Forecourt Outdoor Event Guide - Sydney Opera House · 5.1 General considerations 32 5.2 Operational conditions for outdoor events 34 ... National and World Heritage listed masterpiece

Sydney Opera House

Outdoor Event Guide Information, forms and checklists for staging outdoor events

24 September 2015 Version 2.6

Outdoor Event Guide 24 September 2015

sydneyoperahouse.com

Street Address: Mailing Address: Sydney Opera House Sydney Opera House Bennelong Point GPO Box 4274 2 Macquarie Street Sydney NSW 2001 Sydney NSW 2000 Australia

Australia

Enquiries: Venue & Event Sales T +61 2 9250 7393 [email protected]

Cover photograph: The National by Dan Boud, February 2014 Opera House photographs by Jack Atley

Sydney Opera House

http://www.sydneyoperahouse.com/

mailto:[email protected]

Sydney Opera House Outdoor Event Guide | 24 September 2015 |Version 2.6 Page 2 of 76

Contents

Introduction 5

1.1 Booking process 6

1.2 Event Chain of Command 6

1.3 Event management process 7

1.4 Site map 8

1.5 List of acronyms 9

Event Planning 10

2 Contract and Approval Process 10

2.1 Venue Hire Agreement 10

2.2 Hiring conditions 10

2.3 Event lifecycle 12

2.4 Cancellation policy 13

2.5 Event insurance 13

3 Operational Guidelines 14

3.1 Venue capacity 14

3.2 Hours of operation 14

3.3 Hours for amplified music 15

3.4 Acoustic monitoring 16

3.5 Duration of occupancy 17

3.6 Ticketing 17

3.7 Cleaning and waste management 17

3.8 Disability access 19

3.9 Public access 19

3.10 Royal Botanic Gardens 20

3.11 Traffic management 20

3.12 Signage 21

3.13 Recording and broadcast 21

3.14 Outside Broadcast facilities 22

3.15 Stage Manager’s desk and EWIS 22

3.16 Special effects and pyrotechnic displays 23

3.17 Headset communications 25

3.18 Two-way radios 25

3.19 Telephone landlines 25

3.20 Preferred suppliers and subcontractors 25

3.21 First Aid and medical emergencies 25


4 Temporary Structures 26

4.1 Event Site Layout Plan 26

4.2 Temporary structures 27

4.3 Structural integrity 27

4.4 Design and Installation of Temporary Structures 28

4.5 Electrical installations 30

4.6 Wet weather protection 30

4.7 Protection of building surfaces 31

4.8 Site handover 31

5 Food & Beverage Services 32

5.1 General considerations 32

5.2 Operational conditions for outdoor events 34

5.3 Alcohol 35

5.4 Food and beverages on granite surfaces 36

6 Heritage Management 37

6.1 Key considerations 37

6.2 Heritage induction 37

6.3 Temporary structures 38

6.4 Exterior furniture 38

7 Environmental Sustainability 39

7.1 Use resources efficiently and responsibly 40

7.2 Minimise waste 41

7.3 Environmental risk management 42

8 Emergency Management & Security 43

8.1 Emergency & Security Management Plan 43

8.2 Portable fire equipment 43

8.3 Forecourt egress 46

8.4 Security services 47

8.5 Lighting 47

8.6 Security bag checks 47

8.7 Media management 47

9 Venue Specifications 48

10 Risk Assessment & Safety 53

10.1 Site Risk Assessment 53

10.2 Event Safety Officers 62

10.3 Inclement weather 62

10.4 Weight loadings 62


Action Items 65

11 Forms 65

11.1 Outdoor Event Application Form 66

11.2 Production Risk Assessment Form 68

12 Checklists 72

12.1 Administration Checklist 72

12.2 Bump In Checklist 74

12.3 Pre-Show Checklist 75

Figures

Figure 1 – Event Chain of Command 6

Figure 2 – Sydney Opera House Site Map 8

Figure 3 – Event Lifecycle 12

Figure 4 – Opera House Site Wind Loadings 29

Figure 5 – Extinguisher rating and classification 45

Figure 6 – Forecourt Egress Map 46

Figure 7 – Venue Specifications – Northern Broadwalk 49

Figure 8 – Venue Specifications – North Bronze Door & Vehicle Concourse Area 50

Figure 9 – Venue Specifications – Western Broadwalk & Upper Podium 51

Figure 10 – Venue Specifications – Forecourt 52

Figure 11 – Event Loading Diagram – External Areas 63

Figure 12 – Event Loading Diagram – Internal Areas 64

Tables

Table 1 – Waste Management practices 18

Table 2 – Installation of Temporary Structures 28

Table 3 – Fire extinguisher use 44

Table 4 – Standard Site Risk Assessment 54


Introduction

Welcome to Sydney Opera House.

Sydney Opera House is a major performing arts venue staging over 2,400 events a year across seven major venues. Guided tours, functions, bars, restaurants and shops also operate on a daily basis. One of Australia’s premier tourist destinations and a treasured local landmark, we welcome around 8.2 million visitors annually.

A State, National and World Heritage listed masterpiece of human creative genius, the Opera House is unlike any other performing arts centre in the world. State and Federal laws are in place to protect its heritage values and these affect how we plan and stage events.

Every event must be managed carefully so that it is integrated with our other activities and those in the immediate precinct to ensure the safety and security of people, and protect the site from anything that might damage the heritage values.

The Forecourt is our largest performance venue. An amphitheatre, set on the Monumental Steps between the white architectural sails and the city skyline, is used to stage outdoor performances ranging from sporting events to rock concerts for audiences of up to 6,000 patrons.

Other outdoor spaces, such as the Northern Broadwalk and Western Broadwalk, are used to stage smaller events from time to time. Larger events such as New Year’s Eve may occupy the whole site. This guide provides information to support the planning and delivery of memorable outdoor events of any scale.

Once your booking has been confirmed, we will allocate members of our Event Operations team to work with you to plan every aspect of your event and ensure its success. We ask that you work with us to create exciting events of the highest standards of excellence. We also require your support to protect architect Jørn Utzon’s vision for the site and conserve this iconic landmark venue. We trust you will enjoy your experience with us at the House.


1.1 Booking process

The Opera House is fully staffed to provide for your entire event needs. A booking must first be made through our Venue Hire department and a Venue Hire Agreement will be issued.

Venue & Event Sales

Phone: +61 2 9250 7393

Email: [email protected]

Web: sydneyoperahouse.com

1.2 Event Chain of Command

This diagram shows the management hierarchy for events at the Opera House, as well as decision making during an event.

There is no event booking until you have received written confirmation from Venue Hire.

After your booking is confirmed, an Account Manager and Production Manager from our Event Operations department will be assigned to your event to usher you through all aspects of event planning and delivery.

All decisions and requests during an event are to be directed through your Account Manager or Production Manager. The only exception to this is during an emergency situation, when the Head of Emergency Planning & Response Group (EPRG) becomes the ultimate decision maker.

Figure 1 – Event Chain of Command

Client / Hirer Internal / External

EXECUTIVE

Venue Hire Event Operations

and Planning MANAGER

Emergency Planning &

Response Group MANAGER

All Opera House Departments

Event Operations and Planning ACCOUNT MANAGER

Event Operations and Planning

PRODUCTION MANAGER

mailto:[email protected]

http://www.sydneyoperahouse.com/about/venue/contact.aspx


1.3 Event management process

Our outdoor performance spaces are created from open public space, and as such every event is unique in the details of site configuration and event management plans. We will therefore require you to provide a set of plans and event manual created for your specific event. The Account Manager and Production Manager will work with you to develop these plans and manual.

The plans and documentation we need will include:

Venue Hire Agreement: issued by the Opera House, to be signed and returned prior to ticket

release

Proof of Insurance: the list of insurances we require will be included in the Venue Hire Agreement. Certificates of Currency will need to be provided to your Account Manager (see Sections 2.2.2 and 2.5)

Event Site Layout Plans: for bump in phase and event phase

Production Schedules: including bump in, vehicle deliveries, event and bump out

Risk Assessments and Management Plans: including event risks, environmental risks, food

and beverage risks

Emergency & Security Management Plans: security positions, access procedures (e g. bag searches), and emergency evacuation plans – this will be developed by Opera House Security in conjunction with the Hirer

Signage Plan: showing location and design of directional and event signage

Traffic Management Plan: including pedestrian and vehicle traffic, extending to include

impacts on Macquarie St. for large events

First Aid Plan: showing the location and type of First Aid services to be employed on the event

Technical and Dressing Room Requirements: including staging, lighting, sound, audio visual,

power and communication equipment requirements

Noise Management Plan: detailing the hours of operation, plans for monitoring and notification,

as required

Wind Management and Weather Plans: Including wind load and design certification for

temporary structures, event alteration or cancellation plans in case of inclement weather

Food & Beverage and Retail Plans: including FOH and BOH catering, programs and

merchandise

Sustainable Event Management Plan: including packaging materials, electricity offsets etc.

Waste Management Plan: Including cleaning, recycling and waste disposal

Other: as required to ensure the effective management of your event

Further information on these plans is provided throughout this guide. Refer also to the Checklists in Section 12.


1.4 Site map

Figure 2 – Sydney Opera House Site Map


1.5 List of acronyms

The acronyms listed below are used in this Outdoor Event Guide.

AS Australian Standard

BD&M Building Development & Maintenance

BOH Back of House

CCB Crowd Control Barrier

CCR Central Control Room

CMP Conservation Management Plan

EBMS Event Booking and Management System

EPA Environmental Protection Authority

EPRG Emergency Planning and Response Group

ERAMP Environmental Risk Assessment and Management Plan

ESP Environmental Sustainability Plan

EWIS Emergency Warning Intercommunication System

F&B Food and Beverage

PA Public Announcement

FOH Front of House

NSW New South Wales

OB Outside Broadcast

PLI Public Liability Insurance

POEO Act Protection of the Environment Operations Act 1997

PPE Personal Protective Equipment

RA Risk Assessment

RBG Royal Botanic Gardens

RSA Responsible Service of Alcohol

SEMP Sustainable Event Management Plan

SEPP State Environmental Planning Policy

SFX Special Effects

SWMS Safe Work Method Statement

SWP Safe Work Procedure

Trust Sydney Opera House Trust

VAPS Vehicle Access and Pedestrian Safety

VMS Variable Message Signage

WHS Workplace Health and Safety

WIP Warden Intercom Phone


Event Planning

2 Contract and Approval Process

2.1 Venue Hire Agreement

The Venue Hire Agreement is a contractual agreement defining the agreed Terms and Conditions between the Hirer and the Opera House. It specifies venue access times, standard hiring conditions and any agreed special conditions. The Venue Hire department will issue a Venue Hire Agreement when your booking is confirmed. The contract must be executed before event tickets can be released for sale or distribution.

