Event Management Plan

• Conducted on

  Date

• Prepared by

• Location
  Address

1. Event Details

• Name Of Event:

• Date of event?

  Date

• Proposed Venue

  Select Boulia Racecourse Reserve Boulia Shire Hall Boulia Sports and Aquatic Centre Boulia Tennis Courts Boulia Multi Purpose Sports Oval Boulia Heritage Centre Robinson Park

  • Boulia Racecourse Reserve
  • Boulia Shire Hall
  • Boulia Sports and Aquatic Centre
  • Boulia Tennis Courts
  • Boulia Multi Purpose Sports Oval
  • Boulia Heritage Centre
  • Robinson Park

• Type Of Event

  Select Large Community Event >250 MediumCommunity Event <250 >100 Small Community Event <100 Equine Event Rough Stock Event Equine and Bovine Event Camel Event Private Event Motor Sports Event

  • Large Community Event >250
  • MediumCommunity Event <250 >100
  • Small Community Event <100
  • Equine Event
  • Rough Stock Event
  • Equine and Bovine Event
  • Camel Event
  • Private Event
  • Motor Sports Event

• Capacity Of Event

  Boulia Shire Hall capacity 150

  Boulia Sports and Aquatic Centre Capacity 200

  Boulia Racecourse Reserve 300

  Boulia RSL Capacity 25

• Required Set Up Time

  24 hrs prior to event

  48 hrs prior to event

  72hrs prior to event

  1 week prior to event

• Required time frame to return to original condition

  24hrs post event

  48hrs post event

  72hrs post event

  1week post event

1.2 Event Manager

• Event Organiser

• Committee Or Organisation hosting event

  Select Boulia Golf Club Inc Boulia Turf Club Inc Boulia Camel Races Inc Boulia Rodeo Assoc Inc Channel Country Branch ASHS Boulia Social Club Inc CWA Boulia Historical Society SSAA Bopulia Branch P&C Assoc Other

  • Boulia Golf Club Inc
  • Boulia Turf Club Inc
  • Boulia Camel Races Inc
  • Boulia Rodeo Assoc Inc
  • Channel Country Branch ASHS
  • Boulia Social Club Inc
  • CWA
  • Boulia Historical Society
  • SSAA Bopulia Branch
  • P&C Assoc
  • Other

• Contact Phone Number:

• Contact Email Address:

• Contact Phone Number During Event:

1.3 Description of Event

• Describe the event (What is the main attraction or purpose of the event?)

• What entertainment is being provided

1.4 Patron Details

• Target Audience

  Select Families Children 0-12yrs Youth 12-17yrs Young Adult 18- 25yrs Adults 26 - 65yrs Seniors 65+ All Ages

  • Families
  • Children 0-12yrs
  • Youth 12-17yrs
  • Young Adult 18- 25yrs
  • Adults 26 - 65yrs
  • Seniors 65+
  • All Ages

• Estimate total patron attendance

• Patron Age Details: % of total Attendance

• 0- 12 yrs

• 12-18 yrs

• 18-25 yrs

• 25- 40 yrs

• 40-55 yrs

• 55+

• Have you registered your event with the Queensland Police Service

  Yes

  No

  N/A

• Go to www.police.qld.gov.au/eventsafe

2. General Considerations

2.1 Police Contact

• Boulia Police Station
  4746 3120

2.2 Service of Liquor

• Alcohol to be supplied at the event:

  No - Alcohol will not be served, and/or

  Yes- BYO alcohol will be allowed to be consumed at the event, and/or

  Yes—Alcohol will be sold or supplied at the event.

• Details regarding the management of alcohol are outlined in Section 6.

2.3 Public Liability

• Have you investigated public liability and duty of care issues and obtained appropriate insurance?

  Yes—event is underwritten by:

  No

• Name of company

• Address

• Telephone:

• Value

• Policy number

• Upload a copy of your insurance Policy here

  Media

2.4 Health and Safety

• Have all “Stall Holders Checklists” or risk assessments been submitted

  Yes

  No

  N/A

3. Consultation with key stakeholders

3.1Consultation Register

• Have you contacted QLD Police Service via the Boulia Police Station on (07) 4746 3120

  Yes

  No

  N/A

• Have you contacted the Boulia Shire Council on (07) 47463188

  Yes

  No

  N/A

• Have You contacted Queensland Ambulance or equivalent

  Yes

  No

  N/A

• Have You contacted the Boulia Primary Health Clinic on (07) 4746 2300

  Yes

  No

  N/A

• If you have not yet consulted with any of the above mentioned stake holders please do so before continuing. Your event may not be approved without prior consultation

3.2 Briefing before event including Police, Council and Security representations

• Select date

  Date

• Venue of debriefing

  Select Boulia Racecourse Reserve Boulia Shire Hall Boulia Sports and Aquatic Centre Boulia Tennis Courts Boulia Multi Purpose Sports Oval Boulia Heritage Centre Robinson Park

