SITE MANAGEMENT

Site Management is a wholistic view approach , wrapping everything the audience needs around a stage or performance. The production needs of the artist are managed first, then the needs of the audience are addressed.

• Site Plans Site - Plans are one of the key documents used to communicate event details. Scale drawings are usually submitted at 1:100 (the drawing is actually 100 x smaller than the real thing.) This allows anyone to accurately determine linear distances or areas such as those used to determine venue capacity (along with number of toilets and exits). Plans can be both 2D (Plan, Section, Elevation) and 3D models. Both enable the Event Producer to determine how the site is laid out and change arrangements, virtually, to visualise what the event will look like, how traffic will flow. Plans are also key documents for suppliers showing actual location and orientation for delivery and set-up which combined with a good production schedule means everyone arrives in place - on time

• Event Schedule (Site Schedule) - A Schedule gives every participant in the event a time to be at a place with the resource that’s needed. Combined with the Site Plan the task can be carried out in the correct place and built to match

• Risk Management Assessment, Planning and mitigation / elimination -
  A mandatory part of EVERY application is a Risk Management Plan (RMP) which is produced according to Iso Standard AS/NZS ISO 31000:2009. This is a detailed process that requires the engagement of key contractors, community, approving authorities and emergency services (WAPOL, FES & Hospital / Ambulance) to collaborate on assessing the risks created by the event and ways and means to eliminate or minimise the risk. The final consultation is published as the RMP, a document of considerable information including Site plan, Evacuation Plan, Road Closure and Parking Plans, Emergency Evacuation and Incident Procedures, Event Contact List. It is to be approved by the authorities and copies held where responses are required (Police, Ambulance, Fire, Site Management, Security Contractor

• Emergency services attendance - Some events require emergency services attendance as a requirement of approval. We negotiate those arrangement.

• Approvals with Authorities - Local, State, Private, Federal. Any public event needs approvals that help to ensure that it’s safe and compliant with regulations. Temporary buildings such as stages or structures over 3 sq.m. need to be approved both at the planning stage, Form 1, the structure has an engineers report that states that the structure is sufficient to the task and any measures needed to deal with adverse weather and once installed a final sign off, Form 2, by the engineer or a rigger stating that the structure has been installed in accordance with the engineers instructions. Other approvals may include those for Use of Public Space, Road Closure, Access or use approvals across parks and crown land, Temporary Food handling and Beverage service Facilities, Temporary Power and Distribution, Fireworks, Civil and Military Aviation…

• Venue relations - Contract negotiations, venue handover & return, liaison with venue event staff, Event approvals.

• Transport - Freight International, National and Local, Road, Sea or Air, Bus services for patron transfer, private transport for artist and staff, airline itinerary planning and booking for artists and crew.

• Site Machinery - Forklifts, Cranes, tele-handlers, pallet jacks, freezer and fridge units, Generators and distribution, mobile lighting towers, mobile visual display boards

• Fencing - Mesh Panel & base, CCB / manor fence and base, custom solutions

• Crowd Control Barriers - Barrier design for crowd control and management

• Toilets - Single unit fresh or chemical flush, transportable building toilet blocks, shower blocks

• Site Buildings - Transportable buildings for crib rooms, production offices, artist dressing rooms, bars, kitchen, viewing platforms. Containers, 20’ & 40’, for site storage and security

• Water - Temporary site water tanks, mains pressure temporary distribution plumbing and facilities for potable water, Grey water and liquid waste tanks, management and disposal

• Food - Provision of food and beverages for site and construction crews, backstage catering for artists, as per rider provisions. Engagement, contracting and management of temporary food vendors - provision of power and water requirements, scheduling, compliance assurance, final installation inspections and approvals with Local Government Environmental Health Officers

• Shelter - Design and provision of shade structures for audiences and staff

• Alcohol - Assistance with Liquor License Approvals for Temporary events or engagement of Contractors. Provision and design of bulk bar, chill, stock distribution and service facilities (upto 30k attendance, so far ; )

• Power - Design and management of temporary power distribution onsite from either mains supply and / or Generator. Usually 32A three phase to 15A & 10A GPO.

• Data services - Design, install and maintain sitewide wifi data networks for EFTPOS, crew communication, production communication - internet and local VOIP

• Community Services - Engage with local community groups and individuals as required to deliver event eg - Local volunteer fire-brigade to be on stand by for fire works night or engage with local safety groups to discuss potential issues with crowds, develop acceptable control measures or eliminate the risk. Often a critical component for event approval

• Vendors - Other than food sites can include every possible combination of product vendor from full carnival sideshows and rides to local market stall set-ups to provide the opportunity for local residents to profit from the event

• Security - Every event serving alcohol above 100 people requires a minimum of 2 Licensed Crowd Controllers. We engage with local agencies to provide staff based on expected attendance, to be participant in the Risk Management Planning (RMP) and active and briefed responders to emergencies or incidents. This process involves engagement with Police in developing or reviewing the RMP, emergency services attendance plans and procedures, communication protocols and contacts and approval of any road closure plans.

• Waste management - Every event produces waste. We can provide bins and services to manage general waste, recyclables and liquid waste.

• Directional and information Signage - Signs give Patrons the information they need to find the services they need and you want them to find. Exit, Water and Toilet directional signage is mandatory on all public event sites and buildings. The event producer would like people to find things like the bar, food vendors, ATMs, Event or performance locations and times.

• Casual and contract staff scheduling, induction, safety and payroll approval -
  Every event employs casual staff across the needs of Production, FOH and food and beverage sales. We can arrange for the employment, management, scheduling and payroll for all casual event staff.

• Site or venue handover & remediation - Every venue whether it’s a grass oval or an arena is handed over to the producer when the hire starts and handed back to the management after the event ends. Any damage or loss must be accounted for and compensation or reinstatement agreed.

• Event debrief and or report - All funding requires an Event Report. We can provide the operational report, budgets, expenditure and the lodged documentation for the Producer to acquit any funding agreements.

 APPLICATIONS & NEGOTIATIONS

Outdoor events or those in non public buildings (warehouses etc), often draw large crowds and this means the Event Manager ensures compliance with all legal requirements for Risk Management, noise and other pollution, public safety, hygiene, COVID compliance, any that arises due to the nature of the activity and it’s location, time and whether it serves alcohol or not.

To ensure we can mitigate these “problems”, to protect the Producer, event planning often entails discussions and negotiations with local or regional authorities.

Local residents and businesses, who may be adversely affected by the activities of the event, must also be engaged in that preparation, the negotiation required to mitigating ‘harm’ or ‘loss of peace and enjoyment’ by whatever means possible and / or compensation of some form.

 EVENT BUDGETING

Our budgeting process ensures a high quality service can be delivered in a timely manner. We can engage with you through an interactive budgeting spreadsheet or through formal, on demand incremental milestones. Every event has its own budget priorities and schedules for reporting and acquittal.

 EVENT SCHEDULING

Every person, every contractor, every vendor and contractor needs a time and a place to start and another to end.

The Event Schedule runs in parallel to the Production Schedule but details only the activities on the site itself. It’s a key document in discussion for approval and in all contract negotiations and communications with staff, contractors and suppliers