An easy guide to organise a neighbourhood street party

Attachment 1 DRAFT Neighbourhood Street Party Kit (Pages = 18)
An easy `how to’ guide to organise a
neighbourhood street party
Planning your neighbourhood street party
Contents
1. Getting started..................................................................................................3
2. Types of street parties.....................................................................................3
3. How small to keep it/ how big to make it........................................................4
4. Who to invite.....................................................................................................4
5. Location: private v public................................................................................4
6. City of Launceston permits.............................................................................5
7. Public Liability Insurance................................................................................7
8. The timing to get the event planned...............................................................8
9. Getting the word out........................................................................................8
10. Role of the organisers......................................................................................9
11. Set up.................................................................................................................9
12. Activities during the event...............................................................................9
13. Saftey...............................................................................................................10
14. Alcohol............................................................................................................10
Neighbourhood Street PartyTools and Template.................................................. 11
1.
Minor Road Closure Application and Road Closure Indemnity Form.......12
2.Street party planning check list....................................................................13
3.
You are invited to a Street party....................................................................14
4.
How to welcome your new Australian Neighbour to the Street party......16
5.Suggested activities to learn about your Neighbours................................17
6.
It’s a street party evaluation form.................................................................19
7.Street parties `at a glance’.............................................................................20
F u r t h e r i n f o rma t i o n , pl e a s e c o n t ac t:
Customer Service PO Box 396 Launceston TAS 7250
E. [email protected]
T. 03 6323 3000
2
To have fun - no
excuses or reasons
are needed to
celebrate.
To increase security by
knowing each other’s
schedules and when
neighbours are away.
To meet neighbours on
your block that might
be able to help you
with, for instance, a
gardening problem, or
lend you that needed
ingredient for your
recipe.
A neighbourhood street party is the opportunity for
neighbours to get together, meet each other, have fun
and maybe work together on a common activity.
T o p 1 0 r e a s o n s t o hav e a s t r e e t par t y
To provide an opportunity
to know and recognise your
neighbours and where they live.
To help with
safety/crime
prevention by
knowing who
lives where and
who does not.
To encourage
neighbours to look
after and care for
their neighbourhood.
To ensure you know
the people living
near you before any
natural disaster
To establish
strikes. Connected
friendships.
communities
are resilient
communities.
To act against isolation and ensure all people
in our community have an opportunity to be
To increase that
socially networked.
special sense of
belonging to a
community.
3
Planning your neighbourhood street party
Thi n g s t o c o n s i d e r wh e n o rga n i s i n g y o u r e v e n t
Getting started
Types of street parties
The idea of a street party is to
bring neighbours together. It’s
a good idea to find one or two
neighbours to help you organise the
event.
Which types of street parties will work
best in your neighbourhood?
;; Barbecues - organisers purchase all that is needed
and neighbours provide the money. Everyone brings
his or her own meat;
;; One can take the `Lone Ranger’
approach, and it can be a great
event. However, it may make it more
difficult to find someone else to
organise it the following year!
;; Picnics - everyone brings their own meal;
;; Pot luck - everyone brings one dish;
;; Catered - everyone shares the cost and the food is
purchased.
;; You may choose to create an
organising committee. It is important
to include everyone in the decisions
about the event.
As a general rule, try not to go overboard, you do not
want to burn yourself out and miss out on the fun. Keep
it simple.
To ensure food safety during your event check:
;; If this is the first time your neighbours
are exposed to a street party,
you may want to send out a flyer
to explain what a street party is,
encourage attendance, perhaps
share some of the benefits, get
opinions on how to handle the food,
and possible dates and times to have
the event.
;; - I’m Alert free online food safety training at www.
launceston.imalert.com.au
;; - Visit the Food Standards Australia New Zealand
website for food safety fact sheets safety at www.
foodstandards.gov.au – translated versions are also
available.
;; - Or contact Council’s Environmental Health Officers
on 6323 3000, or email envservices@launceston.
tas.gov.au
;; Enlist as many neighbours as you
can to help out. Someone can
type the flyers, someone else can
collect them. You may want to ask
some kids to drop off flyers in the
mailboxes.
How small to keep it / how
big to make it
;; Also, refer to the Tools and
Templates Section.
;; Start off with a small rather than a large event.
