EVENT GUIDE

INTRODUCTION Events are an important part of community life and contributing to a safe and successful event is a rewarding experience. However, organising an event can seem a daunting task for someone with little experience in this area. To ensure the smooth running and safety of an event, organisers must undertake careful planning and preparation and this can be quite a complex process. BEFORE DECIDING TO GO AHEAD

Coordinating even the smallest event can be time-consuming and resource-intensive. As a potential organiser you can save yourself a great deal of time and money by answering some key questions BEFORE deciding to go ahead with an event. After answering the questions below, you may find that an event is not the best way to achieve your objectives, or that the resources required to successfully coordinate the event are not available. Consider the following questions: What is the objective / aim of your event? What do you want to achieve by staging it (e.g. raise money for a charity; create a sense of community; celebrate a special occasion)? Where will your event be held? Will there be any costs associated with hiring the venue or using a public space? 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 college students, educationists, tech guys, etc. Do you know how to reach those people and tell them about your event? Do you have the resources to publicise your event to the right target audience? What approvals will you need to run your event? Depending on the elements in your event, there may be approvals, permits or licenses required. What plans will you need to prepare, such as risk management or traffic management plans, in order to gain approvals from authorities and effectively manage your event? Several weeks notice or more may be needed for these, so be sure you are aware of any notification periods. What resources will you need to run a well-managed event, and do you have access to these? Consider staffing, volunteers, the structure of the organising body (including when and where they will meet) and any other equipment that may be needed. What will the event cost to stage? Do you have a budget for the event, and what are your revenue sources? Have you considered ticketing, sponsorship or fundraising?

What other events are 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 accommodation, transport and other support services, and the ease of travel to your event, e.g. if there are road closures to stage a bicycle race. After considering all these points now consider whether:

an event is the best way to achieve your objective and reach your target audience AND you have the budget, resources and help to stage a well-managed and safe event.

It is also worth thinking strategically about how to get the most return from your event. For instance: Will the event be scheduled at a time that will bring more people to town during a quiet period? Perhaps your event would play a more important role for the business community in your locality if you held it at a time when business is slower. Thinking strategically about timing will help you get the most from your event. Will the event reflect the broader tourism strategy for your region? Your local authority or regional tourism organisation may be able to assist you with marketing if your event is a good fit with their tourism messages.

If you decide to go ahead then get more detailed information about issues you may need to address in the preparation, planning, implementation and evaluation of your event. WHO SHOULD YOU GOTO

The most important organisation you can talk to, in most instances, is the local authority. Each authority will have their own way of dealing with special events and will require different types of information from event organisers. In some cases the authority may require you to lodge a formal development or event application. Others will require different applications. You should speak with the local authority to find out their process for event approvals. It is recommended that you approach the authority/administrative authority at least couple of months in advance of your proposed event. Depending on the scale of the event, more time could be required to address all issues. The Division of Local Government recommends having information on the following to hand (if they are relevant to your event) for your preliminary discussions: food and beverage fireworks safety security

insurance emergency vehicle access erection of signage expected crowd numbers and crowd management location/site plan erection of structures such as stages, amusement rides, etc electricity waste management toilets first aid noise traffic, transport and public transport duration of event and timing of activities (including setting up and packing up the event.

For a full list of Administrative bodies / authorities, check with local authorities giving permissions for an event

WHO ELSE SHOULD YOU TALK TO?

There are many other organizations, government departments, and regulatory and statutory authorities you may need to talk to about your event. Some will require formal approvals for events, while others can provide advice or assistance to help ensure your event is well-managed and safe. Who you contact will depend on the size and nature of your event. The list below is not comprehensive and there may be other approvals you must obtain before running your event. It is your responsibility to ensure you have received all the approvals necessary to stage your event. Contact to discuss: making your event accessible to people with special needs e.g. people with a disability, seniors etc. encouraging people with a disability to participate in your event planning an event for a senior audience.

Ambulance Service Contact to discuss: having an ambulance at your event provision of care for sick and injured emergency response plan access for emergency vehicles.

Performing Right Association (PRA) Contact to discuss: The use of music at your eventeither live or pre-recorded; recording or music video (also see Phonographic Performance Company). Meteorology Dept. Contact to discuss: weather forecasts for your event

Volunteering Agencies Contact to discuss: recruitment and management of volunteers insurance for volunteers depends on the nature of event volunteer and organisation rights and responsibilities.

Disability Authority special cases Contact to discuss: making your event accessible to people with a disability

Fire and Rescue Contact to discuss: use of fire or other hazardous materials such as barbeques, bonfires, gas bottles and candles. use of fireworks fire regulations if your event will be held indoors emergency response plan.

Special sites / forests / monuments Contact to discuss: the staging of organised events and activities in special sites. To locate your local / regional office for more information on suitable locations and the permit application procedure.

Landowners/venue managers Contact to discuss: special rules and regulations applying to the site/venue where you are holding the event insurance required activities allowed on the site/venue approved suppliers emergency response plan crowd management issues. Local indigenous representativescontact to discuss: The Welcome to Countrythis ceremony should, where possible, be undertaken by Elders, locally recognised Aboriginal community spokespersons or a locally recognised cultural service provider. Protocol

Food Authority Certain cases Contact to discuss: preparation and service of food and beverages at your event. Police / Traffic Force Contact to discuss: control of crowds control of traffic use of fireworks service of alcohol Normally is avoided for outdoor shows in certain regions emergency response plan

Contact your local authorities to discuss your event. Tax Department Contact to discuss: Nature of event Denominations ticket price Tax waiver special cases

Transport Department Special cases Contact to discuss: requesting the presence of taxis to take people to and from your event arranging Special Event taxi ranks and obtaining advice on their set-up road closures. how to transport large numbers of people by buses / public transport to and from your event, should you be anticipating a large event and any planned route that could affect how people travel to your event.

Office of Environment and Heritage Venue for the event (special cases) Contact to discuss: noise regulations litter and waste management..

Office of Liquor, Gaming and Racing if department exists in the city, in India handled by local authorities only. Contact to discuss: . Parks and Wildlife Group Contact to discuss: use of venues and sites like national parks and other reserves, such as nature reserves, regional parks and state conservation areas administered by the Parks and Wildlife Group (former National Parks and Wildlife Service). Phonographic Performance Company Contact to discuss: use of pre-recorded music at your eventeither a recording (including from a film) or music video. fundraising activities at your event the sale of alcohol

DOCUMENTATION

Coordinating an event is a complex task, often requiring the participation of many stakeholders. Given the complexity of event organisation, it is vital that you maintain good records of the planning, implementation and evaluation process. The documents you decide to keep will depend on the nature of your event and any legal requirements on you to do so. They could include: Event plan Plans/formal documentation Records of procedure

Event plan

The key purposes of an event plan are: to allow everyone involved to be very clear on what is being proposed and to get them all moving in one direction to have complete documentation of the event that can provide authorities with the necessary information so that the event can be approved with the required licenses and permits to ensure future committee members and event managers know how things were done previously.

The event plan should contain, at a minimum, the following: the name of the event date and all start and finish times location and venue(s) who the target audience is description of the eventits design, objectives and desired outcomes run sheet of key event time, activities and programming production schedule detailing production tasks from bump-in through to bump-out statement as to whether the event will be ticketed, and an outline of ticketing procedures site plan with key facilities, entrances and exits marked outline of command and control structure list of the approvals and licenses needed to deliver the event, the names of the approval bodies and the amount of notice required for each

budget considering best, likely and worst case scenarios cashflow statementif the event is to be fully or partially funded by ticket or other event-driven revenue (such as food or merchandise) you should consider how your bills and incidental costs will be paid for in the lead-up to the event before revenue starts to come in.

