temporary event application - sutherland shire€¦ · temporary event application important...

TEMPORARY EVENT APPLICATION

Important information – read before completing application form.

Application form must be completed in full and received 8 weeks prior to the event date.

Applications involving temporary and /or partial road closures must be submitted 16 weeks prior to theevent.

Full payment of all applicable fees is required prior to an event permit being issued.

An event permit will be provided prior to the event. By accepting your application Council and theapplicant are bound by the terms of the permit.

In most circumstances an asset protection bond will be required. The event applicant shall be theauthorised person and will undertake to pay Council the cost of any repairs arising from the permittedevent incurred by Council.

Should you need to cancel your event please email [email protected] Cancellations made lessthan 3 working days prior to the event will incur full event fees.

Does your event require a Development Application? If the event is going to attract a large number of people, be held over 2 days or more, requires plans for waste, traffic, pedestrian and amenity management as well as road closures and / or if large temporary structures are to be built (e.g. concert stages) a development application may be required. To determine whether you need to submit a DA, you can request a pre-application discussion with Council by contacting us during business hours on 9710 0333.

1. Applicant details

The applicant is the organisation, company or individual taking responsibility for management of the event and must be the holder of the public liability insurance.

Applicant name: ABN:

Postal address:

Email address:

Email: Phone: Mobile:

On-site contact name: Mobile:

Organisation type Not for profit Private/public company Government body Other

2. Public liability insurance

Sutherland Shire Council must be listed as an interested party on the Certificate of Currency and level of cover must be $20,000,000.

Please provide a copy of the Certificate of Currency with this application.

3. Event details

Event name:

Proposed Venue / Location: 1st Preference:

2nd Preference:

Event date/s:

Start time: Finish time: Anticipated attendance: Participants:

Administration Centre, 4-20 Eton Street, Sutherland NSW 2232 Locked Bag 17, Sutherland NSW 1499 Tel 02 9710 0333 Fax 02 9710 0265

Spectators:

Setup / bump in date and time: Cleanup / bump out date and time:

Is this a fundraising event? Yes* No Purpose of funds raised:

What percentage of funds will be returned to the charity/community group:

Type Of Event: Community Commercial

Attendance: Free Ticketed or Restricted Entry

Are you applying or receiving any grants or subsidies for this event? If yes, provide details from where/who?

4. Description of event

Briefly describe the event and its purpose including schedule of activities NOTE: This field only holds 30 words. Please attach a seperate sheet addressing this question if necessary.

Is this event relevant to the leisure market? ie. Will it attract visitation from outside the area.

No – proceed to item 5.

Yes – Contact Shire Tourism for promotional opportunities on 02 9710 0892 or [email protected]

5. Food

Will food be served or sold at event?

No – proceed to Item 6.

Yes – complete details below.

Will food be served or sold

at event?

Served Provide details NOTE: This field holds 20 words only. Please attach seperate sheet if necessary.

Sold

All temporary food premises (stalls) are to comply with The NSW Food Authority ‘Food Handling Guidelines for Temporary Events’, The Food Act 2003, The Food Regulation 2004 and Food Safety Standards.

6. Alcohol

Will alcohol be served or sold at event?


Yes alcohol will be served or sold - complete item below. If alcohol is to be sold a liquor licence application must be lodged with Office of Liquor and Gaming Regulation. If alcohol is to be consumed (but not sold) a consumption licence must be obtained from the local Police Station. Please provide a copy of relevant licence/s with this application.

Consumption/Liquor Licence holder name: Phone:

Address: Email:

Provide number of dispensing and consumption areas to be available

Dispensing: List operating hours during event:

Consumption:

How will boundaries of the dispensing and consumption areas be defined?

Attach Alcohol Management Plan to this application including details of barricading, security and signage.

7. Electricity/Generators

If Council controlled electrical facilities exist, do you require access? Note: An electricity access fee of $100 applies

Yes* * Provide details (3 phase, 10 amp, 240 volt):

No

Will generators be used at the event? Yes* * Provide details (i.e. silent generator):NOTE: This field only holds 10 words. Attach seperate sheet if necessary.

