REPORT TO COMMUNITY, HOUSING, ENVIRONMENTAL SERVICES & PUBLIC

WORKS COMMITTEE

Sculpture by the Sea 2010 (A02/0459-06) Report dated 22 July 2010 from the Director, Recreation, Customer and Community Services about the organisational arrangements for Sculpture by the Sea in 2010. Recommendation: That Council:

1. Receive and note the information in this report 2. Approve the operational arrangements for the for Sculpture by the Sea 2010

Purpose of Report This report is to update Council on the organisational arrangements for Sculpture by the Sea (SXS) in 2010. Introduction The dates for Sculpture by the Sea 2010 are Thursday, 28 October to Sunday, 14 November 2010. A cross-Council working group is coordinating Council’s planning and operations for the event. The ‘SXS Working Group’ has reviewed Sculpture by the Sea’s Event Plan and is satisfied that Council’s protocol for major events planning has been followed. The scope of the exhibition and program in 2010 has not grown from last year, although one significant change is being proposed. As in 2009, this year Sculpture by the Sea will install approximately 110 sculptures in various locations from Notts Avenue to Tamarama Park. Each sculpture will be risk-assessed by Council officers and, if necessary, structural engineers, before permission is granted to install. Sculpture by the Sea has provided Council with details surrounding its entertainment program, sponsorship, communication with residents, risk management strategies, traffic management planning and parking arrangements. Information on these topics is provided below and in SXS’s Draft Events Plan attached. Dates for 2010 SXS starts at either the end of October or beginning of November every year (except in 2008 when it began mid-October). This start date used to coincide with the beginning of Day Light Saving on the last Sunday of October. Since 2008, Day Light Saving has started earlier on the first Sunday of October. There have been some requests for SXS to realign the start of the exhibition with the new Day Light Saving start date in early October. Holding the event earlier capitalises on the area’s quiet season, although this is not SXS’s preference. In any event it was not possible to begin SXS any earlier in 2010 because of a possible clash with the redevelopment of the Tamarama Park Picnic Shelters and the children’s playground. Entertainment Program As in previous years, SXS’s entertainment and promotional program is subject to sponsorship. Although SXS are still to confirm some sponsorship activities, the program is

5

REPORT TO COMMUNITY, HOUSING, ENVIRONMENTAL SERVICES & PUBLIC

WORKS COMMITTEE

largely the same as last year and plans for the erection and utilisation of structures also mostly match 2009. However, it should be noted that in the attached event report SxS have not finalised the details of all its promotional structures (p. 3 and p.8) and signage details (p. 6). SXS have, in previous years, only confirmed all sponsorship arrangements and promotional structures in the month leading up to the exhibition. Nonetheless, SXS have been advised that it is not possible to add any major, or several minor, structures to the exhibition after Council has considered and endorsed its event plan. The organisation has also been advised that any significant changes to the scope of the exhibition may impact on Council’s planning requirements for new temporary developments. SXS have not finalised details for its Havaianas “Sunset Bar” (p.8). This juice bar was in Marks Park in 2009, but SXS are requesting a new location on Tamarama Beach this year. The Director of Planning and other relevant officers will be consulted on a relocation of the ‘Sunset Bar’ and the possible need for planning approval. Additionally the Sunset Bar or any other new structure proposed for Tamarama Beach may be rejected by the SXS Working Group on the grounds that it will change the scope of the exhibition. SXS have also been advised that in 2011 it will need to provide greater detail on all promotional structures and sponsors earlier than has been required in the past. This will improve Council’s ability to monitor and approve the event plan. Sponsorship SXS have advised Council of the following sponsors of the 2010 exhibition:

National Australia Bank Transfield Foundation Allens Arthur Robinson The Balnaves Foundation The Helen Lempriere Bequest managed by Perpetual Sydney Water (Founding Sponsor & Significant Partner) Parsons Brinckerhoff Icebergs Dining Room & Bar Sell & Parker ABC 702

Currently, SXS 2010 has not secured any alcohol sponsorship to date, but may do so closer to the event. Council’s sponsorship policy prohibits accepting sponsorships from alcohol companies it considers unsuitable. However during the event alcohol promotion is limited to private sponsor functions and logos displayed in promotional material such as the exhibition catalogue and a ‘Thank you’ Board in Marks Park. Sydney Water provides water trailers on weekends in Tamarama Park. The Working Group has asked SxS to ensure the water cups are compostable. Risk Management Each year, SXS provide Council with detailed strategies for safety procedures including a water safety management plan, service of alcohol, security and crowd management. Crowd management

