23 june 2015 - bayswater.wa.gov.au · 23 june 2015 . item 11.1.14 . ... event organisers who have...

CITY OF BAYSWATER

I T E M U N D E R S E P A R A T E C O V E R

F O R T H E O R D I N A R Y C O U N C I L M E E T I N G

23 JUNE 2015

Item 11.1.14 Proposed Maylands Hawkers Market 2015/2016

- Risk Management Plan

Maylands Hawkers’ Markets Risk Management Plan Market Season 2015/2016

CONTENTS

PREFACE ........................................................................................................................................ 1 Human Behaviour – Disorderly Conduct ....................................................................................... 2 Human Behaviour – Alcohol/Drug Affected Persons/Illegal Street Drinking ................................. 3 Human Behaviour – Criminal Activity ........................................................................................... 4 Human Behaviour – Asset Damage ............................................................................................... 5 Human Behaviour – Illegal Street Traders/Entertainment ............................................................ 5 Human Behaviour – Litter ............................................................................................................. 6 Human Behaviour – Bomb Threat ................................................................................................. 8 Human Behaviour – Persons on Unsafe Viewing Platforms (if stage Used) .................................. 9 Human Behaviour – Illegal Skateboard/Roller Blade Activities ................................................... 10 Vehicular Traffic – PeripHeral Traffic Congestion ....................................................................... 11 Vehicular Traffic – Lack of Parking .............................................................................................. 12 Vehicular Traffic – Illegal Parking/Obstructing.............................................................................. 13 Vehicular Traffic – Lack of Emergency Service Access ................................................................ 14 Vehicular Traffic – Lack of Drop-Off/Pick-Up Area ...................................................................... 15 Pedestrian Traffic – Lack of Pre-Event Warning .......................................................................... 16 Pedestrian Traffic – Lack of Disabled Access ............................................................................... 17 Pedestrian Traffic – Presence of Trip Hazards ............................................................................ 18 Weather – Inclement Weather ................................................................................................... 19 Weather – Extreme Heat ............................................................................................................ 20 Fire – Building/Temporary Structure/ Vehicle/Ground ............................................................... 20 Technical – Power Failure ........................................................................................................... 21 Technical – Sound Equipment Failure ......................................................................................... 23 Commercial – Litigation against City of Bayswater ..................................................................... 23 Commercial - Litigation against Event Organiser ........................................................................ 24 Approvals - Event ........................................................................................................................ 26 Approvals - Health ...................................................................................................................... 27 Approvals – Lack of OS&H Approvals .......................................................................................... 28 Administrative – Show Cancelled ................................................................................................ 29 Administrative – Need to Reschedule ......................................................................................... 30 Medical Incidents – < 2 Casualties .............................................................................................. 31

Medical Incidents – 10 Casualties ............................................................................................ 32 Medical Incidents - Lack of S.J.A. Staff ........................................................................................ 33 Public Utilities – Water Failure .................................................................................................... 34 Public Utilities – Toilet Failure ..................................................................................................... 35 Public Utilites – Power Failure .................................................................................................... 36 Entertainment Area – Electrocution ........................................................................................... 37 Personnel – Key Personnel / Volunteers No Show ...................................................................... 38 Personnel – Contractors No Show .............................................................................................. 39 Hazardous Material – Broken Glass ............................................................................................ 40 Parks and Garden Issues – Reticulation ...................................................................................... 41 Other – Food Contamination ...................................................................................................... 42 Other – Conflicting Events .......................................................................................................... 43 Other – Lost Children .................................................................................................................. 44 Other – Uncontrolled Dogs ......................................................................................................... 45 Other – Lack of Toilet Facilities ................................................................................................... 46 APPENDIX .................................................................................................................................... 47

Maylands Hawkers’ Markets Risk Management Plan 2015/2016 1

PREFACE

The Maylands Hawkers’ Market is delivered by Local Arts and Community Events Inc. (L.A.C.E.), an incorporated not-for-profit organisation that exists to help bring communities together through its activities. While volunteers, the members are all professionals in their “day jobs”, wanting to help make great places through L.A.C.E. L.A.C.E brings the professional expertise of its members to bear in all aspects, including marketing, event management and fundraising.

Risk management is a critical component and is woven through the planning, operations and learning associated with all activities. The following sections detail the provisions that identify and address the risks of the Maylands Hawkers Markets. However, it should be noted that risk management is equally a constant process of capable awareness and response that goes beyond the documented plan. The L.A.C.E core group is highly conscious of its responsibility to the public, vendors, volunteers, and surrounding businesses and residents.