No

8. Amenities

Will additional amenities be provided at event?


Yes – complete details below and include on site map.

How many portable toilets will be provided? Unisex: Accessible toilets:

Who will be supplying the portable toilet facilities? Phone:

Delivery date and time: Collection date and time:

It is the event organiser’s responsibility to obtain a Manufacturer’s Statement of Compliance. Sutherland Shire Council requires the following ratio to be met:

Under 249 people: 1 to 6 toilets

250 people: Minimum of 6 toilets

Over 251 people: 6 toilets plus a minimum of 1 additional toilet per 250 people. Depending on the event, time of year and location the event coordinator may be required to cover the cost of additional services to Council toilet facilties used during the events. Adequate toilet facilities including accessible units will need to be supplied at your cost if your event exceeds the venues available capacity.

9. Waste Management

Please see below guide waste bins

Bins required per 100 attendees

1 x 240L – general waste if no food or drinks served/sold

2 x 240L – general waste if food or drinks served/sold

Recycle bins - Depending on the event it may be appropriate to provide recycling bins, please contact Council’s waste management team on 9710 5750 for further information.

Types and number of bins supplied for event

General waste Number of bins:

Recycle Number of bins:

Front load skip Number of skips:

Would you like a quote for bins from Sutherland Shire Council?

Yes

No - Please indicate your bin supplier below

Bin supplier: Phone:

Delivery date and time: Collection date and time:

The applicant must have a Waste Management Strategy in place to ensure the event site is clear of waste following the event.

Attach a Waste Management Strategy including a site plan detailing bin station locations.

10. Temporary Structure

Will temporary structures be used at event?

Yes – complete Item below.


Stage and scaffolding must be erected by appropriately ticketed scaffolders and is required to be certified structurally stable by a practicing Structural Engineer. This certificate must be submitted to council one week prior to the commencement of the event.

Attach a copy of the stage installation company’s public liability insurance is required. Provide details of the structures: marquees and tents, stalls, staging, scaffolding, amusement devices NOTE: This field holds 30 words only. Please attach a seperate sheet if necessary.

Will amusement devices be used at event?

Yes – complete Item below.

No – proceed to Item 11

It is the applicant’s responsibility to ensure amusement devices used or hired for the event comply with NSW WHS Regulation 2011 requirements. Provide details of the amusement devices to be used at the event: carnival rides, jumping castles etc

NOTE: This field holds 30 words only. Please attach a seperate sheet if necessary.

11. Amplified noise

Will any amplified noise be used at event?



Detail the amplified music, announcements and/or sound at event including times:

12. Vehicle, pedestrian and machinery access

Will vehicles/machinery require access on council land at

event?



If access to the area is required, describe the nature, size and number of vehicles, number of vehicle movements and the purpose of access during each phase of event. A Site Vehicle and Pedestrian Management Plan or additional information may be attached if site vehicle movement is complex.Setup/bump in:

During event:

Cleanup/bump out:

13. Temporary road closures

Will the event require temporary road/carpark closure?

Yes – complete the Temporary Road Closures application form and submit with this application

http://www.sutherlandshire.nsw.gov.au/Council/Policies-and-Documents/Tasks/Apply-for-it/Temporary-Road-Closure-Application


Select relevant:

Road closure Provide details: NOTE: This field only holds 15 words. Attach seperate sheet if necessary.

Carpark closure

14. Traffic management

What steps will be taken to minimise events effect on local traffic and ensure adequate car parking/transport for the event? Safe Work Australia Traffic Management: Guide for Events may be used as guidance. NOTE: This field holds 30 words only. Please attach a seperate sheet if necessary.

15. Aquatic activities

Do you require exclusive use of a body of water?

No - proceed to Item 16

Yes – provide details below.

Attach a copy of your aquatic licence to this application.

Provide details of all water-based activities, location, water safety management plan and include on site map:

16. Fireworks

Will a fireworks display be conducted at event?