Success is not just dependent on the size of the
event. Keep the scale down but get as many
people involved as possible.
4
Who to invite
;;Decide early and make it clear in your flyer which area (cul-de-sac, street) is invited to join the
party.
;; Do not create a public event by broadening the attendance to the general community or
you will need to comply with Public Event Guidelines.
;; Street parties are an `invitation to residents only’. This makes it a private event on public road/park. The
event is strictly restricted to all people residing in the street (i.e by letter drop off). It is not open to the public
beyond the residential area suggested.
;; In selecting who to invite, use natural neighbourhood boundaries where possible (i.e. end of the block/
street). If you are planning a street or cul-de-sac party, you need to invite everyone from that area.
;; Information relating to organising a public event can be found on www.launceston.tas.gov.au
Location: private vs public
Choose whether your Party should take place on private land or public land. There are positives and
negatives for both options … and sometimes, little choice.
;; A neighbour’s backyard, a house, garage (rainout) or a common room/ garden area within a block of units
may be all that is needed as location. Because they take place on private land, those events go by the
same requirements as private functions. One negative point is that such events can make it more difficult
for the person hosting the party to generate shared responsibility of the event.
;; Locating the Party on public land does increase the likelihood of shared responsibility for the event but the
organising process may be slightly more complex depending on the specific location (park/ street, etc).
Check - Street Parties` at a glance’.
;; If you are not yet ready to organise a street party, consider the Meet the Neighbours format option (http://
www.launceston.tas.gov.au/lcc/index.php?c=625).
;; You need to plan for a $200 Road Closure fee.
5
City of Launceston permits
( c o s t n e u t ral v e r s i o n / pri o r t o E M C v e r s i o n )
I f y o u r par t y l o ca t i o n i s i n a s t r e e t o r a c u l - d e - s ac , Y OU NEED
t o apply f o r a R o a d C l o s u r e p e rmi t
Take the time to read in full the Launceston Neighbourhood Street Party Kit (at least 5 weeks before your
proposed event) as it provides valuable advice that will help you organise a successful event.
1. Check that your event qualifies as a `Street Party’ by contacting Council’s Events Officer on (03)
6323 3380.
2. Forward an expression of interest to host a Street Party to the Events’ officer by email Jessica.
[email protected] or mail to Events Officer, PO Box 396, Launceston, Tasmania, 7250.
3. Should your party location be deemed suitable to hold a Street Party, you accept to purchase the
Public Liability Insurance for the event. For more information on PL insurance check page 8.
4. Fill in the Minor Road Closure Application and Road Closure Indemnity form and forward to the
Events’ Officer with:
- a copy of residents directly impacted (names, address and contacts) who support the event (100%
required) and a copy of the Public Liability Insurance purchased to cover the event.
- a drawing of your suggested street/cul-de-sac layout. Please use the template provided if suitable,
feel free to draw your alternative layout using the legend provided. Contact our Events’ Officer should
you need assistance.
5. Your forms will be checked in for endorsement and you will receive approval from the Events’ Officer.
You can go ahead with your Street Party organisation.
W hy d o I n e e d t o apply f o r a R o a d C l o s u r e f o r my S t r e e t P ar t y ?
In line with Section 19 of the Local Government (Highways) Act 1982, Council needs to ensure that a
suitable Traffic Management Plan is put in place to ensure public safety. This responsibility includes
setting up and dismantling road closure barriers or signage at the beginning and close of any such events.
H o w m u ch will i t c o s t m e ?
(pending decision by EMC)
I f y o u r par t y l o ca t i o n i s i n a C o u n cil o w n e d par k , y o u d o NOT
n e e d t o apply f o r a R o a d C l o s u r e p e rmi t.
;; In selecting the parkland location, check the availability of toilets nearby to suit your guests’ needs.
;; Be respectful of residents who live nearby as well as of other park users. Make sure the time you
select to host your party does respect their privacy (i.e noise pollution especially after hours).
;; Ring 6323 3000 to let Council know of your intention to hold an event at a parkland location. Note:
This will not be managed as a booking, meaning it will not ensure you have exclusive use of the area
specified.
;; You are encouraged to take Public Liability insurance
;; Alcohol consumption is not permitted unless you apply for a Liquor Permit, (check final section nb.)