Plans/formal documentation

It is also recommended that the following plans are documented: business plan risk assessment processes and risk management planthese should be documented for all events, including those which may appear low risk. emergency response plan (including an emergency communications plan and emergency medical plan) transport management plan crowd management plan security plan, including for cash management and hazardous substances alcohol and glass management plan if permitted waste management plan marketing plan and promotions timeline public communications plans, both pre-event and during the event communication protocols, and command and control structures staffing and volunteer roster.

Records of the following documents should also be kept: Public liability insurance, and details of all other insurance policies that are required building/owner consent from landowner/venue manager permits/approvalsany licenses, approvals or consents you receive to conduct your event contractsany agreements made with suppliers, authorities, performers, staff, volunteers etc. safe work method statements from contractors.

Records of procedure

decision-making processesminutes of meetings, confirmation emails, notes made at meetings consultation registerdetails of who you have consulted about the event, how you communicated with them and notes about outcomes event run sheets production day into one document or manual that could be supplied to staff and volunteers before the event.

It is advisable to keep your documentation for a period of time after your event in case legal action is taken against the organisers or requests for information are made. You should seek legal advice on how long to retain your records. SAFETY & SECURITY Risk assessment and risk management

During the planning phase it is essential that you carefully consider potential risks involved with staging your event. As many people as possible involved with the event should be invited to identify potential risks. Once this has occurred, the risks should be carefully analysed and then rated according to the chance of each one occurring and the impact it could have on your event. By identifying risks, especially those that might have a significant and negative impact, you can develop strategies that reduce both the likelihood and consequence of a risk occurring. It will help you to decide your strategies if you compare the costs of implementing each one with the benefits likely to be obtained. This process also allows you to plan a response in case an emergency arises. The risks you identify will depend on the nature of the event but could include: financialfrom budget blowout, cancellation or poor attendance on event day non-arrival of performers or deliveries of goods equipment failure property damage or loss inadequate security food poisoning lost children breach of noise restrictions.

The following could also give rise to risks: handling money larger than expected crowds adverse/extreme weather fireworks.

It is important that risks continue to be monitored, assessed and managed once the event has started. Records of the risk management process should be kept for legal reasons, and so that risk management can be improved for future events.

Insurance

It is vital that you seek professional advice about the insurance required to cover your event. The type and amount of cover you need will depend on the nature of your event, and the requirements of the landowner or venue where you propose to hold your event. The insurances you need might include: public liability workers compensation motor vehicle insurance professional indemnity liability property (to cover your own equipment).

This is not a comprehensive list and professional advice should be sought about the insurances required to meet the specific needs of your event. Public liability insurance is required by a number of government agencies and venues and is usually a condition of approval to hold an event. In most cases Rs.20 million is the amount of cover required by the appropriate agency or agencies listed as interested parties on the certificate issued. You should also ensure any contractors you use have appropriate insurance to cover their activities at the event. It is a good idea to ask them for a copy of their Certificate. You should also check with the landowner/venue manager about the insurance they have and the insurance you are required to have. Incident reports

It is advisable to have a system in place at your event to record any incidents or accidents that occur. Also, it is important that everyone working at the event has a clear understanding of how to record incidents and what to do with this record at the end of the event. The information you will want to capture in your incident report depends upon the nature of your event. A template you can adapt to suit your own needs. Note that, as an event organiser, you are required to notify concerned authorities of any serious injuries or deaths that occur at your event.

Emergency Response Plan (ERP)

An Emergency Response Plan (ERP)also known as an Emergency Management Planoutlines how you will respond to an emergency at your event. It should be developed in consultation with Police Force, NSW Fire Brigades/Fire Service and Ambulance Service and other relevant emergency services.

The ERP should clearly identify one suitable person who is responsible for managing the emergency response at the event. That persons contact details should be given to all those who may be involved in responding to an emergency. Your events characteristics will determine the contents of your ERP. Some possible inclusions are: an assessment of the kind of emergencies that could occur, their likelihood, and how the risk of such occurrences can be reduced the role of the event coordination centre (where the events real-time progress and communications are monitored, and key decision-making takes place), who will be represented there and the technology available (such as computers, software, phones, phone lines and radios) a site plan, with grid references, identifying access and evacuation routes, and the location of first aid facilities a chain of command identifying who is responsible for decision-making, such as when decision-making lies with emergency response agencies rather than with the event organiser a description of roles performed by those involved with an emergency response the evacuation procedure, which should identify those personnel who can authorise an evacuation, and the location of evacuation exits and meeting areas an emergency medical plan, that includes the contact details of relevant hospitals prepared for a major incident, and that has been developed in consultation with the local Ambulance Service and first aid providers the arrangements for minor on-site emergencies not requiring external help an emergency communications plan.

The emergency communications plan should outline: how to contact emergency services communication protocols during an emergency (such as how, and to whom, incidents are reported and logged) coded messages for incidents (normally used world wide), such as: Red fire or smoke Orange evacuation Yellow internal emergency Blue medical Brown external emergency Purple bomb or substance threat Black personal threat

(Avoiding words such as bomb or fire will help minimise panic in any event patrons who overhear a report being made.) Can have your own coding as well.

who else needs to be contacted in an emergency such as: - the family of anyone involved in a serious incident - employees, volunteers, contractors, etc. - the media who are the key stakeholders (with contact details) the mode of contacting key stakeholders, e.g. two-way radio, mobile phone, email, etc. who will respond to media enquiries how to communicate with people attending the event.

When completed, copies of your ERP should be provided to: emergency services local authorities (an ERP may be required when submitting an application to stage your event) any other agencies working with you to stage the event. staff/volunteers/contractors (within a pre-event briefing) suppliers who will be present at the event.

Occupational health and safety

You have a duty of care to provide a safe environment in which staff, volunteers, performers and contractors can work. Depending on the nature of the event, you may have certain legal responsibilities in relation to occupational health and safety legislation. The provisions made for people working at your event will depend on its various components. Some of the issues you may need to consider include: handling of electricity, gas, and other hazardous materials supplying ear protection for people working in noisy areas operating equipment and machinery and whether licensed operators are required supplying sunscreen and other personal protective equipment for people working at an outdoor event obtaining safe work method statements from contractors providing drinking water for staff and volunteers working at the event providing adequate training to safely carry out assigned jobs at the event such as: - handling money, moving heavy items, managing and directing traffic, crowd management. You should contact insurance & local authorities to discuss your responsibilities in relation to the occupational health and safety issues relevant to your particular event. Crowd management

It is vital to consider crowd management. Even an event with a small attendance can become crowdedit depends on the capacity of the venue/area where the event is held, in relation to the number of people expected. It may be that an event will only become crowded in particular areas, or at certain times, for example, in front of a stage, or if a VIP arrives in an area that can only hold a small number of people. You should seek advice from the

venue manager or landowner about the capacity of the venue/site. You will also need to clearly establish whose responsibility it is to count patrons, if applicable. If you are expecting large numbers of people it is strongly recommended you employ the services of a professional agency to advise you on how to address crowd management issues, and on how to develop a crowd management plan. The plan should address issues such as: entrances and exits at venuesare they clearly marked, adequately lit, and large enough to allow an evacuation if required or a mass exit at the end of your event stage and barricade designbarricade design, in particular, is an event element that requires professional expertise and a proven track record of safety at your type of event management of a crowd around the stage area provision of sufficient facilities to ensure the health and safety of a crowd, including accessible facilities sale of alcohol use of security guards who are licensed for crowd control communication with event participants. potential risks such as overheating, crush, fire, and how these will be minimised and managed whether you should ticket your event to control crowd numbers.

