antoniamobbs.files.wordpress.com€¦ · Web viewAs a member of the Creative Communities Team, your aim is to establish Brisbane's reputation as a world-leading centre for arts,

CREATIVE INDUSTRIES EVENTS & FESTIVALS

Table of Contents

1. Event Program Brief 4

2. Budget 6

3. Macro Scheduling 11

4. Micro Scheduling 15

5. Site and Site Communications 19

6. Risk Management 24

Event Operations Portfolio

As a member of the Creative Communities Team, your aim is to establish Brisbane's reputation as a world-leading centre for arts, cultural and creative activities that celebrate our unique culture, generate opportunities for sustainable growth of the city's creative sector through employment, partnerships and funding programs, and, in particular, generate opportunities for young people, multicultural communities, indigenous communities, families and seniors. Your work is an important part of Council's 2026 vision, particularly its vision for culture and creativity. This year, your team has been asked to produce a brand new festival throughout inner city Brisbane's laneways, alleyways and common areas that meet the vision, values and objectives of Council's new approach to public space activation (below).

This festival will be free for audiences to attend and will seek to engage with communities identified in the Creative Communities priority areas as well as local stakeholders. The festival will run for 4 weeks in May 2015. Council will be responsible for marketing the festival overall however, each event in the program is expected to run their own promotions and communications campaign to effectively target specific audiences. Each laneway has very little infrastructure so it is anticipated that all required resources will have to be sourced externally and budgeted accordingly.

Senior Management within Council has expressed a desire for the festival to include the following:

Launch Event Opening and Closing Night Celebrations A unique program of events that might include film, music, dance, theatre, food, installation, fashion, markets and digital storytelling etc.

Vision To ensure Brisbane is a vibrant and creative city for its residents - the sense of discovery, delivered through the interaction with the hidden fabric and fine grain, provides opportunities for rich, engaging and interactive pedestrian, retail and commercial experiences.

Values Authentic; Rich; Engaging; Eclectic; Unique; Quirky; Fun; Not 'run of the mill'; Surprising; Mysterious; Energetic; Inviting; Prosperous

ObjectivesThis initiative aims to support the activation of public spaces, in particular laneways, alleyways and small spaces to deliver a new dimension to Brisbane's hidden backstreets. Artists and arts workers will create temporary artwork/arts and cultural outcomes which draw inspiration from the identified spaces or provide a creative interpretation for the current uses and future activation opportunities for the laneway.

Strategies / Actions to Achieve Objectives To utilise creative arts, installations, and events within laneways as a tool to: - Instigate a sense of place - Provide an incentive for behavioural change for people to start utilising laneways - Raise the profile of the selected laneways


- Provide opportunities for the people of Brisbane to own and be part of the laneways experience.1. Event Program Brief

Event Name:Brisbane Creative Communities

(Brisbane City Council Creative Communities Public Space Activation Program)

Event Type: Community Engaging; infrastructure building; city developing

Event Owner: Brisbane City Council

Event Purpose: Activate the unused public spaces around Brisbane

Event Values: Authentic; Rich; Engaging; Eclectic; Unique; Quirky; Fun; Not 'run of the mill'; Surprising; Mysterious; Energetic; Inviting; Prosperous

Event Objectives:

This initiative aims to support the activation of public spaces, in particular laneways, alleyways and small spaces to deliver a new dimension to Brisbane's hidden backstreets. Artists and arts workers will create temporary artwork/arts and cultural outcomes which draw inspiration from the identified spaces or provide a creative interpretation for the current uses and future activation opportunities for the laneway.

Strategies / Actions to Achieve Objectives

To utilise creative arts, installations, and events within laneways as a tool to:

Instigate a sense of place

Provide an incentive for behavioural change for people to start utilising laneways

Raise the profile of the selected laneways

Provide opportunities for the people of Brisbane to own and be part of the laneways experience.

Event Program(s): Launch Event

Opening and Closing Night Celebrations

A unique program of events that might include film, music, dance, theatre, food, installation,


fashion, markets and digital storytelling etc.

