special event application bay city council special event application 3 introduction this special...

EVENT NAME: -------------------------------------------------------- EVENT DATE: --------------------------------------------------------- EVENT MANAGER:--------------------------------------------------

Hobsons Bay City Council Special Events

Application

Hobsons Bay City Council Special Event Application

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Hobsons Bay City Council Special Events Appl ication Contents: Section Page No.

Introduction ………………………………………………………. 2 1. Event Details ………………………………………………………. 3

1.1 Event Place and Times ………………………………………………………. 3 1.2 Event Manager ………………………………………………………. 3 1.3 Event Purpose ………………………………………………………. 4 1.4 Target Audience ………………………………………………………. 4

2. Insurance Details ………………………………………………………. 5 3. The Venue ………………………………………………………. 6 4. Use of Roads, Cycle & ………………………………………………………. 7

Pedestrian Pathways

5. Infrastructure and Facilities ………………………………………………………. 9 5.1 Parking ………………………………………………………. 9 5.2 Emergency Services ………………………………………………………. 9 5.3 Key Stake Holder Access ………………………………………………………. 9 5.4 Toilets ……………………………………………………….10 5.5 Water ……………………………………………………….10

5.6 Waste Disposal ……………………………………………………….10 5.7 Temporary Structures ……………………………………………………….11 5.8 Signage ……………………………………………………….11 5.9 Power and Lighting ……………………………………………………….11

6. Health & Safety ……………………………………………………….12

6.1 First Aid ……………………………………………………….12 6.2 Emergency Response Plan ……………………………………………………….13 6.3 Security/Crowd Control Plan ……………………………………………………….13 6.4 Food and beverages ……………………………………………………….13 6.5 Pyrotechnics ……………………………………………………….13

7. Public Impact ……………………………………………………….15 7.1 Noise ……………………………………………………….15 7.2 Alcohol ……………………………………………………….15 7.3 Public Notification ……………………………………………………….16

8. Acknowledgement ……………………………………………………….16


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Introduction This special event application was designed in response to an increasing number of requests received by Council to host triathlons, fun runs, circuses and other community events within the municipality. This application was developed to ensure that Council is able to make informed decisions when granting permission to event managers and event organising committees to stage events within the municipality. The application should be used in-conjuction with the “Hobsons Bay City Council, Special Events Information Pack” The Information Pack provides a guide to completing the application and will also be a useful tool in your event planning. Completed Special Event Applications should be returned to – Recreation Unit PO Box 21 Altona Vic 3018 Fax: (03) 9932 1039 Applications must be received at least six months before the proposed date for large-scale events (more than 1,000 participants/spectators) or two months for smaller scale events. Should you have any questions regarding the application process or would like assistance in completing the form please contact Officers from the Recreation Unit on tel: 9932 1124. Privacy Statement: - The personal information collected on this form will be used by Council and Council's to make an informed decision about the viability the proposed event. The respondent understands that the information will be used for the above purpose or directly related purposes, and that they may apply to Council for access and/or amendment of their information.


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1. Event Details 1.1 Event Place and Times

Name of Event:

Venue Type (indoor/outdoor or both):

Address of Venue/Reserve:

Post Code:

Venue Owner (if not Council Owned): Contact Phone:

Venue Owner’s Address: Contact Phone:

Date Event Starts: Time Event Opens to Public:

Required Set Up Time: Start: Finish:

Required Time to Reset to Original Condition Start: Finish:

Circuses Only: Show dates: Non-show dates:

1.2 Event Manager Organisation:

Event Manager:

Address:

Phone (Work): Phone (Home):

Mobile: Fax: Email:

Contact During Event: Phone: Mobile:


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1.3 Event Purpose Describe the main purpose of the event:

1.4 Target Audience Who is the target audience?

Expected Number of Participants:

Expected Number of Spectators:


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2. Insurance Details Name of Insurer:

Address:

Phone: Fax: Email: Policy Number*: Expiry Date

Public Liability Value:

*Applicants should attach a copy of their public liability insurance policy with a minimum cover of $10 million which joint names Hobsons Bay City Council and has a cross liability clause and a waiver of subrogation clause.