There are numerous strategies that can help manage the flow of crowds, especially during event entry and egress when noise and behavioural disturbances are likely to impact on neighbours. For example: staggering the finishing times of acts/performances, and the closing times of bars and other facilities programming entertainment in a way that minimises intersection of crowds flowing around the event site locating exit points with sufficient space between them to avoid crowd crush when patrons are leaving ensuring that public transport and taxi services are available at the time of event closure.

Remember the straight line rulepeople will always walk the quickest route to get where they want, and they are likely to resist measures (such as barriers and signage) that attempt to direct them elsewhere. If you are expecting large numbers of people you will also need to: seek permission from the local authority to hold the event consult emergency services (Police, Fire Brigades and Ambulance Service) consult local authorities and traffic department about disruptions to traffic consult those services providing public transport consider availability of parking. Remember, it is mandatory that any person carrying out a security activity including acting as a bouncer or crowd controlleris appropriately licensed to do so. This does not necessarily include marshals and way finders.

Site plan

As you are coordinating your event you should develop a site plan. A site plan provides an overview of your event, clearly shows where it will be staged, and displays the entrances and exits, facilities, etc. This document is invaluable when you are: applying to the local authority for permission to stage your event applying to government agencies and other regulatory authorities for special licenses and approvals needed to stage your event identifying potential risks providing information for emergency services e.g. the location of potential hazards, emergency vehicle access etc. considering crowd management. The content of your site plan should reflect the various aspects of your event. Some suggested inclusions are locations of: Structures the stage and other structures, such as barricades, screens etc. the event coordination centre and emergency response room / office entertainment areas restricted access areas liquor outlets / Bar approved liquor consumption areas no-alcohol (dry) areas food vendors/stalls Smoking & Non smoking areas toilets, including accessible toilets sound and lighting control points. Access and thoroughfares emergency access routes all entrances and exits, including separate access points for staff and entertainers routes around and through the event used by vehicles paths and lighting for pedestrians parking parade route accessible points for people with a disability, including ramps and wheelchair-accessible routes area for media working on the event Facilities fire-fighting equipment free drinking water points if there are any areas for lost children / can be office as well secure areas for storing lost property, prohibited and confiscated goods areas for staff and volunteers electricity and stand-by generators

gas cylinders seating arrangements shelter and shade security guards waste receptacles and recycling facilities first aid facilities facilities for people with a disability public address systems. information stalls and way finders car park attendants crowd management marshals.

Volunteers/staff

This is not an exhaustive list. Your site plan should reflect your particular events characteristics. Operational staff

You should consider having people with particular expertise at the event site to deal with situations that might arise. The staff you require could include: experts in handling hazardous materials e.g. fireworks electricians, gas fitters and plumbers depending upon the nature of event security guards medical/first aid staff qualified sound and lighting technicians qualified personnel if the event is to be held on water

Lost children

For a large event it is advisable to make arrangements for lost children. This could include setting up an area where lost children can be looked after and where carers can look for them. Arrangements for children and carers who become separated should be clearly communicated to event patrons. All staff and volunteers working at the event should be aware of the procedures to be followed for lost children. The lost childrens area should be staffed with appropriately qualified employees or volunteers. Fireworks, pyrotechnics etc.

It is illegal to operate fireworks without a permit. You must apply for the permit at least 15 days before the event. The supplier or operator of the fireworks must also hold an appropriate license. If fireworks are planned for your event, you are also required to advise the following organisations:

local authority at least seven days before the event local fire brigade at least 7 days before the event local police at least 7 days before the event any other applicable agencies or interested parties.

You are also required to seek written approval from: the land or property owner where the display will be carried out any neighbours who may be affected by the fireworks display. Ensure you keep a copy of your permits and approvals for future reference.

Erection of structures

Before building any structures at your event you need to seek permission from the venue or landowner. Depending on the structure you may also be required to lodge a building or development application with the local authority or provide certification by an engineer. For safety reasons you should engage the services of an expert to build any structures required at your event. Structures might include: staging amusement rides lighting rigs marquees stalls.

Accreditation/role recognition

At an event it is important for you to be able to clearly and quickly identify authorised personnel. This allows you to ensure members of the public are not in high-risk areas, e.g. money collection and food preparation areas, places where hazardous materials are accessible and so on. Identifying authorised personnel through accreditation can be simple or complex depending on the nature of your event. Some ways of accrediting authorised personnel include: having authorised staff/volunteers/suppliers/contractors etc. wear coloured t-shirts or cap, with an organisational logo

providing staff/volunteers/suppliers/contractors/media with colour-coded identification tags that are worn around the neck or at the wrist and are visible at all times Coding clothing or tags according to the areas the staff/volunteers are allowed to access.

You will also need to consider how to ensure that non-accredited people do not access restricted areas and, if by chance they do, how they will be removed from these areas. Measures for restricting access could include fencing, using security guards, briefing staff and volunteers and using signage. Signage

Depending on the nature of your event you may need to erect signage. It helps to consider what information people at your event will need to know and whether this should be displayed on a sign. For example, signs might include information about the location of: parking/no parking areas toilets entrances and exits first aid lost children accessible facilities, including ramps and entry/exit points meeting points information booths.

If liquor is being sold you will be required to display a number of signs under the liquor laws e.g. the statutory notice stating the offence of supplying liquor to a minor. When planning signage, check whether there are any restrictions on the placement of signs where the event is being held. Depending on your event and where you are placing signs you may need to check with: local authority the landowner venue management.

Alcohol

To sell or supply alcohol at an event, the appropriate liquor license must be obtained. Applications for a license should be made at least 15-30 days in advance of the event. Police, local authoritys, residents and other interested persons can lodge a submission in relation to a liquor license application. Applicants must notify: the local police station

the local authority, depending on who the consent authority is for the land where you propose to stage your event.

The liquor laws require alcohol to be sold and served responsibly. Developing an alcohol and glass management plan can be very beneficial. Issues that should be considered and reflected in the plan are: legal requirements of the licensee, such as ensuring that serving staff and security officers are trained in the responsible service of alcohol (with copies of certificates kept by the licensee in a register at the event), the trading hours are adhered to, and that responsible service of alcohol signs are clearly displayed proof-of-age checks and procedures, including providing wristbands for over-18s whether alcohol and/or glass can be brought into the venue by event patrons procedures for security checks, such as bag checks for alcohol and glass secure areas for the storage of confiscated goods, such as alcohol and glass provision of clear signage showing where alcohol can and cant be served any limits on the number of alcoholic beverages that can be purchased at one time whether alcohol will only be sold in non-glass containers provision, location and easy availability of free drinking water availability of food and non-alcoholic beverages, including strategies to ensure their pricing is competitive procedures to shut down the service of alcohol in the case of an emergency design and layout of queuing areas to reduce crowd frustration additional toilets first aid facilities adequate bins and strategies to encourage recycling plans to ensure neighbours are not disturbed by the event plans to ensure safety and security at the event confirming that adequate public transport is available for people leaving the event, so patrons can move on from the event site.

