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COUNCIL POLICY

FESTIVALS AND EVENTS

Policy Number: GOV-27

Responsible Department(s): Community & Customer Service

Relevant Delegations: None

Other Relevant Policies: Public Consultation Policy Public Notification Policy Liquor Licensing Policy

Relevant Procedure(s): Event Application Event Guidelines Event Brochure

Relevant Legislation:

Local Government Act 1999 Road Traffic Act 1961 Liquor Licensing Act 1997 and Codes of Practice Development Act 1993 Development Regulations 2008 Food Act 2001

Policies and Procedures Superseded by this policy on its Adoption:

None

Adoption Authority: Council

Date of Adoption: 8 October 2013

Minute Reference for Adoption: Item 13.4, 179

Next Review: No later than September 2014

Festivals and Events

FESTIVALS AND EVENTS

1. INTRODUCTION

The Council recognises that festivals and events typically form part of the fabric of life in a region and can:

Build community spirit, increase local interest and participation, strengthen local values and tradition and encourage volunteerism.

Provide opportunities for recreation, fun, entertainment, celebration and education.

Enhance the local economy by attracting and keeping visitors in the region longer.

Build on and profile local attractions, products, history, culture and the environment.

Be important to tourism development and improve destination awareness.

Contribute to a positive external image of the Adelaide Hills Council (AHC) communities.

The Council may introduce events and encourage them to expand their financial support base so that they can become self-sustaining over time. Council equally expects that events conducted by other organisations will be well organised, well managed and financially sound. To process and assess an application as a part of ensuring successful events, a fee may be charged, as set out in the Fees and Charges Schedule. This Policy contains the following sections: Background: 1. Introduction

2. Objectives 3. Definitions

Strategic: 4. Policy Statement

5. Council Support Operational: 6. Assessment of Applications

7. Evaluation and post event reporting 8. Cancellation of Event 9. Delegation 10. Risk Management 11. Cost Recovery 12. Fees and Charges

2. OBJECTIVES The objectives of the Festivals & Events Policy are:

To build community spirit, increase local interest and participation, strengthen local values and tradition and encourage volunteerism.

To provide opportunities for recreation, fun, entertainment, celebration and education.

To contribute to a positive external image of the Adelaide Hills communities.

To provide economic benefit to the community.


3. DEFINITIONS

The definitions relate to the organisation, structure and type of event. This Policy governs Council’s approach to all events within the district, irrespective of whether they are held on Council land, community land or private premises. It also governs Council’s approach to events held adjacent to the district which will have effects within the Council boundary for example traffic flow or noise. Community Events means those events which create and foster a positive community

spirit through participation, volunteerism and co-operation and provide opportunities for recreation, entertainment, celebration and education. These events are typically held by not-for-profit organisations to celebrate or remember significant events or to fundraise for community initiatives or charitable purposes. Examples: RSL Dawn Service, Uraidla Show, Lights of Lobethal, Christmas pageants. Community-Council Collaborative Events means those events which are a

collaboration of community groups and Council, working together to create an event for the benefit of the broader community. The events may be recurrent in nature. These events may be reviewed annually by a Council Committee and/or as part of Council’s budget deliberations. Examples: Australia Day, Lobethal Outdoor Movie Night, GumaROCKa!. Commercial Events means events conducted for the purpose of marketing, promoting or

selling a service or product or for providing entertainment for profit. Examples: a performance or concert, a trade show, or product promotion. Level of Support means the level of support for the event in the community. It is

assessed by Council and will depend upon the event. For example when residents are not directly impacted e.g. where their driveways are not blocked; a high level of support

from the community may be able to be inferred from past experience and feedback. Conversely a street closure affecting local access might require proof of at least 75% support from those affected locals depending on factors such as time, duration and extent of impact to be deemed to have a high level of support. Private Events on Council or Community Land means events held for private purposes and generate no revenue to the organiser. The event is generally not granted or guaranteed exclusive use of any public area required. Examples: a wedding ceremony, family picnic, birthday celebration. Public Events on Private Land means events open to the public (with or without an

admission charge) and held entirely on private land will normally require the organisers to advise Council and obtain a permit according to this policy and Development Approval under State development laws, Liquor Licence, Public Liability Insurance, Food Supplier Registration with Council, Pyrotechnics Licence, and a Roadside Trading Permitting certain cases. Reasonable means a generally accepted level of suitability within a context.

