Event Management Best Practice Manual pot

Risk Assessment Form ...36 Work Method Statements...39 First Aid and Emergency Medical Services ...43 Security...43 Emergency Procedures ...44 Weather ...44 Information Centre and Commun

V1

Singleton Council Mission Statement 4

Introduction 4

Scope 4

Compulsory Section Consultation and Contacts 5

Consultation Register 6

Community Consultation 8

Planning Meeting 9

Briefing – Before Event 9

Debriefing – After Event 9

Compulsory Section Planning the Event 10

Vision/Mission Statement 11

Patron Details 11

Event Details 12

Event Coordinator 13

Keeping Documents and Information 13

Documents to be Kept 14

Health and Safety Permits 15

Public Liability 15

Water 18

Lighting and Power 18

Toilets 18

Food 19

Signage 19

Entry and Exit Details 20

Waste Management 21

Noise 21

Transport 22

Compulsory Section 23

Selecting a Venue 23

Selection of a Venue 24

Risk Assessment 24

Events in Parks and Public Places 24

Events on Roads 25

Site Plan 26

Compulsory Section Event Staff and Volunteers 27

Staff 28

Volunteers 28

Compulsory Section 29

Safety, Emergency and Risk Management 29

If an incident occurs 30

Evacuation 30

First Aid / Emergency Access 30

Fire Safety Arrangements 30

Why do we have to manage our risk? 30

So how do we go about this process? 31

Risk Management 31

Risk Assessment 32

Risk Control 34

Risk Assessment Form 36

Work Method Statements 39

First Aid and Emergency Medical Services 43

Security 43

Emergency Procedures 44

Weather 44

Information Centre and Communication 45

Risk Management Summary 46

Optional Event Promotion and Ticketing 50

Event Promotion and Ticketing 51

Optional Entertainment and Amusements 52

Application Form to Operate an Amusement Device 53

Applicant’s Site Plan 54

Council’s Approval Form 55

Council’s Site Plan 56

Singleton Council Approval Certificate 57

Optional Alcohol Management 58

Liquor Licence 59

Permit Conditions 60

BYO and Non-BYO Events 60

Responsible Service of Alcohol 60

Minors 61

Beverage Options 61

Beverage Containers 61

What type of containers will be used to serve drinks? 61

Trading Hours 61

Alcohol Consumption Areas 62

Optional Event Management Checklist 63

Checklist 64

IMPORTANT:

This document is for use at your first and all subsequent planning

meeting for any Singleton Council Event

"Singleton A progressive community of excellence and sustainability"

Singleton Council Mission Statement

"To provide quality services to the community in an efficient and friendly manner encouraging responsible development"

Introduction

Singleton Council will endeavour to exercise its duty of care in relation to Management of Council organised events by taking all reasonable steps to enhance the safety of those attending these events with due regard being given to:

• Relevant Standards;

• The nature of the event;

• The identified risks; and

• The expected level of attendance

The process and standards used for the identification, assessment and control of hazards are set out in Council’s Event Management Best Practice Manual

Scope

This manual has been produced to assist you, when planning your event Contained within, you will find an outline of the steps you need to follow and specific legal and safety requirements

The manual is structured that you can easily access only the sections which are relevant to your event Obviously the safety and legal obligations are compulsory for every event, however sections within the document such as Managing Alcohol, may not be relevant to every event

The manual is broken into two sections:

Compulsory Requirements

Optional/Event Relevant

The compulsory requirements at the beginning of the document, MUST be completed If there are Optional/Event Relevant sections which apply to your event it is COMPULSORY that you complete those sections of this document also

This manual will assist in ensuring that all the management aspects of your event, are addressed As the event organiser it is YOUR responsibility to ensure the safety of: you, the staff, volunteers and patrons

Compulsory Section

Consultation and Contacts

Consultation Register

List the names of individuals and organisations you have consulted within planning this event: STAKEHOLDER CONTACT NAME TELEPHONE Police Singleton 6578 7499

2HD 49676111 New FM

49680105 BUS COMPANIES

Hunter Valley Buses 65722555 Saxby Bus&

Anvil Bus Charters 65724224

Other

Community Consultation

Do you need to consult with the community?

