EventPlanning

Toolkit

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DISCLAIMER

The District Council of Yankalilla Event Planning Toolkit is to be

used as a guide only. It is the responsibility of an event

organiser to ensure that all laws are complied with including

obtaining any necessary permits. The District Council of

Yankalilla accepts no liability for any loss or damage incurred

by an event organiser or third party from relying on the Toolkit.

District Council of Yankalilla, October 2015

District Council of Yankalilla | Event Planning Toolkit | Version 3.1

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SECTION ONE

Welcome to the District Council ofYankalilla Event Planning Toolkit

SECTION THREE

Preparing Your Applicationand Event Plan

SECTION TWO

Planning Your Event

SECTION FOUR

A-Z Event Planning Guide

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Welcome to the DistrictCouncil of Yankalilla Event

Planning Toolkit

Our Event Planning Kit has been designed to assist event organisers in planning

successful events and festivals within the District Council of Yankalilla. In this

toolkit, you will find a comprehensive A-Z Event Planning Guide, and other

supporting material to assist you along the way and ensure that your event runs

smoothly and safely.

The Toolkit outlines key responsibilities and any permits or legislative

requirements that you may need to be aware of, ensures the sustainable

management of our local parks, reserves, roads and public places. Please be

mindful that this is a guide only and that there may be additional information or

requirements that are not necessarily listed in this document.

We encourage you to explore this toolkit and recommend that you take

advantage of the support available through the Yankalilla Visitor Information

Centre and Council’s Economic and Tourism Development Leader.

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EVENTS AND THE DISTRICT COUNCIL OF YANKALILLAOur District is renowned for its stunning landscapeand natural charms, supportive communities, proudheritage and superb lifestyle. Over many years,community groups of interest have come together tocelebrate, compete, socialise, educate and dobusiness - weaving the District’s social fabric.

Many of our residents are enthusiastic participants insocial and recreational activities and enjoy beingactive and involved in our community. Year by yearthe range of sporting, cultural and community eventsand activities on offer is growing and people arefinding innovative ways to use the District’s networkof community owned and operated venues, openspaces and public places.

Facilitating and promoting a vibrant calendar ofevents will be key in Council’s commitment tocommunity and economic development and is vital forraising the District’s profile and visitor appeal.Strategies for place making have been identified in theCouncil’s Strategic Plan for the first time in 2015 andCouncil has a Community Grants Program that is opento event organisers to apply for small grants.

We encourage and support community groups andevent organisers to hold their own events within theDistrict, helping to grow the calendar of events onoffer to our residents and visitors.

EVENTS AND FLEURIEU PENINSULA TOURISMThe Fleurieu Peninsula is South Australia’s premiertourist destination with the highest visitation outsideof Adelaide.

Fleurieu Peninsula Tourism (FPT) is the FleurieuPeninsula’s regional tourism organisation thatprovides leadership for the industry, drives

promotional initiatives and helps to build industrycapacity.

FPT’s Executive Officer can assist event organisers andprovide a connection to the South Australian TourismCommission (SATC). Contact can be made on

0407 335 543 or email mirandal@rdahc.com.au

EVENTS AND THE AUSTRALIAN TOURISM DATA WAREHOUSE

MyATDW: Promote your product for Free!

The Australian Tourism Data Warehouse (ATDW) isthe national platform for Australian digital tourisminformation. This content is compiled in a nationallyagreed format and electronically accessible by tourismbusiness owners (operators), wholesalers, retailersand distributors for use in their websites and bookingsystems.

To register and manage your own myATDW accountonline go to:

http://tourism.sa.gov.au/industry/my-atdw.aspx

You can also contact the South Australian TourismCommission (SATC) Online Services team on (08)8463 4560 or onlineSATC@tourism.sa.com

FLEUREIU COAST: MADE BY NATURECouncil encourages event organisers to align theirevent with the district’s place brand Fleurieu Coast:Made by Nature. The Brand Style Guide outlines howyou can make the best use of the brand in yourevent’s marketing and promotional material. You willneed to register to use the brand.

For more information about how to align your eventwith the Fleurieu Coast: Made by Nature brandcontact Council’s Economic and Tourism DevelopmentLeader on (08) 8558 0200 or emailcouncil@yankalilla.sa.gov.au OR visitwww.yankalilla.sa.gov.au/dobusinessfleurieucoast

DISTRICT COUNCIL OF YANKALILLA EVENT SUPPORT STAFFThe Yankalilla Visitor Information Centre offerssupport in events promotions and ticketing and canassist in developing food and accommodationpackages. The Economic and Tourism DevelopmentLeader can assist in connecting event organisers tothe business community as well as facilitating theprocess of obtaining the necessary permits throughCouncil. The Visitor Information Centre Coordinatorand the Economic and Tourism Development Leadercan be contacted on (08) 8558 0240 from Monday toFriday during business hours.

Our Customer Service team is also available to assistwith general enquiries and support for staging smallscale events in our parks and reserves and forbookings of the Yankalilla Council Chambers. They canbe contacted on (08) 8558 0200 from Monday toFriday during business hours.

If you intent to hold an event at The CommunityCentre, bookings can be made directly with theCommunity Development Team on (08) 8558 0264from Monday to Thursday during Business Hours.

Planning Your Event

Planning is the most important part of running a successful event, and this often

means starting well in advance. The most effective way to approach planning is

to develop a detailed Event Plan, which includes a project plan and timetable of

what needs to be done and when. Council staff will work with you to help ensure

that it is as smooth and easy as possible.

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DO I NEED A PERMIT?Depending on the size and nature of the event youwish to stage, you may require an Event Permit and,in the case of medium to large-scale public events,site and risk management, traffic management andemergency plans may also be required. For small-scaleevents you may wish to notify Council in order to takeadvantage of the promotions available through theYankalilla Visitor Information Centre.

An Event Permit ensures that all activities comply withthe necessary requirements of Council and areundertaken in a safe manner. A permit also clarifiesresponsibility and liabilities, secures the facility orspace and minimises disruption and impact on otherusers of public spaces and residents.

The time it takes to process and approve you EventPermit Application will depend on the complexity ofthe event and your ability to submit the requiredinformation. A large-scale event may take severalmonths to assess and permit, whereas a small eventmay only take a couple of weeks.

To determine if you require an Event Permit, considerthe following…

An Event Permit IS required if you answer YES to anyof the following questions:

- Will there be 50 attendees or more?- Do you plan to install any type of

infrastructure? (pop-up tents, marquees,staging, jumping castle, etc.)

- Are you charging a fee for attendance?- Do you require vehicle access to drop off

equipment?- Do you require exclusive use of a road,

footpath or other public space?

If you answered no to all of the above questions, anevent permit is not required, but we suggest yousubmit the Event Notification Form and EventChecklist from page 32 to let the Yankalilla VisitorInformation Centre know about your event.

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EVENT CATEGORIESWhere your event does not require an Event Permit,there is no requirement to contact Council and thereare no fees applicable. However, it should be notedthat all parks and open spaces within the DistrictCouncil of Yankalilla are public places and you cannotbe guaranteed exclusive use of any space or facilityincluding shelters, barbecues and play equipment.Groups who do not require an Event Permit mustshare the public facilities and occupy a space based ona ‘first come first served’ basis.

It is therefore advisable that you contact ourCustomer Service team to check that there are noother event bookings or maintenance workshappening in the area that you are planning on using.

SMALL SCALE EVENTS

Small scale events require an Event Permit and areevents that:

- Have an estimated attendance of between 50and 200 people; or

- Have an estimated attendance of less than 50people, but include infrastructure and/orvehicle access.

Examples of small scale events may include a birthdayparty, wedding or social club gathering.

Fees may apply.

MEDIUM SCALE EVENTS:

Medium scale events require an Event Permit and areevents that:

- Have an estimated attendance of between200 and 1000 people.

Examples of medium scale events include acommunity market or small fair.

Fees may apply.

LARGE SCALE EVENTS:

Large scale events require an Event Permit and areevents that:

- Have 1000 or more people; and/or- Have significant impact on stakeholders;

and/or- Involve road closures or speed reductions;

and/or- Impact on public transport; and/ or- Involve an activity that Council deems as

potentially dangerous or high risk.

Examples of large scale events may include a largefestival or public event or a motorsport rally.

Fees may apply.

TICKETED EVENTS AND EXLUSIVE USE OF COMMUNITY LANDIf your event is ticketed and needs to be fully fenced,you must liaise with Council to obtain a license (inaddition to your Event Permit) which grants you

exclusive use of Council land for a nominated periodof time as per Section 202 of the Local GovernmentAct 1999. An additional license fee may apply.