Significance generally is as determined relative to Council’s experience of events, the conditions, the relevant community. It will in the first instance be assessed by Council staff.


4. POLICY STATEMENT

Council Commitment Events in the Adelaide Hills Community are best achieved by recognising Council’s mutual role to work together with organisers to deliver successful, relevant and enjoyable events for the community. An Events Coordinator is employed to specialise in achieving these results. The role of Council in the Event process will be any or all of the following, depending on the event and legislative requirements:

Initially responds, receives, assesses, and provides guidance and support for event applicants within the policy expectations

Notifies authorities where required by, liaises as needed, provides feedback, complaints support, promotion and waste management assistance.

Confirmation of approval or support A request for an event to be held will be assessed and event approval and/or support, will be provided in writing. Council recommends a phone call in the first instance to discuss any proposed event with the Events Coordinator. All requests to stage an Event must be notified on the Adelaide Hills Council Event Application Form including supporting information as requested. If multiple participants or entities are part of organising an event, only a single application is required. E.g. ‘Lights of Lobethal’ is a community run event where many people are part of organising the event. The onus is on the designated event applicant to coordinate and relay conditions and criteria in accordance with this Council policy back to all other organisers. Council Decision Event Application approval will be determined either by or through the Adelaide Hills Council Events Coordinator depending on the type of application. Event Applications including any of the following elements may be referred to Council for decision via a Council report:

Potential to attract a large crowd e.g. outdoor concerts

Potential for significant sensitivity, controversy or opposition to be generated

Requirement for road closures

Request for significant Council Sponsorship (Financial or in-kind) Event organisers may attend the relevant Council meeting to provide further information relating to the Event Application to assist Council in its decision making process. For certain types of events, irrespective of how they are structured or organised, specific guidelines have been prepared recognising the particular impacts those events can have. These are attached in Appendix 1 to 5 and comprise:

Guideline No. 1 for Competitive Motoring Events

Guideline No. 2 for Non - Competitive Motoring Events

Guideline No. 3 for Events Involving Animals

Guideline No. 4 for Sporting Events

Guideline No. 5 for Artistic, Cultural and Performance Events


Commercial Event Applications that are not considered by Council to be reasonably incidental to the approved use of the affected land, for example music concerts within a winery, will require separate Development Approval. Similarly, Development Approval will first need to be obtained where:

Any event is to occur on more than one occasion (whether annually or more frequently) on land which is not approved for special events, for example a motor-cross event or, a church camp on farm land; or

The proposed special event exceeds the existing approved limits or, historical land use rights.

If the events requiring Development Approval are to be held on land in the Watershed (Primary Production) Zone, the Tourist Accommodation Zone or in the Public Purpose Zone within the Recreation and Sports Policy Area, the Conservation Policy Area or the Public Lands Policy Area of the Public Purpose Zone, such events will be non-complying development. Organisers should note that the non-complying process is a lengthy one, taking approximately 5-6 months processing time and involving public notification and assessment by Council, State Government Agencies (EPA, DPTI and State Heritage where relevant) and the State’s Development Assessment Commission. For more information on the development application process see www.ahc.sa.gov.au 5. COUNCIL SUPPORT

Basis for Council Support Council support for events will normally be offered when organisers can demonstrate that a majority of the assessment criteria and all of the information disclosure requirements have been met. However, where the event is of a type subject to specific Adelaide Hills Council Festivals and Events Guidelines (see Appendices 1 to 5) then Council support can only be given when all guidelines are satisfied. Where community consultation is required Council may insist on the proponent providing detail on the method of community engagement (pre or post-event), to be satisfied that a balanced and comprehensive approach is being undertaken. Council support (financial or in-kind) may be available under either of the following circumstances:

Events that are established, supported, organised, financed and/or managed by the Council. Such events are generally Council or Committee initiated and are specifically provided for and considered through Council’s usual budgetary processes

Events proposed by non-Council Groups. Where the events are held for commercial, private or exclusive interest reasons, support (financial or in-kind) will not normally be considered.