;; You are responsible for taking your own rubbish back home and for cleaning up the area after the
party.
6
;; Contact Council Events’ Officer for any query arising during your event planning stage, including in regards to
bringing your own BBQ, or other special gear.
;; Check the list of Launceston Parks and Reserves: http://www.launceston.tas.gov.au/upfiles/lcc/cont/_facilities/
recreation/parks_and_playgrounds/parks_brochurepdf.pdf
;; If the park or reserve is not owned by the Launceston City Council contact the relevant authority.
; ; I F H O L D I N G A PA R T Y I N T H E S T R E E T O R PA R K S E E M S L I K E T O O M U C H
T R O U B L E , start with a smaller event such as Meet the Neighbours (select 4-5 neighbours) (link LCC website).
;;
Select and keep to a private location i.e. your garden, carport, front veranda, as long as the gathering does not
spill on the street it is a private event and you will not require any authorisation or permits.
;;
Be respectful of the privacy of other neighbours, select your party time and control the noise your party will generate.
Public Liability Insurance
;; Event organisers and attendees of the street party participate at their own risk. Council has no
liability for harm suffered from obvious risks associated with the event nor accepts responsibility should
damage occur on streets or parkland while hosting a street party.
;; With a Road closure Permit you are required to take a Public liability insurance (no less than $10M) to cover
your event. `One day event’ cover is available through a number of insurance companies at various rates
(approx. $100 - 200). A starting point may be: http://www.localcommunityinsurance.com.au/coverage_
pl.aspx (street parties are listed under Single Events cover). The timing to get the event planned
;; For a first time street party it is recommended that you start surveying interest from potential
neighbours a minimum of 5 weeks before the event.
;; Adjustments may need to be made if a neighbour already has an event of their own planned.
You may decide to combine events by joining effort.
;; Once you have discussed the `how, when and where’ with other interested neighbours, do a letter box drop
with your final invitations around your street or block. Plan to do so three weeks before the event. Check
invitation content in the Tools and Template section.
;; A week-end date or holiday from late spring to early autumn is often the best time for such event.
;; Have an alternate rainout day planned, just in case.
;; Keep in mind who lives in the neighbourhood when setting the hours for the party.
Use your own judgment and lower noise earlier than stated in the Environmental Management and Pollution
Control (Miscellaneous Noise) Regulations 2004 if young children or seniors are living near the party area.
R e g u la t i o n s f o r m u s ical a n d s o u n d amplifyi n g e q u ipm e n t:
;; Monday to Thursday - Between 7am and 10pm
;; Saturday, Sunday and statutory holidays (as defined in the Statutory Holidays Act 2000) - between 9am and
midnight.
;; Extract, Environmental Management and Pollution Control (Miscellaneous Noise) Regulations 2004
7
Getting the word out
It is important to keep neighbours informed. Here are some ideas:
;; Flyers can be used with a request to drop back their suggestions for the event in your mailbox in the
early days of planning for a party.
;; Information can be gathered from your neighbours by going door-to-door. This adds a personal
touch and people often offer to help.
;; A casual approach can be used to inform neighbours as you see them out doing their lawns.
;; Neighbours can be called on the phone if you know their number. If not, make it a priority to ensure
neighbours know which is the best way to contact each other.
;; Make an extra effort to get your new Australian neighbours out to the event (refer to Tools and
Templates section)
Take every opportunity to talk it up in the neighbourhood as often as possible prior to the event.
;;
Role of the organisers
;; Make decisions about the set up.
;; Act as `greeter’ at the event.
;; Introduce new neighbours and help them make connections.
;; Make sure the recycling and clean-up are done.
Set up
;; Set up a sign-in book for records for the next year, and it can help develop a contact
list for the neighbourhood.
;; Name tags are very useful to identify people and help with initial greetings. Allow for two lines: one for their
name, the other for a thing they love to do. This will act as an icebreaker and get people talking!
;; Decide what you want neighbours to write on their name tags (e.g. first and last names, house numbers).
;; Line up tables for the food and have a few garbage bins available.
;; Decide whether you will coordinate or everyone will bring their own tables, chairs, plates, cutlery, cups and
beverages.
;; If using barbecues, who will bring them? Who will cook on them?
;; Institute a bathroom policy `everyone to use his or her own’, so that some home security is maintained or
make other arrangements.
