Event Management Guidelines

The following minimum requirements apply to all events that are held on South Waikato District Council (SWDC) property and where it has been assessed that a health and safety plan is required. This is subject to the risk and nature of the event, including factors such as

• type and size of audience
• location
• duration
• time of day and year the event will be held
• type of activity
• impact on the environment

1.1 Event Health and Safety Commitment

The event organiser should outline their commitment to health and safety of the event in the form of a policy document or statement. It should be dated and signed by the most senior member of the event organising team (PCBU) who will be accountable for health and safety. For example, this could be the event manager, or if the event has a board or trust it could be the event director and the board or trust chair.

1.2 Event Details

The event details provide information that helps SWDC understand what your event is about and how people (participants and audience) will experience your event. You need to include:

• event name
• event summary and scope
• event date and times (including pack in/out)
• event organiser contact name and details
• description of event site and site map (address, description of event footprint and features, crowd capacity, event layout)
• estimated number of attendees (audience)
• event programme i.e. what is happening when

Council requires detailed information to support your event application. We need this to ensure:

• The venue (park, reserve or council facility) is reserved for your event
• The venue is the best suited to your event
• The event meets its health and safety requirements for everyone attending
• The event is run in an environmentally friendly and sustainable manner
• Establishing the size and nature of the event will help Council determine the level of council compliance you will require to have a successful application and event

1.3 Risk and Hazard Contributory Factors

This section is to assist both the event organiser and SWDC in identifying factors that might trigger a risk e.g. event activities, services and equipment. These will require specific comment as part of an event operations plan and should be considered within your risk control plan. Common triggers (hazards) include but not limited to:

• amusement devices
• accessibility needs
• working at heights
• presence of alcohol
• involvement of children and/or vulnerable people
• traffic management
• involvement of animals
• vehicles e.g. parades, site access
• special effects and the use of pyrotechnics/fireworks
• lasers, lighting(including strobe lighting) or smoke machines
• noise
• temporary structures (e.g. scaffold, stage, gantry, etc.)
• ground penetration (e.g. pegging marquee or structures)
• naked flames, usage of liquefied petroleum gas (LPG)
• electrical installations/generators
• drones/UVAs
• involves bodies of water

1.4 Key Contacts and Responsibilities

A list of the key contacts and their responsibilities throughout the duration of the event and after hours is required. This should be in one place so that it is easily accessible within your plan. The list must include but is not limited to:

• overall event controller/manager
• emergency contact person (24hr if applicable)
• person responsible for event safety and health prior to (during pack in), during and after the event (during pack out and for any post event follow up)
• key event contributors e.g. electrical contractors, traffic management contractors
• event medical assistance providers

A person may be responsible for more than one role however this should be stated.

1.5 Contractor Management

Event organisers will need to detail to SWDC how they will manage the risks posed by contractors, including but not limited to:

• Contractor specific event health and safety plans
• Competencies and licencing of contractors e.g. vehicle licences, rigging and scaffolding certificates
• Processes for monitoring contractor’s health and safety over the event
• Processes for engaging with contractors regarding health and safety matters
• Health and safety induction requirements for the event

SWDC will require a list of any contractors engaged in any activities related to the event. SWDC may also require a copy of the contractor’s event specific health and safety plan for works that maybe of a high risk nature.

1.6 Managing Your Workers

Event organisers will need to detail how they will manage the safety and health of workers, which includes event staff, contractors and volunteers. Key considerations may include:

• Age/experience
• Police vetting requirements (particularly for kids events or lost child responsibilities)
• Health and safety induction process
• How you will manage staff safety at and during event, i.e. if they are arriving or leaving in the dark/in isolated places, what provisions are in place to feed and rest staff, protocol for working alone.
• How staff will communicate with each other, e.g. RT, mobile phone etc.

Events often involve work outside of business hours, and sometimes utilise volunteers and workers that also work during business hours. This scenario presents the risk that fatigue may impact some workers' ability to operate machinery or to work safely. This hazard needs to be risk assessed as part of your event health and safety planning.

To find out more visit WorkSafe:

• WorkSafe Fatigue Quick Guide

An emergency can happen anywhere at any time. Therefore, it is essential to produce an emergency response plan in order to be prepared as much as possible.