Council support for events is generally in the form of event management, event planning advice and in-kind support which may include publicity and promotion (e.g. Council’s website, Events Calendar), road closures, rubbish removal or the favourable negotiation of hire fees for the use of Council facilities or provision of equipment. Council will consider requests for support on a case by case basis. Financial support is usually through applications for Community Grants where part or all of the funds are used to finance an event.

http://www.ahc.sa.gov.au/


Publicity and Acknowledgement Just as there is a role for Council and organisers to work together in the organising, so it is with publicity. Events that are successful in attracting Council support will receive publicity for the event via the Council Website and Events Calendar. In return applications must provide details of how Council’s contribution will be acknowledged. A chief source of publicity is community signage. This forms part of the application form information. Removal of all signs must be completed within 1 week of the event. 6. ASSESSMENT OF APPLICATIONS TO HOLD AN EVENT

Processing of Applications Council understands that organisers need to know as soon as possible if their planned event is acceptable to Council to enable advanced planning and organising. If the event fits any of the four criteria under ‘Decision’ listed in the Policy Statement above; and requires a full Council decision, longer processing times can be expected. Applications for event approval and support must be lodged with Council sufficiently in advance to allow time for considered assessment (including consultation where relevant) and processing of any associated approvals. For events involving road closures this means at least 6 months advance notice, and other events at least 3 months advance notice. In the case of regularly held annual community events where specific dates are confirmed closer to the event date (e.g. pageants), the applications may be submitted nominating a range of event dates. Applicants can assist processing in the timely processing of applications in several ways:

By using the correct application forms

By providing all the required supporting information as soon as possible

By undertaking market research or information gathering to add to the application to assist Council’s understanding and assessment.

Council commits to consider applications as soon as possible after receipt of the completed Event Application, and to have completed their assessment within 1-6 months of receipt provided all items are submitted as needed in this timeframe. This time frame does not include circumstances where a Development Approval is required. The decision regarding suitability of dates for events that fit under any of the 1-4 items of the Policy Statement ‘Decision’ section and require a full Council decision, will be provided within 4 months of application. The criteria for assessing applications for Council’s support is based on the needs and expectations of the community as reflected in Adelaide Hills Council Strategic Plan. The assessment criteria include: Social Benefits 1. Opportunity for the local community to be involved through volunteerism, attendance

and participation. 2. Fostering a sense of community spirit within the Council area. 3. Celebrating local attractions, culture and history. 4. Provides recreation and entertainment opportunities.


Economic impact of the Event 1. Significant fundraising potential for projects within the community, e.g. through local

community based associations. 2. Potential to attract additional visitors and economic activity, i.e. by attracting visitors

to stay overnight and supporting local business. Timing of the Event 1. Consideration will be given to the timing of the event having regard to availability of

accommodation and the potential to compliment or conflict with another event. 2. Events are particularly encouraged during both the shoulder or low tourism seasons

(May – September), while noting the possible impacts of adverse weather on outdoor events at these times.

3. Any events proposed during the Fire Ban season will need to pay particular attention to safety arrangements and risk management appropriate to the size and venue of the event.

Image and Marketing Exposure 1. Demonstrated level of demand for the event with clearly defined objectives and

outcomes. 2. Ability of the event to attract positive media exposure for Adelaide Hills

Communities. 3. Demonstrated ability to generate a high level of public interest through marketing

and media campaigns. 4. Enhanced broader public appreciation of the AHC region.

Financially sound 1. In the interests of Council and organisers, Council may require the organisation to

identify the revenue sources for their event. Those sources may include organiser’s capital, donations, sponsorship (cash and in-kind) from private and relevant public sector bodies, earnings from ticket sales and merchandising.

