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Warrnambool Events Strategy 2018 -2022
Warrnambool Events Strategy
2018 -2022
CONTENTS
EXECUTIVE SUMMARY 3 FRESH THINKING 14
Portfolio Approach t Events 14
OVERVIEW 5 New Outcomes from Events 14
New Target Markets 14
STRATEGIC ALIGNMENT AND PARTNERSHIPS 6 New Benefits Criteria 14
Vision 6 The New Portfolio 15
Intent 6 The Guiding Principals 15
Objectives 6 Definitions 15
Strategic Goals 7 Event Classification and Analysis 16
Strategic Alignment 7 Determining Our Priorities 17
Related Strategies and Plans 8 Event Submissions – Decision Making Criteria 17
Partnerships and Stakeholders 9
COUNCIL’S ROLE IN EVENTS 18
CURRENT EVENT LANDSCAPE 10
SWOT Analysis 10 THE NEW PLAN 19
Current Markets 11
Current Investment 12 FESTIVALS AND EVENTS FUND 20
Current Event Organisation and Staffing Processes 12
Review Findings and Recommendations 12 APPENDICES
Appendix A Event Strategy Consultation List 21
WARRNAMBOOL’S FUTURE 13 Appendix B Warrnambool City Council Events Planning Guide
The Opportunity of Events 13 Appendix C Warrnamboool City Council Event Application Form
EXECUTIVE SUMMARY
This five year strategy provides for a collective vision Consequently Warrnambool City Council (Council) TOURISM AND MARKETING: Encourage, support and
for Warrnambool to become known as one of regional has worked with key stakeholders to review its Events develop events that increase visitation and enhance the
Victoria’s most event friendly destinations, that can Strategy to ensure Council is best placed to maximise profile of the region as a destination to experience.
host a diverse and balanced calendar of events. its investment into events and remain relevant and
competitive in an increasingly crowded landscape. ECONOMY: Develop partnerships and support events
Attracting visitors, boosting the visitor economy, that provide maximum benefit to the city and deliver a
building community connectedness whilst enhancing The review considered the funding mix Council sound return.
this cosmopolitian city by the sea for all to enjoy. allocates to events, the return on investment, lifecycle
and potential for growth of events and the market INVESTMENT: Invest in events that align with the city’s
Council acknowlegdes that events, regardless of segments attracted to different types of events. strategic goals and outcomes and that maximise the
scale, play a critical role in community health and The review determined that while the type of events existing assets and facilities.
wellbeing, creating economic stimulus, encouraging Warrnambool is hosting, supporting and creating is
community pride and participation, and generating strong, the mix needs to change to ensure Council This strategy has a clear and straight forward objective
legacy infrastructure and capacity for our region. delivers on its objectives. to spread the investment across a mix of events and
to ensure exisiting and new events are supported and
Events around Victoria and Australia are changing Council has agreed to focus on four key goals of: assessed. Through supporting our local community
rapidly and profoundly. The increasing availability of organisers, building capacity and skill sets as well
local events, growth in targeted ‘interest group’ events LIFESTYLE: Delevelop a diverse, vibrant and inclusive as attracting new events, the portfolio will grow in a
and competition in the domestic tourism market has all annual calendar of events and activities that promote sustainable and creative manner during the coming five
combined to dramatically impact visitation to, revenue the region as a highly desirable place to live, work and years.
from and sponsorship awarded to events. invest.
3
Enriching
Attracting
Entertaining
4
Council recognises events play an important role in • peak bodies; and
enriching the cultural fabric of our community. They act • state-level event stakeholders.
to bring people together, foster creativity and provide
opportunities for new experiences and understanding. The following topics were consistently raised during
In doing so, events encourage connectedness and these consultation sessions:
greater participation. • The importance of a robust, diverse and fresh
Events also play an important part in generating events program to tourism success
community pride and sense of place. All are important • The increasingly crowded regional events market
indicators of community wellbeing and quality of life. • The need for innovation, capacity building and
Events also provide economic benefits. They are private sector involvement
an essential driver of visitation and a catalyst for • The recognition of event lifecycles and the
OVERVIEW infrastructure investment. They raise the profile and consequent need for clear, measurable community
reputation of our destination. benefits
Council’s aspiration is for Warrnambool to be a must This strategy has been developed to support the
visit destination for high yield market segments. For sustainability of the events program, ensure events and
this to occur, Warrnambool must be a place alive festivals can continue to evolve and meet the needs of
with festivity and offer our community and visitors a the community, visitors and the local economy.
combination of significant tourism events, a range of
community events that celebrate our unique attributes Recognising it is not financially viable to support all
and various celebrations. events, Council will prioritise its support to events that
deliver key priorities within the Events Strategy.
This strategy provides a guide to the development of a Council reviewed the event funding process as
vibrant events calendar for our community and region. part of the development of this strategy. This Event
It explains why and how Council supports events and Strategy has formulated a new funding model Festivals
includes a framework for Council decision-making and and Events Fund (FFE), which will allow Council to
planning, key priority areas and an outline of Council’s develop existing events, while also allowing for the
roles. It also establishes a clear pathway for Council consideration of new opportunities.
to maximise outcomes and optimise its resources,
while outlining the activities associated with identifying, This funding model will ensure that Council is
attracting and supporting community and tourism capitalising and building on previous event successes
events in Warrnambool. to deliver economic, social, sporting and cultural
legacies for the city. It recognises that across the event
In developing this Events Strategy, Council consulted sector, it is only generating the right mix of significant
extensively with other council business units involved and community events that Warrnambool will realise its
in events as well as with other relevant stakeholders vision of being a cosmopolitan city by the sea.
(APPENDIX A Community Consutation List).
Consequently, a new funding application process has
also been adopted, which will assist community groups
This consultation has included workshops with:
and organisations in aligning their events to Council’s,
• current event partners; and therefore the community’s goals and expectations
• event owners; and streamline the application process.