Event Venue(s): Brisbane City’s side streets/ alleyways/ public spaces/ laneways/ small spaces

Venue Requirement: Power, circulation, enough audience space, bins, safe surfaces, all required resources will have to be sourced externally

Event Budget:

Up to $60 000 per project or program (arts QLD)

Core Event Funding – single year event support of between $10,000 and $45,000 (Tourism and Events QLD)

+ income =$424,000

Event Partner(s): Local businesses/ emerging artists/ communities

Event Audience(s): Communities identified in the Creative Communities priority areas as well as local stakeholders

Event Numbers: MAXIMUM of 8000 to 15,000 (likely 6,000- 8,000 over the month)

Event Date: The festival will run for 4 weeks in May 2015

Issues of concern: Venues not LARGE enough, unsafe

2. Budget


2.1. Income

Event: Brisbane Creative Communities

Venue: Brisbane City’s side streets/ alleyways/ public spaces/ laneways/ small spaces

Date: 4 weeks in May 2015 (May 2015)

Income Per Unit Units Estimate Actual to date Actual Total

1211 Government Funding Federal/State/Local Government Funding $60,000 1 $60,000

1212 Corporate Sponsorship Tourism and Events QLD $45,000 1 $45,000

1213 Community Sponsorship Local Businesses $2000 10 $20,000

Earned Income

1214 Ticket Sales Small Event $25 2000 $50,000

1215 Ticket Sales Large Act $50 3000 $150,000

1216 Merchandise T-Shirts $50 1000 $50,000

1217 Advertisements in program $5000 8 $40,000

1218 Exhibitors/vendors Per stall, per day $150 60 $9000

TOTAL $424,000

[VERSION 1]

[CURRENT AS AT 15/9/14]

2.2. Expenses


Event: Brisbane Creative CommunitiesVenue: Brisbane City’s side streets/ alleyways/ public spaces/ laneways/ small spacesDate: 4 weeks in May 2015 (May 2015)

Per Unit Units BudgetActual to date Actual Total

Administration costs http://www.realcommercial.com.au 1010 Office rental 1-33 Vulture St $1833 p/m 8 $14,664 $14,664

1020 Office communication 102001 Telephone

TPG

$100 p/m

8

$800

$100

$800 102002 Internet 102003 Fax

http://www.lac-group.com/average-office-supply-costs-per-employee/ 1030 Stationary and office supplies Office Works $100 pp 4 $400 $400 $400 $400

Artists Costs https://blackboard.qut.edu.

2010 Artists 201001 International Artists Company 1 $10,000 1 $10,000 $10,000 Company 2 $12,000 1 $12,000 $12,000 Company 3 $10,000 1 $10,000 $10,000 201002 National Artists Company 1 $5,000 1 $5,000 $5,000 Company 2 $6,000 1 $6,000 $6,000 Company 3 $5,000 1 $5,000 $5,000 201003 Local Artists Company 1 $3,000 1 $3,000 $3,000 Company 2 $5,000 1 $5,000 $5,000 Company 3 $400 1 $400 $400 Performer 1 $900 p/w 5 $4,500 $4,500 Director 1 $1200 p/w 5 $5,000 $6000 $6,000 Composer 1 $2,000 1 $2,000 $2,000

http://www.webjet.com.au/cheap-flights/?gclid=CJjtjK-3hcECFZcmvQodz5MAwg 2020 Travel & Transportation Flights/ car $200 6 $1200 $1,200 http://www.booking.com/

2030 Accommodation Midtown Apartments $200 6 $1200 $1,200https://hr.curtin.edu.au/local/docs/pay_benefits/Per_Diem_Quick_Reference_Sheet%282%29.pdf 2040 Per diem $200 6 $1200 $1,200



Venue costs http://tallpoppyproductions.com/rehearse-2/ 3010 Site Rental 301001 Rehearsal Venues Tall Poppy $50p/d 3 $150 $150

301002 Production Venues Public Space $0 $0 $0http://www.tafesa.edu.au/xml/profile/profile_324.aspx 3020 Site Staff 302001 Venue Technician $1,200 p/w 4 $5,000 $5,000

www.fairwork.gov.au/pay/minimum-wages/pay-guides Venue FOH Staff $1,000 4 $4,000 $4,000

3030Scenery, Props, Décor, and Decorations $1,000 $1,000 $1,000

http://www.djwarehouse.com.au/collections/stage-hire 3040

Staging (Staging, Rostra, Flats, etc.) 304001 Staging $80 p/d 30 $2400 $2400

http://www.djwarehouse.com.au/collections/stage-hire

3050 Stage Equipment 305001

Lighting equipment (Lights, stock, dimmers, desk, etc.)

