2016 Wagga Wagga Events Guide by Wagga Wagga City Council

WAGGA WAGGA events guide

ÂŠ Wagga Wagga City Council - 2015 Front cover image courtesy Josh Bett - Wagga Live 2013

EVENTS GUIDE

contents Guide 1 - Before You Begin

Guide 9 - Volunteers

• Before You Begin

• Volunteers

• Wagga Wagga City Council Events Unit

• Child Protection

Guide 2 - Event Organiser’s

Guide 10 - Sponsorship and Grants

Guide 11 - Promoting Your Event

Checklist Guide 3 - Parks and Facilities

• Ways to Promote Your Event

• Parks and Facilities

• Local Media Contacts

• Waste

• How to Write a Media Release

• Working with the Media – Do’s & Don’ts

Guide 12 - Evaluate Your Event

Appendix - Forms and Templates

• Park and Sportsground Maps • Risk Assessment Template Schedule 1 Traffic Control Plan Special Event Plan Template Traffic Management Plan Template Notification Letter Templates Development Application Checklist Development Application Form Event Plan for Blanket DA’s • Minimum Food Standards • Media Release Template • Event Evaluation Template

28 36 40 42 43 44 46 48 49 50 51 52 53

Guide 4 - Risk Management

Guide 5 - Road Closures

Guide 6 - Permits

Guide 7 -Development Applications

for Events • Exempt Events

• Blanket Development Consent

• Development Applications for Events

• Amusement Devices

• Development Applications for Events

Template • Guide to completing a Development

Application Form Guide 8 - Food and Drink

• Food Checklist

• Alcohol Checklist

waggaevents.com.au/event-guide

GUIDE NO.1

before you begin Coordinating even the smallest event can be time consuming and resource intensive. You can save yourself a great deal of time and money by answering some key questions BEFORE deciding to go ahead with an event. Consider the following questions:

WHY

HOW

Why are you holding an event? (E.g. To raise money for charity? To create a sense of community? To celebrate a special occasion?)

How will you reach those people and tell them about your event? Do you have the resources to publicise your event to the right target audience?

WHAT

How will you gain access to the resources you need?

What type of event do you want to hold?

How will you stage your event?

What approvals will you need to run your event?

WHEN

What plans will you need to prepare in order to gain approvals from regulatory authorities and effectively manage your event? What resources will you need to run a well managed event (e.g. stafďŹ ng, venue, sponsorship, equipment, insurance, publicity etc)? What will the event cost to stage? What is your budget? Do you have an event ďŹ nance plan? Do you need an ABN or be registered for GST? What are the risks that may affect your event? Do you have a marketing plan?

When do you want to hold your event? Are other events being staged at the time you propose to hold your event? Other events can affect the level of media interest in your event, the availability of transport, accommodation and other support services, and the ease of travel to your event. For information about future events, contact the Wagga Wagga Visitor Information Centre on 1300 100 122 or go to visitwagga.com Is there an existing event with which you could partner?

Do you need Public Liability Insurance?

WHERE Where will your event be held? Will there be any costs associated with hiring the venue or using a public space? How will rain affect the event? Does your event require a development application through Council or is it covered under the current approved blanket development applications?

WHO Who do you want to come to your event? Your event might target a particular demographic such as young people, seniors, families or school children. It may be an event for a particular geographic area such as a suburb or a local government area. Perhaps you want your event to appeal to a particular interest group such as train enthusiasts, gardeners, lovers of jazz etc? 2

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NOW THAT YOU HAVE THOUGHT ABOUT THESE QUESTIONS, IS AN EVENT THE WAY TO GO OR ARE THERE OTHER OPTIONS TO ACHIEVE YOUR OBJECTIVES?

GUIDE NO.1

wagga wagga city council Wagga Wagga City Council has an Events Unit that is your one stop shop for event related enquiries.

This unit should be your ﬁrst point of contact within Wagga Wagga City Council. The Unit has lots of tools, tips and tricks that will assist you in any and all aspects of your event planning. Most of the information is located within this guide so simply navigate through to ﬁnd what you’re after. The Unit also offers information and advice on running your event as well as details on: • Event Management • Development Application processes • Food Safety Standards • Venues, Parks and Facilities • Insurance and Risk Management • Bidding for an event. You can get in contact with the Events Unit by email at events@wagga.nsw.gov.au or calling 1300 292 442 to make an appointment.

tools and templates There are many templates and forms that are referred to throughout this document. These are referenced by the page number and are all contained within the Appendix. The forms (including editable word versions) can be downloaded directly from the Wagga Events website waggaevents.com.au or you can contact the Events Unit directly.

waggaevents.com.au/event-guide

GUIDE NO.2

event organiser’s checklist This Event Organiser’s Checklist will walk you through this guide. The event checklist ensures you have attended to all of the requirements of running a successful and safe event. Please ﬁnd below an example of a checklist that could be used for any event held within the City of Wagga Wagga. Task

More Info

Planning Visit Council’s Events website and view the Events Guide - waggaevents.com.au Check what other events are on at the same time as your proposed event (via the Visitor Information Centre) Contact Council’s Events Unit to inform them of the event and discuss any approvals you may require including: • Development Applications • Trafﬁc management • Permits • Booking venues • Booking City signage Form the event organising committee and allocate roles and responsibilities Prepare the event budget and monitor expenditure and income Develop / review event objectives Develop event program Book performers, entertainment and Master of Ceremonies (if needed) Send conﬁrmations and pay deposits Permits & Licences If using music, apply for APRA permit - apraamcos.com.au

Guide 6, Page 12

Apply for Liquor Licence if required Trafﬁc Management Design trafﬁc plan including: • Signage • Disabled parking • VIP parking • Pedestrian access • Car parking marshals • Entry and exit points • Lighting • Road closures • Promoting alternative transport

Guide 8, Page 19 Guide 5, Page 10

Sponsorship & Grants

Guide 10, Page 21

Create sponsorship proposal - cash and in-kind Identify appropriate potential sponsors Distribute sponsorship packages and follow up promptly 4

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GUIDE NO.2

event organiser’s checklist Research, prepare and send relevant grant applications Marketing & Promotion

Guide 11, Page 23

Develop Marketing/Communication Plan Design promotional material, basic text and logo Develop social media strategy Distribute ﬂyers/posters/brochures to the community Submit information to Wagga Wagga City Council and the Visitor Wagga Wagga websites via visitwagga.com Letter box drop to surrounding residents Submit event advertisement/media release/ What’s On to relevant outlets Design and/or update website Risk Management

Guide 4, Page 8

Conduct risk assessment involving all key stakeholders Create risk management plan Obtain relevant insurance and send copies to Council if required Develop Contingency Plans - wet weather, low attendance etc Notify Police, Ambulance Service and Fire Brigade of event Operations Book AV/IT equipment Book portable toilets, fireworks, marquees, lighting towers, generators etc Book security Book first aid officers Food and Market Vendors Book vendors and confirm in writing: • Event details (date, time, venue, bump in and out) • Request details of electrical requirements • Request copy of Certificate of Currency (insurance) • Food permits Ticketing and Invitations Design tickets/invitations and develop refund policy. Remember VIPs (Mayor, MPs etc) Determine ticket prices (what’s included in the price?) Distribution (tickets at gate, pre-sold, online etc) and collection of tickets/RSVPs Security for lost or stolen tickets

waggaevents.com.au/event-guide

GUIDE NO.2

event organiser’s checklist Site Preparation & Plan Design plan of venue/event site including: • Plan to scale • Show North point • Area you propose to use • Indicate structures such as stage, bar, toilets, marquees etc • Streets surrounding the area • Fixed structures such as amenity blocks Cleaning and Maintenance Plan Book toilet cleaners and extra paper and supplies if appropriate Clean up venue/mow lawn/clear area of debris etc Organise garbage and recycling bins and waste removal Other Organise volunteers and staff Prepare scripts or run sheets. Don’t forget: • Welcome to/Acknowledgment of Country • Thank VIPs and Special Guests • Apologies • Mention and thank sponsors Organise awards/trophies/certificates Organise decorations/styling ON THE DAY Gather staff, volunteers and emergency services for full briefing Circulate contact list with mobile numbers to all staff/volunteers Confirm chain of command in case of emergency Distribute incident reporting method Conduct final rehearsal and sound check Brief Meeter/Greeter and Minder for VIPs Distribute event kit with essentials POST EVENT Removal of all equipment and rubbish Thank you letters and reports to sponsors Thank you letters to staff, volunteers, performers Evaluation/debrief with key stakeholders Close off budget Hold a debrief session to look at ways of improving the event Prepare final report Claim the date for your next event and register with Wagga Wagga City Council

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Guide 3, Page 7

Guide 9, Page 20

Guide 12, Page 27

GUIDE NO.3

parks and facilities Wagga Wagga City Council has a wide variety of parks, gardens and facilities that can be booked for your event.

