Event Management Best Practice Manual

Event Management Best Practice Manual Master Document Adoption by EMT: 15 April 2008 Review Date: 15 April 2009 Ongoing Review: Annually V1 “Singleton. A progressive community of excellence and sustainability.” 1 Event Management Best Practice Manual In this Manual Singleton Council Vision Statement................................................................................................4 Singleton Council Mission Statement..............................................................................................4 Introduction......................................................................................................................................4 Scope................................................................................................................................................4 Compulsory Section Consultation and Contacts..................................................................................5 Consultation Register.......................................................................................................................6 Community Consultation .................................................................................................................8 Planning Meeting .............................................................................................................................9 Briefing – Before Event ...................................................................................................................9 Debriefing – After Event..................................................................................................................9 Compulsory Section Planning the Event............................................................................................10 Vision/Mission Statement..............................................................................................................11 Patron Details.................................................................................................................................11 Event Details..................................................................................................................................12 Event Coordinator..........................................................................................................................13 Keeping Documents and Information............................................................................................13 Documents to be Kept....................................................................................................................14 Health and Safety Permits..............................................................................................................15 Public Liability...............................................................................................................................15 Water..............................................................................................................................................18 Lighting and Power........................................................................................................................18 Toilets.............................................................................................................................................18 Food................................................................................................................................................19 Signage...........................................................................................................................................19 Entry and Exit Details....................................................................................................................20 Waste Management........................................................................................................................21 Noise...............................................................................................................................................21 Transport ........................................................................................................................................22 Compulsory Section...........................................................................................................................23 Selecting a Venue...............................................................................................................................23 Selection of a Venue ......................................................................................................................24 Risk Assessment.............................................................................................................................24 Events in Parks and Public Places..................................................................................................24 Events on Roads.............................................................................................................................25 Site Plan..........................................................................................................................................26 Compulsory Section Event Staff and Volunteers...............................................................................27 Staff................................................................................................................................................28 Volunteers ......................................................................................................................................28 Compulsory Section...........................................................................................................................29 Safety, Emergency and Risk Management ........................................................................................29 If an incident occurs.......................................................................................................................30 Evacuation......................................................................................................................................30 First Aid / Emergency Access........................................................................................................30 Fire Safety Arrangements...............................................................................................................30 Why do we have to manage our risk?............................................................................................30 So how do we go about this process?.............................................................................................31 Risk Management...........................................................................................................................31 Risk Assessment.............................................................................................................................32 Risk Control...................................................................................................................................34 How to Conduct a Risk Assessment ..............................................................................................34 Risk Assessment.............................................................................................................................35 “Singleton. A progressive community of excellence and sustainability.” 2 Event Management Best Practice Manual Risk Assessment Form...................................................................................................................36 Work Method Statements...............................................................................................................39 First Aid and Emergency Medical Services...................................................................................43 Security...........................................................................................................................................43 Emergency Procedures...................................................................................................................44 Weather ..........................................................................................................................................44 Information Centre and Communication........................................................................................45 Risk Management Summary..........................................................................................................46 Optional Event Promotion and Ticketing...........................................................................................50 Event Promotion and Ticketing......................................................................................................51 Optional Entertainment and Amusements..........................................................................................52 Application Form to Operate an Amusement Device....................................................................53 Applicant’s Site Plan......................................................................................................................54 Council’s Approval Form...............................................................................................................55 Council’s Site Plan.........................................................................................................................56 Singleton Council Approval Certificate.........................................................................................57 Optional Alcohol Management..........................................................................................................58 Liquor Licence ...............................................................................................................................59 Permit Conditions...........................................................................................................................60 BYO and Non-BYO Events...........................................................................................................60 Responsible Service of Alcohol.....................................................................................................60 Minors ............................................................................................................................................61 Beverage Options...........................................................................................................................61 Beverage Containers ......................................................................................................................61 What type of containers will be used to serve drinks?...................................................................61 Trading Hours ................................................................................................................................61 Alcohol Consumption Areas..........................................................................................................62 Optional Event Management Checklist..............................................................................................63 Checklist.........................................................................................................................................64 IMPORTANT: This document is for use at your first and all subsequent planning meeting for any Singleton Council Event “Singleton. A progressive community of excellence and sustainability.” 3 Event Management Best Practice Manual Singleton Council Vision Statement "Singleton. A progressive community of excellence and sustainability" Singleton Council Mission Statement "To provide quality services to the community in an efficient and friendly manner encouraging responsible development" Introduction Singleton Council will endeavour to exercise its duty of care in relation to Management of Council organised events by taking all reasonable steps to enhance the safety of those attending these events with due regard being given to: Relevant Standards; The nature of the event; The identified risks; and The expected level of attendance. The process and standards used for the identification, assessment and control of hazards are set out in Council’s Event Management Best Practice Manual. Scope This manual has been produced to assist you, when planning your event. Contained within, you will find an outline of the steps you need to follow and specific legal and safety requirements. The manual is structured that you can easily access only the sections which are relevant to your event. Obviously the safety and legal obligations are compulsory for every event, however sections within the document such as Managing Alcohol, may not be relevant to every event. The manual is broken into two sections: Compulsory Requirements Optional/Event Relevant The compulsory requirements at the beginning of the document, MUST be completed. If there are Optional/Event Relevant sections which apply to your event it is COMPULSORY that you complete those sections of this document also. This manual will assist in ensuring that all the management aspects of your event, are addressed. As the event organiser it is YOUR responsibility to ensure the safety of: you, the staff, volunteers and patrons. “Singleton. A progressive community of excellence and sustainability.” 4 Event Management Best Practice Manual Compulsory Section Consultation and Contacts “Singleton. A progressive community of excellence and sustainability.” 5 ... - tailieumienphi.vn