6

REPORT TO COMMUNITY, HOUSING, ENVIRONMENTAL SERVICES & PUBLIC

WORKS COMMITTEE

Based on previous years, SXS anticipates approximately 500,000 visitors. SXS have a trained site crew to manage crowds and they are equipped with two-way radios to report on the foot traffic flow through the walk. This year, the Access Committee has provided feedback concerning joggers using the congested coastal walk during SXS. SXS has agreed to address this problem with signage and promotional material. The message to all users of the walkway will be to respect each other and, where possible, to access the path during quieter times. Water management

SXS have special conditions for installing artworks in the ocean. This year, there are no artworks proposed for the sea. Service of Alcohol

SXS serves alcohol at sponsor hospitality events onsite (in which alcohol is served to 20-40 guests approximately 40 minutes before a tour of the exhibition). SXS are required to serve all food and alcohol according to Council catering Guidelines and the Responsible Service of Alcohol Guidelines. To prevent excess consumption of alcohol, this year all sponsor functions will end by 8.30pm. SXS are required to advise the Waverley Liquor Licensing Police of all events that involve the provision of alcohol. SXS are aware that if an event requires a liquor licence it must provide Council with evidence of its obtainment. Security

As in previous years, SXS will have site crew or security guards on the walk, 24 hours each day during the exhibition. Waverley Police and Council Rangers will also provide some security. Traffic Management Plan The Traffic Committee endorsed SXS Traffic Management Plan in June 2010. The Plan provides for the following road closures:

Weekend road closure of Notts Avenue at Campbell Parade between the hours of 9am and 6:30pm (Weekends – 30 October and 31 October; 6 November and 7 November; 13 November and 14 November).

Road closure of the loop formed by Kenneth Street and Fletcher Street at Sandridge Street and Gaerloch Avenue between the hours of 9am and 6:30pm (Friday, 29 October to Monday, 1 November; Friday, 5 November to Monday, 8 November; Friday, 12 November to Sunday, 14 November).

This year SXS is required to provide information or signage in Notts Avenue to warn drivers and pedestrians that, during the event, it is a shared zone. The Traffic Committee also requested that SXS provide a summary of traffic issues that occur in this year’s event, to be submitted in its 2011 traffic management application. This evaluation will be considered by the Traffic Committee in 2011 and will inform its determination of SXS’s traffic plan. Parking

7

REPORT TO COMMUNITY, HOUSING, ENVIRONMENTAL SERVICES & PUBLIC

WORKS COMMITTEE

Sculpture by the Sea adds demand for already limited parking spaces surrounding the coastal walk. To improve the system, last year the SXS Working Group helped to implement clearer parking rules for staff, site-crew and artists vehicles. These rules included a requirement to display Council issued permits. The parking locations and numbers for 2010 remain unchanged from last year: A maximum of 20 cars (18 SXS and two Council operational spaces) will be permitted to

park in Tamarama Gully at any one time during the exhibition. Parking in the Gully is subject to SXS obtaining a Council issued permit for each vehicle. The gates will be locked to prevent unauthorised parking and the Rangers will regularly monitor the area.

A maximum of four SXS cars will be permitted to park at the end of cul de sac in Notts Avenue at any one time during the exhibition.

A maximum of six vehicles (site-crew) will be permitted to park in a small section of Marks Park.

The Traffic Management Committee advised SXS that staff and event vehicles are not permitted to park in any road closure areas. Depending on the number of complaints from residents on parking issues, Council may consider taking responsibility for implementing the road closures in future years at the applicant’s expense.

As in previous years, SXS have requested that staff, artist and contractors vehicles be allowed access into Marks Park and Tamarama Park to install and de-install the exhibition. SxS will have a drop-off point coordinator and other site crew to oversee the arrival of vehicles. The procedure in 2010 remains unchanged from last year: Artists can drive into Tamarama Park at rostered times from 7am on 25 and 26 October

to install their sculptures and on 18 November to de-install. Artists can drive into Marks Park at rostered times from 7am on 22 and 25 October to

install their sculptures and on 18 November to de-install. Artists can drop off or collect their sculpture on the footpath next to the start of the

coastal walk in the cul de sac of Notts Avenue on 25 and 26 October. SXS have also requested to reserve 4 parking spaces at no cost in Notts Avenue during install and de-install.

Artists can drop off or collect their sculpture on the footpath closest to the coastal walk in Gaerloch Avenue on 25 and 26 October.

To avoid disruption to early morning local traffic, only a limited number of artists will be authorised to install or de-install before 9am.