Yes – complete details below and attach the below listed documents

Licenced operator supplying the fireworks:

Address:

Telephone: Fireworks operator conducting show:

Location where fireworks will be conducted:

Documents required with application: Safe Work notification issued under the NSW Explosives Act Pyrotechnic certificate of currency for liability insurance Job Safety and Environmental Analysis and Risk Assessment Current Safework licences Workers Compensation Insurance

17. Environmental managementWhat are the potential environmental impacts that may occur from the event? NOTE: This field holds 20 words only. Please attach a seperate sheet if necessary.

What steps will be taken to avoid these environmental impacts? NOTE: This field holds 20 words only. Please attach a seperate sheet if necessary.

18. Site damage

What steps will be taken to avoid damage to Council assets and infrastructure? NOTE: This field holds 20 words only. Please attach a seperate sheet if necessary.

19. Risk Management

Describe the event Risk Management strategy or attach a copy of your Risk Management Plan: Strategy/plan should include foreseeable health and safety hazards, assessment of their risk and controls to eliminate or minimise risk so far as is reasonably practicable. Strategy/plan must cover all phases of event including setup/bump, during event and clean up/bump out.

Describe the emergency procedures (including first aid arrangements) that are in place for the event or attach a copy of your Emergency Plan.

20. Access and equity compliance

Is the site accessible for wheelchairs and for people with disabilities? Yes No

Does the promotional material for the event specify if the event is wheelchair accessible? Yes No

Regional/large public event: will appropriate accessible access toilets be provided? Yes No

Road/carpark closures: is adequate and suitable accessible parking incorporated on the site plan? Yes No

21. Community safety

What security arrangements do you have in place for equipment left overnight due to setup/cleanup if your event is 2 days or more?

Is additional lighting being provided? Yes* No * details:

22. Community consultation

Events that are in close proximity to local business and/or residents require resident notification. Please attach if applicable.

23. Promotion and signage

Provide details of all pre-event promotional marketing: including radio, newspapers, television, leaflets, social media Please note only approved signage can be installed.

Do you intend to erect any on-site banners/signs?

Yes* No

* If yes, provide details NOTE: This field holds 10 words. Attach seperate sheet if necessary

Do you intend to erect any signage at off-site locations?

Yes* No

* If yes, provide location details NOTE: This field holds 10 words. Attach seperate sheet if necessary

24. Wet weather alternative

Detail the contingency plans in case of inclement weather (including method of notifying potential attendees)

25. Site plan

Attach a site plan, which clearly indicates all of the following applicable to the event:

Emergency access routes/parking and accessible parking Fire extinguishers

Stage and direction of amplified sound Spectator areas

Security, crowd control and/or police locations First aid posts

Approved liquor consumption areas/non-alcohol areas Lost children/property

Site entrances/exits Portable toilet facilities

Registration/marshalling areas Litter/refuse facilities

Marquees/tents/stalls Fireworks launch site/exclusion zone

Amusement devices Power sources

PA systems Road closures

Clearly mark location of tent pegs or other items intended to be driven into the ground and include elevation and dimensions of all structures.

26. Application attachments

Please ensure you have completed all sections of application – the following documents must be attached to this application

Certificate of Currency (Public Liability Insurance) Aquatic Licence (if applicable)

Site Plan Neighbour Notification (if applicable)

Risk Management Strategy/Plan (if applicable) Consumption/Liquor Licence Application (if applicable)

Engineers certificate (if applicable) Temporary Road Closure Application (if applicable)

Alcohol Management Plan (if applicable) Fireworks Display Notification and supportingdocumentation as listed in item 16. (if applicable)

27. Declaration

1. I declare that all information supplied in this application is to the best of my knowledge true and correct and, if theapplication is on behalf of an organisation/company, I am duly authorised to sign on behalf of thatorganisation/company.

2. I understand that if information is incomplete or attached support material is inadequate then more information maybe requested and approval of this application may be delayed or rejected.