2. Annual or recurring events supported by Council will be required to demonstrate long-term financial viability.

Environmental Impact 1. Demonstrated a minimal impact on the natural environment by embracing

environmental sustainability principles and appropriate waste minimisation practices such as recyclable products and recycling of waste.

Impact on the community 1. The likely impacts of events such as noise, nuisance, safety, alcohol availability and

consumption, number of patrons and road closures. 2. Balancing the frequency and community benefit of events, and the needs and

requirements of affected businesses and residents. 3. Event organisers are therefore required to letter box drop businesses in the area no

less than one month in advance unless advised otherwise by Council.

Information disclosure A number of items are commonly required to run events. An online package has been produced to assist applicants to satisfy the requirements under this category. Typically the following information is required to hold an event:

Provision of evidence of $20m Public and Product Liability Insurance.

Provision of a site plan for the event.

Provision of an Event Management Plan and Risk Management Plan.

Provision of any parking and/or road closure requirements.

Provision of any signage requirements detailing size and location.


Details of any proposed security arrangements.

Details of any consultations undertaken or proposed – designed to Council’s satisfaction.

7. EVALUATION AND POST-EVENT REPORTING Council Convened or Supported Events Council will evaluate the success of significant events that it convenes or supports from:

Attendance estimates from a reliable source, e.g. SA Police, ticket sales

Survey data, where available

Community feedback

Agency feedback, e.g. SA Police, CFS, MFS, Hospitals

Council financial records

Visitor Information Centre data

Media

Anecdotal evidence Other Events Other event organisers are required to lodge with Council an evaluation report with sufficient detail for Council to assess the likely social and economic benefits of the event. The report should include:

Financial details (to the extent that no commercial or privacy considerations are breached)

A reliable indication of attendance at the event

Any business or community feedback received

Survey data, where collected

Evidence of any media exposure

An overview of the Event including the achievements, lessons learned and any incidents, including how they were resolved

The above evaluation material is required within 12 weeks of the conclusion of the event. 8. CANCELLATION OF EVENT

If an event is cancelled for unavoidable reasons such as inclement weather, the event organiser is responsible for the notification to Council and the general public. The event organiser will be responsible for any costs attributed to the cancellation of the event. 9. DELEGATION

The Chief Executive Officer has the delegated power under this Policy to implement decisions of Council relating to staging an event in accordance with Section 36(1) (c) of the Local Government Act 1999. The Chief Executive Officer may sub-delegate such powers and functions in accordance with Section 44 and 101 of the Local Government Act 1999. This means that the Chief Executive Officer and the Events Coordinator have the authority to make any decisions relating to events except in specific circumstances outlined in this Policy.


10. RISK MANAGEMENT

Event organisers are required to consider risks that may occur as a result of holding their event. The Council’s Events Coordinator can provide assistance to event organisers in respect to event risk management. The Festivals and Events Policy and associated procedures and practices incorporate risk management strategies consistent with the Local Government Mutual Liability Scheme’s Event Management risk documentation. 11. COST RECOVERY

Some event organisers may request resident contact information for the purposes of consultation and communication where the proposed event might have some impact on resident, e.g. road closures. In the interests of equity for all concerned and encouraging good community consultation, Council will not charge for the provision of targeted resident databases up to 100 addresses. The event organisers take full responsibility for any damage to public property that occurs as a consequence of their event. It is expected that costs associated with repairing such damage will be the responsibility of the event organiser. Repair work should be undertaken in consultation with Council. 12. FEES AND CHARGES

Administration Fee: range between $50 - $500 (subject to annual review from 2013). Council reserves the right to charge an administration fee commensurate with the scale of the event and the staff time required to assess the application for Commercial Events only. Fees will not apply to Community Events. Where an event application can be assessed by the Events Coordinator only, there will be no application fee. Where an application is of a type that requires greater staff or council assessment and external liaison; a fee between $50 and $500 may apply depending on the level of inputs. The Events Coordinator will advise applicants as soon as possible if it becomes apparent that an application fee(s) may apply. Some of the elements of assessment that an application fee will help to fund are:

Fire management

Database provision for consultation

Food handling permit

Waste management

Risk management

Grounds care and preparation

Signage approvals

Liquor licence approvals

Insurance assessment

Traffic management

and when full Council approval is needed.

