Event Plan 2011

EVENT PLAN Whitianga Scallop Festival

17 September 2011

03/05/2013

Background The Whitianga Scallop Festival is a celebration of Whitianga’s seafood and marine heritage, held annually in late August to boost winter tourism numbers. Now in its seventh year the event has grown into one of New Zealand’s iconic seafood celebrations. The concept of the event is simple – Scallops cooked in a myriad of different ways by talented local chefs, restaurants and community groups and matched with quality entertainment including live bands and seafood cooking classes and demonstrations. The event is held inside a purpose built village of marquees over one day, with local venues and café’s staging a programme of events and theme nights in the four fringing days. In 2011 a new festival is planned. Take the event back to what it once was, a grassroots Festival that celebrates Coromandel seafood, spirit, New Zealand music and good times. Participants Saturday 10 am – 5pm (Northern Rec site ticketed/Taylors for the community) 4000 Public Tickets 500 Stall Holders, entertainers, sponsors & volunteers will be involved in the festval. $40.00 Ticket Price

Target Market:

− Bach owners − Local residents − Domestic Tourism – in particular Auckland, Hamilton, BOP − International Visitors – promoted through the international trade Objectives

− Directly stimulate visitor numbers during winter each year − Increase awareness and profile of the Coromandel during winter − Support and profile the local cuisine and seafood sectors − Develop an iconic celebration that would rival some of New Zealand’s best festivals In addition, for the 2011 festival, for the objective of: − Capturing a percentage of the international market, who will be visiting NZ for the

purpose of the RWC − Increasing awareness of the festival to the international trade for the purpose of

packaging it with other commissionable product in the region − We will once again, get consent for the Taylors mistake site, however, this will be

presented to the local community to take advantage of the numbers in town, Coroglen Famers Market, Mercury Bay Art Space, Local arts and craft and local music.

EVENT PLAN Whitianga Scallop Festival

17 September 2011

03/05/2013

Resources Scallop Festival Committee Event Coordinator: Dave Sparks / Megan Etherington Marketing: Dave Sparks/Hadley Dryden Sponsorship: Dave Sparks Volunteers Local residents / community groups / staff & committee

Other involved parties: Sponsors Whitianga Police and Emergency Services Thames Coromandel District Council Facility Specific Event Provisions Saturday - Marina Reserve & Taylors Mistake, The Esplanade, Whitianga

• Site Plan o Refer to Graphic Site Plan for designated areas – detailed site plan to be

submitted closer to event

• Live Music Sound & Stage o Saturday

2 Indoor Stages – 900mm height Sound equipment & operation to be sourced from one contractor Generator(s) required to power sound

• Toilets o Saturday

Over 50 toilets in total on site • X2 15 toilet tralier wagons (45 toilets total) • X1 Disablity Access unit • X 20 Porta-loo’s to be provided • X2 generators required to power toilet wagons

• Rubbish

o 50 wheelie bins to be located throughout site o A selection of bins wil be allocated to glass, paper and food waste o On-site contractor to moniitor & collect rubbish throughout event o X2 Skips on-site for rubbish collection (located outside of event perimeter)

• Lighting

o Adequate outdoor as daytime event o Lights erected in marquee roofs – minimum required

EVENT PLAN Whitianga Scallop Festival

17 September 2011

03/05/2013

• Seating

o Some indoor & outdoor furniture seating will be provided o Cardboard ‘bumseats’ supplied by Monteiths

• Marquees o Full marquee specifications will be submitted with required consent application

closer to the event

• Food / Wine o Indoor food & wine stalls – located in marquees o Outdoor Art & Craft Stalls o Outdoor Food caravans o All stall holders to be provided with Food & Hygience Regulations and must

adhere to standards on the day o Alcohol Management plan

• Car Park and Parking

o Ample available in surrounding area o Restricted & marshalled parking for entertainment & crews o The free Scallop bus running throughout Whitianga on the Festival day

• Traffic Management

o Saturday A Traffic Management Plan submitted for approval Road Closure application Friday 6pm till Sunday 6am Traffic Management services to be contracted out

o Sunday There will be no road closure for the Sunday

• Cleaning

o Rubbish contractor to be secured o Stall holders responsible for pack-down & tidy up of own equipment and areas