DJ warehouse

$560 p/d

30

$16800

$16800

305002

Sound equipment (Sound system, mixing desk, microphones, etc.)

305003

Audio-visual equipment (Computers, laptops, projectors, screens, etc.)

http://www.altopartyhire.com.au/price_list 3060 Venue Equipment 306001 Tables & Seating $100 8 $800 $800http://www.eventmarquees.com.au/small-party-marquee-hire 306002

Tents, Marquees, or Pavilions

$375 7day hire 5 $1875 $1875

http://www.onlinehire.com.au/equipment/portable-toilets/portable-toilet-4-week-hire.aspx 306003 Portable Toilets

$300 per potty per

month 20 $6000 $6000http://www.australiasigns.com.au/onlinepricing/signs-calc.htm 306004 Signage $100 20 $2000 $2000https://www.thrifty.com.au/bookingstep3.aspx 3070 Transportation costs Truck $3,000 2 $6,000 $6,000http://www.skipbinsbrisbane.com.au/bin-sizes-and-prices.html 3080 Cleaning costs Skip Hire $150 10 $1500 $1500

Marketing, Promotions & Publicity Costs

http://redfoxwebdesign.com.au/blog/getting_your_website_designed/how_much_does_a_website_cost#examples

6030 Website 603001 Design REDFOX $1,000 1 $1,000 $1,000 603002 Hosting REDFOX $100 1 $100 $100

603003 Maintenance $20p/h 5 $100 $100 http://www.fairwork.gov.au/pay/minimum-wages/pay-guides

6040 Design 604001 Posters Graphic Designers $600 p/w 2 $1,200 $1,200 604002 Flyers Graphic Designers $600 p/w 2 $1,200 $1,200 604003 Programs Graphic Designers $600 p/w 2 $1,200 $1,200 604004 Advertisements Advertising co. $600 p/w 2 $1,200 $1,200

6050 Printing 605001 Posters Printing Services $20 500 $10,000 $10,000 605002 Flyers Printing Services $5 1000 $5,000 $5,000 605003 Programs Printing Services $5 8000 $40,000 $40,000

6060 Distribution 606001 Posters Volunteers 606002 Flyers Volunteers 606003 Programs Volunteers 606004 Advertisements TV $200 20 $4,000 $4,000

6070 Photographer/ Videographer $20p/h 100 $2,000 $2,000

Staff http://www.payscale.com/research/AU/Job=Art_Director/Salary 7010 Artistic Director Wages $45,000 1 $45,000 $45,000http://www.payscale.com/research/AU/Job=Event_Manager/Salary 7020 Event Manager Wages $42,000 1 $42,000 $42,000http://www.payscale.com/research/AU/Job=Marketing_Manager/Salary 7030 Marketing Manager Wages $50,000 1 $50,000 $50,000http://www.payscale.com/research/AU/Job=Stage_Manager_-_Live_Performances_or_Events/Salary 7040 Stage Manager Wages $16,000 1 $16,000 $16,000http://www.fairwork.gov.au/pay/minimum-wages/pay-guides 7050

Information Booth / Ticketing / Ushers $3,000 1 $3,000 $3,000

7060 Venue Staff Volunteer http://www.fairwork.gov.au/pay/minimum-wages/pay-guides 7070 Security Staff $3,750 1 $3,750 $3,750http://brisbaneeventcleaners.com.au/ 7080 Cleaners Volunteer+ $2000 1 $2000 $2000

OH&S, Safety & Security

8010

St John Ambulance Donation $1000 $1000

https://blackboard.qut.edu.

8020

Public Liability Insurance 802001

Insurance Large Event (<10,000 $5000 $5000

https://blackboard.qut.edu.

802002

Insurance for Volunteer Accidents / Injuries (51-100 volunteers) $800 $800

Contingency Contingency $50,000

TOTAL $421,439

[VERSION 1][CURRENT AS AT 15/9/14]

2.3. Breakeven Analysis


3. Macro Schedule 3.1. GANTT schedule


Brisbane Creative Communities

Total AttendeesTicket Price

Ticket Takings

Profit or Loss

Breakeven Point

0 $25 $0 -$50000 500 $25 $12500 -$37500

1000 $25 $25000 -$25000 1500 $25 $37500 -$12500

2000 $25 $50,000 $02000 Attendees

2500 $25 $62500 $12500 3000 $25 $75000 $25000 3500 $25 $87500 $37500 4000 $25 $100000 $50000