Please note this is not a comprehensive list of issues that may affect the selling of alcohol at your event. Weather

The impact of weather on your event will depend on the activities you are coordinating. It is very important to carefully consider potential weather impacts and to include them in your risk assessment. You should also have in place arrangements to deal with conditions such as: heatprovision of shelter, water, first aid, sun cream, mosquito repellent windprovision of shelter, and ensuring structures and dangerous items are secure rainprovision of shelter, and protecting leads and wiring hailprovision of shelter coldprovision of shelter and warmth.

In the case of extreme weather it may be necessary to cancel or postpone your event to ensure the safety and security of those present. So, before the event, you should establish: conditions for cancellation/postponement and include these in information to attendees (such as on the event's website or the back of tickets) who is responsible for deciding to cancel/postpone at what time you need to make a decision about cancelling/postponing an event how will you advise staff, volunteers, performers and people planning to attend the event of the cancellation/postponement contingency plans if the event is still able to go ahead. This information should be included in your pre-event staff and volunteer briefings as well as in your event documentation. If you are running an event to generate income you might consider insurance that will protect you against loss in the case of cancellation. It is advisable to monitor weather forecasts in the lead-up to your event so you can plan for the predicted weather conditions. The Met Dept. can provide you with long and short-range forecasts. Lighting

If your event will be held at night or in a dark venue, it is essential to ensure there is enough light to see walkways and exits in case of an evacuation. You should also ensure you have back-up generators to provide adequate lighting in case of blackout. It is advisable to have the services of a qualified electrician on site in case problems arise with lighting equipment. Electric/gas cylinders/other hazardous materials

If your event will be using hazardous materials such as electricity, gas, chemicals and fireworks, it is vital that you seek expert advice about their safe use and storage. Safety procedures should be communicated to all staff, volunteers, contractors and others who could come into contact with the materials. You should ensure that: reputable suppliers are used items such as gas cylinders and generators are tested, are in good working order and safely stored gas cylinder tags are clearly displayed back-up plans exist in case equipment such as generators fail all electrical cords and extension leads are tagged and tested appropriate fire extinguishers are provided and staff are trained in their use and aware of their locations placement of any hazardous material is clearly marked on your site plan a system exists for checking equipment of contractors on site, especially caterers.

It is a good idea to have someone with expertise in working with electricity, gas, etc. present at the event in case of equipment failure or an emergency situation. Often the venue manager or landowner can provide details of someone with experience and knowledge of your event site.

Security guards

A security guard service licensed for crowd control and with events experience can provide invaluable expertise to help manage potential risks at your event, and may be legally required. It is mandatory that any person undertaking a security activity is appropriately licensed to carry out that activity. These activities include: acting as a crowd controller, venue controller or bouncer guarding cash or valuables (including cash in transit) protection of assets, guarding infrastructure and servicing security equipment.

Your risk management planning may identify other high security risks that are likely to occur at the event. For most large, liquor-licensed events, the licensing arrangements will require that a minimum number of security officers be employed, who have been trained in the responsible service of alcohol. If you do contract a security company, it is advisable to liaise with them during the event planning stage. One way to do this is to develop a security plan with your provider. A security plan should reflect the following: type of security being used for the event, e.g. private security personnel details of the private security firm including company name, master license details, contact person and phone numbers, the number of personnel at the event relevant contacts in the Police Local Area Command the role of any user pays Police compared to that of private security security, transport and storage procedures for cash, valuable items, prohibited items, dangerous goods, hazardous substances and equipment sufficient and appropriate barriers, fences, gates ticketing arrangements and procedures for checking tickets examples of the identification being used by staff, and a register of those with Access All Areas passes location of control points for searching for prohibited items ensuring that they do not impede entry to the event secure area for storage of confiscated goods arrangements for lost and stolen property arrangements for lost children separate entrances and exits for staff and entertainers.

A briefing should be given to security personnel before the event. This should cover matters such as venue layout and emergency evacuation plans, people who must be given access to the event (such as authority staff, building surveyors and inspectors, environmental health officers, fire safety and prevention officers, and workplace safety officers), as well as each security operatives role and responsibilities on the day. Security staff (and event organisers) should also be aware of their responsibilities relative to those of the Police and during an emergency. If Police are present at the event, whether on general duty or on a user pays basis,

event organisers are not entitled to direct the activity of Police or to have inappropriate influence on operational commands. Dealing with money

Whether you are fundraising or running an event for profit there are money-related issues you need to consider, including: gaining a fundraising authority from the Office of Liquor, Gaming and Racing. making arrangements for the collection of money at your event: gate collectionis fencing needed? collecting at dispersed locationshow to secure staff and storage? transferring money to a secure location during the eventhow often and how best to do this, and where can money be securely stored? Any staff handling large sums of money at your event must be trained in correct procedures. It is also advisable to use security guards in this instance. You should consider whether you will still make a profit at your event after the necessary money-handling precautions have been put in place. You may decide it is not worth your while to collect money at the event. LEGAL ISSUES

The complexity of event organisation means there may be legal issues to address before, during and after the event. It is important that you seek professional legal advice before you begin planning for your event. Some matters that may require legal advice are: contracts with staff, volunteers, suppliers, performers, sponsors, contractors, venues, any other relevant parties use of intellectual property including copyright material (Performing Right Association and Phonographic Performance Company ) conduct of revenue-raising activities necessary insurance wages and other employee entitlements e.g. correct wages must be paid to all staff including performers, as well as superannuation and other entitlements that might arise in relation to a particular engagement. taxation issues, including GST where applicable need for obtaining relevant licenses and approvals for the event e.g. planning approval, liquor license, Working With Children Check etc. environmental protection laws, including those for noise and waste management compliance with other applicable laws.

COMMUNICATION PLAN Communication before your event

It is important to consider how you will communicate with people in the lead-up to your event. This can be achieved by conducting a stakeholder analysis which identifies: who you should speak to what you should speak to them about when you should speak to them how you will speak to them.

Who you need to speak to will depend on the nature of your event but could include: people who will be affected by the event. This will include the non-event goer as well as those attending the event e.g. local residents, businesses, motorists, churches, hotels, motels etc. approval bodies people you would like to attend your event, i.e. your target market for the event suppliers potential sponsors the media.

Marketing Plan Developing a marketing plan and promotions timeline can help ensure that the target audience is aware of, and interested in, your event. A well-developed marketing plan that uses market research is most effective. A marketing plan should consider the following: the results of any market research who the target audience is, and why the impact of target audience on ticket pricing, event programming and event facilities synopsis of marketing campaign, including a promotions timeline the best media tools for your event (radio, print, posters/flyers, television, emails, notice boards, direct mail, electronic media) the key messages for your event campaign a marketing budget, with cost breakdown according to geographical target areas, different media types used, and cash/in-kind marketing whether to engage a media partner and public relations agency how sponsors, supporters and stakeholders will be acknowledged in marketing material how tickets will be distributed.

Public communications plan (pre-event) Developing a pre-event public communications plan for all stakeholders will promote consistency in the events key messages. You should tailor the messages you send to ensure the group you are communicating with receives information that is important to them. Elements could include:

transport arrangementschanges to regular services, additional services, special fares traffic arrangementsspecial event clearways, road closures parking facilities special arrangements, e.g. for people with a disability what to bring, and what not to bring to the event, e.g. alcohol or glass specific health messages, such as Drinking kills driving skills services and facilities available at the event sustainable practices and the event, and how patrons can enhance these practices specific conditions of entry to the event where to purchase tickets and ticketing conditions the event times and the entertainment program.