2.2 Hiring conditions

Venues are hired subject to standard hiring conditions which cover our general expectations in relation to:

Use of space

Inclusion and exclusions

Indemnities and insurance

Recording and merchandising

Use of hazardous goods

Box Office, cancellations and penalties

Workplace Health and Safety


2.2.1 Exclusions

The venue hire fee does not include:

Stage and site power

Access to indoor areas including dressing rooms, or rehearsal spaces

Technical services and equipment

Staff labour

Site infrastructure, such as toilets and fencing

Waste management services

Catering services

Any other goods or services not specifically included in the contract

We can provide for all your production needs, either in-house, or hired from third parties on your behalf. Our Account Manager or Production Manager will coordinate the event requirements and provide cost estimates. While some services, such as security, cleaning and catering must be supplied in-house, others such as temporary staging, lighting and sound may be brought in through your own sources. Should you wish to bring your own stage production systems, please liaise with your Production Manager.

2.2.2 Public Liability Insurance

We require you to hold, and provide proof of currency of, a minimum of AU$20,000,000 per claim in Public Liability Insurance. Other insurances, including but not limited to Workers' Compensation insurance, will also be required. The minimum insurance requirements for your event will be set out in the Venue Hire Agreement.

2.2.3 Event Approval Process

To begin the approval process, you will first need to complete and submit the Outdoor Event Application Form (see Section 11.1) to the Venue Hire department.

The event will be assessed as to its suitability for an Opera House outdoor venue. We will work with you to assess suitability and resolve any concerns, but ultimately the decision to accept a booking is at the sole discretion of the Opera House.

2.2.4 Access to indoor areas

All indoor dressing rooms are assigned to our indoor theatres and there is normally no access to dressing rooms within the Opera House if an external space is hired. If internal dressing rooms are needed, a request should be made to your Account Manager. Every endeavour will be made to accommodate the request if possible, subject to availability.

The Opera House Green Room, accessed via Stage Door, is available for artists and crew to purchase meals and rest. The Green Room is a back of house space, not accessible to members of the public or media.


2.3 Event lifecycle

The six phases of an event are as follows:

PHASE 1 Pre Event Approvals and Contract

This includes all activities in the planning process that enable an event to be held in a safe and appropriate manner. Venue booking is confirmed and a Venue Hire Agreement issued. Refer to Section 11.1 Outdoor Event Application Form.

PHASE 2 Detailed Event Plan

Refer to Section 11.2 Production Risk Assessment Form and Section 12.1 Administration Checklist.

PHASE 3 Bump In

This involves all Pre Event plans being signed off by the Opera House before the Bump In begins. It continues through the event Bump In phase prior to the audience arriving. Refer to Section 12.2 Bump In Checklist.

PHASE 4 Event

An Event encompasses all aspects from when patrons commence queuing outside for entry until the last patron leaves. Refer to Section 12.3 Pre-Show Checklist.

PHASE 5 Bump Out

This comprises the breakdown of facilities, clean up and making good any damage.

PHASE 6 Post Event Debrief

A Post Event Debrief should be carried out with all relevant stakeholders to evaluate the success of the event and possible ways to improve event delivery into the future. This should be organised through your Account Manager.

Figure 3 – Event Lifecycle

PRE EVENT APPROVALS

& CONTRACT

DETAILED EVENT PLAN

BUMP IN EVENT BUMP OUT POST

EVENT DEBRIEF


2.4 Cancellation policy

If a decision is made to cancel the event, then the allocation of costs (and / or compensation for loss) will depend upon the circumstances that prompted the decision to cancel, and the amount of advance notice given. The Venue Hire Agreement covers the financial and contractual outcomes if the Hirer decides to cancel the event, or if the Opera House is obliged to cancel the event. The Venue Hire Agreement also covers what will happen if a Force Majeure incident occurs, where an incident outside the control of either party prevents the event from proceeding. Force Majeure would include a natural disaster or a major power disruption, for example.

2.5 Event insurance

The Venue Hire Agreement holds you responsible for adequately insuring the event. In addition to the mandatory Public Liability Insurance cover, other insurance might include key employee or headline artist insurance, statutory Workers' Compensation cover for employees, equipment insurance, wet weather insurance and event cancellation insurance. We encourage you to consult with a professional insurance broker to advise and quote for the cover required to protect your interests.

Page 14 of 76

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Sydney Opera House Outdoor Event Guide | 24 September 2015 |Version 2.6

3 Operational Guidelines

3.1 Venue capacity

Forecourt

Performing Arts events: Maximum 6,000 people per event

Corporate Functions: Maximum 2,000 people per function

Other Spaces

To be determined based on the space hired.

The audience capacity for your specific event will be determined by the Opera House on receipt of the Event Site Layout Plan. The final approved capacity, up to the maximum for the site, will be based on a calculation of the available space after infrastructure and supporting equipment are installed, an assessment of the audience demographic, the amount of other activity planned for the site on the event day, and any other considerations necessary to ensure safe access and egress.

3.2 Hours of operation

Like most outdoor venues around the city, outdoor events at the Opera House are subject to certain operational restrictions under NSW Planning law. The following hours of operation are set as part of our approval to stage outdoor events from the NSW Department of Planning and Infrastructure, and the finishing times are not negotiable.

Sunday - Thursday: 08:00 hrs - 23:00 hrs

Friday - Saturday: 08:00 hrs - midnight

No overnight activity

In some instances, an earlier start may be approved through Event Operations.


3.3 Hours for amplified music

As part of our approval to stage outdoor events, the NSW Department of Planning and Infrastructure has set the following limits for hours during which amplified sound may be produced. These hours are enforceable by law and are not negotiable.

Due to the varied nature of events, the Opera House reserves the right to set earlier finish times for some events due to the changing site conditions.

Any event finish time after 23:00 hrs on the Forecourt needs prior approval from the Manager, Event Operations & Planning.

Forecourt – Functions



Forecourt – Commercial Events


Friday - Saturday: 10:00 hrs - 23:30 hrs

Northern Broadwalk – Functions



Eve of a public holiday: 10:00 hrs - midnight

New Year’s Eve: 10:00 hrs - 02:00 hrs

Northern Broadwalk – Commercial Events


Friday - Saturday: 10:00 hrs - 23:00 hrs

Eve of a public holiday: 10:00 hrs - 23:00 hrs

New Year’s Eve: 10:00 hrs - 02:00 hrs

This means that, while event activity may commence at 07:00 hrs, no amplified sound may be produced before 10:00 hrs. Further restrictions may apply and are at the discretion of the Manager, Event Operations & Planning

Event organisers need to ensure that space is allocated in onsite site sheds for the noise monitoring team.


3.4 Acoustic monitoring

Our approval to stage outdoor events from the NSW Department of Planning and Infrastructure also requires that acoustic monitoring must be undertaken by a suitably qualified technician at the following locations:

At Beulah Street Wharf (off Waruda Street), Kirribilli;

At a point within 1 metre of the residential boundary nearest to the Opera House at the Bennelong Apartments, East Circular Quay; and

At other locations nominated from time to time that are the subject of a complaint; and / or

Locations that, in the opinion of the NSW Department of Planning and Infrastructure or the Opera House, may be experiencing noise levels that exceed the mandatory noise limits.

Between 10:00 hrs - 23:00 hrs on any day, the noise levels measured at the monitoring locations specified above must not exceed the lesser of the following limits:

Sunday - Thursday:

The noise levels measured at the Bennelong Apartments must not exceed LAmax 65dB(A) and

LCmax 85dB(C); and

The noise levels measured at any other location specified above must not exceed LAmax 60dB(A) and LCmax 80dB(C).

Friday - Saturday:

The noise levels measured at the Bennelong Apartments must not exceed LAmax 70dB(A) and

LCmax 90dB(C); and

The noise levels measured at any other location specified above must not exceed LAmax 65dB(A) and LCmax 85dB(C).

We will need you to provide a Noise Management Plan for your event, detailing the acoustic monitoring schedule, locations, and details of the qualified monitoring technician to be engaged.


3.5 Duration of occupancy

The Opera House is limited in the number of days we can hold outdoor events per year. The NSW Department of Planning and the NSW Heritage Office have imposed these limitations to ensure that the frequency of outdoor events can be sustained within the local neighbourhood, and to protect the heritage values of the site, which includes the need to maintain open and uncluttered views and vistas to the Opera House.

It is important that we keep the site as clear of visual distractions as possible and that our site presentation is of a high standard. Production schedules must be kept as short as possible, minimising the time that temporary infrastructure occupies external spaces.

In doing this, we are also able to minimise production costs and maximise the number and variety of event bookings we can accommodate. Special approval will be needed for any booking over 7 days’ duration.

3.6 Ticketing

The Opera House venues are hired as ticketed venues.

The Opera House remains the master Box Office for all events held onsite. Minority allocations may be agreed for other ticketing agencies. Box Office fees apply.

Additional Box Office infrastructure may need to be installed for large outdoor events. If required, the location should be included in your Site Layout Plans.

3.7 Cleaning and waste management

3.7.1 General waste

The Opera House’s cleaning contractor will provide cleaning and waste services for your event. An estimate of charges will be provided on receipt of all event details. Our Account Manager can provide advice on Opera House waste management practices. You should ensure adequate event waste and recycling bins have been organised, and details included in the event Waste Management Plan.

We strongly encourage sustainable event practices. All event products used across the performance, including food and beverage, retail and audience giveaways should consider where the product will end up after use. Recyclable, biodegradable, reuse and sustainable packaging are always preferred, in order to divert waste from landfill.


3.7.2 Recycling

Waste will be recycled and disposed of according to the Opera House’s waste management practices, see Table 1. General waste will be separated from recycling items to avoid contamination of recycling streams.

Table 1 – Waste Management practices

Bin Item Event Requirement

General Waste: Red lid 240L bins

General Waste – Sent to landfill: food waste, non recyclable items

Separate general waste from recycling through use of separate colour coded bins.

Hirers follow instructions from Opera House cleaning contracts manager on the process for emptying bins.

Co-mingled recycling and Glass only: Yellow lid 240L bins

Co-mingled recycling or glass only

Co-mingled: aerosol cans, milk / juice cartons, glass bottles / jars, plastic containers / bottles, metal cans / lids

Glass only: glass containers / bottles / jars only – check lids for “glass only” labels

Co-mingled recycling should be collected in bins without liners, or with clear plastic bin liners only. Black plastic bags ARE NOT to be used to collect co-mingled recycling.

The waste collection company will not collect recycling in black plastic and it will be sent to landfill.

Paper and Cardboard: Blue lid 240L bins

Clean paper and small cardboard items

Small events: cardboard is to be disposed of in co- mingled bins.

Large events: bins for cardboard are to be provided.

- Polystyrene boxes All polystyrene boxes are to be taken to the garbage room and placed next to the compactor for crushing and recycling.

- Fluorescent tubes and light globes

Put in the large blue metal skip for tubes in waste area inside the Opera House – see your Account Manager.

- Cooking oil (if use is approved) Waste oil MUST NOT be poured down sinks or drains. Hirers are responsible for the safe disposal of waste oil, which must be transported off site.

The Hirer must retain disposal receipts and provide to the Opera House upon request.

- Paint wash room Located off Central Passage inside the Opera House.

