SOUTHLAND EVENT PLANNING GUIDE
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SOUTHLAND
EVENT
PLANNING
GUIDE
INTRODUCTION p5 OVERVIEW p9 FINANCIAL p15 LOGISTICS p21
MARKETING p35 HEALTH & SAFETY p41 EVALUATION p47 APPENDICES p51
TABLE OF CONTENTS
1.0 Introduction pg 5 4.4 Personnel and Volunteers pg 24-25
1.1 Why do we do events? pg 7 i. Community Liaison pg 25
ii. Police Liaison pg 25
2.0 Where do I start? pg 9
4.5 Traffic Management pg 25-26
2.1 Will it work? pg 11
i. Road Closures pg 26-27
2.2 Who will do all the work? pg 12
4.6 Transport pg 27
2.3 Do I need a committee? pg 12
4.7 Infrastructure pg 28
2.4 Allocation of responsibilites pg 12-13
i. Power requirements pg 28
2.5 When should we do it? pg 13
ii. Lighting pg 28
2.6 Where should we do it? pg 13-14
iii. Sound pg 28
3.0 How do we pay for it all? pg 15 iv. Information/communication pg 28-29
3.1 Budget tips pg 17-18 v. Security pg 29
3.2 Funding and Sponsorship pg 18 vi. Signage pg 29
i. Community funding pg 18 vii. Toilets and hygiene pg 29-30
ii. Philanthropy pg 18 viii. Parking pg 30
iii. Sponsorship pg 19 4.8 Ticketing pg 30
3.3 Tips for sponsorship pg 19 4.9 Gate/Door Control pg 30-31
4.10 Resource Consent pg 31
4.0 What will I need on the day? pg 21
4.11 Noise pg 31
4.1 The Event Plan pg 23 4.12 Building Consent pg 31
4.2 Scheduling pg 23 4.13 Fire Safety pg 31
4.3 The Site Plan pg 23-24 4.14 Fire Permits pg 32
Burt Munro Challenge
Disclaimer
The information contained in this guide is intended as a guide only. This should not be substituted for professional advice on laws and
regulations. In addition to the information contained in this document, event organisers must exercise skill, care and sound judgment
in event planning.
4.15 Fireworks and Explosives Permits pg 32 8.0 Appendices pg 51
4.16 Food Management pg 32 8.1 Tasks & responsibilities checklist pg 53-54
4.17 Alcohol Management pg 32-33 8.2 Venue specifications pg 55
4.18 Waste Management pg 33 8.3 Sample budget (under $5,000) pg 56
4.19 Environmental Sustainability pg 34 8.4 Sample budget (over $5,000) pg 57
8.5 List of funders pg 58
5.0 How do we get people there? pg 35
8.6 Sample sponsorship proposal pg 59
5.1 Promotion, publicity & advertising pg 37-38
8.7 Site Plan checklist pg 60
5.2 Media channels for promotion pg 38-40
8.8 Police vetting form template pg 61-64
6.0 What if something goes wrong? pg 41 8.9 Police information checklist pg 65
6.1 Risk Management pg 43 8.10 Sample Traffic Management Plan pg 66-74
6.2 Emergency procedures pg 44 8.11 Sample road closure application pg 75
6.3 Worksafe New Zealand pg 44 8.12 Directory of Event Suppliers pg 76-77
6.4 First Aid pg 44 8.13 Sample Terms & Conditions pg 78-79
6.5 But... what if it rains? pg 45 8.14 Temporary Food Stall application pg 80-82
6.6 Insurance pg 45 8.15 Stand and Stall Food Guidlines pg 83-84
i. Public Liability insurance pg 45 8.16 Liquor License application pg 85-89
ii. Other insurances pg 46 8.17 Waste Management Plan template pg 90-92
8.18 Sample Media Release pg 93
7.0 Should we do it again? pg 47
8.19 Sample Communications Plan pg 94
7.1 Post-Event evaluation pg 49
pg 95-96
8.20 Risk Management Plan template
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1.0
INTRODUCTION
> Why do we do events?
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Southland Event Planning Guide
INTRODUCTION
INTRODUCTION
1.0 • Why do we do
events?
INTRODUCTION
An event is something out of the ordinary that involves bringing
OVERVIEW
people together to celebrate and showcase activities. Whether it’s a
small community gathering or a large scale festival, your event will
need the very best in planning if it is to be successful. The venues,
audiences, funding arrangements and the organisational structures
and methods can all be radically different, but the basic principles of
event management remain consistent.
FINANCIAL
This guide will help keep you on track. It should not be treated as a
full event management guide—there are many great books available
that are more comprehensive. However, it is designed to make event
management less daunting and covers the basics, particularly in a
Southland context.
If you need more help with your planning, then please contact the
LOGISTICS
events team at Venture Southland. If your event is Sports-related,
then Sport Southland also offers advice to groups wishing to put on
sporting events, with further levels of support conditional on whether
the event meets the Sport Southland events criteria.
1.1 Why do we do events?
MARKETING
Because it’s fun, of course!
However, successful events are grounded in a clearly stated Aim and an
overall Purpose. Its Objectives allow organisers to assess the success
of their event after completion.
HEALTH &
SAFETY
EVALUATION
APPENDICES
www.venturesouthland.co.nz 7
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2.0
WHERE DO I
START?
> Will it work?
> Who will do all the work?
> Do I need a committee?
> Allocation of responsibility
> When should we do it?
> Where should we do it?
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Southland Event Planning Guide
INTRODUCTION
WHERE DO I
START?
2.0 • Will it work?
• Who will do all
WHERE DO I START? the work?
• Do I need a
OVERVIEW
2.1 Will it work? committee?
Before you spend all the creative energy, time and money on an event, • Allocation of
consider this: Is the event feasible or viable? responsibility
If that question could be answered correctly every time, we would all • When should we
be rich and everybody would be involved in events. Even the best do it?
promoters in New Zealand do not get it right every time.
FINANCIAL
• Where should we
do it?
The reality is that for a new event you have to make the best judgement
you possibly can from as much information as you can gather.