CITY SIGNAGE SITES Bookings for ‘City Signage Sites’ can be made through Council. City signage sites include: • Eastern Gateway (Railway overpass, corner Tarcutta Street and Edward Street) • Western Gateway (Roundabout at the corner of Edward Street and the Olympic Highway) • Wollundry Banner (banner over Wollundry Bridge Lagoon in Fitzmaurice Street) • Northern Gateway (Bomen Road) Gateway signs are able to be booked to promote your event, provided it is aimed at attracting visitors from outside the City. These signs cannot be booked for smaller community type events. They can also only be booked in one week blocks and not for consecutive weeks. The Wollundry Banner can be booked for any type of event. This can only been booked in one week blocks and not for consecutive weeks. You will need to arrange your own sign and banner. For information on the cost of booking these sites and to make a booking please contact Council’s Bookings Ofﬁcer by phoning 1300 292 442 or email bookings@wagga.nsw.gov.au Councils Bookings Ofﬁcer is able to provide you with the contact information of local businesses who produce signage for these locations.

SITE MAPS Site maps of Council’s most utilised venues (including power locations) are located from page 28 in the Appendix of this guide. Venues included are:

Collins Park

Wagga Beach

Bookings for parks, gardens and facilities can be made by phoning 1300 292 442 or email bookings@wagga.nsw.gov.au

Site Visit It is important to conduct a site visit prior to booking a venue to ensure it has all the facilities you require for your event. This includes parking, lighting, toilets, power, fencing and access. It is also beneﬁcial to conduct a site visit prior to completing your Risk Management Plan and Emergency Response Plan.

WASTE Wagga Wagga City Council is committed to waste management practices that ensure environmental sustainability of our local area and the wider community. Event organisers are encouraged to adopt ‘Waste Wise’ principles in their planning and help to lead the way towards a cleaner environment for the whole community.

Gregadoo Waste Management Centre Address: 132 Ashfords Road, Wagga Wagga Opening Hours: 7:00am – 4:30pm, 361 days per year, 7 days a week. The centre is closed on Christmas Day, Boxing Day, New Years Day and Good Friday.

Kurrajong Recyclers Ph: 02 6925 5004

Robertson Oval

Victory Memorial Gardens

Wagga Wagga Exhibition Centre

Ph: 13 13 39

Bolton Park

SUEZ Wagga Wagga

Wollundry Lagoon Precinct Area

Ph: 13 13 35

Botanic Gardens

Cleanaway

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GUIDE NO.4

risk management The information included in this section is of a general nature and should be treated as such. When dealing with important issues such as risk management and insurance you should always consult a professional regarding your particular case.

RISK MANAGEMENT Risk is anything that can impact on an event’s success that you planned. A Risk Management Plan is an essential aspect of planning any event. Managing risk will help to make it safe for all concerned and ensure you enjoy success.

Risks can change according to changes in the law, development of safe practices and techniques and developing technology. Constant evaluation and updating must be done to take account of trends and the organisation’s own experiences.

INSURANCE

Risk management should not be a daunting process; it is merely a process to establish all the factors that may have a negative impact on your event. It is about making better, fully informed decisions. Some factors that may have a negative impact on your event, but are not limited to include:

Every event must have appropriate Public Liability Insurance to ensure that individuals are ﬁnancially protected and there is protection against loss should an incident occur. Public Liability Insurance is a critical part of responsible management of an event and is an important part of managing risk.

• Weather

• First Aid

• Volunteer safety

• Trafﬁc safety

• Entertainment

• Pedestrian safety

• Program

• Guest safety

• Competing event

• Stall holders

In order to ascertain the appropriate insurance required, a risk management analysis must be undertaken by the event committee to review the potential risks to the event and then an assessment made of whether appropriate insurance is available to cover that risk.

• Security

• Set-up and Pull-down

• Alcohol

• Amusement Rides

• Fireworks

• Electrical equipment

The duty of care to residents, organisers, workers, performers, contractors and all of those present at your event is the responsibility of the organisers and must be addressed at all times.

HOW TO ASSESS RISK It is important that all key stakeholders involved with the event are involved in identifying risk areas. A Risk Assessment should be made of the site of the event and the proposed activities to identify any possible issues or incidents that may occur. After assessing the site, a Risk Management Plan (see template on page 36 in the Appendix) can then be developed and used to assist organisers with the planning and management of the event, to minimise risk and maximise safety and enjoyment. A Risk Management Plan cannot remain static. 8

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Depending on the number of volunteers involved with the event, it may be desirable to purchase a personal accident and insurance policy that covers all recorded volunteers for the period of the event. It is recommended that you seek professional advice from an Insurance Broker. If Council infrastructure is to be utilised during the event, Council will insist on its ‘rights and liabilities’ being covered by the organiser’s Liability Policy. If your event is being held on Council land, Council requires a minimum of $20 million Public Liability Insurance as a condition of approval. One off event Public Liability Insurance can be obtained via various Insurance Brokers such as Local Community Insurance localcommunityinsurance.com.au

GUIDE NO.5

road closures If you think your event may require the partial or full closure of roads or have an effect on traffic within the City or surrounding areas please contact Council’s Traffic Officer on 1300 292 442. Events that will require control of traffic must be considered by the Traffic Committee. This process requires a minimum of 12 weeks to allow for the meeting schedule of the Committee.

ROAD CLOSURES The Road Closure Application Checklist on the following page provides further information and identifies the forms required for applying for road closures and use of the streets for events. There are a number of categories your event may fall into: Class 1 Event (e.g.) Closure of state classified roads for parade or event) • Impacts major traffic and transport systems • Disrupts the non-event community • Requires the involvement of Police, one or more Councils and the RMS

Class 2 Event (e.g. Fun Run / parades conducted on local streets) • Impacts local trafﬁc and transport systems but does not impact major trafﬁc and transport systems • Disrupts the non-event community in the area but not over a wide area • Requires the involvement of the Police and Local Council

Class 3 Event (e.g. Street Parade) • Does not impact local or major trafﬁc and transport systems or classiﬁed roads • Disrupts the non-event community in the immediate area only • Require Local Council and Police consent

Class 4 Event (e.g. community walk on the footpaths) • Event conducted entirely under Police control • Does not require trafﬁc management • Does not impact vehicular trafﬁc • Has little effect on non-event community

Please note: The CBD area is deﬁned as Baylis St and Fitzmaurice St, with Morgan St, Forsyth St and Tompson St until Peter St and includes Berry St, Johnston St, Gurwood St, Kincaid St and Crampton St up to Trail St (it does not include Trail St or Peter St).

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GUIDE NO.5

road closure application checklist Task

Complete

Call Council’s Traffic Management Unit to discuss event on 1300 292 442 Schedule 1 Form (page 40 of Appendix) Traffic Control Plan Document (page 42 of Appendix) Transport Management Plan (page 44 of Appendix) Traffic Control Plan/s (as per RMS document ‘Traffic Control at Worksites’) Risk Assessment Document (page 36 of Appendix) Insurance Certificate of Currency ($20 million Public Liability with WAGGA WAGGA CITY COUNCIL & RMS noted as interested parties) The Traffic Committee may require further documentation after you have submitted your application. For further information and online documentation see ‘Guide to Traffic and Transport Management for Special Events’ available at rms.nsw.gov.au Once approval has been gained, notification letters in relation to your event should be sent to:

Task

Complete

NSW Fire Brigade and Ambulance (page 46 of Appendix) Other affected parties such as transport companies and public transport providers (page 47)

RACES If your event involves a vehicle race (including bicycles), a Schedule 1 Form is not required, however a separate application must be made to the NSW Police under Section 40 of the Road Transport (Safety & Trafﬁc Management) Act, 1999. For further information visit this link rms.nsw.gov.au/trafﬁcinformation/ downloads/bicycleracing.pdf or phone the local Police on 02 6922 2599.