Please be aware that it is not acceptable or fair to just call the emergency services and expect them to take all responsibility. They can take time to arrive (traffic, distance etc.) or even be busy elsewhere. While awaiting their arrival there is valuable time that can be used to minimise the impact on people and property at the event.

The plan needs to be event specific and shall, at a minimum, address the following:

Types of emergencies that could reasonably occur during the event (it is accepted that major natural disasters are likely to be out of the scope of the event’s capabilities. In these instances, Civil Defence Emergency Management protocols would be followed)

• How these emergencies are prepared for (training and information)
• Communication structure and line of command in any emergency and how it can change
• Personnel who can authorise an evacuation
• Radio channels used for an emergency (if applicable)
• The establishment of an emergency control centre
• The nearest accident and emergency facility address and contact details
• The role event staff will play in the case of an emergency.
• A process that accounts for all staff, volunteers and contractors at the site post emergency
• A process which ensures the wellbeing of any lost child/vulnerable person in the events care
• Briefing information for emergency personnel and arrangements for emergency services, including police
• Site Map that clearly shows:
• Evacuation routes off the site
• Evacuation assembly points
• Meeting point for emergency services
• Location of fire extinguishers, fire blankets an first aid kits and where applicable:
  1. Gas cut-off valve
  2. Main electrical switchboard

3.1 Emergency Services

It is essential plan ahead and provide the opportunity for emergency services to be on the scene as soon as possible. It is strongly recommended that these services are contact and informed about the event so they can plan accordingly.

3.2 First Aid Provision

An appropriate number of first aid certified personnel shall be present during the event taking into account the risk profile (e.g. activities) and expected number of persons attending. Sufficient numbers of first aid certified personnel shall also be present during pack-in and pack-out.

• The location of first aid facilities should be marked on site maps including public maps and announced via any PA system.
• It is strongly recommended to engage a recognised service provider for first aid during the event.
• Where the presence of children/vulnerable persons is involved you should be able to demonstrate how this will be managed and by who. Lost child/vulnerable person documentation should include the following:
• a designated location where lost dependants can be registered and collected
• the location must be furnished appropriately
• the location needs to be clearly signposted and printed in pre-event publicity programmes, and on site maps
• the designated health and safety person is to review and appoint only ‘children orientated’ persons e.g. an ideal might be early childhood educators. Any staff/volunteers should be police vetted if working in this area of the event. The event organiser must have their full name, address and contact details, identification etc.
• two staff must be constantly with the lost dependant(s) to ensure the safety of the dependant(s) and for the protection of the staff members
• a tool and process to record details of the lost dependant(s) description – sex, age, ethnic group, hair colour, clothing description, name must be in place (or somewhere to record if the dependant is capable of name recognition)

You must have protocols in place for reuniting lost children with their carers safely i.e.:

• When making announcements you must not use the name of the dependants.
• Staff should have access to communication devices.
• Sight and record ID and details of caregiver and carefully watch reaction of the dependant – if dependant becomes distressed or fearful, staff MUST contact security/Police.
• If there is any doubt to the status of the caregiver, staff MUST contact security/Police.
• Police should be advised of any lost children via on site Police if available, or the local station if the child is still not reunited after 30 minutes.
• If at the end of the event (or within half an hour, whichever is sooner) dependants are still present, Police should be informed. It is advised that any lost dependants at this stage be placed in the care of the Police if they are able.
• Have water available but show caution in offering food (they may be allergic to certain foods or have health issues).
• Have play/comfort equipment available to provide comfort while they wait e.g. soft toys or pens and paper, for older children Lego bricks or board games.
• Avoid allowing a child to go off with anyone under the age of 16.
• Avoid putting yourself in danger or in any compromising situations.
• Note: A process must be included in your emergency management plan to ensure the wellbeing of any lost children/vulnerable persons in ‘the events’’ care.

If your event features potentially hazardous activities (such as those triggers listed in section 2.3), you will need to describe what systems are in place to manage these in more detail over and above the risk control plan/register. This is best demonstrated within your event operations plan.