Research other events through the internet. Talk to people involved
in similar events or in related industries. Research your audience and,
if necessary, survey them to find out more about what they want as
consumers.
LOGISTICS
Creating a new event takes a lot of passion and creative thinking and
it is easy to get lost in the whole creativity process and lose sight of
some basic principles. Have a person on your team who can keep you
grounded in reality.
The following questions will help you in your initial planning phase:
MARKETING
• What type of event are you planning?
• Is it a one-off or one that could occur regularly?
• What is the overall purpose and what objectives do you hope to
achieve?
• Who will participate in the event?
• How many people may attend?
HEALTH &
SAFETY
• What are the demographics of your audience?
• Have you done market research?
• Where and when will the event happen?
• Have you researched similar events?
• Will there be any clashes with other events?
• How much will the event cost to run?
EVALUATION
• Who will be paying for it?
• How many staff do you need to run this event?
• Will the event meet the targets?
• Have you thought through all your customers’ needs?
Having answered these questions, you should be on your way to
creating an Event Plan.
APPENDICES
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Southland Event Planning Guide
INTRODUCTION
WHERE DO I
START?
2.2 Who will do all the work?
• Will it work?
Unless there is an entrepreneur who is creating an event as a business,
most events start with a group, organisation, board, council etc who • Who will do all
will govern the event. They are responsible for the vision and direction the work?
of the event. They are the ones to whom an event manager reports. • Do I need a
OVERVIEW
committee?
The event manager is responsible for the overall organisation of the
event. • Allocation of
responsibility
Being an event manager carries significant responsibilities and many
roles. It is very important that the event manager works closely with all • When should we
people who are heading up different aspects of the event. Stakeholders do it?
are the people who have a stake in the event. They could be funders,
FINANCIAL
• Where should we
sponsors, the club or organisation itself, local police, venue owners, do it?
suppliers and neighbouring residents etc. The event manager needs to
be aware of all the stakeholders and consult with them. Allow enough
time for stakeholders to offer advice and plan the services you may be
asking them to provide.
The event manager is the glue that holds the whole event together. If
LOGISTICS
he or she does not know what everybody else has done, or is doing, it
is not surprising to see how quickly things become unstuck.
In today’s event environment, the event manager is being held ever
more accountable when things go wrong. However, with meticulous
planning and solid strategies, an event will have the greatest chance
MARKETING
of success.
2.3 Do you need a committee?
Festival and event management is a big job no matter how small or
large the event. The more people on board, the lighter the workload
for all. Creating a committee with a range of skills, ideas and opinions,
HEALTH &
will ultimately contribute to a more successful event. However, your
SAFETY
organising group should only be as big as it needs to be to cover the
skills required. Those on the committee may be responsible for sub-
committees—smaller groups of people who are tasked with completing
a particular section of the event.
EVALUATION
2.4 Allocation of Responsibilities
An event manager can delegate tasks to committee members, whilst
keeping track of requirements. Meetings with the committee’s key
personnel enable the event manager to work through exactly what
everyone will be doing and how they will go about it. This is a critical
process for the event manager. Having an understanding of how and
APPENDICES
what each group is doing, will allow him or her to guide everyone in
the same direction without duplication or conflict of purpose.
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Southland Event Planning Guide
INTRODUCTION
WHERE DO I
START?
Here is a list of some of the management areas that you may need to
establish. Either the event manager or members of the committee or a • Will it work?
subcommittee could be tasked with these: • Who will do all
• Entertainment the work?
• Finance, Funding and Sponsors • Do I need a
OVERVIEW
• Health, Safety and Risks, Emergency Management committee?
• Administration
• Promotion, Marketing, Publicity and Advertising, Ticketing • Allocation of
responsibility
• Stallholders and Vendors
• Catering • When should we
• Traffic Management do it?
• Waste Management
FINANCIAL
• Where should we
• Venue and Site management do it?
• Parking and transport
• Equipment purchasing, hiring and maintenance
• Staff management
• Hospitality
Please CLICK HERE for a breakdown of suggested tasks for each
LOGISTICS
management area.
2.5 When should we do it?
There will be many factors to consider in deciding when your event is
to take place.
MARKETING
Sporting or outdoor activities will have seasonal constraints to deal
with; music groups may have to fit in with annual event timing or the
availability of guest artists. Clashing with other major or local events
is something that you need to consider very carefully and avoid if at
all possible. It can be detrimental to both events if they are similar in
content or endeavouring to attract the same audience.
Funders may be a valuable source of information, as chances are other HEALTH &
events may be on their radar already. Check your date against events SAFETY
on the Southland Events website. As soon as you have a firm date
for your event you should submit your information to this website so
others will be able to avoid clashing with you.
EVALUATION
2.6 Where should we do it?
The right venue can have a big impact on your event. Deciding on the
best space for your event is critical to your event’s overall success. If
you have identified your event aims and objectives, your task is to now
find a suitable location that meets all your requirements.
APPENDICES
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INTRODUCTION
WHERE DO I
START?
If your event is in a public place, such as a park or in gardens, you
will need consent from your local council. Often it is just a matter of • Will it work?
booking the space to ensure there are no clashes with other events. • Who will do all
Sometimes there is a cost for using public spaces. You will also have to the work?
submit an event plan as part of the booking process.
• Do I need a
OVERVIEW
Please CLICK HERE for a checklist of elements for venue selection committee?
and planning.
• Allocation of
responsibility
• When should we
do it?
FINANCIAL
• Where should we
do it?
LOGISTICS
MARKETING
Surf to City
HEALTH &
SAFETY
EVALUATION
APPENDICES
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3.0
HOW DO WE
PAY FOR IT ALL?
> Budget tips
> Funding and sponsorship
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Southland Event Planning Guide
INTRODUCTION
HOW DO WE PAY
FOR IT ALL?
3.0 • Budget tips
• Funding and
HOW DO WE PAY FOR IT ALL? sponsorship
Financial planning is a critical part of event management. You have to • Tips for
OVERVIEW
sponsorship
know what everything will cost (expenditure) and how much money
you require to pay for it (income).