All your communication materials should include websites and telephone numbers where people can get additional information. Establish when you need to speak to peoplecheck deadlines for submitting documents, the amount of notice residents need about the event and so on. You should also carefully consider how to reach the people you want to speak to. Some ways of communicating might include: a website and/or information phone line a database publicity or advertising in local and other relevant media outlets letterbox drops to promote the event but also to inform people and businesses of the event in case they are affected by it posters/flyers/brochures letters to, and meetings with, key community groups. Community consultation is important in order to avoid any issues arising from local businesses and residents that might be affected by your event banners and signage (check with your local authority as to whether there are any restrictions regarding outdoor posters in public spaces) an event launch, media event or pre-event partythis may also help raise funds to support the event). A website is an excellent way for people to find out more about your event. It can also act as a simple call to action message on advertising material. A website is also the primary tool that can be used to create a database of people interested in attending your event e.g. through an invitation to register your interest here. Be sure to use your local media effectively as this will increase your reach and ultimately your attendance at the event. Find out the most appropriate contact at your local newspaper and radio station to send media releases to. A media release should contain key information such as the event date, time and location, what the event is about and possibly a quote from your event spokesperson or organiser. You could also approach your local newspaper and radio station to partner with your event by offering them cobranding in exchange for advertising space.

Running promotions in local media or shopping centres will also help spread the word about your event. Sponsors or stallholders might agree to donate a prize for a competition entered via your website, or entry could be by a form dropped in a box upon arrival at your event. Communication during your event

It is very important to consider how you will communicate with people at your event. This is particularly so if your event is over a large area or moves from one point to another (such as a parade). Public communications plan (during event) The public communications plan should also reflect ways of communicating with people at your event, and could include: a public address system (PA) portable message boards electronic variable message signs screens near the stage area or around the event other forms of signage information booths volunteers and way finders printed guides or programs online guides and programs that can be downloaded onto mobile phones or handheld devices (this can also reduce paper waste and excess printing costs) using SMS to send event updates and news to mobile phones, provided that event patrons can select whether or not they want to be registered to receive this service. Developing communication protocols in advance can be vital to ensuring important information is communicated quickly and clearly. Protocols should reflect the command and control structure of the event, and be in line with the emergency communications plan. Reporting procedures for the following communications should be considered: between staff/volunteers/contractors/suppliers, etc. It may be preferable to use two-way radios as mobile phone signals can sometimes become blocked in crowded areas between event staff and emergency services and Police (ensure you have a list of who to contact in case of an emergency and establish how you will contact them, e.g. by two-way radio) between event staff and those who have access rights to the event, such as local authority and inspection officers between event staff and those people attending the event. Work out how you will provide essential information such as the location of facilities and where to take and collect lost children within the event coordination centre and within the emergency response room (if different) between the event coordination centre and emergency response room.

If you are using two-way radios at your event it is a good idea to assign someone to keep a radio log of all key communication. A radio log records the messages relayed at your event. This information is vital if an emergency or crisis situation arises and it also aids future planning for similar events. It is also recommended that you brief all staff and volunteers on how to use the radios, change the battery and use correct radio protocols. Social media

There has been a move towards using social and digital media in event marketing and communications. They offer a dynamic and cost-effective way of engaging the target audience before, during and after the event. Audiences are changing just as quickly as technology and they are now creating, selecting, changing and interacting with social and digital media. Planning ahead and developing strategies on how best to use social media will assist event organisers in selecting the most appropriate platform and conversation to have with the event audience. Social media can help raise awareness of an event and ensure that messages to the public about traffic, transport, health and safety at the event are communicated. If the event impacts or affects traffic, it is very important that the events social media tools link to relevant websites and to social media sites to ensure that key messages are effectively shared. It is helpful if the person developing the messages is experienced in communications and able to handle and diffuse issues, as well as monitor messages, associated sites and the event and media. There are many different forms of social media and which channels you use will be influenced by the nature of your target audience. Examples include: Facebookthis allows you to create events, invite individuals, post photos and videos and tag people. Twittera channel of communication for networking, updating news, forming relationships with people with similar interests, and providing information and alerts on upcoming events. Youtubea video-sharing website where users can upload, share, view, and comment on videos. Flickran image-sharing website where users can upload, share, view and comment on images. Apps This term is an abbreviation for applications. An app is a piece of software that can run on the internet, on your computer, or on your phone or other electronic device. Blogs and Forumsthese provide an interactive space for information sharing and opinions. They can be linked to other social media sites to cross-promote events. Social media also enables audiences to provide feedback to event organisers, which is crucial for improving future events. The content selected to share with the event audience is critical. Information should be kept interesting and up-todate, and give people reasons to like or follow the event. The audience will then enrich the content by commenting, tagging, or re-tweeting (that is, re-posting a tweet written by someone else on Twitter). Social media is all about sharing information and provides event organisers with a level of flexibility in providing responses to the public and streamlining information.

Social media can also encourage advocacy for an event by creating #hash tags on Twitter which mark and group keywords, ideas or events. This raises awareness and encourages the use of event #hash tags during the event. The effects of this can be maximised through signage, handouts and announcements. An event can also be promoted via Face book through likes by fans and friends as well as via footage of previous events on sites such as YouTube. Evaluating your communication

It is important to set measurable objectives for all communications activity in order to identify the success or failure of your efforts. In order to measure the success of your event you could use the following: attendance figures number of telephone calls received regarding the event positive/neutral media coverage number of articles across all target media number of competition entries website visits feedback from stakeholders.

If you do set up a website, ask your web agent to supply traffic reports so you can ascertain when people viewed your site, what pages they visited and for how long they viewed them. Further evaluation techniques could include comparing your peak visit times on the website against the communications or marketing activities that were conducted at the same time. This will indicate whether a particular element of your campaign was successful or not and will also assist you to develop strategies for future years. Holding debrief meetings with event staff and stakeholders will help to share information about the successes and/or failures of communication strategies, and will provide a useful platform to begin planning next years event. Capturing and recording event data is also important when reporting successes back to current and potential stakeholders, such as sponsors. Think about what you will want to know at the end of the event to aid your planning for next time. If you can, try to set up a database through a website that asks visitors for things such as their name, email address, age and postcode. Note that there are strict privacy laws governing collection of private information, so make sure you understand what you need to tell people before starting such a database, and how the information gathered can be used. HEALTH

Food

All food suppliers, including not-for-profit and charity fundraisers, are required to sell safe and suitable food in compliance with the governing / regulatory authority. The governing / regulatory authority publishes the guideline which provides minimum standards for the preparation, display, handling and labeling of food and beverages in line with the Code. It is important to be familiar with Food Safety Requirements, which is particularly relevant to events. Among other things, it relates to the storage, processing, display and distribution of food; the skills and knowledge of food handlers and their supervisors; the health and hygiene of food handlers; and the cleaning and maintenance premises and equipment. You must always consult the local authority or landowning authority to gain approval for the sale of food and beverages and for the installation of temporary food stalls. The Guideline should also be consulted for recommendations on the location of food stalls and minimum standards for stall construction. Notification of the sale of food at a particular event is mandatory for all food businesses. However, it is likely that a license will be needed The governing / regulatory authority should be contacted prior to the event to ensure the approval requirements are met. Liquor licenses also require that food must be available if liquor is served. Water