Total AttendeesTicket Price

Ticket Takings

Profit or Loss

Breakeven Point

1000 $50 $50000 -$100000 1500 $50 $75000 -$75000 2000 $50 $100000 -$50000 2500 $50 $125000 -$25000

3000 $50 $150,000 $03000 Attendees

3500 $50 $175000 $25000 4000 $50 $200000 $50000 4500 $50 $225000 $75000 5000 $50 $250000 $100000


4 weeks in May 2015 (May 2015): Brisbane City’s side streets/ alleyways/ public spaces/ laneways/ small spaces

Timeline Task Contact Wk1 Wk2 Wk3 Wk4 Wk5 Wk6 Wk7 Wk8 Wk9 Wk 10 Wk 11 Wk 12 Wk 13 Wk 14 Wk 15 Deadline Status NotesStrategic Planning, Scoping & Programming Conduct strategic planning meeting(s) Conduct stakeholder consultation(s) Call for participants Source venue(s) Source artists Source suppliers Source staff Program finalisation Program launch Source travel, transport and accomodation Review meeting(s) Debrief meeting(s) Budgetting Budget finalisation(s) Budget review(s) Payment for office space Payment for office supplies Payment to staff Payment to suppliers Payment to artists Payment to designers / printers / publicity distributors Payments for accomodation Payments for freight and transport


Payments for insurance Income from federal government funders Income from state government funders Income from local government funders Income / supply from corporate sponsors Income / supply from community sponsors Income from ticket sales Income from merchandise Income from stall holders Budget aquittal(s) Operations Source office space Source office supplies Produce overall schedule Produce overall operational plan Produce artist requirements sheet Produce production schedule sheet Produce production running sheet Seek quotes for services, supplies and venues Select, book and sign contract with venue Select, book and sign contract with staff Select, book and sign contract with suppliers Select, book and sign contract with artists Monitor and review services Venue Conduct site inspection Produce site map


Produce safety and risk management plans Bump In & Out Install staging Site security Uninstall staging Ticketing Set up ticket-sales system Create database Update database Print and post tickets Track ticket sales Funding & Sponsorship Identify funding and sponsorship opportunities Develop funding and sponsorship proposals Sign contracts with funders or sponsors Service relationships with funders or sponsors Thank funders or sponsors Marketing, Promotions and Publicity Set up address, telephone, email and website details Design program and promotional materials Develop / print program and promotional materials Launch program Launch website Distribute posters, flyers and paid advertisements Identify promotional opportunities Identify promotional contacts Leverage promotional opportunities Monitor marketing, promotions and publicity


Media and press clippings Send invitations Update website Risk Management Conduct Risk Analysis Establish Risk Controls Monitor and Review Risk Controls Reports & Aquittals Draft final report Distribute final report to stakeholders Action recommendations [VERSION 1][CURRENT AS AT 22/9/14]

4. Micro Schedule4.1. Production schedule

BRISBANE CREATIVE COMMUNITIES

PRODUCTION SCHEDULE- WEEK 1

PRODUCTION COMPONENT

SUN 3RD

BOUNDARY STMON 4TH

LITTLE STANLEYTUES 5TH LITTLE STANLEY

WED 6THMAIN STAGE-PARKLAND

Time EST. TIME TO COMPLETE TASK

Contractor NOTES


1. Sound systems 2 x JBL PRX615 Powered

Loudspeaker

1 x Soundcraft EPM6 Mixer

2 x Wireless Microphone

5 x Wired Microphone

1 x iPad

2 x Speaker Stands

*All associated cables

2 x Astro Ball

2 x Beam Show

2 x Colour Wash

1 x Smoke Machine 650

PICKUP by [TIM] via

THRIFTY HIRE

TRUCK on 2rd

Pack up after WENDY

SHARPE set

TIM [DRIVER] to move

sound system to

LITTLE STANLEY

Set up @ 9am PACK UP after

JOHN APPLESEED

set

TIM [DRIVER] to

move sound system

to MAIN STAGE

Set up @ 9am Pack up TIMES -

TBC Set up 4 hrs Pack up 2 hrs

COMPANIES

Contact_1: [TIM-

TRUCK

DRIVER]

0485264958

Contact_3: [JOHN-

THRIFTY HIRE]