Communication with the residents Four months before the exhibition SXS carries out a letterbox drop to residents living in the immediate vicinity of the exhibition site informing them of the details of the exhibition and relevant dates. Two or three weeks before the exhibition, SXS will carry out a second letterbox drop to residents in the immediate vicinity of the exhibition as well as residents in the greater Bondi and Tamarama area. The letter gives information about the exhibition, traffic and parking, plus includes phone numbers to call for more information.

8

REPORT TO COMMUNITY, HOUSING, ENVIRONMENTAL SERVICES & PUBLIC

WORKS COMMITTEE

This year, SXS has also provided an information sheet about the event to be distributed at the next precinct committee meetings in Bondi Beach, Bronte, Bronte Beach and South Bondi. Finally, SXS organises a ‘Residents’ Night’ during the exhibition, inviting residents living in the immediate vicinity to a drinks and canapés function with SXS staff. Analysis Financial In 2009 Council provided SXS with significant in-kind support, a small grant of $10,000, and the Mayor’s Prize worth $5,000 (this prize went directly to an artist). Council is acknowledged as a sponsor in all SXS’s promotional material and activities. In the past, in-kind support was conservatively estimated to be $51,753. This consisted of staff resources, cleaning and maintenance expenses, open space hire, electricity and restoration works. The in-kind support figure is currently being updated by the SXS Working Group. To be considered for funding in 2010, SXS needs to acquit its 2010 grant and submit an application for funding under Council’s Small Grants Program (which closes on 27 August). Delivery Program Sculpture by the Sea satisfies a number of important elements of the 2010-2013 Delivery Program, particularly: C6a Enrich the cultural life of the community by providing and supporting a variety of

cultural events and activities for residents and visitors; and C6b Encourage art in public places and public art in private developments - the level of

support given to SXS is a measure of this strategy. Consultation Council’s Traffic Management Committee has been consulted on the operational planning for 2010. Key Divisions are represented on the SXS Working Group. Timeframe Exhibition dates: Thursday, 28 October to Sunday, 14 November 2010 (24 hours for

each exhibition date) Event set-up: Marks Park only – Wednesday 20 to Friday 22 October 2010 & Full Site -

Monday 25 October to Wednesday 27 October 2010 Event pack up: Monday 15 November (soft de-install) to Thursday 18 November Recommendation: That Council:

1. Receive and note the information in this report 2. Approve the operational arrangements for the for Sculpture by the Sea 2010

Meredith Wallace Director, Recreation, Customer & Community Services Author: Naomi Jacobs

9

1

DRAFT EVENT PLAN – as at 23 July, 2010

Event Name Sculpture by the Sea, Bondi 2010

Event Location Bondi Coastal Walk from Notts Ave Bondi to Tamarama Beach, Tamarama including Mark’s Park, Gaerloch Reserve and Tamarama Park. Also including a small indoor exhibition at both Bondi Pavilion and Tamarama Surf life Saving Club and opening function at Bondi Pavilion.

Event Date Thursday, 28 October to Sunday, 14 November 2009

Event Times 24 hours for each exhibition date

Event Setup Marks Park only - Wednesday 20 to Friday 22 October 2009 & Full Site - Monday 25 October to Wednesday 27 October 2009

Event Pack Up Monday 15 November to Thursday 18 November

Event Organiser Sculpture by the Sea Incorporated

Key Contacts David Handley, Director – 0414 357 145 Noah Birch, Site Manager – 0438 334 464

Office Contacts Sculpture by the Sea PO Box 300 Surry Hills NSW 2010 Ph. +61 2 8399 0233 Fax. +61 2 8399 2322

10

2

1.0 EVENT GUIDELINES

a) Overview / outline of the event

Staged annually since 1997, Sculpture by the Sea (SxS) is a free to the public outdoor sculpture exhibition staged along the coastal walk from Notts Avenue, Bondi to Tamarama Beach. The exhibition features approximately 110 sculptures from NSW, interstate and international artists. SxS also includes ancillary activities including the following:

Sculpture Inside: An exhibition of smaller works by exhibiting artists, held in the Bondi Pavilion Gallery and Tamarama Surf Life Saving Club;

SxS Education Program: During the weekdays of the exhibition SxS runs a school Education Program for primary and secondary school children operating out of Tamarama Park attended by over 2,000 students in two weeks;

BBQ by the Sea: Held on the Notts Avenue street level deck of the Icebergs Bar & Restaurant on the weekend days of the exhibition; and

Sculpture Conference “Sculpture in Public Space”, a full day conference for artists, art critics, industry members, students, general public occurring on the first Monday of the exhibition at the Art Gallery of NSW.