It is vital that you make drinking water available to attendees, participants, staff, volunteers, contractors, performers, etc at your event particularly if: you are expecting large crowds the weather is likely to be hot participants are required to walk a long distance / more pax less space

It is a legal requirement that you have free drinking water readily available when selling alcohol

Waste management

Even small events can generate large amounts of waste. You may be required to submit a Waste management plan as part of your application for event approval to the local authority or landowner. Some aspects for consideration in regard to waste management before, during, and after your event are: promoting your event as waste wise using waste receptaclesthe type (such as those with lids or covers), quantity and placement emptying of receptaclesfrequency, operational issues (e.g. will waste trucks be able to access necessary areas at your event)

managing waste which has not been placed in receptacles having policies that encourage vendors to reduce packaging, and contractors to adopt waste reduction strategies recruiting volunteers to clean litter during and after the event, and providing them with the appropriate training and protective gear developing procedures for the secure storage of dangerous goods and hazardous substances establishing safe and secure procedures for the storage and disposal of clinical waste, including sharps containers for needles and syringes identifying procedures for the ongoing storage and disposal of sewage waste adopting recycling measures, including public messages and signage to encourage recycling

conducting a post-event site clean-up, including of the zone just beyond the event perimeter. Best is to hire an house-keeping agency and make it responsible for waste management as well. Toilet facilities

It is essential that there are sufficient toilet facilities at your event for the number of expected attendees. There is no uniform Australian standard for the number of toilets. However, as a thumb rule, following number of facilities for outdoor events where alcohol is not available: Toilet facilities for events where alcohol is not available Males Patrons <500 <1000 <2000 <3000 <5000 WC 1 2 4 6 8 Urinals 2 4 8 15 25 Hand basins 2 4 6 10 17 Females WC 4 8 12 18 30 Hand basins 2 4 6 10 17

Numbers may vary depending upon the season. Where alcohol will be available, the number of facilities needs to be substantially higher. Other factors that should be considered when determining the toilet facilities required include the duration of the event, the crowd demographic, and crowd peaks during the event. At least one toilet should be accessible for people with disabilities.

If there are not enough permanent toilet facilities at the site you may need to provide portable toilets. You should talk to a reputable supplier about the number and placement of toilets, and arrangements for cleaning and emptying during the course of the event, as required. A visit by a supplier to the site before the event would help them to advise you. You should also consider providing: sanitary bins baby change rooms separate facilities for catering staff sharps disposal facilities (these should be provided to minimise the safety hazard posed by abandoned needles and syringes. Drug use, while never to be condoned, is a risk that must be taken into account for certain types of events). Note that approval from the landowner will be required in order to install portable toilet facilities on their land. First aid

It is essential that you provide adequate facilities and qualified personnel to administer first aid. Advice as to the necessary facilities should be sought from qualified first aid practitioners. It is also a good idea to ascertain whether any key staff have basic first aid training. Medical and first aid providers should be provided with a copy of your events emergency response plan (including the emergency medical plan and emergency communications plan). If an event is being held on water you will need to have qualified aquatic personnel present. Check your telephone directory under First Aid for first aid suppliers to events. Noise

It is illegal for offensive noise to emanate from a public place so it is important to carefully consider the impact that noise will have on the surrounding environment. Consult with the venue/landowner and local authority about managing noise at your event, especially as some venues have maximum noise levels. Also, if using a public address system or sound amplifying device on community land, approval must be sought from the local authority or landowner and you should give consideration to the following: times of use position of speakers direction of speakers sound checks noise monitoringwho will do this and how?

Also important is the ability to adjust noise levels immediately in the event of a noise complaint or a request from authorities. If it is considered that your event is generating offensive noise you can be issued with a warning or fine. You may also need to provide protection for staff and volunteers working in noisy areas. Depending on the equipment being used at the event, qualified sound/audio technicians might be required to operate it.

TRAFFIC & TRANSPORT ISSUES You should approach the local authority about the possible traffic and transport issues that could arise as a result of your event activity. This includes setting up (bump-in) and dismantling (bump-out) the event site. The authority will advise you about who you need to speak to and the documentation you may need to provide Transport management plan

If you anticipate that your event will have an impact on traffic and/or transport then you might be required to develop a transport management plan (TMP) and the authority will advise accordingly. You should work closely with them in preparing the TMP so that you include all relevant information. The TMP will address all issues associated with traffic and transport at your event including (but not limited to): event summary contact details Traffic Control Plan (describing how you will control the movement of traffic affected by the event activity) assessment of risks involved in the control and movement of traffic around the event arrangements for people with a disability details of public liability insurance any special approvals required for the event, e.g. from police if the event is a road-race evidence that appropriate authorities have been notified about the event any alternative route to be taken by traffic during the event parking arrangements public transport arrangements contingency plans special event clearways the impact of heavy vehicles.

You should begin discussing your TMP with the local authority as soon as practicable but no later than four months before the event

Road closures

If your event requires the closure of any public roads you will be required to submit a transport management plan. Reasons to close roads include: to set up/pack up the event the event activity takes place on roads e.g. road-race or marathon large numbers of pedestrians are expected trucks will be moving large objects heavy vehicles will be used.

You should speak to the local authority about any proposed road closure. The authority is obliged to seek permission from Transport department for the closure of any public roads. There is a legal requirement that you give residents affected by road closures at least seven days notice by advertising the closures in local newspapers as directed by Transport authority (this will depend on the impact of the event). Parking

It is important to provide sufficient parking for people attending and working at the event. If your event is not accessible by scheduled public transport it may be necessary to provide hired shuttle bus services and/or additional parking spaces. If existing parking facilities at the event location are inadequate, consider nearby parking stations. If you need to set up additional parking areas, certified traffic marshals may be required. Remember to provide easily accessible parking spaces close to the event for people with a disability. When planning where to put parking, ensure you allow access for emergency vehicles. Parking areas and vehicle entrances and exits should be indicated on your site plan and car parking should be communicated to patrons before the event. You may be required to submit a parking plan as part of your transport management plan. Public transport

An event that is serviced by public transport has a number of advantages, including: a reduction in congestion on roads around the event fewer parking facilities are required for private cars the event is more accessible to people who cannot travel by car.

You should also consider: coordinating public transport that is accessible to people with a disability

arranging with public transport authorities a combined travel and event entry ticket.

If you are holding a large event you should contact the relevant transport agencies to discuss the coordination of transport services to and from your event. These include: State Tranport Authority Taxi / Auto Association Private Bus and Coach Association.

ACCESSIBILITY depends upon local laws When planning an event, it is a legal requirement to consider the access needs of people with a disability. Promoting an events focus on accessibility may also be an attractive prospect for supporting partners or sponsors. Access customers might be: Someone with a hearing or vision impairment A person in a wheelchair (wheelchair user) A person with intellectual disability A parent pushing a stroller An older person.

