event guide - Shire of Carnarvon

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event guide - Shire of Carnarvon
POLICY STATEMENT NO.19
SHIRE OF CARNARVON TOWN PLANNING SCHEME NO. 10
EVENT GUIDE
A GUIDE TO SUCCESSFUL EVENT PLANNING IN
THE SHIRE OF CARNARVON
SHIRE OF CARNARVON
3 FRANCIS STREET, PO BOX 459, CARNARVON WA 6701
Ph: (08) 9941 0000
Fax: (08) 9941 0099
Email: [email protected]
TABLE OF CONTENTS
GENERAL INFORMATION
INTRODUCTION ......................................................................................................... ….3
EVENT APPROVALS ...................................................................................................... 3
DO I NEED EVENT APPROVAL? ........................................................................................ 4
PURPOSE OF AN EVENT APPLICATION PACKAGE .............................................................. 4
APPLICATION PROCEDURE ............................................................................................ 5
EXECUTIVE SERVICES
FACILITY AND RESERVE BOOKINGS ............................................................................... 6
FEES AND BOND CHARGES ........................................................................................... 6
KEYS ........................................................................................................................... 6
PUBLIC LIABILITY INSURANCE ....................................................................................... 6
LIQUOR CONSUMPTION ................................................................................................. 6
ENVIRONMENTAL HEALTH SERVICES
APPLICATION FOR APPROVAL ....................................................................................... 7
RISK MANAGEMENT & EVACUATION PLANS ..................................................................... 7
TENTS, MARQUEES, STAGES AND BOUNCY CASTLES ...................................................... 7
ELECTRICITY ................................................................................................................ 8
NOISE .......................................................................................................................... 8
FOOD AND DRINK STALLS ............................................................................................. 8
TOILETS ....................................................................................................................... 9
ON-SITE CAMPING ........................................................................................................ 9
WASTE/RUBBISH DISPOSAL ........................................................................................ 10
PROVISION OF W ATER ................................................................................................ 10
LASER AND PYROTECHNICS ........................................................................................ 10
ACCESS BY SHIRE STAFF ............................................................................................ 10
BUILDING SERVICES
STRUCTURES ............................................................................................................. 10
FENCING .................................................................................................................... 10
PARKS AND GARDENS SERVICES
GROUND MARKINGS & ERECTION OF STAKES/PICKETS, TENT/MARQUEES, VEHICLES ..... 11
AVAILABLE W ATER SOURCES ...................................................................................... 11
INFRASTRUCTURE SERVICES
TRAFFIC MANAGEMENT ............................................................................................... 11
TOWN PLANNING SERVICES
APPLICATION FOR APPROVAL ..................................................................................... 12
SITE PLAN ................................................................................................................. 12
PARKING REQUIREMENTS ........................................................................................... 12
TEMPORARY SIGNAGE ................................................................................................ 12
1
EMERGENCY SERVICES
NOTIFICATION OF EVENT/POLICE PRESENCE ............................................................... 13
FIRE AND EMERGENCY SERVICES ................................................................................ 13
SECURITY AND CROWD CONTROL .............................................................................. 13
ST JOHN AMBULANCE SERVICES
FIRST AID POSTS ...................................................................................................... 14
FIRST AID .................................................................................................................. 14
EVENT APPLICATION
EVENT CHECKLIST
APPENDICES
USEFUL CONTACTS
2
GENERAL INFORMATION
Introduction
Whilst encouraging the staging of public events within the Shire of Carnarvon and recognising the
benefits they can bring to the community, Council also has a responsibility to ensure that they are
managed in an appropriate manner. Public events must comply with all relevant statutory
requirements including, but not limited to the following Codes and Legislation:
- Health Act 1911
- Health (Public Buildings) Regulations 1992
- Australia New Zealand Food Standards Code
- Food Act 2008
- Food Regulations 2009
- Local Government Act 1995
- Building Code of Australia
- Environmental Protection Act 1986
- Liquor Licensing Act 1988
- Explosives Regulations 1963
- Security and Related Activities (Control) Act 1996
- Shire of Carnarvon Town Planning Schemes and Local Laws
- Shire of Carnarvon Disability Access and Inclusion Plan
This document is focused on ensuring events are conducted in a manner that safeguards the health,
safety and amenity of the community. It also seeks to minimise Council’s liability and safeguard Council
property by establishing a systematic process for addressing reasonably foreseeable risks .
PLEASE NOTE: This package is intended as a guide only and is subject to change or amendment. There
may be other requirements not mentioned in this guide, which may be necessary for you to conduct
the event, and conversely not all information may be relevant for your particular event. You should
satisfy yourself that no other permission or licenses are required before making an application to the
Shire of Carnarvon. No liability is accepted by the Shire for any failure of the applicant to conduct any
event by reason of reliance on the information in this package.
EVENT APPROVALS
To ensure the timely and efficient approval of your event, please have your events checklist and
complete application submitted to the Shire of Carnarvon by the dates as stated below:
Category
1
2
3
4
Expected Patrons
Less than 500
500 – 2000
2000 – 5000
Over 5000
Applications to be Received
30 days prior to event
60 days prior to event
60 days prior to event
90 days prior to event
3
Do I need event approval?
You will need to proceed with the event application guide if your event conforms with one or more of
the following categories;
 The event will require permits or approvals from more than one department within the Shire of
Carnarvon;
 The event is not a typical recreation use that aligns with the zoning of the property;
 The event is a one-off irregular occurrence outside the normal activity of the organization
conducting the event;
 The event is a gathering of a significant number of people for a common purpose at any one
time;
 The event is targeting the whole community.
Please contact the Shire if you are unsure if you require event approval.
This event guide does not apply to:
-
Buskers, small parades and marches
-
Minor fundraising initiatives by voluntary or sporting organisations (ie cake stalls and sausage
sizzles)
-
Religious ceremonies
-
Private functions such as weddings and small private parties (note: in some instances the
provisions of the Health (Public Buildings) Regulations 1992 may apply).
Purpose of an event application package
The event application package outlines the common requirements that must be met in order to gain
approval to hold an event. Regardless of what type of event is being held i.e. sporting, concert,
festival, fete, fair, street activity, fundraiser etc., an application describing the details of the event is
necessary in order to gain approval.
The package aims to:

