TABLE TABLE OF CONTENTS IT!"D#CTI" %&%T P'(
$ $
). %&%T D%T(I'*
+
).). %vent Place , Time
+
).-. Contact During %vent -. "!G(I*IG C"ITT%% -.). !oles and !esponsibilities 0. 1I(CI(' P'(IG 0.). 2udget
/
0.-. 1inancial *upport $. I*#!(C%
4
0. T5% &%#%
4
0.). Potential 5a6ards 0.-. *ite Plan
/
3
4
7
0.0. *ite Plan Checklist
7
0.$. Contingency Plan
)8
+ + /
TABLE TABLE OF CONTENTS IT!"D#CTI" %&%T P'(
$ $
). %&%T D%T(I'*
+
).). %vent Place , Time
+
).-. Contact During %vent -. "!G(I*IG C"ITT%% -.). !oles and !esponsibilities 0. 1I(CI(' P'(IG 0.). 2udget
/
0.-. 1inancial *upport $. I*#!(C%
4
0. T5% &%#%
4
0.). Potential 5a6ards 0.-. *ite Plan
/
3
4
7
0.0. *ite Plan Checklist
7
0.$. Contingency Plan
)8
+ + /
/.-. (lcohol
)0
/.0. To Toilets ilets )0 /.$.
)$
/.).
)$
/.-. oise )$ 3. P#2'IC *(1%T=
)+
3.). *ecurity , Crowd Control )+ 3.-. Place of Public (ssembly )+ 3.0. 'ighting and Power )+ 3.$. Temporary Temporary *tructures
)+
3./. 1ireworks and Pyrotechnics
)/
4. %&%T P!""TI" (D (!>%TIG 4.). Ticketing
)/
4.-. *ignage
)3
4.0. 5ealth Promotion 4.$. (dvertising
)3
)3
7. #*%1#' C"T(CT #2%!*
)3
)/
IT!"D#CTI" This toolkit is designed for people in the Gascoyne region who currently organise festivals and events. 1estivals and events are very important to the !egion as they showcase the uni;ue aspects of the !egionAs culture and promote positive messages to our visitors. They also contribute to local communities by providing opportunities for economic growth and fostering community spirit. Included in this toolkit are practical guides and resources to help planB promoteB and stage a successful festival or event. (s well as providing clear guidance on how to go about each stage of the processB there are also links to other useful information and templates that can be adapted to suit an individual event.
%&%T P'( Planning is the most important part of running a successful eventB and this means starting well in advance. The best way to approach planning is to develop a detailed management planB which includes a timetable of what needs to be done and when. Crucial elements of the planning for the eventB such as fundraisingB booking performers and advertising need to happen well in advance of the date of your event so a timeline schedule is essential.
4|Page
). %&%T D%T(I'* ).). %vent Place , Time In this section you should provide a general overview of your event and be as specific as possible about the activities you are proposing to conduct at the event.
).-. Contact During %vent The %vent anager is responsible for the overall management of the event. Their role and responsibility includes organisingB resourcingB creative directingB human resource managementB negotiatingB financial managementB public representationB troubleshooting and liaison. The event manager must be contactable throughout the event planningB conducting and evaluation processes.
-. "!G(I*IG C"ITT%% 5owever keen you areB it is highly unlikely that you can organise an event on your own
-.). !oles and !esponsibilities 5owever your team is set upB you should allocate clear roles to each individual within the teamB so everyone knows what they are doing and what is e@pected of them. (im to choose committee members with a range of e@pertiseB interestsB skills and e@perience to share the work. %ssential roles for an event committee are: %vent anager Treasurer "ther roles such as Promotions and *ecretary General members with various responsibilities on the ground ‟ The %vent anager is the one essential position for any event committee organi6ing an event. The %vent anager is responsible for: the smooth running and coordination of the event. the inclusive and welcoming nature of the event for all. ensuring that the event complies with all relevant 1ederal and *tate laws and local government policies and regulations. ensuring that all forms are filled out and details lodged with the relevant authority. ensuring that appropriate permission is received before the event goes ahead.
%@penditure to demonstrate that your budget will balanceB and your event will be financially viable. #se a spreadsheet to draw up a budget of pro9ected income and e@penditure for the pro9ect. If you are G*T registeredB you should use figures e@cluding G*T for this.