Paint MUST NOT be poured down drains, sinks, gutters or stormwater drains.

No painting is to be done on or near granite or other building surfaces.


3.8 Disability access

The Opera House building is limited in its capacity to provide barrier free access, however we are committed to providing for the needs of all patrons. When planning an event, it is both our social responsibility and a legal requirement to consider the access needs of people with disabilities.

The Forecourt is on ground level, providing level access to the lower seating areas. Wheelchair access is also available via the internal lift to view the Forecourt from the Box Office Podium. Courtesy wheelchairs are available from Front of House staff to assist patrons.

Seating plans for your event must accommodate wheelchair positions in all price reserves. Accessible paths of travel need to be maintained to amenities, F&B and merchandise outlets. Sightlines to the stage need to be considered for patrons using a wheelchair, as well as those seated in adjacent seating areas.

People unable to walk long distances can normally be dropped off closer to the entry of the building at the Macquarie Street roundabout. There is also a complimentary shuttle bus operates between Circular Quay and the Opera House. The bus schedule is linked to performances in the theatres.

Accessible parking spaces are available in Wilson's Sydney Opera House Car Park, a public car park adjacent to the site. Full details are available on our website at sydneyoperahouse.com.

If you wish to provide audio description, Auslan interpretation or live captioning access services for the event, or you have any special access requirements for performers, please contact our Accessibility Manager, through your Account Manager.

These access arrangements and services are available to patrons wishing to access any of the Opera House theatres. However, it is possible that large Forecourt events will disrupt normal procedures. If this is the case, alternative access arrangements must be included in the event Traffic Management Plan.

3.9 Public access

At all times, a level access way must be maintained for the general public from one side of the Forecourt to the other. Public access must also be maintained to the Lower Concourse via the southern escalators, southern stairs and ramp.

Public access must be maintained at all times around the Opera House along the Western, Northern and Eastern Broadwalks to the Royal Botanic Gardens.

http://www.comlaw.gov.au/Details/C2012C00110

http://www.sydneyoperahouse.com/Visit/Parking.aspx


3.10 Royal Botanic Gardens

As part of the event Site Layout Plan for all major ticketed Forecourt events, fencing is required in the Tarpeian precinct near the Tarpeian Way gates, to prevent the public from accessing the area along the Royal Botanic Gardens fence line overlooking the Opera House Forecourt.

Unobstructed access must also be maintained between the entrances to the Royal Botanic Gardens on the eastern side of the Opera House Forecourt and the Tarpeian Way.

The Tarpeian Way is owned by the Royal Botanic Gardens and may be closed by them on application. The application must be lodged directly with the Royal Botanic Gardens Trust at least 4 weeks prior to the event. It incurs both administration and security fees, which are payable to the Royal Botanic Gardens.

3.11 Traffic management

Macquarie St. provides the only vehicle access point to the Opera House site. There are around 1,000 heavy vehicle movements, and thousands of light vehicles driving through this point each week.

A Traffic Management Plan is required for all outdoor events. The following impacts need to be considered and arrangements put in place to ensure the rest of the site can continue to operate throughout the event period:

Does the event site encroach on the roadway?

Do the impacts change between bump in and event phases?

Is there a need for restricted access to the site? Will certified traffic controllers be needed?

Are there any special needs to manage pedestrians?

Are there VIP or other special access requirements?

Is there a need for additional traffic management signage, including variable message signage (VMS) in Macquarie St.?

If vehicles are to be allowed on the Opera House roadway during a night time event, will headlights impact the event?


3.12 Signage

Event signage must be approved by Event Operations prior to being produced and must:

Fit with the style and quality of the site, without adversely affecting the heritage significance of the Opera House

Not be fixed to any building fabric or the Tarpeian Wall

Not contain advertising or logos unrelated to the event, or competing with existing Opera House business, sponsorship or partners

Be designed and weighted to withstand the site’s wind load (it is not possible to anchor anything into the ground)

Clearly display conditions of entry for all ticketed Forecourt concerts. These must also be listed on the website and displayed at the main entrance. They may include the following:

- this is an outdoor event

- the event will proceed in all-weather if deemed safe

- food and beverages will be available onsite

- patrons are advised to bring sunscreen

- limited parking is available at the Sydney Opera House car park – we encourage the use of public transport

- this event is 18+ and ID check required

- for everyone’s security and peace of mind, bag checks and wrist-banding will be conducted on entry

- no ‘bring your own’ (BYO) alcohol / beverages / food

- no Glass

- no Umbrellas / Strollers / Chairs / Sparklers

During the bump in / bump out period, every work site area should have appropriate construction PPE signage, and appropriate signage advising “No unauthorised access”. Signage should be positioned clearly in front of work areas and care should be taken to avoid creating the perception that the Opera House is closed

During the bump in / bump out period, signage should be posted to welcome our visitors and inform them about the event, including dates and times, and how to obtain tickets. Where construction zones or event infrastructure obscure normal sightlines or paths of travel around the site, temporary directional signage should be posted to assist patrons in finding the other theatres, box office, amenities, tour meeting points, restaurants and shops

3.13 Recording and broadcast

The Opera House is home to a state-of-the-art recording facility which can provide services for outdoor events. Any recording and broadcast requirements should be discussed with your Account Manager. Additional fees apply for this service.


3.14 Outside Broadcast facilities

There are two Outside Broadcast interconnect points at the northern end of Central Passage: OB East and OB West. Vehicles up to 4.2 metres high and 8 metres long can normally be accommodated via the north door.

Both OB points are equipped with three 40A 3-phase Wilco outlets and six single-phase 10A GPOs, with a total available supply of 100A across all outlets. Both OB points contain video, audio, and camera (triax) patch panels linking them to each other, to the Joan Sutherland Theatre and the Concert Hall, and further afield via the Central Control Room (CCR).

Outside links can also be arranged using Telstra’s Digital Video Network (DVN) or the AARNet IP network. Presenters are encouraged to discuss their requirements with the Technical Support department before committing to an OB design.

Communications system integration between OB trucks and the Opera House’s stage intercoms and two- way radios is also possible. Please consult your Production Manager while scoping your broadcast.

A comprehensive optical fibre network interconnects all venues, the OB positions, and the Recording and Broadcast Studio. This allows broadcast-quality audio and video to be transported using Riedel MediorNet, network bridges from Klark Teknik, or the Stagetec NEXUS network.

Connections between the Forecourt and the OB points is exclusively via singlemode fibre. Forecourt FOBOTs are terminated in OpticalCON DUO and are also compatible with standard LC fibre patches.

3.15 Stage Manager’s desk and EWIS

For concert-style events and performances, a Stage Manager’s Desk should be installed. This is an important communications point for emergency management for communicating with both performers and the public through public address systems.

The Opera House will install an extension to the internal Emergency Warning Intercommunication System (EWIS). A warden telephone handset connected to the EWIS shall be set up on the Forecourt and located at the Stage Manager’s Desk. Additional warden telephone points will be supplied at either end of the Monumental Steps.


3.16 Special effects and pyrotechnic displays

Any proposed special effects and pyrotechnic displays are approved by the Opera House at least 7 business days prior to the scheduled display.

3.16.1 SFX Application

The Opera House special effects application and process governs the approval of special effects on the Opera House site. A production risk assessment must be submitted detailing the relevant site specific risks of the special effect. The Opera House Production Manager will prepare the application on the Hirer’s behalf but will require specific information to authorise the special effect. The Opera House will liaise with all relevant internal stakeholders to process the application.

3.16.2 SFX Demonstration

As part of the special effects application process, a SFX demonstration will be organised by the Opera House in consultation with the Hirer. The demonstration will require a representative from the Hirer and relevant personnel involved in the special effect. For outdoor pyrotechnic displays, the pyrotechnician is required at the demonstration.

3.16.3 Special Effects

All special effects (e.g. replica firearms, flutter cannons, strobe lighting, lasers) require an Opera House special effects application and risk assessment.


3.16.4 Outdoor Pyrotechnic Display

For all outdoor pyrotechnic displays, additional information is required to ensure the safety of the display. The Opera House requires detailed planning of display and risk assessment carried out by both the Hirer and the engaged pyrotechnic company. Under State legislation, fireworks may only be included at your event if they are provided and operated by a pyrotechnician who is licensed by WorkCover New South Wales. The Opera House Production Manager will require the following information:

A copy of the WorkCover Notification of fireworks display

A copy of the pyrotechnician’s licence number and details

A list of the types and quantities of fireworks to be used

A list of all relevant authorities and neighbouring businesses / residents consulted

A site plan detailing the pyrotechnic display including:

- Exclusion zones (referencing AS 2187)

- Location of spotters

- Location of fire suppression equipment

A site specific risk assessment of the fireworks display, which at minimum addresses the following risks:

- Suitability of the firing site

- Risk of fire and explosion (including quantities of fire suppression equipment onsite)

- Damage to Opera House building fabric

- Risk of debris and embers

- Security of pyrotechnics

- Dislodgement of fireworks during firing

- Impact of weather during display and monitoring arrangements

- Communication process between spotters and pyrotechnicians

All outdoor pyrotechnic displays must align and comply to the following standards:

NSW Explosives Act

NSW Explosives Regulation

Australian Explosives Code

Australian Standard AS 2187 4 (Explosives – Storage, transport and use – Pyrotechnic – outdoor displays

Please liaise with your Production Manager for further information. For additional information about applying for a fireworks license or notification, contact WorkCover on 13 10 50 or visit their website at workcover.nsw.gov.au


3.17 Headset communications

Wired and wireless headset communications devices are available at extra cost and should be negotiated well in advance through your Production Manager.

3.18 Two-way radios

The Opera House can arrange two-way radios on various frequencies that can be used by your event operational staff and to communicate with show crew. These can integrate with the Opera House two-way system (and stage intercom system) or operate in isolation.

3.19 Telephone landlines

The Opera House runs a VoIP phone system. VoIP telephones with precinct, local, interstate, or international dialling are available. POTS and ISDN services are not installed as standard.

3.20 Preferred suppliers and subcontractors

Any proposed contractor or subcontractor coming onto the site must be approved by the Opera House at least 4 weeks prior to bump in. We can supply a list of contractors familiar with our site on request.

If you choose to engage external suppliers and / or subcontractors, you will need to ensure they meet all Opera House requirements and expectations, particularly in the areas of safety and protection of the Opera House building. All personnel working onsite must complete the Opera House Safety Induction prior to commencing.

Please discuss your plans with your Production Manager as early as possible.

3.21 First Aid and medical emergencies

The Opera House has a nurse on duty to assist in case of medical incidents or emergencies. However, First Aid facilities and personnel should be located close by for effective event support, so it is essential for outdoor events that you provide adequate facilities and qualified personnel to respond to First Aid requirements during bump in / out and during performances.

The First Aid arrangements should be documented in the Production Risk Assessment Form (see Section 11.2) and will vary depending on event factors such as audience size and profile, event duration,

sale of alcohol, time of day and weather conditions. Some events may require paramedics to be stationed onsite.