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WHERE CAN I HOLD MY EVENT?

The District Council of Yankalilla’s parks and openspaces provide a wonderful setting to host your event.Many of our parks have a range of features includingtoilets, play equipment, BBQs, picnic tables and

shelters. Some parks and open spaces are able tosupport medium to large-scale event activity whereasother small parks are more suited for casual, publicuse.

HOW MUCH NOTICE DO I NEED TO GIVE?

Depending on the size and requirements of yourevent, sufficient notice is required in order to processyour application. This will ensure all requirements areable to be addressed to deliver a safe and successfulevent. The District Council of Yankalilla reserves theright to decline an application if insufficient notice isprovided.

To ensure the success of your event, applications forsmall events must be received no later than one

month prior to the proposed event date, mediumscale events must be received three months prior tothe event date and large scale / high risk eventapplications must be received four months prior. Ifyou wish to submit an application at short notice,please contact our Customer Service team to discuss ifyour application can be accepted.

Preparing Your Applicationand Event Plan

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Step Three

Complete the EventNotification Form and EventChecklist from page 32 andsubmit to Council staff whowill determine whether you

require an Event Permit.

Step One

Read through the A-Z PlanningGuide for tips and tricks on

how to plan a safe andsuccessful event.

Step Two

Begin planning your event.Contact the relevant Council

staff on page 6 to discuss yourevent proposal.

Step Four

Complete the Event PermitApplication and submit it toCouncil staff along with any

required information.

Make sure that youunderstand the Event Permit

Terms and Conditions.

Step Five

Council staff will assess yourapplication and request any

further information required.

Large Scale /High Risk Events

If you’re planning to stage alarge scale or high risk eventyou may be asked to present

your event concept to ElectedMembers at a Council Forum.

Large Scale / High Risk eventsmay also trigger the need for

pre and post eventcommunity engagement and

reporting to Council if there isdeemed to be a significant

impact on stakeholders. Youwill need to factor this intoplanning and preparationtimeframes for the event.

Step Six

Assuming you have met all ofthe approval criteria, you willbe issued an invoice for any

applicable fees.

Your Event Permit will beissued upon payment of your

invoice and is finalconfirmation that all steps

required have beencompleted in preparation for

your event.

NOTE: An invoice may beissued after the staging of theevent for any additional fees

and charges incurred.

Step Seven

STAGE YOUR EVENT!

Step Eight

Debrief on the event’s successand changes for the future.

EVENT NOTIFICATION STEPS

IF YOU REQUIRE AN EVENT PERMIT…

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APPLICATION REQUIREMENTSOnce you have lodged your Event Notification Formand discussed you event with Council staff you will beissued with an Event Permit Application. Whenlodging an Event Permit Application, it is essential thatyou also provide the compulsory information outlined

in the Application Checklist. More information canalso be found in the A-Z Planning Guide. All Eventsheld within the District Council of Yankalilla must berun in accordance with the Event Permit Conditions.

NON APPROVAL OF EVENT PERMITCouncil has the right to refuse the hire of anycommunity facility or public space under care andcontrol of Council. Such circumstances may include:

- Submission of an incomplete or misleadingand incorrect Event Permit Application.

- Insufficient prior notice provided for Councilto assess an application and review requiredlicenses, permits, certificates etc.

- Inability of event organiser to providerequired licenses, permits, certificates, etc.

- Impacts on the general public, local residentsand businesses.

- Conflicts with other events already approvedfor the area; and

- Submission of an application to hold an eventthat is not consistent with Council’s objectivesand brand values.

FEES & CHARGESA range of fees and charges apply to activities andevents conducted in the District. To determine theCouncil fees and charges you may incur as part of yourevent, please discuss with Council staff. Please note,our fees are updated annually as part of Council’sbudget process.

Subject to successful completion of the Event PermitApplication and meeting all necessary requirements,

Council will issue your Event Permit upon payment ofany applicable Fees and Charges.

The event organiser will be responsible for anymisuse, damage or excessive rubbish on Councilproperty which results during the period of the eventor facility hire. A notice will be issued advising of thecost to repair the incurred damage and you will beissued an invoice.

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CANCELLATIONIf you need to cancel your event, please notify Councilno later than 10 business days prior to the scheduledevent set up date. If an event is cancelled less than 5business days prior to the approved and scheduleddate, any hire fees incurred may be forfeited.

If an event is cancelled due to extreme weather, allhire fees will be refunded. A refund will not applywhere the event was deemed to have commencedprior to cancellation. Extreme weather will be definedas weather that threatens the immediate or long termsafety of individuals, as a result of rain, lightning, windor temperature as per the table below.

The District Council of Yankalilla reserves the right torevoke an Event Permit or cancel or postpone anevent if Council staff determine that:

- The continuation of the event in adverseweather conditions is likely to causesignificant damage to the event area or hasthe potential to pose a risk to public safety; or

- The event is not consistent with Council’sobjectives and brand values.

You will be consulted prior to any determination beingmade by District Council of Yankalilla to revoke theEvent Permit or cancel or postpone your event.

Weather Condition Extreme WeatherDeterminant

Ambient temperature >36 degrees CelsiusTemperature in shade >30 degrees CelsiusApparent temperature(wind chill)

<2 degrees Celsius

Wind Speed >40km per hourRainfall >80mm within 24 hours

PUBLIC LIABILITY, INSURANCE & RISK ASSESSMENTIf someone is injured or their property is damagedduring an event, legal action may be taken against theorganising body to recover losses or for damages.Public liability insurance is designed to help protectyou by ensuring that if this does happen, you haveadequate cover to fund any successful claim.

Council requires you have Public Liability insurance toa minimum value of twenty million dollars($20,000,000) in the legal organisation name orgoverning body. The event organiser must ensure thatthe insurance provides coverage for the specific eventlocation.

If you plan to have any animals, fireworks oramusements at your event, you will also be requiredto provide Council with a copy of a current Public

Liability Insurance Certificate of Currency to aminimum of twenty million dollars ($20,000,000) forthe company you have engaged to provide theseservices.

A copy of all relevant Public Liability InsuranceCertificates of Currency must accompany a completedRisk Assessment and be lodged prior to the eventstart.

Please note

You are responsible for the safety of eventparticipants and spectators at all times. Council willnot accept liability for any personal injury, loss ordamage that may occur to participants or thirdparties or their property as a result of staging anevent.

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PERMITS & LICENSINGIt is the responsibility of the event organiser to ensurethat all laws are complied with including obtaining anynecessary permits.

Further information about permits can be found in theA-Z Planning Guide and fees may apply.

Council’s Economic and Tourism Development Leadercan provide Council permit forms, advice andassistance as needed.

RISK ASSESSMENT & EMERGENCY PLANAny event regardless of size, will have risks associatedwith it so it is important that you consider all potentialrisks and importantly, the measures that will helpmitigate risk.

The District Council of Yankalilla requires all events toundertake a risk assessment to ensure that youmanage and control the risks posed by your event. A

Risk Assessment Example and Checklist can be foundin the Appendices to assist you in developingappropriate risk mitigation strategies.

An Emergency Plan will be required for all large scale /high risk events to ensure that you have anappropriate plan in place in the event of anemergency.

RUN SHEETAll events should have a run sheet which sets thetiming and sequence of activities so that you andother key stakeholders know what is happening and

when. A good run sheet includes a timeline of theevent production schedule including bump-in/bump-out, event timings, locations and program details.

SITE MAPProducing a site map will assist you to form the layoutof your event and ensure that you have allowedadequate space for all of the elements. You site mapmust identify the location of all aspects of the eventincluding; equipment, activities, permanent andtemporary infrastructure, generators, amenities,parking, vehicle access routes, water, seating,emergency access and so on.

Correct site location is a critical success factor for anevent. Be sure that the site you select matches yourexpectations of size, location and available facilities.

You should also consider existing Councilinfrastructure and park features such as waterways,fencing and buildings.

A detailed site map must be provided for medium andlarge scale / high risk events and will be reviewed forapproval by the Council staff prior to placement orinstallation of any equipment or infrastructure onCouncil property. The Economic and TourismDevelopment Leader can provide maps which can beused to assist you with your site planning.

CONTACT LISTIt is a good idea to create a Contact list to have onhand on the day of your event. The Contact Listshould have details of all of the people that you mayneed to contact on the day (preferably mobilenumbers) should something not go to plan. List all ofyour suppliers, staff, volunteers, entertainers, directlyaffected stakeholders and emergency contact details.

A Contact List will help you manage any unexpectedincidents on the day by ensuring you have all of thedetails you need at your fingertips!