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3. The Venue Please attach a site plan of your event. Below is a checklist of items that you will need to include, depending on your event, The site plan should contain grid lines for easy reference.

Position of Race Officials/Marshal *

Directional/warning signage *

Drinking water sites/refreshment sites *

Entrances & exits * Pedestrian routes *

Security locations *

First Aid posts *

Information centre *

State whether public or portable *

Seating *

Main Power *

Picnic/quiet areas *

Disabled Access *

Emergency Co-ordination centre *

Barriers *

Ticket Sales *

Emergency access & egress routes – emergency vehicles *

Police/Emergency Services *

The surrounding area *

Event Co-ordination centre *

Entertainment sites *

Lost kids/property *

Food/vendors/stalls *

Licensed liquor consumption areas *

Toilets *

Restricted Areas *

Vehicle access routes *

Parking (spectator, participants, emergency services) *

Taxi & Bus stops *

Stage location *

Rubbish bins *

Emergency egress routes –pedestrians * Volunteer Posts *


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4. Use of Roads, Cycle & Pedestrian pathways Do you intend to use any road, cycle or pedestrian pathway? Yes No (If no, go to question 5.) Do you intend to notify the following of your proposed road closures?

Taxi Companies Yes No Bus lines Yes No Local Residents Yes No

Local traders Yes No 4.1 Road Closures Has a permit been issued by Vic Roads or relevant land manager for the proposed event? Yes No Have you notified emergency services of the proposed road closures? Yes No 4.1.1 Full Road Closure Name of Road/Street: Time of Closure: Width of road closure: Name of Road/Street: Time of Closure: Width of road closure: Name of Road/Street: Time of Closure: Width of road closure: 4.1.2 Part Road Closure Name of Road/Street: Time of Closure: Width of road closure: Width of road remaining: Name of Road/Street: Time of Closure: Width of road closure: Width of road remaining: Name of Road/Street: Time of Closure: Width of road closure: Width of road remaining:


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4.2 Pedestrian/Cycle Path 4.2.1 Exclusive Use Name of Pedestrian/Cycle Path: Time of Closure:

Name of Pedestrian/Cycle Path: Time of Closure:

Name of Pedestrian/Cycle Path: Time of Closure:

4.2.2 Shared Use Name of Pedestrian/Cycle Path Time of Closure: Width of Pedestrian/Cycle Path closure: Width of Path open: Name of Pedestrian/Cycle Path Time of Closure: Width of Pedestrian/Cycle Path closure: Width of Path open: Name of Pedestrian/Cycle Path Time of Closure: Width of Pedestrian/Cycle Path closure: Width of Path open:


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5. Infrastructure and Facilities 5.1 Parking Has a traffic management plan been developed for this event? Yes No Is there car parking for: Emergency Vehicles Yes No Key Stakeholders Yes No Disabled Patrons Yes No General Parking Yes No Overspill Yes No Buses Yes No Taxis Yes No 5.2 Emergency Services Have the following organisations been notified of your event: Victoria Police Yes No Metropolitan Fire Brigade Yes No Metropolitan Ambulance Service Yes No St John Ambulance Yes No *Please note: minimum notification time for each organisation is 1 month for small-scale events, and 6 months for large-scale events. 5.3 Key Stake Holder Access Have security staff been briefed on who is allowed unrestricted access to the event? Council Staff Yes No Fire Authority Yes No Ambulance Yes No First Aid Yes No Environmental Protection authority Yes No Department of Human Services Yes No Police Yes No Vendors Yes No Entertainers Yes No Victorian Workcover Authority Yes No Other ………………………… Yes No


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5.4 Toilets 5.4.1 Number of Toilets How many toilets will be provided at the event? Male:

Female:

Disabled:

5.4.2 Cleaning of Toilets Who will be responsible for the cleaning of toilets?

Name: Telephone:

5.5 Water Is the location of water clearly signposted and marked on the site plan? Yes No How will extra water be supplied to patrons on very hot days if needed?