Use the elements listed under WHO DOES WHAT on page 53 of the
Appendices to put together a budget for expenditure.
Once you have that total, then create a list of income sources. These
FINANCIAL
will include funding, sponsorship, ticket sales, merchandise sales,
stallholder fees etc. See below for a break down of these.
3.1 Budget tips
If your organisation is GST registered, your budgets, both income and
expenditure should exclude all GST. When, for example, you are setting
LOGISTICS
ticket prices, remember to take GST off. A $20 ticket actually becomes
$17.40 when GST is paid to the government! Check when receiving
quotes from suppliers that the GST is noted because you will be paying
for these inclusive of gst.
Calculating income from tickets sales is bit of an art, particularly when
you have a number of differently-priced tickets. Work out different
MARKETING
scenarios of tickets sold—eg 100% (best case); 30% (worst case).
Usually around 45-60% is a figure that most funders find acceptable
when granting funds for an event. Remember to include complimentary
or free tickets in the total ticket allocation. These may be for promotion
(e.g radio giveaways) or to sponsors or guests.
Don’t worry if your budgets change during the project, so long as the
HEALTH &
SAFETY
bottom line stays the same. However, do inform your funders and
sponsors of any changes as soon as possible so that they are still happy
funding the project now that it has changed somewhat.
Obtain quotes wherever possible so that your budget is accurate.
Funders often require quotes when allocating grants. Do not give
EVALUATION
different funders the same quotes, or it looks like “double dipping”.
Ask different funders to pay for different aspects of the budget.
A healthy contingency sum (usually 5% of your budget) is always a
good idea when forming budgets. No matter how careful you are with
your planning, something will crop up or go wrong that is going to
require some expenditure.
APPENDICES
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INTRODUCTION
HOW DO WE PAY
FOR IT ALL?
Guarantees Against Loss (GALS) can be applied for through community
funders. It is very important that you understand what the funder is • Budget tips
providing the guarantee for. In most cases, the guarantee against loss • Funding and
is protecting against ticket sales not coming up to budgeted figures sponsorship
and that is all. They do not protect you against budgeted expenditure,
over runs or failure to secure additional sponsorship. • Tips for
OVERVIEW
sponsorship
Keep a running total of expenditure, against budget. This will ensure
that you can move budget items around if required.
For sample budgets, please CLICK HERE.
3.2 Funding and Sponsorship
FINANCIAL
There are several ways in which an event receives income - Community
Funding, Sponsorship, Philanthropic Donations and Event Revenue;
(ticket sales or stallholder fees etc).
It is most important that when you apply for funding that your budgets
are as accurate and complete as possible. Most funding agencies
require a financial report at the conclusion of an event, in particular
LOGISTICS
when you are claiming a guarantee against loss. Major changes in
spending and overall budget construction tend not to go down well
at this time.
Community Funding
It is essential that you call or visit funders before sending in applications
MARKETING
for funding. This can save you a lot of time and help steer you in the
right direction. For example, you may have a figure in mind that may
not be realistic or there could be a limit on funds at that particular time,
or the criteria for funding may not match what you are asking for.
Be aware that some funders meet regularly; others less often. Prepare
to apply for funding at least six months before your event, or at least
talk with the funders so that you get an accurate steer on timeframes
HEALTH &
SAFETY
for funding.
For a list of funding sources, please CLICK HERE.
Philanthropy
Receiving money from individuals is not a usual source of funding,
EVALUATION
although recently crowd-funding is becoming popular. Various
websites have been set up for you to register your event where you
can solicit for money to help pay for it. Examples include:
www.pledgeme.co.nz
www.kickstarter.com
www.boosted.org (for arts projects)
APPENDICES
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INTRODUCTION
HOW DO WE PAY
FOR IT ALL?
Sponsorship
Events have proven to be a useful commercial advertising and branding • Budget tips
tool for business and corporate enterprise. Sponsorship may comprise • Funding and
cash, contra (in kind goods or services) or a combination of both. sponsorship
The success in any sponsorship arrangement is going to be determined • Tips for
OVERVIEW
on how well the fit is between the event organiser’s audience target sponsorship
market and the sponsor’s commercial target market.
For a sample Sponsorship Proposal, please CLICK HERE.
Sponsors become involved in the funding of events for various reasons.
The critical point is that they become involved for a reason, and that
reason is what you need to know. If you gain this knowledge and
FINANCIAL
work with the sponsor to assist them in achieving their objectives, the
relationship has long term potential.
Once you have secured a sponsor, the real work begins and in today’s
environment it is very wise to have someone assigned to work with
sponsors and to look after them.
LOGISTICS
3.3 Tips for Sponsorships
The cost of servicing a sponsorship needs to be worked out well in
advance of entering the contract. You need to be very clear about
who is paying for what and to what level. For example, there may be
requirements for complimentary tickets or hospitality in return for cash
MARKETING
or in-kind sponsorship.
Sponsorship clashes - having two sponsors with similar products.
Under-valuing or over-valuing sponsorship properties.
Approach the correct person in a prospective sponsor’s organisation.
Not delivering on the promise - the quickest way to lose a sponsor.
HEALTH &
SAFETY
Ensure the sponsorship agreement is well documented. A contract
should be signed by both parties. Detail where the responsibilities of
the sponsorship begin and end.
Make sure the left hand knows what the right hand is doing. Only
allow one person to be responsible for addressing sponsors. Too many
EVALUATION
people making promises can become very demanding.
APPENDICES
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4.0
WHAT WILL I
NEED ON THE
DAY?