TRAFFIC CONTROL PLAN DIAGRAMS Traffic control plan diagrams that graphically depict the traffic controls that will be implemented should be drawn pursuant to the RMS Traffic Control at Work Sites. For further information regarding these drawings please contact Council’s Traffic Officer on 1300 292 442.

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GUIDE NO.6

permits STREET STALL APPLICATION

NOISE

This is for people/organisations wanting to hold a street stall to raise funds for an organisation in the CBD. Stalls can have tables and chairs. Applications must be received with no less than 5 days prior to the event.

Events can produce noise levels much higher than normal. Events must comply with the provisions of the Environmental Protection (noise) Regulations 1997.

Please note: if your fundraising stall involves the selling of food there is an additional form that must be completed and submitted. Please see Guide 8 – Food on page 18.

DISPLAY OF GOODS ON FOOTPATHS This is for businesses that wish to display any A-frame or goods from their businesses on the footpath in front of their shop. You will need to complete the Display of Goods on Footpaths Commercial Application Form.

STREET FURNITURE APPLICATION CBD AREA This is for businesses located in the CBD that wish to have an eating area on the footpath in front of their shop with tables and chairs. They can also have barriers and umbrellas. You will need to complete the Outdoor Eating Central Business District Application Form.

STREET FURNITURE APPLICATION NON CBD This is for businesses not located in the CBD that wish to have an outdoor eating area located on the footpath in front of their shop. Tables and chairs as well as umbrellas and barriers are permitted. You will need to complete the Outdoor Eating Site Outside CBD Application Form. Please note: The CBD is Baylis St and Fitzmaurice St, with Morgan St, Forsyth St and Tompson St until Peter St and includes Berry St, Blake St, Johnston St, Gurwood St, Kincaid St and Crampton St up to Trail St. It does include Trail St and Peter St. 12

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OTHER Australian Performing Rights Association (APRA) - if music is being played and/or performed live, made available online or copied, it almost always requires a licence. To ﬁnd out if you require an APRA Licence at your event, visit their website for more information apraamcos.com.au If your event is screening a movie you may also require a copyright licence.

THE FOLLOWING APPLICATION FORMS CAN BE OBTAINED BY CONTACTING COUNCIL‘S REGULATORY SERVICES SECTION ON 1300 292 442 •THE DISPLAY OF GOODS ON FOOTPATHS COMMERCIAL •THE OUTDOOR EATING CBD •THE OUTDOOR EATING SITE OUTSIDE CBD

GUIDE NO.7

development applications for events The holding of an event may require the lodgement of a development application to Council.

EXEMPT EVENTS Some events are exempt from development. These events must meet the folllowing criteria: Temporary commercial, community or retail events or private functions 1) Must be located on Council-owned land or land for which the Council has care, control or management.

BLANKET DEVELOPMENT CONSENT Wagga Wagga City Council does have approved blanket Development Applications in place for various types of events to be held at Lake Albert (including Apex Park), Bolton Park, Victory Memorial Gardens, Wollundry Lagoon, Playhouse Car Park, and the Wagga Beach.

2) Must have obtained the written consent of Council.

If you are wanting to hold an event at one of these locations you are required to submit the following documentation to the Events Unit to determine if your event meets the criteria of the current approved development applications:

3) Must have obtained all required approvals.

- Event Plan for Blanket DA (page 50 in Appendix)

4) Must not involve the closure of any public roads.

- Risk Assessment (page 36 in Appendix)

5) Must not have a duration of more than 1 day in any 12-month period.

- Site Plan

6) Total number of people attending the event must not exceed 1.000 at any time. 7) Must not involve the selling of liquor. 8) Must not involve any permanent or physical change to any land. 9) Lighting must be provided to facilitate the safe movement of patrons, must not cause glare to adjoining properties and must comply with AS 4282 – 1997, Control of the Obtrusive Effects of Outdoor Lighting. 10) Event (including set up and pack down) must take place only during the following periods: a.7.00am to 10.00pm on Monday, Tuesday, Wednesday, Thursday Friday or Saturday, b.8.00am to 10.00pm on Sunday. 11) Toilet facilities must be available as follows:

- Emergency Evacuation Plan (included in Event Plan) - Copy of Certiﬁcate of Currency for Public Liability Insurance It is recommended that you contact Council’s Events Unit prior to submitting this information to request a copy of the Event Management Plan for the speciﬁc location. This document will assist you in providing the above information. If your event meets the criteria of the blanket development application you will be required to adhere to the conditions of the development application and it’s associated Event Management Plan. If your event does not meet the criteria of the blanket development application you will need to go through the process of submitting a development application for your event.

a. Female facilities – at least 3 toilets and 1 hand basin, b. Male facilities – at least 1 toilet, 1m length of urinal troughs and 1 hand basin.

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GUIDE NO.7

development applications for events and amusement devices DEVELOPMENT APPLICATIONS AMUSEMENT DEVICES As part of Section 68 of the Local Government Act FOR EVENTS Generally, if an event is to be held on land that is not normally used for the same purpose as the event an application will be required to enable a temporary use of the land. Examples of events that require a development application include: •

markets that are held on land that is otherwise used as a car park or a recreation area

•

music events within parks

•

car displays held in car parks or recreational areas

Applicants should ensure that their applications are lodged with plenty of time to enable an assessment to occur and condition requirements to be met prior to the event being held. As a minimum, applications should be lodged three months prior to the date of the event. If the event is to be held on land that is owned by Wagga Wagga City Council, the consent of Council will be required in writing and the development application signed by the appropriate Council Ofﬁcer. Otherwise you need the consent of owners. A booking is required for the use of Council land such as the Music Bowl at the Botanic Gardens, Bolton Park, Lake Albert/Apex Park, Victory Memorial Gardens, Wollundry Lagoon etc. The booking to use Council land is a separate process to the development application. Both the booking terms and development application will impose conditions to ensure that Council’s assets are not damaged and that the impact of the event being held is minimised. Council has prepared a checklist which outlines the required plans and documents that need to be lodged with a development application for an event. This can be found on page 48 in the Appendix of this document.

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1993, operators of amusement devices are required to make application to Council for approval to operate their amusement devices anywhere in the City unless the amusement device is not required to be registered under the Occupational Health and Safety Regulation 2001 or if the amusement device meets the exemption requirements of clause 75 of the Local Government (General) Regulation 2005. When an event is being held in the Wagga Wagga City Council Local Government Area that has affected devices, delegates from Council will attend and facilitate the applications and undertake required inspections on-site. An approval is NOT required for: • a small amusement device which is designed primarily for children under 12 years of age and includes such rides as mini-ferris wheels, battery operated cars or miniature railways • a coin operated amusement device. To apply for approval, an Amusement Device Application form must be completed and returned to Council, before the amusement device can be operated for public use. The application form must be accompanied by: • copy of current WorkCover NSW Registration relating to the speciﬁc ride • copy of $20 million Public Liability Insurance related to the speciﬁc ride • the application fee of $75 payable to Wagga Wagga City Council. Application forms can be downloaded from Council’s website www.wagga.nsw.gov.au As the amusement operator, if you are unsure if an event you are attending will require approvals before operating, contact the event organiser or alternatively contact Council’s Development Services Section on 1300 292 442. Event organisers can also contact Council’s Development Services Section to determine if the amusements they are hiring require approval.