The Maylands Hawkers’ Market (as with any L.A.C.E. event) will have the following:

Event Organisers who have managed the planning and lead up to the event

An identified Event Manager at any given time on-site for the actual event (from bump in to bump out) who is in ready contact with the relevant authorities, constantly monitoring the event and site, and ensuring the smooth operation of trade, entertainment, people flow, waste management etc

Volunteers who are able to assist the Event Manager as required

Effective communication amongst the relevant personnel – all will be well-briefed on the event and contingency plans

The following sections identify and address specific risks in relation to:

Human behavior

Vehicular traffic

Weather

Fire

Technical

Commercial

Approvals

Administrative

Medical incidents

Public utilities

Entertainment area

Personnel

Hazardous material

Parks and gardens issues

Miscellaneous other

The risk assessment is based on a standard matrix of likelihood and consequence:

Insignificant 1

Minor 2

Major 3

Critical 4

Extreme 5

Almost Certain A High High Extreme Extreme Extreme

Likely B Medium High High Extreme Extreme

Possible C Low Medium High Extreme Extreme

Unlikely D Low Low Medium High Extreme

Rare E Low Low Medium High High

Consequence

Likelihood


ITEM HUMAN BEHAVIOUR – DISORDERLY CONDUCT

ASSESSMENT LIKELIHOOD - C CONSEQUENCE - 3

PREVENTATIVE ACTIONS

Promotion of event will advise family event

Licensees to comply with Liquor Licensing Act

RESPONSE ACTIONS

Event Manager to notify WA Police

Police Standard Operating Procedures

STRUCTURAL Event Manager on site to report any activity

RESOURCE REQUIREMENTS

City of Bayswater Security Random Patrols

RESPONSIBILITIES

WA Police Service – enforcement

Event Organisers – promotion (before event)

Event Manager – monitoring (during event)

TIMING Police notified immediately of any disorderly conduct

REPORTING WA Police Service

MONITORING Monitored constantly throughout the event


ITEM HUMAN BEHAVIOUR – ALCOHOL/DRUG AFFECTED PERSONS/ILLEGAL STREET DRINKING

ASSESSMENT LIKELIHOOD - B CONSEQUENCE - 2


Promotion of event will advise family day out

Random patrolling by City of Bayswater Security Services

Licensees to comply with Liquor Licensing Act

RESPONSE ACTIONS



Notify City of Bayswater Rangers

STRUCTURAL Reserve is drug and alcohol free


City of Bayswater Rangers/Security Services random patrol

RESPONSIBILITIES


City of Bayswater Rangers/Security Services



TIMING Promotion three weeks prior to the event

REPORTING

WA Police Service

City of Bayswater Rangers/Security Services

Event Manager

MONITORING Monitored constantly during the event


ITEM HUMAN BEHAVIOUR – CRIMINAL ACTIVITY



Staff to prevent public access to assets


RESPONSE ACTIONS



Insurance cover

STRUCTURAL Event Manager on site to report any activity



Event Manager and volunteers on site

RESPONSIBILITIES




TIMING Ongoing throughout the event




ITEM HUMAN BEHAVIOUR – ASSET DAMAGE




Event Manager and volunteers on site


Insurance cover

RESPONSE ACTIONS



Insurance cover for damage and liability

Insurance cover



Event Manager and volunteers


RESPONSIBILITIES




TIMING Ongoing throughout the event


MONITORING Monitoring constantly during the event

ITEM HUMAN BEHAVIOUR – ILLEGAL STREET


TRADERS/ENTERTAINMENT



City of Bayswater permitting stall holders and entertainers within boundaries

Well-placed on-site arrangements

Random patrol by Event Manager/volunteers

RESPONSE ACTIONS

Event Manager to respond

Notify City of Bayswater Rangers/Security Services

Notify WA Police if necessary


STRUCTURAL

Site has good surveillance

Good site coverage through placement of vendors, activities and participants which discourages unauthorised trading or entertainment


Event Manager

RESPONSIBILITIES Event Organisers – booking and arrangements

TIMING Pre-booked, locations given via map prior to event


MONITORING Monitored constantly during the event by Event Manager

ITEM HUMAN BEHAVIOUR – LITTER




Extra bins supplied by local government authority as well as event organisers and vendors on day

Local government authority pick-up on Monday – all routine procedures

RESPONSE ACTIONS

Volunteers to change bins and empty directly into skip bin provided

Volunteers to clean up litter

Extra bins to be emptied and cleaned next morning

STRUCTURAL Extra rubbish bins provided


Local Government Authority to supply extra bins and arranged to pick-up on Mondays (as per scheduled collection)

RESPONSIBILITIES Event Manager to coordinate, local government authority to

supply and take away

TIMING All services notified 4 weeks prior to event

REPORTING N/A

MONITORING Prior to event and next day to ensure minimum disruption


ITEM HUMAN BEHAVIOUR – BOMB THREAT

ASSESSMENT LIKELIHOOD - E CONSEQUENCE - 5


Evacuation plan

RESPONSE ACTIONS



Implementation of Evacuation Plan

STRUCTURAL The Reserve is an outdoor area with open boundaries which

would enable quick evacuation


Event management personnel aware of procedures

Public address system

RESPONSIBILITIES

Event Manager – report and implement evacuation

Police response

Public address system – available for notification

TIMING If required


MONITORING Monitored and prepared throughout the event


ITEM HUMAN BEHAVIOUR – PERSONS ON UNSAFE VIEWING PLATFORMS (IF STAGE USED)