• Site Access Provision

o Site access will be kept clear for emergency services

• Security o Security will be contracted for the event to assist with entry and perimter control o All persons over 18 will be issued a wrist band upon entry, children will be

stamped o Additional security to be provided at end of day o Fencing will be erected to create fully secured event site

• First Aid o St Johns to be contracted to be in attendance throughout event o To be located in high profile area beside an entry point

• Ticketing

o Event finder will manage ticket sales pre and at the gate o Event finder will manage entry gate and scanning of tickets

EVENT PLAN Whitianga Scallop Festival

17 September 2011

03/05/2013

Health & Safety Plan Draft H&S Plan enclosed. A full Event H&S Plan to be completed & distributed to appropriate parties, including TCDC. Issues to be covered include: • Emergency Procedure • Emergency Services • First Aid • Event Headquarters/Information Centre / Lost Children • Security • Toilet Provision • Volunteers and Activity Provider Employees/Contractors • Food Provision • Electrical Guidelines • Crowd Control • Traffic and Parking • Site Hazards Risk Management

Risk Level of Risk Minimised by

Seafood supply High / Med − Formed good partnership with both OPC and Whangamata Seafood’s to ensure supply of scallops is sufficient for festival.

− Contingencies in place to source scallops from surrounding areas should supplies by short.

− Risk of weather holding up dredging for scallops.

Weather – outside venue exposed to weather conditions

Med − Weather insurance secured.

− Monitoring of weather in days leading up to ensure if cancelation is needed, time allows for public notice of cancellation.

− A number of large scale marquees secured to ensure large percentage of site is covered.

Participation of stall holders Low − A stall holders application form is available on line 365 days. Stall holder application are stored and processed in the months leading up to the festival.

− Past stall holders are emailed and give first

EVENT PLAN Whitianga Scallop Festival

17 September 2011

03/05/2013

rights of refusal for the following year.

Clash of products Low − Festival co ordinator to ensure products are checked before accepting.

− Monitor all products as registrations are received.

Lack of scallop dishes Low − Festival co ordinator to ensure majority of dishes have a scallop component.

− Reduce the number of stall holders to request a non scallop dish.

No show of entertainers Low − Issue all entertainers contacts and ensure all are signed and returned.

− Ensure a cancellation fee / clause is included in entertainers contract.

− Have a back up entertainer prepared should a no show occur.

− Reduce emphasis on entertainers when marketing event.

Public liability insurance Low − Whitianga Scallop Festival has been included in the public liability insurance under Tourism Coromandel Incorporated.

Finances, lack of Sponsorship Med − Secure sponsorship early.

− Provide sponsors with value for money, extensive marketing and brand awareness pre, during and post festival

− Provide sponsors with full festival debrief after event.

− Provide sponsors with contact outlining agreed conditions and ensure signed by both parties.

Human Resources Low − Gaining community buy in over the last 5 years and establishing a resource pool should it be needed.

− Reducing the number of volunteers now required due to better management of areas.

Ticket Sales Low − Extensive PR and marking in the 8 months lead up to the festival

− A dedicated website with full festival ticketing information

− Database of over 2000 festival-goers enables to cost effectively market the festival.

EVENT PLAN Whitianga Scallop Festival

17 September 2011

03/05/2013

Other points for festival coordinator to consider during set up, pack out and festival days: • Discuss risk management with participants / importance of site management /

recording incidents/ performers own risk policy equipment / liability etc • Reporting accidents on site – register • Chain of command for the day who does what • Notify emergency services Event Staffing

• Each contracted service provider will provide adequate staff to undertake job • A crew of at least 20 event volunteers will need to be organised and confirmed to assist

with set-up, assist during the event where needed and clean-up at end of day. • First Aid officers (St Johns) will need to be present for duration of event • Security guards will be present from 7.00am till 6.00pm during the festival, and Police

officers invited to attend. • Security guards present pre-event from Thursday 5pm till Monday 10am • Random security patrols in place from date of large marquee erection