> The Event Plan > Noise
> Scheduling > Building Consent
> The Site Plan > Fire Safety
> Personnel & Volunteers > Fire Permits
> Traffic Management > Fireworks & Explosive Permits
> Transport > Food Management
> Infrastructure > Alcohol Management
> Ticketing > Waste Management
> Gate/Door Control > Environmental Sustainability
> Resource ConsentReturn to start < Southland A&P Show
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Southland Event Planning Guide
INTRODUCTION
WHAT WILL I
NEED ON THE
4.0 DAY?
• The Event Plan
WHAT WILL I NEED ON THE DAY? • Scheduling
• The Site Plan
OVERVIEW
4.1 The Event Plan • Personnel and
Writing an Event Plan is not as difficult as it may seem. It can be a very Volunteers
detailed document or a simple document of just one or two pages. If • Traffic
you work through this guide, you will be able to create an event plan. Management
It should contain the following information: • Transport
FINANCIAL
• The proposed date, with all start and finishing times of your event • Infrastructure
• The selected venue and location
• Identification of your target audience • Ticketing
• A brief description of your event, its objectives and desired • Gate/Door
outcomes Control
• A schedule of the activities, which gives structure to the event
• An initial budget • Resource
LOGISTICS
Consent
One of the key purposes of the Event Plan is to allow everyone involved
• Noise
to be very clear on what is being proposed and to get them all moving
in one direction. • Building Consent
• Fire Safety
4.2 Scheduling
MARKETING
• Fire Permits
Time lines and activity schedules are critical to the success of any event.
Schedules can be drawn up for almost every aspect of an event. They • Fireworks and
should contain all the relevant information required for that particular Explosive Permits
aspect of the event including the milestones. A schedule should • Food
contain information such as: Management
• The date
HEALTH &
• Alcohol
SAFETY
• Time Management
• What is to happen
• Who is responsible • Waste
Management
In developing time lines for an event, it is best to work backwards. You
• Environmental
know what date and time your event is to commence, so start there
Sustainability
EVALUATION
and work back, making sure everything is completed, in place, in a
logical sequence and on time. Also include post-event milestones.
4.3 The Site Plan
This is such a simple tool and one that is often not used to its full
potential.
APPENDICES
The Site Plan is a detailed drawing of how your event is going to be laid
out. A site plan should be drawn for every event, whether it is a church
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gathering in a local hall or an outdoor event covering three football DAY?
fields. Drawn to scale, it allows you to methodically work through your
event to make sure it all fits together logistically. • The Event Plan
It allows you to work through detailed areas of power distribution, toilet • Scheduling
location, public entry, security, rubbish management, table layouts, • The Site Plan
OVERVIEW
stage positioning and the list goes on. With an accurate drawing
distributed to key players and suppliers, everyone is literally on the • Personnel and
Volunteers
same page!
• Traffic
Take the time to measure your venue accurately. If what you are
Management
proposing to do isn’t going to fit, now is a good time to find out.
Also, a caution against relying on building plans and measurements • Transport
FINANCIAL
provided. You will be surprised how often these are inaccurate.
• Infrastructure
There are some factors that will be constant and it is worth thinking
• Ticketing
about your layout carefully so your event is as successful as possible.
• Gate/Door
For a site plan checklist, please CLICK HERE.
Control
Once you have a documented event plan and have been through the
• Resource
LOGISTICS
process of drawing a site plan, you should now be armed with enough Consent
information to break your event up into manageable areas.
• Noise
4.4 Personnel and Volunteers • Building Consent
When planning your festival or event you will need to consider how • Fire Safety
many staff and/or volunteers you will need for the event day as well
MARKETING
as during the planning stages. Keep in mind occupational health and • Fire Permits
safety issues regarding staff under your duty of care (eg: distances • Fireworks and
covered, hours worked, shift rosters etc.) Explosive Permits
The use of volunteers to support the staging of an event is a great way • Food
to boost resources, spread the workload and increase participation. Management
However, the use of volunteers may require coverage under the
HEALTH &
• Alcohol
SAFETY
insurance policies obtained by you as the event organiser. Management
It is important that staff and/or volunteers are provided with pre-event • Waste
training which clarifies roles, responsibilities and procedures especially Management
in communication, emergency and security plans. A register of all
training and instructions given should be kept. It will also be necessary • Environmental
Sustainability
EVALUATION
to ensure staff are trained or instructed in a variety of matters, which
may include:
• Instructions on the basics of normal and emergency crowd
movement, management and assembly
• Any evacuation plans and the chain of command to be followed
• Initial handling of accidents, altercations and other crowd incidents
APPENDICES
• Communications procedures and use of communications
equipment
• Disability Access training
• Lost children procedures
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INTRODUCTION
WHAT WILL I
NEED ON THE
These elements should be in written form and as detailed as possible. DAY?
Bringing volunteers in for orientation and briefings prior to the event
is a must. • The Event Plan
A useful source of volunteers is other community groups. Lions, Rotary • Scheduling
or service clubs and groups or sporting clubs etc may be available to • The Site Plan
OVERVIEW
assist in return for a donation.
• Personnel and
Community Liaison Volunteers
Informing residents, businesses and others should be carried out when
they may be affected by an event. Make them feel involved and give • Traffic
Management
them the opportunity to deal with any concerns. This will help prevent
complaints or problems arising during or after the event. • Transport
FINANCIAL
Police Liaison • Infrastructure
For public events, Police involvement may be required. Contact them
• Ticketing
at least eight weeks before the event.
• Gate/Door
For a Police vetting form, please CLICK HERE.
Control
For a Police information checklist, please CLICK HERE.
• Resource
LOGISTICS
Consent
4.5 Traffic Management
• Noise
There are four components to event Traffic Management if you have
identified that your event requires it: • Building Consent
• Lodging a Traffic Management Plan (and road closure if required) • Fire Safety
MARKETING
and getting it signed off by the relevant territorial authority (council • Fire Permits
or Opus)
• Securing the signage required by the plan for your event • Fireworks and
Explosive Permits
• Securing the services of a qualified person to deliver the traffic
management on your event day – or someone who will oversee • Food
the correct erection of that signage according to the plan Management
• Having trained & competent marshals who will be able to put the
HEALTH &
• Alcohol
SAFETY
Road Closures into effect and enforce temporary Stop Go positions Management
etc.
• Waste
It is always best to pass your event idea by the relevant local roading Management
authority as early in the planning process as you can. The timeframes
and consequences of not doing so are explained below. These parties • Environmental
Sustainability
EVALUATION
include the local city/district council, or Opus (on behalf of Transit NZ
in the case of State Highways).