Ensure that all applications for events meet statutory requirements;

Assist organisers by establishing a coordinated and consistent approach to facilitating event
approvals;

Ensure the safety of event patrons and minimise adverse impacts on local residents and
businesses;

Reduce Council’s exposure to liability risk from large public events at Council venues; and

Limit the potential for damage to Council buildings, facilities and infrastructure.
You will find that the package has been divided into a number of different sections. These sections
include the Shire of Carnarvon services and organisations that require approvals.
Fees and Charges
A development application fee applies as per the Shire’s Schedule of Planning Fees.
Additional fees and charges may also apply for different aspects of the event. E.g. venue booking, road
closures and temporary food stalls.
4
APPLICATION PROCEDURE
All initial event enquiries should be directed to the Shire of Carnarvon Development
Services Department.
Ph: 9941 0000
Fax: (08) 9941 0099
Email: [email protected]
PLEASE NOTE:
Your event is not approved until the Shire of Carnarvon is satisfied with all sections of the checklist and event
details. You may not advertise or proceed with the event until a letter of approval is received and all
conditions are met.
Applicant to complete



Events Checklist
Event Application Form
Other Relevant Information / Forms
Submit to Shire of Carnarvon Development
Services Department
DCU to determine whether all requirements
have been met
Applicant to submit additional forms and
information where required
DCU or Council decision for approval
Although Event Approval may be issued, approval will take the form of a planning or development approval
subject to conditions as stated in the ‘Notice of Determination’. This may include on-site inspection of the
event following set up and submission of relevant information such as a Certificate of Insurance.
5
EXECUTIVE SERVICES
1. Facility and Reserve Bookings
Before proceeding any further with your application it is important to determine if the reserve or facility is available for
your event.
For bookings of reserves and/or facilities that may be suitable for your event, contact Executive Services on the number
above (Appendix 1. Application Form for Events held on Council Reserves).
2. Fees and Bond Charges
Fees and bond charges will vary with each event. Bond charges are subject to a number of factors i.e. venue being hired,
type of activity, number of participants and are at the discretion of the Chief Executive Officer.
3. Keys
If you are booking a Shire of Carnarvon facility you will require a key to access the building. The Shire also has locks on
gates, power and lighting boxes. You will need to identify if you require access to any of these facilities. Contact Executive
Services for information on any additional keys required for your event.
4. Public Liability Insurance
As the event organiser you must arrange for adequate Public Liability Insurance to the minimum value of $10 million for
large events and $2.5 million for smaller events. This is to protect the interests of both organisers and patrons. No claims
are to be made against the Council and/or its employees or official volunteers of the Shire.
Small events – up to 300 participants/invitees
Large events – 300 participants/invitees and over
Your certificate of currency for this policy must be sighted by the Shire of Carnarvon Corporate Services prior to the event.
5. Liquor Consumption
Alcohol consumption on Public Open Space or Reserve areas is prohibited unless approval is received from the Shire’s Chief
Executive Officer (or delegate).
Consumption of Alcohol
Whether you are selling or just consuming (not selling) alcohol at your event you are required to receive approval from the
Chief Executive Officer.
Sale of Alcohol
Where a liquor licence is required the event organiser shall provide details of the proposed liquor licence to Council for
consideration no later than 30 days prior to the event. The permit may be obtained from the Clerk of Courts at the
Courthouse, Department of Racing Gaming and Liquor, with an office is located on Robinson Street, Carnarvon who may be
contacted on (08) 9941 1082 - www.rgl.wa.gov.au (allow a minimum of 14 days for the licence to be processed).
The event organiser shall promote the consumption of non-alcoholic beverages. Coffee, tea, soft drinks, water, low-alcohol
beverages and food shall be available for the duration of the event. If supplies of non-alcoholic and low-alcohol beverages
and food run out the sale of alcoholic beverages shall cease immediately. Competitions that include the actual consumption
of alcohol will not be permitted. The event organiser shall have in place a written procedure for assisting intoxicated
patrons and written directions for bar staff regarding their obligations in relation to the serving of alcohol.
6
ENVIRONMENTAL HEALTH SERVICES
1. Application for Approval
It is the responsibility of Environmental Health Officers within Local Government to ensure that during any event the public
health and safety of patrons remains the most important aspect. It is required that all events meet the full provisions of the
Health (Public Building) Regulations 1992, and all legal and public health and safety issues have been resolved before an
event takes place. Details of these requirements can be found at:
http://www.public.health.wa.gov.au/2/1070/2/public_buildings_and_mass_gatherings.pm.
Therefore a Public Building Certificate of Approval must be obtained from Environmental Health Services prior to any event
taking place. This approval is given when all legal requirements and public health and safety aspects have been met.
Relevant Forms & Fact Sheets:
Appendix 12. Application for Certificate of Approval
2. Risk Management & Evacuation Plans
It is important to ensure that all possible risks associated with an event (e.g. antisocial behaviour, bad weather, unsafe
structures & power failures) are identified and catered for during the event planning, organisation and operations.
To help manage the risks of your event you may be required to submit a Risk Management Plan. Risk management plans