ASSESSMENT LIKELIHOOD - D CONSEQUENCE - 2


Stage will be professionally managed throughout the event


First Aid Post presence throughout event

RESPONSE ACTIONS

Event Manager to monitor and advise City of Bayswater Rangers or WA Police

Persons to be asked to leave platform

STRUCTURAL Being a relatively small scale event, and given the physical

layout of the area, any stage would be relatively small and low


City of Bayswater Rangers patrolling

Stage management briefed and advised of procedures

RESPONSIBILITIES

Event Management – promotion and briefing, monitoring, advice


City of Bayswater Rangers - enforcement

TIMING All involved with event will be briefed one week prior to event

REPORTING

WA Police Service

City of Bayswater Rangers

Event Management to be advised on any incidents

MONITORING Monitoring throughout the event


ITEM HUMAN BEHAVIOUR – ILLEGAL SKATEBOARD/ROLLER BLADE ACTIVITIES



Random patrolling by City of Bayswater Rangers/Security Services

RESPONSE ACTIONS

Warning if unsafe to others and eviction if ignored

City of Bayswater Rangers can warn and evict

Police can warn and evict

STRUCTURAL Minimal areas available for roller blading and skateboarding


Event management of traders and entertainers


RESPONSIBILITIES Event Organisers – promotion of safe, family event

City of Bayswater Rangers patrolling - enforcement

TIMING Promotion prior to event

REPORTING City of Bayswater Rangers or WA Police Service if necessary



ITEM VEHICULAR TRAFFIC – PERIPHERAL TRAFFIC CONGESTION



Event Organisers to notify all vendors of access areas and times

Event Organisers to notify residents of event prior to event

City of Bayswater to provide signage two weeks prior to event

Liaise with City of Bayswater on traffic management plan

Event Organisers to advertise a Walk or Ride Program and closest public transport options

RESPONSE ACTIONS

Event Organisers to notify City of Bayswater Ranger Services of any traffic congestion problems (nil to date)

STRUCTURAL Event Organisers to supply and install temporary signage

City of Bayswater to provide additional signage



City of Bayswater/The Rise to provide additional signage

RESPONSIBILITIES

WA Police Service enforcement

Event Organisers to monitor throughout the event

Signs erected at crucial points advising parking areas

TIMING Advertised three, two and one weeks prior to event


All incidents and traffic disruption kept to minimum


Please see the Appendix for further detail


ITEM VEHICULAR TRAFFIC – LACK OF PARKING




Advertising prior to event indicating parking facilities by Event Organisers

Directional signage erected

Additional overflow parking and signage organised

RESPONSE ACTIONS

Opening of an overflow parking at The RISE with signage available

STRUCTURAL The event is easily accessible by foot, bicycle, bus and rail.

There is also considerable parking available within a short distance.


Random patrols by City of Bayswater Rangers on the day

RESPONSIBILITIES

Event Organisers to advertise a Walk or Ride Program, as well as closest public transport options

Event Organisers to advertise parking availability

City of Bayswater Staff to ensure The Rise car parking signs are placed out for the event

TIMING Advertising three weeks prior to event

REPORTING City of Bayswater Rangers random patrolling

All incidents reported to Rangers




ITEM VEHICULAR TRAFFIC – ILLEGAL PARKING/OBSTRUCTING




All regular parking available throughout Maylands Civic Centre zone and surrounds