Medical and First Aid personnel should be familiar with the event’s Emergency Response Plan. In case of a more widespread incident or emergency, this plan will take precedence and the chain of command will defer to the Head of Emergency Planning & Response Group (refer to Figure 1).


4 Temporary Structures

4.1 Event Site Layout Plan

An Event Site Layout Plan will be needed showing the following:

Boundaries with entry and exit points

Pedestrian access paths, complying with emergency egress requirements

Toilets and amenities

Vehicle access paths

Waste disposal areas

Location of First Aid

Food & Beverage outlets, including location of free drinking water stations, where required

Merchandise outlets

Stage or performance area, lighting and sound control structures

Back of house area including dressing rooms and amenities

Seating

Location of marquees and any temporary structures

Emergency lighting towers

Temporary signage

Power load requirements

Security and FOH staff positions

Basic site plans showing built-in services connections are provided in Section 9.


4.2 Temporary structures

All temporary structures related to events must be confined to the event site area. Full details of the structure(s) need to be submitted to Event Operations, along with engineering plans, schematics and elevations.

It is important that temporary structures are consistent with the presentation standards expected of a World Heritage listed site and in line with the principles of the Conservation Management Plan. See Section 6 Heritage Management.

4.3 Structural integrity

Temporary structures must meet engineering safety requirements. The Opera House must

receive an Engineers’ Certificate that confirms that the temporary structures are designed and installed in accordance with the relevant standards and codes. This is obligatory by law.

All outdoor areas of the Opera House are exposed to high winds. Infrastructure must be wind rated as per instructions in this guide and documented in the Wind Management Plan.


4.4 Design and Installation of Temporary Structures

Opera House policy document S31, version 9, 14 February 2014.

This section sets out the steps required and approvals needed for the design and installation of a temporary structure, e.g. stage, tower, marquee or similar structure in the outdoor areas of the Sydney Opera House.

4.4.1 Information Flow Chart

Table 2 below outlines the basic flow of information and approvals process that is required prior to and

during the installation of a temporary structure.

Table 2 – Installation of Temporary Structures

Sequence Comment

Request to install structure

Contractor

General request received from Hirer

Provide design guidelines

Trust

Trust issues contractor with design criteria and guidelines (S31).

Trust issues contractor exterior load drawings.

Provide design details

Contractor

Contractor provides drawings / sketch of temporary structure along with approximate dimensions and weight.

Contractor to provide computer images or drawings of proposed structure in situ.

Engineers’ certificate for design

Contractor

Contactor to provide a certificate approved from a practicing qualified Engineer on the structural design adequacy of the structure.

Approval to Proceed

Trust

Approval from the Trust that the installation of the temporary structure may proceed.

Sign off dilapidation report

Trust / Contractor

A joint inspection is carried out of by the Trust and the contractor on the existing condition of the surfaces / structures where the new temporary structures will be installed. The inspection will be recorded and photographed and signed off by both parties.

Engineers certificate for installation

Contractor

On completion of the temporary structure, the contractor is to provide a certificate that confirms that the temporary structure is installed to the design specifications and the relevant standards and codes by a qualified practicing Engineer.

Approval to proceed

Trust

Approval from the Trust that the event / function may proceed.

Dismantle structure and close out dilapidation report

Trust / Contractor

A joint inspection is carried out of by the Trust and the contractor after the temporary structure has been dismantled to ensure no damage, staining etc. has occurred as a result of the temporary structure, event or function.


4.4.2 Design Criteria

Temporary structure

The proposed temporary stage, tower, marquee or similar structure shall be designed to the following design criteria. Attention is drawn to the need to provide suitable rubber pads or ply sheets to protect the granite and building services existing surfaces.

Unless approved by Sydney Opera House, use of masonry anchors as holding down bolts is not allowed. In this case, the applied horizontal and vertical loads shall be resisted by the use of weights and friction.

It is expressly understood that the total and full responsibility for the design, installation and dismantling of the proposed temporary structure rests with the hiring contractor. Sydney Opera House accepts no responsibility for any aspects of the proposed temporary structure. Sydney Opera House approval to proceed is acknowledgment only of receipt of information.

Weight loadings

Drawings providing permissible weight loadings are shown in Section 10.3 Weight loadings.

Wind loadings

Permissible basic wind speeds and terrain categories shall be as noted on the following plan. For design purposes the following factors shall apply:

Mi = 1.0

Ms = 1.0

Figure 4 – Opera House Site Wind Loadings


Design Standards

AS 1670 Minimum design loads on structures

AS 1170.1 Dead and live load and load combinations

AS 1170.2 Wind load

AS 4100 Steel structures

AS 1538 Cold formed steel structures

AS 1664 Rules for the use of aluminium in structures

BCA Building Code of Australia

Should there be a need for reference to other standards then the contractor shall ensure that only current relevant Australian Standards are adopted.

Building Code of Australia

You must comply with the Building Code of Australia – NSW Part H102 – Temporary Structures used as entertainment venues. This part of the Building Code of Australia is very specific and Hirers and contractors are encouraged to study the requirements to ensure all elements are incorporated into their design.

General

Any columns that are located immediately adjacent to driveways, access roads or other areas subject to traffic shall be protected from impact.

4.5 Electrical installations

All electrical equipment and temporary installations must be certified as safe by a qualified

electrician and display current testing record tags

Electrical installations must include appropriate weather protection for outdoor use

All cables must be secured in a cable tray or similar, suitable for outdoor use and with a load capacity suitable for its location on the site (consider pedestrian or vehicle traffic)

All electrical equipment must be certified as safe and specifically for the environment in which it will be used

4.6 Wet weather protection

All event infrastructure must be weatherproof guarded, where applicable. The event’s Emergency Response Plan should include details of how inclement weather will be managed (see Section 10.2).


4.7 Protection of building surfaces

Wherever there is a risk of damage to the Opera House, appropriate measures must be taken to ensure the protection of building surfaces. Nothing is to be attached to or penetrated into building surfaces.

You must provide suitable rubber pads or ply sheets to protect the granite and building surfaces. These must be used in all situations where the granite or building fabric may be at risk of damage, for example:

Under the feet of stages, scaffolding or marquees, to prevent rust stains or gouges in the

granite

Under the tyres or engines of trucks or cranes to avoid tyre marks or oil stains

Under food preparation and service areas

Under portable toilet units

For events on the Western Broadwalk, we require that column protection be installed to protect the concrete columns of the Colonnade. This will be supplied in-house, organised by Event Operations at a small cost to the event.

The Forecourt is paved with cobblestones and the Broadwalks are clad with granite aggregate slabs suspended on pylons over the Harbour. There are restrictions on the load that can be carried and load capacities must be strictly observed (see Section 10.3 Weight loadings). Where vehicles are to be driven over a curb, a curb ramp must be installed to protect granite surfaces from chipping.

Refer to Section 5 Food & Beverage Services for site protection guidance specific to food and

beverages.

4.8 Site handover

The Opera House will undertake a dilapidation report of all outdoor areas the day before your bump in. Any existing damage to the space will be recorded, providing a baseline for assessing the condition of the venue after the event.

At the commencement of bump in, a site inspection will be held between you and an Opera House representative to agree on the condition of the area and hand the site over to the event. The day after the bump out, the area will again be assessed for any damage. The cost of the dilapidation report and any repair costs will be passed on to the event account.


5 Food & Beverage Services

5.1 General considerations

The Opera House is a fully catered venue and reserves all rights relating to the supply, sale and service of food and beverage on our site. We generally do not allow Hirers to provide or supply their own food and / or beverages while on the premises (this includes for performers). Opera House F&B Operations will organise suitable operators for your catering requirements. Where our operators are unable to meet the requirements of your event, the Opera House may make exceptions at our discretion.

To facilitate special requests, we ask that you fulfil all of the following:

The proposed catering arrangements, including the names and contact details of any proposed F&B Providers, must be submitted at least 90 days prior to the event;

Liaise with your proposed supplier to ensure that any documentation or other information requested is produced in a timely fashion;

Ensure that you and your proposed supplier meet and address any stipulations and issues raised by the Opera House; and

Any arrangement will be subject to the agreed terms of supply, sale and service for food and beverage, either as part of the Venue Hire Agreement, or as a separate agreement with the Opera House. We reserve the right to refuse any application for external operators to supply, sell and serve food and beverages.

Catered functions are the exclusive right of our licensed provider, and so it is not possible for us to grant permission for an alternative provider to be used.


At a minimum, any proposed F&B Providers must provide detail on the items listed below:

Their credentials in relation to food preparation and service of alcohol (if relevant);

A full list of proposed food and beverage options for sign off – please submit menu plans so we can help identify any substances that are known to cause potential staining on granite surfaces;

Fit our proposal and structure from which food and beverages will be vended (e.g. truck, cart, van, stall or other similar structure);

Food Safety Plan including copy of Food Safety Supervisor certificate of relevant staff member;

Responsible Service of Alcohol certificates for all working staff, see Section 5.3;

Indicative menu;

Equipment and appliances to be used in providing the F&B services;

Grey water disposal;

Cooking oil disposal;

Waste disposal;

Building Protection Plan: general consideration must be given to protection of granite surfaces and the prevention of soiling due to spillage of oily foods;

Cooking methods;

Power requirements, which must be installed by licensed electrician, see Section 4.6 Electrical installations; and

Insurances.

The Opera House reserves the right to enter into a separate agreement with the proposed F&B operator in relation to the supply, sale and service of food and beverages.


5.2 Operational conditions for outdoor events

F&B Provider requirements for outdoor events include, but are not limited to, the following:

F&B Provider is responsible to ensure there is no damage to any Opera House building fabric;

F&B Provider should ensure that any food options provided will not stain or damage any Opera House surface;

F&B Provider should provide their own cooking appliances;

F&B Provider should provide their own gas;

F&B Provider should provide their own fire extinguishers;

F&B Provider should provide details of food preparation area and method of assembly;

F&B Provider should provide packaging option of how the food will be served – where possible, sustainable packaging and serving methods should be used;

Cooking with oil, and food with a high oil or fat content is not desirable due to the risk of staining granite surfaces. Special approval must be applied for and will only be considered if a plan is submitted for the prevention and protection from spills and soiling;

Glass is prohibited for all large scale commercial events – beverages sold in glass bottles must be decanted into plastic cups before being served to patrons;

Free drinking water must be made available to patrons, preferably unbottled;

Food trucks will require drip trays, must drive onto floor protection and will only be permitted at the discretion of Event Operations; and

A risk assessment must be provided by all food and beverage suppliers.


5.3 Alcohol

The entire Opera House precinct is a licensed site. The Opera House practices the responsible service of alcohol and requires that all persons involved in the supply, sale and service of alcohol onsite abide by its Liquor License Management Code (the Code).

‘Bring your own’ alcohol and glass is prohibited. Alcohol and glass brought into an event site will be confiscated at the bag checking area.