are legally required when an event has an expected attendance of 5000 or more and must:
a. Identify all risks associated with the event
b. Analyse the risks (determine what the likelihood and consequence of each risk will be)
c. Treat the risks (detail procedures that will minimise the impact of that risk)
d. Detail how the risk will be monitored during the event.
It is required that you contact the Shire’s Environmental Health Services to determine whether a risk management plan is
needed. Enclosed is a Risk Management Plan for Small Scale Events (Appendix 2) which may be useful for the planning of
your event.
An Emergency Evacuation Plan may also be required to be provided to the Shire for approval. All staff must be made aware
of the Evacuation Plan and have knowledge of the evacuation procedures. Event organisers need to liaise with
Environmental Health Services in relation to this matter.
Relevant Forms & Fact Sheets:
Appendix 2. Risk Management Plan (for small scale events)
3. Tents, Marquees, Stages and Bouncy Castles
Compliance with the Public Building legislation is essential. The event organiser is to provide the relevant documentation
for all public building structures such as tents, marquees and stages at least 14 working days prior to the event. If the event
organiser is leasing this equipment from a supplier it is recommended that structural certification is obtained from the
supplier prior to the goods being booked to avoid complications. The Shire’s Building Services should also be consulted to
ensure all relevant legislation and regulation requirements are met.
Relevant Forms & Fact Sheets:
2
Appendix 3. Marquee Requirements (less than 55m )
2
Appendix 4. Certification of a Structure or Marquee 55m or greater
7
4. Electricity
The event organiser is responsible for arranging the supply and installation of electricity for the event.
All electricity cables laid must be either laid underground or overhead in compliance with all necessary legislation. No
electricity cables are to lie on the ground unless adequately protected to the satisfaction of Environmental Health Services
as they can present a serious hazard.
All generators, electrical cabling, switches, fuses and the like should be kept clear of patrons and properly and safely
secured. Generators should not contribute unduly to noise or vibration levels.
All electrical installations must be appropriately tagged and comply with all legislative requirements. A licensed electrical
contractor may be required to certify the electrical installation depending upon the size and nature of the work undertaken.
Some events are only small scale and do not require an electrician for electrical installations. In this instance a certification
cannot be completed however all leads and residual current devices (RCDs) must be tested and tagged every six months.
The Shire requires a signed statement to be received prior to the event that all leads and RCDs have been checked and
contain a valid test tag.
Relevant Forms & Fact Sheets:
Appendix 5. Electrical installations & checklist for events
Appendix 6. Certificate of Electrical Compliance [Form 5 Health (Public Building) Regulations 1992]
Appendix 7. Confirmation of Electrical Maintenance and Servicing
5. Noise
All events must comply with the Environmental Protection (Noise) Regulations 1997. The regulations specify permitted
noise emissions depending on the type of surrounding land use i.e. residential or commercial and the time of the day, etc.
Environmental Health Services are to be contacted for events using amplified systems including PA systems and any other
musical instruments, stereos or equipment likely to emit significant levels of sound. Full details of all equipment are to be
provided to determine potential noise related issues. Consideration should be given to the placement of speakers in
relation to noise impact on neighbouring premises.
A letter drop is recommended for those residents who are likely to be affected by unreasonable noise. Security should be in
place to encourage patrons to leave in a reasonable and quiet manner.
If the event intends to include a non-conforming noise, the organisers will most likely be required to apply to the CEO of the
Shire of Carnarvon using the relevant form – ‘Application to hold a non-conforming noise event’ for approval.
6. Food and Drink Stalls
The sale of food and drinks is governed by the Food Act 2008 and Australia New Zealand Food Standards Code 2001. Any
food or drink stall that will be operating at the event must gain approval from this Shire’s Environmental Health Services.
Without approval you will be operating a food stall illegally. An application form and the relevant information of all food
and drink stalls are to be forwarded to the Environmental Health Services no later than 2 weeks prior to the event.
Relevant Forms & Factsheets:
Appendix 8. Temporary Food Premises – Guidelines for Function Organisers and Food Stall Operators
Appendix 9. Application for approval to operate a temporary food stall
Appendix 10. Artist’s Impression – minimum standards for the operation of a temporary food stall
8
7. Toilets
The event organiser shall ensure that toilet facilities are provided. The following toilet facilities for male and female persons
based on a number of persons expected to attend the event.
Total
Attendance
Male Facilities
WC’s
Up to 1000
1000 – 2000
2000 – 3000
3000 – 4000
4000 – 5000
5000 – 6000
6000 – 7000
7000 – 8000
8000 – 9000
9000 – 10000
10000 – 11000
11000 – 12000
12000 – 13000
13000 – 14000
14000 – 15000
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Urinal
metres
1.5
3
4.5
6
7.5
9
10.5
12
13.5
15
16.5
18
19.5
21
22.5
Duration of event
More than 8 hours
6 hours but less than 8 hours
4 hours but less than 6 hours
Less than 4 hours
No alcohol
Urinals
Female
Facilities
WC’s
Hand Basins
Male
Female
3
6
9
12
15
18
21
24
27
30
33
36
39
42
45
5
10
15
25
30
35
40
45
50
55
60
65
70
75
80
1
2
3
5
5
6
7
8
9
9
10
11
12
13
13
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Percentage of the above standard
100%
80%
75%
70%
50%
In addition to the above Table the following requirements also apply:

