under the new Act, Statutory Liability Insurance provides cover to businesses, their directors and other specified individuals, for the cost of defence in the event of an investigation and/or prosecution and reparations if ordered to be paid to a victim.

In summary, Marsh recommends all event professionals take a proactive stance to their health and safety duties. Up-to-date guidance and information is available online at www. business.govt.nz/worksafe.

As part of a prudent risk management programme, Statutory Liability insurance may be an invaluable investment when faced with costly legal representation to defend you in the face of a WorkSafe investigation.

NEWS BRIEFS 2016 World Festival & Event City Award The International Festivals and Events Association (IFEA) are calling for entries into their Festival and Event City Award. Previously won by both Taupo and Rotorua, the award recognises cities that openly encourage, support, and create positive local environments for festivals & events. More information can be found on the IFEA website.

Applications close 18 July 2016 New website for Southern Traverse Southern Traverse have launched a new website catering to online entries for all of their events. They have also confirmed their Routes

Events Update, March 2016

Des Grand Alpes cycling expeditions departing from Geneva 9th September.

New Business Event concept for BayPark?

BayPark Arena are calling for feedback on a new event concept - a three day ‘sporting battle of business teams’ to be held May 13-15 2016. Already popular in many countries overseas, they believe the idea would work exceptionally well here in the Bay of Plenty, potentially attracting teams from throughout the city, region and even the country.

World Masters Games 2017 Ambassador announced Four times Paralympic swimming gold medallist and world record holder at the Atlanta 1996

Paralympics, Duane Kale, has been announced as an ambassador for the World Masters Games 2017. Kale’s appointment was announced by World Masters Games 2017 Chief Executive Jennah Wootten. “We are delighted to welcome one of New Zealand’s greatest Paralympians to our group of ambassadors. Duane is both an outstanding athlete, and an outstanding sports administrator, as reflected by his roles as Chef de Mission at Beijing 2008 and London 2012 Paralympic Games and as a board member for Paralympics New Zealand and the International Paralympic Committee.” Athlete registration for the global sporting event opened last month.

Auckland Lantern Festival relocation a success Tens of thousands of people visited the Auckland Lantern Festival in its new location of Auckland Domain last month. This year’s event had an enlarged festival footprint of about 25 per cent compared to the previous location in Albert Park. Official crowd numbers aren’t in but the ATEED project team and sponsors believe this was the biggest festival yet.

Rail services were well patronised with more than 15,000 journeys to and from Grafton Station recorded on Saturday evening (traditionally the busiest day of the festival), well up from normal traffic of a few hundred journeys.

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Hamilton Gardens Arts Festival a winner, but more funds needed SOURCE: Stuff.co.nz, 29 February 2016

Waikato.

More public money should be put into the Hamilton Gardens Arts Festival if the city is serious about taking the event to the next level, Hamilton’s deputy mayor says.

The 2016 edition of the arts festival wound up last month with an estimated 85,000 to 100,000 punters enjoying the 10-day event.

Despite unfavourable weather at the start of the festival, and again on Saturday, festival chairwoman Jeanette Tyrrell said attendance numbers were up on 2015.

Tyrrell is set to step down as chairwoman this year and previously raised concerns about the festival’s long-term future.

Her current assessment is the festival is in good health, in part due to a new strategic partnership with Trust

Funding from the trust will allow festival organisers to formulate a sponsorship strategy with a view to attracting commercial sponsors.

This year the Hamilton City Council contributed $100,000 to the festival.

The council’s support of city events was keenly debated last week when elected members voted to increase the council’s event sponsorship fund from $223,000 to $373,000 a year.

festival represented excellent value for money, with a team of volunteers giving up countless hours to support the event.

However, if the festival was to continue to grow and compete against fixtures such as New Plymouth’s Womad festival and Napier’s Art Deco Festival, then more funding

was needed.

“To be frank I think we should be putting something like $150,000 into the arts festival to really strengthen the event.

If you look at other councils, they put more into events than we do.

“The arts festival allows us to put on a lot of free events for people in the city to enjoy.”

Tyrrell said the festival was set up to promote Hamilton Gardens and in that sense the event was “extremely successful”.