;; Decide if pets are allowed.
;; Choose recyclable material for plates, cups and cutlery. Avoid glass.
;; Be ready to oversee the clean up and recycling after the event.
;; You may wish to do an evaluation at the end of the event to collect any new ideas. (see sample in the Tools
and Template section)
8
What should we do during the event?
;; Talk and eat. Over the centuries, food has always had a very social component in societies.
;; Games for kids (some organised, some they can plan themselves).
;; Take time to introduce one another and point to ones’ house. This can be done in a game format.
;; Encourage the talent in your neighbourhood to come forward, such as musicians or magicians.
Safety
;; Neighbours
should observe security
precautions by keeping
their doors locked and equipment in
sight.
;; Stick to an `invitation only’ event.
;; Loud music should be avoided.
;; Remember when setting up tables
and chairs that emergency vehicles
may need access.
;; Respect fire bans. In any doubt
contact your local fire station.
If you wish to discuss your event or if
you have questions, please call Launceston
City Council Events’ Officer on
(03) 6323 3380.
;; You may wish to post signs the day
before the event to remind everyone
to remove cars for the street closure.
Alcohol
public place.
;;
Please note that under the Police Offences Act 1935, it is an offence to
consume liquor in or have an opened container of liquor in a public street. The only
exception is if a liquor permit has been issued for a function in a street. Also, note
that it is an offence for a person under the age of 18 years to consume liquor in a
For further queries, email [email protected], ring (03) 6777 2777 or contact www.
liquorlicensing.tas.gov.au
9
Minor Road Closure Application and Road Closure Indemnity Form
Available online, this form needs to be filled in after you have expressed interest to get a Road
closure (Street of cul-de-sac or public alley way).
Check with our Events Officer if you require more information.
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10
Street party planning check list
A successful street party is not hard to have - it just takes a little motivation, a lot of cooperation, and a
willingness to enjoy time with your neighbours.
2 m o n t h s pri o r
‰‰ Locate a couple of neighbours who you think may like the idea of a Neighbourhood street party.
If you cannot think of anyone, make a very short survey and ask people interested to get back to
you. Drop those surveys off in all letter boxes around your street/cul-de-sac.
‰‰ Invite the people who have expressed interest to join you to a planning meeting. Take a few
copies of these Tools and Template along with you. You may want to use the template below to
direct your discussion and keep notes of the meeting:
‰‰ Planning meeting Date
Time
Where
‰‰ Planning Meeting Decisions:
Party Date and Time:
Rain-out Alternatives:
Scope of a party (how big will it be - cul-de-sac, neighbours sharing end of block, neighbours sharing
same street, alleyway, etc):
Location of Party (on street/ alley, in backyard/carport, at a park):
Type or Theme of Party (BBQ, Potluck, Australia Day, Neighbour Day…):
Budget (how will costs of permit, Public Liability Insurance, any supplies be covered?):
Exchange name and preferred contacts, so you can keep in touch all along the Party planning period.
Would someone close to BBQ be willing to make their toilet available?:
11
You are invited to a Street party
Below is an idea of what and how you may promote the idea of a Street party in your
Neighbourhood.
H e ll o N e igh b o u r !
together, meet each
This is the opportunity for neighbours to get
I would like to invite you to our Street Party.
a common activity.
other, have fun and maybe work together on
Time:
Date:
Place:
We are asking each family to bring:
□
Chairs to sit on
□
Meat or vegetarian food to barbecue for your
□
1 salad and 1 dessert to share (enough for
□
Beverages for your family (coffee and tea will
□
Non-breakable plates, cups and cutlery for your
□
Other
A barbecue 6 people)
be provided)
family
be used?
In addition, do you have the following that could
□
family
tables □
□
coolers
n below)
( pl e a s e fill i n i n f o rma t i o
etc)
e with us? (eg juggling, story telling, singing
Do you have a talent that you would like to shar
could organise?
Do you have any suggestions for activities you
ion on the day (eg. greeting, cooking
Are you able to help with some of the organisat
entertainment, set-up, clean-up, others)?
if BBQ, coordinating
Please note that: · this is an `invitation only’ event.
een …………………
……………… to ………………….. betw
· there will be/won’t be road closure from
t.
street and ……………………. Stree
inconvenience this may cause.