GUIDE NO.7

development applications for events template

When compiling your documentation listed in the Entertainment Venue / Events checklist (page 48 of Appendix) you will need to consider the following information to provide in the Statement of Environmental Effects. This will help ensure that the requirements of the Environmental Planning and Assessment Act 1979 are met and will allow Council to assess the application against the relevant considerations. The level of detail provided in the Statement of Environmental Effects should be consistent with the size and scale of the event along with the likely impacts of the event.

mention that RSA certiﬁcates have been requested. Do you need to apply for a temporary on-licence? If employing staff /volunteers to serve alcohol, RSA certiﬁcates must be obtained.

Event: Name of event

Entertainment: Include information about the type of entertainment you will be offering (bands, soloists, roving entertainers etc) at your event and the times of these performances. Mention the impact on the surrounding environment and what you will do to assist with this (such as letters to the surrounding households). Will you have any facilities for performers such as dressing rooms, toilets, marquees, hospitality etc.

Date/s and Times: Event date/s and exact times – include bump in and bump out times. Location: Venue, including street names and boundaries. Is the event being held in a Heritage Listed or a Heritage Conservation Area? Mention ease of access of location, especially for those with disabilities. Numbers: Approximate attendance at your event and if this ﬁgure includes guests, visitors, performers, contractors etc. Contact: Who the event is being organised by (such as a Committee) and the main point of contact, this person’s position (e.g. Events Coordinator) and contact details (land line, mobile and email address if possible). Temporary Structures: Include information here if you are erecting temporary structures or utilising an existing building. Discuss how many, locations and uses for all of these. Discuss site re-instatement and if there will be minimal impact on the site (e.g. are there temporary structures being erected for a short period of time etc.). Stallholders: If you will you be having food and beverage or market stalls at your event, state what these are and how they comply with regulations regarding WHS and if they are going to supply public liability and insurance certiﬁcates. If alcohol is being served,

Amenities: What existing facilities will you be using (toilet blocks etc) or will you be hiring port-a-loos? The Building Code of Australia provides details on the amount of toilet facilities required for events. Security: Is a professional security ﬁrm being employed for your event? If so, who will it be, how long are they employed for and what are they responsible for (crowd control, noise control). Parking: Include information about what parking and disabled parking facilities the event location offers. Is the event centrally located? Is the location easily accessible by public transport? Are guests able to walk and/or get lifts. The Building Code of Australia provides details on requirements for car-parking widths and areas. Lighting: Include information about lighting if your event is being held during the evening / night. What lighting does the venue offer? Power: Will you be using the existing power and outlets available at the venue? You should also let Council know if you will be using generators. waggaevents.com.au/event-guide

GUIDE NO.7

development applications for events template Fencing: Is this required and if so, where will it be used? Remember to mention that it will not be blocking exits and space will be kept for emergency evacuations. Risk Management: If held on Council land, a complete risk management assessment must be conducted before the event and distributed to all relevant stakeholders including the Committee, performers, contractors, security and local emergency response teams. What procedures do you have in place in the event of an emergency evacuation and mention any structural hindrances? Road Closure: If road closures are required, write them down and mention what processes you have followed to ensure the safety of this aspect of the event. Be sure to mention the street names that will be affected and the closing dates and times. Suspension of Alcohol Free Zone: Does this need to be requested? Provide as much detail as possible including dates, times and locations. Public Liability Insurance: Who holds the policy – the committee, the event, an individual.

STATEMENT OF ENVIRONMENTAL EFFECTS Likely impacts 1.1 What impact will the proposed development have upon the local environment (for example ﬂora, fauna, Aboriginal land, and use of water)? 1.2 What impact will the proposed development have upon the local economy? 1.3 What impact will the proposed development have on the local community? 1.4 What types of development exist on surrounding land? 16

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1.5 Will the development increase the amount of noise, vibration, light or any other form of disturbance on adjoining lands? (If yes, describe the expected disturbance) If the answer to question 1.5 is yes, describe what will be done to reduce the affects of that disturbance on neighbours. 1.6 Will the development increase the amount of trafﬁc in the area? Environmental assessment Any archaeological sites that may be affected by the proposed development? (If yes, provide details) Any historical or heritage sites that may be affected by the proposed development? (If yes, provide details) Any cultural sites that may be affected by the proposed development? (If yes, provide details) Any threatened species of ﬂora that are likely to be affected by the proposed development? (If yes, provide details) Any threatened species of fauna that are likely to be affected by the proposed development? (If yes, provide details) Any possible reduction in the current recreational or community uses of the area as a result? (If yes, provide details) If you are unsure of any details required in the Statement of Environmental Effects please refer to Appendix 3 of Councils Development Application Preparation and Lodgment Guide which can be found at wagga.nsw.gov.au

GUIDE NO.7

how to complete an application for development form

Below is a guide to assist you with completing Wagga Wagga City Council’s Development Application Form which can be found on page 49 of the Appendix, downloaded from Councils website wagga.nsw.gov.au or collect in person at Council. Select the Approval you require:

Special Consideration:

From the three options, select “Development Application”.

Leave blank unless this relates to your event.

Application for Complying Development Certiﬁcate is made under: Leave this blank.

Estimated Cost: Leave this blank. Undertaking the Work:

Complete details in full and sign.

This will only need to be completed if you are erecting a temporary structure for your event. If so, indicate the name of the hire company.

Site Details:

Inspections:

This is the information of the address where your event will be held. If you are unsure of the details, ask Customer Service at Wagga Wagga City Council for the correct address.

A qualiﬁed certifying authority. Wagga Wagga City Council is a qualiﬁed certifying authority.

Applicant Details:

Provide a Description of the Development: You would typically be applying for Development Consent as you would be changing the use of the land to hold your event, or you are erecting temporary structures such as marquees for your event. Please provide a brief description of what the event is, dates, times etc and refer to your attached documentation for further information. Supporting Documentation You must attach the checklist and supporting documentation for your event, this includes your Statement of Environmental Effects and Site plans along with the checklist that is on page 48 of this guide.

Consent of all Owners of the Subject Property: If it is a Wagga Wagga City Council venue you are using, a staff member at Customer Service can help you locate the relevant person. If using an existing building, you must have all the owners’ signatures. If you are unsure of any details on the form, please refer to page 11 of Councils Development Application Preparation and Lodgment Guide (wagga.nsw.gov.au). Applicant and Landowner Declaration: As the applicant, select the relevant description.

waggaevents.com.au/event-guide

GUIDE NO.8

food checklist

If you are coordinating or organising a one off or annual event involving food stalls, the following will apply to ensure minimum legal requirements of the Food Act 2003 and Food Standards are met:

Task

Completed

All food stallholders will each have to complete Wagga Wagga City Council’s Application for Food Stall at Temporary/Special Event form. Event organisers must ensure they co-sign Section 2 of the application (page 51 of the Appendix).

The event organiser must collect all applications and submit them for the entrire event to Council’s Public Health Department. These forms must be returned at least ﬁve - seven days prior to the event.

Stallholders may need to appoint a food safety supervisor well before the event. A Food Safety Supervisor is mandatory where potentially hazardous food, unpackaged ready to eat foods are sold to consumers. To ﬁnd out whether your stallholders require a FSS please visit foodauthority.nsw.gov.au

Comply with the ‘City of Wagga Wagga Minimum Standards For Food Stalls at Temporary & Special Events’. Visit Council’s website wagga.nsw.gov.au under Community, Public Health for the latest information and requirements.

For further information, please contact Council’s Public Health Department on 1300 294 442.

waggaevents.com.au/event-guide

GUIDE NO.8

alcohol checklist

Organising an event where liquor will be sold will require a limited licence under the Liquor Licensing Act. To sell alcohol at your event you are required to:

Task

Completed

Notify the local Police (Ph: 02 6922 2599) and Wagga Wagga City Council or the venue, depending on whom the consent authority is for the land where you propose to stage your event. Obtain a license from the Licensing Court of NSW (Ph: 02 9995 0333 or olgr.nsw.gov.au) • For a temporary function licence (for non-proﬁt groups) the application must be submitted no less than four weeks prior to the event. • For a permanent function licence or a special event licence, the application must be submitted no less than eight weeks prior to the event. • Need to develop, implement and adopt principles/strategies that can prevent or reduce the risk associated with the consumption of alcohol, minimise harmful and hazardous use of alcohol and encourage a responsible attitude. Submit documentation demonstrating how you intend to serve alcohol responsibly at your event. Requests for suspending an Alcohol Free Zone or part thereof should be made in writing to Council with a minimum three months notice.