Advertising prior to event indicating parking facilities by Event Organisers

Directional parking signage erected

RESPONSE ACTIONS


City of Bayswater Rangers Standard Operating Procedures

STRUCTURAL Signage erected on the day


Random patrolling by City of Bayswater Rangers

Traffic management to implement walk/ride program, signs and site plan

RESPONSIBILITIES Event Organisers – promote Walk or Ride Program and closest

public transport options and supply parking available plan

Random patrolling by City of Bayswater Rangers

TIMING Advertising 3 weeks prior to event

REPORTING Local Government Authority to enforce

Event management on site to report




ITEM VEHICULAR TRAFFIC – LACK OF EMERGENCY SERVICE ACCESS



First aid post present throughout event

All relevant personnel to be briefed

RESPONSE ACTIONS


Notify Police – Police Standard Operating Procedures

STRUCTURAL Information tent to be located at access point


First aid post present throughout event

City of Bayswater staff to open access points

RESPONSIBILITIES Event Management – notification to emergency services


TIMING Notification 1 week prior to event

REPORTING All incidents are to be reported to the Event Manager

MONITORING Monitored and access available throughout the event


ITEM VEHICULAR TRAFFIC – LACK OF DROP-OFF/PICK-UP AREA



Access area easily available to public utilising area

Event organisers to control access to traders/stall holders

Traders/stall holders notified of procedure prior to event

RESPONSE ACTIONS

Event Manager to control access to traders/stall holders

Notify City of Bayswater Rangers – Standard Operating Procedures

STRUCTURAL Event Manager to be on site to manage bump in and bump out

of Vendors


Event Manager to control access to traders/stall holders

RESPONSIBILITIES

Event Manager to control

Event Manager to brief all parties concerned

City of Bayswater Rangers patrolling - random

TIMING Monitored throughout event

REPORTING

Event Manager

City of Bayswater Rangers

WA Police Service



ITEM PEDESTRIAN TRAFFIC – LACK OF PRE-EVENT WARNING



Approval of event by Local Government Authority and acceptance of Risk Management Plan before event

RESPONSE ACTIONS

Advertising of event starts three weeks prior to event

Notify media outlets

STRUCTURAL Advertising in local newspapers and online.


Media advertising for parking

Acceptance from WA Police Service

Local Government Authority acceptance of proposal

RESPONSIBILITIES

Event Organisers to advertise full event program

Local Government Authority to confirm acceptance of event

Event Organisers to confirm plan prior to event

TIMING Full acceptance of event plan prior to event

REPORTING Local Government Authority acceptance

MONITORING Monitored constantly prior to event taking place


ITEM PEDESTRIAN TRAFFIC – LACK OF DISABLED ACCESS



Disabled parking bays highlighted on site plan to be advertised and temporary signage posted

Additional disabled parking available at Maylands Hall, On street and at rear of The Rise

RESPONSE ACTIONS

Staff to assist as required

STRUCTURAL Signage to be provided and erected by Event Organisers


All contractors and Event personnel briefed on disabled parking and toilets area

All contractors to have a site plan on day of event

RESPONSIBILITIES Event Organisers – site plan and signage

Local Government Authority – acceptance of proposal

TIMING Site plan provided two prior to event

REPORTING N/A



ITEM PEDESTRIAN TRAFFIC – PRESENCE OF TRIP HAZARDS



Site area checked before the event takes place

First Aid Post on site throughout the event

RESPONSE ACTIONS

Rectify hazard or prevent access

Indemnity insurance obtained

STRUCTURAL No structural ground pegs or wires


All contractors to supply efficient materials, stage, marquees - free standing, self-contained

RESPONSIBILITIES Event Manager – check site prior to event

Local Government Authority to be advised of any trip hazards prior to event

TIMING Preliminary walk-through two weeks prior to first event

Continuously as identified

REPORTING Local Government Authority to be advised



ITEM WEATHER – INCLEMENT WEATHER



Event organised during Summer

Monitor weather reports

RESPONSE ACTIONS

Inform all contractors, vendors and online notice to community.

Cancel/reschedule event

STRUCTURAL Weather forecast to be monitored


Contacts of all participants involved compiled by Event Organisers

RESPONSIBILITIES Event Manager and volunteers – organised and briefed on plan

of cancellation procedure

TIMING 24hr notice to relevant media outlets

REPORTING Local Government Authority

MONITORING To be cancelled or confirmed 24hr notice prior to event


ITEM WEATHER – EXTREME HEAT

ASSESSMENT LIKELIHOOD – D CONSEQUENCE – 2


Event organised during Summer

Monitor weather reports

Cheap water available from Event Organisers stall

RESPONSE ACTIONS

Event Organisers to notify First Aid Post and traders

Drinking fountain in park

STRUCTURAL Event Organisers – water sold at information tent


Cheap water available from Event Organisers’ stall

RESPONSIBILITIES Event Organisers to direct attendees to water fountain or First

Aid post

TIMING To observe weather patterns for one week prior to event

REPORTING Social media notification (Website, Facebook, Twitter) and

mailing list

MONITORING Monitored constantly one week before event

ITEM FIRE – BUILDING/TEMPORARY STRUCTURE/


VEHICLE/GROUND



Event Manager to brief contractors/vendors

Notify FESA prior to event

Emergency access points displayed on site plan

City of Bayswater staff to control emergency access

RESPONSE ACTIONS

Event Organisers to notify FESA

FESA notified of emergency access plan

First Aid Post on site throughout the event

STRUCTURAL Being an outdoor event in an open space, the possibility of an

engulfing fire is almost nil. However, some of the food outlets are individually a potential fire hazard.