(Including but not limited to: businesses, rate payers, service groups – Lions, Rotary, Childcare Centres, individuals or other groups)

Yes No If yes, who:

Stakeholder Contact Name Telephone

A consultation meeting (before the event) will be conducted with the key stakeholders on: (This maybe a formal meeting or informal discussions in person or over the phone)

(Date) (Time) (Venue)

A planning meeting (before the event) will be conducted with the key stakeholders on:

(Date) (Time) (Venue)

Briefing – Before Event

A briefing meeting (immediately before the event) will be conducted with the key stakeholders on:

(Date) (Time) (Venue)

Who will undertake the pre-event audit?

Debriefing – After Event

A debriefing meeting (after the event) will be conducted with the key stakeholders on:

(Date) (Time) (Venue)

Records or minutes of these meetings will be available

Yes No If available, contact person is

Compulsory Section

Planning the Event

Vision/Mission Statement

What is the main attraction or purpose of the event -e.g family fun, sporting contest, musical entertainment and who are the major beneficiaries?

Who are the major customer groups?

List the type of entertainment being provided?

Patron Details

Who is the target audience?

Estimate the total patron attendance:

Patron age details (estimate):

0-12 years % of total attendance 25-40 years % of total attendance

12-18 years % of total attendance 40-55 years % of total attendance

18-25years % of total attendance 55+ years % of total attendance

Event Details

Name of Event: Event Dates: _ Venue: Address: Nature of Venue (Hall, Stadium etc):

Capacity of Venue: _ Day 1:

Start: _ Finish: _ Day 2:

Start: Finish: _ Day 3:

Start: Finish: _ Day 4:

Start: Finish: _ Day 5:

Start: _ Finish: _ Day 6:

Start: _ Finish: _ Day 7:

Start: Finish: _ Day 8:

Start: Finish: _ Day 9:

Start: Finish: _ Day 10:

Start: _ Finish: _

Event Coordinator

Event Manager: Organisation: Address: Phone: (W) Phone: (H) Fax: Mobile: _ Email:

Contact During The Event: Name: Phone: Mobile: _

Keeping Documents and Information

Has a filing system been established?

Who is responsible for maintaining the file?

Documents to be Kept

Complete the following checklist to ensure that all records are included in the file

Event plan Event program

Details of committee members Detailed site/activity information sheet and

associated plans, reports, schedules, drawings, etcStakeholders contacts Tickets

Record of meetings Promotional material – posters, flyers

Sponsorship letters Logos

(including faxes and e-mail) File notes of telephone conversations

Emergency plan Quotes for services or products

Media releases Press articles, TV

Pre-event audit Food Handlers Approvals

Event Risk Assessment Record of attendees’ Insurance cover

Hazard Summary Sheet Event Volunteer Register/ Induction

Individual Hazard Assessment

Sheet

Health and Safety Permits

Have you advised Council’s Planning & Development Services that you are providing catering and selling food at your event Singleton Council should be advised at least seven (7) working days before the event?

Yes No Date Application Submitted:

Has a approval been granted to use the venue?

Yes No Date Approval granted:

Have you applied for a Place of Public Entertainment licence? If so, when was it issued?

Yes No Date Application Submitted:

List any other permits required or obtained for this event -

A photocopy of the policy cover sheet may be required by the venue owner, council, or other authority

Do you have copies? Yes No

Who has the copies?

Indemnity

EVENT PARTICIPATION AGREEMENT

SECTION 1: EVENT DETAILS

“Event” means the (full event name) to be held on (date) at (location), sponsored by Singleton Council (“the Council”) This agreement form must be signed and received before a participant can participate in the event

“Participant” means a person who has registered to participate in the event Participants under 18 years of age must have this form signed by a parent or guardian

SECTION 2: PARTICIPANT DETAILS (Please Print)

NAME (“Participant”) AGE: _ ADDRESS:

TELEPHONE NO: _ FAX: _

EMAIL: SPECIAL REQUIREMENTS (IF ANY):

SECTION 3: CONDITIONS OF PARTICIPATION IMPORTANT

PLEASE READ CAREFULLY

This Event Participation Agreement (“the Agreement”) comprises the sections titled ‘Section 1 – Event Details’, ‘Section 2 – Participant Details’, ‘Section 3 – Conditions of Participation’ and