0415289635

Contact_4: [ROB-

DJ WAREHOUSE]

0478523659

2. Marquees and staging infrastructure (Stage size -height ground to wall 2.2m, height ground to apex 4.19m)

- INSTALL: stage &

marquee structures

@ BOUNDARY ST 9m

and MAIN STAGE 3pm

Pack up BOUNDARY

structure after WENDY

SHARPE LITTLE

STANLEY

Set up 7am PACK UP after

JOHN APPLESEED

move structures to

LOW ALLEY

Pack up TIMES -

TBCSet up 2hrs

Pack up 2 hrs

[EVENT MARQUEES][JESS- 0415236598]

.

Site contact: [Event

manager- PAUL]

- Yet to receive Risk

& OH & S

DOCUMENTATION.- Public Liability

Certificate of

Currency received

Mob: 04155968756

Contact: [JIM-

DRIVER]

Mob: 0415968756

3.Security Shift One (Sun. 3) - 1 x personnel

commencing at

9:00am-12:00pm

Shift One (MONDAY 4) - 1 x

personnel

commencing at

7:00am-12:00pm

Shift One (TUES 5) - 1 x personnel

commences at 8:00-

12:00am

Shift One (wed. 6) - 2 x personnel

commences at 8:00-

12:00am

[RON’S SECURITY] - REQUEST Public Liability certificate of Currency.


Shift Two (Sun. MAY 3) – 1 x

personnel

commencing at

12:00pm until the

commencement of

the second event

at 6pm.

Shift Two (MONDAY 4)– 1 x

personnel

commencing at

12:00pm until the

commencement of

the second event

at 7pm.

Shift Two (wed. 6)–

4 x personnel

commencing at

12:00am until the

commencement of

the event 7:00pm.

Shift Two (TUES 5)– 1 x personnel

commencing at

12:00am until the

commencement of

the event 6:30pm.

Contact: [RON-

0415236598]

4. Parking Shift One (WED 6) 2

x carpaking

attendants

commencing at 5pm-

11:00pm

Volunteer

4.2. Running Sheet

BRISBANE CREATIVE COMMUNITIESRUNNING SHEET

BRISBANE CREATIVE COMMUNITIESRUNNING SHEET- WK 1


Name of Performers Date & time performing

Artist Arrival Time

Contact details

No In Group

Technical Specifications

Floor Plan

Supplied?

Other requirements

Accompaniment

OTHER NOTES

Jiminy Cricket [BOUNDARY ST]- - 3rd 4:30pm-6:00pm

3:30pm LYN [0485296325]

3 3x microphone N/A N/A dressing room to

be supplied

(Marquee) with

power outlet

BOUNDARY ST

Wendy Sharpe [BOUNDARY ST]- - 3rd 6:00pm-7:30pm

5:30pm SAL[0414785236]

5 5x mic 2x amps

YES Power BOUNDARY ST

Providing own guitars

Willam Black [LITTLE STANLEY]- -4th 5pm- 6pm

4pm SAUL [0436985265]

1 1x mic YES - 2 x tiers

Staging Power LITTLE STANLEY

Jane Doe [LITTLE STANLEY]- -

4th 7pm-8:30pm

6pm JANE [0478945625]

3 3x microphones

1x music stand

YES Small stage Power LITTLE STANLEY

Will provide own

instruments

John Appleseed [LITTLE STANLEY]- - 5th 6:30pm-

8:30pm

5:45pm JOHN [0475395125]

9 Will use CD for backing music for [Country

Bumpkins]. 2 x microphones on stands at

front.

YES N/A Power LITTLE STANLEY

Posh Spice [MAIN STAGE-

PARKLAND ]- - 6th 7pm-

9pm

6:30pm RINGO [0485245615]

5 3x mic YES VIP Parking near main

stage

240v power to Marquee

MAIN STAGE-

PARKLAND

Sandy Smith [MAIN 6:30pm LYN 8 Direct inputs YES VIP Parking Dressing MAIN


STAGE- PARKLAND ]- 7th 7pm- 9pm

[0415945647] for piano and bass guitar

near bar Room+ Power

STAGE- PARKLAND

Gilbert Grape [MAIN STAGE-

PARKLAND ]- - 8th 7pm-

10pm

6:00pm JAN [0475659854]