  • Boulia Racecourse Reserve
  • Boulia Shire Hall
  • Boulia Sports and Aquatic Centre
  • Boulia Tennis Courts
  • Boulia Multi Purpose Sports Oval
  • Boulia Heritage Centre
  • Robinson Park

3.3 Debriefing before event including Police, Council and Security representations

• Select date

  Date

• Venue of debriefing

  Select Boulia Racecourse Reserve Boulia Shire Hall Boulia Sports and Aquatic Centre Boulia Tennis Courts Boulia Multi Purpose Sports Oval Boulia Heritage Centre Robinson Park

  • Boulia Racecourse Reserve
  • Boulia Shire Hall
  • Boulia Sports and Aquatic Centre
  • Boulia Tennis Courts
  • Boulia Multi Purpose Sports Oval
  • Boulia Heritage Centre
  • Robinson Park

4.0 Planning The Event

• 4.1 Venue Alterations and or Modifications- Internal i.e within the hired premises

  Select Portable Pannels Sheep Pannels Orange Barrier Tape Other No Internal venue alterations required

  • Portable Pannels
  • Sheep Pannels
  • Orange Barrier Tape
  • Other
  • No Internal venue alterations required

• Attach copy of planned alterations and or modifications

  Media

• 4.1.1 Venue Alterations and or Modification - External to hired Premises

  Select Part Road Closure - One Lane Part Road Closure - Two Lanes No External Alterations Required

  • Part Road Closure - One Lane
  • Part Road Closure - Two Lanes
  • No External Alterations Required

• Attach copy of proposed street closures

  Media

4.2 Site Plan

• 4.2.1 Please select all relevant items listed to be included within your site plan

  Select Surrounding Area Entrances and Exits Emergency Access Routes Emergency Assembly Points Vehicle Paths Pedestrian Only Pathways Parking Stage Locations Seating arrangements Entertainment area Lost Children/ Property Drinking Water Sites Food /vendors/ stalls First Aid Post Approved Liquor consumption areas Dry Area Wet area's Toilets Facilities Fire Appliances Refuse Containers Restricted Public Access Areas - Exclusion Zones Security and Police Location

  • Surrounding Area
  • Entrances and Exits
  • Emergency Access Routes
  • Emergency Assembly Points
  • Vehicle Paths
  • Pedestrian Only Pathways
  • Parking
  • Stage Locations
  • Seating arrangements
  • Entertainment area
  • Lost Children/ Property
  • Drinking Water Sites
  • Food /vendors/ stalls
  • First Aid Post
  • Approved Liquor consumption areas
  • Dry Area
  • Wet area's
  • Toilets Facilities
  • Fire Appliances
  • Refuse Containers
  • Restricted Public Access Areas - Exclusion Zones
  • Security and Police Location

• 4.2.2 Have you already attached a completed site plan

  Yes

  No

  N/A

• Please attach copy of all site plans.

  Media

• The Site Plan is to be distributed to all Stake Holders as well as displayed in Prominent areas

• 4.3 Signage - Does the event publicity reinforce messages about safe drinking practices?

  Yes

  No

  N/A

• 4.4 Has a public transport plan been developed for the efficient movement of patrons?

  Yes

  No

  N/A

• 4.5 List the provisions you have made to minimise and monitor the level of noise

  Select regular perimiter checks to assess volume advise neighbouring bodies whom may be affected by your event ensure event ends at gazetted time

  • regular perimiter checks to assess volume
  • advise neighbouring bodies whom may be affected by your event
  • ensure event ends at gazetted time

• Other:

• 4.6 WEATHER - Do you have the following in play as a wet weather contingency plan?

  Event Insurance for bad weather

  alternative entertainment for bad weather

  minimum cancellation deadlines

• Other-

• 4.7 Food - Do you have copies of food handlers certificates?

  Yes

  No

  N/A

• Attach Copies here

  Media

• 4.7.1Are quality, affordable and accessible food stalls available to patrons in the different venue areas (including licensed areas)?

  Yes

  No

  N/A

• 4.8 Water - Is drinking water available (free of charge) to all patrons attending the event?

  Yes

  No

  N/A

• Is the location of the water clearly signposted & marked on maps?

  Yes

  No

  N/A

• 4.10 Toilets

  Yes

  No

  N/A

• Male:

• Female:

• What is the expected number of patrons?

  Yes

  No

  N/A

• If existing facilities are not adequate, additional portable units must be made available. The Australian Emergency Manual recommends the following as a guide: Toilet facilities for events where alcohol is not available Males Females Patrons WC Urinals Hand Basins WC Hand Basins <500 1 2 2 6 2 <1000 2 4 4 9 4 <2000 4 8 6 12 6 <3000 6 15 10 18 10 <5000 8 25 17 30 17 The above figures may be reduced for short term events as follows: Duration of Event Quantity required 8 hrs plus 100% 6 – 8 hrs 80% 4 – 6 hrs 75% Less than 4 hrs 70% Please note: Where 1 – 200 closet pans plus urinal are required, one wheelchair accessible unisex toilet is required.