• tourism operators;
Tour of the South West • community organisations;
5
STRATEGIC ALIGNMENT AND PARTNERSHIPS
VISION INTENT OBJECTIVES
Warrnambool has a diverse, vibrant and inclusive To increase community participation, pride, economic • Generate a diverse and vibrant annual calendar of
portfolio of events that make its people proud of who and infrastructure benefits and add to the cultural events
they are and where they live. Events are understood fabric of the Warrnambool region. • Identify and attract new, iconic event/s to
as positive social and economic drivers of community Warrnambool that drive tourism visitation
wellbeing and on quality of life. This strategy will provide the City of Warrnambool with • To ensure measurable community benefits are
a clear direction to build on its foundation of events derived from events including community:
success and achieve greater social, economic and »» connectedness
cultural benefit from its events portfolio. »» participation
»» tolerance and understanding
»» pride in place and reputation
• Support the development and sustainability of
existing events
• Support individuals, community groups,
organisations and businesses to deliver high quality
events in the city
• Support and promote the Warrnambool brand
• Strengthen the city’s appeal as an enviable place
to live, visit and invest
• Develop partnerships to increase investment and
support of events in the city
• Ensure alignment with local, regional and state
plans and strategies
Summer Night Markets
6
Tarerer Festival
STRATEGIC GOALS
GOAL 1: LIFESTYLE
Warrnambool has a diverse, vibrant and inclusive annual calendar of events and activities that promote the region as
a highly desirable place to live, work and invest.
GOAL 2: TOURISM AND MARKETING
Encourage, support and develop events that increase visitation and enhance the profile of the region as a destination.
GOAL 3: ECONOMY
Develop partnerships and support events that provide maximum benefit to the city.
GOAL 4: INVESTMENT
Invest in events that align with the city’s strategic goals and outcomes.
STRATEGIC ALIGNMENT
The Events Strategy has been developed in consideration of and aligns with relevant local, regional and state
community, business, and tourism plans and strategies. It supports the strategic objectives in:
• Warrnambool City Council Plan 2017 – 2021
• Warrnambool Economic Development and Investment Strategy 2020
• Warrnambool Destination Action Plan
• Great Ocean Road Regional Tourism Strategic Master Plan
• Victorian Visitor Economy Strategy
• Warrnambool City Council Health & Wellbeing Plan 2017 -2020
• Warrnambool City Council Asset Management Strategy
• Warrnambool City Council Public Art and Cultural Management Plan
• Warrnambool City Council Environmental Sustainability Strategy
• Warrnambool City Council Recreation Plan
• Warrnambool City Council Botanic Gardens Materplan
• Warrnambool City Council Lake Pertobe Master Plan
7
Warrnambool City Council Plan
2017 - 2021 provides an over-
arching structure for all City
programs and services. The
Events Strategy aligns with the
following Key Priority Areas and
Objectives:
KEY PRIORITY 2: Foster a healthy city that is socially
& culturally rich
• Increase community health and social connections • Support the
• Encourage and support participation in sport, development of new tourism
recreation and physical activity
and economic development proposals
• Develop community programs that have a health & • Enhance the visitor experience
wellbeing focus and respond to community need
• Partner with Great Ocean Road Regional
• Recognise the importance of indigenous culture
to the region and explore with Great Ocean Road
Tourism and other stakeholders to implement the Related
recommendations of the Warrnambool Destination
Regional Tourism the potential for an increased
Aboriginal tourism offer
Action Plan Strategies and Plans
• Produce and implement a marketing strategy to
• Deliver inclusive community engagement activities promote Warrnambool in partnership with Great The Events Strategy supports and complements a
which provide a variety of opportunities to
Ocean Road Regional tourism industry number of other regional strategies:
participate
• Continual Improvement of the Events Planning
Guide (Appendix B Warrnambool City Council Warrnambool City Council Economic
KEY PRIORITY 3: Maintain and improve the physical Events Planning Guide) Development & Investment Strategy 2020
fabric of the city • Develop product and experiences to match visitor
• Create a more vibrant city through activating KEY PRIORITY 5: Practice good governance through demand and improve seasonal dispersal
high-quality public spaces openness and accountability • Work with partners to investigate the attraction of
• Achieve a low-risk financial sustainability rating new major events worthy of further development
through the preparation of the annual budget and – including sporting, cultural, food and agricultural
KEY PRIORITY 4: Develop a modern economy with ongoing monitoring of the financial performance events and conferences.
diverse and sustainable employment • Develop policies, strategic plans and processes • Support the growth of creative industries and
• Develop and circulate economic data and analysis to address local and regional issues, guide service awareness of their economic value across our
to business and industry provision and ensure operational effectiveness business community.
8
PARTNERSHIPS AND
STAKEHOLDERS
Event organisers and visitors are at the core of
this Events Strategy. Regular communications and
consultation will occur with event organisers, and
ongoing feedback sought from event visitors on their
experiences in Warrnambool.
Internal and external stakeholders will be coordinated
and collaborated with to ensure positive outcomes and
successful delivery of Council’s objectives. The Event
Strategy will be delivered in partnership with a range of
stakeholders.
• A range of Council Directorates and Service Units
• Event organisers
• Event venue operators
• Visit Victoria
• Victorian Tourism and Events Industry
• Great Ocean Road Regional Tourism
• The local tourism industry
Australia Day Celebrations
Warrnambool City Council Health & Wellbeing Plan Victoria’s Tourism and Events Industry Strategy
2017-2021: 2020
Increase opportunities and encourage people to Priority 4: Major Events and Business Events: The
participate in active travel, sport and active recreation attraction of business events to Regional Victoria
• Increase opportunity for all people to participate in creates economic benefit for the destination. The
and feel connected to their community Victorian Government supports regional cities in this
• Improve access to services and programs that sector through funding of a regional business events
support health and wellbeing of all residents program
• Increase activities to identify, create and support
local employment opportunities VTIC Policy Agenda
• Regional Victoria will have a compelling tourism
Shipwreck Coast Master Plan events offering that attracts more visitors to stay
longer and travel further
9
CURRENT EVENT
LANDSCAPE
ANZAC day march
Key stakeholders were involved in an analysis of the
current approach to developing and attracting events
SWOT ANALYSIS OF CURRENT LANDSCAPE
as well as a scan and review of current and related
tourism, event and economic development strategies.