8 5x microphone - group with bring own

instruments

YES VIP Parking near main

stage

Dressing Room + Power

MAIN STAGE-

PARKLAND

5. site and site communications map


5.1. Command and Communications Chart

5.2. Command and Communications ChartBRISBANE CREATIVE COMMUNITIES

1-33 Vulture St, Brisbane

07 1234 1111

[email protected]

CONTACT LIST

First Name Surname PositionPhone (ext in bold) Mobile Email

Angela Lockie Office Worker 07 1234 1262 0498798985 [email protected]

Antonia Mobbs Programme Director 07 1234 1244 0425169856 [email protected]

Bruce Kates Venue Technician 07 1234 1255 0445645645 [email protected]

Butters Malone Volunteer Staff 07 1234 1266 0436363636 [email protected]

Daniel Nichol Driver 07 1234 1269 0444445888 [email protected]

Darren ConnorVolunteer Distributors 07 1234 1258 0498989895 [email protected]

Dwight Osmond Office Worker 07 1234 1261 0496968585 [email protected]

Holly Barett Ticketing Manager 07 1234 1249 0476985432 [email protected]

Jemma Owen Venue Volunteer 07 1234 1273 0498989898 [email protected]

Jemma South Volunteer 07 1234 1277 0498989898 [email protected]

Jeremy Avery Stage Director 07 1234 1247 0415236598 [email protected]

Jerry Shea Volunteer 07 1234 1276 0436363636 [email protected]

Jim Nye Driver 07 1234 1268 0415968756 [email protected]

Joe Frazer Site Staff Manager 07 1234 1254 0425252858 [email protected]

Josh Maddock Volunteer Staff 07 1234 1265 0417171755 [email protected]

Julia Austin Artistic Director 07 1234 1246 0415249864 [email protected]

Kat Foley Photographer 07 1234 1252 0436969656 [email protected]

Kenny Maber Volunteer Staff 07 1234 1264 0415151515 [email protected]


DIRECTORANTONIA

1-33 Vulture St0425169856

MARKETING MANAGERSALLY

1-33 Vulture St0425987651

HEAD ADVERTISERSAM

0415249876

VOLUNTEER DISTRIBUTORSPAULA: 0465959898

DARREN: 0498989895

EVENT MANAGERPAUL

1-33 Vulture St0415596875

INFO / TICKETING/ USHERS MANAGER

HOLLY0476985432

USHERS/ SECURITY STAFFRON

41599977

VOLUNTEERSSAM: 0415151511PAUL: 0417171711

JERRY: 0436363636JEMIMA: 0498989898

OFFICE MANAGERMICHAEL

0485697656

OFFICE WORKERSPAM: 0498765432

DWIGHT: 0496968585ANGELA: 0498798985KEVIN: 0498976543

ARTISTIC DIRECTORJULIA

1-33 Vulture St0415249864

GRAPHIC DESIGNERRINGO

0415249888

PHOTOGRAPHERKAT

0436969656

WEBSITE DESIGNROWAN

0415152525

STAGE MANAGERJEREMY

1-33 Vulture St0415236598

SITE STAFFJOE

0425252858

VOLUNTEER STAFFKENNY: 0415151515JOSH: 0417171755

BUTTERS: 0436363636ROGAN: 0498989898

DRIVERSJIM: 0415968756

Daniel: 0444445888VENUE TECHNICIAN

BRUCE0445645645

VENUE STAFFSHAE

0414141414

VENUE VOLUNTEERSSUE: 0415151577PAM: 0417171717LOIS: 0436363636

JEMMA: 0498989898

mailto:[email protected]










mailto:[email protected]%20


Kevin Lind Office Worker 07 1234 1263 0498976543 [email protected]

Lois Oneill Venue Volunteer 07 1234 1272 0436363636 [email protected]

Michael Bain Office Manager 07 1234 1250 0485697656 [email protected]

Pam Paley Office Worker 07 1234 1260 0498765432 [email protected]

Pam Oakly Venue Volunteer 07 1234 1271 0417171717 [email protected]

Paul Wilston Event Manager 07 1234 1245 0415596875 [email protected]

Paul Seymore Volunteer 07 1234 1275 0417171711 [email protected]

Paula O’BrienVolunteer Distributors 07 1234 1257 0465959898 [email protected]

Ringo Bennet Graphic Designer 07 1234 1251 0415249888 [email protected]

Rogan Newson Volunteer Staff 07 1234 1267 0498989898 [email protected]