At least one unisex disabled toilet is required at each venue.

Where portable or chemical toilets are used for events, they must be monitored during the event for pump out
requirements and must be located to facilitate easy pump out. The provider must be available during the day to
pump out the toilets as required.

Toilets are to be checked regularly during the event to ensure that they are clean and that all consumables are
readily available to patrons using them. Toilets are to be cleaned as required.

Adequate artificial lighting is to be provided for toilets for events occurring during hours of darkness.

Directional signage to toilets must be provided and signage must be visible.
For events with attendance is outside the numbers provided in the above Table please contact the Shire’s Environmental
Health Services for further information.
9. On-Site Camping
If on-site camping is required for site security, etc. then permission must be obtained prior to the event. You should discuss
the requirements of your event with an Environmental Health Officer .
Additional requirements may apply (ie ablution/shower facilities, lighting, etc.)
9
10. Waste/Rubbish Disposal
All event organisers are responsible for ensuring that the collection and removal of waste is adequate for the proposed
event.
Issues that require consideration include:
 The number and ypes of receptacles to be used – make sure they do not present a hazard
 Requirements of emptying and servicing bins throughout the event
 Collection of food waste and packaging is considerable for prolonged events
 The general clean-up both within and external to the venue must be completed as quickly as possible after the
event by the event organisers
 Consideration may also be required for the disposal of needles and syringes. All cleaning staff should be briefed on
the dangers associated with syringes and sharps containers must be used for collecting used syringes.
In most circumstances a waste management plan will be required to allow Environmental Health Services to determine how
waste will be managed on the site. The Shire’s waste contractor Veolia is available to supply empty and remove additional
bins at a charge. If additional facilities are required please contact Veolia on 9964 2844.
11. Provision of Water
Potable drinking water supply shall be available and easily accessible to patron’s at large public events, especially events of
significant duration or outdoor events during the heat of the day.
12. Laser and Pyrotechnics
Use of lasers must be in accordance with the Radiation Safety Act 1975. Pyrotechnics require the approval of the Shire, the
Police and the Department of Mines and Petroleum. Scheduled pyrotechnic displays will only be permitted to proceed
where conditions regarding parameters such as wind strength, wind direction, fire warnings and exclusion zones can be
met. These parameters are to be clearly established through prior consultation with Shire’s Environmental Health Officers.
13. Access by Shire Staff
The event organiser shall ensure that authorised Council staff has access to the whole venue. This can be arranged through
the issuing of tickets or having the officer’s name recorded at the door.
BUILDING SERVICES
1. Structures
The event organiser is to provide all documentation for structures, enclosed or unenclosed to ensure compliance with the
Building Code of Australia, Building Regulations 2012 and Building Act 2011. If the event organiser is leasing this equipment
from a supplier it is recommended that structural certification is obtained from the supplier prior to the goods being
booked to avoid complications.
2. Fencing
If the event is to be fenced off, or have areas within the event to be fenced (e.g. licensed or competitor areas), the fencing is
to be inspected by the Shire’s Building Services prior to the event.
Relevant Forms & Fact Sheets:
2
Appendix 3. Marquee Requirements (less than 55m )
2
Appendix 4. Certification of a Structure or Marquee 55m or greater
10
PARKS AND GARDENS SERVICES
1. Ground Markings & Erection of Stakes/Pickets, Tent/Marquees, Vehicles
If you wish to drive a vehicle onto reserve parkland, erect a marquee, tent or any other structure which require posts to be
put in the ground, you need to contact Shire Parks and Gardens Services.
Vehicles and posts have the potential to damage the underground reticulation system and cause enormous damage.
Representatives from the Shire Parks and Gardens Services are available to meet you on site to discuss your requirements.
If you are responsible for damaging the reticulation system you will be liable for the cost of the repairing this damage.
Marquees and tents with guy ropes are not recommended as they can present a trip hazard and liability problem for the
event organiser.
2. Available Water Sources
Park and Gardens can assist in determining the nearest water supplies if required.
INFRASTRUCTURE SERVICES
1. Traffic Management
In order to conduct events on roads an application must be lodged with the nearest Police Station to the proposed event.
The application may take the form of a:
a)
Temporary Road Closure – where the road needs to be closed to traffic for a significant length of time;
b) Temporary Suspension of the Road Traffic Act/Regulations – where the road is is closed for a very short period of
time, e.g. 10mins while the parade is in progress.
Application forms for either of the above can be obtained from the Carnarvon Police Station. Please be aware of the
prescribed time periods existing to assess your application which are indicated on the forms.
After completing the details on the appropriate form, you will also be required to contact;
⁻
⁻
Shire of Carnarvon’s Infrastructure Services on 99410024 in order to obtain Council approval, and/or
Main Roads WA on 99410777 if the road is under the control of Main Roads
Following approval from Council or Main Roads, the applicant needs to submit the completed forms to the nearest Police
Station. The police charge a fee for a Temporary Road Closure application, determined by the size of the event. The police
do not charge for a Temporary Suspension of the Road Traffic Act/Regulations.
Please Note: Any associated costs for a Temporary Road Closure where the event involves a street or locality which does
not involve large public participation, the applicant must obtain and record the consent of not less than two-thirds of the
occupiers of land immediately adjacent to the road it is proposing to close.
Additional Conditions for temporary road closures:
1. A traffic management plan is required to be submitted together with the application for a temporary road closure.
2. The temporary road closure needs to be advertised in the local newspaper for a minimum of 1 week prior to the event.
11
TOWN PLANNING SERVICES
1. Application for Approval
The Shire’s Town Planning Services is the primary section responsible for managing land use in the district and as such deals