Avoid parking in the closed area. Sorry any
Please return the bottom section of this flyer
--------------------------- at ---------------------------
to:
----
OR -------------------------------- at -----------------e: --------------------------------------------------
Your Name: ------------------------------------ Phon
-
mail:------------------------------------------------------
Address:-----------------------------------------------E
12
How to welcome your new Australian Neighbour to the Street party
Street parties are ideal to welcome new people in your neighbours. Many new Australians want to meet their
neighbours and make friends. Some are shy because they speak little or no English. Others may not know how to
participate or are worried about the intentions of their neighbours. It is important to make everyone feel at ease and to
communicate clearly the purpose of a street party.
Here are some suggestions that may help neighbours feel welcome:
If possible knock on the door of a new
Australian with someone who speaks
Be specific about what the
their language.
expectations are.
If you are blocking the street
Remember words like barbecue,
face painting or pot luck may
need to be explained.
for the day explain about street
parking changes.
Assign a designated host to new
families (long time Australians or
new Australians) to make sure that
neighbours meet and participate in
the activities.
It may take more than one
invitation for a new Australian to
fully understand what a street
party is. One idea is to follow up in
the weeks leading up to the party.
Ask about special cultural/
religious diet or activity
constraints.
Make activities accessible to those
with limited English language
skills.
Safety is a big concern for many new Australians because of past experiences. Fear is often caused by not knowing
the language. Do your best to make everyone feel comfortable.
13
Suggested activities to learn about your Neighbours
Depending on the date of your event, on your neighbourhood type, you can add elements of interest and fun which will
bring all people together. The following are a few ideas:
A u s t ralia Day P ar t y
;; Who can trace their Australian family origins
back the furthest?
;; Who is the newest Australian?
;; Australian Quiz (from newspaper, library,
internet, etc)
;; A cake decorated with emu, kangaroo.
N e igh b o u rh o o d
hi s t o ry / i d e n t i t y
;; Australian music.
;; Research the history of your
neighbourhood through
the library or the City of
Launceston archives.
;; Identify special people that
lived in your area such as
a politician, artist, specially
gifted (music, drama, etc),
hero, etc…
N e igh b o u rh o o d A c t i o n
;; Allocate some time to discuss issues or
concerns neighbours may have and establish
teams to explore how to resolve them. Note:
keep this part of the party to a set time,
remember a street party should be fun!)
;; Decide on a common project, have a cleanup time, plant a garden as part of the block
party activities.
;; Have neighbours guess
the neighbourhood history
by playing charades (who,
what, where and when
questions)
;; If your project is set on public land do discuss
it with the relevant authority before moving
into action!
;; Bring in old photos that
depict your area through
history.
C u l t u ral c o n n e c t i o n s
;; Have everyone bring their favourite family dish (with recipe if possible!)
;; Teach everyone how to say three things in another language.
;; Use a world map to indicate where everyone originally came from.
;; Record the story of how everyone came to live in the neighbourhood and what they like best
about the neighbourhood; give a copy to the city archives and the Mayor.
14
It’s a street party evaluation form
To help plan our future street parties,
can you please complete the following
What were the 3 best things about the
questions
party?
1.
2.
3.
What 3 things would you recommend
for the next party?
1.
2.
3.
ns that were started at the street party
hbourhood connectio
How would you like to maintain the neig
during the rest of the year?
Are you willing to help with the planning
□
yes
□
of a future neighbourhood event?
no
il:
If yes, leave your name, phone and ema
Please return this form to
by
Tha nk s Neigh bo ur !
15
Street parties `at a glance’
A Neighbourhood Street party is the opportunity for neighbours to get together and spend time to build
up relationships that last beyond the event.
The Launceston City Council assists residents to organise their street party by outlining the minimal
regulatory process they need to engage in, as part of their event planning. The process below seeks
to balance out community needs with regulatory requirements. Because street parties take place in
the public space (street, cul-de-sac, parks, etc) they attract a basic set of requirements that cannot be
waived - they are legislated.
If you are not sure of the event format you have in mind, feel free to contact our Events Officer (03) 6323
3380 and obtain clarification as to what requirements apply.