Key state-level events and tourism bodies were STRENGTHS OPPORTUNITIES
consulted on emerging trends, future growth markets
and government priorities. • Waterfront heritage • Online portal for event organisers
• Open Green Spaces • Corporate conferences, business events, retreats
An audit and review of all Council’s existing events • Natural Environment • Embrace the bay (foreshore), heritage and culture
considered attendance patterns over recent years, • Plethora of creative arts people • Increased arts and cultural events
long term business plans, expenditure, community • Strength of the local sports industry • Improved council processes
involvement, organisational succession planning, and
revenue and funding mixes.
Feedback was sought by Council at several workshops
(internal and community-based) to gain a better WEAKNESSES THREATS
understanding of the benefits as well as challenges
being faced by event organisers in the city. • Limited venues with the capacity to cater for large • Level of competition from regional
attendance numbers destinations for events and conferences
Finally, Council reviewed the return on investment of • Uneven spread of events • Increased competition for funding and
• Limited venues suitable for conferences sponsorship
events against the measures of economic impacts,
overnight visitation, enhanced liveability and branding • Volunteer burnout • Decreasing participation in event activities
by the community including volunteers
potential.
10CURRENT MARKETS Warrnambool Visitors by Location Warrnambool Events by Category
Overseas visitors are predominantly from New
Zealand, the United Kingdom, Western Europe and
the growth markets of China, India and developing
Asian countries.
The interstate tourism market offers the most
opportunity for regional Victoria accounting for:
• 9.6 million overnight visitors
• 27.9 million visitor nights which equates to
$3.3 billion in overnight expenditure
• 26 million day trips which contribute to $2.5
billion in expenditure
Over the past decade and a half, visitation yield has Melbourne Regional Victoria
Hallmark Arts and Culture Business
decreased across all domestic travel segments, while Interstate and International Community Entertainment
outbound travel has increased from 4.2 million to 8.6 Food and Wine Sport
million overseas departures. Specific market segments
primarily drive this long-term decline from capital
cities, who are choosing outbound destinations over
regional Victoria.
Warrnambool Calendar of Events Total Funding by Month
Contributing factors to the decline in regional tourism
which relates to events include increased options, by Month
particularly for those in large regional centres or capital 80
$35,000
cities, such as: 70
• Out of category competition, i.e. dining out $30,000
• Strong local events calendars, convincing people 60
$25,000
to stay local 50
• The decline in traditional family holidays and 40
$20,000
increase in day trips, short breaks and trips related
$15,000
to interests and hobbies 30
20 $10,000
While these factors have contributed to a decline in
intrastate visitation, they also pose an opportunity, as
10 $5,000
they highlight the desires of the modern traveller. 0 $0
J F M A M J J A S O N D J F M A M J J A S O N D
Further, the most substantial segments of travellers Events Event Days 2014/15 2015/16 2016/17
who are participating in these changed behaviours are
those known as Lifestyle Leaders.
11NYE celebrations
CURRENT CURRENT EVENT ORGANISATION
STAFFING AND PROCESSES
INVESTMENT Not-for-profit organisations organise a significant
number of events with a smaller portion of events run
Council invests in a range of events each year by council and private enterprise. The high proportion
of events run by not-for-profit groups means that the
Existing significant events on Council’s calendar event is reliant upon community volunteers with limited
include: professional event experience. There is also a high
• Grand Annual Sprintcar Classic turnover rate due to “volunteer burnout”, which impacts
• May Horse Racing Carnival the growth of events. Further, some event organisers,
• Wunta Fiesta either volunteers or private enterprise do not understand
• Tour of the South West processes required for appropriate completion of
• Sports carnivals (many and varied) applications, including those seeking cash and
in-kind support. These groups will benefit from support
Conservative estimates indicate that the existing including training and assistance with applications.
significant events in Warrnambool add more than $20
million per year to the local economy and increase the
number of room nights occupied by 500,000 annually. REVIEW FINDINGS AND
This is in addition to the estimated $15 million per
RECOMMENDATIONS
year that regional events generate in economic impact
The consequent findings determined that one-off events
through their visitation spend and the extra room
bring the least return on investment, followed by annual
nights.
events at particular times of the year that had not
been recently refreshed, or appealed to a low spend
Council has historically supported regional events
demographic.
through its recurrent events budget. These events
exhibit different characteristics to significant events.
Council has since determined that a new approach to
event attraction be required, which will be guided by the
Nevertheless, these events all serve to grow the
Council Plan. This new approach will involve:
region’s reputation for supporting and hosting an
• A higher level of long-term planning
extensive events program and play an essential role in
• A portfolio approach, where each portfolio group
facilitating community well-being, attracting visitors and
has its own set of criteria and return on investment
generating business activity.
measures
• Build on Warrnambool’s existing natural, community
Council also provides financial support to a range of
and infrastructure strengths
small and community events.
• Specifically targeted market segments
• Staging or hosting events during specific low
occupancy periods
12WARRNAMBOOL’S FUTURE
Tourism has been identified as a key growth sector due commitment to time and public money. A diverse City branding: Hosting events has beneficial impacts
across the nation, particularly for regional centres, and rich events calendar attracts a diversity of people, on a city’s image and can be a cost-effective way of
at all levels of government. Tourism events are a key which in turns increases the range of people who would promoting the city’s brand to potential visitors and
driver behind visitation and can be an effective tool in consider Warrnambool as a place to live and invest. investors.
increasing tourism numbers during off-peak seasons.
