Waverley Council HIGH IMPACT Event Proposal

Waverley Council

HIGH IMPACT Event Proposal

All Event Organisers are required to submit a Venue Hire Application Form for the use of Council owned or managed public spaces to hold a temporary event.

HOW TO COMPLETE THIS FORM:

1. Ensure that you have read the following:

2. Fields on this form marked with an * are mandatory

3. Note this application is subject to approval by Waverley Council and does not constitute a booking. Applications will not be formally considered and assessment frameworks will not commence until the EVENT Application is lodged and the Event Application fee of $600 is paid. An invoice will be sent once application proposal has been received.

Applicants Details

Contact Person*

Organisation*

ABN*

Mobile*

Email*

Postal Address*

Website*

Is your organisation registered as Not For Profit?*

Yes- Not for Profit

No - not registered

Manager's experience*

Does the Applicant have experience managing events on a similar scale to the proposed event?

Yes - please provide details below

If yes, please give details about experience.

Event Proposal Details

Event Name*

Type of Event*

Community Event

Commercial Event (for profit)

Free Event

Description of Event*

Please provide a brief description of the proposed event (200 words or less)

Event Aims and Objectives*

Please provide a brief description of the aims and objectives of the event (200 words or less)

Will your proposed event be ticketed?*

Yes - please provide details below

Ticketing Details

Please provide details (including anticipated price of tickets) if applicable.

Dates and times

Event date(s)*

Event time(s)*

Bump IN date(s)*

Bump IN time(s)*

Bump OUT date(s)*

Bump OUT time(s)*

Venue/ Location

Proposed Location(s)*

Please provide your 1st preference, 2nd preference and 3rd preference (if applicable)

Patron/ Audience Information

If a one day event, total expected*

If multiple sessions, total expected

Expected attendance per session

What is the demographic of your audience?*

eg age range etc

Purpose of the event

Details of purpose*

Food and Beverage

Are you planning to provide/sell food ?*

Yes- please provide details below

Food details

If applicable.

Are you planning to provide/sell alcohol?*

Yes - please provide details below

Beverage details

If applicable.

Sound Amplification

Will your event have amplified sound?*

Yes - if yes please provide details below

Amplified sound details

Please provide details of proposed sound system/s and operating hours (including sound check and rehearsal times) if applicable.

Proposed Infrastructure

Marquees*

Will your proposed event have hoeckers/ marquees/ fete stalls etc (structures)?

Yes

Number of Marquees*

None

1 to 2

3 to 5

6 or more

Footprint of Structures

What is the approximate total square meterage of structures?

(Please note that all marquees and structures must be weighted down and not pegged)

Will your proposed event have stage(s)?*

Yes - if yes please provide details below

Staging details

Please provide details of proposed stage/s including type of stage/s and approximate square meterage, if applicable.

Will your proposed event have amusement rides?*

Yes - please provide details below

Amusement Ride details

All rides including jumping castles, if applicable.

Power

Will you be requesting use of Council power?*

Yes

How many days would you require power?

What kind of power will you require?

Three Phase

Single Phase

Will you be using generators

Yes - please provide details below

Generator details

If applicable.

Toilets

Please note that adequate toilet facilities (including accessible units) will need to be provided at the event organiser's cost.

Toilets provisions*

Yes - please provide details below

Toilet details

Please provide total number and types of toilets, if applicable.

Water

Please note that water supply may be limited or unavailable.

Please provide details of water requirements?

If applicable.

Pyrotechnics

Will the proposed event feature pyrotechnics?*

Yes - please provide details below

Pyrotechnic Details

If applicable.

Additional Elements or Infrastructure

Will the proposed event feature any additional elements or infrastructure not captured above? Please list below, if applicable.

Draft Site Plans

Your application must include a draft site plan of the proposed event, which must show the relative size of the proposed position of all event infrastructure and other key elements.

Draft Site Plan Attached*

Access and Impact on Surrounding Area

Road Closures*

Do you require any traffic management road closures for your event?

Yes - please provide details below

Traffic Management details

Public Transport*

Will your event require the use of buses or the provision of additional bus services?

Yes - please provide details below

Public Transport Provision details

Impact on surrounds*

Is your event likely to impact upon any footpaths or businesses?

Yes - please provide details below

Details on potential impact

Parking Requirements*

Will you require dedicated parking for your event (including bump in and bump out?

Yes - Please provide details below

Parking Details

Please note that charges will be applied for parking.

Alterations to infrastructure*

Will your event require temporary removal or modification of any existing infrastructure?

Yes - Please provide details below

Details of alterations

If applicable

Sustainability Measures

Waverley Council requires all event organisers to minimise the environmental impact of their events and to implement strategies to improve the social benefits from events.

Please include details of measures you will implement to improve the sustainability of your event. This could relate to waste reduction and recycling, energy efficiency and promoting the use of public transport.

Please note: Single use plastics and balloons are NOT permitted at any events in the Waverley LGA.

Sustainability Plan attached*

Yes

Accessibility and Inclusivity

Please detail below how your proposed event will promoted inclusivity and accessibility.

Details for Accessibility and Inclusivity*

Event Proposal Conditions

All events in Waverley Council LGA are required to comply with Council's -

Event Policy,

Event Management and Delivery Guidelines and

Event Waste Management Guidelines.

Proposals are bound by DA consent requirements for temporary events.

Documentation Checklist

When submitting your application, please attach:

* Draft Site Plan

* Draft 'Event Management and Delivery Plan' that addresses the key elements of the proposed event.

(A detailed Event Management and Delivery Plan will need to be approved before an event approval can be issued.)

* PLEASE NOTE THAT PUBLIC LIABILITY INSURANCE TO THE VALUE OF $20M WILL BE REQUIRED BEFORE AN EVENT APPROVAL CAN BE ISSUED.

File Attachments*

Drag and drop files here or

Approval Process / Next Steps

Once an event application has been received you will receive an acknowledgement from a Waverley Council Events Officer.

Following preliminary assessment of your proposed event, a Waverley Council Officer will contact you to advise whether your event may be permissible.

Council Event Officers will also advise whether any further information is required before preliminary assessment can take place.

Please note that High Impact 2 Events must be approved by Council's elected representatives at a meeting of Council.

IF Council's elected representatives approve the proposed event, Council Officers will work with the event organiser to develop a License Agreement and will provide advice upon the requirements of an Event Management and Delivery Plan.

Applicant Declaration

Please check each box below

I declare that all the information in the application is to the best of my knowledge, true and correct.*

I also understand that if the information is incomplete, the application may be delayed or rejected or more information may be requested.*

I acknowledge that if the information provided is misleading, any approval granted may be void. I accept delays in processing will arise out of any inadequacies in the material submitted in support of the application.*

I understand that once I have submitted this application an application fee will be payable for which I will be invoiced for.*

Privacy Statement

Waverley Council (55 Spring Street, Bondi Junction NSW 2022) is collecting and holding your personal information for the purpose of processing your request or application.

The intended recipients of your personal information are Council officers and other service providers necessary to process your request or application, if applicable. We will not disclose your personal information to anybody else unless you have given consent, or we are authorised or required to do so by law.

This form is classified as open access information under the Government Information (Public Access) Act 2009 and may be disclosed to members of the public on request.

If you do not provide your personal information, we may be unable to process your request or application. To access or correct your personal information, please contact info@waverley.nsw.gov.au or call 9083 8000.

For further details on how Council manages your personal information, please refer to the Privacy Management Plan on our website: waverley.nsw.gov.au/privacy.

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