Councillor Garry Mallett spoke against the funding increase, saying ratepayers already spent millions of dollars propping up city venues such as Waikato Stadium, Seddon Park and the Claudelands Event Centre.

However, deputy mayor Gordon Chesterman said the council’s support of the arts

Punters enjoy the chill sounds on offer at Backyard Beats during the Hamilton Gardens Summer Festival.

CREDIT: Christel Yardley

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Events Update, March 2016

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A poor turnout puts future rallycross events in doubt says promoter SOURCE: Bay of Plenty Times, 29 February 2016 A poor turnout of spectators at New Zealand’s first arena international rallycross event at Baypark has the promoter wondering if he will run it again in Tauranga.

“If I can’t make the first one work, there won’t be a next time,” Ron Dixon, father of IndyCar champion Scott Dixon, told the Bay of Plenty Times.

He said he chose Tauranga for the inaugural event because

there was too much politics in Auckland and Baypark was the best motorsport stadium in the country.

But having attracted only about 3000 spectators to the two-day Tengtools NZ International Rallycross he is

thinking again. “To be honest, I thought it would be double that.”

A big question mark now hung over whether he would stage another event in Tauranga. “If I break even, I will do another one,” Mr Dixon pledged.

He said the spectators he spoke to had enjoyed the racing and the drivers, whom he called the performers in his circus, had responded well.

But having spent $140,000 to stage the event, including $45,000 on marketing, he needed to cover his costs for another rallycross to happen in Tauranga. Mr Dixon said he stayed off the clay of the speedway track as much as he could and changed the track from Saturday’s practice day and start of the heats.

“We knew it was not going to stand up after the practice.”

He said that if there was a next time, he would make it a one-day event and start early to get the practice over with quickly and into the heats.

The important thing about rallycross was the timing so that it was just before or just after the rally season.

Phil Campbell and Venita Fabbro. IMAGE CREDIT: George Novak

The two Australian drivers told Mr Dixon that they were impressed with Baypark, saying it was much better than what they’ve got at home.

CAREERS CORNER We’ve recently advertised following roles:

Currently seeking volunteers Listed now on VolunteerNet:

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volunteernet.org.nz Events Update, March 2016

Business Development Executive: Business Events, H3 Venue Marketing Officer, Nelson City Council

NZAEP members receive email notifications of career opportunities as they are listed on our website.

If you would like to advertise your vacancy, request for proposals, tender or sponsorship opportunity to our 800+ membership base, please email info@nzaep.co.nz

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Lake Taupo Cycle Challenge Announces New Event Director SOURCE: Media Release, 2 March 2016 Following the recent transition of current Lake Taupo Cycle Challenge Event Director, Kay Brake, into the newly formed

position of Project Manager – International Marketing, the event has pleasure in announcing the appointment of Aaron Carter as the new Event Director for New Zealand’s largest cycling event.

Aaron will join the Lake Taupo Cycle Challenge immediately, and will be responsible for the overall strategic direction for the event moving forward, working alongside the existing management team and board of trustees.

Of the appointment, Chair of Lake Taupo Cycle Challenge Trust, Dennis Jenkins comments “We received a number of applications for the role from across New Zealand, which demonstrated the high regard in which the industry places the Lake Taupo Cycle Challenge. Aaron stood out from other applicants bringing with him over 19 years of event experience, in particular as owner of Total Sport which has a stable of over 20 sport related events that they run on an annual basis”.

Dennis goes on to say “With recent investment via the Major Events Development Fund to attract more international participants, having been awarded the 2015 Best NZ Owned Major Event by the NZAEP (New Zealand Association of Event Professionals), the milestone of this year’s event being its 40th anniversary, as well as a new Event Director, it is an exciting period for the Lake Taupo Cycle Challenge and all those involved with it”.

New Event Director, Aaron Carter

Where can I get great Guidelines?

Aaron adds “As a recent resident to Taupo, I’m excited by the challenge ahead and am looking forward to working with a great team of passionate people, with the objective to drive innovation and improvements on an already iconic event. I’m keen to see where we can take the Lake Taupo Cycle Challenge in the years ahead”.

Over 1000+ volunteers ready and waiting... volunteernet.org.nz

Events Update, March 2016

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