‘Section 4 – Declaration and Waiver’

By signing this Agreement, you warrant that you have carefully read, understood, and agreed to be bound by, the terms of this Agreement

Parents or guardians signing on behalf of a participating minor declare that they are the parent of the legal guardian and accept responsibility and the Conditions Of Participation on behalf of the Participant

SECTION 4: DECLARATION AND WAIVER

I, the undersigned, acknowledge and:

Agree that in consideration of and as a condition of acceptance of my participation in the Event, for myself, my executors and administrators, hereby waive all and any claim, right or cause of action against the Council which I or they might otherwise have, arising out of my injury or loss of any description whatsoever which I may suffer or sustain in the course of or consequence upon my participation or participation in the Event

Understand that while participating in the Event, I agree to abide by any rules; participate with care for other participants and members of the general public at large

Understand that as a participant in the Event, I may not be covered by the Council’s Public Liability Insurance, including but not limited to professional indemnity, participant’s personal injury, or injury to other persons, or damage to property (third party or otherwise)

I, the undersigned Participant in the Event, also indemnify and will keep indemnified the Council and its officers against all liability for death, injury, loss or damage to any person or the property of any person howsoever caused arising out of my participation in the Event, or arising from the reasonable directions given by the Council Officer during the Event

I, the undersigned, also acknowledge that the Council Officer identified on this Agreement may cause, by verbal or written notice, to cancel the Participant’s right to participate in this Event, if in the opinion of the identified Council Officer, he/she identifies, or has reasonable cause to suspect or expect, that the actions of the Participant may cause or continue to cause, injury, death or damage to property of any person (third party or otherwise)

I have read the Conditions of Participation and Declaration and I agree to conform to all elements of them

SIGNED by: (Participant)

_ Print name and position

_ Date

PARTICIPANTS UNDER THE AGE OF 18 YEARS

Parent/Guardian

I have understood and explained the Conditions of Participation to the Participant I have also identified any inherent risk associated with participation in the Event (as identified by me) to the Participant

Name: _ Phone: _ Address: Relationship to Participant: _ Signature: _Date: _

Please return the signed copy of this Agreement to (where lodged)

Water

Is drinking water available (free of charge) to all patrons attending the event? Yes No Not Applicable

Is the location of water clearly signposted and marked on maps?

Yes No Not Applicable

Lighting and Power

Has certification for lighting and power been obtained through the local authority? Yes No Not Applicable

Does the provision of lighting and power cater for emergencies?

Yes No

Toilets

What is the expected number of patrons?

How many toilets will be provided? Male

FemalePeople with disabilities:

Have you considered the

locations/distribution?

Food

Are high-quality, affordable and accessible food stalls available to patrons in the different venue areas (including licensed areas)?

Yes No Not Applicable

Is a hand wash facility supplied to each food stall?

Yes No Not Applicable

How do you propose to store potentially hazardous foods at the correct temperature? (i.e hot

>60oC & Cold <5oC

_

Have you read the Temporary Event Guidelines for Food Handlers?

Yes No Not Applicable

Copies of the Temporary Event Guidelines for Food Premises are available from Council upon request

What types of food will be available? (eg fast food, snacks, meals): _

_

Signage

Have you obtained approval from Singleton Council to erect signage promoting the event?

Yes No Phone Singleton Council’s Development Section on 6578 7290 for details of

Entry and Exit Details

Complete the checklist to ensure that entrance and exit arrangements:

provide for supervision, marshalling and directing crowds

provide exit and escape routes

provide access for emergency services

have access for wheelchairs

separate walking and vehicular traffic

stagger entry times by providing supporting activities and entertainment

keep entries clear of all other activities

ensure barriers, fences, gates and turnstiles are suitable and sufficient

locate ticket sales and ticket pick-up points in line with, but away from entrances

provide sufficient and well-trained staff

ensure the control points for searches to exclude prohibited items such as glass, metal containers and weapons are in place and do not impede crowd movement

provide a secure area for the storage of confiscated goods

check placement and function of exit signs

Have event staff, security, police, transport authorities, local hotels and food outlets been informed

of patron exit times?

Yes No Not Applicable

Waste Management

Outline procedures in place to reduce waste products, ie type of packaging:

Waste Stations:

How many?: _ Locations: _ When will they be serviced? What recycling facilities will be provided? _ Has a Waste Management Plan been prepared?