Ron Penn Head of Security Co. 07 1234 1259 41599977 r.penn@ secureyou.com.au

Rowan Franks Website Designer 07 1234 1253 0415152525 [email protected]

Sally Bloggs Marketing Manager 07 1234 1243 0425987651 [email protected]

Sam Barwick Head Advertiser 07 1234 1248 0415249876 [email protected]

Sam Page Volunteer 07 1234 1274 0415151511 [email protected]

Shae Lamb Venue Staff Manager 07 1234 1256 0414141414 [email protected]

Sue Newman Venue Volunteer 07 1234 1270 0415151577 [email protected]















5.3. Boundary Street Site Map


ENTRANCE

TOILETS

MAIN STAGE

STALLS

SEATING

5.4. Little Stanley Site Map


STALLSTALL

STALL

SEATING

TOILETS

STAGE 2

STAGE 1

6. Risk Management Plan

Event: Brisbane Creative Communities Event Date: Sunday 3rd May- Saturday 30th May

Date of risk review: 30/8/14Compiled by Paul WilstonDate 10/6/14Reviewed by Antonia MobbsDate 30/6/14

The Risk (Description) Personnel Internal /

External Categories

The ImpactRating (L, M, H, E)

Control (Prevention Strategy)

Contingency Plan (Crisis Mgt)

Adequacy of Controls

Additional Controls

Risk Rating After Treatment

Cost-Benefit Analysis (Accept or Reject)

Action Required Date completed Initial

(Acknowledged)Likelihood (A,B,C,D,E)

Impact (1,2,3,4,5)

Grant not approved/ Sponsorship Withdrawn

Producer Internal Financial / Legal E 4 High

Provide detailed plan of event to QLD government and tourism QLD to secure grant/funding. Withhold connections with sponsors throughout event planning/ bump in- bump-out

Connect with more potential sponsors & try to secure funding from other organisations-grant givers. Worst case scenario- take out a loan.

Adequate - Low Accept - 10/6/14 A

Staff resources insufficient for size of project

Event Manager Internal

Event Running B 2 Low

Ongoing contact with staff in regards to work load. Include contingency in budget for additional temporary staff. Outline roles and responsibilities in Event Management Plan.

Temporary staff employed to assist with administration and on-site management. Organise university secondments and volunteers to assist..



Crowds too large- mosh pits/ pedestrian flows etc.

Event Manager

External Safety C 2 Mediu

m

Monitor ticket sales leading up to the event and complete site maps

Possibly change venue- refund tickets. At event- Increase security at event


Patron is injured/ Medical Emergency

Site Manager/ Event Staff

External Safety D 3 Mediu

m

Ensure first aid officer and kit are available at event. Brief all event staff on medical/emergency procedures (location of closest first aid station/officer/kit and communications system). Ensure emergency vehicle access is maintained to venue. Ensure OH&S and Hazards Checks have been completed prior to event.

Event staff to assist patron to first aid. If patron can't walk, get first aid to attend to patron. File incident report.

Call 000, then First Aid officer to attend immediately.



Event too noisy Stage /Site Manager

Internal Social Impact D 2 Low

Make sure shows are in accordance with the Environmental Protection (noise) policy 2008 - far enough away from residential areas

Venue technician to lower volume on speakers and amps at event in the case of a serious noise complaint


Natural disaster/ inclement weather

Event Manager

External

Environmental C 4 Extrem

e

Check weather reports a week in advance to each day- then each day thereafter.

Rain: Hire more marquees- check that all equipment is weather proof- that all cables are protected. Send email to patrons to advise wearing rain poncho.Disaster: Postpone event for needed amount of time, or alternatively, move event to undercover venue. Implement a site recovery plan.

Adequate - High Accept - 10/6/14 A

Not enough resources/

Event Manager

Internal Public Image

E 4 High Check each venues

Hire more resources-

Adequate

- Medium Accept - 10/6/14 A


inadequate resources to carry out event

maximum capacity calculate how many resources needed for absolute maximum- monitor tickets sold.

if necessary move to a larger venue implement an apology to try to recover public image

[VERSION 1][CURRENT AS AT 5/10/14]


Documents

antoniamobbs.files.wordpress.com€¦ · Web viewAs a member of the Creative Communities Team, your aim is to establish Brisbane's reputation as a world-leading centre for arts,