with events under the Shire of Carnarvon Town Planning Scheme No.10.
In order to conduct an event the Event Application form, constituting a modified Development Application, will need to be
completed where applicable, and submitted with the planning application fee and all supporting information pertinent to
the event.
2. Site Plan
A detailed layout of the event is to be indicated with your application.
It is recommended that a copy of the finalised site plan, once approved, is issued to the police, fire services, state
emergency services, St John Ambulance, security personnel and other relevant emergency services.
The following must be indicated on the plan (if applicable):
Stage
Seating
Vehicle Access Points
Alcohol Consumption Areas
Food Stalls
First Aid Posts
All Structures
Toilet Facilities
Electric Cables
Parking Areas
Emergency Exits
Fenced off Areas
Signage
Lighting
Any other facilities relevant to the event (ie camping area)
3. Parking Requirements
A traffic management plan may need to be included incorporating how the plan will be implemented and managed in
regards to access and parking . Adequate parking and disabled access must be provided.
4. Temporary Signage
Should you wish to advertise your event, a Development Application must be submitted to the Planning Department. The
Development Application for advertising or signage shall be accompanied by a site plan and elevations prepared to scale, a
description of materials and colours, the form of external lighting or internal illumination (if applicable), and graphical
design of the advertisement or sign presented in colour.
Local Planning Policy 18 – Advertising and Signage provides the standards appropriate to signage within the Shire of
Carnarvon. Available from the Shire’s Development Services Department.
Relevant Forms & Fact Sheets:
Appendix 11. Event (Development) Application
12
EMERGENCY SERVICES
1. Notification of Event/Police Presence
The Carnarvon Police Service need to be notified if the following is applicable;
⁻
Where approximately 200 people or more are anticipated to attend
⁻
If Alcohol will be on sale or consumed at the event
⁻
To obtain a Temporary Road Closure or Temporary Suspension of the Road Traffic
⁻
To sign an application for a fireworks display permit obtained from the Department of Mineral and Petroleum
Resources
The event organiser should have easy access to a mobile telephone and the following contact numbers in case of an
emergency;
Police
Fire and Emergency Services
Ambulance
Carnarvon Regional Hospital
99417900
99411013
000 or 99412315
99410555
2. Fire and Emergency Services (FESA)
As Western Australia's leading hazard management agency, the Department of Fire and Emergency Services (DFES)
performs a critical role coordinating emergency services for a range of natural disasters and emergency incidents
threatening life and property.
It is important to plan ahead for emergency situations especially in areas such as Carnarvon which are prone to natural
disasters.
Additional
information
on
Emergencies
and
Risk
Management
can
be
found
at:
http://www.dfes.wa.gov.au/Pages/default.aspx.
Important Numbers
Triple zero (000) for a fire or life threatening emergencies
132 500 for SES assistance
1300 657 209 for emergency information
3. Security and Crowd Control
The event organiser must contact the Local Police station, and the St John’s Ambulance to notify them of the event and
provide full details. The event organiser may also be required to provide details of the Security and Crowd Control Plan to
Council.
Crowd Controllers employed by the event organiser shall be licensed and be provided by a licensed crowd control agent as
required under the provisions of the Security and Related Activities (Control) Act 1996.
Where alcohol is provided a ratio of 1 crowd controller per 100 patrons is the minimum. Additional Crowd Controllers may
be required to patrol nearby streets and car parks.
Crowd Control is required at the end of the event until all patrons have dispersed. Security provided for artists/performers
are not to be regarded as patron security. Security to stage, mixing desk or lighting scaffolding shall be provided to ensure
that patrons do not enter or gain access.
If safety barriers are to be installed then it shall be in accordance with the requirements of “Guidelines for Concerts, Events
and Organised Gatherings” as published by the Health Department of WA in 2004.
Patron numbers shall be counted and be provided to a Council Officer at any time on demand. Unlocked entry points are to
be manned by Crowd Controllers to prevent entry by unauthorised persons.
13
ST JOHN AMBULANCE SERVICES
1. First Aid Posts
The event organiser should provide first aid facilities irrespective of the size of event or expected patronage.
Contact St John Ambulance to discuss adequate first aid facilities at your event.
2. First Aid
First Aid is to be provided for all events. The level of first aid required will range from a basic first aid kit for low risk events,
up to well-equipped first aid posts manned by qualified first aiders for high risk events.
A qualified first aider is one which holds a current first aid certificate from an accredited training provider.
See the table below for a suggested guide to the number of first aiders and posts as recommended by the St John
Ambulance Australia.
Patrons
500
1000
2000
5000
10000
20000
First Aiders
2
4
6
8
12
22+
First Aid Posts
1
1
1
2
2
4
Emergency vehicles must be able to access the whole site at all times.
14
EVENT (DEVELOPMENT) APPLICATION
This form is an application only. If approved, your booking will be confirmed in writing.
All relevant sections are to be completed with the application and checklist submitted to the Shire of Carnarvon
Development Services Department in a timely manner.
Applicant Details
Applicant’s Name/Organisation: …………………………………………………………………………...
Contact person (if different from above): ………………………………………………………………...
Address: ………………………………………………………………………………………………………..
……………………………….……………………………………………………………………………………
Telephone (home): ……………………… (Work): ……………………… (Mob): …………………….…
Email address: …………………………………………………………………………………………………
Event Details:
Title of Event: ……………………………………………………………………..……………………..…….
Dates: …………………………………………………………………………………………………….….....
Time of event: ………………………………………….To: ………………………………………………....
Setting up time: ………………………………………..To: …………………………………………….…...
Dismantling time: ………………………………………To: ……………………………………………......
Proposed Venue Details: e.g. name of reserve, building or public open space
Event Description e.g. sporting, commercial, entertainment
15
Entertainment - Brief details (stalls / products / entertainment / animals / activities / rides etc.)
Primary Purpose of Event. e.g. Fundraiser for community group
Expected Attendance Numbers: …………………………………………………………………………..
Type of Audience (e.g. youth, adult, family etc.) ………………………………………………………….
Alcohol Consumption