b) Location and layout map

SxS is located on the coastal walk from Notts Avenue, Bondi to Tamarama Beach, Tamarama including Marks Park, Gaerloch Reserve and Tamarama Park. The exhibition site also includes small indoor exhibitions at Bondi Pavilion and Tamarama Surf Life Saving Club and an Exhibition Party function at Bondi Pavilion. Please see map attached. c) Structures to be erected or utilised (dimensions/weight)

The following outlines the structures SxS proposes to use on site, or intends to install/erect: Overall Site

SxS will install approximately 115 sculptures at various locations from Notts Avenue to Tamarama Park all of which will be individually discussed with Council for Council approval; As in previous years Council will inform SxS if it requires any further information on any sculptures or for any sculptures to have an engineering report. This additional information or engineering reports will be provided to Council for approval of the sculptures for the exhibition. Once all the sculptures to be exhibited are approved by Council, SxS will issue the artists with an ‘Authorisation to Install’.

Donation boxes will be placed intermittently across the site. 11

3

Notts Avenue

Erect 1 information/catalogue marquee; BBQ by the Sea fete stall and cool room;

Marks Park Utilise the amenities block in Marks Park for event storage and power for

onsite facilities; Erect temporary prefabricated site offices; Erect up to 2 small temporary marquees for sponsor activities (functioning

primarily on weekends) Parkers Organic Juices & MOB; Erect 1 temporary structure as a café Locate up to 2 x transportable cool rooms (behind café structure); Erect extra toilet facilities for public use; Erect 1 7x3 m ‘thank you’ board on the north wall under Marks Park; Install 1 water trailer for Sydney Water (functioning weekends only); Install 1 blue painted shipping container 2.5m x 6m. This container supplies

vital storage space for items that used to reside in the amenities block, which is no longer available for our use. The container will be placed behind the other temporary structures.

Gaerloch Avenue

Erect 1 information/catalogue marquee;

Tamarama Park Erect 1 information/catalogue marquee; Erect 2 marquees for Education Program activities; Install 1 water trailer for Sydney Water (functioning weekends only); Possible additional toilet facilities; Locate 1 x transportable cool room; Additional marquee for Tamarama Café BBQ; and Erect a marquee to facilitate an ABC Radio Outside Broadcast (one day only); Possible shift of a previously approved sponsorship structure from Mark’s

Park to Tamarama Beach.

SxS will provide Council with a plan of the area, several weeks prior to the exhibition, with respect to the placement of sculptures and structures to be installed for the exhibition. Further, dimensions and weights of structures to be erected are dependant upon availability from hirers and if required SxS can advise Council when these are confirmed. d) Other stakeholders and their involvement in the event

Aside from Waverley Council the stakeholders associated with SXS include:

Artists – SXS works with artists from the time of selection in April, monitoring the assemblage of their work, installation and de-installation of their sculptures for the exhibition;

Public – The general public visits the exhibition and views the sculptures on display;

Residents – The exhibition is staged in an area with a large volume of residents in the immediate vicinity of the site and in the general Bondi and Tamarama area; 12

4

Sponsors – Sponsors provide the exhibition with financial assistance and in

return SXS provides numerous benefits to sponsors including logo placements on signage and function for sponsors onsite during the exhibition period (see item ‘m’);

Patrons & Supporters – Individual patrons and supporters of the exhibition donate to the exhibition, with 20% of their support directed to individual artists to assist with the costs of exhibiting. SXS will in return host functions for patrons and supporters onsite during the exhibition period;

Staff & Volunteers – Full time staff are joined by part-time staff, contractors and volunteers to coordinate the production of the exhibition. All staff onsite, with the exception of the Exhibition Director and senior sales or sponsorship staff, wear a SXS T-shirt to be readily identifiable;

Local businesses – Local businesses provide a variety of services to support the exhibition and visitors to the exhibition and receive substantial economic benefits;

Schools – A variety of schools from the Sydney region participate in the SXS School Education Program or attend independently in school excursions with an estimated 15,000 students visiting SXS;

Media – SXS engages all media platforms to report on and publicise the exhibition;

State Transit – Sydney Buses have increased the frequency of buses in the immediate vicinity of the exhibition (see attached Traffic Management Plan); and

The State of NSW – SXS generates over $40 million for the NSW economy and considerable national and international media coverage.

e) Target market for the event

General public Artists Local, national and international media Schools Art buyers Tourists

f) Anticipated participant numbers

The following groups directly participate in the exhibition with SxS anticipating that these groups will total over 300 participants (with the following breakdown):

Artists = 115 Staff = 90 (including permanent, part-time and contract staff) Volunteers = 100

g) Anticipated crowd numbers Based on previous years, SxS estimates that approximately 500,000 people will visit the exhibition during the exhibition period in 2009. 13

5

h) Proof of valid Public Liability Insurance (minimum 20 million dollars). The

insurance policy must detail Waverley Council as an interested party, name of event and date.