Event Organisers to notify FESA

Rangers briefed and notified

RESPONSIBILITIES Event Organisers to notify FESA

FESA – response and standard procedure

TIMING Notified and on call

REPORTING Event Organisers to notify

FESA - response


ITEM TECHNICAL – POWER FAILURE




Event Organisers’ electrical contractor on call (Comspark)

RESPONSE ACTIONS

Call Event Organisers’ electrical contractor (Comspark)

STRUCTURAL City of Bayswater to supply access to 2x220volt General Purpose

Outlets at stage site


Event Organisers’ electrician on call (Comspark)

RESPONSIBILITIES Event Manager to contact on call electrician if required

TIMING As required

REPORTING N/A



ITEM TECHNICAL – SOUND EQUIPMENT FAILURE



Employment of Sound and Studio Management

RESPONSE ACTIONS

Sound and Studio Management – trouble shooting of equipment on site throughout event

STRUCTURAL Sound and Studio Management to supply sound system

equipment


Sound and Studio Management to provide

RESPONSIBILITIES Event Organisers to supply contractor

Sound and Studio Management – Supply full back up and maintenance of equipment on site throughout event

TIMING Contract prior to event

REPORTING N/A


ITEM COMMERCIAL – LITIGATION AGAINST CITY OF


BAYSWATER



City of Bayswater notified and insured against damages

RESPONSE ACTIONS

As per City of Bayswater’s procedures

STRUCTURAL Event Organisers to have complete event insurance


N/A

RESPONSIBILITIES City of Bayswater to insure cover of liability

TIMING Notification prior to event to insurer

REPORTING N/A

MONITORING N/A

ITEM COMMERCIAL - LITIGATION AGAINST EVENT ORGANISER




Event Organisers to insure against public liability

Event Organisers have not entered into any agreements/contracts which contain any indemnity, hold harmless or joint/co-insured clauses

Event Organisers have received confirmation of insurance from all contractors, stall holders, and activity providers prior to the event

All trip hazards rectified and site checked by Local Government Authority prior to event

All emergency services notified of event and access on day

Australian standard risk management plan

RESPONSE ACTIONS

Event Organisers to insure event by 4 weeks prior to event

Event Organisers to observe notifications outlined in risk management plan

STRUCTURAL N/A


Provide $20,000,000 cover for public liability

RESPONSIBILITIES Event Organisers - Australian standard risk management plan

TIMING Ongoing

REPORTING Provide documentation to the Local Government Authority

MONITORING N/A


ITEM APPROVALS - EVENT



All logistics, contractors, entertainment, road management, health, insurance, security, first-aid, Australian Standard Risk Management Plan and acceptance by City of Bayswater and approval before the event takes place.

RESPONSE ACTIONS

Notify sponsor by Event Organisers

Notify City of Bayswater by Event Organisers

STRUCTURAL Site plan, Risk Management, Insurance – submitted to Council

prior to event


Date set and acceptance by City of Bayswater

RESPONSIBILITIES Event Management to plan and submit site plan, date and time

before approval

TIMING Prior to event

REPORTING Event Organisers to notify all parties involved

MONITORING Monitored constantly prior to event taking place


ITEM APPROVALS - HEALTH



Event to be advertised as a family event

Full compliance with health conditions from stalls, food selling stalls to have insurance or temporary cover

Full compliance with noise regulations

All health requirements to be monitored and maintained by Event Organisers

All vendors to have appropriate health licensing before attending event

RESPONSE ACTIONS

Event Organisers – adhere to health requirements set by Local Government Authority

City of Bayswater to respond to concerns and/or complaints from the public if and as they arise

STRUCTURAL No food vendors will be trading without health approval


City of Bayswater to supply health requirements to stall holders as advised by Event Organisers

RESPONSIBILITIES Event Organisers to respond to each requirement of City of

Bayswater

TIMING 1 week prior to event

REPORTING N/A

MONITORING Event Manager to monitor health requirements


ITEM APPROVALS – LACK OF OS&H APPROVALS



Event Organisers to adhere to City of Bayswater health requirements, food, toilets, first-aid and public building conditions

City of Bayswater to inform Event Organisers of health requirements

RESPONSE ACTIONS

Event Organisers – adhere to health requirements set by Local Government Authority

City of Bayswater to respond to concerns and/or complaints from the public if and as they arise

STRUCTURAL Staging contractors to supply OS&H permit for temporary

structure


Event Organisers to submit sample site plan of event to City of Bayswater

City of Bayswater approval

RESPONSIBILITIES Event Organisers to ensure requirements are met before event

City of Bayswater to oversee

TIMING All approvals accepted before event taking place

REPORTING N/A

MONITORING Monitored constantly prior to event


ITEM ADMINISTRATIVE – SHOW CANCELLED



All contractors and entertainment pre-booked and notified prior to event

All funds allocated and budget layout in place

RESPONSE ACTIONS

All participants contacted of intent to cancel

STRUCTURAL Event Organisers to implement procedures


Notify all participants

Notify City of Bayswater

Event Organisers to notify Police and emergency services

RESPONSIBILITIES Event Organisers to notify of cancellation

City of Bayswater, traders, entertainers

TIMING Notification to all participants prior to event taking place

REPORTING Notifications as above



ITEM ADMINISTRATIVE – NEED TO RESCHEDULE



Start date Saturday 1 November 2014, and every Saturday until Saturday 28 March, 2015