6|Page
Income *ources of income fall into - main categories: 1) %arned income: ticket salesB merchandisingB catering etc 2) #nearned income: public sector grantsB donations from individuals or
trustsfoundations etc. %@penditure =ou should list each item of e@penditure for your pro9ect grouping them together under headings will help. %@amples include:
"verheads administration costsB office rentalB telephone 1estival%vent site costs hire of landB mar;ueeB catering e;uipmentB staging (rtistic costs performersA feesB accommodationB travelB hire of instruments arketing costs print of leafletsflyersprogramsB sub contractorsB launch event
0.-. 1inancial *upport
=ou must ensure that you keep receipts and accurate financial records if you have been awarded grant funding as you will be re;uired to ac;uit those funds at the completion of the pro9ect.
7|Page
$. I*#!(C% anaging a public event includes ensuring the safety of event organisersB volunteersB contract staffB event staff and the public. It is highly recommendedB and may be mandatoryB that event managers have comprehensive public liability insurance and seek legal advice as part of their risk management strategy. Insurance cover should also include property and e;uipment.
0. T5% &%#% The aim of this section is to help you formulate a comprehensive map or plan of the site. =ou will need to consider potential ha6ardsB access and egress of emergency servicesB and other needs such as pedestriansB traffic and shelter. *ome considerations to get you on the right track include:
8|Page
0.-. *ite Plan ( site plan is a map of the event and is essential for event planning and management. (ll key stakeholders can use it as part of the planning processB with consultation as to its final layout. The site plan must be easy to interpret and be posted strategically around the site for use by patrons. The site plan can be distributed for setting up the event and is also invaluable in an emergency. #se the checklist below to determine what must be shown on the site map. #se a simple grid format and include surrounding streets and landmarks. %ntrancesB e@itsB %vent Coordination CentreB %mergency Coordination CentreB vendor locationsB first aid postsB toiletsB phonesB security and licensed areas should be highlighted.
0.0. *ite Plan Checklist %vent and Incident Co ordination centre
1irst (id posts
onalcohol areas on smoking areas F around food stalls etc
'icensed li;uor consumption areas
Picnic;uiet areas
%ntrances , e@its
ain Powerwatergas control Toilets and Toilet 2locks state whether mobile
Ta@i , 2us stops
%ntertainment sites
*tage location
Pedestrian route including emergency egress routes
!estricted (reas
'i;uor outlets
'ost kidsproperty
0.$. Contingency Plan 5as a contingency plan been considered in the event say of an outside activity if it rainsE To prepare your contingency plan you need to first identify all the possibilities that could occur that would have a negative impact on your event. "nce these have been identifiedB your contingency plan should include a set of specific actions that can be implemented to reduce these anticipated negative impacts on the event ifwhen challenges arise.
$. T!(11IC (D P%D%*T!I( ((G%%T $.). Traffic anagement Plan Patron access must be planned to ensure there is no disruption to neighbouring businesses or homes and to ensure clear access by emergency services and event staff. %vent organisers must make arrangements for the following: (de;uate car parking spaceB including overflow parking (ccess for people with disabilities Preferred access routes to the venue (de;uate lighting *huttle buses where venueactivity covers a large area
$.-. !oad Closures
+. ICID%T ((G%%T P'( +.). %vent Incident Control Centre (ll event organisers and staff need to be in contact throughout the event through the %ventIncident Control Centre. "rganisers may have a representative at the %vent Incident Control Centre to facilitate the provision and dissemination of information. %vent organisers must be able to communicate with the crowd both for public announcements and in emergencies. These areas must be accessible to ambulances and other %mergency *ervice vehicles.
+.-. Incident anagement Plan including 1irst (id (rrangements The event must have a formalB written Incident anagement Plan. The plan should be provided to all event organisersB key stakeholdersB police and emergency service personnel. 'ocal %mergency *ervice personnel should be contacted at least two months prior to the event . The plan should include: Detailed 1irst (id arrangements for onsite emergencies not re;uiring outside helpK o
Note: In any ma9or incidentB for the purposes of the lawB the venue is considered a crime scene and thus under total control of the police.
11 | P a g e
+.0. Incident anagement Contact Details
+.$. 1ire 1ighting %;uipment
+.+. 'ost and *tolen Property 'ost Children
+./. Incident !eports (ll incidents are to be recorded in the following format: ame of %vent: ..................................................................................................................... %vent anager: .................................................................................................................... Date and Time of Incident
Description of Incident
Persons involved ameB addressB phone
(ction taken
Details of the food businesses and type of food being provided at the event is essential.
/.-. (lcohol If you intend selling or supplying alcohol at the event a li;uor licence must be obtained from the Department of !acingB Gaming and 'i;uor and approval will also be re;uired from your local government authority at least two months prior to the event. %vent organi6ers will be re;uired to provide ade;uately segregated areas for the sale and consumption of alcohol if it is an all age‟s event. This should be clearly marked on your site plan.