Please see attached. i) Entertainment program The following outlines the intended entertainment program for the 2010 exhibition:

The exhibition Media Launch – Thursday, 28 October at approximately 11am-12pm SXS will hold a media launch (see below, section ‘k’);

Sponsor Corporate Entertaining Events – groups of up to 3 acoustic musicians will be hired to play on site between 6pm and 8pm on weeknights throughout the exhibition for sponsor entertaining events;

BBQ by the Sea - groups of up to 3 acoustic musicians will be hired to play in the courtyard adjacent to Icebergs Dining Room and Bar between 11am and 3pm on weekend days throughout the exhibition for BBQ by the Sea patrons;

People’s Choice Prize Announcement – Sunday,14 November approximately from 2pm-3pm to announce the winners of the People’s Choice and Kid’s Choice awards (see below, section ’k’);

ABC Outside Broadcast – live from the exhibition site at Tamarama/Marks Park.

j) Sponsors & signage details Sponsors The following companies are confirmed as the top 4 tiers of our sponsors for the 2010 exhibition:

Co-Principal Sponsor NAB Major Partner Transfield Foundation Balnaves Foundation Allens Arthur Robinson The Helen Lempriere Bequest managed by Perpetual Significant Partners Sydney Water (Founding Sponsor & Significant Partner) Parsons Brinckerhoff Icebergs Dining Room & Bar Supporting Partners Sell & Parker MSS Security

Media Partner

ABC 702

14

6

Council will be notified of any additional sponsors in these categories of sponsorship that are confirmed before the exhibition. Signage The following approximates event signage numbers, each featuring dates, website and sponsor logos. All will be produced by Sculpture by the Sea to a standard design template.

2 x roadside banners located at cnr Notts Ave and Campbell Parade and Marine Drive, Tamarama, 500cm x 90cm;

3 x catalogue marquees (3 banners per marquee) located at Notts Ave, Gaerloch Ave and Tamarama Beach (park), 240cm x 90cm;

1 x Sponsor Thank You sign located on the coastal walk crib wall below Marks Park, 700cm x 300cm;

2 x banners located at Bondi Pavilion, 430cm x 90cm; 36 x flags on poles located on Campbell Parade, 240cm x 120cm; 12 x temporary 6m flagpoles and flags sited in groups of 4 or 6 at the

entrances to the exhibition at Notts Ave, Tamarama and possibly Mark’s Park. 115 x sculpture site number plaques, various locations, 13cm x 13cm; 10 x sculpture award plaques, various locations, 26cm x 26cm; 1 x BBQ by the Sea information banner located at Bondi Icebergs, 310cm x

85cm; 1 x BBQ by the Sea sponsor banner located at Bondi Icebergs, 310cm x

85cm; and Numerous sandwich boards notifying the public of the following: the School

Education program, SxS Site Office, BBQ by the Sea, public transport information, toilet facilities, 60cm x 90cm each.

Additional signage offering benefits to the public featuring sponsor logos will be produced following confirmation of additional sponsors.

k) Public address system

SxS intends to hold the following functions during the exhibition period which will require a PA system to support the use of microphones as speeches will be involved:

On Thursday 28 October at approximately 11am – 12pm SxS will hold a media launch in Marks Park inviting speakers from Waverley Council, Government Ministers and sponsors; and

On Sunday 14 November at approximately 2pm – 3pm, the final day of the

exhibition, SxS will announce the winners of the People’s Choice and Kids’ Choice Prizes and any other confirmed prizes relating to the exhibition inviting speakers from Waverley Council, Government Ministers, sponsors and exhibiting artists.

l) Safety procedures including the water safety management plan

Safety Procedures SxS continues to implement a formal comprehensive risk management strategy for the event. This strategy will involve both set and adaptable risk prevention and risk response protocols covering all areas and activities of the event. The robust and 15

7

rigorous strategy has been tailored to suit SxS as an organisation with particular regard to its major event activities. SxS has appointed a dedicated risk manager from its staff, working in association with their long-standing risk management consultant, for Bondi 2009. All Senior Site Crew members hold a current St John’s Ambulance Senior First-Aid Certificate; there are always at least one Senior Site Crew on patrol with up to four other site crew from 6:30 a.m. and 9 p.m. daily.