No major local events to clash with date

No other major participants to upset date by cancelling on us

RESPONSE ACTIONS

6 weeks’ notice to Local Government Authority

Event Organisers to reschedule

Event Organisers to notify all sponsors, contractors, stall holders, traders

STRUCTURAL N/A


All contractors notified prior to reschedule date and confirmed

RESPONSIBILITIES Event Organisers – to notify all participants of change of date

and to be reconfirmed

TIMING Event Organisers to be notified two weeks prior

REPORTING City of Bayswater



ITEM MEDICAL INCIDENTS – < 2 CASUALTIES



First Aid Post on site

Location of First Aid Post included on event public program

RESPONSE ACTIONS

Emergency service entrance notified to First Aid post by Event Manager

St John Ambulance call out procedure

Notify Police of suspicious incidents

STRUCTURAL Emergency entrance area to be next to First Aid post


Employment of a First Aid Post on site throughout the event

RESPONSIBILITIES Event Organisers to contact St John Ambulance to notify of

First Aid Post

TIMING First Aid Post on site throughout the event

REPORTING St John Ambulance

WA Police if required



ITEM MEDICAL INCIDENTS – 10 CASUALTIES



Employment and briefing of First Aid post on site during the event

Emergency service entrance on site plan

RESPONSE ACTIONS

Emergency service entrance on site plan

Event Manager to notify Police of suspicious parties

Notify St John Ambulance

STRUCTURAL Emergency entrance area to be next to First Aid post


Employment of a First Aid post on site throughout the event

Event Manager to notify St John Ambulance of any incidents

RESPONSIBILITIES Event Organisers to supply emergency services access point

St John Ambulance to respond

TIMING First Aid post contracted 6 weeks prior to event

REPORTING St John Ambulance



ITEM

MEDICAL INCIDENTS - LACK OF S.J.A. STAFF



First Aid volunteers contacted and booked 2 weeks prior to event

Event Organisers notified of first aid volunteers available

RESPONSE ACTIONS

Confirmed booking two weeks prior to event

Event coordinators to notify Police on the day if needed to call SES

STRUCTURAL First aid post on site throughout event


First aid post on site throughout event

RESPONSIBILITIES Event Manager to advise Local Government Authority Police and SJA if needed to assist

TIMING All first aid volunteers confirmed and booked two weeks prior to event

REPORTING Event Manager to notify Local Government Authority, Police and St John's Ambulance

MONITORING Monitored constantly prior to and during event


ITEM PUBLIC UTILITIES – WATER FAILURE



Local Government Authority - obtain emergency contractor details

RESPONSE ACTIONS

Event Organisers to notify Water Corporation

Water Corporation operation procedures

STRUCTURAL Event Organisers obtain emergency contact details


Event Manager to monitor

Water Corporation call out procedure

RESPONSIBILITIES Organisers to notify Local Government Authority of contact

details

Water Corporation to respond

TIMING Throughout event

REPORTING Water Corporation



ITEM PUBLIC UTILITIES – TOILET FAILURE



Local Government Authority aware of event

Public utilities to be maintained on site

RESPONSE ACTIONS

Event Organisers to notify Local Government Authority (public toilets)

STRUCTURAL Use of on-site facilities, both within The Rise as well as public

toilet on the reserve


Event Manager to use available facilities

City of Bayswater to maintain throughout event

RESPONSIBILITIES Event Organisers to organise

Local Government Authority to be notified

TIMING Notified 4 weeks prior to event and ongoing during event

REPORTING City of Bayswater



ITEM PUBLIC UTILITES – POWER FAILURE



Event Organisers to provide on-call electrician

Western Power call out procedures

RESPONSE ACTIONS

Electrician, if fault is localised to equipment

Event Organisers to notify Western Power

Western Power to respond and standard operating procedures

STRUCTURAL Electrician on call


Event Manager to notify electrician

Event Manager to then notify Western Power if required

Western Power to respond and resume power

RESPONSIBILITIES Event Manager to notify Western Power

Western Power to respond

TIMING Electrician on call

REPORTING Western Power



ITEM ENTERTAINMENT AREA – ELECTROCUTION



Employment of stage management contractors complying to OHS standards

First Aid posts on site

Event Organisers’ electrician available on call

RESPONSE ACTIONS

Event Manager to notify St John's Ambulance

Notify First Aid assistance on site

STRUCTURAL All electrical work (if required) by qualified electrician

Temporary extensions/cables to be so positioned not to create tripping hazards or obstruct pedestrians


Event Manager to notify

First Aid posts to maintain

St John's Ambulance to respond

RESPONSIBILITIES

St John’s Ambulance to respond

Event Organisers to notify

First Aid on site

TIMING Promoted prior to event

Ongoing throughout event

REPORTING St John’s Ambulance



ITEM PERSONNEL – KEY PERSONNEL / VOLUNTEERS NO SHOW



Employment and briefing of all key personnel (volunteer) prior to event

Substantial involvement from many areas of community

Event to run for one evening a week for 5 months.