The Licensee appointed by the Trust (Licensee), has ultimate authority in the service of alcohol including the right to refuse service anywhere onsite. This right supersedes and overrides, if necessary that of the F&B Provider’s Nominated Manager. The current Licensee is Louise Herron AM, CEO. The Licensee has nominated her representative, Opera House Food & Beverage Head of Operations, Commercial Managers and Security Operations Manager, to act on her behalf in relation to all matters pertaining to the liquor licence of the Opera House.

Where the Opera House grants a Hirer permission to use their own F&B Providers and allows them to sell alcohol at events onsite, in addition to the requirements set out in Section 5.1, each F&B Provider who intends to serve alcohol must:

Enter into a written agreement with the Trust in relation to using the Opera House’s liquor licence;

Appoint a Nominated Manager to manage the supply, sale and service of liquor. The proposed Nominated Manager must have completed a recognised course in the Responsible Service of Alcohol (RSA) and must be appropriately trained. The F&B Provider must inform the Licensee of the identity and qualifications of the proposed Nominated Manager. The Nominated Manager must be approved by the Licensee prior to the start of the event. The Nominated Manager must read the Code and ensure that all standards for the venue are met as set out in the Code, as if the Nominated Manager were the Licensee. Copies of the Code will be provided to the F&B Provider by Opera House F&B Operations;

Ensure that any supply, sale and service of alcohol are conducted by qualified staff over the age of 18 years who are trained in RSA and who must, at all times during service, keep their RSA credentials on their person;

Forward the current RSA qualifications for each and every person involved in the sale of alcohol onsite to Opera House F&B Operations prior to the event so that they can be produced to Licensing Authorities if called upon;

Comply with regulatory signage requirements at points of sale;

Comply with the Code and all legislative requirements, including relevant provisions of the Liquor Act 2007 (NSW) (the Act); and

Immediately modify their method of service / sale of alcohol or cease service / sale of alcohol during the event where, in the Opera House’s sole opinion (as exercised by the Licensee, Opera House Opera House Food & Beverage Head of Operations, Commercial Managers and Security Operations), the service / sale of alcohol by the F&B Provider is contrary to law or otherwise jeopardises the Opera House’s liquor licence. If such an instruction is given, no compensation will be payable by the Opera House to Hirer or the F&B Provider.


5.4 Food and beverages on granite surfaces

Any proposed protection method must be specific for that event and installed at the Hirer’s or F&B Provider’s cost.

The following is the minimum standard for food preparation areas on the granite surfaces of the Opera House and should be used as a guide:

Protection film or builders’ plastic must be laid directly onto the granite. No adhesive

materials should be used on any Opera House surface. The use of duct tape or electrical tape is not permitted.

Outdoor flooring must be installed over the protection film or builders’ plastic. Products similar to Pro-Floor® EF, a portable, lightweight outdoor flooring composed of engineering grade material for high impact, flexibility and resilience, is recommended.

Matting must be laid on top of the outdoor flooring. Hydrasorb High Traffic Entrance Mat or similar product capable of absorbing liquid and spills, is recommended.

The protection described above should be checked on a daily basis. If anything leaks through, or if an outline appears around the edges of the protected area, the protection should be replaced at the Hirer’s or F&B Provider’s cost.

Building fabric protection of all surfaces should be included in the Food & Beverage Risk Assessment, including the proposed methodology and materials.


6 Heritage Management

6.1 Key considerations

The Opera House is a universally significant heritage site which is continuously subject to national and international attention and scrutiny. It is listed on the State, National and World Heritage Lists and falls under both State and Federal heritage laws.

We are committed to ensuring the heritage values are protected and event planning should consider any risks to these values. Assessment of heritage risks must be included in the Production Risk Assessment Form (see Section 11.2). The Opera House can seek access to heritage advice where any significant risks are identified.

The key reference documents that guide heritage management are:

Sydney Opera House Conservation Management Plan (CMP)

Utzon Design Principles

These documents provide the visionary and policy framework for our management decisions relating to preserving and protecting the Opera House. At minimum, in assessing the level of risk related to your event, consideration should be given to:

Avoiding obscuring significant heritage features such as the roof shells, glass walls, concrete columns, views of the Podium and Sydney Harbour vistas

Maintaining a sense of openness and reducing clutter as far as is practicable

Avoiding the use of plants and greenery – the Opera House should appear as a manmade structure clear of plants

Minimising the duration and frequency of the event, including bump in and bump out times

Minimising the times in which the public will be excluded from the enjoyment of the Broadwalk, Forecourt and Podium steps

Minimising wear, tear and possible damage from work crews, event infrastructure, vehicles, patron movement, food and beverage service

Minimising the fixtures and connection features left in situ when not in performance mode

Striving for the highest quality available in design and materials

6.2 Heritage induction

Before commencing work onsite all staff working on an event must complete the online heritage induction, which is part of the mandatory online safety induction.


6.3 Temporary structures

Careful considerations need to be made on the visual impact of temporary structures and related event infrastructure. These considerations are based on the CMP and Utzon Design Principles:

Avoid the use of white structures that visually compete with the prominence of the Opera

House shells – off white or beige is the preferred colour for temporary structures, complementing the natural materials used in the building

Temporary installations should minimise impact on views, setting and fabric, and communicate their purpose clearly to visitors, to ensure a positive “visitor experience”

The palette of natural colours and materials chosen by the original architect Jørn Utzon for the exterior must be retained and respected and not confused in any way where possible

All back of house areas must be covered with beige coloured scrim fencing, or painted in Dulux “Coconut Husk” colour or approved equivalent, at an approved height and appearance for that event and area

Fencing may be covered with event signage, however all artwork must be approved by the Opera House in advance

Presentation of the site must be maintained at the highest quality at all times

Any outdoor event should entail the minimal infrastructure necessary to safely stage and support it, and when it is over, all traces of it should be removed as quickly as possible, leaving the space without damage

Public announcement (PA) wings and scaffolding towers should be covered in a permeable fabric (such as shade cloth) to provide a homogenous look to the event

Supporting and rigging materials should be masked to meet visual standards

Signage should comply with the specified visual standards

Temporary facilities should be located out of the view of the public where possible

The Opera House will determine the suitability of event plans at the time of booking, and Event Operations will continue to work with you through the event planning phase to ensure the event aligns with our heritage management requirements

6.4 Exterior furniture

The design and quality of exterior furniture and signage should be appropriate for the Opera House site. They must comply with the CMP and Utzon Design Principles:

Materials and finishes of exterior furniture with high reflectivity must be avoided

Materials and finishes of exterior furniture with harsh tonal and colour contrasts with the natural palette of materials on the Forecourt, Lower Concourse, Vehicle Concourse, Broadwalk and Podium must be avoided

White should not be used except for lettering on signage, as it competes with the visual prominence of the tiled shells, which must remain the key attraction to the site

Any temporary equipment or structure installed onsite must be designed and installed to withstand the wind loadings of the site, which are higher than many other sites, and must be safely secured without attaching to or penetrating building surfaces; refer to sections on temporary structures and the Wind Management Plan

The use of light weight furniture and umbrellas is not permitted due to the risk of being picked up in the wind and causing possible injury or damage; management of temporary structures and equipment must be included in a Wind Management Plan, see Section 10.2


7 Environmental Sustainability

Environmental Sustainability Event Management applies to all areas and stages of an event and performance can be improved through targeting sustainability across four focus areas:

1. Use resources efficiently and responsibly

2. Minimise waste

3. Improve environmental risk management

4. Embed, engage and inspire change

We are open to working collaboratively with you to implement innovative sustainability initiatives and actions which also link to the Opera House’s Environmental Sustainability Plan (ESP) targets and strategies.


7.1 Use resources efficiently and responsibly

7.1.1 Energy

Events should strive to reduce energy use. You may consider implementing for your event:

Energy efficient equipment and lighting

Using lighting control systems which efficiently manage electricity use

Generators using biofuels from sustainable sources

Portable renewable energy generators to power stalls or part of the event (solar and wind)

Turning off equipment and lighting when not in use

Purchasing accredited carbon offsets for the event

7.1.2 Water

Reduce water consumption through implementing:

Using water efficient fittings, equipment and appliances

Ensure there is no run off of event produced liquids into stormwater drains, gutters or waterways (e.g. the Harbour)

Put in place water capture and recycle systems to take event water offsite for reuse (where appropriate)

Turn off taps connected to water equipment and appliances when not in use

Event staff trained in water efficient practices (when they are responsible for water using equipment, appliances and or activities)

7.1.3 Sustainable purchasing (procurement)

Events purchase and sell items which have minimal impact on the environment. Sustainable purchasing can also minimise event waste sent to landfill. Purchasing for events should consider the following:

Products which can be recycled after use

Products which are biodegradable

Products with a high recycled content percentage

Locally produced products instead of items which have been transported long distances

Products which have been produced from certifiable sustainable and renewable sources

Reusable products


7.2 Minimise waste

Minimise the generation of all event waste sent to landfill through; waste separation, recycling and reuse. Waste includes all materials generated from the Hirer’s event activities and audiences. Refer to Section 3.7 Cleaning and waste management.

7.2.1 Reduce plastic

Events should develop a strategy to reduce or remove event plastic; bottles, bags, food and beverage packaging / cutlery, promotional material and audience giveaway items. Encourage audiences to bring refillable water containers and provide water fountains to avoid use of plastic bottles.

7.2.2 Sustainable packaging

Events must use packing with minimal or no impact to the environment, where possible, including:

Products with minimal or no packaging needs

Using collapsible reusable crates to transport event material

Biodegradable packaging

Packaging made from recycled material

Packaging produced from certified renewable resources

Packaging which can be reused

Minimise use of plastic packaging

“Packaging” includes but is not limited to:

Food and beverage: utensils, plates, take away containers and plates, refresher towels and napkins

Retail: customer facing packaging

Transportation: packaging for transport


7.3 Environmental risk management

The Protection of the Environment Operations Act 1997 (POEO Act) administered by the NSW Environmental Protection Authority (EPA), is the chief piece of legislation which covers protection of water, land, air and noise pollution and waste management. Please refer to the POEO Act to ensure your event is compliant. Breaches of the POEO Act may result in serious penalties.

7.3.1 Environmental Risk Assessment and Management Plan

An Environmental Risk Assessment and Management Plan (ERAMP) is required for the event, which documents:

Environmental assessment of the event’s activities;

Possible negative impacts (risks) to the natural environment; and

Management actions implemented to reduce the chance of that risk occurring.

The plan should also consider and address possible pollution sources and transport avenues (how pollutants are transported into the environment).

Environmental pollution incidents should be reported to the Opera House and to the EPA in accordance with the POEO Act. A record of how event staff responded to the incident must be recorded in detail. Any incidents or near misses are also to be entered into the Opera House Incident Reporting System.

7.3.2 Pollution of waterways

Due to the sensitive location of the Opera House, events must be particularly careful not to dispose of harmful materials and or liquids which could cause pollution to waterways, in accordance with the POEO Act. When using water or products for cleaning, the Opera House Cleaning Guidelines must be followed.

7.3.3 Balloons and confetti

Releasing balloons inflated with a gas into the air is harmful to the environment and an offence under the Protection of the Environment Operations Amendment (Balloons) Act 2000.