We have a trained paramedic confirmed as Senior Site Crew and rostered on

in busy periods; Trained site crew/security patrolling exhibition are all equipped with walkie-

talkies; and All exhibition staff members are subject to mandatory induction on set

responses to public safety situations. SxS maintains an updated Emergency Management Plan. Please se attached. In addition, it implements training for site staff to appropriately manage the prevention of and response to emergency scenarios. A dedicated register of all levels of incidents is kept for all of our events and incident responses are systematically reviewed by senior management. Water Safety Management Plan An outline of the special conditions for installing works in the water has been developed with Council in previous years and this will be followed regarding any water installations. There are no works in the water this year. m) Security and crowd control management plan

Security SxS have site crew or security guards on the coastal walk day and night during the Exhibition. Please note the following:

Night Security – SxS’s overnight security plans include a minimum of 4 security guards and up to 6 security guards on the coastal walk from dark until after sunrise. From sunset until 9pm the security guards will be supplemented by ‘artist patrols’ supervised by SxS’s site staff;

Day Security – SxS site crew will provide daytime security. The SxS site staff will communicate with each other and the site office in Mark’s Park by two way radio;

As has occurred since 1997 SxS would ask that Council Rangers assist in security and crowd control management alongside SxS site crew where possible and subject to other demands on the Ranger’s time, two Rangers will patrol the coastal walk for two hours each morning and each evening; and

SxS will request Waverley Police to continue their annual support for the event by including the exhibition in their rounds.

16

8

Crowd Management It is understood that due to the nature of the exhibition an official crowd management plan is not required however all site crew are provided training by the Site Manager before the exhibition in appropriate crowd management strategies. Site crew are equipped to communicate with each other and the site office in Marks Park by two way radio specifically to report on the status of the foot traffic and its flow through the site. In recognition of the possible congestion on the pathways during the event SXS will place signage prior to the event on site and in its promotional releases to the effect that during the upcoming exhibition it is important that all users of the path respect the rights of other users. We will be using something similar to the following: 'The coastal walk during Sculpture by the Sea (28 Oct.-14 Nov.) is very crowded during the hours of 9am-7pm weekdays and 8am-9pm weekdays. For everyone's safety, please respect the rights of others on the path and consider accessing the walk during the less crowded times.' n) Promotion strategy including any product activities, sales and giveaways.

All materials environmentally friendly (no plastic, no balloons)

The following outlines the current promotions involved in the 2010 exhibition:

Exhibition Catalogues – The sale of exhibition catalogues from the catalogue/information marquees by volunteers primarily from the Art Gallery of NSW;

Havaianas “Sunset Bar” purpose built timber stall with outdoor table and chairs located in Marks Park or Tamarama Beach, operating as a daytime juice bar with Havaianas sales from 10am-5pm weather permitting and converting to the traditional Sunset Bar venue in the evenings. No power or services required.

NAB – giveaway of branded caps and children’s bucket and spade sets on weekend days only from the information/catalogue marquees; 10 x on-site chalkings, Branded Kids’ Choice Prize voting forms and boxes located at catalogue marquees (Notts Ave, Gaerloch Ave and Tamarama), adjacent to site office Marks Park and Sculpture Inside (Bondi Pavilion and Tamarama Surf Life Saving Club) every day;

Sydney Water – giveaway of water from branded Sydney Water water trailers located at Marks Park and Tamarama, and potentially Notts Ave, weekend days only. Sydney Water staff in branded clothing;

Allens Arthur Robinson - branded People’s Choice Prize voting forms and boxes located at information/catalogue marquees (Notts Ave, Gaerloch Ave and Tamarama), adjacent to site office and Sculpture Inside, every day;

An evening bar “Sunset Bar” in Marks Park at which we hold small events for residents and corporate sponsors.

o) Communication and PR Plan (including any Media coverage and

notification of neighbouring residents and commercial operators)

17

9

Public Relations/Media Plan SxS will implement both long-lead media and engage a publicist full time for the exhibition period to manage all media opportunities generated by the exhibition. SxS has in previous years generated media coverage across all media platforms. SxS has a concise database of and relationship with key media contacts in NSW and interstate. As per last year, SxS will facilitate an outside radio broadcast on the exhibition site. Either the day before the exhibition opening or on the day the exhibition opens SxS will hold a media launch. Communication with Residents Four months out from the exhibition the first letterbox drop was carried out for residents living in the immediate vicinity of the exhibition site informing them of the details of the exhibition and relevant dates. Four weeks out from the exhibition a second residents letterbox drop is carried out for residents in the immediate vicinity of the exhibition in addition to residents in much of the area of South Bondi and Tamarama area advising them of information relating the exhibition, traffic and parking information and supplying contact phone numbers for more information. SxS organises a ‘Residents Night’ during the exhibition period, inviting residents living in the immediate vicinity of the exhibition to come to the exhibition site for a private function involving SxS staff, drinks and canapés. This has always been an evening enjoyed by the many who attend. p) Traffic management plan (including any clearways and road closures

required. Note: If A TMP is required, it must be submitted to the Waverley Traffic Committee (WTC) at least 2 months prior to the event. The committee meets monthly on the first Thursday of each month.

