application to conduct a special event · application to conduct a special event ... (1 week out)...

SPECIAL EVENT APPLICATION GROW YOUR OWN 2017

1

APPLICATION TO CONDUCT A SPECIAL EVENT

GROW YOUR OWN FESTIVAL PETER BARCLAY SPORTS FIELDS

Friday 22nd DECEMBER 2017

This document has been prepared by Architects of Entertainment acting as the Event Management agency on behalf of Grow Your Own Festival / Hopeless Utopian Worldwide Pty. Ltd.


2

PART ONE: Applicant and Details of Special Event 1.0 A) Applicant Details: Promoter

Organisation: Hopeless Utopian Worldwide Pty. Ltd.

Surname: Rankin

Given Name(s): Holly

Postal Address: C/- White Sky - 79 Little Oxford Street, Collingwood VIC 3066

Telephone: Mobile: 0427 499 910

Email: [email protected]

Signature

B) Applicant Details: Event Manager

Organisation: Architects Of Entertainment Pty. Ltd. (Event Manager)

Surname: Stones

Given Name(s): Jeremy

Postal Address: 2/414 Botany Road, Beaconsfield NSW 2015

Telephone: 02 9699 1881 Mobile: 0401 422 696

Email: [email protected]

Signature


3

1.1 Event Description

Set in Forster on NSW’s Mid-North Coast, Grow Your Own is a Music Concert centered on homegrown talent & produce. Held in the height of summer as the town bustles with holidaymakers & prodigal ex-pats, the event seeks to bring national music to a regional area. Our key focus is on supporting homegrown talent, whether that comes in the form of a band, fresh / farmed produce or a local clothing label. Migrating from the inaugural site of Club Forster’s Backyard to Peter Barclay Sports Fields, Grow Your Own will swell to a capacity of 5000 for it’s second installment, with scope to further expand the event in subsequent years. We are part of a generation that wishes to return to all things homegrown & strive to celebrate this mindset through all aspects of the event, including branding, talent & creative, brand association & suppliers. We are all about Australian companies, environmental sustainability, locally grown produce & collaborating with local creatives, communities, & cultures. Event Name: GROW YOUR OWN FESTIVAL, 2017 Event Date(s): Friday 22nd December 2017 Proposed Venue: Peter Barclay Sports Fields, Tuncurry NSW 2088 Proposed Max Capacity: 5000 pax Ticketed Event: Ticketed Event Ticket Price: $XX.XX (TBC) Estimated Attendance: 22/12/2017 = 2500+ Attendees Licensed Event: Yes All Ages Event: No (18+) Event Services

• Live music • Service of alcohol • Wine and craft beer tasting from local makers • Quality selection of food vendors, with focus on local produce • Markets, vendors and local artisans • Car parking for ticket holders • Shuttle busses for ticket holders

Dates Of Occupation / Operational Timings

Wednesday 20th December 07:00 > 22:00 Site construction Thursday 21st December 06:00 > 23:30 Site construction / major infrastructure install Thursday 21st December 19:00 > 23:30 Lighting focus Friday 22nd December 06:00 > 11:30 Vendor & markets bump in Friday 22nd December 13:00 > 22:00 Event Open Friday 22nd December 22:00 > 03:00 Overnight load out Saturday 23rd December 06:00 > 20:30 Load out continued Sunday 24th December 06:00 > 11:30 Final site clean Sunday 24th December 12:00 Handover Key Dates

Monday 20th November (1 Month Out) Notice of Public Event published in local paper Monday 11th December (1 Week Out) Letter to residents distributed Wednesday 20th December Site occupation commences Friday 22nd December Ticketed show day Sunday 24th December Site handover


4

1.2 Site Plans • Please Refer to Appendix A for External Site Plan Plan • Please Refer to Appendix B for Internal Site Plan • Please Refer to Appendix C for Emergency Evacuation Plan

1.3 Insurances

• Please Refer to Appendix D for Architects of Entertainment – PLI Certificate of Currency • Please Refer to Appendix E for Grow Your Own – PLI Certificate of Currency • Please Refer to Appendix F for Hamiltons – PLI Certificate of Currency

1.4 Risk Management Plan

• Please Refer to Appendix G for Risk Management Plan 1.5 Event Management Details

Grow Your Own 2017 will be Managed by Architects of Entertainment Pty. Ltd. and will establish a clear-chain of command & organisational hierarchy, which will streamline internal & external directives, communication & issue resolution.