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A-Z EventPlanning Guide

ABORIGINAL ACKNOWLEDGEMENT

ACCESSIBILITY

AMUSEMENTS

ANIMALS

BBQ’S & FIRES

BUSKING

DEVELOPMENT APPROVAL

DOGS

EMERGENCY SERVICES

ENTERTAINMENT

FIREWORKS

FIRST AID

FOOD SAFETY & CATERING

FOOTPATH PROMOTIONS & DISPLAY OF GOODS

INFRASTRUCTURE

KEY COLLECTION

LIQUOR LICENSING & CONSUMPTION OF ALCOHOL

MARKETING & PROMOTION

MUSIC LICENSING

18NOISE

NOTIFYING RESIDENTS & TRADERS

PARKS & OPEN SPACE

POWER & ELECTRICAL CABLING

PUBLIC ACCESS

REGULAR EVENTS

ROAD CLOSURES & TRAFFIC MANAGEMENT

SECURITY

SHELTER

SIGNAGE

SIGNIFICANT SITES AND MEMORIALS

SMOKE-FREE EVENTS

SPECIAL REQUESTS

SPONSORSHIP & GRANTS

SPORTING ACTIVITIES

TENNIS COURTS

TOILETS

TRADER INVOLVEMENT

USE OF COUNCIL BUILDINGS & STRUCTURES

VEHICLE ACCESS

WASTE MANAGEMENT & RECYCLING

WATER WEATHER

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ABORIGINAL ACKNOWLEDGEMENT

The District Council of Yankalilla respects andrecognises the traditional ownership and spiritualconnection that the Kaurna people of the Adelaideplains have to the District and we encourage you alsoto acknowledge the traditional land owners at yourevent by reading the following statement:

“We acknowledge that the land we meet on today isthe traditional land of the Kaurna people and that werespect their spiritual relationship with their country.

We also acknowledge that the Kaurna people are thecustodians of the region and that their cultural andheritage beliefs are still important to the living Kaurnapeople today”

ACCESSIBILITY

The District Council of Yankalilla has an ongoingcommitment to facilitate and promote a vibrantevents calendar.

We ask that you carefully consider accessibility at yourevent for people of all ages and particularly those witha disability to ensure that all members of thecommunity can attend and enjoy activities.

Below is a list of just some aspects of your event thatyou should consider:

- Ensuring that event layout provides for easeof access and mobility.

- Ensuring the location of stalls or performanceareas do not block kerb ramps or accesspoints.

- Providing parking spaces close to the eventfor people with disabilities.

- Installation of portable accessible toiletfacilities and marquees.

AMUSEMENTS

Amusement structures and devices include anypowered equipment that provides entertainment oramusement and includes jumping castles, rides,climbing walls, giant slides, bumper cars, merry-gorounds and the like.

If you intend to have amusement structures at yourevent, you are required to adhere to SafeWork SArequirements which state that amusement structuresmust not be used or operated unless a currentcertificate of registration issued by SafeWork SA canbe provided (please note that interstate registrationsare not acceptable in South Australia).

ANIMALS & LIVESTOCK

The District Council of Yankalilla is a rural Council withthe townships enveloped by farm land. Our vast openlandscape means life in the country constantlyinteracts with animals, wildlife and livestock.

If the location of your event poses risks associatedwith wildlife and livestock (such as motorsport ralliesand adventure sport) you will need to considerappropriate risk mitigation strategies within your RiskAssessment and/or Emergency Management Plan.

If you have an animal nursery, petting zoo or live stockat your event, it is important to ensure that anyanimal faeces are removed immediately, so that nohealth risk or inconvenience arises. In the interest ofgood hygiene, full hand washing facilities must beprovided. You will be required to provide a copy of theorganisation’s Public Liability Insurance (minimum $20million) before that start of the event.

BBQ’S & FIRES

Open fires of any kind (including pizza ovens andkettles BBQ’s) are not permitted on days when a totalfire ban is declared for the Mount Lofty Ranges unlessyou have obtained a Schedule 9 or 10 permit from theCountry Fire Service (CFS) as per the Fire andEmergency Services Act 2005. Please ensure that allgas BBQ’s are kept well clear of any flammable

sources, are in good working order and operated by acompetent adult at all times. BBQ’s should be left in aclean and tidy condition with all waste disposed of inthe appropriate bin. For more information regardingthe use of BBQ’s and flames phone the CFS Fire BanHotline on 1300 362 361.

BUSKING

If you are planning on having musicians play music in apublic place for voluntary donations as part of yourevent, they must apply for a Busking Permit fromCouncil.

Please note that amplification is not permitted bybuskers. Further information and the Busking PermitApplications Form can be found on the Council’swebsite www.yankalilla.sa.gov.au . Fees may apply.

DEVELOPMENT APPROVAL

Development approval is required for a change in theuse of land or for building work within the DistrictCouncil of Yankalilla. This could include temporary useof a building or property for an event. If your eventrequires any changes to the use of a building or land,alterations to a building, erection of temporary

buildings or structures or the installation of signage,then development approval may be required.Council’s Economic and Tourism Development Leaderwill facilitate communications with our DevelopmentTeam to seek any necessary approvals.

DOGS

Dogs are welcome in all District Council of Yankalillaparks and open spaces however different restrictionsapply to each site and signage regarding on and off-

leash areas must be obeyed at all times. For moreinformation please visit Council’s website.

EMERGENCY SERVICES

Public safety is the key of any event and it is vital thatSA Police and the Country Fire Service are notified ofany large scale / high risk events occurring within theDistrict. Your site map must account for access andegress by emergency services, for example, this may

mean the inclusion of a dedicated emergency lanewithin a road closure. You will be required to notifyemergency services and ensure a quick and effectiveresponse in the event of an emergency.

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ENTERTAINMENT

Please ensure that you have engaged family-friendlyentertainment for your event. Our parks and reservesare public places and we ask that you respect

neighbours and other users by refraining fromengaging any entertainment that could be deemedinappropriate or offensive.

FIREWORKS

Requests to hold a fireworks display at approvedevents within the District Council of Yankalilla will beassessed on a case by case basis. A request will not beconsidered unless the display is being conducted by alicensed pyrotechnician. The pyrotechnician will also

be required to provide evidence of their current publicliability policy ($20 million). Fines of up to $5,000(enforced by the State Government) apply forpossessing or using fireworks without a license.

FIRST AID

It is recommended for all medium and large scale /high risk events that you have First Aid in attendance.First aiders need to have access to a facility whichthey can work and maintain patient confidentialityand dignity which may require you to provide adedicated room or marquee for them at your event.

St John volunteers are able to provide First Aidresponse and pre-hospital care at your events toensure that it is a safe experience for all.

There is a fee for St John services based on the size ofyour event (number of attendees). The first stage ofbooking their first aid service is to request a quote.

www.stjohnsa.com.au/how-we-help/event-first-aid

A minimum of 6 weeks notice is required. Once youhave accepted the quote they will be able to proceedwith the booking.

FOOD SAFETY & CATERING

As the event organiser, it is your responsibility toensure that all food and beverage vendors complywith food safety practices, as determined by theDistrict Council of Yankalilla’s Environmental HealthTeam, in line with the Food Act 2001.

You must complete and return the Temporary FoodStall Notification Form to the Council’s EnvironmentalHealth Officer prior to the start of the event. This alsoapplies to temporary food outlets trading on privateland. An inspection of the catering facilities at theevent may be conducted by the District Council ofYankalilla’s Environmental Health team.

Mobile food trucks and catering vans must stay onformal paths or hard surfaces wherever possible.

During times of vulnerable ground conditions, Councilwill discuss any extra restrictions that may need toapply.

We encourage you wherever possible to considerusing local businesses to support you event. TheDistrict Council of Yankalilla is home to some greatproducers, bakeries, cafes and restaurants, many ofwhom are able to cater for small or large scale events.The Council’s Economic and Tourism DevelopmentLeader or Visitor Information Centre Coordinator willbe able to suggest several local businesses and serviceclubs that would appreciate the opportunity topartner with you.

INFRATRUCTURE

If you are planning on installing any type ofinfrastructure at your event (tent stall, marquee,staging, jumping castle, inflatable structure or anyother type of equipment) you must apply for an EventPermit.

There is to be no pegging in to the ground under anycircumstances, as many of our parks and open spaceshave underground irrigation systems that use recycledwater. All structures must be weighted according toSafeWork SA standards.

Depending on the size and nature of infrastructurerelating to the event, development approval may berequired prior to erection of any infrastructure oradvertising display as per the DevelopmentRegulations.