Events may create legacy infrastructure and activate Social wellbeing: Events make cities more vibrant
Warrnambool City Council has identified tourism events open spaces, which can be of great value to and interesting places to live, bringing people and
as a core component of a broader strategy to raise communities long after the event has finished. communities together and give them a sense of identity
awareness and increase visitation to Warrnambool and and place.
its surrounding region, as well as brand Warrnambool as
an attractive place to visit, live and invest. THE OPPORTUNITY OF EVENTS Legacy benefits: Accelerating economic and social
development and triggering investment in legacy
Warrnambool has identified the visitor economy as being There are four main benefit streams associated with infrastructure or investment, i.e. upgrade a park to hold
fundamental to the economic success of the city and events: events and the community benefits, this can deliver over
events are one of the core pillars of the visitor economy. the long term.
Immediate economic benefits: Events can deliver
Warrnambool must plan its development and progress immediate economic benefits by bringing new money
in a disciplined way – balancing its responsibility with a into the economy.
13Beach Fest
FRESH THINKING
PORTFOLIO APPROACH TO inter and intrastate visitors to Warrnambool
and encourage them to extend their stay.
The traditional tourism Roy Morgan Value Segments
that display Lifestyle Leader behaviours are:
EVENTS 3. Enhance Warrnambool’s liveability - support
a diverse events calendar that contributes to
• Visible achievers
• Socially aware
making Warrnambool a desirable place to live, • Young optimists
The benefits of an improved events portfolio extend
work and invest. • Traditional Family Life value segment included
well beyond the immediate social and economic
4. Increase opportunity for the branding of when driven to take short trips for children’s
impacts - the bigger picture is a vibrant city that is a
Warrnambool to the desired market, by using hobbies and sports
highly desirable place to live, work and invest.
events as a platform for promoting
The new Events Strategy will deliberately attract,
Warrnambool to a wide, targeted audience of
Warrnambool’s event portfolio encapsulates these support and develop events attractive to these high
potential visitors and investors.
outcomes in the following vision statement: yield markets.
Warrnambool has a diverse, vibrant and inclusive
portfolio of events that make its people proud of
NEW TARGET MARKETS NEW BENEFITS CRITERIA
who they are and where they live. It understands The desires of the modern traveller include increased
the positive, social and economic outcomes events The events portfolio will be a mixture of established
short breaks related to interests and hobbies and
can deliver and their impacts on quality of life. successful events, new events that have the potential
experiences relating to accommodation, activities and
for development, providing a longer event lifecycle, and
food and beverages. The most substantial segments
Given the link between social wellbeing and long-term national events.
of travellers who are participating in these changed
economic growth, Warrnambool needs to strike a behaviours are those known as Lifestyle Leaders.
careful balance between events that result in increased When developing the portfolio consideration will be
economic activity and events that make Warrnambool Lifestyle Leaders are white collar, skilled professionals given to the events that will bring the following benefits:
a more exciting and attractive place to live. that are higher than average in affluence and • Fit with the Warrnambool brand
discretionary spend, are well educated and are more • Ability to build on, highlight or strengthen
likely to take leisure trips (4.2 leisure trips per year Warrnambool’s unique characteristics
NEW OUTCOMES FROM EVENTS compared to the Australian average of 3.9). Further, • Market segment it will attract
when they do travel, they spend around 20% more • Origin of the event
Warrnambool has identified four key outcomes than the average Australian traveller, travel based on • Frequency of event
for its events portfolio. interest or triggers (hobby, interest area or passion) and • Time of year of the event
make up about one-third of the Australian population. • The potential for the event to generate long-term
1. Expand Warrnambool’s economy - tourism legacy benefits
yield will increase, and as a result, the This market segment is culturally curious and regularly
community will reap more benefits. seeks out new experiences and therefore is a high
2. Grow visitor nights in Warrnambool - attract event attendee.
14THE NEW PORTFOLIO identity, while supporting its diversity. They will be major
attractions for residents and visitors.
Business events represent a high yield component of
the visitor economy and can provide significant and
• Significant events will bring major economic regular contribution to the host destination including:
Annually Council aims to present at least one major • High yielding business for industry - the business
benefits and international profile to the city
event each year, at least four significant events, two events sector is regarded as one of the highest
business events and a range of medium to small
• Significant events will contribute largely to building
strong communities and people’s connection to yielding market segments because of the high yield
events or activities. per delegate spend
the city
• Significant events will contribute to celebrating • Incentive for repeat visitation - business events
THE GUIDING PRINCIPLES Warrnambool’s identity promote a destination to investors and decision
makers, who would otherwise not have come to
• Significant events will support Warrnambool’s key
Events will focus on one or more of the following five strategic directions the destination
guiding principles: • Mid-week inflows to venues and businesses -
• Family friendly Local and community focused events will support which means that local industry and businesses
• Nature and marine-based social interaction, community involvement and have greater opportunity to benefit from the event
• Artistic and creative strengthen community networks; and some will have tourism industry
• Active outdoor and sporting economic benefits as well. The majority of event visitors • Opportunities for pre and post event touring -
• Business and/or Conference will be local. increasing economic impact for the region
In most instances, the council will work in partnership One-Off special events will attract both locals
with one or more organisations to deliver the events. and visitors from outside the city. They will generate
significant economic, tourism, social, community and
All events should be contributing to at least two of the cultural benefits. These events may have a regional,
event benefits so across a year the full program should state or national profile. Special events differ from
support all benefits as outlined through: significant events in their tendency to be one-off
• Direct and immediate benefit to the local economy opportunities which can showcase the municipality, for
• Provide opportunity for city branding to a wide example national/state sporting events.
audience of potential visitors and investors
• Cultivate social wellbeing by bringing people and Business events has been the broad term used
communities together and giving them a sense of by associated tourism bodies when discussing the
identity and belonging Meetings, Incentives, Conferences and Exhibitions
• Leave a legacy – elevating the host’s stature and (MICE) industries. The Business Events Council of
accelerate its economic and social development Australia defines a business event as “any public or
private activity consisting of a minimum of 15 persons
with a common interest or vocation held in a specific
DEFINITIONS venue or venues, and hosted by an organisation(s).