/.0. Toilets The number of toilets to be provided will depend on a number of factors including: anticipated crowd numbers the se@ of patrons women re;uire more facilities than menH if alcohol will be available and the duration of the event. (de;uate toilet facilities should also be provided for people with disabilities. The following table is provided as a guide only and your local government authority should be consulted during planning. Total
Male Facilities
Female
Hand basins
13 | P a g e
/.$.
/.+. *helter *helter and shaded areas should be available wherever patrons or staff and volunteers including 1irst (idersH may be located for an e@tended period of time and where weather conditions dictate that it is re;uired. This may include: transport pick up and set down areasK spectator and official viewing areasK seated eating areasK pedestrian thoroughfaresK 1irst (id areas and %vent management centreK competitor and officials marshalling areasK entrances and ticketing areasK and optional area for patrons when needed.
/.).
14 | P a g e
3. P#2'IC *(1%T= 3.). *ecurity , Crowd Control Choosing appropriate security is essential to the success of an event and the safety of the public. Different types of events re;uire different types or combinations of security. The event organising committee needs to e@amine the risks involved with the event by asking for e@ampleB
3.-. Place of Public (ssembly 1or outdoor events held in fenced or enclosed areasB ade;uate entry and e@it points must be provided. %@its and paths of travel to e@its are to be kept clear of obstructions. *pecific re;uirements may vary according to the nature of the event. %ntryB e@it and assembly points should be clearly marked on your site plan.
3.0. 'ighting and Power %ven in venues darkened for the performanceB lighting should always be ade;uate to identify e@its as well as corridors and aisles leading to them. (u@iliary battery power or generators should be installed to provide light in a power outage and to power the public address system. The latter may permit directions to be given to spectators in a power failureB thereby alleviating panic. (s many concerts are performed with only stage lightingB access to the main lighting or house lights is essential in case of an emergency. The location of the controls for these lightsB and the operation of the controlsB must be known to those onsite responsible for emergencies.
( *tructural %ngineer‟s Certificate of Compliance for any temporary structures may be re;uired. %vent organi6ers should consult with their local government authority when temporary structures are re;uired.
3./. 1ireworks and Pyrotechnics The use of pyrotechnics and fireworks must have the approval of your local government authority and the Police. *cheduled pyrotechnic displays will only be permitted to proceed where conditions regarding parameters such as wind strengthB wind directionB fire warnings and e@clusion 6ones can be met.
4. %&%T P!""TI" (D (!>%TIG %vent promotion and marketing is one of the most important aspects of planning your event. =ou want as many people as possible to attend your event so it is important to get the information out to your target audience well in advance of your event. =ou will need to consider the best and most cost effective way of advertising and promoting your event to keep with your event budget. The common forms of media are the local newspaperB postersB flyersB mail dropsB radioB televisionB websites and email. 1or effective promotion utili6ing a combination of these media forms is the best option. Get your message out early. If you have set a date for your event and the location is decidedB send a remember this date‟ email to your email distribution list so people are aware that the event will be happening. =ou may also like to establish a promotion
16 | P a g e
4.-. *ignage Clear appropriate signage is essential. =ou will need to liaise with your local government about when and where signage can be placed. %@amples of signage re;uired include: %ntrances and e@its Parking Toilets 1irst aid post *ecurity InformationCommunicationIncident Control Centre
4.0. 5ealth Promotion 5ave you considered health promotion material for e@ample: Glass containers are not permitted *moke free event 2ags and %skies will be searched Public Transport will be available Don‟t drink and drive 1ood and snacks will be availableL.
4.$. (dvertising
7. #*%1#' C"T(CT #2%!*
17 | P a g e
!%1%!%C%* 'atrobe Council -884B Event Management Plan Checklist and Guide B viewed )3 Mune -8)8B http:www.latrobe.tas.gov.auwebdataresourcesfiles%ventanagementGuide.pdf *hire of CarnarvonB Policy and Guideline for Public Events and Outdoor Concerts, viewed )3 Mune -8)8B http:www.carnarvon.wa.gov.au(ssetsDocuments%ventsN-8Policy N-8andN-8Guid elines.pdf
Event Mana&ement 'lan 'ro(orma )* E+ENT ,ETA-LS )*)* Event 'lace . Time ame of %vent: ................................................................................................................... (ddress of %vent: ................................................................................................................ Details of &enue: ................................................................................................................. Details of how your event will runB including details of all activities: ............................................................................................................................................ ............................................................................................................................................ ............................................................................................................................................ ............................................................................................................................................ ............................................................................................................................................ ............................................................................................................................................ ............................................................................................................................................ ............................................................................................................................................ %stimated umber of People e@pected to attend:
19 | P a g e
%vent anager: ................................................................................................................... (ddress: .............................................................................................................................. Phone
/* -NS"0ANCE /*)* -ns%rance ,etails A coy of your Certificate of Currency is re!uired to be included "ith this form#
ame of Insurer: ................................................................................................................. (ddress: .............................................................................................................................. Phone: .......................................................... 1a@: ....................................................... %mail: ................................................................................................................................. Policy umber and %@piry Date: .......................................................................................... Public 'iability &alue and (sset &alue: ................................................................................