Transport

Has a transport plan been developed for the efficient movement of patrons?

Before the Event:

Compulsory Section

Selecting a Venue

Selection of a Venue

Describe any modifications or special temporary structures being added to the venue for this event:

In what way will access to the site be modified for the duration of the event?

(eg Road closures): Has permission been sought for road closures? No Yes

If yes - from whom? _Date permission granted: _

Risk Assessment

It is important to consider all risks involved during this planning phase The information in the Safety Guide and the various forms and checklists need to be completed Have the following risk assessments been completed?

Hazard Survey Yes No When and by whom

Event Risk

Assessment Yes No When and by whom

Individual Hazard

Assessment Sheets Yes No When and by whom

(For complete form see Risk Management)

Events in Parks and Public Places

A number of leases and licenses exist on the community land covered by this plan The Local Government Act 1993 requires that such leases must be expressly authorised by a Plan of

Management and that such lease provisions be in accordance with the provisions of the Plan

Events on Roads

In addition to the general safety checklist items, the following issues should be considered when organising events on roads In all cases event participants must comply with The Road Transport (Safety and Traffic Management) Act 1999, and The Australian Road Rules

Timing Don’t hold your event in the dark – bad visibility and tiredness make accidents more likely

Planning your route Whenever possible your event should be held in a park, sports ground

or on footpaths away from the road Remember that country walks need careful planning Plan the route away from roads wherever possible Don’t use roads without proper footpaths

or verges Don’t use roads where there are road-works as these can be dangerous

Events on local and/or highways require Council and NSW Police approval Any event where the highway is involved must also have written approval from the RTA

The applicant must make written application to Council This application must include the following:

Evidence of minimum $10 million public-liability insurance cover in respect of the event, with Council’s interests duly noted

A map showing the proposed roads to be used will be submitted to Council for approval prior to the event being conducted including any signposting

A traffic control plan shall be submitted to Council for approval prior to the event

If a highway is to be used, written approval from the RTA is required

Council will inform the NSW Police Service seeking their written approval prior to the event taking place and any additional conditions

Council provides a written response – this may be a refusal or approval with conditions attached These conditions may include the requirement to:

provide a management plan for the event

evidence of risk assessment as presented in this Information Pack

public advertising of the event/road closures

A briefing by the organiser of the event must be conducted prior to the event with all competitors and marshals being informed of their responsibilities and safety aspects for the event

Changes in the route Make sure you obtain approval from Council for any changes to your route Make sure that everyone taking part knows about the changes through the marshals or signs

Site Plan

Tick the checklist for your site plan and include an explanation of why any items are not included Ensure that your site plan clearly shows the location of:

The surrounding area Lost kids/property

All entrances and exits Drinking water sites

Emergency access routes Food/vendors/stalls

Paths used by vehicles Liquor outlets

Paths for pedestrians only Approved liquor consumption areas

Parking Non-alcohol (dry) areas

Stage location Toilet facilities

Seating arrangements Communication centre/command post

Entertainment sites Fire extinguishers

Security and police location Refuse containers

First aid post Public telephones

Chill-out area (safe, quiet rest area) Media points (TV and radio)

Attach a copy of your site plan, which includes location of any signs - the plan should be copied and circulated to all stakeholders

Has the detailed Site/Activity Information Sheet been completed?

Yes - attached No – When will it be and by whom? _

Singleton Council’s IT Department and Exponaire/Map Info make satellite photographs available through its Satellite Mapping capabilities This may be advantageous for the purpose of planning and site selection

Compulsory Section

Event Staff and Volunteers

Please outline any relevant training and supervision given to staff:

Volunteers

Refer for requirements:

H:\Volunteers\New VolunteerMaterial\Master - For Singleton Council Volunteer Organisers.doc

H:\Volunteers\New VolunteerMaterial\Volunteering With Singleton Council - Event Volunteer.doc

Are you intending to use volunteers during the event?

Compulsory Section

Safety, Emergency and Risk Management

As the organiser of the event, you are responsible for the safety of everyone who is involved If anyone is hurt or injured because of your negligence, you may end up in court

If an incident does occur at any event on the Council’s land, the Council will ask:

• Were plans in place to manage a major incident?