This may include but not limited to: conferences,
Significant events will make an important contribution conventions, symposia, congresses, incentive group
to Warrnambool’s events calendar and image. They events, marketing events, special celebrations,
will help build Warrnambool’s sense of place as a seminars, courses, public or trade shows, product
cosmopolitan city by the sea, enhance its cultural launches, exhibitions, company annual general
and environmental heritage (including its stunning meetings, corporate retreats, study tours or training
topography and location), and its unique sense of programs”.
Ants, Polyglot Theatre
15EVENT CLASSIFICATION AND ANALYSIS
The following table outlines the event classification system Council uses to categorise the city’s events portfolio. This enables Council to strategically explore new event opportunities
that stimulate the visitor economy and support community development.
Characters of Event Classifications
Evaluation Criteria Event Category Matrix
Significant Events (Tier 1) Regionally Significant Events (Tier 2) Regional Events (Tier 3) Community Events
Positioning • National or state marketing Positioning Warrnambool as an • Triggers some destination Minimal
tools attractive event destination showcasing brand support
• Supports destination regional attributes • Positions Warrnambool for
brand showcasing regional other events
attributes • Builds reputation as an events
destination
Recognition National/State National/State State Local
Occurrence • Recurrent Recurrent or one off Recurrent or one off Recurrent or one off
• One off event with a strong
brand recognition to
Warrnambool
Visitor Nights Capacity to generate 3,000 Capacity to generate in excess of Capacity to generate 500 visitor Limited in terms of
visitor nights 1,000 visitor nights bed nights economic value
Economic Impact • Significant economic impact Economic value measurable • Economic value over $500,000 Limited mostly local
in excess of $1 million • Economic measurable
• Economic value clearly
measurable
Media Exposure • National/state coverage • State level media exposure • Regional coverage outside Limited mostly local
• Live/delayed TV coverage with potential for some national Warrnambool
coverage • Warrnambool media coverage
• Delayed highlights media package
Participants/ More than 60% participants/ At least 50% of participants/visitors Between 30% and 50% of Up to 10% participants/
visitors from outside the visitors outside the region from outside the region participants /visitors outside the visitors outside the
region region region
16DETERMINING OUR PRIORITIES •
partnerships with key stakeholders
Promote and support only best practice event
brand including our natural environment, sport,
food and wine, arts and culture and heritage
management • The event opportunity includes entrepreneurial
Priority support from the Warrnambool City Council will
approaches and planning for long-term
be given to events that are able to generate substantial
tourism, economic, profile, community, social or EVENT SUBMISSIONS – DECISION •
self-sufficiency
Implementation of best practice event
cultural benefits. Specifically, these benefits will be:
• Attracting and securing new events where a MAKING CRITERIA management including respecting local amenity
and minimising adverse impacts
cost-benefit analysis indicates a substantial and
satisfactory return on investment Council has established an Event Control Group (ECG)
This decision-making criteria will help Council to:
• Supporting, developing and maximising the value that is tasked with assessing event proposals and
• Ensure Council has the correct mix and spread of
of existing events that already deliver significant providing a recommendation to council.
events across the year to future-proof the event
benefits
portfolio
• Emerging events when they have the potential to Some event opportunities will arise at very short notice,
• Ensure Council delivers those events which
deliver substantial benefits outside the (ECG) meeting cycle, or requiring a prompt
are right for Warrnambool with an appropriate
• Encouraging events in off-peak and shoulder response from Council. Therefore Council needs an
geographical spread across the city
tourism seasons to provide the sought-after agile, flexible approach to react quickly and balance
• Maximise and utilise city infrastructure
impacts when demand is traditionally lower such opportunities with ongoing commitments.
• Improve our success rate in attracting state
and national events to the city against fierce
Significant and community events will all receive The following criteria will guide the ECG in its
competition
council support. A relatively higher proportion of the assessment of event proposals and ensure
• Demonstrate the genuine value of hosting events
event funding budget will be allocated to significant transparent, flexible, and accessible decision
• Build capacity opportunities for local event
events to reflect the higher operating costs and the making by Council.
stakeholders, businesses and suppliers
more significant and broader economic and tourism
• Maximise opportunities for local suppliers
returns they generate. The event proposal will be considered if it meets
the following principles:
Council will undertake a cost-benefit analysis on all • The proposed event meets the earlier identified Premier Speedway Warrnambool
events seeking significant support from Warrnambool criteria of building on at least one of the city’s
City Council, with the key focus being on attracting strengths, attracting a key market segment,
and supporting events that deliver the highest yield and meeting at least one of the portfolio guiding
return on investment. principles, and contributing to at least two of the
Council Plan success criteria
Council will work with existing event organisers who • The event and its organisers meet the required
have been receiving ongoing annual funding to ensure legislative and regulatory requirements
these events demonstrate renewal and initiatives that • The proposed event will provide community, social,
contribute to the outcomes sought within this strategy. cultural, economic, tourism and profile benefits
• It will contribute to making Warrnambool a vibrant
Recognising that community and professional event and great place to live
organisers deliver events, the Warrnambool City • It will encourage creativity and innovation
Council will: • The proposed event acknowledges and respects
• Implement transparent, proactive and customer the city’s natural environment
focused event compliance programs to support all • The event opportunity is unique to Warrnambool
event organisers • The proposed event provides opportunities to
• Value and actively facilitate collaborations and showcase the I AM WARRNAMBOOL destination
17COUNCIL’S ROLE IN EVENTS LEADER
Council champions, coordinates and advocates an event focus
for the City and is a catalyst for partnerships.
PROVIDER
Council organises a series of significant regional events for the
community and its visitors, as well as provides potential venues,
open-spaces and in-kind support for festivals and events.
HOST
Council invests in events organised by others through targeted funding
programs.
FACILITATOR
Council empowers and develops event organisers and community groups
through skills development, information and regulatory advice, and relationship
management. (APPENDIX B Warrnambool City Council Events Planning
Guide)
PARTNER & STAKEHOLDER
Council works with event organisers, community groups, businesses and individuals
to support events and create new opportunities.
COMMUNICATOR AND PROMOTER
Council champions event initiatives and their benefits to stakeholders; utilising Council’s
marketing and communications resources to promote and generate audiences.