• Please Refer to Appendix H for Organisation Chart 1.6 Event Management History: Architects of Entertainment

• Splendour In The Grass – Production Management (2011 - 2017) • Laneway Festival (International / National) – Production Management (2012 - 2017) • Fairgrounds Festival – Complete Event Management (2016, 2017) • Lost Paradise – Complete Event Management (2015, 2016) • Bad Friday – Complete Event Management (2017) • Throttle Roll – Complete Event Management (2016, 2017) • Fomo Festival – Production Management (2015, 2016, 2015)

1.7 Onsite Contacts

Jeremy Stones (Event Manager) 0401 422 696 [email protected] Holly Rankin (Promoter) 0427 499 910 [email protected] Amy Jessup (Event Admin) 0401 355 258 [email protected] 1.8 Wet Weather Contingency

• Please Refer to Appendix I for Wet Weather Contingency Plan


5

PART TWO: Applicant and Details of Special Event 2.1 A) Power Requirements: Mains Power

Grow Your Own 2017, will utilise Matthew Wood from the local offices of Stowe Electrical for the on site electrical distribution and management. Taking into consideration existing power infrastructure, GYO17 intends to use mains power for all non-essential services, such as bars, food & market vendors etc. Additionally, GYO will rely on the existing sports field lighting towers for site bump in / out & emergency evacuation flood lighting. B) Power Requirements: Generators

For all essential services and show-specific infrastructure (site lighting / PA & LX etc.) GYO17 will source appropriate generators to from local Coates Hire, Tuncurry. The event manager (AoE) will work closely with the electrical manager & production manager to ensure that circuits are designed to suitably manage load spikes and other electrical contingencies. Indicative locations & generator capacities are shows on included Internal Site Plan. Complete electrical management information will be detailed in the forthcoming Event Management Plan. 2.2 Vehicle Access Requirements

Grow Your Own 2017 will design and enforce a strict vehicle access ring route for load in / deliveries & load out, operating in a clockwise fashion around the perimeter of the event site. Access will be restricted to pre-registered vehicles, arriving in accordance with a carefully designed delivery schedule. As part of this ring route design, there will be three (3) designated unloading / loading bays for Staging, Bars & Vendor Access. These bays will be serviced by 4WD Forklift access, helping to minimise congestion on the ring road and promote traffic flow. Lightweight Ground Protection Mats will be utilised to minimise the impact on the event surface. In terms of arena vehicle access, this will be restricted to only 4WD forklift access, with Lightweight Ground Protection Mats utilised to lay structured vehicle movement pathways and to deliver equipment & supplies to designated internal distribution positions. The establishment of this system of internal infrastructure distribution will have the combined benefit of minimizing the impact on the event surface as well as reducing the risk of forklift / pedestrian collisions. Confirmed details of internal vehicle access requirements will be detailed in the forthcoming Event Management Plan. 2.3 Cleaning, Rubbish Collection & Recycling Services

Maintaining the event ethos, Grow Your Own will use one of Tuncurry’s biggest hometown success stories – J.R. Richards for holistic waste management services. This will include the provision of 240L & skip bins, for waste & co-mingled recycling, which will then be sorted off-site. Additionally, one of our local market vendors will be a local worm-farm / composting business and we’ll support this with compostable waste collection bins in the dining area. Further to this, food vendors will be encouraged to use plant-derived, biodegradable cutlery & crockery to maximize sustainability & minimise the event carbon-footprint. Dedicated event stewards, will ensure that bins are routinely emptied & that the grounds are kept clean & presentable. 2.4 Toilet Facilities

The provision of quality amenities is very important for GYO17. We will use a local supplier (TBC) to deliver 2 x Block Mounted 16 Pan Toilets (32 Total) + 1 x Disabled Toilet adjacent the First Aid area. These block-mounted toilets have the capability to be directly connected to existing sewerage infrastructure & will be located to take advantage of this. With estimated attendance of up 2500pax (Capacity 5000), this will allow a ratio of 1 to 75. Should advance ticket sales suggest attendance larger than that, we will increase the number of toilet facilities accordingly. Event-management staff, vendors & volunteers will be able to access the existing toilets in the site office (clubhouse) building. One additional Single VIP trailer-mounted Toilet will also be located in the backstage artist area.