The Council’s Economic and Tourism DevelopmentLeader will discuss this process with you to ensurethat all guidelines and policies are met. A certificatefrom a qualified installer or engineer confirming thatthe temporary structures have been erected inaccordance with appropriate specifications may alsobe required prior to the start of the event.

KEY COLLECTION

You will be notified if you are required to collect anykeys to access the park or any facilities where you areholding your event. Keys can be collected from ourCustomer Service team at the Council Chambers

during business hours. Arrangements can also bemade for key collection at the Visitor InformationCentre during normal business hours on weekdaysand between 10:00am and 4:00pm on weekends.

LIQUOR LICENSING & CONSUMPTION OF ALCOHOL

As outlined in the Liquor Licensing Act 1997, a LimitedLiquor Licence is required if the service or supply ofliquor is intended as part of your event. LimitedLicence applications must be approved by Consumer& Business Services in conjunction with Council’sPlanning team and the South Australian Police.

Council’s Environmental Health department will needto issue a letter of support that will accompany yourapplication to Consumer & Business Services. Exceptwithin designated ‘Dry Zones’, people may bring theirown alcohol for consumption at small, privategatherings in parks and open spaces.

MARKETING & PROMOTION

Event promotion and marketing is one of the mostimportant aspects of planning your event. It isimportant to get event information out to your targetaudience well in advance.

You will need to consider the most effective way toadvertise and promote your event while keeping inmind your budget. Common forms of media includelocal newspapers and radio, posters, flyers, letter box

drops, websites, social media and direct mail includingemail.

You may like to develop a Marketing Plan whichoutlines your target audience, the type of mediapromotion you will carry out, when it will happen, andhow much it will cost. This will help to guide youmarketing and ensure you stay within your budget.

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MUSIC LICENSING

If there will be live music performed at your event bya musician who was not the original artist, you mustapply for an APRA (Australian Performing RightAssociation Ltd) licence. This is to cover the copyrightin the songs (lyrics, composition, etc.)A PPCA(Phonographic Performance Company of Australia

Limited) licence is required for the broadcast,communication or public playing of recorded music(e.g. CDs, records and digital downloads) or musicvideos.

It is the responsibility of the event organiser to obtainthe relevant music licences.

NOISE

As the event organiser, it is your responsibility tocontrol noise levels at your event. All reasonablemeasures must be taken to ensure minimaldisturbance to residents or businesses within thesurrounding area, and adhere to the EnvironmentProtection Authority (EPA) guidelines applicable tonoise. The maximum noise level of amplified musicshould not exceed 90 decibels.

Generators, amusement rides, amplified music orpublic address systems must not be used before

8.30am Monday – Saturday, and before 10.00am onSundays and Public Holidays. Event set up may occurfrom 7.00am Monday – Saturday, and from 9.00am onSundays and Public Holidays.

If your event includes amplified music orentertainment an approved resident and businessnotification letter will need to be distributed aminimum of one week prior to the event to theaffected residents and businesses.

NOTIFYING RESIDENTS & TRADERS

In order to minimise any impact on surroundingstakeholders, communication with nearby residentsand businesses is vital to the success of your event.

Where advised by Council’s Economic and TourismDevelopment Leader, you must produce and circulatean approved resident and business notification letterto surrounding local residents and businesses. TheCouncil’s Economic and Tourism Development Leaderwill supply you with a distribution map. Notices mustbe delivered a minimum of one week prior to theevent. It is your responsibility to ensure that adequatestakeholder notification is conducted.

Your letter must include

- The name, date and location of your event(including set up and pack down times)

- The purpose of the event- The expected number of participants- Activities being conducted as part of the event- Any likely disruptions to residents and

businesses with respect to noise, transport,road closures & parking restrictions

- A contact number for further information orqueries; and

- The Council’s Economic and TourismDevelopment Leader’s details as a secondarycontact.

PARKS & OPEN SPACE

The District Council of Yankalilla is committed tomaintaining its parks and open spaces to a highstandard including trees, garden beds, shrubs, turfand facilities. This level of amenity must be protectedat all times. The following strategies may help toreduce damage to the turf:

- Protective boards/flooring- Raising infrastructure from the turf

(e.g. containers)- Minimising vehicle movements- Avoiding areas of boggy/wet ground

Trees are susceptible to damage over time ifappropriate event management plans are notadopted. Root damage is the most common cause ofdamage to trees on event sites. The siting of car parksand vehicle access should be carefully considered toavoid damage to the root zone of a tree as:

- Vehicle tyres can damage the surface roots oftrees

- Sub-surface roots can be damaged over timedue to soil compaction

- Vehicle movements can result in damage totree canopies

Nails, screws or other fixtures are not permitted to beused on any part of a tree. No signage or eventinfrastructure can be affixed to trees at any time. The

digging of holes or trenches in parks and reserves isstrictly prohibited. No pruning is permitted by eventorganisers. Any queries relating to trees within theevent site should be directed to the Economic andTourism Development Leader.

Where remediation of a park or reserve is required asa result of event activity, this remediation can occur inone of two ways:

- Event organiser remediates according toCouncil’s instructions and the satisfaction ofCouncil within agreed time frames:OR

- Event organiser pays Council to remediate thesite.

Remediation will be charged to event organisers onthe basis of the direct cost to the District Council ofYankalilla, including all labour, materials and out-of-pocket expenses. Adequate rest period betweenevents is essential to ensure our parks and openspaces can be maintained to an acceptable andsustainable standard.

Please Note

You are responsible for all costs associated withremediating the site to its pre-event condition andthis responsibility extends to all event staff,contractors and attendees.

POWER & ELECTRICAL CABLING

Electrical equipment used at your event must betagged and tested for the safety of spectators andparticipants. If the equipment is not tagged, not inapproved cable covers, or is found to be faulty by aCouncil representative, Council reserves the right torequest that the item be disconnected or removeduntil the hazard has been rectified.

Power cords must not be run along the grounduncovered. They must either be protected by cabletrays or raised 2.75m above walking areas (includinggrassed areas) and 5m above roads (or places wherevehicles are likely to traverse). It is the responsibilityof the event organiser to ensure that all contractors

are made aware of their legal obligations and that allsafety precautions regarding power supply and powercords are taken (as per AS/NZS 3002:2008 Electricalinstallations – Shows and Carnivals and AS 3533 –Amusement Rides and Devices or the currentreplacement standards).

If the event requires a larger amount of power than isalready provided on site, then it is the responsibility ofthe event organiser to coordinate an alternativesupply using generators.

Fees may apply for use of power in public spaces.

PUBLIC ACCESS

Whilst large-scale events add to the vibrancy of theDistrict they also have the potential to temporarilyexclude the community from public spaces for theirnormal use. Event organisers are permittedreasonable timeframes for building and dismantlingevent infrastructure. In the interests or protecting thecommunity’s on-going use of public spaces, and to

reduce the length of time that event infrastructureremains on site, we ask that you minimise build anddismantle timeframes as much as possible. Publicaccess must be provided during build and dismantle,except where safety or security necessitates closingpart, or all, of the site.

REGULAR EVENTS

Many events are staged annually or on a regular basisand often build on iconic locations to grow the event.The regularity of an event may become an issue forsome stakeholders (e.g. road closure orenvironmental concerns) and event organisers may beasked to consider alternative routes, locations and/orarrangements under their Event Permit conditions.

The consecutive use of designated routes andlocations will be dependent on demonstratedcommunity support for the event as well as the eventorganisers ability to address the concerns ofstakeholders.

ROAD CLOSURES & TRAFFIC MANAGEMENT

All requests for road closures or traffic managementin relation to your event must be included in the EventPermit Application. Temporary road closures havespecific times of operation and conditions and will beimplemented in accordance with Section 33 of theRoad Traffic Act. Temporary road closures must beadvertised in a newspaper and depending on the sizeof the event, this may be The Victor Harbor Times.Fess will apply for the advertising, implementationand supervision (if required) of traffic managementand/or temporary road closures. A quote will beprovided once your application is received and hasbeen assessed.

It is the responsibility of the event organiser toproduce and circulate a Council approved advance

notice to local residents and businesses. The Council’sEconomic and Tourism Development Leader willsupply you with a distribution map. Notices must bedelivered a minimum of one week prior to the event.It is the applicant’s responsibility to ensure thatadequate stakeholder notification is conducted.

If your event is held on a road, you will be required toensure that the area is left clean and free of debrisbefore that road is reopened to traffic.

Should your event require reserved parking or parkingrestrictions, arrangements can be made via Council’sEconomic and Tourism Development Leader.Temporary Parking Permits may be issued to theevent organiser. Failure to display this permit mayresult in a fine being issued.