RSA COURSES Anyone serving alcohol is required to be Responsible Service of Alcohol qualified (RSA). RSA courses are held regularly in Wagga Wagga. Check with your local education provider for details. If you hold an RSA issued prior to 1 January 2001 these certificates are now invalid and you are required to complete an RSA course with an approved registered training organisation. For more information visit the Office of Liquor, Gaming & Racing website olgr.nsw.gov.au OLGR has produced an informative fact sheet regarding limited liquor licences for a single function which can be viewed on their website at olgr.nsw.gov.au/liquor_fact_sheet.asp

waggaevents.com.au/event-guide

GUIDE NO.9

volunteers

Volunteers can provide invaluable assistance in the coordination and running of an event. The Centre for Volunteering can assist member organisations with recruitment of volunteers through the Volunteer Referral Service. For more details visit volunteering.com.au and follow the links “Become a Member “and then “Volunteer Referral Service”. Another good way to ﬁnd volunteers for events is to approach your local service clubs such as Lions, Rotary and Apex, as well as educational and training institutions that offer event courses.

REFERENCE, POLICE OR OTHER CHECKS Depending on the role assigned to a volunteer (such as working with children - see below) it may be necessary to carry out checks. If checks are relevant, volunteers should always be advised and their permission sought.

You need to be aware of your rights and responsibilities in relation to volunteers. These include:

For more detailed information about the rights and responsibilities of organisations and volunteers go to volunteering.com.au or call the Centre for Volunteering on (02) 9261 3600.

INSURANCE

CHILD PROTECTION

Professional advice should be sought about the type of insurance you will require to cover volunteer activity (also see Guide 4 – Risk Management page 9). You should also check to ensure that any existing insurance policies cover volunteers. Some you might consider are:

There are various aspects of events that involve working with children. There are some things that employers and self employed people must do by law to help keep children safe. The NSW Commission for Children and Young People is an independent organisation working with others to make NSW a better place for children and young people.

- volunteers/workers personal accident - public liability - motor vehicle - professional indemnity liability

WORK HEALTH AND SAFETY Volunteers are entitled to the same safe conditions that are provided to paid employees.

APPROPRIATE ORIENTATION AND TRAINING This is to ensure volunteers are able to do their assigned job effectively. Volunteers serving alcohol at a licensed event must be trained in the responsible service of alcohol.

waggaevents.com.au/event-guide

For more information regarding child protection and events visit kids.nsw.gov.au or call (02) 9286 7276.

GUIDE NO.10

sponsorship and grants Sponsorship of community events and festivals has beneﬁts for the City, as well as organisations and businesses in the local area.

HOW TO SECURE SPONSORS You have to ask! A sponsorship proposal is the most comprehensive and professional approach to seeking sponsorship involvement from business. A sponsorship proposal should clearly: • Highlight the various aspects of the event; • List the beneﬁts for the business of being associated with the event; • List what you want and why (for example printing of programs to promote the event widely to the community); • Indicate how much support (ﬁnancial or in-kind) you are seeking; • Indicate if there are various levels of sponsorship available (for example Partner, Major, Supporter); • Present the proposal as an attractive proposition for any potential sponsor (typed and either stapled or bound); • Try not to make the proposal too long or the person reading it could lose interest; and • Email or post the proposal, but ensure it is followed up with a telephone call within a week of sending if you have not had a reply. The most successful sponsorship proposals clearly link the event with the sponsor through identifying common goals. Remember it is usually easier to gain product or in-kind sponsorship than cash, so look at your event carefully and see where savings can be made through this kind of sponsorship.

MAINTAINING SPONSORS • Keep sponsors informed at all times, particularly of any changes to agreed arrangements (or unforeseen circumstances that affect your event/ activity).

• Be creative, ﬂexible and innovative in sponsorship ideas and sponsor beneﬁts. • Be aware of developments in the business world and possible ‘opponents’ in seeking sponsorship. • Remember, post-event reports and “Thank you” to sponsors are essential.

COUNCIL’S ANNUAL GRANTS PROGRAM The Wagga Wagga City Council Grants Program enables Wagga Wagga City Council and the community to work together to enhance the ambience and character of the Wagga Wagga Local Government Area as a place for all to enjoy and be proud of. Grant funding is available through six funding areas. Each program has its own eligibility criteria and the criteria are strictly adhered to. These programs are: 1. Community Health and Wellbeing 2. Connected Rural and Urban Communities 3. Arts and Culture 4. Local Heritage 5. Events 6. Sustainable Environments

FOR MORE DETAILS ABOUT THE ANNUAL GRANTS PROGRAM PLEASE PHONE WAGGA WAGGA CITY COUNCIL ON 1300 292 442 OR VISIT WAGGA.NSW.GOV.AU/ GRANTS

• Take care of your sponsors – attend to all their requirements as soon as they are identiﬁed – small details are important.

waggaevents.com.au/event-guide

GUIDE NO.10

sponsorship and grants MAJOR EVENTS SPONSORSHIP Events may be eligible for Major Events Sponsorship funding through Wagga Wagga City Council if they have the potential for:

GRANTS Depending on the type of event, there are many grants available at a Federal, State and Local level as well as other non-government places. Try these websites for some ideas:

• A signiﬁcant impact on the local economy

Wagga Wagga City Council: wagga.nsw.gov.au/grants

• Bringing a large number of visitors and/or participants from outside the Local Government Area.

Federal Government Grant Finder: business.gov.au/grants-and-assistance

Contact the Events Unit for further information on 1300 292 442 or email events@wagga.nsw.gov.au

State Government Departments: nsw.gov.au Australia Council for the Arts: australiacouncil.gov.au/funding

CROWDFUNDING

Destination NSW: destinationnsw.com.au/tourism

Crowdfunding is a way of ﬁnancing your business through donations of money from the public, most commonly done through Crowdfunding websites:

Arts NSW: arts.nsw.gov.au

Pozible: pozible.com Kickstarter: kickstarter.com

Regional Arts NSW: regionalartsnsw.com.au Dept of Social Services: dss.gov.au/grants

OzCrowd:

Foundation for Rural & Regional Renewal: frr.org.au

ozcrowd.com

Riverina Regional Tourism: riverinatourism.com.au Regional Development Australia - Riverina: rdariverina.org.au Indent: indent.net.au Our Community: ourcommunity.com.au Philanthropy Australia: philanthropy.org.au

waggaevents.com.au/event-guide

GUIDE NO.11

ways to promote your event Effective promotion can result in high attendance at your event as well as give it an impressive and lasting profile. There are many ways to promote your event, some examples are listed below. • What’s On Guide and Visit Wagga Website – Wagga Wagga City Council’s Visitor Information Centre maintains an annual database and online calendar of events. A monthly “What’s On” brochure is produced and distributed via print and email to a large database, including the media. To list your event go to visitwagga.com or call the Visitor Information Centre on 1300 100 122. Once listed with the Visitor Information Centre, your event may then be promoted on the VisitWagga and WaggaEvents Facebook pages. • Welcome to Wagga Signs and Banners – Contact the Wagga Wagga City Council Bookings Officer or refer to Guide 3 - Parks and Facilities for further details on locations. Bookings for signage sites can be made by phoning 1300 292 442 or email bookings@wagga.nsw.gov.au • Websites – A great promotional tool for your event. Use your own website as well as Wagga Wagga City Council – wagga.nsw.gov.au. When listing on the Wagga Wagga City Council website this automatically lists your event on the Visit Wagga website. Search the internet for any other special interest websites that might fit your type of event. • Social Media - One of the most effective ways to promote your event. Consider Facebook, Twitter, Instagram, YouTube, LinkedIn or Pinterest but just remember you need to be relevant and not all platforms will be needed for your event. • Posters, Flyers and letter box drops – A great way to target large numbers of people across the City. Consider walking along the main street with your posters and flyers and asking retailers and businesses to display them in their shop windows/ displays (it’s a good idea to take sticky tape and blu tack with you). Also consider delivering to schools, shopping centres, gyms and other facilities that attract a wide range of people. You can organise to have your event flyer delivered through Australia Post or private distributors to households and