1* B",2ET Sample B%d&et (or a Festival
-tem
B",2ET ACT"AL 3ear 3ear be&innin& ended 4167686*88 4167689*88
+A0-ANC E
+A0-ANC E
#4$
as 5
-ncome Individual Donations Gift (id Grants Trusts , 1oundations Ticket *ales erchandising *ponsorship 2ank interest
O0B088.88 O0B)+8.88 O3+8.88 O4-8.88 O7B888.88 O7B888.88 O)-B888.88 O))B888.88 O-$B888.88 O-$B488.88 O)B888.88 O488.88 O-B888.88 O)B+88.88 O088.88 O-88.88
O)+8.88 O38.88 O8.88 O)B888.88 O488.88 O-88.88 O+88.88 O)88.88
O8.8+ O8.87 O8.88 O8.84 O8.80 O8.-8 O8.-+ O8.00
TOTAL -NCOME #A$
4/718*88
4)7/98*88
;4)7868*88
;48*8/
O$B488.88 O)B488.88
O$B488.88 O)B488.88
O8.88 O8.88
O8.88 O8.88
E
Mar@etin& Costs (dvertising 'eafletflyer print Programme ailouts P! consultant S"B;TOTAL > TOTAL E'EN,-T"0E #B$ #B S%b;totals ) / 1 >$ S"0'L"S D #,EF-C-T$ A ; B
O)B488.88 O-B$88.88 O)B888.88 O488.88 O)B488.88 497688*88
O)B/+8.88 O-B-88.88 O7+8.88 O3+8.88 O)B/88.88 497)8*88
4/718*88
4)7)1)*88
O)+8.88 O-88.88 O+8.88 O+8.88 O-88.88 ;4?8*88 O8.88 ;4)7/)=*88
48*88
4)1=*88
4)1=*88
O8.84 O8.84 O8.8+ O8.8/ O8.)) ;48*86 ;48*8/
>* THE +EN"E >*)* 'otential Haards 'ist the identified ha6ards at the selected site and the action taken to minimise the risk. Haards -denti(ied For Each Activit Action to Minimise 0is@
>*/* Site 'lan $nclude meeting oints for emergency services
>*1* Contin&enc 'lan Things that can go wrong: %g rainL. ............................................................................................................................................ ............................................................................................................................................ Contingency details: ............................................................................................................................................ ............................................................................................................................................ ............................................................................................................................................
* T0AFF-C AN, 'E,EST0-AN MANA2EMENT *)* Tra((ic Mana&ement 'lan 5as a Traffic anagement Plan been developed for this eventE Guidance can be provided by Council with the development of this plan. Is there car parking for: =%* " %mergency &ehicles >ey *takeholders Disabled Patrons General Parking
=%* (
"
Date of proposed closure: ............................................................................................................................. Time: Commencement: ................................................................................................................................. %nd: ............................................................................................................................................ The following documentation may also be re;uired: ( public liability policy of at least O)8m to cover the event Traffic anagement Plan %vidence of notification of proposed road closure to emergency services Permit received
=%* "
*1* AdGoinin& 'roperties 5ave ad9oining property occupants been contacted regarding the proposal of this event. =%* " 5ow and when LLLLLLLLLL........................................................................................................ If the event is likely to impact in any way on these ad9oining properties F e.g. noiseB e@tra carsB road closures it is highly recommended that you contact the occupants well in advance of the event.
?* -NC-,ENT MANA2EMENT 'LAN
25 | P a g e
If re;uiredB who will re;uest further police and other emergency services assistanceE ............................................................................................................................................ 6.2. -ncident Mana&ement Contact ,etails
1irst (id "fficer ) ame..............................................................................................
Contact details............................................................................... 1irst (id "fficer ame..............................................................................................
Contact details............................................................................... Incident "fficer ame..............................................................................................
Contact details............................................................................... Police ame..............................................................................................
Contact details............................................................................... (mbulance *ervice ame..............................................................................................