This section provides information on what SWDC expects to see addressed within the event operations plan to demonstrate planning for a safe and healthy event. Depending on your event some of these risks will not be relevant to your event.

4.1 Command, Control and Communications

An overview is required on how the event delivery team and stakeholders are structured in order to make event decisions on the day. A good way to explain this is with a description or chart of who will communicate with who in the case of an incident, where 111 is not the first point of call.

Within your health and safety planning documentation you should also outline how you will communicate to support deliver a healthy and safe event including:

• how you will provide safety messages to public and staff
• what tools you will use to communicate (written and verbal, radio)
• who is included in your communications i.e. who will communicate what under what circumstances e.g. medical emergencies or the event needs to be cancelled due to adverse weather conditions

One approach you can take within your communications plan is to divide it up in to the key stages of pre event, during the event and post event.

4.2 Reporting and recording incidents and accidents

Recording and investigation of any incidents is a useful tool to assist in formulating better safety strategies for your next event. You must demonstrate:

• your internal reporting requirements (how an issue is reported and who to)
• management responsibilities (who is in charge and what is expected of them)
• procedures for reporting Notifiable Events to WorkSafe New Zealand
• procedures for investigating incidents.

Please note the following:

• WorkSafe New Zealand must be notified as soon as possible of a reportable ‘notifiable event' (Freephone 0800 030 040). For information on what events need to be notified visit WorkSafe - What events need to be notified?
• If you are reporting a hazardous substances emergency, call the New Zealand Fire Service on 111 and then the WorkSafe NZ response team directly on 0800 030 040.
• It is a legal requirement not to disturb an accident scene until clearance is authorised by a WorkSafe inspector except in certain situations, such as when persons or property are at risk.
• If you require scene clearance or other immediate assistance from WorkSafe, please call 0800 030 040.
• Your SWDC Event Facilitator must also be informed of any notifiable events on SWDC controlled sites -Phone 078850340.

4.3 Security Planning

All events should have a security plan and processes in place that outline how security issues are going to be addressed and responded to, these plans should include, but are not limited to:

• names, numbers and qualifications of security personnel/company
• how unruly behaviour of members of the public/crowd will be managed
• cash-handling procedures and asset protection
• fencing/exclusion areas and how these will be maintained
• after-hours security arrangements (and any lone working procedures for overnight security)
• if and how the NZ Police have been engaged in security planning i.e. will they be on site and how security personnel and Police will work together

4.4 Crowd Management

Wherever crowds of people converge at one location a number of hazardous situations can be created. You must detail how the movement and behaviour of people on site will be managed.

You will need to understand the number of people you can safely fit on the site, the dynamics and behaviour as people arrive, enter, move around a venue, exit and disperse. You should also consider young people and people with disabilities or learning difficulties when deciding the appropriate action to take. In your health and safety plan you should identify the key hazards affecting crowd safety. Some of the key hazards associated with crowds can be:

• crowd profile
• arrivals/departures
• site capacity
• crossing the flow of foot traffic e.g. to access toilets or refreshments
• slips and trips due to poor underfoot conditions and surfacing
• bottlenecks between permanent structures – especially in an emergency situation
• queuing systems
• corralling of people in restricted areas
• dangerous behaviour such as climbing on equipment of throwing of objects
• theft and assault.
• impairment due to alcohol/illicit drug intake (either supplied at your event or unauthorised)
• contingency planning if many more people than you expect turn up on the day

If you are supplying or enabling supply of alcohol at your event, you should provide a specific alcohol management plan.

Find more guidance information here: www.hse.gov.uk/event-safety/crowd-management.htm

4.5 Hazardous and high risk work

Particular hazardous work needs to be reported to WorkSafe New Zealand 24 hours prior to commencement of such work. This work includes but is not limited to:

• work at height where a person can fall 5 metres or more
• scaffolding of which any component is over 5 metres in height from the ground
• lifting loads greater than 500kg
• confined space work

You will need to acknowledge your understanding of this requirement and note the work and actions to manage within your risk management plan.