State Agency/Authority consultation required e.g. CFS or SA Police


13. APPENDICES

(1) Event Guideline No.1 – For Competitive Motoring Events (CAMs Licenced) (2) Event Guideline No 2 – For Non-Competitive Motoring Events (Non CAMs Licenced) (3) Event Guideline No 3 – For Events Involving Animals (4) Event Guideline No 4 – For Sporting Events (5) Event Guideline No 5 – For Artistic, Cultural and Performance Events

Appendix 1 Event Guideline No.1

For Competitive Motoring Events (CAMs Licenced)

Adelaide Hills Council Festivals and Events Policy Guideline No.1 for Competitive Motoring Events (CAMs Licenced)

These Guidelines are to be read in conjunction with the Festivals and Events Policy

An Event Application Form must be completed with supporting information provided, and details of the application can be discussed with Council’s Event Coordinator. Council Decision Competitive Motoring (“Motorsport”) Events that involve full or partial road closures will be subject to a formal Council decision on every occasion. Frequency of Road Closures Routes will be planned so that any designated road is used no more frequently than once every second calendar year (with at least a fifteen month gap between closures). An exception to this will only apply where the continuation of an event has demonstrated high level support from residents living along the route and organisers have addressed any concerns raised in respect to previous events (as set out below). Planning and Notice of Road Closures For events requiring road closures, Council commits to providing approval for dates up to 2 months from notification, but retains the right to refuse the event subject to full application detail. A minimum of 6 months’ notice of intention to run the event is required. Event organisers for events that involve road closures will make available to the community and Council reasonable traffic detour information (including maps) before the event is conducted, and include preliminary information with the event application. Examples of preferred maps and detour information are set out below. Events that involve road closures must arrange the provision of standard warning and detour signage to be placed in appropriate locations for at least two weeks before the event is conducted. Examples of preferred warning and detour signage are set out below. Motorsport Events requiring road closure must submit details of viable, alternative detour routes with their application. A route should be re-considered if there is the potential for significant impact on usual local services e.g. deliveries of product or school bus services. Practice Prohibited Motorsport Event organisers must instruct participants in the event that practising on the designated road before the event by competitors in competition cars is prohibited.

Resident Surveys For proposed closures of roads that have not previously been subject to resident surveys, event organisers must undertake a preliminary resident survey of all affected residents (defined below) and provide the results to Council before a final decision will be made. Following receipt of an application, preliminary assessment of an event will be made and as soon as possible, Council will provide the event organiser with the relevant up-to-date resident contact information and a resident form letter to conduct resident surveys and source resident feedback. The Council Form Resident Letter to conduct resident surveys is recommended. The event organiser will arrange public meetings if deemed necessary. A minimum of 4 months ahead, the organiser needs to provide Council with feedback from all community consultation. In addition, resident concerns notified to Council will be forwarded to the organiser to address. The organisers of Motorsport Events requiring the closure of a specific route more than once every two calendar years must survey all affected residents after each event and demonstrate that all reasonable concerns expressed have been properly addressed before the application is lodged for the following event. A detailed list of resident contact details and their feedback needs to be kept and provided to Council as required. For the purposes of resident surveys in relation to road closures, an affected resident includes (but is not limited to) any resident who will be denied road access to their property during the closure period, whether their access point is on the competition route itself or on an adjoining road rendered inaccessible by the closure. Organisers will also consider other residents with property boundaries adjoining or adjacent to the route and include them in the survey process if they could reasonably expect to be inconvenienced by the road closure and/or the conduct of the event.