The release or use of balloons is not permitted under any circumstances. Confetti is also not permitted at outdoor events due to the risk posed to Harbour waters.

7.3.4 Sustainable Event Management Plan

We encourage you to develop a Sustainable Event Management Plan (SEMP) for any event at the Opera House. At a minimum, the plan should address all content outlined within this section. The plan should demonstrate:

Sustainable options have been considered, including explanation on why they may not have

been implemented

Environmental Risk Assessment and Management Plan

Initiatives that have been implemented to directly link to the Opera House Environmental Sustainability Plan


8 Emergency Management & Security

8.1 Emergency & Security Management Plan

Our staff will work with you to ensure all appropriate safety and security measures are implemented for the duration of your event. In the event of an emergency onsite, the Opera House Emergency Management and Business Recovery Plan would be activated, under the control of the Opera House Emergency Planning and Response Group (EPRG) and / or external Emergency Services.

At all times, the Opera House Emergency Planning and Response Group remains the controller of the site and should be contacted first in an emergency (phone +61 2 9250 7200).

EPRG will work with you to develop a suitable Evacuation Plan for the event.

8.2 Portable fire equipment

The following guidance is provided for prospective Hirers at the Opera House regarding the selection of portable fire equipment needs.

This information has been prepared to provide consistent advice to assist in the selection and location of extinguishers and fire blankets. The Opera House duty fire and safety officers can be consulted at any time when considering the selection of equipment for events.

This information has been directly aligned with the relevant statutory requirements.

8.2.1 Classes of fire

The classes of fire are defined as follows:

Class A Fire involving ordinary combustible materials, such as wood, cloth, paper, rubber and many plastics

Class B Fire involving flammable and combustible liquids, greases and oils

Class C Fire involving combustible gases

Class D Fire involving combustible metals

Class (E) Fire involving energised electrical equipment

Class F Fire involving cooking oils and fats


8.2.2 Fire extinguisher use

Below is a basic chart showing which fire extinguisher to use for each class of fire, and subsequently the extinguishing medium to be considered.

Table 3 – Fire extinguisher use

Class of Fire Example of Fire Extinguishing Medium to be Considered

A Clothing fire

Pyjamas, shirt, pants

Water Fire blanket

A Small carbonaceous fire

Waste paper bin

Water Foam ABE powder Wet chemical Vaporising liquid Carbon dioxide (limited)

A Large carbonaceous fire

Pallet of cardboard

Water Foam ABE powder

B Petroleum based liquids

Petrol Oil Grease Turps

BE and ABE powder Foam Vaporising liquid (limited) Carbon dioxide

B Polar solvents

Cleaning spirits Alcohols

BE and ABE powder Alcohol resisting foam Vaporising liquid (limited) Carbon dioxide (limited)

C Gas fires

BBQ gas LPG Natural gas Acetylene

BE and ABE powder

Note – Gas fires are not to be extinguished unless the gas supply has been shut down first!

D Metal fires

Metal shavings

Special powder

(E) Fires involving energised electrical equipment

Fuse box Computer equipment

BE and ABE powder Carbon dioxide Vaporising liquid

F Cooking oils and fats

Dripping Butter Olive oil

Wet chemical BE powder Fire Blanket Foam (limited) Carbon dioxide (limited)


8.2.3 Extinguisher rating and classification

Fire extinguishers which comply with Australian Standards are marked with a classification and rating, determined in accordance with AS/NZS 1850:1997, that indicates the class and size of the fire for which the extinguisher has been tested. An extinguisher should be selected for its capacity to extinguish a perceived type and size of fire relevant to the identified risk.

When a fire extinguisher is rated for more than one class of fire, it is expressed in alphabetical order, e.g. 2A:40B(E), as follows:

Figure 5 – Extinguisher rating and classification

8.2.4 References

Building Code of Australia Table E1.6 – Requirements for extinguishers

AS 2444 - 2001 Portable fire extinguishers and fire blankets – Selection and location

1, 2, or 3

Rating relative to a specific

size of

fire

Fire involving carbonaceous materials, e.g. wood, paper,

timber etc.

40

Rating relative to a specific

size of flammable liquid fire

Fire involving flammable liquid, e.g.

petrol, oil, turps etc.

(E)

Fire involving energised electrical

equipment, e.g.

switchboards, photocopiers, computers etc.


8.3 Forecourt egress

The following minimum conditions apply to all events on the Forecourt:

The Opera House requires access to the Royal Botanic Gardens (RBG) for emergency egress for all events. A minimum 6 metres clear exit width is to be provided from the east area of the Forecourt into the RBG.

The main road width shall not be greater than two lanes and shall not reduce the egress width on the western pavement (from the edge of the Lower Concourse to the crowd control barriers) to below 12 metres.

There shall be a designated crossing point where the majority of patrons will exit. This point shall not be less than 9 metres in total width.

Figure 6 – Forecourt Egress Map

NOTE: Vehicle access denoted is for special events only and is subject to approval.


8.4 Security services

In addition to the regular EPRG team, the Opera House has preferred suppliers of supplementary security services for events. One of the following companies must be used for all event security needs:

Constant Security Pty. Ltd.

ACG Security

Our Event Operations team will assist you in selecting which security provider is best suited to your event, based on key personnel skill sets and company strengths. The final decision rests with the Opera House Head of Security.

Any requirement to engage with established close personal protection guards for artists or VIPs attending the event must be discussed with the Opera House Head of Security Operations well in advance.

8.5 Lighting

Emergency lighting towers must be placed around the site for any event operating during night time hours, for performances and bump in / out.

Any lighting associated with events must not cause adverse impact on the area surrounding the site. Light spill from the site to neighbouring areas, including across the Harbour and commercial tenancies must be closely controlled and monitored. This is a condition of our government approval to stage outdoor events. Operating procedures of any emergency lighting tower must be included in the Emergency Management Plan.

8.6 Security bag checks

Bag checks will be conducted for all patrons attending large scale events. Any decision not to check patrons’ bags is at the discretion of the Opera House Head of Security or their representative.

8.7 Media management

Should an adverse incident occur, public messaging will follow the direction of Opera House External Affairs.


9 Venue Specifications

This section contains Event Services Diagrams for the following venues across the Opera House site:

Figure 7 – Venue Specifications – Northern Broadwalk

Figure 8 – Venue Specifications – North Bronze Door & Vehicle Concourse Area

Figure 9 – Venue Specifications – Western Broadwalk & Upper Podium

Figure 10 – Venue Specifications – Forecourt

Systems equipment abbreviations

AES Copper cable for digital audio, balanced three pin XLR connectors

APC Angled Physical Contact fibre cable connector – usually for single-mode fibre, used most often in the House for two-way radio systems and telecommunications.

CAT6 Category 6 copper cable

DVN Digital Video Network – point to point fibre optic network for transporting video between the Opera House and other venues or television networks, operated by Chief Entertainment

IDF Intermediate Distribution Frame – copper patching frame, largely used for telephony, connects back to main distribution frame

IP IP network switch – to switch on Opera House network, capable of delivering event internet or transporting other IP-encoded media between switches over VLANs

MDF Main Distribution Frame – copper patching frame, largely used for telephony systems, connects Opera House to world

OM1 Multimode Optical fibre

OS1 Single-mode Optical fibre

RCP Rack-mount Communications Panel – Riedel wired stage communications panel, rack-mount type

Location abbreviations

CCR Central Control Room – main fibre optic, audio, and video interconnection point for the Opera House

FCE Forecourt Event

JST Joan Sutherland Theatre

OBE Outside Broadcast Power and Communications Connection Panel – East Panel

OBW Outside Broadcast Power and Communications Connection Panel – West Panel


Figure 7 – Venue Specifications – Northern Broadwalk


Figure 8 – Venue Specifications – North Bronze Door & Vehicle Concourse Area


Figure 9 – Venue Specifications – Western Broadwalk & Upper Podium


Figure 10 – Venue Specifications – Forecourt


10 Risk Assessment & Safety

10.1 Site Risk Assessment

A general Site Risk Assessment for the Opera House can be found in the next few pages. Please use this and other pertinent data to fill in the Production Risk Assessment Form in Section 11.2 and return to your Production Manager.

10.1.1 This Site

There are three main spaces used for outdoor events: the Forecourt, the Western Broadwalk and the Northern Broadwalk. Particular heritage significance is associated with the granite, bronze and concrete surfaces.

Outdoor amenities are limited and the Hirer must establish additional amenities for outdoor events.

1. Roadway The Roadway runs from the Macquarie Street Security Gatehouse to the

onsite roundabout near the Vehicle Concourse.

2. All areas Outdoor areas are exposed to all weather conditions, e.g. temperature, wind and storm. There are restrictions on the load bearing capacity and environmental restrictions for noise and surface runoff.

3. Western Broadwalk and Colonnade

The Western Broadwalk is a primary means of vehicle access to the Broadwalk and northern end of the site. The Loading Dock work area hours are as follows:

Monday - Friday: 06:00 hrs - 17:00 hrs

Saturday: 06:00 hrs - 13:30 hrs

Sunday: CLOSED

The Loading Dock work area is defined by temporary barricade. The Colonnade is the covered entrance to the Western Foyer.

4. Seawall The western side edge and northern side edge of the Broadwalk is known as the Seawall


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10.1.2 Responsibilities

Under the Work Health and Safety Act 2011 (NSW), Hirers, contractors and performing companies undertaking business at the Opera House have a responsibility to ensure that the health and safety of their own workers and other persons and workers (such as Opera House workers), are not put at risk from work carried out as part of the conduct of their business or undertaking – so far as reasonably practicable.

The Opera House requires that Hirers produce and submit a comprehensive Production Risk Assessment Form (see Section 11.2) prior to all shows and events in accordance with the Opera House Venue Hire

Agreement and relevant Australian Standards, Guidelines and Codes of Practice.

10.1.3 Induction

It is a requirement that all persons undertaking work onsite complete an Opera House Site Induction prior to commencement of work.

Table 4 – Standard Site Risk Assessment

Risks Risk Controls Responsibility

1. Roadway

Vehicles and mobile plant may impact pedestrians.

During bump in / out and setup:

All mobile plant and vehicle movements are scheduled and approved by the Opera House before entry is permitted to the Forecourt.

Competent and certified Traffic Management staff to be supplied.

Mobile plant and vehicles must be escorted. High visibility vests must be worn when escorting vehicles.

If necessary, temporary fencing must be installed to isolate pedestrians from mobile plant and vehicle movement through the site.

Hirer must obtain approval from Opera House Event Operations for vehicle movements.

Traffic Management staff are supplied by Sydney Opera House.

Temporary fencing is arranged by the Hirer.



2. All areas

2.1 SITE SETUP

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Major capital works are occurring in parts of the Forecourt and entry from Macquarie St. due to the Vehicle Access and Pedestrian Safety (VAPS) project.

VAPS construction site is signposted and designated by hoarding and temporary fencing.

Hirers, contractors, service providers do not have

access to the VAPS construction site.

Event Site Manager must discuss access with BD&M.