Will alcohol be available/consumed on site:
Yes
No
If yes, where? ……………………………………………………………………………..………………….…
Food Handling
Will food be available?
Yes
If yes, please complete the following:
No
Food van
Stall
Kiosk
Details:
16
Event Facilities
Power Supply Details: (generators or existing) .................................................................................
..............................................................................................................................................................
Water Supply Details: (scheme or bottled) ........................................................................................
..............................................................................................................................................................
..............................................................................................................................................................
Toilets Available:
Male:
Closets ……….…………..……….
Urinals ……….……………..…….
Female:
Closets ……….………..……..…..
Hand Wash Basins …………..….
Hand Wash Basins ………..…….
Sound
Amplification
Yes
No
Type of Music:
..............................................................................................................................................................
..............................................................................................................................................................
Structures
Yes
No
Yes
Tents/Marquees
No
2
Total Area Covered (m ) …………………………………………………………………………………….
How are they secured? ………………………………………………………………………………………
Enclosed structure
Yes
No
Details:
Stages
Yes
No
Details:
17
Parking
Are special parking provisions needed to accommodate the anticipated crowd?
Yes
No
Details:
Road Closures
Will there be any road closures needed for the event?
Yes
No
If yes,  Full or
 Partial
Details:
Traffic Management
Have you included a traffic management plan with this application?
Yes
No
Public Liability
Have you investigated public liability and duty of care issues and obtained appropriate insurance?
Yes
No
Copy of Certificate of Currency is attached with application:
Fireworks
Yes
Category
1
2
3
4
Expected Patrons
Less than 500
500 – 2000
2000 – 5000
Over 5000
Yes
No
No
Applications to be Received
30 days prior to event
60 days prior to event
60 days prior to event
90 days prior to event
18
Site Plan
A detailed layout of the event is to be included with your application.
It is recommended that a copy of the finalised site plan be issued to police, fire services, state emergency service, St John
Ambulance, security personnel and other relevant emergency services.
Please ensure the following is indicated on the map (if applicable):
Stage
Seating
Vehicle Access Points (including street names)
Food Stalls
First Aid Posts
Location of Marquees, tents etc.
Electric Cables
Emergency Exits
Sale or Consumption of Alcohol Areas
Parking Areas
Fenced off Areas
Location and Number of Additional Toilet Facilities
Signage
Lighting
Any other Facilities relevant to your Event
19
EVENTS CHECKLIST
This Event Checklist should be completed in liaison with Shire staff in order to help ensure that all
permissions and/or licences relevant to your particular event are considered.
There may be other requirements not mentioned in this guide, which may be necessary for you to
conduct the event, and conversely not all information may be relevant for your particular event.
Section
Executive Services
Task/Action
Completed
(please )
In progress
Not applicable
(please )
(please )
Facility and Reserve Booking
Fees and Bond Charges
Keys
Public Liability Insurance
Letter of Indemnity
Fire Works
Liquor Consumption
Comments:
Parks and Gardens
Vehicles, Ground Markings, Erection of
Stakes/Pickets, Tents/Marquees
Available Water Source
Comments:
Building Services
Temporary Structures and Fencing
Comments:
20
Environmental
Health Services
Public Buildings
Approval
-
Application
for
Risk Management & Evacuation Plans
Waste/Rubbish Disposal
Electricity
Food and Drink Stalls
Toilet Facilities
Comments:
Town Planning
Services
Site Plan and Parking Requirements
Temporary signage
Comments:
Infrastructure
Services
Traffic Management
Comments:
Carnarvon Police
FESA
St John Ambulance
Australia (WA)
Notification of Event / Police Presence
Notification
of
Management Plan
Event
/
Risk
Volunteer First Aid & Ambulance
Services
21
I……………………………………………….. as the event organiser applying for approval to host an event in the
Shire of Carnarvon, acknowledge that the information and completed actions in my application are
true and correct. I accept full responsibility of the facility and/or reserve during the specified hire
period and will ensure compliance with the Shire’s conditions of hire and local laws. I will indemnify
the Shire against any action, suit or proceeding caused by my failure to observe all statutory and other
requirements or as a result of my negligence or wilful actions. I will ensure that appropriate liability
and other insurances are in place for the activities to be conducted.
I understand that this Event Package is a guide that contains a number of statutory requirements and
application forms. Furthermore, I acknowledge that there may be other requirements outside the
Event Guide to which I may be responsible in addressing as the event organiser.
Signature: …………………………………………….Date: …………………………………………………………
22
APPENDICES
FORMS & FACT SHEETS
Please complete the necessary forms and forward with your completed Event Application form.
1.
Application for Events held on Council Reserves
2.
Risk Management Plan for Small Scale Events
3.
Marquee Requirements (less than 55m2)
4.
Certification of a Structure or Marquee 55m2 or greater
5.
Electrical Installations & Checklist for Events
6.
Certificate of Electrical Compliance [Form 5 Health (Public Building) Regulations 1992]
7.
Confirmation of Electrical Maintenance and Servicing
8.
Temporary Food Premises – Guidelines for Function Organisers and Food Stall Operators
9.
Application for Approval to Operate a Temporary Food Stall
10.
Artist’s Impression – Minimum Standards for the Operation of a Temporary Food Stall
11.
Development Application
12.
Application for Certificate of Approval –Health (Public Buildings) Regulations 1992
23
Appendix 1.
Events Held on Council Reserves
Applicant Details
Applicant’s Name/Organisation: …………………………………………………………………………...
Contact person (if different from above): ………………………………………………………………...
Address: ………………………………………………………………………………………………………..
Telephone (home): ……………………… (Work): ……………………… (Mob): …………………….…
Email address: …………………………………………………………………………………………………
Event Details:
Title of Event: ……………………………………………………………………..……………………..…….
Dates: …………………………………………………………………………………………………….….....
Time of event: ………………………………………….To: ………………………………………………....
PLEASE TICK WHICH RESERVE/FACILITIES ARE REQUIRED
Festival Grounds (Soccer Oval)