This is a very important step in the events process, as we have seen
examples where organisers have committed to the event without
seeking roading use permission, only to find they have clashed with
another and therefore are forced to cancel the event.
APPENDICES
Early notification to roading authorities (6 months) can also enable
roading engineers to alter planned roadworks to avoid disruption
to your event. For major events (eg Tour of Southland, Surf to City),
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Southland Event Planning Guide
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WHAT WILL I
NEED ON THE
the first step is to submit a Corridor Access Request. A CAR flags the DAY?
event’s route in the councils maintenance and roadworks systems,
enabling them to potentially avoid works and advise contractors of the • The Event Plan
date. • Scheduling
Your event will require traffic management if any part of your organised • The Site Plan
OVERVIEW
event is:
• Personnel and
• On any road carriageway Volunteers
• On any road reserve (eg parking)
• Or requires restricted parking • Traffic
Management
• Or if your event traffic may cause a hazard in vehicles queuing to
turn into your event site • Transport
FINANCIAL
A Traffic Management Plan (TMP), will need to be completed by a • Infrastructure
suitably qualified STMS officer and submitted to these local authorities
• Ticketing
to be granted. The standard approval time is usually around 10 working
days, but obviously this needs to be done very early on in your planning • Gate/Door
process, in case it prevents the staging of your event. Control
An STMS officer will be recommended to you by your Council or Opus • Resource
LOGISTICS
Roading Engineer and they can draw up a TMP for you. They will Consent
indicate early on if they think your proposal is unlikely to be accepted • Noise
and may suggest other, more acceptable alternatives.
• Building Consent
There will nearly always be a cost for this – the more complicated the
proposal, the higher the cost. • Fire Safety
MARKETING
For a sample Traffic Management Plan and layout plan, please • Fire Permits
CLICK HERE.
• Fireworks and
Road Closures Explosive Permits
Closing a road for a period of time is a serious requirement and usually • Food
the event has to be of reasonable significance for this to occur. If a Management
state highway or heavy use carriageway is involved, this is obviously
HEALTH &
more serious. • Alcohol
SAFETY
Management
Road closures have to be notified to the public so must be arranged
well in advance as they will need to be advertised 42 days out from the • Waste
Management
event. The close off for any objections are to be lodged 28 days out
from the event. This is of course a risk, as if there is a lot of objection • Environmental
the roading authority may feel obliged not to grant your request and Sustainability
EVALUATION
hence your event can’t take place. Once again, your roading engineer
or other TM professional will be able to advise if you are likely to get
your road close application approved.
Your request (in writing) should provide detail including:
• When the event is and for how long the road will be closed
APPENDICES
• Where it is (road name and which section- preferably on a map)
• Detours available
• Notification process for affected parties (eg residents/businesses)
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INTRODUCTION
WHAT WILL I
NEED ON THE
Examples of regular local event road closures include: DAY?
• Stage Finishes at the Tour of Southland • The Event Plan
• Annual Santa Parades
• The Surf to City (Oreti Beach to Bond St Roundabout section) • Scheduling
For a sample Road Closure Application, please CLICK HERE. • The Site Plan
OVERVIEW
Once your TM application has been accepted, your TM officer will • Personnel and
Volunteers
receive a signed off copy of the application. Check carefully if there
are any conditions stipulated on your successful application that may • Traffic
affect your event planning (e.g. the latest time you may have before Management
packup and reopening the road to normal users). A signed copy of the
• Transport
whole TMP must be taken to the event and be available, should your
FINANCIAL
site be audited or any issues arise on the day. The TM contractor who • Infrastructure
is managing the site and laying out equipment will also require a full
• Ticketing
copy.
• Gate/Door
The traffic management process outlined above needs to be re-
Control
submitted each subsequent time you offer the event (except where
you propose a series over a number of separate dates requiring the • Resource
LOGISTICS
same TM – in this case you may list the dates in the initial application). Consent
Should your event cover several territorial authorities areas – eg a cycle • Noise
race from Gore to Invercargill, you would need to submit the TMP to • Building Consent
all controlling authorities along the route for separate sign off: ie Gore
District Council, Opus (as NZTA’s agent for State Highways), Invercargill • Fire Safety
MARKETING
City Council. Your contracted agent will be aware of this.
• Fire Permits
Remember, if you are not sure that you need a TMP and Traffic
• Fireworks and
Management, ask! Explosive Permits
Contact Details • Food
Gore District Council - ph (03) 209 0330, email info@goredc.govt.nz Management
HEALTH &
Southland District Council - ph 0800 732 732, email emailsdc@govt.nz • Alcohol
SAFETY
Management
Invercargill City Council - ph (03) 211 1777, email info@icc.govt.nz
• Waste
Opus - ph (03) 211 3580, email hayley.mcmath@opus.co.nz Management
• Environmental
4.6 Transport Sustainability
EVALUATION
There are several advantages in providing transport. Patrons can get to
and from the event easily without traffic or parking issues and providing
transport can promote responsible drinking behaviour. It also reduces
the amount of vehicles coming to and from the event
Contact local transport providers to discuss options. Avoid problems
APPENDICES
by having a contingency plan for poor weather or an early or delayed
finish.
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WHAT WILL I
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4.7 Infrastructure DAY?
For a directory of Event Suppliers, please CLICK HERE. • The Event Plan
Power Requirements • Scheduling
If you need to set up a temporary power supply for your event, or
upgrade your power to meet requirements, you should discuss this • The Site Plan
OVERVIEW
with a qualified electrician that has been involved in this type of work • Personnel and
before. They will be able to help you work out the power weight Volunteers
requirements.
• Traffic
This is one area that you should not gloss over. Power supply is a Management
very critical aspect of your event. Involve your sound and lighting
• Transport
contractors with this as they will be able to provide critical information
FINANCIAL
for you. There will be costs involved for both the power usage and the • Infrastructure
set up.
• Ticketing
Lighting
• Gate/Door
Putting in a lighting rig for a concert or similar use can place Control
unmanageable demands on your power supply. Lighting will use a lot
of power so careful calculations should be made to ensure adequate • Resource
LOGISTICS
supply. Alternative power supplies may include the provision of a Consent
generator. For best results, keep your lighting power supply separate • Noise
from sound power supply.