The Traffic Management Plan (TMP) has been submitted to the Traffic Committee (June 2010).

q) Waste management plan including any additional toilet and waste facilities

if applicable. Waverley Council supports recycling where possible and the use of environmental friendly packaging materials.

SxS will liaise with Council in relation to the number and location of additional toilet facilities we will provide. As per previous years SxS would greatly appreciate Waverley Council providing additional rubbish collection and cleaning services along the coastal walk including the parks and toilets during the exhibition. The SxS Head Curator will continue to liaise with the Council’s Parks Supervisor for the day to day management of such matters. r) Parking requirements particularly for reserved parking, large trucks and

trailers.

As per previous exhibitions SxS requests that SxS staff, artists and their contractors’ vehicles be allowed access into Mark’s Park and Tamarama Park for the purposes of installing and de-installing the Exhibition and for management purposes. 18

10

During the installation and de-installation of the exhibition for artists not installing in the parks SxS will require artists’ vehicles be allowed to get as close to the coastal walk as possible with their often heavy and cumbersome sculptures and equipment. At each of the locations for dropping off the sculptures (Notts Avenue, Marks Park, Gaerloch Avenue and Tamarama Park) SxS will have a drop-off point coordinator and other site crew to oversee the arrival of vehicles for installation and de-installation as follows:

Notts Avenue – at rostered times to stagger the flow of vehicles, SxS requests that artists be entitled to drop off or collect their sculpture on the footpath next to the start of the coastal walk in the cul de sac of Notts Avenue.

Once their sculpture has been dropped off SxS understands that the artist is required to legally park their vehicle. To further assist artists in this process SxS requests that Council authorises SxS to reserve 4 of the signed parking spots at the cul de sac end of Notts Avenue with road block barriers to be put up on these parking spots on the mornings of Monday 25 and Tuesday 26 October by SxS site crew. To assist with the cohesive running of the event we would like to request that these parking places do not require coins to be placed in the metres or the parking limit reserved;

Notts Avenue - grass at the end of the cul de sac – use of this area for SxS staff to park their vehicles for the duration of the exhibition to assist with the proper running of the event, including catalogue sales and corporate sponsorship functions;

Mark’s Park – at rostered times to stagger the movement of vehicles, SxS requests that artists and their contractors be entitled to drive into Mark’s Park to install or de-install their sculpture. As per previous years SxS asks that in preparation Council will mark the sprinkler heads with witches’ hats. A member of the SxS site team will oversee the movement of vehicles in and out of Mark’s Park;

Gaerloch Avenue – at rostered times to stagger the movement of vehicles, SxS requests that artists be entitled to park, only for the purpose of dropping off or picking up their sculpture and equipment, on the footpath closest to the Coastal Walk. Once the sculpture has been dropped off the vehicle will be moved to a legal parking spot; and

Tamarama Park – at rostered times to stagger the movement of vehicles, SxS requests that artists be entitled to drive into Tamarama Park to install or de-install their sculpture. As per previous years SxS asks that in preparation Council marks the sprinkler heads with witches’ hats. A member of the SxS site team will oversee the movement of vehicles in and out of the park.

Tamarama Gully – As per previous years, SxS requests access to park up to twenty vehicles at a time in Tamarama Gully. For the purpose of managing traffic in the park, a double padlock system will operate on the gate.

SxS requests that Council agrees to notify its Rangers and Parking Officers so that artists are able to install their sculptures confident that the above procedures have been notified to all relevant Council officers and that they will not be booked for traffic infringements when they comply with the above. SxS undertakes to only allow artists to install sculptures in Marks Park from 7am on 21 and 22 October, and the rest of the site from 7am on the 25 and 26 October, with the exception of some preparatory work across the site from 21 October such as concrete footings. At the end of the exhibition SxS undertakes to ensure all artists have removed all sculptures from the coastal walk by 7pm on the Thursday after the last Sunday of the Exhibition, being 18 November, 2010. 19

11

For the purpose of managing traffic flow in the roads around Mark’s Park, the artists driving into Mark’s Park will be requested to drive into Mark’s Park along Kenneth Street and out of Mark’s Park via Mark’s Lane and Fletcher Street where the vehicle size permits this. So as not to disrupt the early morning local traffic, only a limited number of artists will be authorised to install or de-install prior to 9am. s) Catering / Beverage requirements The following catering & beverage requirements are planned for the 2010 exhibition:

Sponsor Hospitality Events Onsite – SxS will conduct a series of twilight tours of the exhibition and evening functions onsite for sponsors on weekday evenings throughout the exhibition period. In general these functions will be for between 20 – 40 guests. Food required for these events will be prepared offsite and brought in and refrigerated immediately prior to use (only cold food will be supplied at these events). Sponsor alcohol and soft beverages will be served at these events for approximately 40 minutes prior to the start of the tour, according to responsible service of alcohol guidelines. 2 to 3 tours will be held per weekday evening of the exhibition period as well as the days immediately proceeding.