APPROVE
Council coordinates the event approval process, ensures regulatory requirements are met and
acts as main point of contact for event organisers. (APPENDIX C Event Application Form)
EVENT DELIVERY
Council delivers Council owned events.
18THE NEW PLAN
GOAL 1: LIFESTYLE GOAL 2: TOURISM AND MARKETING
Develop a calendar of events that supports Warrnambool’s strengths and identity, and Encourage, support and develop events that increase visitation and enhance the
enhances a vibrant atmosphere that promotes the region as a highly desirable place profile of Warrnambool as a destination
to live, work and invest
ACTION TASKS ACTION TASKS
Increase capacity of local 1. Work with event organisers to identify training Establish Warrnambool 1. Produce a Warrnambool event and conference guide.
events industry opportunities beneficial to them. as a business event and 2. Participate in one event conference expo annually.
2. Deliver two community capacity building workshops conference destination 3. Deliver one famil per year for event organisers to visit
annually. venues, open spaces and tourism facilities.
3. Deliver one event organiser, supplier, venue manager 4. Deliver one famil per year with Professional Conference
networking event annually. Organisers.
4. Develop an online event guide to assist event organisers. 5. Facilitate two workshops annually with conference
5. Review and update event guide quarterly. venue owners/operators.
Develop a balanced 1. Review and update calendar of events. Collect Evidence 1. Participate in regional research initiatives to monitor
calendar of events 2. Identify and support the growth of two significant events changes in visitation and market behaviours.
where the primary driver is social and cultural benefits. 2. Partner with Great Ocean Road Regional Tourism to
3. Identify and support the growth of two significant events monitor and track visitor trends and develop actions to
where the primary driver is economic benefit. address them.
4. Identify and secure two national or state sporting events. 3. Work with industry to capture Warrnambool centric
5. Maintain and promote Warrnambool calendar of events. trends.
Improve Council’s ability to 1. Establish a senior cross-organisational team (Event Event Infrastructure Plan 1. Undertake an infrastructure and asset audit to identify
respond to event industry Control Group) to manage the Council’s involvement in strategic priorities for future infrastructure investment,
needs the event endorsement and support. and incorporate into Council’s capital works and asset
2. Develop an event portal as part of the Council website. upgrade programs.
3. Develop and implement online event and permit 2. Identify and facilitate agreements.
application forms.
4. Provide a “relationship manager” as the key point of Significant Event 1. Identify key events that show potential to elevate to
contact for event organisers. Development signature event status (based on event monitoring).
Maximise the value of 1. Secure investment from Council, other levels of
existing significant events government and private sector stakeholders to optimise
and enable them to grow the growth potential of existing significant events.
2. Develop a stronger partnership with state government as
a priority.
3. Foster long-term commitments by event organisers/
promoters through offering longer-term funding.
Support a range of large 1. Continue to support existing popular events.
and small community 2. Support local community and event organisers to
events establish new events to fill gaps.
19GOAL 3: ECONOMY GOAL 4: INVESTMENT
Develop patnerships and support events that provide maximum benefit to the city Invest in events that align with the city’s strategic goals and outcomes
ACTION TASKS ACTION TASKS
Event attraction 1. Identify new significant event opportunities. Provide event funding 1. Conduct review of current event funding
2. Undertake a gap analysis of the ‘type’ and ‘timing’ to support growth and procedure.
of events required to fill identified gaps in the development of new 2. Establish and implement a funding model
calendar year. and significant events (Festivals and Event Fund) and robust assessment
3. Attract and host events that support our shoulder framework to support the city’s investment in
periods and activate quiet seasons. events.
3. Secure investment from Council, other levels of
Measuring event value 1. Develop an event visitor survey template for use government and private sector stakeholders to
and impact by event organisers. optimise the growth potential of festivals and
2. Implement an event survey protocol to capture events.
data to enable analysis of achievements against
strategic objectives. Retain existing 1. Develop a retention (future proofing plan) to
3. Record and assess return on investment for all significant events nurture current events.
Council funded events. 2. Work with other levels of government and private
sector stakeholders to overcome any obstacles to
Identify and support the 1. Support an identified key portfolio of events and the successful delivery of events.
growth of two significant assist them to be more strategic. 3. Commence contract renewal no later than 12
events where the 2. Work with event organisers to identify potential for months prior to contract expiry date.
primary driver is growth. 4. Provide a “relationship manager” as the key point
economic benefit 3. Secure investment from Council, other levels of contact for event organisers.
of government and private sector
stakeholders to optimise the growth potential of Event Evaluation 1. Develop and implement an event evaluation
existing significant events. program.
4. Foster long term commitments by event
organisers/promoters through offering longer-term Investment and 1. Develop an event infrastructure investment plan
contracts. Partnerships that supports future event growth and
sustainability.