businesses across the City, or if you have some keen volunteers, they can walk around and hand deliver these themselves (just be mindful of mail boxes that request no junk mail). • Events Unit – A source of knowledge for your event. Contact them on events@wagga.nsw.gov.au or phone 1300 292 442 to discuss how they can help with aspects of your event. • Media Releases – A great way to get media coverage and encourage people to take part in your event. Local media contacts are listed in this guide. Also see our guide on “How to Write a Media Release” – page 25. • Publicity Stunt – Good planning is vital. This can be an effective promotional tool, although beware that they can also backﬁre. They can be professionally organised or set up by amateurs. • Group Emails – An effective tool to market your event to a wide range of people. Maybe start a database of email addresses from committee members or list your events in Club e-newsletters. Please note – “Spamming” is illegal so please make sure you don’t breach privacy laws. • Community Service Announcements – Local radio and television stations offer community groups the opportunity to advertise for free using this service. Community service announcements are also called community diaries. ABC Riverina has a spot on their website where community groups can add details of events and projects. • Community and School Newsletters – Many communities and almost all schools have newsletters. It is important to note these newsletters may be distributed monthly, fortnightly or weekly, so be aware of their schedule. • Word of Mouth – Still one if the most powerful marketing tools, because it comes with a reliable, credible endorsement. Use meetings to publicise the group and encourage members to spread the word to their family and friends.

waggaevents.com.au/event-guide

GUIDE NO.11

local media contacts WAGGA WAGGA PRINT Publication The Daily Advertiser

The Riverina Leader Southern Weekly Magazine The Land

Contact Ph: 02 6938 3300 Email: news@dailyadvertiser.com.au Web: dailyadvertiser.com.au Ph: 02 6938 3347 Email: editor@rivleader.com.au Web: riverinaleader.com.au Ph: 02 6938 3321 Email: mail.southernweekly@fairfaxmedia.com.au Ph: 02 6921 5299 Email: wagga@theland.com.au Web: www.theland.com.au

WAGGA WAGGA TELEVISION Channel WIN Wagga Wagga

PRIME Wagga Wagga

Contact Ph: 02 6937 1170 Email: wagnews@winnsw.com.au Web: wintv.com.au Ph: 02 6933 6300 Email: wagga.news@primetv.com.au Web: au.prime7.yahoo.com

WAGGA WAGGA RADIO Channel 2WG

Star FM

ABC Riverina

2AAA FM

Contact Ph: 02 6921 1022 Email: sheree.coleman@sca.com.au Web: 2wg.com.au Ph: 02 6921 1022 Email: sheree.coleman@sca.com.au Web: starfmwagga.com.au Ph: 02 6923 4830 Email: wagga.regional@abc.net.au Web: abc.net.au/riverina Ph: 02 6925 3000 Email: operations@2aaa.net Web: 2aaa.net

ONLINE TELEVISION Channel waggawagga.tv

waggaevents.com.au/event-guide

Contact Ph: 02 6971 7771 Email: info@waggawagga.tv Web: waggawagga.tv

GUIDE NO.11

how to write a media release You do not need to be a trained reporter to write a decent media release if you follow a few basic guidelines. Format: A media release should be typed, either one and half spaces or double spaced, on plain white A4 paper or letterhead. If you must handwrite the release, print clearly and be particularly careful with names. Identification: Include your event/committee/ group logo at the top of the release. Date: Media releases should always be dated. News needs to be current. Release Information: Always include a line that says “For Immediate Release”. It is standard practice to tell the media that this material can be used right now. If you do not want the information released immediately, make sure you clearly state this as “Embargoed” until a certain date or time. Headline: The main purpose of a headline on a media release is to quickly tell an editor what it is about. It should be short yet informative. If the story is used, the publication will do its own headline. Length: Try to keep it all on one page, although two pages may be needed for all the information on a major story. Style: The most important points of a media release should be in the first sentence...the famed “Who”, “What”, “When” and “Where”. In a sense the first sentence, or “lead”, should be the “bottom line”. Everything after that is an explanation, amplification or attributable quotes.

Names Make News: The big secret of all news media is that “names make news”. The more names a paper or magazine can print, the better the readership. The most read items in local business news coverage are announcements of who got promoted, who joined the ﬁrm, who won an award, who attended a conference or training seminar etc. Photos are a sure shot for more coverage: Most print media companies are happy to receive submitted photos – obviously they need to be of a standard which provides for quality reproduction. The key to getting good photographs is to be up close – small ﬁgures in the distance will not do. Make sure you identify all persons in the image – so make sure you get names (and where they are positioned in the photo) correct. Further Information: Ensure you include contact details of the member of your event/ committee/group who will be the contact representative. This information should appear at the end of the release. Using a Professional: Sometimes it is worth contracting a professional to help target the media on your behalf. There is a sample Media Release template located on page 52 of the Appendix.

Paragraphs: Each paragraph should contain only one sentence. Do not break a paragraph at the bottom of a page if your release is more than a page in length. Other Media Release Style Tips: Add the word “more” on the bottom of a page if the release continues to another page. Generally this is typed ﬂush right. Page numbers and a one or two word reference to the story should appear at the top of each page after the ﬁrst page for easy recognition by the editor if the pages become separated.

waggaevents.com.au/event-guide

GUIDE NO.11

working with the media the do’s and don’ts DO get to know your target media. You’ll have a much better chance of securing coverage if you understand your outlets’ interest areas, deadlines and house style if you match your material to suit. DO build relationships with key journalists and introduce yourself well before the first pitch. The best media stories rarely come from media releases found languishing on fax machines. DO look for the news in everything you do. Ask yourself: is it new, topical, prominent, relevant or timely? Does it have human interest, conflict or novelty? DO look for opportunities to position yourself as an industry expert or commentator. DO think about visuals. If a print or TV journalist wants an interview, find a good location that positively portrays your event or business. Remember that good visuals can skyrocket a story’s news value. DO remember that pitching is like cold calling. Your job is to tell the journalist who you are, what your angle is and why they should care as quickly as possible.

DON’T bluff. It’s OK to say you don’t know the answer to a question. Offer to ﬁnd out and get back to the journalist before their deadline. DON’T stonewall journalists. ‘No comment’ is a death sentence – your detractors are ready and waiting to ﬁll the airtime you’ve just missed out on. DON’T miss deadline or delay responding to media enquiries. It’s in your interest to give the media access to your information and messages before they write their story. DON’T use jargon, bureaucratic speak or complex phrasing. Keep your message simple – most media outlets write for the age range of 12-14yrs. DON’T go off the record with a journalist, use profanity or make off-colour remarks. Anything you say at any time is fair game for publication. DON’T threaten a journalist or editor before or after a negative story.

DO have your talent conﬁrmed and your media material ready to send before you start pitching. Maintaining momentum is important.

DON’T be surprised if you’re asked negative questions during an interview. Anticipate them – forewarned is forearmed.

DO think beyond the media release. Case studies, opinion pieces, letters to the editor, photo calls and fact sheets are all great opportunities to promote your business or event.

DON’T get hung up on rejection when you’re pitching – it’s not personal.

DO use colourful language, analogies, metaphors and anecdotes. They are memorable and a great way to cut through the clutter and get your message out. DO ﬁnd out as much as you can about a journalist and their background before being interviewed. DO thank journalists for their time and interest, even if they don’t end up running your story.

DON’T expect editorial control or favours. Journalists are not obliged to show you their story before it is published and asking them to do so can raise hackles.

waggaevents.com.au/event-guide

DON’T use the same approach for all media. Recognise their differences and tailor your material and your pitch to suit. DON’T badger a media outlet to run your story. If a journalist has already said no, don’t try another one at the same publication. Not only do they share the same news values, they often sit next to each other! DON’T wait for the media to ‘discover’ your business or event – they may never do. Reach out to media with story leads, photo ideas and expert commentary. Let them know who you are, what you do and how you can help them.