• Building Consent
All exits, aisles, corridors and toilets need to be adequately lit.
Lighting around the venue, particularly near parking and camping (if • Fire Safety
MARKETING
applicable), can also be useful for preventing theft and other problems. • Fire Permits
Having generators set up to return power quickly to a public address
system and emergency lighting in the case of a power failure may be • Fireworks and
appropriate in some circumstances. Explosive Permits
Sound • Food
The provision of an adequate sound system for your event is critical. In Management
music orientated events, sound is your show, so the failure to provide
HEALTH &
• Alcohol
SAFETY
a suitable system will have a major effect on the success of your event. Management
With outdoor events the wind will have an effect on any system and
adequate planning will be required to deal with this. • Waste
Management
Thoroughly talk through your needs with your sound contractor and
• Environmental
provide full specifications of sound requirements for entertainers. As
Sustainability
EVALUATION
above, provide a clean power supply for all sound systems.
Information and Communication
Information services on site for patrons need to be visible and easy to
find. Knowledgeable staff can efficiently solve problems and reduce
confusion or tensions. For events running over a period of more than a
day, it may be useful to provide an information/message board where
APPENDICES
patrons can communicate with each other. It is crucial to have an
effective communication system for those staffing the event.
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WHAT WILL I
NEED ON THE
The managers, security, health and safety and emergency services DAY?
need to be able to communicate with each other and with their own
staff. Providing a contact list of key personnel and services to key staff • The Event Plan
will aid this. • Scheduling
Test your communication system prior to the event and ensure that you • The Site Plan
OVERVIEW
have back up equipment to keep it operational if there are problems.
• Personnel and
Security Volunteers
Security will help to limit the problems that can arise during an event,
• Traffic
both for staff and patrons. Professional, friendly but firm security staff
Management
can prevent confrontations and add to a good, safe atmosphere.
• Transport
When deciding the appropriate type and numbers of security staff,
FINANCIAL
consider the type of event, the expected numbers and crowd, potential • Infrastructure
security concerns, the site itself and the hours of operation. Consider
• Ticketing
the role of the security team in providing crowd management, searches,
public safety, asset protection and cash security. • Gate/Door
Control
Security teams should be included in communication systems allowing
them to communicate efficiently with the event manager, health and • Resource
LOGISTICS
safety crew, police and emergency services. Patrons need to know in Consent
advance if there are items that are prohibited at an event. • Noise
Rules and regulations need to be clearly outlined on promotional • Building Consent
materials and clearly displayed at entry points. Searches of patrons
and their vehicles and confiscation of items are often necessary, but • Fire Safety
MARKETING
can cause hostility. Options may be offered, including returning the
• Fire Permits
property to their vehicle, or tagging items and returning them later.
• Fireworks and
Security staff must be clear about refusal of entry and eviction Explosive Permits
procedures. These should be supported by the event manager, police
and other relevant stakeholders. • Food
Management
Signage
HEALTH &
Good signage will help direct patrons to parking, camping, entrances • Alcohol
SAFETY
and exits, toilets, food and water, and first aid and safety services. Management
Signs with rules relating to entry conditions and alcohol should be • Waste
Management
located so that patrons see them before entering the event and at any
licensed area. • Environmental
Sustainability
EVALUATION
Toilets and Hygiene
Provide adequate toilets for the number of patrons you expect
(there will never be enough). Consider separate facilities for staff and
entertainers including first aid services.
The amount of toilets you will need to provide depends on the use of
alcohol, the mix of patrons and other factors like the weather. Portable
APPENDICES
toilet hiring companies will advise on the necessary numbers.
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INTRODUCTION
WHAT WILL I
NEED ON THE
Toilets should be visible, well lit, well stocked with paper and serviced DAY?
during longer events, which may include an empty. With portable
toilets, you will generally need someone looking after them full time • The Event Plan
for major events. • Scheduling
Hand washing facilities or hand sanitisers must be available to ensure • The Site Plan
OVERVIEW
hygiene. Consider queue management during intervals or high use
times. Advice is available from Environmental Health Officers at your • Personnel and
Volunteers
local council.
• Traffic
Parking
Management
Allow space and a system for patrons to park their vehicles. Charging
for parking may discourage patrons from bringing vehicles. You also • Transport
FINANCIAL
need to have a clear drop-off and pick-up points for taxis, buses and
• Infrastructure
private vehicles.
• Ticketing
Parking meter covers and no parking cones will be available from your
local council at a small cost. • Gate/Door
Control
4.8 Ticketing • Resource
LOGISTICS
Consent
Well organised ticketing and door control is crucial to the smooth
running of an event. Ticketing, particularly pre-sales, allow event • Noise
managers to predict numbers, control entry points and stagger arrival
times if appropriate. • Building Consent
Tickets are also a valuable means for disseminating information and • Fire Safety
MARKETING
can be accompanied by specific information such as maps, transport • Fire Permits
details and safety messages. If selling tickets beforehand, it is important
to ensure that they cannot be copied. • Fireworks and
Explosive Permits
Terms and conditions can also be included with pre-purchased tickets.
• Food
For an example of Terms and conditions, please CLICK HERE. Management
HEALTH &
• Alcohol
SAFETY
4.9 Gate / Door Control Management
Keep the door/gate management simple and effective. Aim to prevent • Waste
congestion and reduce patron frustration. Items for consideration: Management
• Times when large crowds may arrive, e.g. at the start or before a • Environmental
main act; staggering entry can reduce congestion Sustainability
EVALUATION
• Allowing time for patrons to get into the event before it starts
• Allowing smooth exit for times when large crowds leave
• How many staff will be needed to ensure Front of House aspects
are smooth?
• Roles, responsibilities and policies must be understood by door /
gate staff and security personnel
APPENDICES
• Wet weather provision
• Clear signage showing entry and exit points
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INTRODUCTION
WHAT WILL I
NEED ON THE
• Clear signage showing entry policy, including searches DAY?
