Nelson City Council

The right venue will have a big impact on the success of your event. Consider:

• Facilities: buildings, power, running water, and toilets
• Proximity to other services: e.g. police, accident and emergency services. Access for emergency vehicles
• Entry and exit for patrons, particularly in poor weather. Crowd movement within the site
• Provision for people with disabilities
• Hazards in and around the area
• Proximity to residential areas
• Parking and traffic flow
• Potential impact on the local environment
• Disposal of waste and refuse
• Weather factors, including shade at outdoor events, contingency plans for rain and the tides
• Other events on at the same time

Book Council facilities and parks at the Council. Phone Nelson City Council Customer Service on +64 3 546 0204

Site plan

A detailed site plan is very useful for planning and management. It can be used to:

• distribute for comment
• clarify planning
• guide the setting up of the event
• aid emergency response plans

The Police, security, first aid and other emergency personnel should all have a copy. Use the Planning Checklist as you develop your site plan.

Site plans for Council facilities and parks are available from the Council.Telephone: +64 3 546 0204.

Safety Promotion

Pre-event information and promotion can influence the expectations and behaviour of patrons attending the event.

Any alcohol or other drug-safety messages or services, such as "sober drivers", chill-out areas, and safety teams should be promoted before the event

Draw attention to any rules like age restrictions, alcohol, smoking, or glass bans and planned patron searches. If using a smokefree venue, ring the Nelson Public Health Service for advice, information and promotional material including signs

If advertising or promoting alcohol, it is important to check with the local District Licensing Agency to check what you can and cannot do.

If promoting health issues, such as safe sexual practice, ring the Nelson Public Health Service, or the Health Action Trust for advice, information and promotional materials.

Useful contacts

The Health Action Trust

Telephone: +64 3 548 2798

Nelson Public Health Service

Telephone: +64 3 546 1537

Liquor Licensing Sergeant at the Nelson Police

Telephone: +64 3 546 3840

Nelson District Licensing Agency

Telephone: +64 3 546 0346

Ticketing

Well-organised ticketing and door control is crucial to the smooth running of an event. Professional ticket printing services are available. Ticketing, particularly pre-sales, allow event managers to predict numbers and control entry points and stagger arrival times if appropriate. Tickets are also a valuable means for disseminating information, and can be accompanied by specific information such as maps, transport details and safety messages.

If selling tickets beforehand, it is important to ensure that they cannot be copied.

The maximum capacity of a venue should not be exceeded and should include staff, performers and guests. Only sell tickets up to the venue capacity and monitor gate sales closely.

Gate/door control

Think ahead to keep the door/gate management simple and effective. Aim to prevent congestion and reduce patron frustration. Some considerations:

• Staggering entry can reduce congestion when large crowds arrive, like at the start or before a main act
• Allowing time for patrons to get into the event before it starts
• Allowing smooth exit for times when large crowds leave
• Staff numbers
• Roles, responsibilities and policies must be understood by door/gate staff and security personnel
• Wet weather provisions
• Clear signage showing entry and exit points
• Clear signage showing entry policy, including searches
• Allowing time for any searches of vehicles or individuals
• Allowing space and security for confiscated goods
• Separate access for staff and entertainers
• Access for wheelchairs
• Systems for gate sales and monitoring numbers entering and exiting the venue
• Systems for pass-outs
• Clear drop-off and pick-up points

Signage

Good signage will help direct patrons to parking, camping, entrances and exits, toilets, food and water, smokefree areas, and first aid and safety services. Signs with rules relating to entry conditions and alcohol should be placed where patrons can see them before entering the event, and at any licensed area.

Transport

There are several advantages in providing transport. It helps:

• patrons to get to and from the event
• promote responsible drinking behaviour
• to reduce the amount of vehicles coming and going

Contact local transport providers, the Police and the Nelson City Council to discuss options. Avoid problems by having a contingency plan for poor weather or an early or delayed finish. Provide information about public transport.

Parking

Allow space and a system for patrons to park their vehicles. Charging for parking may discourage patrons from bringing vehicles. Plan clear drop-off and pick-up points for taxis, buses and private vehicles.

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 patrons can communicate with each other.

Effective communication systems for staff is crucial. The managers, security, health and safety and emergency services 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 will aid this. Test your communication system prior to the event and ensure that you have back- up equipment to keep it operational if there are problems for example, with power.

Lighting and power

All exits, aisles, corridors and toilets should be adequately lit. Lighting around the venue, particularly near parking and camping (if applicable), can also be useful for preventing fights, theft and other problems. Have generators set up to return power quickly to a public address system and emergency lighting in the case of a power failure.

Emergency services should also have access to the mains power. Power leads need to be laid so that they will not be tripped over or disconnected.

Toilets and hygiene

Provide adequate toilets for the numbers of patrons you expect. Consider separate facilities for staff, including first aid services or entertainers. The number of toilets you will need to provide depends on the use of alcohol, the mix of patrons and other factors, like the weather. Portable toilet hiring companies can advise on numbers. Toilets should be visible, well lit, well stocked with paper and serviced during longer events. Washing or waterless hand sanitising facilities must be available to ensure hygiene. Consider queue management during intervals or high use times.

Refuse and waste

You should consider recycling cardboard, paper, bottles, plastics (1 and 2 only in the Nelson area) and aluminium and tin cans. Council offers assistance with recycling at events. Read our recycling guide for events.

In general, the event organiser is responsible for organising and providing refuse bins/skips. These may require emptying during the event. It is your responsibility to remove the bins, skips and refuse after the event and to cover any costs involved. This includes removing cigarette butts, litter and spills and stains. No refuse or liquids are to be dumped into stormwater sumps.

Briefings and debriefings

Planning meetings should be held with key stakeholders in the time leading up to the event. The Briefing just prior to the event is vital to confirm details:

• the lines of command or control the timetable
• communication systems
• security and emergency procedures
• the management of alcohol.

The Debriefing held soon after the event is really useful for planning future events and will record:

• feedback from staff, patrons, key stakeholders and others
• what did or did not work and why
• how things were done