Access customers are either born with a disability or they may acquire a disability, temporarily or permanently, at some point in their lifetime. It is also worth noting that as we all age, our access needs increase. The most effective way of ensuring access for everybody is to consider access at the initial planning stages of your event. Developing an access plan can help you to identify features that may make it difficult for people with a disability to access your event and ensure that your event is accessible to the greatest possible number of people. Key considerations of an access plan for your event are: Venue Communications Staff training

Venue

Choosing a venue for your event is likely to be one of the first things you do. In terms of access, you should only consider venues that allow people to enter, exit and move around with ease and that have other accessible facilities, such as accessible toilets. This is a list of key access features you may want to look for when choosing a venue:

accessible parking bay and a well-lit route to the event which is clear of obstruction regular resting spots along entrance and exit paths footpaths and ramps with non-slip surfaces, wide enough to accommodate people using mobility aids clear external signage to the event which includes visual symbols a main entrance that is on the accessible route or a clearly signposted alternative accessible facilities such as toilets, public telephones and food and drink counters (if possible), marked with clear visual signage accessible toilets that can be used by people with a disability and their carers, who may be of the same or different gender special viewing areas (if budget permits) for people with a disability (particularly relevant for events where there is no spectator seating, such as parades or music festivals). There should be adequate space for a wheelchair user to enter and move freely around this designated area, as well as a route to travel to and from it to other event facilities

a ramp or lift to all levels in the venue, including VIP areas large doorways with colour contrasting door frames / trims lifts with audible information and buttons with a raised tactile surface and Braille markings captioning or hearing loop technology adequate lighting battery recharge station facilities for electric wheelchair uses quiet spaces drinking water and shade for guide dogs for outdoor events.

A venue should also have evacuation procedures that take account of people with a disability. Such procedures should include: ensuring that all parts of the accessible route to and within the venue are clear of obstruction and well-lit. It can be the case that accessible routes are blocked by refuse or equipment both visual and audio fire alarms clearly marked accessible emergency exits a mobility map of the facility showing accessible paths, entrances and other features, made available both during and before the event. You will also need to consider how people with a disability will travel to and from your event. If people are likely to travel by car, it is important to provide easily accessible parking spaces close to the event or a drop-off zone. Alternatively, if you are promoting public transport, you should consider coordinating accessible services with public transport authorities and provide information on accessible routes from railway stations or bus stops to the event. Communications

Pre-event planning is particularly important for people with a disability. Therefore, a key component of your access plan is ensuring that information about accessibility is readily available both in the lead-up to and during the event.

Pre-event communications A website can be a great place to provide detailed information on event considerations for people with a disability, such as accessible travel options to and from your event. The event website should feature information about how accessible the surrounds and physical structures are and link to any useful resources. It is also helpful to make detailed information about the event site or venue available, such as seating plans or photographs of accessible features, to help your access customers identify any problems they may encounter. Where not all facilities at an event are accessible, it is helpful to identify those that are. You might consider producing a mobility map of the event venue showing accessible parking, drop-off zones, toilets, paths, entrances and exits, lifts and other features. This can be uploaded onto the event and venue websites or included as a feature of an event's Smartphone app, as well as distributed to staff on the ground at the event itself. If providing event information on a website, consider designing it so it can be read by people with a vision impairment. This can be as simple as ensuring text is displayed in an accessible electronic format such as HTML. You may also consider producing information about your event in plain language formatting. This is useful for people with intellectual disability, as well as for older people and people from non-English speaking backgrounds. Communications during the event To ensure any communications during your event are reaching the broadest possible audience, some things to consider providing are: signage in and around the event that is clear and includes visual symbols clear visual signage indicating accessible facilities such as toilets, public telephones and food and drink counters key information available in large print and/or Braille.

If you are providing live updates at your event through social media or VMSs (Variable Message Signs), you may want to consider including key information on accessibility, such as changes to accessible routes or when wheelchair accessible viewing areas have reached capacity. As wheeling to an area can involve considerable effort, this will save wheelchair users from unnecessary trips. Staff training

Event staff have a key role in ensuring that your event is as accessible as possible, from the initial planning phase to the day of the event. Educating your event staff about accessibility will ensure they are able to identify limitations and opportunities in your events access plan. If your event is likely to attract a large number of people with a disability, it may be useful to appoint an accessibility officer to develop and implement a comprehensive access plan. Customer service staff should be briefed about both the accessible and inaccessible features of the event and be able to provide detailed information, such as the seating plans, if required. If your event is ticketed, staff will need

to be aware of access considerations such as whether ticketing arrangements include admission for people with a disability and their carers, or whether a venue can accommodate a wheelchair user and companions in its seating format. Event staff on the day are crucial in ensuring that information on accessibility is readily available and effectively communicated to event patrons. The type of information you should relay in a staff briefing includes: locations of viewing areas, accessible facilities, paths, ramps, entrances and exits, lifts and other features whether captioning or hearing loop technology is available information about both the accessible and inaccessible features of the event emergency evacuation procedures for customers of all abilities details of a designated contact person for any queries relating to accessibility. CONTACT SHEET

SUSTAINABILITY Depends on facilities & resources available in the country

When planning an event, it has become increasingly important to consider its potential environmental and social impacts. These days good event practice is also about good sustainability practice. Being a carbon-neutral event is one approach to sustainability but becoming a carbon-reduced event is a preferable goal. Promoting an events focus on sustainability may also be an attractive prospect for supporting partners or sponsors. Some of the ideas and practices around sustainability are still new to many, so it is important to be clear and realistic about goals and expectations for your event, and what part others can play in achieving these. As with any event, getting in early, planning and bringing the right people on board is essential. Considering a few steps along the way should help create a sustainability plan for the event: appoint a sustainability coordinator (a dedicated individual who is passionate about the issues) develop a working group and channel of communication involving key stakeholders allocate resources, time and money to achieve your aims.

Establishing some clear goals will help in the development of a plan of action and identify who will become the key stakeholders: what practices would be advantageous to implement why are these practices most desirable who is going to help make them happen how will measures be evaluated?

The key areas for tackling the sustainability of an event are: transport energy use waste management water use procurement education/communication carbon consciousness.

Transport

Transportation to and from an event is often the highest contributing factor to its environmental impact, whether this is transporting all the goods and services for the event or the people visiting the event. Site visits by the event organiser during planning, bump-in and bump-out should also be considered and accounted for when evaluating transport. Re-considering the need for participants to be physically present at an event is also becoming an important way to minimise an events impact by eliminating transportation. Many conference-type events are now using technology to provide low-impact solutions. A sustainable transport plan for an event will include: considering the event venue or location in relation to transport options and accessibility promoting public transport options and developing communications with public transport authorities to provide combined travel and entry event tickets providing bike racks or bike valets, change areas and lockers at each event to encourage bike travel tele-working to be considered as part of the event, in the form of podcasting, webcasting or videoconferencing encouraging visitors who have flown to offset their impact through an accredited offsetting company. This could be done directly with the flight operator or you may decide to offer a service through aligning with an offset provider. Energy use

Energy use is an area within event management where there have been many improvements. The nationally accredited GreenPower website has a component dedicated to servicing the events community. The events power source will also have a significant effect on its environmental impact, so it is essential to investigate options. As energy source is one of the less visible elements, it is also important to communicate your efforts to those involved and the visiting public. An energy plan for an event should consider the following:

encouraging the venue/site that has access to power from the grid to use 100 per cent accredited green power. considering alternatives such as diesel generators that run on ethically-sourced biofuel or waste vegetable oil if the site is not connected to a regular power grid developing an energy-saving guide for use by all production staff and contractors. This could include anything as simple as ensuring people switch off unused lights. Energy efficiency is always also cost efficiency, so all actions in this sector will save your event money

promoting energy-saving initiatives through your events communication strategy. This will influence how your event is viewed by visitors.