6

2.5 A) Food & Beverages: Food & Drink Sales

The local flavours of the region will be a big draw card for Grow Your Own 2017 & we look forward to having 4-5 delicious food and drink outlets, serving festival patrons. GYO event managers, Architects of Entertainment have a lot of experience in planning & managing events with food & we will ensure that all NSW health guidelines relating to the service of food are closely followed. This includes but is not limited to collection of: Food Handling Certificates, Public Liability Insurance & Appropriate Service Licenses. Additionally, we will provide (on a user-pays basis) Cool Rooms, Power Distribution, Hand wash Facilities, Waste Tippage and Infrastructure. B) Food & Beverages: Liquor Sales

Grow Your Own is a licensed 18+ venue & we will be working with Hamilton’s as the event Licensee and bar managers for the 2017 event. Hamilton’s are another local business with genuine national proliferation, having managed the sale of alcohol / held licenses for many flagship events around Australia, including the V8 Supercars, Groovin’ The Moo (National), Sydney Festival, Melbourne Festival & many more. GYO will offer a selection of curated beverages, again with the ethos of supporting local beer & cider breweries, boutiques winemakers & distilleries. These will all be served in accordance with RSA guidelines, and the menu and service of these products will be designed in close consultation with representatives from the Taree LAC – Licensing Division.

• Please Refer to Appendix J for Alcohol Management Plan 2.6 Traffic Flows / Parking / Road Closures

• Please Refer to Appendix K for Traffic Management Plan 2.7 Banners, Signs & Temporary Structures / Marquees

The on-site infrastructure for Grow Your Own will feature a range of different Structures, Signage & Marquees, each with a specific purpose. In terms of large-scale structures, the biggest will be a truck stage, erected as the main performance arena for the concert entertainment. Detailed engineering drawings of the Stage, plus information on PA noise array calculations and lighting rigging will all be detailed in a production schedule. The layout of the site will utilise as much existing infrastructure as possible, which will now include the Rugby Clubhouse as the main Bar service areas. With this in mind, Marquee infrastructure will be minimal, with key structures being the Entry Gate (estimate 10m x 6m Tent) and smaller 6m x 3m & 3m x 3m tents around the site for Market Stalls & Food Vendors, FOH Audio & LX Control, plus First Aid & other event services. Basic layouts of these are shown in the draft site plan included in this email & will be further detailed in forthcoming documentation. Event signage, branding & artworks will be heavily reliant on recycled & reused materials to create a warm & organic event atmosphere. The designs of these will be developed over coming months & will be supported via printed corflute signage to ensure key event, safety and entertainment information is communicated effectively to patrons & staff. 2.8 Ceremonial Fires, Fireworks & Amusement Rides

There is currently no intention for any Ceremonial Fires, Fireworks or Amusement Rides to be part of Grow Your Own 2017. However we do intend to acknowledge the traditional owners of the land and will consult with representatives from the Forster Local Aboriginal Land Council on the most appropriate ceremonies for this event. Should FLALC recommend the inclusion of a traditional smoking ceremony, we will develop these plans in-line with the NSW Ministry of Health, Welcome To Country Protocols Policy document and will ensure that appropriate WHS measures are followed to mitigate any potential fire risks. 2.9 Sponsorship

Sponsorship will form part of the financial structure of Grow Your Own 2017 & we look forward to sharing the details of complete sponsorship makeup with MCC once this has all been finalized. At this stage though, the only confirmed sponsorship is from Stone & Wood (Northern Rivers Brewer), who will be paying a sponsorship amount of $4000.00 + GST for the event. In return, GYO has negotiated an exclusive beer pour & will also provide a space within the event for S&W to create a branded activation for patrons to engage with.


7

2.10 Other Agencies

As per the instruction of the Mid Coast Council’s Executive Coordinator, we’ve so far limited our correspondence with other stakeholders prior to the submission of this Special Event Application. However, we do expect to work closely with local authorities & governing bodies to ensure that the safety & satisfaction of our patrons and the wider community is maintained. Specifically, we look forward to working with the following key bodies / agencies:

• NSW Police Taree LAC / Licensing Sgt. Linday Hedley (02) 6552 0399 [email protected]

• Mid Coast Council Executive Coordinator Andrew Blatch (02) 6591 7230 [email protected]

• Forster Tuncurry Rugby Club President Damian Daczko 0427 545 306 [email protected]

• Sporties / Club Forster Functions Manager Gina Green (02) 6554 9270 [email protected]

• Forster Buslines TBC TBC (02) 6554 6431 [email protected]

application to conduct a special event · application to conduct a special event ... (1 week out)...

Documents