• I Have read the above information

4.12 Entry and Exit details Complete the checklist for entrance and exit details:

• Provide for supervision, marshalling and exiting crowds

  Yes

  No

  N/A

• Provide exit and escape routes

  Yes

  No

  N/A

• Provide access for emergency vehicles

  Yes

  No

  N/A

• Access for wheel chairs

  Yes

  No

  N/A

• Separate pedestrians and vehicle traffic

  Yes

  No

  N/A

• Keep entries clear of all other activities

  Yes

  No

  N/A

• Ensure barriers, fences, gates and turnstiles are suitable & sufficient

  Yes

  No

  N/A

• Locate ticket sales and ticket pick-up points in line with, but away from, entrances

  Yes

  No

  N/A

• Provide sufficient and well-trained staff

  Yes

  No

  N/A

• Check placement and function of exit signs

  Yes

  No

  N/A

• Have event staff, security, police, transport authorities and food outlets been informed of patron exit times?

  Yes

  No

  N/A

5. Health and Safety

5.1 Security

• Has a security firm been contracted?

  Yes

  No

  N/A

• If yes please provide the following details

• COMPANY: PRINCIPAL

  Yes

  No

  N/A

• LICENCE/ACCREDITATION DETAILS Number of personnel:

  Yes

  No

  N/A

• Please attach security documentation here, copies of individuals security licences, Security Provider License and Security firm Insurance details.

  Media

• If No, describe security arrangements.

  Yes

  No

  N/A

• Event Security will

  Yes

  No

  N/A

• Commence at: Conclude at:

  Yes

  No

  N/A

• Conclude at:

  Yes

  No

  N/A

• Will a police & Liquor Licensing Division briefing & debriefing involving all security personnel be held?

  Yes

  No

  N/A

• Date before event: Date after event:

  Yes

  No

  N/A

• Police Officer to be present:

  Yes

  No

  N/A

• Liquor Licensing Division Officer to be present:

  Yes

  No

  N/A

• What security arrangements have been made for:

  Yes

  No

  N/A

• Cash: Asset protection:

  Yes

  No

  N/A

• Crowd Management:

  Yes

  No

  N/A

• Prohibited Items:

  Yes

  No

  N/A

5.2 First aid and emergency medical services

• Who is suppling the first aid service?

  Yes

  No

  N/A

• Start time: Finish time:

  Yes

  No

  N/A

• No. of First aid personnel: No. of First aid posts

  Yes

  No

  N/A

5.3 Emergency procedures

• What is the process to ensure that all event staff, security staff, police & emergency services will be informed of the emergency evacuation plan?

  Yes

  No

  N/A

• Who is the nominated person to authorise an evacuation?

  Yes

  No

  N/A

• Contact details during the event:

  Yes

  No

  N/A

6 Management of alcohol

• 6.1 Permit conditions

  Yes

  No

  N/A

• Please upload copy of Liquor permit.

  Media

• What arrangements have been made to notify the bar staff of the standard and other conditions of your General Purpose Permit or Public Function Approval?

  Yes

  No

  N/A

6.2 BYO and non-BYO events

• Has the matter of BYO liquor been discussed with the organising committee and other stakeholders for the event?

  Yes

  No

  N/A

• COMMENT:

  Yes

  No

  N/A

6.3 Responsible service of alcohol

• How will you tell patrons about alcohol, including that alcohol will not be served to minors and intoxicated patrons? Provide examples.

  Yes

  No

  N/A

6.4 Beverage containers

• What will be used to serve alcohol

  Select 7oz Plastic Cups 10oz Plastic Cups 15oz Plastic Cups Cans All of the above this is a glass free event

  • 7oz Plastic Cups
  • 10oz Plastic Cups
  • 15oz Plastic Cups
  • Cans
  • All of the above this is a glass free event

6.5 Trading hours

• Start

• Select date

  Date

• Finish

• Select date

  Date

• Start:

• Select date

  Date

• Finish:

• Select date

  Date

• Start:

• Select date

  Date

• Finish

• Select date

  Date

6.6 Alcohol consumption areas

• How many alcohol dispensing and consumption areas will be available?

  Yes

  No

  N/A

• Dispensing areas

  Yes

  No

  N/A

• Consumption areas

  Yes

  No

  N/A

• How will the boundaries of consumption areas be defined?

  Yes

  No

  N/A

• Please Provide Alcohol Plans for your Facility:

  Drawing

• Please Provide Alcohol Plans for your Facility:

  Media