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Damage to property and equipment due to infrastructure setup and mobile plant.

Workers may slip, trip or fall due to trip hazards during build process.

Work zones must be barricaded with temporary fencing to restrict access to authorised workers only.

Access to egress paths and essential services must be maintained at all times.

Suppliers must provide relevant safe systems of work (i.e. SWMS, Risk Assessment) for all works undertaken.

For high risk work, a site specific Safe Work Method Statement (SWMS) must be developed, and the work completed in accordance with the SWMS. High visibility vests, enclosed footwear and appropriate PPE must be worn whilst inside work zones.

Site Manager and Opera House Security to closely monitor movements of the general public exclusions during the site setup phase.

All event workers and contractors must complete a site safety induction before commencing work onsite.

Event Site Manager establishes and manages work zones and access / egress pathways.

Event Site Manager ensures workers are wearing PPE.

Opera House Event Operations ensures workers complete a site safety induction.

Event Operations ensures Suppliers provide relevant SWMS and risk assessments.



2.2 EMERGENCY VEHICLE ACCESS

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Access pathway for emergency vehicles may be blocked due to temporary structures or large crowds.

Note: Western Broadwalk fibreglass bench seating can be removed as a last resort to facilitate pedestrian pathways. Fixing bolts cannot be removed and this trip hazard must be managed.

Work zones must be barricaded with temporary vehicles travelling via Central Passage to the Northern Broadwalk.

All mobile plant and vehicle movements on the Western and Northern Broadwalks must be escorted at all times.

Site layout of temporary structures and scenic elements must allow for a 4 metre wide clear emergency vehicle pathway through the site at all times.

If necessary, temporary fencing must be installed to separate pedestrians from mobile plant and vehicle movements through the site.

Opera House Security manages entry of vehicles onto the site.

Event Site Manager ensures that vehicles are escorted.

Event Site Manager to ensure pathways and temporary fencing are established when needed.

2.3 CROWD MANAGEMENT

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Potential for crowd crush.

Where suitable, events are to be ticketed to ensure site capacity limits are observed.

Managed access site. Security count people in and out of site for general access events.

Security and Crowd Control Marshalls stationed at key points to monitor vehicle access / walkways and general viewing areas.

No planned infrastructure on roadway.

A pedestrian access pathway of 1.5 metres minimum must be maintained at all times.

If large crowd numbers are expected, temporary fencing may be used to define walkways. Patrons should be moved on and prevented from stopping by the Opera House or contract Security.

Security

Ticketing


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2.4 SITE INFRASTRUCTURE (Temporary structures, furniture and scenic elements)

Structural failure resulting in multiple serious injuries, property or equipment damage.

Persons may slip, trip or fall over introduced scenic elements or cables.

The Hirer must submit a Production Risk Assessment Form (see Section 11.2) identifying risks and controls for introduced structures and furniture.

Introduced temporary structures must be installed to design specifications, and form S31 must be completed. Refer to Section 4.5 Design and Installation of Temporary Structures. Engineers’ signoff is required for temporary structures.

Scenic elements and site furniture must be approved by the relevant Opera House Manager. If deemed necessary, Engineers’ signoff will be required.

The weight load ratings for all outdoor areas must be adhered to at all times.

For temporary staging and truss work where engineering documentation specifies a Wind Management Plan and / or onsite monitoring, the onus is on the Hirer to provide this for their structures.

All temporary electrical power and equipment must be appropriately Ingress Protection (IP) rated.

A 4 metre wide emergency vehicle access pathway

must be maintained when locating temporary structures and scenic elements.

On the Forecourt, a 6 metre wide egress pathway must be maintained to the Botanic Gardens QEII Gate, and a 9 metre wide, leading to 12 metres wide, egress pathway to the southern site boundary.

Hirers must submit a Production Risk Assessment Form (see Section 11.2) prior to arriving onsite.

Event Site Manager to monitor all activities to ensure safe work practices.

Production Manager to approve the infrastructure site plan.



2.5 WEATHER AND ENVIRONMENT

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Severe weather conditions (wind or rain) may damage temporary structures or unsecured items blown around.

Workers may experience sunburn or heat stroke due to lack of shade.

Use of chemicals onsite may lead to Sydney Harbour contamination from surface run off.

Noise levels from amplified events may breach regulated environmental limits.

Inclement Weather and Wind Management Plans to be developed and implemented.

Weather conditions monitored by Event Site / Stage Manager – utilising onsite weather stations and Bureau of Meteorology resources.

For temporary staging and truss work where engineering documentation specifies a wind management plan and / or onsite monitoring, the onus is on the Hirer to provide this for their structures.

Water and personal sun protection must be made available to workers by the relevant employer.

Appropriate PPE must be worn when necessary.

Waste Management Plans must be implemented to ensure waste material does not impact on the Opera House site or enter waterways.

Any use of chemicals onsite must be approved by the relevant Opera House Manager and a Contamination Management Plan established.

A Noise Management Plan meeting the requirements of the Opera House approved Development Application must be implemented when amplified events take place.

Event Site Manager and Stage Manager to monitor weather conditions and engage management plans when required.

Opera House Event Operations to ensure appropriate PPE is available.

Event Operations in collaboration create wind, waste and noise management plans.

2.6 EVENINGS

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Low lighting levels may create risk of trip, slips and falls.

If the site setup is planned outside daylight hours, appropriate temporary lighting must be installed to ensure there is adequate light to work in safely.

If large crowds are anticipated, additional temporary emergency lighting must be installed to facilitate safe egress from the site in the event of an evacuation or emergency.

Event Site Manager and Opera House Security decide on when to activate emergency lighting.

Event Operations ensure adequate lighting installed.



3. The Western Broadwalk and Colonnade

3.1 BOLLARDS ON BROADWALK

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When bollards are raised, they may impact a passing vehicle or pedestrian causing serious injury.

Bollards are lowered and raised by Opera House Security Control following approved security procedures.

Clear pathways must be kept to allow access to the moveable centre set of bollards.

Opera House Security controls bollard operations.

Opera House Site Manager ensures clear pathways to centre bollards.

3.2 WESTERN LOADING DOCK

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Loading dock fork lift trucks or vehicles may impact pedestrians.

Damage to property or equipment from fork trucks or vehicles.

Perimeter barricading is in place at all times when loading dock is operational.

All pedestrians inside the barricaded area must wear high visibility vests and enclosed footwear.

Forklift drivers are licensed.

Area restricted to authorized personnel.

Opera House Loading Dock Supervisor manages Loading Dock operational zone.

Opera House Site Manager ensures persons stay out of the Loading Dock operational zone.

3.3 BLACK POSTER STRUCTURES (VITRINES)

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Maintenance workers may not be able to reach services contained in vitrines in an emergency.

A 1 metre exclusion zone must be established around the perimeter of each vitrine to maintain clear access.

Event Site Manager and Opera House Security ensure the exclusion zone is maintained.

Opera House Event Operations ensures the exclusion zone is incorporated into the site plan.



3.4 WESTERN COLONNADE INCLUDING ROOF ACCESS

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Items or structures placed under the Colonnade may hinder Western Foyer patrons exiting the Opera House in an emergency.

A 2 metre wide clear exit path must be maintained from the Western Foyer exit doors under Colonnade to the Western Broadwalk.

Event Site Manager and Opera House Security ensure clear exit paths are maintained.

Opera House Event Operations ensures the clear exit path is incorporated into the site plan.

Event Site Manager ensures exclusion zone is established.

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Ladder access position may be blocked preventing safe access to the Colonnade roof.

A 2 metre exclusion zone must be established around the access point to maintain clear access. This is located at the northern end of the Colonnade across the granite wall.

Opera House Event Operations ensures the exclusion zone is incorporated into the site plan.

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Worker may fall from height.

Items may fall from height onto persons below.

If possible, work at heights should be performed from an Elevated Work Platform such as a Scissor Lift, Cougar, or Tallescope.

If work must be performed on the Colonnade roof, the horizontal life line system installation must be used. Any alternative system must be submitted and approved by the Opera House.

Only trained and competent workers can use the Colonnade horizontal life line system.

All loose items taken onto the Colonnade roof must be tethered.

If work on the Colonnade roof is being undertaken within 1 metre of the roof edge, a drop zone must be established below around the perimeter.

For further information please request a copy of Opera House “Safe Work Procedure SWP 040 Colonnade Horizontal Life Line System”.

Event Site Manager ensures correct procedures are being followed.

Opera House Event Operations and Hirers ensure all workers are trained and competent.


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4. Seawall

Risk of drowning.

Risk of damage to Seawall or bronze handrail.

Items must not be secured to / or supported by the bronze handrail or Seawall.

A clear path along the perimeter of the Seawall must be maintained at all times.

Where there is risk of large crowds gathering at the edge of the Seawall an exclusion zone can be established.

Lifesaving devices are located at various strategic locations throughout the Opera House site.

Event Site Manager monitors and ensures a clear perimeter path.

Opera House Event Operations establishes if an exclusion zone is needed.


10.2 Event Safety Officers

The Opera House Event Safety Team has a number of Event Safety Officers who oversee the safety assurance for outdoor events. Our team has a focus on construction safety and public safety for events.

Our Event Safety Officers will oversee aspects of the event safety program. This includes delivering safety inductions, conducting workplace inspections, monitoring contractor safety performance, monitoring public safety and consulting with our key stakeholders.

They assist with the event interface of the unique nature of our site, being a high profile tourist destination with multiple venues and high vehicle and pedestrian traffic.

They proactively provide advice and assistance when problems arise and endeavour to resolve problems quickly and effectively.

At a minimum, our Event Safety Officers have a Certificate IV in Work Health and Safety. They have a range of safety experiences and backgrounds, including theatre, events, high risk environments, public safety and construction. Please liaise with your Production Manager for further information about our Event Safety Officers.

10.3 Inclement weather

Outdoor events always have a degree of uncertainty around weather conditions. There is no shelter for patrons attending a Forecourt event, so there will be exposure to the elements. Wind, heavy rain, heat and thunderstorms may have the potential to delay or cancel an outdoor event.

Wind loads are generally higher on the Sydney Opera House site than other locations. A Wind Management Plan will need to be prepared for your event. This will be done in consultation with the Opera House Production Manager, who can provide information and guidance.

You must also prepare a delay and cancellation policy. The person responsible for decision making in the case of inclement weather must be clearly identified. They will liaise with the Opera House Production Manager, Account Manager and Head of Emergency Planning & Response Group to enact the plan.

Clear public messages need to be prepared to ensure consistent and accurate information is given to the public in the event of a delay or cancellation. Event advertising and ticketing information must advise ticket holders whether the event will proceed in the rain or other weather conditions.

10.4 Weight loadings

All areas of the site have defined weight loading limits, which must be strictly adhered to. Refer to the Event Loading Diagrams in the next pages.