What is the source of water – reticulated, tank, vendors, other?

5.6 Waste Disposal Is there a waste management contractor for the event? Yes No If yes, who is the contractor?

If no, describe your management waste plan:


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5.7 Temporary Structures Will there be temporary structures at the event?

Marquees/Tents: Yes No How many? Size:

Amusements: Yes No Type:

Seats: Yes No Number:

Stage/Platform: Yes No Size:

Signage: Yes No Number: Size:

Bunting/witches hats: Yes No

Road barriers: Yes No

Other:

5.8 Signage Have you arranged for signs to be made for the following? Entrance/Exit Yes No Parking Yes No First Aid Posts Yes No Directional signage Yes No Marking facilities (e.g. toilets) Yes No Other:…………………………………….. Yes No 5.9 Power and Lighting Do your require power at your event?

What power sources will you be using?

Generators: Yes No Power from nearby building: Yes No If yes, provide details of power source: Council reserve power: (please note: power is available at some Council reserves only) Yes No

Other:


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6. Health & Safety 6.1 First Aid Who is supplying First Aid at the event (Name of Provider)?

Contact: Phone: Mobile:

Name of Provider:

Contact: Phone: Mobile:

Number of First Aid Posts: Number of First Aid Personnel at each post:

Grid References of First Aid Posts:

6.2 Emergency Response Plan 6.2.1 Medical Detail medical emergency plan (make reference to grid references on the site plan):

6.2.2 Communications Describe your communications system for event organisers and staff and the backup system.

Backup System:


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6.3 Security/Crowd Control Plan What type of security has been selected for the event?

If a security firm has been contracted, provide details below:

Name of Company:

Contact Person: Telephone:

Number of Security Personnel at Event:

Who is the contact for Victoria Police?

Contact Person: Telephone:

What security arrangements have been made for the following:

Cash:

Prohibited Items:

Equipment:

Crowd Management:

6.4 Food and beverages List the food businesses and type of food being provided at the event: Business/Vendor name: Contact phone during event:

Type of food: Council Reg. No.

Business/Vendor name: Contact phone during event:





Type of food: Council Reg. No. *if more than 4 vendors attach separate sheet


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6.5 Pyrotechnics Will there be fireworks and pyrotechnics at the event? Yes No Has a permit been obtained? Yes No 6.5.1 Permit Details Permit Number:

Person Responsible for Fireworks:

Contact Details During Event: Phone: Mobile:

6.5.2 Where are the areas patrons are restricted from entering (public exclusion zones)? Grid Reference on site map:

Grid Reference on site map:


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7. Public Impact 7.1 Noise Describe the activities/mechanisms likely to create high noise levels at your event.

Describe how you will monitor and minimise noise levels.

7.2 Alcohol Will alcohol be prohibited at the event? Yes No (If ‘yes’, go to section 7.3)

Will alcohol be sold at the event? Yes No

Will alcohol be consumed at the event/ patrons be permitted to BYO? Yes No

If alcohol will be sold, has a licence been obtained from Liquor Licensing Victoria? Yes No

Name on licence:

Telephone contact details during event:

License No. Valid from: To:

Proposed Trading Hours:

Date(s): Time Start: Finish:

Date(s): Time Start: Finish:

Where are the designated alcohol sale areas?

Total Number: Grid Reference:

Where are the designated alcohol consumption areas?

Total Number: Grid Reference:


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How will alcohol consumption areas be defined (e.g. fences, rails, barrier mesh)?

How many bar staff will be employed?

What types of containers will be used to serve alcohol?

7.3 Public Notification Describe how you intend to notify local residents, businesses, participants and spectators about your proposed event?:

8. Acknowledgement The information provided by me in this application is true and correct. I acknowledge having read the Special Events Application Information Pack, and undertake to comply in all aspects to such conditions. Name: ……………………………………………………………. Signature: ………………………………………………………. Date: ……………………………………………………………… (Please Note: The application will not be processed unless this section is signed)

special event application bay city council special event application 3 introduction this special...

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