RESPONSE ACTIONS

Event Organisers to obtain sufficient key personnel (volunteers) to ensure smooth running of event

Back up Event Manager and/or volunteers available

STRUCTURAL N/A


Event Organisers to employ sufficient key personnel

Key personnel present throughout event

RESPONSIBILITIES Event Organisers to implement key personnel duties and extra

tasks if needed

TIMING 1 week prior to Event

REPORTING N/A

MONITORING Monitored constantly prior to and throughout event


ITEM PERSONNEL – CONTRACTORS NO SHOW



Employment and brief of all contractors 2 weeks prior to event

All contractors to be notified 2 weeks prior to event

All contractors to be confirmed prior to event

RESPONSE ACTIONS

Cancel event if appropriately qualified contractors do not arrive

STRUCTURAL Event Manager to co-ordinate


Employment of sufficient contractors to ensure successful event

RESPONSIBILITIES Event Organisers – to notify contractors to comply to date,

time and set up

Event Manager – to respond in the event of non-arrival

TIMING Two weeks prior to event

REPORTING N/A

MONITORING Monitored constantly prior to and during event


ITEM HAZARDOUS MATERIAL – BROKEN GLASS



Event Manager to notify City of Bayswater if necessary

Local Government Authority to maintain/clean-up of area prior to event

RESPONSE ACTIONS

Glass to be picked up as soon as possible

Key personnel to monitor

STRUCTURAL Event area to be confirmed clear of glass prior to event


Employment of sufficient key personnel to ensure safety and clean up procedures

RESPONSIBILITIES

Event Organisers to promote responsible behavior/waste management

Local Government Authority to conduct clean-up of area prior to and after event

TIMING Prior to event ensure all risks monitored and checked

REPORTING N/A

MONITORING Monitored constantly prior and throughout the event


ITEM

PARKS AND GARDEN ISSUES – RETICULATION



Event Organisers to notify of date and time of event

Local Government Authority to ensure that reticulation is turned off for 24 hours before event

RESPONSE ACTIONS

Notify Event Organisers

Local Government Authority to operate procedures to ensure reticulation turned off before event

STRUCTURAL Turned off 24hrs before event


Event Organisers to notify Local Government Authority of time and date of event

Local Government Authority to maintain procedures

RESPONSIBILITIES Event Organisers to notify Local Government Authority

Local Government Authority to implement shut off on park reticulation

TIMING To be checked on the day of event

REPORTING Event Organisers to check

Local Government Authority Standard Operating Procedures to turn off 24hrs before event

MONITORING Monitoring prior to the event


ITEM OTHER – FOOD CONTAMINATION



Proven food vendors only from previous events

All food vendors to have temporary clearance/insurance via Local Government Authority

RESPONSE ACTIONS

Any food stall holders to obtain permits from the Local Government Authority

Any illegal traders will not be permitted on site and Event Manager to advise any unapproved stall holders to cease operating and report to the Local Government Authority

STRUCTURAL N/A


Event Organisers to promote event and supply all contractors

RESPONSIBILITIES

Event Organisers to maintain and report to Local Government Authority

Event Organisers to maintain and enforce

Local Government Authority to enforce

TIMING Vendors to be contracted up to two weeks prior to event

REPORTING All incidents to be reported to appropriate authorities

MONITORING Monitored prior to and during the event


ITEM OTHER – CONFLICTING EVENTS



Event Organisers to check dates of other events

Promotion of event to be advertised as all ages/family

Promotion of event three weeks prior to event

RESPONSE ACTIONS

Event to be advertised and promoted as open to the general public and free

Local traders and community involvement

With heavy participation

STRUCTURAL Event Organisers to co-ordinate


Event Organisers to check all events prior to set date

All events in local community not to be in conflict with promoted event

RESPONSIBILITIES Event Organisers – to check and promote

TIMING Event date set in place so as not to conflict with other events

Promotion three weeks prior to the event

REPORTING All other events will be either set on another day or nowhere

near local community

MONITORING Monitored prior to date set


ITEM OTHER – LOST CHILDREN



Event Manager/volunteers to set up information stall on the day (shared with First Aid Station)

Site plan with map of designated areas

Public address system/speaker available for announcements

RESPONSE ACTIONS

Event Manager/volunteers to maintain information stall

Public address system/speaker to notify public

STRUCTURAL Information stall provides a meeting point that families can be

aware of before a child gets lost or to get help in that event


Event Manager’s presence at the event

Public address system on site to notify

RESPONSIBILITIES Event Organisers to maintain and promote

Event Manager to brief all contractors and supply site plan of information stall set up