3. I accept and understand that the organisation, company or individual taking responsibility for management of theevent:

Is responsible to ensure that all parties involved in the organisation of the event and/or providing equipment,structures or similar have suitable insurance cover and take full responsibility for any assembly, operation andremoval and Council will not be liable for and does not provide any insurance cover relating to same and

Is responsible for the implementation and monitoring of actions detailed in this application including but not limitedto the Risk Management Strategy/Plan, Environmental Management and Traffic and Parking Strategy/TrafficManagement Plan and will abide by the conditions outlined in the Event Permit.

4. I understand that at any time a Sutherland Shire Council Officer may attend site to monitor activities to ensure theyare in accordance with the actions detailed in this application and (if applicable) the Event Permit/Agreement.

5. I acknowledge that:

If damage is caused to a Council asset at any stage of the event as a result of the event activity, Council will seekrepair or remediation costs from the organisation, company or individual taking responsibility for management ofthe event or it will deduct such costs from any bond payment, and

If any information provided in this application is misleading, Council may amend or recind any approval granted.

I agree to abide by all of the relevant Acts, Policies and Legislations pertaining to this application

Name: Position:

Signature: Date:

Fees

Fees are not payable at time of application lodgement, an invoice will be issued once application is successful Fee payment prior to commencement of the event is a condition of event approval.

All fees are include GST unless noted

Commercial applicant – Assessment fee POA

Commercial applicant - High Impact event –- Permit fee (one day only) $3,000.00

Commercial applicant - Low Impact event –- Permit fee (one day only) $270.00

Community/Charity applicant – Permit fee (one day only) $200.00

Electricity connection fee $100.00

Asset Protection Bond Where an asset protection bond is set aside, the event applicant commits to reimburse Council the full costs of any and all repairs needed post event.

POA

OFFICE USE ONLY

Event no Amount paid Date paid Receipt no. Initial Date stamp

Payment options

By mail Cheque to be made payable to: Sutherland Shire Council Locked Bag 17, Sutherland NSW 1499

Cheque Mastercard Visa

Card number: Expiry date : Amount $

Name on card: Signature of cardholder:

Phone: Is a receipt required? Yes No

OFFICE USE ONLY

All questions below must be answered Yes or N/A before approval can be granted.

Application details are fully completed Yes N/A

DA has been approved Yes N/A

Public Liability Insurance is sufficient and valid for the period of the event Yes N/A

Details of food to be provided/served have been completed Yes N/A

Relevant Alcohol licence, certificate and/or plans have been received Yes N/A

Electricity supply/generator has been arranged and supply is adequate for event Yes N/A

Facilities (both existing and if applicable additional requirements) is adequate for the event Yes N/A

Waste Management (both existing and if applicable additional requirements) is adequate for the event Yes N/A

Details of Temporary Structures have been provided Yes N/A

Details of Amusement Devices are have been provided Yes N/A

Amplified Noise levels and times are within requirements Yes N/A

All necessary traffic management, road closure and vehicle access have been received Yes N/A

Aquatic activities approvals and information have been received Yes N/A

Fireworks approvals have been attached Yes N/A

Risk Management strategy/plan is adequate for type of event (if required checked by WHS Team) Yes N/A

Emergency strategy/plan and first aid is adequate for event (if required checked by WHS Team) Yes N/A

Security strategy/plan is adequate for event Yes N/A

Environmental controls/plans are adequate for event Yes N/A

Community consultation has been undertaken and is adequate for event Yes N/A

Access and equity is sufficient for event Yes N/A

Promotion and signage is compliant with requirements Yes N/A

Site plan is legible, adequate and contains all necessary elements Yes N/A

All relevant attachments have been received Yes N/A

SSC asset owner has been consulted and approved event Yes N/A

SSC asset maintenance have been informed of event and approved any modifications to duties Yes N/A

SSC Public Safety and Lifeguards Unit informed of event and any possible requirements Yes N/A

Declaration has been signed Yes N/A

Payment has been received Yes N/A

Has the event been approved? Yes – issue Permit/agreement.

No – complete reason below.

Reason for rejection