For Non-Competitive Motoring Events (Non CAMs Licenced)

Adelaide Hills Council Festivals and Events Policy Guideline No.2 For Non-Competitive Motoring Events (Non CAMs Licenced)


An Event Application Form must be completed with supporting information provided, and details of the application can be discussed with Council’s Event Coordinator. Council Decision Non Competitive Motoring Events (car shows, demonstration runs eg Bay to Birdwood etc) that involve full or partial road closures require a formal Council decision on every occasion. Frequency of Road Closures Routes will be planned so that any designated road is used no more frequently than once every second calendar year, with at least a fifteen month gap between closures. An exception to this will only apply where the continuation of an event has demonstrated high level support from residents living along the route and organisers have addressed any concerns raised in respect to previous events (as set out below). Planning and Notice of Road Closures

For events requiring road closures, Council commits to providing approval for dates up to 2 months from notification, but retains the right to refuse the event subject to full application detail. A minimum of 6 months’ notice of intention to run the event is required.

Event organisers for events that involve road closures will make available to the community and Council reasonable traffic detour information (including maps) before the event is conducted, and include preliminary information with the event application. Examples of preferred maps and detour information are set out below.

Events that involve road closures must arrange the provision of standard warning and detour signage to be placed in appropriate locations for at least two weeks before the event is conducted. Examples of preferred warning and detour signage are set out below.

Motorsport Events requiring road closure must submit details of viable, alternative detour routes with their application. A route should be re-considered if there is the potential for significant impact on usual local services e.g. deliveries of product or school bus services.


For Events Involving Animals

Adelaide Hills Council Festivals and Events Policy Guideline No.3 For Events Involving Animals


An Event Application Form must be completed with supporting information provided, and details of the application can be discussed with Council’s Event Coordinator. Events that involve animals as the main attraction of the event will require a formal Council decision if such an event is held on Council or community land. Events that include entertainment activities which involve the use of animals which can potentially cause harm or distress to those animals may be the subject of a formal decision of Council before determining whether or not to support such an event. Organisers of events involving animals must comply with all RSPCA recommendations and standards as a minimum to minimise or prevent the harm or distress suffered to animals. Events involving animals should also demonstrate appropriate consideration for:

Transport, Handling and Containment of Animals

Waste Removal, Handwashing and Sanitation requirements. Wildlife and Conservation Establishments These guidelines do not apply to events or activities that involve animals when they are held at permanent wildlife and conservation establishments within the Council area. Permanent wildlife and conservation establishments remain subject to existing legislation governing all of the above areas.


For Sporting Events

Adelaide Hills Council Festivals and Events Policy Guideline No.4 For Sporting Events


An Event Application Form must be completed with supporting information provided, where the event impacts on public space or the use of public space or if Council support is requested. Details of the application can be discussed with Council’s Event Coordinator. Road Based Events (cycling, running etc) Examples include cycle races and rallies, marathons and other walking/running events Events that involve road closures will be subject to Council formal decision on every occasion. Event organisers for events that involve road closures must make available to the community and Council reasonable traffic detour information including maps before the event is conducted. Events that involve road closures must include the provision of standard warning and detour signage to be placed in appropriate locations before the event is conducted. Venue Based Events (in ovals, showgrounds or halls) Examples include athletic events, grand finals, tournaments etc. Events that involve road closures must include the provision of standard warning and detour signage to be placed in appropriate locations before the event is conducted.

Sporting Events that involve Motorsports should be referred to Guidelines 1 and 2.


For Artistic, Cultural and Performance Events

Adelaide Hills Council Festivals and Events Policy Guideline No.5 For Artistic, Cultural and Performance Events


An Event Application Form must be completed with supporting information provided, where the event impacts on public space or the use of public space or if Council support is requested. Details of the application can be discussed with Council’s Event Coordinator. The event organisers should wherever possible utilise local facilities and/or venues for their event. The event organisers should engage the local community for support including volunteers. Where a large crowd is expected to attend the event, event organisers must consider security requirements. The event organisers should engage local businesses/community groups wherever possible for the provision of food and drink. Events requiring a new or extended liquor licence must consider the need for security requirements. Events that involve road closures will be subject to Council formal decision on every occasion. Event organisers for events that involve road closures must make available to the community and Council, reasonable traffic detour information including maps before the event is conducted. Events that involve road closures must include the provision of standard warning and detour signage to be placed in appropriate locations before the event is conducted. Artistic, Cultural and Performance Events that involve Motorsports should be referred to Guidelines 1 and 2.

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