• Time allowance for any searches of vehicles or individuals
• Space and security allowance for confiscated goods • The Event Plan
• Separate access for staff and entertainers • Scheduling
• Access for wheelchairs
• Systems for gate sales and monitoring numbers entering and • The Site Plan
OVERVIEW
exiting the venue • Personnel and
• Systems for pass-outs Volunteers
• Clear drop-off and pick-up points
• Traffic
Management
4.10 Resource Consent
• Transport
To find out if your event needs resource consent, contact the Planning
FINANCIAL
and Consents staff at your Territorial or Regional Council. Be prepared • Infrastructure
with details on: date, location, duration, numbers attending, rubbish • Ticketing
and hygiene management systems, and environmental impact. They
will tell you if you need to make an application. The application will • Gate/Door
have to include a brief assessment of any environmental effects. Control
If you are utilising a building that is not normally used for the purpose • Resource
LOGISTICS
you propose, resource consent may also be required. Consent
• Noise
4.11 Noise • Building Consent
It is important to consider the level of noise when selecting the venue, • Fire Safety
site layout, and entertainment and sound systems. Problems may arise
MARKETING
with neighbouring residents and businesses if noise levels are intrusive • Fire Permits
or excessive. If your event is at a council venue, contact the Parks
• Fireworks and
Operations Manager of your local council, to obtain their guidelines Explosive Permits
and find out if there are restrictions that you need to be aware of with
your venue. The Council Environmental Health section will also have • Food
information about noise levels and controls. Management
HEALTH &
• Alcohol
SAFETY
4.12 Building Consent Management
If you are planning on erecting any structure (e.g. a stage, seating, or • Waste
scaffold), you will also need to discuss your plans with the Building Management
Consents and Planning and Consents departments of the Invercargill • Environmental
City Council, Southland District Council or Gore District Council. Sustainability
EVALUATION
4.13 Fire Safety
The NZ Fire Service can help you if you need a Fire Evacuation Plan, for
example, if you are using large marquees. They can also help you with
planning evacuation procedures.
APPENDICES
Also check out their website: http:www.fire.org.nz
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WHAT WILL I
NEED ON THE
4.14 Fire Permits DAY?
Permits for open air fires, bonfires, hangi, and umu are handled by your • The Event Plan
local council. They will advise on requirements, restrictions and any
permit procedures. Make contact about a month in advance to discuss • Scheduling
your plans. • The Site Plan
OVERVIEW
• Personnel and
4.15 Fireworks and Explosive Permits Volunteers
To find out about fireworks and explosives permits contact: • Traffic
Occupational Safety and Health (OSH): ph (03) 546 8180 Management
They will require a site plan detailing firing area and fall out areas. • Transport
FINANCIAL
Aviation authorities have to be notified, so this is becoming quite • Infrastructure
involved. Don’t leave this till the last minute. All permits issued require
as much notice as you can give them. • Ticketing
• Gate/Door
4.16 Food Management Control
Having affordable, quality food on site helps patrons to have a good • Resource
LOGISTICS
time and reduces the effects of alcohol. Locating food vendors near to Consent
bars encourages drinkers to eat. • Noise
If you are selling food, providing power, and water or refuse • Building Consent
management for food vendors, you will need to contact Environmental
Health Officers at your local council. • Fire Safety
MARKETING
For a Temporary Food Stall application, please CLICK HERE. • Fire Permits
Please also CLICK HERE to see the Stall and Stand Guidelines. • Fireworks and
Explosive Permits
If food is being provided at an event, Environmental Health Officers
have the right to inspect at any time. With large events, Health Officers • Food
will definitely be involved. Management
HEALTH &
In most circumstances food vendors will need to be registered, they • Alcohol
SAFETY
Management
will also have to pay a fee to be registered at your event.
• Waste
Patrons will need cold, clean drinking water to avoid dehydration and
Management
heat stroke and to counter the effects of alcohol. Water should be
easily available at all times. Patrons should also be able to refill water • Environmental
containers. Sustainability
EVALUATION
4.17 Alcohol Management
Allowing alcohol at your event is something that needs to be seriously
considered. The misuse of alcohol can also result in many adverse
consequences.
APPENDICES
If alcohol is being sold, or supplied at the event, it will require a licence.
Applications may be made to the District Licensing Agency, via the
Invercargill City Council, Southland District Council or Gore District
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INTRODUCTION
WHAT WILL I
NEED ON THE
Council. Be aware that you need to allow two months to obtain a DAY?
liquor license.
• The Event Plan
If you are providing alcohol at your event, you should consider:
• Scheduling
• Extra toilet facilities nearby, first aid and security for disturbances
• Defined areas for alcohol consumption • The Site Plan
OVERVIEW
• Identification of minors • Personnel and
• Availability of food and non-alcohol drinks Volunteers
• Encouraging patrons to use public transport, taxis and designated
drivers • Traffic
Management
• Discouraging irresponsible promotions which lead to rapid
consumption of alcohol (e.g. happy hours, drink cards etc) • Transport
FINANCIAL
For a Liquor License application, please CLICK HERE. • Infrastructure
• Ticketing
4.18 Waste Management
• Gate/Door
The event manager is responsible for organising and providing refuse Control
bins/skips. These may require emptying during the event.
• Resource
LOGISTICS
It is your responsibility to remove the bins, skips and refuse after the Consent
event and to cover any costs involved. This includes removing cigarette
butts, litter, spills and stains. No refuse or liquids are to be dumped • Noise
into storm water sumps. • Building Consent
It is important for all events to consider the impact their event will • Fire Safety
have on the environment. Therefore an effective waste management
MARKETING
plan is vital for any festival or event. The aim of the plan should be • Fire Permits
to reduce, reuse and recycle and to provide for the efficient and safe • Fireworks and
removal of waste. Some things to consider when developing your Explosive Permits
Waste Management Plan are as follows:
• Food
• The types of waste that will be produced by your event will Management
determine what types of bins you need
HEALTH &
• Alcohol
SAFETY
• A recommended minimum requirement for general waste bin and Management
recycling bins
• Bins should be located near eating areas, exits and entrances • Waste
• The types of hazardous waste on site, where these will be stored, Management
who will be responsible for them and where they will be taken post • Environmental
event. Sustainability
EVALUATION
• Event organisers must ensure that the location is left clean and tidy.