SECURITY

Safety is of paramount importance to the DistrictCouncil of Yankalilla. The nature of you event andanticipated crowd numbers will determine the type ofsecurity you require. The main responsibilities ofsecurity staff are likely to include crowd management,asset protection and managing lost children. If event

infrastructure and/or equipment remains on siteovernight Council suggests that you engage a securityguard to prevent theft or vandalism. Depending onthe size and scope of your event, volunteer eventmarshals may be used in place of security.

SHELTER

Shelter and shaded areas should be availablewherever patrons or staff and volunteers may belocated for an extended period of time and whereweather conditions dictate that it is required.

This may include:

- Transport pick up and set down areas- Spectator and official viewing areas- Seated eating areas- Pedestrian thoroughfares- First Aid areas- Competitor and official marshalling areas- Entertainment change rooms- Entrances and ticketing areas: and- Optional area for patrons when needed

SIGNAGE

Advertising is not permitted on Council propertywithout written permission from the District Councilof Yankalilla. Approved advertising is displayed at therisk of the event organiser.

Development approval may be required for large,moving or flashing signs. Council’s Economic and

Tourism Development Leader will be available toassist you with the process.

You are not able to use Council’s logo or the FleurieuCoast brandmark without permission. Applications foruse of the logo must be made in writing to Council atcouncil@yankalilla.sa.gov.au.

SIGNIFICANT SITES & MEMORIALS

Event organisers are asked to respect significant sitesand memorial structures within the District Council ofYankalilla’s parks and open spaces by ensuring that

any event infrastructure is kept well clear and eventpatrons are not allowed to interfere or climb onstructures.

SMOKE-FREE EVENTS

The District Council of Yankalilla encourages eventorganisers to hold smoke free events. By applying tomake your outdoor event smoke-free you can directlyimprove the health of our community and patrons. Atthe same time you will be promoting a positive healthmessage and creating a cleaner, safer environment.

Legislation under the Tobacco Products Regulation Act1997 allows Local Government and otherincorporated bodies, to identify and apply to have aparticular outdoor area or a specific event, declared

smoke-free. ‘Declared’ smoke-free areas are publicoutdoor spaces where smoking has been banned.These areas can be created to address a passivesmoking risk or to support the management ofsmoking at an event. As enforcement of a smoke-freearea is likely to require the support of Council, pleasecontact the Council’s Economic and TourismDevelopment Leader of you would like to discussapplying to make your event smoke-free. Furtherinformation can also be found on the HeartFoundation website.

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SPECIAL REQUESTS

From time to time event organisers may have specialrequests such as hot air balloon or helicopterlandings. Council’s Economic and TourismDevelopment Leader will manage all special requests

on a case by case basis and will liaise with the relevantCouncil departments to seek approval of suchactivities.

SPONSORSHIP & GRANTS

The District Council of Yankalilla recognises thatevents play an important part in the District’swellbeing and cultural diversity by helping to activatepublic spaces, raise the District’s profile, increasevisitation, assist in building relationship, delivereconomic benefit and enliven the District. The DistrictCouncil of Yankalilla has a Community Grants Program

to help community organisations fund small projects.Applications will be considered for festivals andevents that demonstrate social, environmental,economic and cultural benefits for the District Councilof Yankalilla. Please visit Council’s website for furtherinformation. www.yankalilla.sa.gov.au

TOILETS

It is the event organiser’s responsibility to provideadequate toilet facilities to event patrons and thegeneral public, and to maintain these toilets in a cleanand stocked condition for the duration of the event.

Your site plan must show the location and number ofpublic toilets and disabled facilities being provided foryour event. The number of toilets you will need toprovide will depend on anticipated crowd numbers,patron gender (women generally require morefacilities than men), whether there is service ofalcohol and the event duration. Disabled toilets mustbe available and all facilities must be well lit to avoidsecurity and safety hazards, provided with soap andhand drying equipment and must be cleaned and re-stocked regularly.

Council’s public toilet facilities are unlocked at alltimes and cleaned on a daily basis (excludingChristmas Day and Good Friday). If you requireadditional toilet cleaning outside of the normal serviceprovision this can be arranged and fees may apply.Should the toilets be left in an untidy manner andrequire special attention following your event, anadditional cleaning fee will be charged and you will beissued with an invoice.

If you are unsure as to your responsibilities whenproviding additional toilet facilities, please contactSafeWork SA for advice. The following guidelines canbe used to determine the number of toilets requiredat your event:

Alcohol-free EventsPatrons Male WC Urinals Hand Basins Female WC Hand Basins<500 1 2 2 6 2<1000 2 4 4 9 4<2000 4 8 6 12 6Alcohol-available eventsPatrons Male WC Urinals Hand Basins Female WC Hand Basins<500 3 8 2 13 2<1000 5 10 4 16 4<2000 9 15 7 18 7

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TRADER INVOLVEMENT

The people of the District Council of Yankalillaproduce premium food, products and artistic workswith passion and we encourage you to tap into theseresources when you are planning your event.

The District Council of Yankalilla’s economy isunderpinned by the two main street precincts ofYankalilla and Normanville and supported by thesurrounding townships of Myponga, Inman Valley,Second Valley, Delamere and Cape Jervis. These townsare the lifeblood of the local communities surroundingthem, providing essential goods and services, meeting

places, attractions for visitors, as well as linkages tothe greater Fleurieu Peninsula, Adelaide and thesouthern suburbs and Kangaroo Island. They arehome to approximately 800 businesses, many ofwhich are unique, independent operators.

Event organisers are encouraged wherever possible toinclude and utilise businesses from within the DistrictCouncil of Yankalilla to help boost the local economyand support small business which helps create athriving and vibrant community.

USE OF COUNCIL BUILDINGS & STRUCTURES

Access to any Council buildings or facilities must bediscussed with the Council’s Economic and TourismDevelopment Officer. This will be assessed on a caseby case basis and may not always be possible due tosecurity and access issues. Additional fees may apply.

Within Council buildings and structures please do notattach or hang anything of significant weight from anyshelter, handrail, building or structure, this includesthe use of such facilities for fitness activities such aspull-ups and chin-ups etc.

VEHICLE ACCESS

As vehicles are the single biggest cause of damage toturf and trees during events the restriction of vehiclemovements is imperative to protect our parks andopen spaces.

Permission is granted for vehicles to access the eventsite, as required, for the specific purpose of conveyinggoods and equipment – unloading and loading only.Once a vehicle is unloaded/loaded it must be drivenoff site and into allocated public parking areas. Theonly vehicles allowed to remain on the event site are

those that are physically required to such as cateringvans and food trucks. It is the responsibility of theevent organiser to ensure that all persons attendingthe event are made aware of the above conditionsregarding parking.

Vehicles must stay on formal paths or hard surfaceswherever possible. During times of vulnerable groundconditions, such as after heavy rain, Council willdiscuss with you any extra restrictions that may needto apply.

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WASTE MANAGEMENT & RECYCLING

The District Council of Yankalilla has a responsibility toconsider the impact that events have on theenvironment and it is a requirement of Council thatyou provide both general waste bins and recyclingbins at your event.

The Fleurieu Regional Waste Authority (FRWA) is ableto arrange the supply of bins for low and mediumscale events. Large scale / high risk events thatanticipate attendance greater than 1000 may need toengage an external waste management contractor tosupply bins and manage waste disposal to Council’srequire standard. Fees may apply for the provision ofFRWA bins at your event .

If you are required to set up a waste managementcompound on or adjacent to the event site for largerskip bins, this area must be surrounded by temporary

fencing covered in black plastic or hessian to shieldthe area from the general public for aesthetic andsafety reasons.

The event site must be left in a clean and tidycondition and all debris, especially cable ties, bottlecaps, ice cream sticks and food scraps etc., must beremoved immediately after the event. Failure to do sowill entitle Council to employ the necessary labour toclean up the site, the cost of which will be recoveredfrom the event organiser.

Existing Council bins in the parks and open spaces aredesigned for on-going general public use and notevent waste. You must ensure that rubbish iscompletely removed from the event site, so thatexisting Council bins are available for the public’s use.

WATER

Most parks and open spaces are irrigated withrecycled water. Under no circumstances are youpermitted to plumb into irrigation or recycled waterlines. Designated potable (drinkable) water outlets areavailable in some areas.

The Council’s Economic and Tourism DevelopmentLeader will be able to advise the location of theoutlets and you must liaise with them for access to apotable water supply. In areas where there is noaccess to potable water, you must supply your own.