4.5.1 WORKING AT HEIGHT

The Best Practice Guidelines for Working at Height in NZ 2012 must be adhered to when planning and managing all work at height or work where there is a risk of a fall from height. The following generic event height work examples may be relevant to your event:

• camera towers or platforms
• stages
• pedestrian walkways/bridges/stairs
• lighting installations
• weather protection structures
• scaffolding
• scissor lifts/booms and other elevated work platforms
• all people working at height must be trained to the required industry standards for the work to be undertaken.

You will need to acknowledge your understanding of this requirement and note the work and actions to manage within your risk management plan.

Find more information here: https://worksafe.govt.nz/topic-and-industry/working-at-height/

4.5.2 CONFINED SPACE WORK

A confined space is an enclosed or partially enclosed space that has not been designed for human occupation, has limited access or has the potential for containing a toxic or oxygen deficient atmosphere. As part of your event plan you will need to identify any spaces that meet this description. Examples include storage tanks, silos, pits, pipes, and sewers.

The Australian Standard: AS 2865 should be referenced when managing confined space hazards. More information about risk control can be found at https://worksafe.govt.nz/topic-and-industry/planning-entry-and-working-safely-in-a-confined-space

4.6 Temporary Structure

The event organiser needs to demonstrate that relevant consents have been obtained, that risks associated with structures have been assessed and that appropriate measures are in place to manage risk.

Please note Marquees over 100m2 and platforms or stages over 1.6m will require building consent. Consent applications must be submitted at least 20 working days prior to the event. (Fees apply)

• Information on consenting is available here

Please also refer to the District plan section 12 Temporary activities and events

• Accessible here

Key considerations to address if relevant include:

• when tents and/or marquees are in use, guy ropes and pegs can present risks to be managed including the risk of tripping or striking underground services
• ticketed and competent scaffolders are required to erect scaffolding
• producer statement or design certificate from a professional engineer are required for certain structures e.g. stages
• scaffolds must be built as per the Best Practice Guidelines for Scaffolding in New Zealand 2009
• who will manage lifting and rigging and how
• how you will demonstrate competency and preparedness of workers e.g. personal protection equipment such as hard hats, work boots; asking to view their licence or certifications to do the work
• exclusion zones
• tested lifting equipment

You are responsible for demonstrating that your contractor health and safety plans will address these points (by including their health and safety plan for your event) or you will need to show how you will manage these features directly.

4.6.1 GROUND PENETRATION (eg: pegging maquee or structures)

It is the responsibility of the event organiser to ensure that prior to any ground penetration (e.g. tent pegs during the event or pack-in and pack-out that may penetrate the ground) that underground services such as electrical cables, gas lines, water pipes have been properly located.

See ‘before you dig’ to locate services www.beforeudig.co.nz/

It is important to obtain written consent from the landowner before performing these operations.

4.7 Traffic Management

Event traffic management plans and road closures need to be approved by SWDC prior to the event taking place.

Plans detail how road users (including cyclists and pedestrians) will be directed around an event to minimise inconvenience while providing safe conditions for both road users and those carrying out the activity.

Notify SWDC if you are organising an activity or event that may:

• Affect vehicle or pedestrian traffic e.g. cycling/running event (On-road event).
• Increase traffic to a specific area e.g. concerts, sports (Event traffic management).
• Require a road or footpath closure e.g. parades, marches, runs, rallies, motorsport (Temporary road closure for an event).

We can discuss your event with you and determine if a traffic management plan is necessary. Call us on 07 8850340 for more information.

Traffic management plans are required to be designed and set up by a qualified Site Traffic Management Supervisor (STMS), then monitored onsite by personnel qualified under NZTA requirements. Please note, volunteers assisting as marshals cannot actively direct traffic on roads, or alter the traffic control - this must be carried out by suitably qualified STMS (e.g. when roads are closed then they are not to be re-opened unless under the direction of the STMS).

The Event Organiser must apply for any necessary road closure authorisations specified in the Application Form at least 90 days prior to the Event Pack In Date. Road closures will need to be advertised in the local paper twice prior to the event.

The costs of any public notices required to advertise road closures associated with the Event will be met by the Event Organiser.

