Organising a Special Event?
In our work we have seen event organisers, particularly small community groups, struggle with the planning, organising and coordination of their events. Great Lakes Council hopes that with some guidance, these groups will be more than able to meet the challenge and go on to create successful events.
Although the scale of these events vary enormously, the principles involved in the planning of them are fairly similar - it all comes down to the 'what', 'why', 'when', 'who', and 'how' of your event. These principles, and a whole lot of other useful tips, have been put together in the Events Guide for events planners.
The time and effort put into your planning will be reflected in a quality event or activity. It is the organiser's job to take an idea or concept, figure out the pieces of the 'jigsaw' and construct it.
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The first section of this guide is about working through these questions to develop an event plan. It will take you through the process from who to have on the committee and what kind of an event to run, to how to promote your event and what to do on the day.
The second section contains an Event Plan, contact lists, forms and examples that have proven useful to others (and, hopefully to your organisation).
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When to Contact Council
If planning a Special Event, event organisers need to be in contact with Great Lakes Council as soon as possible (6 months prior), especially if the event requires the booking of a park, reserve or other Council owned land.
If your event is a street parade, procession or march, fun run, cycling race, festival, cultural celebration, open air theatre, concert, dance party, circus or similair style of event, and your event is likely to involve the participation of more than 500 people, you will have to complete a Special Event Application. Your event may also require the need to submit a Development Application. Great Lakes Council has prepared a Guide to Completing a Development Application for a Special Event on Council Land.
| Applications fees do apply, especially if any of the following elements are part of your event:
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Non Special Events
Events that are any of the following are not Special Events and are a booking with Council's Parks and Recreation section.
Organisers are advised to contact Great Lakes Council's Parks and Recreation Section for:-
- Activities such as street stalls;
- Sports, local grand finals at recognised sports venues;
- Local markets under Council's "Market Policy";
- Or any other casual bookings on a beach, park or reserve under the management of Great Lakes Council.
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Fireworks
Many special events have firework displays. A Pyrotechnician's or fireworks (single use) licence must be issued by WorkCover by way of the Explosives Regulation 2005. The Regulation requires that, as a condition of each pryotechnician's licence and fireworks (single use) licence issued, the licensee must notify WorkCover and the local council of an intention to use any fireworks, distress signal or model rocket propellant device at least seven (7) working days before the fireworks, signal or device is to be used.
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When fireworks are part of an event such as an "Annual Show" or "New Years Eve" celebrations, Council has the right to place conditions for the use of fireworks. WorkCover has prepared guidelines to provide councils with a standard framework when deciding whether to reject or alter an application to conduct a firework display.
While notice must be given to councils of an intention to use any firework, councils have no power to approve the use types of fireworks. However Council can impose conditions or object to the use of fireworks.
Please refer to the attached document titled "Guidelines for Council when Notification of an Intention to Use Fireworks is Received" for a detailed description of issues that Council may take into consideration when deciding whether to object to or impose conditions on a display.
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The 'Special Events Trailer' is a new initiative from Great Lakes Council which will help you to manage the waste at your event in a more efficient way and increase the amount of rubbish that is recycled.
The Special Events Trailer is designed to provide and encourage event organisers the opportunity to recycle as much rubbish as possible during their event, and is available to event organisers. The fully enclosed trailer comes with eight mobile garbage bins with coloured bin hoods to distinguish garbage from recycling. The eight bins can be a combination of 100% garbage bins or 100% recycling bins.
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As society moves towards being sustainable, recycling our waste is an important step. Often recycling efforts can be overlooked during large events due to the volume of waste that is generated and dealt with. Diverting much of this waste from landfill by promoting and encouraging recycling at events is an important change to make.
If you are interested in the Special Events Trailer or require any further information, please contact Council on 02 6591 7222 or download a Special Events Trailer (bin) Hire Form.
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Contact Details:
council@greatlakes.nsw.gov.au
Last Updated: 29/09/2011