WEATHER

In some of the District Council of Yankalilla’s publicplaces events will be subject to weather conditions. Itis important to consider the impacts of the weatheron your event and put into place plans to account forthe various conditions that may occur. Planning for apublic street parade will differ from a privatecorporate function within a park, however all eventsshould consider contingency plans for weather andensure that this is part of your risk managementplanning. We recommend that you monitor longrange forecasts on the Bureau of Meteorologywebsite in the lead up to your event.

The District Council of Yankalilla reserves the right torevoke an Event Permit or cancel or postpone anevent if Council staff determine that the continuationof the event in adverse weather conditions is likely tocause significant damage to the event area or has thepotential to pose a risk to public safety. You will beconsulted prior to a determination being made byCouncil to revoke the Event Permit or cancel orpostpone the event.

Appendices

EVENT NOTIFICATION FORM

EVENT CHECKLIST

EVENT RISK ASSESSMENT TEMPLATE

EVENT RISK ASSESSMENT CHECKLIST

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Event NotificationForm

Event name:

Proposed date(s):

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EVENT NOTIFICATION

Company / organisation name:______________________________________________________________________

Contact name:___________________________________ Signature:_______________________ Date:__________

Postal Address:___________________________________________________________________________________

Email Address:__________________________________________________

Telephone number:___________________________ Mobile Number:__________________________________

Is there a website from which further information about the event may be obtained? Yes No

If yes, website address:___________________________________________________________________________

Do you have any promotional material you’d like to attach with this form: Yes, it’s attached No

EVENT OVERVIEW

Type of event: Free community event Ticketed Event Private Event

Is this expected to be a ‘one-off’ or recurring event? One-off Recurring

Name of event:______________________________________________________________________________

Proposed venue/locality:______________________________________________________________________

Anticipated attendance:______________

Single-day event: Date:_______________ from:_______________ am/pm to:_______________ am/pm

Multi-day event: Date range: from (dd/mm/yy):_________________ to (dd/mm/yy):_________________

Event aims and description:

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

OFFICE USE ONLY

Received by: Date:

Customer service request #: ICS Signed:

Event Scale: SMALL MEDIUM LARGE SCALE / HIGH RISK Event Permit Required: YES NO

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EVENT CHECKLISTThere are a number of things that determine the approval requirements of an event. This checklist will help usdetermine whether you need to apply for an Event Permit.

Event Element Checklist

Type of Event Public – free of chargePublic – ticketedPrivate – free of chargePrivate – ticked

Event Location Public place or spaceCommunity venuePrivate property

Regularity of Event One-offWeeklyFortnightlyMonthlyBi-monthlyQuarterlyAnnuallyBi-annually

Event Activities Liquor salesFood salesAnimals; petting zoo; livestockFire; fireworksLive entertainmentPublic artOTHER:_______________________________________________

Event Logistics Temporary signageTemporary road closureTemporary infrastructure (stages. Marquees, etc)Vehicle accessOTHER:_______________________________________________

Council Support Requested Financial supportTicket salesPromotionsBrand alignment – Fleurieu Coast: Made by NatureConnection to contacts and third part partnershipsEquipment and infrastructure hireWaste ManagementRisk managementOTHER:_______________________________________________

Initials:_____________ Date:__________

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Risk Management

Event Risk Assessment Template V1.0Issued 30/06/2015Review 30/06/2018

EVENT RISK ASSESSMENTS

No matter the nature or size of your event, your event will have risks. It is your responsibility as theevent organiser, to identify and manage these risks.

Event organisers can effectively manage risks by anticipating, understanding and making sensibledecisions on how to manage and control risks. This process is called Risk Management and in order toknow what risks need to be managed, a risk assessment needs to be conducted.

Why does an event need to manage risks?

Event sites and activities are considered to be places of work and there are industry acts, regulationsstandards and guidelines that event organisers should be developing their procedures in accordancewith these documents. There are also high penalties for failure to comply with the regulations and therisk of an event site being shut down by Safework SA for non compliance.

And of course, no one wants to see anyone hurt or have a bad experience at their event. If you managethe risks and know the regulations, then damage to property or injury to the public can be avoided.

The meaning of key terms?

Hazard means a situation or thing that has the potential to harm a person. Hazards at work mayinclude: noisy machinery, a moving forklift, chemicals, electricity, working at heights, a repetitive job,bullying and violence at the workplace.

Risk is the possibility that harm (death, injury or illness) might occur when exposed to a hazard.

Risk Assessment means taking action to eliminate health and safety risks so far as is reasonablypracticable, and if that is not possible, minimising the risks so far as is reasonably practicable.Eliminating a hazard will also eliminate any risks associated with that hazard.

HOW TO DO A RISK ASSESSMENT

FIND IT

List all of the hazards or possible situations associated with the event activity that may expose people toinjury, illness or disease. List these hazards in the ‘hazards’ column of the template

Use experts or experienced people to advise you on your risk assessment.

ASSESS IT

Rate or assess what the ‘likelihood’ is of people being exposed to the hazard and what the‘consequences’ could be as a result of the hazard occurring.Use the Risk Ranking Matrix in the template.

FIX IT

Identify what practical measures could be put in place to eliminate or reduce the likelihood of the hazardoccurring. This is where changes are made to the event to reduce the risks.Use the hierarchy of control system to minimise or eliminate exposure to hazards. It is a widelyaccepted system promoted by numerous safety organisations.

Use the Hierarchy of Control table to guide you as to what type of controls you could put in place tomanage the hazards once you have assessed their risk level.

Event Risk Assessment Template V1.0Issued 30/06/2015Review 30/06/2018

RISK RANKING MATRIX

CONSEQUENCE

LIKELIHOOD* Insignificant1

Minor2

Moderate3

Major4

Catastrophic5

A (Almost certain) H H E E E

B (Likely) M H H E E

C (Possible) L M H E E

D (Unlikely) L L M H E

E (Rare) L L M H H

LIKELIHOODHow likely is it to occur?

Level Descriptor Example Detail Description

A Almost certain Is expected to occur in most circumstances

B Likely Will probably occur in most circumstances

C Possible Might occur at some time

D Unlikely Could occur at some time

E Rare May occur but only in exceptional circumstances

CONSEQUENCEWhat is likely to be the impact?

Level Descriptor Example Detail Description

1 Insignificant • No injuries• Low financial loss

2 Minor • First aid treatment• On-site release of chemical immediately contained• Temporary halt of event• Medium financial loss

3 Moderate • Medical treatment required• On-site release of chemical contained with outside assistance• Temporary halt of event requiring outside assistance (e.g.

specialised maintenance, fire, police)• High financial loss

4 Major • Extensive injuries• Loss of production capability• Off-site release of chemical with no detrimental effects• Halt of event requiring investigation and outside assistance (e.g.

fire, police, ambulance, SafeWork SA)• Major financial loss

5 Catastrophe • Death• Toxic release off-site with detrimental effect• Halt of production with investigation and potential prosecution

(e.g. fire, police, ambulance, SafeWork SA)• Catastrophic financial loss

Event Risk Assessment Template V1.0Issued 30/06/2015Review 30/06/2018

RATINGS

E = Extreme risk: Immediate action required

H = High risk: Consider hazard could occur and controls needed before event

M = Moderate risk: Incidents or hazards have occurred infrequently in the past

L = Low risk: Manage by routine procedures, very few known incidents of occurrence

How to control hazards.

By determining the consequences and likelihood of risks occurring, you can now, aim to eliminate, minimise and controlthe hazards.

Use the hierarchy of control system to minimise or eliminate exposure to hazards. It is a widely accepted systempromoted by numerous safety organisations. Referring to the hierarchy will help you decide what controls to put in placeto manage the hazards once you have assessed their risk level.

HEIRACHY OF CONTROLS

ELIMINATION

Eliminate the hazard

Remove or stop the hazard if possible, remove the cause or source of the hazard, by eliminating themachine, task or work process. If this is not practical, then substitute.

SUBSTITUTION

Substitute the process

Use a less hazardous process- use a less-noisy machine for the task, or introduce a less-noisy workprocess. If this is not practical, then engineer.

ENGINEERING

Change the equipment

Introduce enclosures and barriers around or between the hazards. Improve maintenance procedures.

If this is not practical, then:

ISOLATIONSeparate or isolate the hazard or equipment from people by relocation or by changing the operation.

If this is not practical, then administer

ADMINISTRATIVEDesign and communicate written or verbal procedures that prevent the hazard from occurring.

If this is not practical, then PPE

PERSONAL PROTECTIVEEQUIPMENT (PPE)

Provide protective equipment appropriate to the risk. Provide training information and supervision toensure that personal hearing protection is fitted, used and maintained appropriately. Equipment thatprotects the person exposed to the hazard.