A site clean should be carried out after all infrastructure has been
removed including marquees and once all waste stations have
been emptied and removed.
• Most contamination of recycling bins occurs after the event has
been completed. Recycling bins should be removed as pack up
APPENDICES
commences.
For a Waste Management Plan template, please CLICK HERE.
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INTRODUCTION
WHAT WILL I
NEED ON THE
4.19 Environmental Sustainability DAY?
There are many ways in which to reduce the impact your event will • The Event Plan
have on the environment. Even small measures can have a big impact.
Some ideas to help you ‘Go Green’ may include: • Scheduling
• Encouraging food and beverage vendors to use reusable or • The Site Plan
OVERVIEW
recyclable products whenever possible • Personnel and
• Providing recycling facilities on festival/event days in as many forms Volunteers
as possible (plastic, cardboard, food scraps)
• Traffic
• Providing water trailers for events instead of bottled water
Management
• Avoiding the use of biodiesel generators at your event (unless you
can be sure that the biodiesel is from waste oil sources) • Transport
FINANCIAL
• Reduce the number of flyers/paper handouts given away at your
• Infrastructure
event
• Ticketing
The Invercargill City Council can give you advice and assistance with
waste management at events. • Gate/Door
Control
• Resource
LOGISTICS
Consent
• Noise
• Building Consent
• Fire Safety
MARKETING
• Fire Permits
• Fireworks and
Explosive Permits
• Food
Management
HEALTH &
• Alcohol
SAFETY
Management
• Waste
Management
• Environmental
Sustainability
EVALUATION
Edendale Crank-Up Day
APPENDICES
www.venturesouthland.co.nz 34Return to start <
5.0
HOW DO WE
GET PEOPLE
THERE?
> Promotion, publicity and advertising
> Media channels for publicityReturn to start < NZ Brass Band Champs
Return to start <
Southland Event Planning Guide
INTRODUCTION
HOW DO WE GET
PEOPLE THERE?
5.0 • Promotion,
publicity and
advertising
HOW DO WE GET PEOPLE THERE?
• Media channels
Whether we like it or not marketing is in nearly every facet of life, for publicity
OVERVIEW
including events. Often we are applying the major principles of
marketing without necessarily being aware of it. Marketing is often
misunderstood and thought to be simply advertising and promotion,
which in reality is only one part of it. Traditionally marketing has been
broken down into four major areas:
Product
FINANCIAL
Ensuring that you match your audience or potential audience’s needs
and wants with a ‘product’ (e.g. show, exhibition, workshop etc) that
meets these current or perceived needs.
Price
Deciding a price that suits the value perceptions and budgets of your
audiences as well as meeting your organisation’s financial objectives.
LOGISTICS
Place
This refers to the accessibility and presentation of your event, including
where it is staged and how one gains access through ticket purchasing
or other admittance requirements. Will you have enough income to
pay for the product?
MARKETING
Promotion
This includes making your prospective audience aware of the event,
educating them on the specific genre or theme and creating desire
and excitement that will result in the purchase decision being made.
Tools available to successfully carry out these tasks include advertising,
promotion and PR. In practice, marketing has extended well beyond
these concepts into such things as market research, branding strategy,
HEALTH &
SAFETY
marketing segmentation and competitor analysis. However in planning
your event, considering the above items with reference to your
organisation’s goals and your particular market characteristics will be
a very sound start to becoming a truly market driven and competitive
events organisation.
EVALUATION
All of these marketing factors lead to one thing: customer satisfaction.
Consider carefully the experience of the patrons - from first hearing
about the event to leaving the event. Ensure every part of the process
is easy for them.
5.1 Promotion, Publicity and Advertising
APPENDICES
Once you have identified your marketing objectives, you will be able to
create a promotional campaign.
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INTRODUCTION
HOW DO WE GET
PEOPLE THERE?
Where you spend the money is going to require careful consideration,
depending on the type of event and target audience. • Promotion,
publicity and
The Media plays a significant part in communicating your event to the advertising
public. Some media outlets have caravans, trailers, marquees etc, which
• Media channels
can be utilised by your event. Not all advertising needs to be paid
for publicity
OVERVIEW
for. Often the media provide sponsorship for some advertising costs.
Never underestimate the power of a simple photograph or article to
promote your event.
Publicist
It is helpful to have a dedicated publicist or communications person
to focus on getting stories generated in the media. Offering each
FINANCIAL
media outlet a different angle or story can be highly effective. No two
publications want to report exactly the same information, so targeting
different stories for different media can be useful. Ensure that you
create photo opportunities. A picture paints a thousand words and
can draw significantly more attention to your event than a paid
advertisement or an article.
LOGISTICS
For a sample Media Release, please CLICK HERE.
5.2 Media channels for promotion
For a sample Communications Plan, please CLICK HERE.
Newspapers
MARKETING
These can provide editorial (stories) as well as paid advertising. Contact
the journalists personally, after press releases go out, to follow up on
them doing a story about your event.
Radio
Most radio stations are part of a larger network and can provide
coverage over a number of stations. Generally they are forthcoming
HEALTH &
with good rates for events and additional promotional push. Interviews
SAFETY
on breakfast radio can be a great source of generating interest for your
event. Many have community event noticeboards that are broadcast
regularly and on their websites.
Posters
Can be effective if you have them up for a reasonable time. This allows
EVALUATION
you to push into the smaller communities with posters in shops and
businesses. For billboards around Invercargill city, contact Phantom
Billstickers (0800 PHANTOM). This business has the sole rights to paste
posters on public billboards. They can also arrange to get your posters
in shop windows and distribute flyers around town.
Brochures and flyers
APPENDICES
Depending on the size of the event, flyers and brochures can be
effective. The biggest challenge is distribution. Newspapers also
provide distribution services or contact Phantom Billstickers.
www.venturesouthland.co.nz 38You can also read