Soccer Oval


Premier Oval
Pavilion/Kitchen


Pavilion


Meeting Room/Kitchen

Town Oval


Changeroom(s)

Town Oval


Other Reserves/Parks
Pavilion


Town Beach Gazebo

Changeroom(s)


Baxter Park

Northwater (Park)

Northwater (Footbridge)

Netball Courts

Festival Grounds (Premier Oval)



REQUIREMENT CHECKLIST (PLEASE TICK IF REQUIRED)
Toilets

Lighting


Bins ( ……… extra bins are required)

CONDITIONS OF USE
I………………………………………………………………… being the Organiser of the above Event, understand that should
damage occur to the venue/reserve or extra cleaning be required as a result of the event, that I will be invoiced
for the extra charges incurred, or in the case of a Bond, the extra charges deducted from the Bond payment.
Signed ………………………………………………..
Dated …………………………………………….
24
Appendix 2.
Risk Management Plan
For Small Scale Events
Step 1: Identification
Please list any risks you can identify that may be specific for your type of activity
Step 2: Assessment
Assess each of the risks listed as a Low Risk, Medium Risk or High Risk.
Step 3: Treatment
Consider the preventive actions that can be taken to reduce the likelihood or consequence of the risk.
Low Risk
Prevention
Medium Risk
Prevention
High Risk
Prevention
25
Appendix 3.
Marquees and Temporary Structures
(less than 55m2)
Contact Building Services on 9941 0000 for any additional information you may require.
Applicant’s Name/Organisation: …………………………………………………………………………...
Contact person (if different from above): ………………………………………………………………...
Address: ………………………………………………………………………………………………………..
……………………………….……………………………………………………………………………………
Telephone (home): ……………………… (Work): ……………………… (Mob): …………………….…
Email address: …………………………………………………………………………………………………
Marquee Requirements (less than 55m2)
Are the anchorages adequate and holding fast?
Yes
No
Is the wall and roof bracing installed and adequately tensioned?
Yes
No
Are all ropes/tensioned straps in good order and correctly fastened?
Yes
No
Is the fabric tensioned so that it is not prone to ponding?
Yes
No
Are the exits correctly identified and not obstructed?
Yes
No
Are any exposed ropes and stakes identified so they are not a hazard?
Yes
No
Are all locking pins and bolts in place and correctly tensioned?
Yes
No
Are all structural supports sound?
Yes
No
Have all fabric tears been adequately repaired?
Yes
No
Is the flooring even?
Yes
No
Are the walls adequately secured?
Yes
No
For Ropes and Pole Tents
Does the tent have the full complement of side uprights, anchor stakes, pulley locks and guy ropes?
Yes
No
Are the hoists secure and only controlled by an authorised person?
Yes
No
Person conducting check ………………………………(name)….……………………………..(signature).
Smaller marquees and similar structures can be cleaned and maintained by following some simple guidelines that are detailed
overleaf.
Please be advised that all marquees are to be regularly checked and serviced at least every 12 months.
PLEASE COMPLETE THIS CHECKLIST ONCE YOUR MARQUEE HAS BEEN ERECTED AND SECURED. Building
officers will request to see this checklist on inspection.
2
Any marquees or temporary structures greater than 55m will be required to be serviced and maintained by a relevant
service company and must be certified by a structural engineer.
26
Appendix 4.
Marquees and Temporary Structures
(greater than 55m2)
Contact Building Services on 9941 0000 for any additional information you may require.
Applicant’s Name/Organisation: …………………………………………………………………………...
Contact person (if different from above): ………………………………………………………………...
Address: ………………………………………………………………………………………………………..
………………………………………………………………………………………………………………………...
Telephone (home): ……………………… (Work): ……………………… (Mob): …………………….…
Email address: …………………………………………………………………………………………………
Event Details:
Title of Event: ………………………………………………………………………………………………………..
Dates: ………………………………………………………………………………………………………………...
Structure(s) being certified:
………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………...
Description of structure(s) and dimensions – include details of whether there will be sides to a marquee etc.
………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………...
Manufacture of structure(s): ……………………………………………….………………………………………
Maximum wind speed the structure(s) can withstand: …………………………………………………………..
Details of flammability of structure and decorations to be used: ……………………………………………….
………………………………………………………………………………………………………………………...
27
This is to certify that the above information is correct and that this structure will be/has been erected in strict
accordance to the manufacturers specifications, with due consideration to the holding down requirements and
is/will be suitable for its intended use.
Person Conducting Check: …………………………………
Qualifications: ….……………………………..……..………..
Signature: ….……………………………..……..……..………
Date: ……………………………………..……..……..…………
Please be advised that all marquees are to be regularly checked and serviced at least every 12 months.
2
Any marquees or temporary structures greater than 55m will be required to be serviced and maintained
by a relevant service company and must be certified by a structural engineer.
28
Appendix 5.
Electrical Installations and Checklist for Events
All electrical installations must comply with the relevant statutory authorities, guidelines and
legislation including Office of Energy, AS 3000, AS 3002 and Health (Public Buildings) Regulations
1992.
It is a requirement that an electrical contractor certifies that permanent and temporary electrical
installations are in accordance with the Health (Public Buildings) Regulations by submitting a
Certificate of Electrical Compliance (Form 5) – Appendix 6 – to the Shire. This must be received prior
to the start of the event.
Some events which are small scale do not require an electrician for electrical installations. In this
instance a certificate cannot be completed. All leads and Residual Current Devices (RCDs) however
must be tested and tagged every six months. The Shire requires a signed statement to be received
prior to the event that all leads and RCDs have been checked and contain a valid test tag (Appendix
7).
Electrical Leads and Portable Outlet Devices
-
All outlets must be protected by a RCD Safety Switch
-
It is a requirement of the Public Building Regulations that all leads and outlets are tested by
an electrical contractor every six months. A tag is to be fixed to the tested equipment showing
the date of the test.
Electrical Checklist for Events