EXAMPLE RISK ASSESSMENT

The information provided in this example template document provides you with hazards and controls that are typical ofan event.

Solutions to reduce or remove the risks have also been provided. Each event is different and pose their own ‘special’risks so it important that the event organiser thinks outside the list of examples provided in this document and considerswhat the ‘other’ risks may be that are unique to your event.

Event Risk Assessment Template V1.0Issued 30/06/2015Review 30/06/2018

EVENT RISK ASSESSMENT – EXAMPLE

RISK ASSESSMENT EXAMPLE

Name of Event: Yankalilla Festival Risk Management Team: Festival Committee John & Jill Smith

Date of Event: 30 June 2015 Site Supervisor: Event Organisation John & Jill Smith

Location of Event: Skate Park, Yankalilla Site Supervisor: Deliveries & Set Up Jack Young

Hazards Risk rank Control / Actions Responsibility

Event located near cliffs or bodies of water and personfalls. H3 Engineering control position temporary fencing and warning signage prior to the site

being accessed and the addition of trained lifeguards.Site supervisor

Delivery vehicles occupying a footpath to unloadequipment and the public walking onto the roadway. H3 Eliminate the hazard by reserving a parking bay close to the site or by creating an

alternate pedestrian path using bollards and signage. Site Supervisor

Vehicles driving on public areas causing damage to thesite or a collision with a person. H3

Administrative control advise the contractors that they will be met on site by thesupervisor, that they are to drive at walking pace with hazard lights on.

Delivery schedule developed and communicated to contractors.

Vehicle path designated with witches hats and signage

Site supervisor

Damage to the asset from the delivery of heavy equipmenti.e generators, temporary toilets. M2

Administrative control pre advice to the contractors that they will be met on site bythe supervisor.

Event to ensure that there is rubber matting, ply boards or terra track available on siteto assist in the deposit of heavy equipment.

Event Organiser

Site Supervisor

Erection of temporary marquee causes an injury tocontractor or member of the public. H3

Engineer the hazard by cordoning off the area with bollards and hazard tape. Sitesupervisor/s to monitor the area and ensure that the public are not entering the workspace.

Contractors to abide by the Victorian Construction Regulations and work inaccordance with Safe Working Method Statements.

Site Supervisor

Contractor

Event Risk Assessment Template V1.0Issued 30/06/2015Review 30/06/2018

Hazards Risk rank Control / Actions Responsibility

Power source is overloaded and fails.

Unsafe leads or damaged leads causing

electrocution or damage to equipment

H3

Eliminate the hazard by engaging a licensed electrician makes changes to the existingpower supplyAdminister and ensure that power requirements are identified in the planning phaseand adequate supply is provided and that vendors//contractors have been pre advisedthat all leads and equipment must be tested and tagged.Engineer the hazard by using cantilevers for wet ground areas or use rubber matting orcable traps for ‘dry’ ground areas.

Event Organiser

Electrician

Gas bottle leak or explosion H3Administer this control by advising contractors and vendors of the Code of Practice forthe Safe Use of LP Gas at Public Events in Victoria. Site inspection to ensurecompliance.

Site Supervisor

Member of the public injured by accessing equipmentsuch as machinery, generators M3

Engineer the hazard by making these areas inaccessible to the public using equipmentsuch as pedestrian barriers, hazard tape, bollards, para webbing and warning signage.Keep equipment locked.

Site Supervisor

Staking into the grassed areas and damaging a waterpipe, gas main or electrical conduit. Injured contractor. M3

Administer this control by ensuring that the underground services are identified on thesite plan before the equipment is positioned. Dial before you Dig and transfer theinformation to your site plan.Arrange to have the underground services marked on the asset prior to bump in..

Event staff

Site designer

Site Supervisor

Noise complaints L2Administrate this control by doing a pre event assessment of what could generatenoise and the development of a Noise Management Plan that is compliant with theEnvironmental Protection Act. Plan has been provided to site manager.

Event staff

Bins overflowing and litter on the ground. L2 Administrate this control by developing a Waste Management Plan, monitor the binsand the cleaners during the event.

Event organiser

Cleaner

Site Supervisor

Event Risk Assessment Template V1.0Issued 30/06/2015Review 30/06/2018

Hazards Risk rank Control / Actions Responsibility

Inadequate public toilets causing queuing and complaints M2 Administer this control by doing a pre event assessment of the amount of toiletsrequired. Event organiser

Inadequate free drinking water supply causingdehydration L2

Administer this control by doing a pre event assessment of the amount of wateravailable on or close to the site. Order a drinking fountain or arrange to givebottled water away for free.

Event organiser

Temporary infrastructure blows away and causes injury toperson or equipment M3

Eliminate this risk by ensuring that all light weigh equipment is adequatelyweighted or harnessed.Administer the control by monitoring the wind speeds prior to and during theevent.

Event organiserSite supervisor

Inflatable rides become unstable in high winds and injuresa person. M3

Eliminate this risk by checking that the provider has adequately pegged andweighted the equipment in accordance with the structures safety managementplan.

Site Supervisor

Air Castle operator

Animal nursery causes gastro or another similar infectiousdisease. M3

Eliminate this risk by ensuring that the contractor has agreed to abide by theState Government Department of Health Guidelines. Check that the provider hasprovided adequate hand washing facilities.

Animal Nursery

Site Supervisor

A mechanical ride causes a person to be injured on ahazardous object. M3

Eliminate the risk by checking the ride set up prior to public use. Shut down anyunsafe rides and do not permit operation until the hazard has been rectified.Continue to monitor the rides throughout the event.

Site supervisor

Performer unable to access a stage due to accessibilityissue. L2 Eliminate the risk by requesting that a ramp is provided with the stage and that it

is compliant with the Building Code of Australia. Staging Company

Performer injures themselves when walking down stairs orramp from stage M2 Eliminate the risk by installing a handrail. Staging Company

Event Risk Assessment Template V1.0Issued 30/06/2015Review 30/06/2018

Hazards Risk rank Control / Actions Responsibility

Person contracts food poisoning at the event. M2

Administrate this control by ensuring that prior to the event; all food vendorshave relevant food vendor permits from the City of Greater Geelong HealthUnit.During the event, do spot checks to ensure that they are complying with thepermits requirements. .

Site Supervisor

Public or staff member receives sun burn, heat stroke ordehydration. M2

Administrate this control by developing an Extreme Weather Policy andContingency plan.Control the hazard by providing sun screen and making shade available.Monitor the weather and plan for work to be conducted in the early or late hoursof the day.

Site Supervisor

Child is separated from their guardian. L1 Administrate this control by setting up a Lost Children’s area and policy. Site Supervisor

Crowd crush injury if site was evacuated in an emergency. M3 Administrate this control by developing and communication and evacuationplan.

Security

Safety Officer

Person on site requires an ambulance but the ambulance isnot able to access the site. M3 Administrate this control by identifying an emergency vehicle access path onto

the site and ensuring that it stays clear of objects during the event.Safety Officer

Site Supervisor

Person receives a minor injury on site M2 Administrate this control by ensuring there are adequate qualified first aiderson site during the event.

First Aid

Site Supervisor

Small fire on site causes damage to equipment M2Administrate this control by ensuring there are adequate fire extinguishers onthe right site. Eliminate the risk of a larger fire by ensuring staff are trained inusing fire extinguishers and that a Fire Management Plan and EmergencyResponse has been developed and approved by the CFA.

Safety Officer

Inappropriate behaviour from intoxicated person L2 Administrate this control by ensuring responsible service of alcohol andsecurity on site.

Alcohol Provide

Security

Event Risk Assessment Template V1.0Issued 30/06/2015Review 30/06/2018

DRAFT RISK ASSESSMENT TEMPLATE

RISK ASSESSMENT TEMPATE

Name of Event: Risk Management Team:

Date of Event: Site Supervisor:

Location of Event: Site Supervisor:

Hazards Risk rank Control / Actions Responsibility

EVENT SAFETY CHECKLIST & INFORMATION SHEET(SMALL TO MEDIUM SIZED COMMUNITY E V E N T S )

PLANNING AND PREPARATION

Planning is an essential part of event success. When planning your event it is important to remember that each event

is different, from the type and number of people attending to the nature of the event.

The Event Safety Checklist is a guide to many of the issues that must be considered when planning an event.

Depending on the nature of your event some of these issues may require more detailed attention.