20FESTIVALS
AND EVENTS
FUND
The new Festivals and Events Fund will be Council’s • Improve the quality of life experiences for Guidelines and applications will be open
funding program for festivals and events conducted communities within the municipality by increasing October 1, 2018 for events commencing
within the municipality. This program will provide seed access to quality festivals and events January 1, 2019
funding to assist with the establishment of new event • Promote cultural diversity and greater awareness,
initiatives and also supports the development and appreciation and participation in activities
growth of established events. • Promote a sense of pride and community identity
• Stimulate visitation and tourism to the area and
The aims and objectives of the Festivals and Events increase economic and social development
Fund will be to: opportunities
• Contribute to the recognition of the city as a region
• Provide financial assistance to conduct established to host festivals and events
professional and quality festival or event activities • Create an environment for innovation and creativity
21Appendix A
Event Strategy Consultation List
Abrigo Warrnambool Gateway Motor Inn Sufferfest WCC Municipal Building Surveyor
Ace Radio Gem Show Summer Night Markets WCC Recreation Planner
All Fresh Seafood & Poultry George Taylor’s Store Sungold Milk WCC Rural Access Officer
Amelda’s Tower Hill Girt By Sea Warrnambool Surf ‘T’ Surf WCC Senior Recreation Planner
Anchor Belle Motel Great Ocean Road Regional Tourism Surfside Holiday Park WCC Service Manager Community Support
Atmosphere Events Great Ocean Road Ten Pin Bowl SWICH Rentals WCC Strategic Waste Management Officer
Atwood Motor Inn Hampden Football Netball Tait’s Legal WCC Team Leader Parks Gardens and Environment
Aus Music Festival Hopkins Hideaway Taylors Surfodesy WCC Team Leader Trees and Botanics (Parks and
Aus Schools Triathlon Challenge Hose Electrical The Australian Event Symposium Gardens)
Austral Place 88 Hotel Warrnambool The Liebig Asian Restaurant WCC Technical Officer, Infrastructure Services
Bastion EBA Images Restaurant Café & Cocktail Bar The Loft WCC Youth Development Planner
Bayside Lodge Inside the Brick The Standard WCC Youth Development Planner
Bendigo Bank Lady Bay Resort The Surf Co. WCC, Manager Community Policy and Planning
Best Western Colonial Village Motel Lighthouse Theatre Timor Street Market WCC, Manager Recreation & Culture
Best Western Olde Maritime Motor Inn Loco Group (TAC) Tower Hill Challenge WCC, Construction Engineers, Infrastructure Ser-
Bicycle Network Victoria Logan’s Beach Apartments Victorian Dance Festival vices
Big4 Hopkins River Caravan Park Loop Studio Victorian Events Industry Council WCC, Director Warrnambool Art Gallery
Blue Whale Motor Inn Macey’s Bistro Victorian Tourism Industry Council WCC, Grants Officer, Economic Development Unit
Business Events Victoria Mahogany Motel Warrnambool Bus lines WCC, Service Manager Lighthouse Theatre
Capitol Cinema McKinnon Quarries Warrnambool Show Society WCC, Volunteer Program Coordinator, Access Aging
Carols by the Merri Melbourne to Warrnambool Road Race Commit- Warrnambool & District Historic Car Club and Inclusion
Cattleya Thai Restaurant tee Warrnambool Art Show Warrnambool District Cricket Association
Charles on Victoria Street Mid City Motel Warrnambool Warrnambool Beach Backpackers Warrnambool Gift
Cheese World & Museum (Allansford) Mini Golf by the Sea Warrnambool Bus Lines Warrnambool Golf Club
City Memorial Bowls Club Moonmother Productions Warrnambool City Council Airport Reporting/ Warrnambool Greyhound Club
Clinton Baulch Motor Group Motel Warrnambool Works Safety Officer Warrnambool Hire Motor Boats
Coastal Vibe Apartments Ngatanwarr Welcome Mural WCC City Renewal Placemaking Officer Warrnambool Holiday Park
Coates Hire Pavilion Café & Bar WCC Communications Officer Warrnambool Holiday Village
Coles Coaches Piccolo Restaurant WCC Construction Supervisor, Infrastructure Warrnambool Organ Festival
Comfort Inn Warrnambool International Picken Designs Services Warrnambool Party Hire
Comfort Inn Western Warrnambool Pinky’s Pizza WCC Coordinator Asset Management Warrnambool Premier Speedway
Cooks retreat Warrnambool Pippies By the Bay WCC Coordinator Building Services Warrnambool Racing Club
Crayola Port Fairy Folk Festival WCC Coordinator City Assist Warrnambool Visitor Economy Advisory Committee
Cycling Victoria Portuguese Festival WCC Coordinator Community Programs Worn Gundidj - Tower Hill
Daktari Surf & Dive (Warrnambool) Pronto Fine Food Merchants WCC Coordinator Lake Pertobe
Darriwill Farm Warrnambool Red Spoon Thai Eatery WCC Coordinator Local Laws Traffic Fire and
Deakin University (Residential Services) Regional Development Victoria Animal Control
Defy Fitness Riverview Holidays WCC Coordinator Municipal Depot Operations
Discovery Holiday Parks Rotary Daybreak WCC Curator Exhibitions WAG
Downtown Motel SCOPE Galleries WCC Economic Development Administrator
Elm Tree Motel Scott Consulting WCC Health and Local Laws
Emmanuel College Scripture Union Kids Holiday Program WCC Manager Capacity Access and Inclusion
Events Geelong Shipwreck Coast Fishing Classic WCC Manager City Amenity
Fairholme Apartments Sinclair & Wilson WCC Manager City Development and Strategy
Field Days South West Sports Assembly WCC Manager Communications
Figtree Holiday Village South West TAFE WCC Manager Economic Development
Flagstaff Hill Lighthouse Lodge Southwest Explorer WCC Manager Infrastructure Development and
Flying Horse Bar & Brewery Sports Marketing Australia Projects
Fresh Market Statewide Waste WCC Manager Revenue and Property
22REVIEWING THE PLAN
The Warrnambool City Council Events Strategy is a
living document and will be reviewed as part of the
strategic planning process to ensure that it continues
to meet the changing needs of the community and the
evolving events and tourism sectors.
CONTACT DETAILS
Visiting us in person
Visitor Ecconomy Office
89 Merri Street, Warrnambool
Open from 8.30am - 5pm, Mon–Fri.