In relation to the café erected in Mark’s Park please note the following: As per previous years SxS and the owner of the Tamarama café propose to

operate a café in Marks Park of approximately 10 tables, 40 chairs, table umbrellas, refrigeration, espresso machine(s) and other equipment as normally used in a café. The proceeds from the café will be shared between SxS and the Tama café;

For the purpose of running the exhibition and the cafe a double padlock system will operate on the gates to Mark’s Park and Tamarama Park during the Exhibition;

SxS request that the café has access to the Council’s Marks Park building to use electricity and water connections, subject to reasonable use. SxS notes that cabling from the building must not lie on the ground and must be approved by the relevant Council officer; and

SxS understands that they are responsible for all security concerning the café and that café staff must comply with directions from Council officers, Police officers or other authorities. Further, SxS understands that all requirements regarding food-handling procedures must satisfy Council’s Health Department.

t) Complaint management strategy The Exhibition Production Manager is briefed to field all public complaints and inquiries and is available via mobile phone at all times for the duration of the exhibition period. The Exhibition Production Manager will log all complaints and inquiries received from the public and action them accordingly. u) Noise management plan

Council has been advised of any sculptures exhibited in SxS with a sound component. 20

12

Due to the nature of SxS as a daytime exhibition of sculpture, aside from the public address system requirements (please see item 1(k)) and the aforementioned sculptures with sound, SxS does not believe it necessary to prepare a noise management plan.

2.0 ADMINISTRATION FEE

Due to the limited funding SxS which is a not-for-profit organisation, it is requested that all fees be waived.

3.0 EVENT FEE

Due to the limited funding SxS which is a not-for-profit organisation, it is requested that all fees be waived. Regarding the sponsor NAB on-site chalkings as outline in item 1(n), SxS would greatly appreciate the permit fee for this activity be waived, as was the situation in previous years.

4.0 ADDITIONAL INFORMATION (IF REQUIRED). PLEASE READ THE FOLLOWING CAREFULLY.

a) An event proposal for large and/or complex events should be sent to

Council for consideration at least 6 – 10mths prior to the proposed event date.

SxS is in constant discussion with Waverley Council in relation to the exhibition. b) An event fee can be influenced by a number of factors such as availability,

size, space requirements, structures involved, sponsor involvement, area requested, nature of the event, time of year, other activities in the area etc.

Noted.

c) Council does not allow any alcohol and tobacco Sponsorship/advertising. As previously approved by Council since 1998, alcohol sponsor logos along with other sponsor logos will be placed on exhibition signage. d) No balloons are to be used for promotional/advertising activities. Noted. e) An Event Organiser is required to protect both the environment and Council

property. Noted. f) An Event Organiser is responsible for all costs incurred in relation to waste

management associated with the presentation of the event. A Waste Management Plan must be prepared prior to approval.

Noted, with these services provided by Council as outlined in this agreement. 21

13

g) Any products sold or giveaways distributed must be use reusable,

recyclable environmentally friendly packaging materials. (no plastic) Noted. h) Approval for an event is at the discretion of Waverley Council. Noted. i) Once an event has been approved no changes/additions can be made. As the nature of SxS and its limited funding is characterised by having to continue to develop sponsorship opportunities develop throughout the course of the year, SxS would greatly appreciate continuing the practice of previous years whereby when opportunities arise, such as additional sponsors and their requests, these will be considered by Council up to and including the weeks immediately preceding the exhibition. j) All fees are non-refundable. The refund of the Restoration Bond is subject

to any damage to Council property and landscaping. Noted. k) Food handling procedures to be approved by Council’s Health Department.

Please contact Council’s Health Department for application forms. Noted. This will be provided by the owner of the Tamarama Café. l) If a Traffic Management plan is required, it must be submitted to the

Waverley Traffic Committee (WTC) at least 2 months prior to the event. The committee meets monthly on the first Thursday of each month.

This has been completed at the June meeting of the Traffic Committee. m) Flag poles along Campbell Parade may be hired for your event. Please

contact Bondi and Beaches Division. Noted. As per previous years SxS requests the waiver of this hire fee.

22