TIMING Promotion and site plan set up prior to event

REPORTING N/A



ITEM

OTHER – UNCONTROLLED DOGS



Event Manager to notify Local Government Authority

City of Bayswater to supply random patrols by Rangers

RESPONSE ACTIONS


Local Government Authority Standard Operating Procedures

STRUCTURAL The site is outdoors with open boundaries and therefore

uncontrolled dogs are very able to enter


Event Manager to notify on call Ranger

RESPONSIBILITIES Event Manager to notify Local Government Authority Rangers

Local Government Authority Rangers Standard Operating Procedures

TIMING Event duration (bump in to bump out)

REPORTING Event Manager to notify as above

MONITORING Monitoring constantly during the event


ITEM OTHER – LACK OF TOILET FACILITIES



Use of toilet facilities within The Rise complex

RESPONSE ACTIONS

City of Bayswater staff to ensure public access to toilet facilities (16 available)

Local traders notified of event

Public toilet access available on the reserve (one only)

STRUCTURAL Facility toilets available on the day – Event Manager to co-

ordinate


City of Bayswater staff to facilitate

Event Manager to facilitate

RESPONSIBILITIES Event Manager to promote and co-ordinate

TIMING Event duration

REPORTING N/A

MONITORING Monitor throughout the event


APPENDIX

PARKING

Parking Management Principles

The following five general principles are particularly relevant to the Maylands Hawkers’ Markets to help guide parking management.

1. Consumer choice

People should have viable parking and travel options

At The Rise, there are 163 regular car bays and 11 disability car bays either on the site or immediately adjacent to the site (adjacent being at Maylands Hall or via the on street parking immediately next to The Rise). Further to this there are 102 car bays close that L.A.C.E. has been given permission to use. These include Central House – 20 Bays, The old Cascade Tavern site – approximately 10 bays, and The Polish Centre – 10 Bays. L.A.C.E. Inc plan to also (as they did last season) run an advertising campaign telling people where they may park, and encouraging local to walk or ride to the Markets. Non-Locals are encouraged to use local public transport as the markets site is within walking distance of the Maylands Train Station as well as being on a main bus route. L.A.C.E. Inc feels that this gives visitors a number of viable parking and travel options. 2. User information

Motorists should have information on their parking and travel options

As above, in point 1, L.A.C.E. Inc plan to again run an advertising campaign telling people where they may park, and encouraging locals to walk or ride to the markets. The following is an example of the imagery used during the trial season to encourage locals to walk or ride:

Non-Locals are encouraged to use public transport as the market’s site is within walking distance of the Maylands Train Station as well as being on a main bus route. L.A.C.E has taken on board feedback that market attendees are inappropriately using the IGA carpark. The advertising campaign and signage on this aspect will be intensified to more effectively dissuade market visitors from parking there. We will work with the affected businesses to monitor and address any inappropriate parking. L.A.C.E. Inc feels that visitors will have clear and compelling information on their parking and travel options.


3. Sharing

Parking facilities should serve multiple users and destinations

Some local businesses and land owners have granted permission for our visitors to use their car park areas in order to supplement the car parking at The Rise. According to a 2012 Car Parking Management Plan conducted by Luxmoore Parking Consulting in 2012:

“It cannot be reasonably expected that every development fully provides all its own parking facilities. These must be integrated and parking resources in a city centre should be shared in order to maximise effective use of the resource. Shared parking takes advantage of the fact that most parking spaces are only used part time by a particular motorist or group, and many parking facilities have a significant portion of unused spaces, with utilisation patterns that follow predictable daily, weekly and annual cycles. Parking can be shared among a group of employees or residents. It can also be shared among different buildings and facilities in an area. Land uses such as offices, professional services, medical facilities and banks typically have weekday peaks, whereas restaurants and theatres have evening peaks. Shops and malls may have weekend peaks. Acceptable walking distances to shared parking include distances of: Less than 250m for residents, professional services and medical facilities (< 3 minutes) Less than 350m for general retail, employees, restaurants etc. (< 5 minutes); and Less than 500m for overflow parking and major events (< 8 minutes)”

There is also street parking along Eighth Avenue (between Guildford Road and Whatley Crescent), parking along Whatley Crescent, and in the car parking areas located off the laneways (ones owned by the City of Bayswater). 4. Peak management

Special efforts should be made to deal with peak-demand

This is where L.A.C.E. will be using directional signage to lead vehicles to the approved on site car parking area. 5. Quality vs. Quantity

Parking facility quality should be considered as important as quantity, including aesthetics, security, accessibility and user information

One identified car parking issue from our trial season was that the general public did not feel safe parking in the undercover area at The Rise (52 bays). This area was often empty, even at peak times. People did not feel safe parking their car in there and were often fearful that their cars would get locked in. We will be working with the Rise to ensure that they have signage showing the time the gates will be locked and ensuring that they do not lock this area at 6pm (as happened on several occasions during the trial season).


MAP OF SITE AND CAR PARKING ON SITE

23 june 2015 - bayswater.wa.gov.au · 23 june 2015 . item 11.1.14 . ... event organisers who have...

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