GUIDE NO.12

how to evaluate your event Your event coordination role does not end when everything is packed away at the end of the day! You should evaluate your event to assess what worked, what didnâ&#x20AC;&#x2122;t and where improvements can be made. Here are some suggestions:

Task

Completed

Conduct a survey or provide feedback forms during the event (See example page 53 of Appendix). Ask attendees what they like about your event and what they think could be improved. This is also a good chance to collect information about the types of people attending your event. It is a good idea to offer an incentive for completing the survey such as a prize (which could be sourced from one of your sponsors). Ask people attending the event if they know who the sponsors are. If large numbers of people associate the sponsor with the event, this will prove valuable when renegotiating sponsorships for the following year. Hold a debrief meeting that includes as many people as possible who were involved in the event. This might include staff, regulatory authorities, volunteers, sponsors, committee members and emergency services. Organise this well in advance so people have the date in their diaries and circulate an agenda that covers the key areas for discussion. If you send this beforehand, people can prepare their feedback for the meeting. Donâ&#x20AC;&#x2122;t take any criticism personally. Focus your ideas and discussions on improving the event. Send out an evaluation sheet to all key stakeholders (especially those who canâ&#x20AC;&#x2122;t attend the debrief). You could seek feedback from suppliers, performers, sponsors, venue managers and security guards as well as those directly involved with coordinating the event. Evaluate your success against the objectives you set at the beginning of your event planning process. Did you attract the numbers of people you had anticipated? Did you attract the type of people you wanted to reach? Did you reach your sponsorship target? Did you achieve the amount of media publicity you wanted? Will the event go ahead next year? When do you need to commence the organising? Who of the current team is going to be part of it? Identify the gaps.

waggaevents.com.au/event-guide

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appendix - Maps

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appendix - Maps

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appendix - Maps

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appendix - Maps

WAGGA BEACH

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GUIDE NO.13

appendix - risk assessment criteria When thinking about hazards and risks, consider the impacts these could have on the following categories: • Operational - impact on services • Human - people including staff and participants • Financial and property - impact on budget, property damage • Legal/Regulatory - breach of regulations and legal requirements • Environmental - impact on the environment • Stakeholder - negative publicity, public reactions

Consequence Minimal Impact

• No or minor degradation of services, scheduled interruptions or unscheduled interruptions for less than 2 hours • No injury to persons or minor injuries requiring ﬁrst aid treatment. • No or minimal adverse public/staff reaction and/or no negative publicity • Low ﬁnancial loss <2% to 8% of budget for the area/project and/or minimal damage to property • No or minimal environmental impact • No or minimal regulatory breach

Low Impact

• Minor degradation of services and operations • Minor injury. Medical attention and several days off work • Minor adverse public/staff reaction and/or minor negative publicity • Minor ﬁnancial loss from 2% to 8% of budget for the area/project and/or minimal damage to property • Minimal environmental impact handled internally • Minor regulatory breach

Moderate Impact

• Significant degradation of services and operations • Extensive injuries requiring major medical treatment and/or long term illness. • Significant adverse public/staff reaction and/or significant negative publicity • Major financial loss from 15% to 20% of budget for the area/project and/or extensive repairs to property required • Significant contained environmental impact EPA intervention • Significant regulatory breach/s including court proceedings • Widespread total degradation of operations and services

High Impact

• Loss of life, permanent disability or ill health. • Extreme adverse public/staff reaction and/or major widespread negative publicity • Significant/material financial loss greater than 20% of budget for the area/project and/or total destruction of property • Significant widespread environmental impact, EPA intervention including significant fines • Significant regulatory breach/s including court proceedings

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GUIDE NO.13

appendix - risk assessment Likelihood Very Unlikely

Unlikely

Likely

Consequence

Very Likely

May only occur in exceptional circumstances. No past event history. Could happen, but probably never will. The event could occur in some circumstances. No past event history. Could happen, but rarely. The event should occur sometimes. Some past warning signs or previous event history. Could happen at some time. The event will probably occur in most circumstances. Some recurring past event history. Could happen any time.

Once every 50 years or more. Once every 25 years.

Once every 5-10 years.

Once a month or more frequently

High Impact

Moderate Impact

Low Impact

Minimal Impact

Very Likely

Likely

Unlikely

Very Unlikely

Likelihood

Key STOP CHECK

Task cannot commence until risk is eliminated, or reduced using control and treatment plan. Assess suitability of control measures and implement improved measures if possible. If measures cannot be improved, be alert and proceed with caution! Considered an insigniďŹ cant risk. Task may commence using normal procedures.

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GUIDE NO.13

appendix - risk assessment Outline of Risk Event: ________________________________

Location: _____________________

Date of Event: _____________________ Date of Risk Assessment: _____________________ Completed by: _____________________

Risk Description Identify the hazard and describe how it could cause harm.

Assess

Controls/Treatments

Determine the Risk score using the risk matrix. This is the Inherent Risk1

List controls to be implemented to reduce risk.

Inherent Risk1: The overall raw risk or the risk before any control/treatment is implemented. Residual Risk2: The levels of risk remaining after controls/treatments have been implemented.

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Residual Risk2

GUIDE NO.13

appendix - risk assessment Risk Treatment Plan Risk Description:

Proposed Control/ Treatment:

Reason for selection of this option, expected beneďŹ ts:

Resources required including contingencies

To be implemented by: Name: _____________________ Due Date: ____________ Prepared by: Name:_____________________

Signature: _____________ Date: ____________

Approved by: Name:_____________________

Signature: _____________ Date: ____________

Progress Report Due: ___________________________________________________________________ Review due: _____________________________________________________________________________

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GUIDE NO.13

appendix - Schedule 1 NOTICE OF INTENTION TO HOLD A PUBLIC ASSEMBLY SUMMARY OFFENCES ACT 1988 - Sec 23 To the Commissioner of Police

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GUIDE NO.13

appendix - Schedule 1 NOTICE OF INTENTION TO HOLD A PUBLIC ASSEMBLY

4 5

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GUIDE NO.13

traffic control plan PURPOSE The purpose of this document is to ensure that all care and consideration is made to the management of trafﬁc at the ______(event). The organisers are committed to the enjoyment and safety of all people attending this event.

SCOPE Of paramount importance to ensuring health, safety and welfare of all people at the event, is the need to provide high standards of traffic control during the event. The event will involve ____ (see attached map). A high standard of traffic control can only be undertaken through the systematic consideration of the conditions that may be encountered during the course of this event and the implementation of specific traffic control and contingency plans.

for a ____ start. It is essential that all marshals indicated on the TCP are in position at ____ am in preparation for the ﬁrst competitor and remain until the ﬁnal competitor has passed.

EMERGENCY AND CONTINGENCY PLANS Emergency management plans aid the management of uncontrollable or unlikely events. As part of the organiser’s commitment to the safety of all patrons who attend the event, the following plans have been created to handle emergency situations. Person Injured Emergency Vehicle Access The following plan should be implemented if a person becomes seriously injured and requires transport by ambulance or emergency vehicle. Implementation

Managing the reduced capacity of the road system and minimising the trafﬁc impact on the non-event community and the emergency services is an essential element of this Trafﬁc Control Plan.

Only the site controller should implement this plan.

These procedures and plans must be followed to ensure optimal trafﬁc ﬂow conditions about the event, shown in the attached map/s, and make certain that in the event of an emergency, an appropriate response is undertaken.

2. Contact the staff and volunteers involved with trafﬁc control and ascertain the best access route around the site

All trafﬁc control and contingency plans shall be implemented by a site controller, who will be designated by the organisers of the event.

TRAFFIC CONTROL PLANS The Traffic Control Plans (TPC) that form a part of this document have been created to ensure optimal traffic flow around the event. All consideration has been given to developing these plans, which have been produced in conjunction with Wagga Wagga City Council, Roads and Maritime Services and the NSW Police Service.