• Were the risk assessments completed, including all of the items included in the checklists?

• Are there enough emergency services resources on site, or within easy access?

• Is there a detailed casualty treatment, management and evacuation plan?

• Are the emergency procedures properly explained and practised?

• Is there a clear chain of command and control?

• Are communications between key personnel, emergency services and the crowd adequate?

• Remember careful planning and organisation will help ensure that your event is successful and above all else safe

Evacuation

You must have an evacuation procedure as part of the risk assessment for your event For indoor events, the building you are using may already have an evacuation procedure in place However, this is far less likely for outdoor events

First Aid / Emergency Access

You must provide an agreed level of first aid, paramedical and medical facilities at your event depending on the type of event, number of people and risk Access by ambulance, fire brigade and/or police in an emergency should be considered

Fire Safety Arrangements

You should agree on arrangements for fire prevention, detection and control with the Fire Brigade before your event

Why do we have to manage our risk?

On-site safety at the event is paramount – your public expects to be able to enjoy your event in safe and secure surrounds - and the event organisers need to identify potential hazards during the

planning of, and on site at, your event and work to implement solutions

What is risk management?

The basic principles of and processes in Risk Management are:-

1

IDENTIFY

HAZARDS

2 ASSESS RISKS

3 IMPLEMENT CONTROLS

4 MONITOR PERFORMANCE

The following examples of common problems at events give you a taste of the type of things you would look for in your planning and prior to the event:

• Holes in grounds or in footpaths

• Marquee pegs in thoroughfares

• Electrical leads on ground and untagged electrical equipment

• Overcrowding in car parks or mixing vehicle and pedestrian traffic

• Uneven stage floor or performance space

• No hand washing facilities at food handling stalls

• Security

These examples could be rectified with simple solutions By early identification of hazards, risks can be minimised

So how do we go about this process?

To help with the risk assessment process we have prepared general forms, fact sheets and explanations to make the process more manageable The process will seem cumbersome for the first few times you undertake it, however after a while you will recognise the benefits and become more comfortable with it

Risk Management

A procedure which enables the identification, assessment and control of hazards within the workplace and to implement procedures for ongoing evaluation This will cover all areas of Council’s operations and is intended to minimise the risk to the health and safety of all employees, contractors and visitors

All employees should know the hazards in their workplace and how dangerous they are, find ways

of eliminating the hazard or find ways to keep people safe from them

Objectives

To create a risk management culture, through work method statements and consultation with staff, across Singleton Council in a consistent and documented method

When should risk assessments be conducted:

• Before setting up and using a workplace;

• When planning work processes;

• Before installing, commissioning or erecting plant;

• Whenever changes are made to the workplace, the system or method of work, the plant used, the chemicals used;

• Whenever new information regarding work processes becomes available

Hazard A potential source of harm to life, health or property

Risk The likelihood of an injury, accident or illness occurring Also known as the

exposure level

Identification To list and prioritise jobs or tasks which require a risk assessment

Assessment Estimate of the risks associated with a particular hazard For this purpose the

Risk Matrix (Hazpack) should be used

Control The method used to eliminate or reduce the hazards and risks

Risk Matrix The tool used to score the hazards and risks

Risk Assessment

Hazard assessment includes, but is not restricted to:

1 Exposure

• How many people are exposed to the hazard?

• How frequently are they exposed to the hazard?

• How long are they exposed to the hazard? ie minutes, hours, days?

2 Severity

• What injuries or diseases may be sustained/contracted if exposed to the hazard?

• Is the extent or degree of harm low, medium or high?

3 Number of Factors

• What physical factors may need to be considered? ie poor ergonomic design of work stations or equipment, operation of equipment, sharp edges, environmental, lighting, ventilation, inadequate noise screening etc;

• What psychological factors may need to be considered? ie design of plan or equipment, location (isolation from the workforce)

4 Human Differences

• What skills, experience and/or training has or has not been provided?

• What physical capabilities are present which may require consideration in dealing with the hazard?

5 Other Factors to be Considered when Assessing Hazards are:

• Actions and movements;

• Location of loads and distances to be moved;

• Weights and forces required to handle the load;

• Clothing worn and/or required;

• Work flow/organisation;

• PPE