For more information, visit NZ Transport Agency (NZTA):

• Guidelines for temporary traffic management at events
• Code of Practice for Temporary Traffic Management (CoPTTM)

4.8 Vehicles (eg: parade, site access)

All vehicles used as part of your event must be road worthy and must have a current warrant/certificate of fitness. Registration is required if a vehicle is used on public roads (including beaches).

Parade floats, trailers and associated vehicular attachments must be certified for the purpose intended, be road worthy and take account of the imposed loads and potential risk of falls from height and moving parts.

You need to consider how you will maintain segregation, people and moving vehicles and how you plan to manage movement of vehicles in and around your site as a hazard. Consider:

• who will manage vehicle access to and through your site
• rules on what vehicles will access the site and what speed limit will be in place
• how communication of vehicle movements will be managed
• how you will use visibility to enhance safety e.g. high visibility clothing, hazard lights etc.

4.9 Presence of Alcohol

The sale or supply of alcohol at events requires a licence under the Sale and Supply of Alcohol Act 2012. The South Waikato District Council issues alcohol licences on behalf of the Alcohol Regulatory Licensing Authority.

Part of your application may be an alcohol management plan. This will detail what is in place to ensure sensible consumption of alcohol at your event and management of intoxication such as qualifications of those managing the bar, hours of sale/supply, security, vessels being use, number of drinks per service, type of food and water available.

Find more information and further guidance here:

• South Waikato District Council Alcohol Licensing
• For event guidance for major events refer to ‘Guidelines for Managing Alcohol at Large Events’ accessible here

4.10 Food Safety

It is the responsibility of the event organisers to accept stall holders in accordance with the following requirements below. Please bear in mind that there needs to be proper facilities at the site to accommodate stall holders to ensure that foods are produced and served safely and suitably - attached is a guidance document produced by Ministry for Primary Industries for event organiser's use. Please ensure the checklist on the last page is referred to - this lists important facilities that will be required as part of the event.

With the new Food Act 2014 commencing March 2016 - there is the capacity for exemption from registering under the Act if the following applies:

• Fundraising: If purpose of sale is to raise funds for a charitable, benevolent, philanthropic or cultural purpose. This can only be done a maximum of 20 events per calendar year. Our view of this is where money raised goes towards a group rather than individuals e.g. money raised for a Childcare/Kohanga would be considered a fundraiser, money raised personally (an individual gains income) would not be considered a fundraiser.
• Once a Year: A person who does not ordinarily trade in food, and is wanting to sell food on no more than 1 occasion in any calendar year. If sale has previously taken place by the stall holder, they will not be able to trade at this event as registration under the Food Act 2014 will be required.

As part of the above exemptions, the following must be ensured:

• Safe and suitable food must be provided
• No home-kill meat is to be prepared for sale (must be purchased from a registered supplier)
• No recreational seafood is to be prepared for sale (must be purchased from a registered supplier)

4.11 Amusement Devices

Amusement devices can come in the form of a mechanical device or an inflatable and can present hazards at events if installed and used incorrectly e.g. when the necessary guarding or electrical isolations have been removed. The age of the equipment can also be a contributing factor to the level of risk.

Amusement devices of a mechanical nature fall under the Amusement Devices Regulations 1978 and all mechanical devices must have a WorkSafe certification and operators must apply for a permit to operate issued by SWDC

Find more information here: Amusement devices | WorkSafe Inflatable Devices (bouncy castles etc.) will need to operate in accordance with the WorkSafe land-borne inflatable device operating requirements and comply with Australian Standard 3533.4.1 – 2005 Land-Borne Inflatable Devices. Evidence of compliance with the above standard may be requested.

Find more information here: Amusement devices | WorkSafe

• As the event organiser it is your responsibility to ensure that the operator complies with the conditions of the WorkSafe certification and SWDC licence. You should provide licence details as part of your event safety planning.
• During your risk assessment processes for inflatable devices the following should be considered:
• is the ground being used free from hazards and flat
• are children being safely managed on and off the inflatable, with matting placed at egress points where ground is too hard
• separation of larger or more boisterous users from smaller or more timid users
• is the bouncy castle provider installing and uninstalling the inflatable. Will they advise if it is too windy to install, or when it should be deflated if weather changes during the event.
• training for an adult to help ensure safe use by users, if the provider isn’t on site.
• providing a Residual Current Device (RCD) and proof of tag and testing for any cables.