ACCESS AND EGRESS

❑ Entry and exit areas are clear and easily accessible for staffand expected crowd numbers

❑ Entry and exit areas are adequate for emergency exit andemergency services

❑ Thoroughfares a re well defined and clearly marked

TRAFFIC FLOW

❑ Clearly defined areas for traffic which are separated frompedestrian areas

❑ Provisions for safe passage of emergency and othervehicles through pedestrian traffic

❑ Controlled traffic flow and adequate signage for directions

AMENITIES

❑ Adequate provision of toilets and hand washing facilities

❑ Availability of clean fresh water for both staff andattendees

❑ Adequate catering facilities, including clean up and foodpreparation areas

SIGNAGE

❑ Adequate signage for entries, exits, toilet facilities etc.

❑ Signage for any hazardous areas or substances

❑ Clearly signed first aid and fire extinguisher locations

MAINTENANCE

❑ Qualified and competent maintenance personnel availableto undertake any repairs required

❑ Maintenance personnel have a contact person (e.g. eventcoordinator) and means of communicating with them

❑ Records of any maintenance undertaken kept for futurereference

FIRE PREVENTION

❑ Suitable fire extinguishers (e.g. CO2, water, chemical) andblankets are in appropriate areas, tested and in date

❑ Personnel are trained in extinguisher and blanket use

❑ Ignition source areas are kept clear at all times and easilyaccessible

EMERGENCY PROCEDURES

❑ Emergency response plan in place

❑ Emergency response team trained to carry out plan

❑ Current site maps available to all staff, emergencyservices and other relevant parties

FIRST AID

❑ First aid stations are suitably located, clearly signed andeasily accessible for everyone

❑ First aid facilities are adequate for the type of eventbeing held

❑ Good means of communication provided between eventpersonnel and first aid stations

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STAFF, VOLUNTEER AND CONTRACTOR TRAINING

❑ Staff and volunteers are adequately inducted and trainedabout the event (site specific)

❑ Copies of applications, memos and any training recordsare kept

❑ Contractors are given a relevant, site specific inductionregarding the event

❑ Contractors provide detailed information on safeoperating procedures and a current certificate of currency

ELECTRICAL

❑ Residual circuit devices (RCDs) are used where required,including all hand held electrical appliances and tools

❑ All portable electrical equipment including leads are tested(6 or 12 months in accordance with AS/NZS 3000:2000Electrical Installations, known as the Wiring Rules, and AS3533 – Amusement Rides and Devices). Tagging is alsorecommended

❑ Adequate protection of the public from electric shock andany trip hazards from cords are minimised

❑ All leads, plugs, etc. are protected from weather andother environmental conditions (e.g. water)

❑ Evidence of electrical safety can be provided uponrequest from an authorised person (e.g. tagging ordocumentation)

PERMITS, LICENSING AND REGISTRATION (INCLUDINGBUT NOT LIMITED TO)

❑ Fireworks are only provided and used by pyro technicianslicensed by SafeWork SA

❑ LPG/dangerous goods storage

❑ Mobile plant (forklifts, cherry pickers etc.) are onlyoperated by licensed or certified operators

❑ Scaffolding more than four metres in height erected anddismantled by a person certified to do so

❑ Liquor licenses

UTILITIES/SITE SERVICES

❑ Location of all site underground services (power/gas/mainsetc.) and overhead powerlines identified

❑ Relevant maintenance and event personnel have maps andare aware of locations

LIGHTING

❑ Adequate natural or artificial lighting provided for settingup, conducting and dismantling the event

❑ Portable lighting is tested and in date

❑ Suitable emergency lighting is available

STAGING AND PLATFORMS

❑ All seating, corporate boxes, overpasses, fences andmain stages are signed off by a certified rigger orscaffolder. An engineer provides a signed certificate tothe event organiser prior to any usage to ensure approvedengineering and design standards are met

❑ A person erecting scaffolding more than four metres inheight must hold a national certificate of competency(scaffolding) in order to erect and dismantle (refer toPermits, Licensing and Registration)

❑ Platforms are continuously monitored, particularly inextreme weather conditions

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❑ Adequate access and egress around all staging andplatforms for event patrons and emergency services

LADDERS

❑ Ladders are well maintained and suitable for the type ofwork being undertaken (e.g. electrical – approved laddersonly)

❑ Assessments of whether work is suitable for a ladder (e.g.can the person maintain three points of contact?)

❑ Assistance of a second person is provided where required

WORK AT HEIGHTS

❑ Right type of equipment is used for the job (e.g. ladder,cherry picker, scissor lift)

❑ Only certified operators are used if cranes or elevatedwork platforms (EWPs) are required

❑ Evidence of compliance can be provided upon requestfrom an authorised person (e.g. log books and certificateof competency)

MANUAL HANDLING

❑ All staff and volunteers are trained to assess each task anduse safe technique when lifting or carrying

❑ Loads are delivered as close as possible to area usingvehicle or mechanical aid (e.g. trolleys, sack trucks)

❑ Light, small loads and physical aids (assistance fromsecond person or team lift where needed) are used

❑ Staff and volunteers are trained in and use the S-M-A-R-TLifting technique where possible and appropriate

❑ S – size up the load

❑ M – move in close

❑ A – always bend the knees

❑ R – raise object using your legs

❑ T – turn using your feet

AMUSEMENT STRUCTURES (INCLUDING INFLATABLESTRUCTURES – SEE NEXT SECTION)

❑ Amusement structures are not used or operated unlessa current certificate of registration issued by SafeWorkSA can be provided. Interstate registrations are notacceptable in SA.

❑ All structures have current certificate of inspection issuedby a professional engineer and qualified electrician

❑ Appropriate space and suitable ground surface is allocatedfor each ride, including access and egress for patrons

❑ There is appropriate fencing surrounding rides

❑ There is appropriate soft-fall area for inflatable structures

INFLATABLE STRUCTURES (IN ADDITION TOAMUSEMENT STRUCTURES – SEE ABOVE)

❑ A thorough check of the inflatable structure andaccessories is carried out prior to use (ensuring all anchorpoints, ropes and stakes or ballast are undamaged and fitfor continual use)

❑ All tie down ropes attached to the device are fastened toadequate anchorages and there is adequate soft-fall areaand appropriate fencing

❑ Operator monitors prevailing wind conditions

LIQUID PETROLEUM GAS (LPG) CYLINDERS ANDHEATERS

❑ Small gas cylinders used wherever possible. Cylinders overnine kilograms should be hard plumbed, stored outsideand fitted by a licensed gas fitter

❑ LPG cylinders are secured to increase stability

❑ LPG cylinders are clear of ignition sources and are in a wellventilated area in accordance with AS/NZS 1596:2002 –the Storage and Handling of LP Gas

❑ All LPG cylinders are checked to ensure they do notexceed 10 years of the stamped test date

❑ Compliance with AS/NZS 1596:2002 – the Storage andHandling of LP Gas

❑ A licence is held if keeping over 250 kilograms of LPG incylinders or tanks

FUELS, FIREWORKS OR PYROTECHNICS

❑ Refer to Permits, Licensing and Registration

WEATHER CONDITIONS

❑ Use current Australian Bureau of Meteorology informationto ascertain weather conditions www.bom.gov.au

❑Weather conditions planned for and monitored e.g.

partitions, displays and signage well secured for windy

conditions, non-slip mats for wet conditions, and shade,

sunscreen and water provisions for heat

❑ Wind speeds are monitored and amusement structureoperation ceased in accordance with manufacturer’sspecifications (inflatable structures must cease operationwhen wind speed reaches 40 km per hour)

PERSONAL PROTECTIVE EQUIPMENT (PPE)

❑ All tasks undertaken by staff and volunteers are checkedfor the PPE required

❑ PPE provided if needed (e.g. gloves, aprons, earplugs etc.)and is in good condition and working order

❑ Personnel are trained in using, maintaining andstoring PPE

OTHER CONSIDERATIONS

This checklist includes many of the key safety issues for events

but is not exhaustive and is intended only as a guide for event

organisers. Other general event issues to consider as part of

overall event preparation include:

• general security and crowd control

• traffic control and road usage considerations

• communication channels between parties

• site maps of area, highlighting specific services and utilities

• vendor/exhibitor general information

• noise levels

• alcohol and food requirements

• animal displays and requirements.

Further information may be provided by:

• South Australia Police (SAPol)

• Environment Protection Authority (EPA)

• Office of the Technical Regulator (OTR)

• Office of the Liquor and Gambling Commissioner

• District Council of Yankalilla.

DISCLAIMER

This publication contains information regarding work, health andsafety. It includes some of your obligations under the Work, Healthand Safety legislation.

To ensure you comply with your legal obligations you must refer tothe WHS Act 2012 & WHS Regulations 2012

This publication may refer to legislation that has been amended orrepealed. When reading this publication you should always refer tothe latest laws.

Reference: http://www.safework.sa.gov.au/

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