Figure 11 – Event Loading Diagram – External Areas

Figure 12 – Event Loading Diagram – Internal Areas


Figure 11 – Event Loading Diagram – External Areas

91 BG 20842 S03B RevE – ELD1 Revised June 2014


Figure 12 – Event Loading Diagram – Internal Areas

91 BG 20842 S03B RevE – ELD2 Revised June 2014


Action Items

11 Forms

The forms in this section need to be completed and submitted to the Opera House.

Outdoor Event Application Form

Production Risk Assessment Form


11.1 Outdoor Event Application Form

The Outdoor Event Application form below is to be completed by the Hirer and submitted to the Venue Hire department to begin the approval process.

This form is an application only. You will be notified in writing when your event application has been processed and will be provided with an Outdoor Event Guide. Applications must be submitted at least eight (8) weeks prior to your event.

Hirer’s details

Name of event

Applicant / organisation

Contact person (if different from above)

Postal address

Telephone (home)

Telephone (work)

Telephone (mobile)

Email address

Have you conducted this event before? When? Where?

Event details

Primary purpose of event, e.g. fundraiser for community group

Event description, e.g. sporting, commercial, festival, entertainment

Entertainment description

Ticketing

Free entry?

Purchased / assigned tickets?

Audience

Expected attendance

Maximum number of people expected at any given time

Anticipated total number for entire event

Target audience e.g. youth, adult, family etc.


Event timeline

Date

Actual bump in date and time

Actual Event start date and time

Actual Event end date and time

Actual completion of clean up date and time

Commencement date of advertising

Road closure dates and times

Erection of marquee dates and times

Event facilities

Preferred Opera House venue

Details of amenities provided by Hirer

Details of amenities provided by Opera House

Details of any tents, marquees and stages

Details of any road closures or use of roads

Food & Beverage

Will alcohol be available / consumed onsite?

Will food be available? The Opera House can assist in organising this

It is important to attach any other relevant information that can assist in assessing your event.

Acknowledgement

I, as the event organiser, seeking approval to host an event acknowledge that the information and completed actions in my application are true and correct at time of applying. I will ensure that appropriate liability and other insurances are in place for the activities to be conducted. I understand that the event application package is a guide and has been compiled according to a number of statutory requirements. There could be other requirements that exist outside of the package and that as the event organiser I am responsible.

Signed

Hirer Date

Notes


11.2 Production Risk Assessment Form

The Production Risk Assessment (S21) form below is to be completed by the Hirer and submitted to your Production Manager prior to event bump in.

Please complete a full Production Risk Assessment and return to your Account Manager prior to bump in.

PRODUCTION AND ASSESSMENT DETAILS S21 EBMS Ref.

Version number Date of Risk Assessment

Event Date of Event

Event Description

Location / Venue

Risk Assessment prepared by

Name

Position

Date

Additional production information and related Risk Assessments

Persons consulted during preparation / review of this Risk Assessment

Legal obligations

Under the NSW Work Health and Safety Regulation 2011 (regulation 34 and 35), any person conducting a business or undertaking must “manage risks”. In managing risks, a person must identify reasonably foreseeable hazards, eliminate these risks and if it is not reasonably practicable to do so, minimise those risks so far as is reasonably practicable. A risk assessment must be carried out when:

There is uncertainty about how a hazard may result in injury or illness

The work activity involves a number of different hazards and there is a lack of understanding about how the hazards may interact with each other to produce new or greater risks

Changes at the workplace occur that may impact on the effectiveness of control measures


Risk Assessment

Identify the inherent risks, controls and responsibilities associated with each Opera House venue.

IDENTIFY HAZARDS

1. Identify event phase (See

Section 2.3 Event lifecycle)

2. How would a person be

harmed? (e.g. Fall from unfenced platform – fracture, contusions, internal injuries)

ASSESS Initial Risk Rating

HOW RISK WILL BE ELIMINATED OR CONTROLLED

IMPLEMENTING & MONITORING RISK CONTROLS

1. Who is responsible for

monitoring?

2. How will this person monitor the risk and controls?

RE- ASSESS

Residual Risk Rating

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.

1. 2.


Risk Matrix

The Opera House Risk Matrix provides a methodology for assessing the potential likelihood and consequences of a risk should it occur. The matrix must be read in conjunction with the Risk Treatment.

To calculate Risk Rating

LIKELIHOOD

RARE Rare that this would occur. Not known to have happened.

UNLIKELY Could occur, but would not be expected. Has been known to occur at another site.

POSSIBLE Might occur at some time during the activity. Cannot say it will or will not occur.

LIKELY Will probably occur in most circumstances . This event has occurred at the Opera House or other sites.

ALMOST CERTAIN Expected to be most likely outcome. Occurs during the activity and on a regular basis.

CO

NS

EQ

UE

NC

E

SEVERE Fatality, serious injury or permanent disability

Medium

High

High

Extreme

Extreme

MAJOR Injury likely to result in hospitalisation, or

more than 5 days off work

Mediu

m

Medium

High

High

Extreme

MODERATE Medical treatment required, or likely to

result in 1-5 days off work

Low

Medium

Medium

High

High

MINOR No time off work: first aid treatment, or diagnostic medical treatment required

Low

Low

Medium

Medium

High

INSIGNIFICANT Negligible impact

Low

Low

Low

Medium

Medium


Risk Treatment

Action required in response to Risk Rating

Extrem

e

UNACCEPTABLE: Do not start activity

Risk level is unacceptable. Inform manager / supervisor immediately.

High

UNDESIRABLE: Management consent required

Activity must be carried out under the supervision (watching over) of a supervisor / manager, and

Activity must be covered by a current SWP or an approved SWMS, and

Worker undertaking activity must be deemed adequately trained / instructed and deemed competent by the supervisor / manager, and

Controls and procedures should regularly be reviewed to determine if risk control

improvements are feasible (i.e. risk can be eliminated or isolated).

Medium

TOLERABLE: Proceed with supervisor consent

Activity is managed using approved documented procedures and controls.

Controls and procedures should regularly be reviewed to determine if risk control improvements are feasible (i.e. risk can be eliminated or isolated).

Low BROADLY ACCEPTABLE: Proceed with activity

Risks have been controlled to such a degree that a low residual risk remains.

Administration Checklist

12 Checklists

12.1 Administration Checklist

All administrative actions are to be completed prior to bump in. If any item is not completed before bump in, please stipulate the reason in the column marked “Justification”.

Planning Approval (SEPP)

Opera House use only

Exempt Not Exempt

DA in progress

DA Approved

Heritage Approval

Opera House use only

Exempt Not Exempt

S60 in progress

S60 Approved

Other Relevant Approval In Progress Complete NA Justification

Production Risk Assessment In Progress Complete NA Justification

Wind Management Plan In Progress Complete NA Justification

SWMS / RA from suppliers In Progress Complete NA Justification

PLIs and Certificate of Currency from suppliers

In Progress Complete NA Justification

Contract status with suppliers In Progress Complete NA Justification

Event Site Layout Plan

Bump In Phase

Event Phase

In Progress

In Progress

Complete

Complete

NA

NA

Justification

Justification

Crowd Control Barrier Plan In Progress Complete NA Justification

Dilapidation Report In Progress Complete NA Justification

Load Ratings Identified In Progress Complete NA Justification

Schedules

Event

Vehicle Movement

Deliveries

In Progress

In Progress

In Progress

Complete

Complete

Complete

NA

NA

NA

Justification

Justification

Justification

Exclusion Zones In Progress Complete NA Justification

Emergency & Security

Management Plan

Schedules

Emergency Response Plan

Evacuation Plan

In Progress

In Progress

In Progress

Complete

Complete

Complete

NA

NA

NA

Justification

Justification

Justification

Opera House to provide in conjunction with Hirer

Food & Beverage Plan In Progress Complete NA Justification

Food & Beverage RA In Progress Complete NA Justification

Administration Checklist

Event Manual

Traffic Management Plan

First Aid Plan

Dressing Room Requirements

Noise Management Plan

Inclement Weather Plan

Retail Plan – programs and merchandise

Sustainable Event Management Plan

Waste Management Plan

- Grey water

- Cleaning

- Waste disposal

In Progress

In Progress

In Progress

In Progress

In Progress

In Progress

In Progress

In Progress

In Progress

In Progress

Complete

Complete

Complete

Complete

Complete

Complete

Complete

Complete

Complete

Complete

NA

NA

NA

NA

NA

NA

NA

NA

NA

NA

Justification

Justification

Justification

Justification

Justification

Justification

Justification

Justification

Justification

Justification

Notes

Pre-Show Checklist

12.2 Bump In Checklist

This checklist is to be completed daily during the bump in phase and before the stage / venue is open for rehearsal. All personnel must be inducted onto the site prior to commencing work.

Infrastructure markup In Progress Complete NA Justification

Granite / Concrete Protection In Progress Complete NA Justification

Work area secured and safety signage installed


Temporary Structures

Marquees

Stages

Site Sheds

In Progress

In Progress

In Progress

Complete

Complete

Complete

NA

NA

NA

Justification

Justification

Justification

Engineering Certification In Progress Complete NA Justification

Electrical Certification In Progress Complete NA Justification

PPE Available

Work boots

High visibility vests

Sunscreen

Harnesses

Helmets

Drinking Water

In Progress

In Progress

In Progress

In Progress

In Progress

In Progress

Complete

Complete

Complete

Complete

Complete

Complete

NA

NA

NA

NA

NA

NA

Justification

Justification

Justification

Justification

Justification

Justification

Safety Inductions

Crew

Contractors

In Progress

In Progress

Complete

Complete

NA

NA

Justification

Justification

Communications

Event 2 Way Radios

Security Radios

WIP

Landlines

In Progress

In Progress

In Progress

In Progress

Complete

Complete

Complete

Complete

NA

NA

NA

NA

Justification

Justification

Justification

Justification

Back of House Compound

Event Equipment Storage

Dangerous Goods Storage

Plant Storage

In Progress

In Progress

In Progress

Complete

Complete

Complete

NA

NA

NA

Justification

Justification

Justification

Power Requirements In Progress Complete NA Justification

Cabling Secured In Progress Complete NA Justification

Scenic Elements In Progress Complete NA Justification

SFX forms In Progress Complete NA Justification

Preliminary Site Sign Off In Progress Complete NA Justification

Notes

Pre-Show Checklist

12.3 Pre-Show Checklist

This checklist must be completed prior to the site being open to the General Public. If any item is not completed before the site is opened to the General Public, please stipulate the reason in the column marked “Justification”.

All public access routes checked for safe ingress / egress


All signage complete, correct and secure


All lighting operational and sufficient


Emergency lighting towers, fire safety equipment and EWIS checked and / or tested


Emergency access routes clear / gates locked / open as required


Event staff briefed In Progress Complete NA Justification

Toilets stocked and open In Progress Complete NA Justification

All fencing and CCB correct and secure


All plant, boneyard, vehicles secured appropriately


Generators fuelled as appropriate


Event Furniture / Public Seating


Final Site Sign off by Production Manager and Production Safety Representative


Notes

Documents

Forecourt Outdoor Event Guide - Sydney Opera House · 5.1 General considerations 32 5.2 Operational conditions for outdoor events 34 ... National and World Heritage listed masterpiece