SEQUENCING OF TRAFFIC MANAGEMENT All signage is to be erected by ____ in preparation 42

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Procedure 1. Ensure that a qualiﬁed person gives ﬁrst aid

3. Dial 000 or (112 for mobiles), request an ambulance and inform them of the best access route 4. Radio or contact the person controlling the event 5. Stop the current traffic flow and clear the roadway to ensure fast access for the ambulance or emergency vehicle 6. Keep the roadway open to allow for the ambulance or emergency vehicle to easily return down the road 7. Restore normal traffic flow after all emergency vehicles have exited the site 8. If road traffic is extremely heavy, then consider, in conjunction with the emergency services, using the heliport to evacuate seriously injured persons

GUIDE NO.13

appendix -special event transport management plan template Refer to Chapter 6 of the Guide to TrafďŹ c & Transport Management for Special Events for a complete description of the Transport Management Plan 1

Event Details

1.1

Event Summary

Event Name:__________________________________ Event Location: _______________________________ Event Date: _____________ Event Start Time: ____________ Event Finish Time: _________ Event Setup Start Time: ____________ Event Packdown Finish Time: ____________ Event is:

off-street

On-street moving

On-street non-moving

held regularly throughout the year (calendar attached)

1.2

Contact Names

Event Organiser* Phone:___________________Fax:_________________Mobile:______________Email:_______________ Event Management Company (if applicable) Phone:___________________Fax:_________________Mobile:______________Email:________________ Police Phone:___________________Fax:_________________Mobile:______________Email:________________ Council Phone:___________________Fax:_________________Mobile:______________Email:________________ Roads and Maritime Services Phone:___________________Fax:_________________Mobile:______________Email:________________ *Note: The Event Organiser is the person or organisation who is the employer and in whose name the Public Liability Insurance is taken out.

1.3

Brief description of the event (one paragraph)

___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________

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GUIDE NO.13

Class 3

Class 2

Class 1

appendix - transport management plan template 2 Risk Management - Traffic 2.1 Occupational Health & Safety - Traffic Control Risk assessment plan (or plans) attached. 2.2 Public Liability Insurance Public liability insurance arranged. Certificate of currency attached. 2.3 Police Police written approval obtained.

Class 3

Class 2

Class 1

Class 3

2.4 Fire Brigades and Ambulance Fire brigades notiﬁed. Ambulance notiﬁed.

3 Traffic and Transport Management 3.1 The route or location Map attached. 3.2 Parking Parking organised - details attached. Parking not required. 3.3 Construction, traffic calming and traffic generating developments Plans to minimise impact of construction activities, traffic calming devices or trafficgenerating developments attached. There are no construction activities, traffic calming devices or traffic-generating developments at the location/route or on the detour routes. 3.4 Trusts, authorities or Government enterprises This event uses a facility managed by a trust, authority, enterprise; written approval attached. This event does not use a facility managed by a trust, authority or enterprise. 3.5 Impact on/of Public transport Public transport plans created - details attached. Public transport not impacted or will not impact event. 3.6 Reopening roads after moving events This is a moving event - details attached. This is a non-moving event. 3.7 Traffic management requirements unique to this event Description of unique traffic management requirements attached. There are no unique traffic requirements for this event. 3.8 Contingency plans Contingency plans attached. 3.9 Heavy vehicle Impacts Impacts heavy vehicles - RMS to manage Does not impact heavy vehicles 3.10 Special event clearways Special event clearways required - RMS to arrange Special event clearways not required

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GUIDE NO.13

Class 2

Class 1

Class 3

appendix - transport management plan template 4 Minimising impact on Non-Event Community & Emergency Services 4.1 Access for local residents, businesses, hospitals and emergency vehicles Plans to minimise impact on non-event community attached. This event does not impact the non-event community either on the main route (or location) or detour routes. 4.2 Advertise trafﬁc management arrangements Road closures or restrictions - advertising medium and copy of proposed advertising attached. No road closures or restrictions but special event clearways in place - advertising medium and copy of proposed advertising attached. No road closures or special event clearways - advertising not required. 4.3 Special event warning signs Special event information signs are described in the Trafﬁc Control Plan/s. This event does not require special event warning signs. 4.4 Permanent Variable Message Signs Messages, locations and times attached. This event does not use permanent Variable Message Signs. 4.5 Portable Variable Message Signs The proposed messages and locations for portable VMS are attached. This event does not use portable VMS.

5 Approval Event Organiser:____________________ Regulation of Trafﬁc Authorised by: __________RMS:_______________ Or:__________Council:____________

Date:_________________ Date:_________________ Date:_________________

6 Privacy Notice The “Personal Information” contained in the completed Transport Management Plan (TMP) may be collected and held by the NSW Police, Roads and Maritime Services (RMS), or Local Government. I declare that the details in this application are true and complete. I understand that: • The ‘’personal information” is being collected for submission of the Transport Management Plan for the event described in Section 1 of this document. • I must supply the information under the Roads Act 1993. • Failure to supply full details and sign/conﬁrm this declaration can result in the event not proceeding. • The “personal information” being supplied is either my own or I have the approval of the person concerned to provide his/her “personal information”. • The “personal information” held by the Police, RMS or Local Government may be disclosed inside and outside of NSW to event managers or any other person or organisation required to manage or provide resources required to conduct the event or to any business, road user or resident who may be impacted by the event. • The person to whom the “personal information” relates has a right to access or correct it in accordance with the provisions of the relevant privacy legislation.

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GUIDE NO.13

appendix - emergency services notification letter template This document can be downloaded from the Wagga Events website waggaevents.com.au/resources

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GUIDE NO.13

appendix - local transport notification letter template This document can be downloaded from the Wagga Events website waggaevents.com.au/resources

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GUIDE NO.13

appendix - development application checklist This form can be downloaded from the Wagga Events website waggaevents.com.au/resources

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GUIDE NO.13

appendix - development application This document can be downloaded from the Wagga Events website waggaevents.com.au/resources

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GUIDE NO.13

appendix - event plan for blanket development applications This document can be downloaded from the Wagga Events website waggaevents.com.au/resources

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GUIDE NO.13

appendix - application for special temporary event food stall This document can be downloaded from the Wagga Events website waggaevents.com.au/resources

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GUIDE NO.13

appendix - sample media release This document can be downloaded from the Wagga Events website waggaevents.com.au/resources

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GUIDE NO.13

appendix - sample event survey This document can be downloaded from the Wagga Events website waggaevents.com.au/resources

Sample Event Survey We appreciate you taking the time to complete the following survey to assist us with evaluating the event. Gender:

Male

Female

Age:

Under 25

25-44

45-64

65 +

Your usual residential Postcode or Suburb: _________________________________________ Number of people who came with you:

None

1-2

How did you hear about the event?

Radio TV Website

Newspaper Word of Mouth Social Media

How did you travel to Wagga Wagga?

Car Hire Car Plane

Train Bus Other: ____________________

How many nights did you stay in Wagga Wagga? None

1-2

What type of accommodation did you use? Hotel Serviced Apartment Friends/Family Farmstay

3-5

Caravan Park Motel B&B

On a scale of 1 to 5 (1 being poor and 5 being excellent) how would you rate this event? 1 2 3 4 5 Poor Excellent Would you attend this event in Wagga Wagga again? YES / NO If no, why not? _______________________________________________________________ ___________________________________________________________________________ Please list three things you like about this event? _______________________________ ___________________________________________________________________________ Please list three things you think can be improved? ________________________________ ___________________________________________________________________________

Please return your completed survey to the marked box at the information tent for your chance to go in the draw to win a night’s accommodation at Turner’s B&B. The prize draw will take place at 4pm on DATE.

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MORE THAN

A HUNDRED

LITTLE REASONS TO ENJOY

WAGGA WAGGA INCLUDING AMAZING ART GLASS, MUSIC,

THEATRE, DANCE, CULTURE, MARKETS, LOCAL WINES AND GREAT FOOD

DISCOVER A CITY

MORE THAN

SPORT, MORE THAN GREEN FIELDS, MORE THAN A PERFECT WORK LIFE BALANCE

IT’S A PLACE THAT WILL CAPTURE YOUR IMAGINATION AND TEMPT YOU TO STAY OR COME BACK SOON AGAIN AND AGAIN

Wagga Wagga City Council Cnr Baylis & Morrow Street PO Box 20 Wagga Wagga NSW 2650 1300 292 442 events@wagga.nsw.gov.au www.waggaevents.com.au