A street party is:
;; An event organised by a resident (in some cases by a community group) inviting all neighbours
to gather and celebrate in the street or in a park (public place) that can easily be closed off to
traffic for the duration of the party*.
;; It is an `invitation to all street residents only’. This makes it a private event on public road/park.
The event is strictly restricted to all people residing in the street (i.e by letter drop off). It is not
open to the public beyond the residential area.
;; The event needs to be managed by a dedicated resident or group of residents so that the event
is respectful of the surrounding environment, especially in relation to noise after hours.
* A residential street with traffic of less than 200 cars per day would be considered eligible. Other street
aspects may occasionally prevent a street to be suitable for a street party.
If you are ready to organise a street party, the information below should be of assistance:
City of Launceston permits
( c o s t n e u t ral v e r s i o n / pri o r t o E M C v e r s i o n )
I f y o u r par t y l o ca t i o n i s i n a s t r e e t o r a c u l - d e - s ac , Y OU
NEED t o apply f o r a R o a d C l o s u r e p e rmi t
Take the time to read in full the Launceston Neighbourhood Street Party Kit (at least 5 weeks before
your proposed event) as it provides valuable advice that will help you organise a successful event.
1. Check that your event qualifies as a `Street Party’ by contacting Council’s Events Officer on (03)
6323 3380.
2. Forward an expression of interest to host a Street Party to the Events’ officer by email Jessica.
[email protected] or mail to Events Officer, PO Box 396, Launceston, Tasmania,
7250.
3. Should your party location be deemed suitable to hold a Street Party, you accept to purchase
the Public Liability Insurance for the event. For more information on PL insurance check page 8.
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4. Fill in the Minor Road Closure Application and Road Closure Indemnity form and forward to the
Events’ Officer with:
- a copy of residents directly impacted (names, address and contacts) who support the event (100%
required) and a copy of the Public Liability Insurance purchased to cover the event.
- a drawing of your suggested street/cul-de-sac layout. Please use the template provided if suitable,
feel free to draw your alternative layout using the legend provided. Contact our Events’ Officer
should you need assistance.
5. Your forms will be checked in for endorsement and you will receive approval from the Events’
Officer. You can go ahead with your Street Party organisation.
I f y o u r par t y l o ca t i o n i s i n a C o u n cil o w n e d par k , y o u d o NOT
n e e d t o apply f o r a R o a d C l o s u r e p e rmi t.
;; In selecting the parkland location, check the availability of toilets nearby to suit your guests’ needs.
;; Be respectful of residents who live nearby as well as of other park users. Make sure the time you
select to host your party does respect their privacy (i.e noise pollution especially after hours).
;; Ring 6323 3000 to let Council know of your intention to hold an event at a parkland location. Note:
This will not be managed as a booking, meaning it will not ensure you have exclusive use of the
area specified.
;; You are encouraged to take Public Liability insurance
;; Alcohol consumption is not permitted unless you apply for a Liquor Permit, (check final section nb.)
;; You are responsible for taking your own rubbish back home and for cleaning up the area after the
party.
;; Contact Council Events’ Officer for any query arising during your event planning stage, including in
regards to bringing your own BBQ, or other special gear.
;; Check the list of Launceston Parks and Reserves: http://www.launceston.tas.gov.au/upfiles/lcc/
cont/_facilities/recreation/parks_and_playgrounds/parks_brochurepdf.pdf
;; If the park or reserve is not owned by the Launceston City Council contact the relevant authority.
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` M a k e i t Simpl e ’ al t e r n a t i v e = M e e t t h e N e igh b o u r s
If holding a party in the street or on parkland seems like too much trouble, start with a smaller event
such as Meet the Neighbours (select 4-5 neighbours) (link LCC website).
;; Select and keep to a private location i.e. your garden, carport, front veranda, as long as
the gathering does not spill on the street it is a private event and you will not require any
authorisation or permits.
;; Be respectful of the privacy of other neighbours, select your party time and control the noise
your party will generate.
Before you commit to organising a Street Party,
please ring the Launceston City Council or check
its website to familiarise yourself with the full
street party kit available to you.
(03) 6323 3000.
You will find lots of useful information that will
help you organise a successful party.
It does also provide you with templates.
Feel free to contact Launceston City Council
Events’ Officer
on email: [email protected]
or phone (03) 6323 3000
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