All policies can be reviewed or revoked by a resolution of Council, at any time.

Events on Council Owned/Managed Land V2_20 Next Review – October 2021 Page 1 of 16

EVENTS ON COUNCIL OWNED/MANAGED LAND ST142 F22

OBJECTIVES 1 To provide a consistent approach to the staging of events in the City on Council-owned

and managed land

2 To determine the appropriate site for events

3 To provide event organisers with venue options that consider:

a Safety of patrons and the community b The legal requirements of legislation and policy c Community amenity

APPLICABILITY Any event held on Council owned or managed land.

GENERAL An event is an organised activity occupying a Council-owned or managed recreation reserve, park, garden, showground, sportsground, lake foreshore, playground, public open space or carpark. Types of events may include but are not limited to: weddings, fetes, carnivals, markets, festivals, community celebrations, school events, promotions, displays, filming, and photography, sporting gala days, aquatic events, regattas, entertainment, fireworks and Carols by Candlelight.

Areas under Council management which may be suitable for events may include:

Civic Square

Showground

Wade Park

Cook/Robertson/Moulder Parks

Botanic Gardens

Lake Canobolas

Gosling Creek Reserve

Skate Park

Sir Jack Brabham Park

Adventure Playground

Other community parks, sportsgrounds and reserves

This Policy does not apply to property for which the Council has leased (or has some other binding agreement) the care, control and management to a third party, unless the lease/agreement states otherwise.

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All policies can be reviewed or revoked by a resolution of Council, at any time.

Events on Council Owned/Managed Land V2_20 Next Review – October 2021 Page 2 of 16

COVID-19 UPDATE At the Council Meeting of 1 September 2020, Council resolved (20/289, 20/290):

1 To permit non-contentious events hosted by local event organiser (i.e based within the Orange Region) to be approved by staff in line with the current Strategic Policy;

2 To temporarily modify Strategic Policy - ST142 - Events on Council Owned/Managed Land so that that events hosted by external event organisers (i.e. from outside the Orange Region) or contentious local events to be determined by a report submitted to Council while current COVID-19 restrictions are in place.

RELATED POLICIES/DOCUMENTS

Event Application Form Events Guide – Risk Management Strategic Policy – ST143 Event Cancellation Strategic Policy – ST029 Donations and Grants Strategic Policy – ST049 Itinerant Traders Responsible Area – Corporate and Commercial Services

REVISION

DATE RESOLUTION DATE RESOLUTION

1 17 March 2020 20/089 6

2 15 September 2020

20/317 7

3 8

4 9

5

All policies can be reviewed or revoked by resolution of Council, at any time.

SUMMARY OF AMENDMENTS

DATE AMENDMENT

September 2020 Updated $20million of Public Liability Insurance. Updated Application Form. Updated to reflect COVID-19 event guidelines adopted by Council 1 September 2020, (20/289, 20/290).

March 2020 Transferred to Strategic Policy. Formatting updates. Inclusion of procedure for road and footpath occupation and reference to Event Cancellation Policy. Amendment to minimum timeframe Event Application required to be submitted to Council from 12 weeks to 21 days prior to event.

September 2014 New Policy Operational Policy – GM Approved 29 August 2014

Strategic Policy Events on Council Owned/Managed Land

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The following event documentation and criteria are required to be submitted for assessment via the event application process. In various circumstances, Council may require additional information to that listed.

MINIMUM ADDITIONAL Completed Event Application Form

Site Plans

Comprehensive Risk Assessment

Public Liability Insurance

Event Management Plan

Waste Management Plan

Licenses/other Public Liability

Catering and Sale of Food Temporary Holder Permit Registration Form

Approval to Install and Operate Amusement Device

Traffic Control and Management Plans

PROCEDURE 1 The event organiser is required to submit a request to Council for the use of Council

owned/managed land for an event by completing the appropriate Event Application Form, available via the Orange City Council website (www.orange.nsw.gov.au). Some of the sections in the application may not be relevant to every event, however; all sections must be addressed for an application to be assessed.

2 If deemed necessary, the event organiser will be required to complete a Development

Application or an application for a Complying Development Certificate. Structures erected as part of the event may require a construction certification. Various events occur on a regular basis and approval could be provided for a season (e.g. Sportsground usage, regular markets etc.), or some other period of time where the activity is repeated.

3 The event organiser will be required to lodge the Event Application Form along with all

necessary documentation, including but not limited to, a Site Plan, Risk Assessment and a copy of their Public Liability Insurance Certificate of Currency for no less than $20 million and noting Orange City Council as an interested party.

4 If an event is not proposing to occupy or close a road or footpath, the Application and associated documentation must be received as early as possible or at least 21 days prior to the event otherwise approval may not be granted.

http://www.orange.nsw.gov.au/

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5 If approval to occupy or close a road or footpath is sought, the appropriate Traffic Control Plans (TCP) and Traffic Management Plans (TMP) are to be submitted as early as possible or at least before the following timeframes otherwise approval may not be granted:

6 months prior to the event for a Class 1 Event as per the Roads and Maritime Services publication “Guide to Traffic and Transport Management for Special Events”; or

3 months prior to the event for a Class 2 Event as per the Roads and Maritime Services publication “Guide to Traffic and Transport Management for Special Events”

6 Event Organisers are to refer to Council’s Strategic Policy – ST144 – Event Sponsorship

Program for details on sponsorship and are to fill out the Application Form attached to

that Policy.

7 If approval for a ‘high risk’ event is sought, Council may require an independent risk assessment and action plan to be provided.

8 Event organisers must have the approval in writing from Orange City Council before undertaking any works, marketing or promotional activity, or staging an event on any Council owned/managed land.

9 Council reserves the right to attend any event held on Council owned or managed land to ensure the legal requirements of legislation are being adhered to. A Council Officer has delegation under the Local Government Act to close an event due to non-compliance of approval conditions and/or legal requirements.

10 Event Organisers are to refer to Council’s Strategic Policy – ST143 - Event Cancellation

Policy for details in regards to a Council Officer closing an event. In this instance, the

Event Organiser releases Council from any liability or loss incidental or consequential to

the removal of the approval.

11 Once Council receives an application and the associated forms/plans/documentation,

the application will be assessed and a response to the organiser in writing advising of the decision and conditions within 21 days of receiving the application. This may also include the request for further information.

12 The charges for the application and for the use of the land will be as prescribed in

Council’s Delivery/Operational Plan. There may be bonds for the use of land.