Postal address
Warrnambool City Council
P.O Box 198
Warrnambool 3280
Telephone
03 5559 4800
Website
www.warrnambool.vic.gov.au Surf Lifesaving Victoria Junior State Championships
Email
events@warrnambool.vic.gov.au
23Warrnambool City Council’s Event Guide Your one stop shop for planning an event in Warrnambool www.warrnambool.vic.gov.au/eventguide
Warrnambool City Council’s Event Guide
Contents
INTRODUCTION 4
What is an event? 4
How to use this guide 4
PART 1 Event planner’s checklist
self assessment of event requirements and event registration 5
PART 2 Land use and roads 7
2.1 Use of Council owned or managed land (parks, gardens, reserves, etc.) 7
2.2 Use of sporting grounds and recreation reserves 7
2.3 Road closures, barricades and traffic management plans 8
2.4 Occupancy permits for places of public entertainment 8
PART 3 Food and alcohol 9
3.1 Temporary and mobile food premises 9
3.2 Liquor licencing 9
3.3 Smoking at events 9
3.4 Gas bottles 10
3.5 Water – drinking, food stalls and general access 10
PART 4 Event activities 11
4.1 Noise 11
4.2 Fireworks 11
4.3 Rides 12
4.4 Raffles and fundraising 12
4.5 Camping 13
4.6 Musical recordings and performances 13
4.7 Busking 13
4.8 Lighting 13
PART 5 Amenities and waste 14
5.1 Waste management – rubbish, recycling and sharps 14
5.2 Toilets 15
5.3 Accessibility to your event 15
PART 6 Site logistics 17
2 www.warrnambool.vic.gov.au/eventguideWarrnambool City Council’s Event Guide
6.1 Site plans and parking 17
6.2 Power back-up 17
6.3 Electrical safety 17
6.4 Shelter 18
6.5 On-site contact details 18
6.6 Service providers 18
6.7 On-site emergencies 18
PART 7 Health and safety 19
7.1 Insurance 19
7.2 Risk management 20
7.3 Emergency response management 20
7.4 First aid 21
7.5 Security 21
7.6 Sunscreen 22
7.7 Heat waves and Code Red days 22
PART 8 Additional support from Council 23
8.1 Marketing and signage 23
8.2 Additional funding 24
8.3 Accommodation 24
8.4 Warrnambool branded equipment and infrastructure 24
THE NEXT STEPS 25
What happens now? 25
Who to contact with further queries? 25
HELPFUL CONTACTS 26
APPENDICES 27
Event Notification Letter 27
Venue/site Plan Example 28
Example Risk Assessment 29
Emergency Management Plan Template 30
www.warrnambool.vic.gov.au/eventguide 3Warrnambool City Council’s Event Guide
Introduction
From its rich heritage to its beautiful natural surroundings, its thriving local
economy and diverse cultural life, the City of Warrnambool has much to offer.
Warrnambool boasts a vibrant calendar of events made up of major events
and a variety of community festivals which provide a wide range of social,
economic and cultural benefits to the community.
The Warrnambool City Council aims to position
Warrnambool as the events capital of south-
How to use this guide
west Victoria by supporting and staging a
This guide is divided into sections covering the
diverse range of quality events all year round.
different aspects of running an event within
Warrnambool has a variety of exceptional facilities
Warrnambool City Council.
and locations for hosting events and the Council
is here to help make your event a success.
This will enable you to alert Council to your event
in the correct way and allow our staff to guide
This guide is designed to provide event
you as you design, create and coordinate your
organisers with the knowledge and detail required
event. It will also assist you in adhering to the
to help run a safe and successful event. Under
relevant laws.
State and Federal Legislation, the regulations
governing the management and implementation
of many aspects of public events and activities
have increased. Warrnambool City Council
has created this guide to help you through the
process of running a public event.
It is important to recognise the scope of
your event and determine which permits and
approvals you are required to obtain (event
size, type and location will affect this). It is your
responsibility to ensure that you have a clear
understanding of your intended event and that
you provide the necessary documentation to
Council or other relevant organisations as well
as providing sufficient logistical and operational
support to the event to ensure it runs smoothly.
What is an event?
An event is classified as any planned activity
where any open area (fenced or unfenced),
structure (permanent or temporary), roadway,
venue or facility will contain a number of persons
greater than normally found in that area or
location at one time. This events guide applies to
events that are open to the general public. The
event may be organised by a public or private entity.
4 www.warrnambool.vic.gov.au/eventguideWarrnambool City Council’s Event Guide
PART 1
Event planner’s checklist – self assessment of
event requirements and event registration
As the organiser of an event in Warrnambool it is your responsibility to ensure that
all required permits are obtained and any relevant legislation is complied with. Please
assess your event requirements against the table below to determine which sections
of the guide are relevant to your event planning process.
EVENT REQUIREMENTS Please ensure your group follows the correct procedure
Are you planning to host an event at the Yes If yes, ensure you read Part 3 and complete the relevant
Warrnambool Botanic Gardens, Lake No application form to start the process with Council.
Pertobe or the Civic Green?
Are you planning to host an event at a Yes If yes, ensure you read Part 3 and complete the relevant
sporting ground, recreation reserve or No application form to start the process with Council.
public space?
Do you need to close a road (either partially Yes If yes, ensure you read Part 3 and apply for the
or fully) No appropriate permit or contact Council for further
assistance.
Will your event occupy outdoor spaces Yes If yes, ensure you read Part 3 to understand your
greater than 500m2? No requirements, and where to seek further assistance.
Are you or any other person selling food Yes If yes, ensure you read Part 4 and that you apply for the
and beverages at your event? No appropriate permits for food, beverages and alcohol.
Is water accessible to patrons at your Yes If no, ensure you read Part 4 to understand your
event? No requirements and where to seek further assistance.
Will your event be creating additional noise, Yes If yes, ensure you read Part 5 and have gained the
hosting fireworks or amusement rides? No appropriate permits. You also need to understand and
implement sufficient safety measures.
Are you running raffles and fundraisers? Yes If yes, ensure you read Part 5 and apply for the
No appropriate permit and/or you are conducting your raffle
within regulations.
Are you or any other person busking at your Yes If yes, ensure you read Part 5 and apply for the
event? No appropriate permit.
Do you have a plan in place to deal with Yes If no, ensure you read Part 6 and that you have
waste? No thoroughly addressed and planned for this issue.
Have you scheduled for toilets to be Yes If no, ensure you read Part 6. The cleanliness and
cleaned during your event? No restocking of toilet facilities is paramount to the success
of events.
Will your event cater for patrons with Yes If no, ensure you read Part 6 so that you know where to
varying abilities? No get additional support and ideas from to create an all-
inclusive event.
www.warrnambool.vic.gov.au/eventguide 5You can also read