There are no single phase generators 10kva or below

Electrical equipment is supplied from reticulated supplies - supply mains or large generators

Electrical leads do not create trip hazards

Electrical outlets are protected by RCDs

Leads and RCDs are tested and tagged every six months

Joints and connections are not accessible to public or exposed to damp conditions

Installations must comply with AS 3002: Electrical installations for shows and carnivals
29
Appendix 6.
Shire of Carnarvon
CERTIFICATE OF ELECTRICAL
COMPLIANCE
Form 5
Health Act 1911
I hereby certify that the electrical light and/or power – installation, alteration, addition – at the
undermentioned premises has been carried out in accordance with the Health (Public Buildings)
Regulations 1992.
Name of Occupier ………………………………………………………………………………………………….
Details of Building
Name ………………………………………………………………………………………………………………...
Number ………………………………… Street.……………………………………………………………..........
Suburb ………………………………………………………………………………P/Code………………..........
Particulars of Installation
Describe any electrical work for which you are not responsible in these premises
………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………...
………………………………………………………………………………………………………………………...
…………………………………
………/………/………
Signature of licenced electrical contractor or electrical worker authorised to sign on behalf of the
electrical contractor in-house electrical installer.
Contractor’s/in-house electrical installer’s business name …………………………………………………………………
Contractor’s/in-house electrical installer’s registration number ……………………………………………………………
Contractor’s/in-house electrical installer’s address …………………………………………………………………………
Contractor’s/in-house electrical installer’s telephone no. …………………………………………………………………..
This form to be forwarded to the Shire of Carnarvon when work is completed
30
Appendix 7.
Confirmation of
Electrical Maintenance and Servicing
Details of Event
Title of Event: …………………………………………………………………………………………………..
Dates: ……………………………………………………………………………………………………………...
Location/Address: ….………………………………………………………………………………………….....
………………………………………………………………………………………………………………………...
This is to verify that all electrical leads, generators, and Residual Current Devices (RCDs) have been
inspected, tested and tagged within the last 6 months.
All equipment has been inspected prior to use.
Particulars of Installation
Date of previous test and tagging: …………………………………………………………………………….
Date of next scheduled test: ………………………………………………………………………………........
Describe any electrical connections for which you are not responsible for at the event ……………………
………………………………………………………………………………………………………………………..
.……………………………………………………………………………………………………………………….
Signature of relevant sound contractor, electrical worker, owner or company providing equipment:
Signature ……………………………………………………………Time .……………………………………….
The form to be forwarded to the Shire of Carnarvon when work is completed.
31
Appendix 8.
Shire of Carnarvon
TEMPORARY FOOD PREMISES
Guidelines for Function Organisers
and Food Stall Operators
Please note this document is intended as a guide to assist applicants in meeting intended food handling
and safety criteria. Structural and handling provisions may be varied where it can be shown to the
satisfaction of an Environmental Health Officer the requirements of the Food Standards relating to safe
food handling can be achieved.
1. Temporary food premises are permitted to operate only for the duration for which the licence
applies.
GENERAL
2. A food stall shall be designed, constructed and located so as to protect food as far, as is
practicable from all external sources of contamination. Unless otherwise approved the stall shall
comprise a roof and three sides covered with a protective material as approved by the Principal
Environmental Health Officer.
(a)
All equipment, fixtures and furniture are to be smooth, impervious and free from cracks
and crevices so as to be easily cleaned and maintained in a serviceable condition.
3. Where a food stall is erected on unsealed ground likely to be a source of contamination, all
practicable means shall be taken to protect the food handling area from that source of
contamination.
(a)
Permission is to be obtained from, and all appropriate fees are to be paid to, either the
Council or where otherwise approved the organisers of the events at which the stalls are
to be held.
PROTECTION OF FOOD
4. Disposable eating and drinking utensils only shall be used unless an approved means of
washing reusable utensils is provided.
5. All food stored inside the stall shall be stored above the ground and covered or enclosed in
sealed containers to protect from dust and flying insects.
6. Food shall not be displayed so as to be openly accessible to the public. Where direct contact
between the public and unprotected food is likely, all practicable means shall be taken to protect
the food from possible contamination, including where appropriate, the use of physical barriers.
7. All condiments such as sauce, mustard, etc. shall be contained in squeeze type dispensers or
individual sealed packs unless otherwise approved.
8. All disposable eating utensils shall be pre-wrapped in paper napkins, cellophane bags or similar
material prior to distribution to the public.
9. Drinking straws, paper cups, spoons, etc. shall be enclosed in suitable dispensers or otherwise
protected from contamination.
10. Tea, coffee, cordial and other beverages shall be dispensed from an enclosed or lidded
receptacle equipped with a tap or spout unless otherwise approved.
32
WASHING FACILITIES
11. Where required, separate hand washing facilities and utensils washing facilities shall be
provided within the stall (e.g. two plastic dishes of sufficient capacity for adequate cleaning of
hands and utensils and a supply of hot and cold water shall be immediately available to the food
stall). Disposal of wastes shall be carried out to Council’s satisfaction.
12. Disposable paper hand towels, liquid soap and detergent shall be provided in each food stall
where washing facilities are required.
FOOD TEMPERATURE CONTROL
13. All takeaway foods prepared on the stall shall be for immediate sale and consumption unless a
suitable food warmer or food display, maintaining the food at a temperature of at least 60
degrees Celsius (hot foods), or below 5 degrees Celsius (cold foods) is provided, or at
temperatures required by respective State Legislation.
14. Pre-prepared food products or pre-cooked food consisting wholly or in part of fresh cream,
custard, trifle, or any similar food which promotes bacterial growth shall not be sold from a one
day food stall, unless stored or displayed under temperature controlled conditions as prescribed
in item 13.
15. All raw meats and other perishable foods shall be stored so as to be maintained at a
temperature below 5 degrees Celsius.
COOKING
16. All heating and cooking equipment including open flame barbecues and cooking plates shall be
located within the stall or otherwise suitably protected from sources of contamination.
17. Unless otherwise approved, raw foods awaiting cooking and foods which have been cooked
shall not be displayed outside the stall. Raw food awaiting cooking shall not be stored or held
outside the stall except in enclosed sealed containers so as to protect the food from
contamination.
18. The cooking area shall be kept free of dust borne contamination and droplet infection (coughing,
sneezing by the public) as far as is practicable.
19. Cooking and heating equipment shall not be within reach of the public unless adequately
protected.
20. Where required a fire extinguisher of adequate size shall be provided convenient to every stall
where open flame cooking is carried out.
21. Where required all foods such as cakes, jams, pickles, preservatives, dried fruit, chocolate,
sauces, honey, chutneys etc., which are prepared and packaged prior to the event must be
clearly labelled in accordance with the Food Standards.
22. Where cooking is carried out in a confined or enclosed space, adequate provisions shall be
made to protect the stall walls from heat, flame and splashing.
33
RUBBISH DISPOSAL
23. Suitable garbage receptacles shall be provided near the stall for the public to dispose of used
take away food containers and the like.
24. Adequate arrangements shall be made for the storage and daily or more frequent removal of
garbage generated inside and outside the food stall.
PERSONAL HYGIENE / SAFE FOOD HANDLING PRACTICES
25. All persons operating food stalls are to be clean, neat and tidy and attired in clean clothing and
direct personal contact with food should be avoided as far as is practicable
26. As far as is practicable food is to be handled with clean utensils or with the hands covered with
clean disposable rubber gloves. Where direct personal contact is unavoidable, hands should be
washed using soap and warm running water and thoroughly dried between each food handling
activity.
OPEN FOOD STALLS
27. Open food stalls consisting of tables only or tables and trestles, where permitted, shall be used
only for the sale of factory pre-packaged food in hermetically sealed containers (e.g., canned or
bottled soft drinks and canned foodstuffs), or unprocessed, whole and intact fruits and
vegetables, unless it can be demonstrated to the satisfaction of an Environmental Health Officer
that all food intended for supply to the public is adequately protected from possible
contamination or spoilage.
Where required provision shall be made for screening or shielding the stall to protect any perishable
food from direct sunlight.
COMPLIANCE WITH FOOD STANDARDS
28. It is the responsibility of the organising body of any fair, carnival, etc., to ensure that all
proposed food stallholders make personal contact with the Environmental Health Officer prior to
the establishment of the food stall, to discuss all or any of the above guidelines.
It shall also be the responsibility of the organising body of any fair, carnival, etc., to ensure the
compliance of all food stalls with the Food Standards at all times.
INGREDIENTS LISTING
29. In addition to any food labelling requirements all food handlers participating in the preparation
and selling of food from a food stall shall be able to provide a purchaser with details of
ingredients contained within all foods sold from their stall upon request.
34
Appendix 9.
35
36
37
Appendix 10.
38
39
Appendix 11.
40
41
Appendix 12.
42
43
USEFUL CONTACTS
Organisation
Phone
Website
Shire of Carnarvon
08 9941 0000
www.carnarvon.wa.gov.au
Gascoyne Development Commission
08 9941 7000
www.gdc.wa.gov.au
Eventscorp
08 9262 1700
www.tourism.wa.gov.au
Lotterywest
08 9340 5200
www.lotterywest.wa.gov.au
Country Arts WA
08 9200 6200
Department for Communities
08 6217 8700
www.countryartswa.asn.au
www.communities.wa.gov.a
u
Western Australian Council of Social Services Inc.
08 9420 7222
www.wacoss.org.au
St John Ambulance Carnarvon Sub Centre
08 9941 2315
www.ambulance.net.au
Carnarvon Volunteer Fire & Rescue Service
08 9941 1013
www.dfes.wa.gov.au
Carnarvon Police
08 9941 7900
www.police.wa.gov.au
Carnarvon Bus Charter
08 9941 3336
N/A
44

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