4.12 Special Effects, Pyrotechnics/Fireworks, Lasers and Lighting

For events that include special effects (e.g. pyrotechnics) it is the event organiser's responsibility to meet all relevant requirements under the Health and Safety at Work (Hazardous Substances) Regulations 2017 and Hazardous Substances (Fireworks) Regulations 2001 .

Copies of applicable certified handler licenses, approvals, evidence of notifications to relevant authorities, risk assessments and insurances must be included in the event safety plan and held on site.

Outdoor pyrotechnic displays are subject to specific laws and regulations and require an ‘outdoor pyrotechnic display compliance certificate’. Failure to obtain the display certificate will mean that the special effect cannot be permitted at the event. The display certificate must be held with the documentation at the event site and where requested a copy must be provided to SWDC.

4.12.1 Lasers and lighting

Sources of non-ionising radiation such as lasers and sources of UV (ultra violet) light need to be controlled to eliminate or minimise the risk to health and safety.

Lasers are categorised by how much power they emit. When using lasers as part of your event you will need to implement control measures taking into account the classification of the lasers to be used.

The main source of ultra violet light at outdoor events (UV light) is from the sun. When events are taking place outdoors, the risks associated with exposure to the sun need to be addressed. Man-made sources of UV light from artificial lighting and pyrotechnics need to be considered and eliminated or substituted where possible.

Lighting might also require the need to notify the Civil Aviation Authority (CAA). To check go to https://www.caa.govt.nz/airspace/airspace-hazards/

14.12.2 Smoke machine and strobe lighting

When using smoke and fog machines or strobe lighting as part of your event, you will need to reference the manufacturer’s instructions when identifying risk control measures as part of your risk assessment i.e. demonstrate you understand the risks associated with their use and have measures in place to manage this.

4.13 Unmanned Aircraft - Drone/UVAs

The Civil Aviation Authority (CAA) regulates civil aviation in New Zealand, and sets the rules around the use of remotely piloted aircraft systems: unmanned aerial vehicles (UAV), unmanned aerial systems (UAS), model aircraft and drones – let’s call them unmanned aircraft.

New rules introduced by the CAA came into effect on 1 August 2015 – these rules require people to obtain approval from the land owner or the occupier of the land you want to fly over. This rule comes in addition to the existing CAA and air traffic control rules on where and how you can fly unmanned aircraft, and what permissions you need to get before doing so.

SWDC has outlined what is required to use unmanned aircraft at Tokoroa Airfield

4.14 Noise (eg: amplified noise)

As well as acute exposure leading to noise induced hearing loss of event stakeholders and event goers, the risk of environmental noise must be managed, i.e. how the noise from your event may affect local residents or businesses. Your planning should describe noise elements and address any hazards identified.

The Event Organiser must comply with the permitted noise levels as set out in the temporary activity provisions in the South Waikato District Plan.

Refer to section 15 of the District plan for specific activity noise levels, accessible here

For further information, refer to the Public Places Bylaw section 6.26 Busking, use of loud speakers and disturbance and other noise.

4.15 Events Near Bodies of Water

Events on or near water present significant risk and will need to be closely managed. At minimum you will need to address water hazards within your risk control plan, or if a water-based event (where there are likely to be multiple water-specific hazards and special arrangements in place) you may wish to create an on-water section within your event operations plan developed in consultation with services supporting on-water safety.

The Event Organiser must consider the waste implications of the Event.

The Event Organiser must ensure that the Site and any surrounding areas are in a clean and tidy condition, including surrounding streets before, during and after the Event. The removal and disposal of all rubbish, recycling and organics must take place immediately after the Event to an appropriate facility. The Event Organiser agrees to pay for the cost of any repairs and additional cleaning required by the Council to re-instate the Site and surrounding areas to a clean and tidy condition. Such costs will be in addition to any other fees and charges. Council has extra litter bins available for hire upon request

For more information on planning to deal with waste generated at an event, see the section "Event Waste Planning Guide".