Contact Details............................................................................... 1ire *ervice
?** Lost and Stolen 'ropert D Lost Children
Description of Incident
9* '"BL-C HEALTH
Persons involved ameB addressB phone
(ction taken
9*/* Alcohol
=%*
"
If yesB will alcohol will be sold and consumed or 2=" 'ocal council permission has given received
=%* "
5as a 'i;uor 'icence been obtainedE
=%* "
If noB alcohol will be prohibited. 9*1* Toilets 5ow many toilets will be provided at the eventE ale........................... 1emale........................... Disabled...........................
Contact details during the event: ame:
9*?* aste Mana&ement
Contact Details: ............................................................................................................................................ Phoneobile: ............................................................................................................................................ umber of *ecurity Personnel at %vent: ........................................................................................................
6*>* Temporar Str%ct%res
=%* "
Details *tages , Platforms ...............................................
=%* "
2reakaway *tage *kirts ...............................................
=%* "
*eating ...............................................
=%* "
ar;ueesTents ...............................................
=%* "
5as a permit or permits been sought or sighted for temporary structuresE
=%* "
Permit ame: ............................................................................................................................................ Permit umber: .................................................................................................................. Permit Date: ...................................................................................................................... Description of *tructure: ................................................................................................... 2uilding *urveyor:.............................................................................................................. Contact details:...................................................................................................................
obile:................................................................................................................................ %nsure restricted 6ones are marked on site plan
=* E+ENT '0OMOT-ON =*)* Tic@etin& (re there tickets for the eventE =%* " Presold
(t the Gate 2oth
=%* "
=*/* Si&na&e The following signage will be installedB as per the site planB at the venue Phones Parking %ntr anc es
o *moking Control Centre !ules relating to alcohol consumption Toilets
%@its
Infor mati onCommunicationIncident
............................................................................................................................................ ............................................................................................................................................
32 | P a g e
)8* "SEF"L CONTACT N"MBE0S .............................................................. .............................................................. .............................................................. .............................................................. .............................................................. .............................................................. .............................................................. ..............................................................
(%?#!% ( "se(%l Lin@s *hire of Carnarv on 1rancis *treet C(!( !&" <( /38) Ph: 84 77$) 8888 1a@: 84 77$) 8877 www.carn arvon.wa. gov.au *hire of %@mouth -aidst one Cresc
5 ( <( /+0 3 Ph: 84 77$ 4 )-) 4 1a@: 84 77$ 4 )-0 3 www.sharkbay.wa.g ov.au *hire of #pper Gascoyn e $ *cott *treet G(*C"=% M#CTI" <( /38+ Ph: 84 77$0 8744
r p
Gascoyne Development Commission )+ *tuart *treet C(!( !&" <( /38) Ph: 84 77$) 3888 1a @: 84 77 $) -+ 3/ w w w. gd c. w a. go v.
' e v e l 7 B i l l * t P % ! T 5 < ( / 8 8 8 Ph: 84 7-/- )388
for Communiti es 'evel 3B Dumas 5ouse 5avelo ck *treet <%*T
P%!T5 <( /88+ Ph: 84 /-)3 4388 www.communities.w a.gov.au 34 | Pag e
(%?#!% 2 Task *cheduling %@ample Activit (ppoint *teering Committee (llocate roles and responsibilities %stablish type of event Develop an %vent anagement Plan 2ook venue %stablish budget (pply for funding Talk to local government authority about licensingapprovals "rganise Insurance 2ook e;uipment stageB mar;ueeB portable toiletsB lightingB sound e;uipmentB etc 2ook PerformersB (rtistsB *ide *howsB &endors Draw up site plan Draw up P! and advertising scheduleB design advertB advertise date of your event Confirm all funding in place "rganise road closures if re;uiredH (rrange pyrotechnics and approvals if re;uiredH !eview budget Inform neighbouring properites of event Contact %mergency *ervices re;uired at the event (pply for li;uor licence Confirm stall holders , permits
35 | P a g e
I%ne
I%l
A%&
Sept
Oct
Nov
,ec
Ian
Feb
Mar
Apr
Ma
Prepare tickets and publicity material 2ook staff for event Print flyersB postersB promote and advertise your event 2ook security 2ook services of an electrician for setup and during event "rganise temporary road signage Coordinate transport of e;uipment (rrange ade;uate water provided at venue (rrange ade;uate rubbish bins provided at venue Prepare site Coordinate deliveries of e;uipment *taff briefings %&%T Thank everyone involved %valuation feedback Produce final Income , %@penditure for event The ccle o( tas@s then be&ins a&ain (rom the top* 2y using a colour scheme you can see which activities are interdependent. =ou can also use colours to indicate when particular staff are neededB or for tasks delegated to specific peopleB for e@ampleK
%vent anager Treasuer *teering Committee P! arketing