Water use

Water is a critical resource and water conservation has become one of the main ways for reducing the environmental impact of an event. Every event requires water. Drinking water is the most obvious need, but there are many others. Consideration of how it is to be used and saved should form part of the event plan. Authoritys mostly manage water supply. The individual water supplier also manages water regulations and restrictions and these should be checked as part of event planning. Potential contamination of waterways should also be considered as part of the event plan, ensuring any potential accidents do not impact on the local waterways. Your events water conservation plan should consider some of the following: working with venues and sites that have implemented or support water saving initiatives providing water trailers or purchasing drinking water in bulk as this will satisfy the need to provide drinking water to the event and also reduce the need for single-use drinking water sales, resulting in less waste engaging with stakeholders to explore the possibilities of grey water recycling at locations where water is used using composting toilets, which is one of the simplest ways to eliminate the need for water and harmful chemicals. They also send out a very strong message of your commitment to sustainability reducing water in unseen ways through the type of printing services used to the food being provided communicating the plan to your stakeholders, contractors, vendors and the public is essential to ensuring the success of your initiatives.

Procurement

Sustainable procurement or sustainable purchasing can be viewed in two ways. One relates to the direct purchasing of products for the event. This is obviously where the greatest opportunity to select products based on sustainability goals exists, and can involve something as simple as the choice of photocopying paper. The other relates to the contracting of services, hiring of venues, or when a third party is involved in providing a service or product. This can be more complex and it may be more difficult to know what practices are being employed, or to be aware of the supply chain.

A sustainable procurement plan should consider the following: waste generation and management, packaging, greenhouse gas emissions, water, energy and other resource use, environmental effects on health and environmental biodiversity, and working conditions including the goals of the events sustainability plan when requesting quotes or conducting a tender for larger events communicating with stakeholders the desire to implement some form of sustainable purchasing to support a sustainable event plan sourcing products and services locally which will not only help reduce impacts, but will also support the community where the event is being held. If these sustainability considerations are not asked for directly at this stage, it is unlikely they will be considered by suppliers. The power to create the demand for more considerate services and products lies with the event organiser. Education/communication

This is the area for the creative promotion of the actions taken in your sustainability event plan. Educational trailers or exhibitions which have been specifically designed to service the events sector could be useful. The nature of the event will determine what is appropriate given the event type, visitor demographic and location. Education and communication strategies should consider: identifying upcoming stages and opportunities for communicating with stakeholders, contractors, participants and visitors contacting water businesses, energy retailers and local authority to see what educational installations or programs are available and which ones best suit your event. Doing something out of the ordinary, such as working with an NGO or school, may help. Sponsors may also respond well to this idea. Being carbon conscious

Carbon offsetting is a new area and there can be various approaches. To have a carbon-neutral event you will need to: measure your emissions (there are a range of online tools to help you do this) reduce them through your sustainable event plan utilise an accredited GreenPower provider where possible offset to account for the remaining emissions that really cant be avoided.

VOLUNTEERS

Volunteers can provide invaluable assistance in the coordination and running of an event. Another good way to find volunteers for events is to approach your local service clubs as well as educational and training institutions that offer event courses. You need to be aware of your rights and responsibilities in relation to volunteers. These include: Insuranceprofessional advice should be sought about the type of insurance you will require to cover volunteer activity. You should also check to ensure that any existing insurance policies cover volunteers. Some you might consider are: volunteers/workers personal accident public liability motor vehicle professional indemnity liability. Occupational health and safetyvolunteers are entitled to the same safe conditions that are provided to paid employees Appropriate orientation and trainingto ensure volunteers are able to do their assigned job effectively. Note that volunteers serving alcohol at a licensed event must be trained in the responsible service of alcohol Reference, police or other checksdepending on the role assigned to a volunteer (such as working with children) it may be necessary to carry out checks. If checks are relevant, volunteers should always be advised and their permission sought. MUSIC & PERFORMERS In this section there are just some of the issues you will need to take into account if you are using performers, live music and/or pre-recorded music at your event.

Copyright

If you are having live or pre-recorded music (either a recording or music video) at your event, and that music is protected by copyright (as most music is), you will need to obtain a license at least 3-5 days prior to the event. If there is live music only you will require a license from the Performing Right Association (PRA). Recorded music (either a recording or music video) is protected by two types of copyright, so if you are using recorded music at your event you will need to obtain a license from both PRA and the Phonographic Performance Company (PPC). It is recommended that event organisers discuss with the venue or premises operator whether a blanket license is already in place, in which case a separate one with PPC would not be required Insurance

You should ensure that performers have insurance to cover their activities while at your event. You should sight their insurance as well as seek professional advice about the insurance you need as the event organiser. Public

liability insurance is required by a number of government agencies and is usually a condition of approval to hold an event. In most cases Rs.20 million is the amount of cover required by the appropriate agency. Occupational health and safety

You have a duty of care in relation to the health and safety of performers at your event. During your risk assessment, identify any potential hazards for performers and take steps to minimise those risks. Remember also that performers may need facilities in which to change their clothes, do their make-up etc.

Contracts

It is advisable to have a written contract with all performers at your event. You should seek professional legal advice about the contents of a performers contract. Event organisers should ensure arts workers are paid correct wages. FUND RAISING If you will be raising money at your event your organisation may need to be authorised by the Office of Liquor, Gaming and Racing. Fundraising can include: requesting donations requesting sponsorship running lotteries and competitions supplying food or other goods and services (e.g. at a fete).

This is not a complete list of activities that constitute fundraising. For a complete list contact the Office of Liquor, Gaming and Racing one needs to contact the local authorities. If your organisation is authorised for fundraising, there are several conditions you will be required to meet including: providing adequate information to the public about the purpose of the fundraising venture ensuring children who collect money are supervised banking all money raised through fundraising keeping records and auditing accounts.

ON THE DAY

It is a good idea to make sure you have ready access to all important information and documentation on the day of your event including: copies of all contracts and permits incident/accident report forms safe work method statements from contractors a running sheet outlining the timing of your event a production schedule contact phone numbers of all staff, volunteers, performers, emergency personnel and other key stakeholders a risk assessment matrix and management plan a site plan, preferably with grid references an emergency response plan, including emergency medical plan and emergency communications plan a transport management plan a crowd management plan an alcohol and glass management plan, if relevant a security plan a public communications plan incident/accident report forms radio protocols and channels if relevant the chain of command.

One way to help staff and volunteers be fully briefed on key aspects of the event is to collate all important relevant information into one document (the event manual) and provide it to them at a meeting (briefing) several days before the event. This is particularly useful for large events. At that briefing, the event manager should go through the manual with your staff and volunteers, and allow time for questions. Encourage staff and volunteers to make themselves familiar with the manuals contents, so that they can be as clear as possible about what will happen on the day. EVALUATING 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 didnt and where improvements can be made. Here are some suggestions: conduct a survey or provide feedback forms during the event. 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 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, emergency services, etc. Organise this well in advance so

people have the date in their diaries and circulate an agenda that covers the key areas for discussion, such as achievements, challenges and recommendations. If you send this beforehand, people can prepare their feedback for the meeting send out an evaluation sheet to all key stakeholders (especially those who cant attend the debrief). You could seek feedback from suppliers, performers, 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 fundraising target? Did you achieve the amount of media publicity you wanted?