CITY OF PORT PHILLIP REPORT
ORDINARY MEETING OF COUNCIL
25 JULY 2011
5
OUTDOOR EVENTS CALENDAR – 201112 SEASON
ADDRESS / LOCATION:
WHOLE OF MUNICIPALITY
GENERAL MANAGER:
VANDA IACONESE - CULTURAL &
COMMUNITY DEVELOPMENT
PREPARED BY:
DANA PRITCHARD, EVENTS TEAM
LEADER
FILE NO.:
32/01/56
ATTACHMENTS:
DRAFT EVENTS CALENDAR 2011-12
1.
EXECUTIVE SUMMARY
1.1
2.
This report presents Council with the 2011/12 season outdoor event
applications for consideration.
RECOMMENDATION
That Council:
3.
2.1
Approves events as set out in the attached Outdoor Events Calendar 2011-12
2.2
Approves licence periods for each event as set out in the attached Outdoor
Events Calendar 2011-12.
BACKGROUND AND CONTEXT
3.1
The City of Port Phillip is an active and creative City and has a history of
staging events.
3.2
Each year the City hosts a range of events along the foreshore and in
surrounding open space. These events include Pride March, triathlons,
marathons, beach volleyball, and cycling events.
3.3
Approximately 500,000 people participate in the events hosted by the City,
not including participation in St Kilda Festival. The age range for active
participants ranges from seven to seventy and beyond.
3.4
At the Ordinary Council meeting on 14 June 2011 Council adopted the
Outdoor Events Policy.
3.5
During June 2011 advertising took place for people and/or organizations
interested in hosting major events on land managed by the City of Port Phillip.
1
AGENDA - ORDINARY MEETING OF COUNCIL – 25 JULY 2011
4.
3.6
Twenty-four (24) event applications were received. Twenty-three (23) of
these events are recommended for approval and one (1) is recommended to
be declined.
3.7
Officers have assessed the event applications against a number of policy
related criteria. The recommended list of major events for 2011-12 is in
Attachment 1.
CONSULTATION AND STAKEHOLDERS
4.1
Internal – City of Port Phillip









4.2
External





4.3
5.
Foreshore Coordinator
Parks and Open Spaces Officers
Traffic Engineers
Health and Amenity Officers
Beach and Street Cleaning Services Officers
Waste Management Services Officers
Communications Officers
Sport and Recreation Officers
Arts and Festivals Officers
Parks Victoria
Victoria Police
City of Melbourne
Bayside City Council
Parks Victoria
Feedback received from these agencies and individuals has been considered
in the assessment of applications and development of the 2011-12 Events
Calendar.
DISCUSSION
5.1
OPTIONS
5.1.1
Events recommended for approval are set out at Attachment 1.
5.1.2
The Outdoor Events Policy 2011 limits the number of major events
with road closures on the foreshore between November and March to
12 events.
5.1.3
The number of major events recommended for road closures on the
foreshore during November to March is 11, including St Kilda Festival.
Major road closures have been limited to annual events such as Pride
March, fun runs and Triathlons.
5.1.4
The new policy limits the number of consecutive weekend road
closures in the same location to two, except in exceptional
circumstances.
2
AGENDA - ORDINARY MEETING OF COUNCIL – 25 JULY 2011
5.1.5
During January/February there are four requested road closures in a
row. The events are City2Bay, Pride March, St Kilda Festival and
then a Gatorade Triathlon.
5.1.6
City2Bay is proposed to run from Port Melbourne to St Kilda, finishing
in Catani Gardens. Gatorade Triathlon is proposed to be located in
Elwood with road closures to Kerferd Road. Pride March, St Kilda
Festival and Gatorade Triathlon have run on consecutive February
weekends in recent years, but in 2011 the City2Bay event was run in
early January.
5.1.7
City2Bay is proposing to use Catani Gardens as their finishing point,
which would activate this open space 3 weekends in a row – as Pride
March & St Kilda Festival follow this event. An alternate site of South
Beach Reserve was proposed but this is not recommended 2 weeks
before the St Kilda Festival.
5.1.8
From a City of Port Phillip perspective, it would be possible for
City2Bay to be run earlier in January. This is being investigated with
organisers. In the meantime the attached calendar shows the event at
a new proposed date on 15 January, which would require organiser
approval.
5.1.9
Council could elect to approve fewer events and reduce or remove
successive road closures.
5.1.10 In some cases the alternative dates submitted by applications have
been used, with a view to reducing the staging of events on
successive weekends.
5.1.11 Wine Rules and Gatorade Triathlon Race 1 have both requested 20
November. It would be difficult for Wine Rules to access their venue
on this date, due to road closures. Therefore it is recommended that
Wine Rules is transferred to the 27 November, the alternate date
proposed.
5.1.12 Australian Handball Championships and Red Bull Beach Volleyball
have both requested an event date of 4-5 February. It is
recommended that Australian Handball Championships is transferred
to their alternate date 27-29 Jan. This change would reduce the
number of events in St Kilda during February as the alternate date for
Beach Volleyball is 25 February.
5.1.13 Professional Beach Volleyball and Gatorade Triathlon Race 4 have
both requested 19 February. The Triathlon is based in Elwood, but
the associated road closures would make participation at the beach
volleyball difficult. Beach Volleyball will notify all participants to
access their event, on St Kilda beach, via the Jacka Bvd overpass.
This will mean both events can operate on the same day.
5.1.14 Summer KICK is a beach soccer tournament proposed to be held on
South Beach Reserve in February. The suggested date is two weeks
after the St Kilda Festival. Usually a four week period is allocated
3
AGENDA - ORDINARY MEETING OF COUNCIL – 25 JULY 2011
after the festival to aid turf recovery, during this time no events would
be permitted. Therefore it is recommended that Summer KICK is
transferred to an alternate date on 21 January.
5.1.15 Summer Feast Food & Music Festival has applied for the use of Head
St Reserve Elwood on 3 March. The Nissan/BRW triathlon has been
traditionally held on the following weekend. Due to the potential
impact on the reserve and residents it is recommended that the event
is held at Murphy Reserve, which was an alternative site proposed by
the organisers. This would also work to activate a less used event
site.
5.1.16 The application for the Australian National Marching Championships is
for the use of Upper Esplanade or Fitzroy Street in April. The
application has value as a cultural activity but will have local noise
impact, with 60 marching bands competing over a four hour period.
Road closures would be managed so that tram routes do not require
diversion.
5.1.17 The Outdoor Events Policy allows for long term agreements to be
issued. It is recommended the following events are given three year
licence agreements:







St Kilda Cycling Club Criterium
Melbourne Marathon
Supersprint Events:
o Gatorade Triathlon 1,2,4 & 5
o Susan Women’s Fun Run
o Nissan/BRW Triathlon
Beach Soccer
SLAM Volleyball
Red Bull King and Queen of the Beach
Weetbix Kids TRY-athlon
5.1.18 The following events also applied for a long term licence, however as
they are relatively new it is recommended that they are not issued
extended licences at this stage:


City2Sea
Wine Rules
5.1.19 This event is not recommended to be approved as follows:

St Kilda Openair Cinema:
o The application for St Kilda Openair Cinema proposed that
the activity runs over a 4 – 6 week period, 6 nights per
week from 3.00pm to 11.30pm. The application would
have a significant impact including through loss of public
space. It is recommended this event is not approved.
4
AGENDA - ORDINARY MEETING OF COUNCIL – 25 JULY 2011
5.2
ALIGNMENT TO COUNCIL PLAN
5.2.1
Engaging and governing the City.

5.2.2
Taking action on climate change.



5.2.3

City of Port Phillip is an active and creative City that supports
events which contribute significantly to the life, identity and
diversity of the community.
The Events Calendar 2011/12 presents a range of activities and
participation opportunities for all of the community with the number
of people estimated to participate (including spectators) at over
500,000, excluding St Kilda festival.
Enhancing liveability.


5.3
The Outdoor Events Policy was adopted in June. This document
incorporates requirements for event organisers to improve their
approach to managing events in open space including improved
environmental management and measurement of environmental
impact.
These requirements are included in the guidelines and application
forms.
Improved management practices and guidelines are proposed in
order to more sustainably manage events in heritage gardens.
Strengthening our diverse and inclusive community.

5.2.4
The application process for events was advertised in The Age and
on council’s website. Applicants from previous years were
contacted directly. The process included a detailed information
pack and discussions with event organisers to ensure they were
briefed on the process and expectations of Council when holding
events within the municipality.
The Events Calendar ensures that the culture of participation and
inclusion in events can continue whilst minimising the impact on
venues and residents.
The Events Calender 2011/12 promotes a diverse resident and
visitor experience. Community Benefit is highly considered in the
selection process providing opportunities for participation, healthy
lifestyle choices, economic benefit and partnerships with local
social welfare groups, clubs and businesses.
POLICY IMPLICATIONS
5.3.1
Approval of the events in Attachment 1 will be in the line with the
Outdoor Events Policy.
5.3.2
The calendar considers the following Council policies and plans:






Council Plan 2009 – 2013
Outdoor Event Policy 2011
Draft Foreshore Management Plan 2011
Open Space Strategy 2006
Waste Wise Strategy 2006-2009
Disability Action Plan 2008 - 2012
5
AGENDA - ORDINARY MEETING OF COUNCIL – 25 JULY 2011
5.4
5.5
6.
FINANCE / RESOURCE IMPLICATIONS
5.4.1
The immediate costs of permitting and administration of events are
recovered through permit fees.
5.4.2
It is estimated that events in the City, particularly large scale events
such as St Kilda Festival, Nissan/BRW corporate triathlon and Pride
March generate an economic return for local traders.
5.4.3
Some local clubs such as Elwood Life Saving Club and Elwood
Cricket Club benefit financially and have done for many years from
involvement and fundraising with events.
LEGAL & RISK IMPLICATIONS
5.5.1
Council continues to minimize its risk exposure through events by
requiring event organisers to have adequate Public Liability insurance
to protect Council and event participants
5.5.2
Event organisers are required to provide council with Management
Plans for Risk, Emergencies and on road events require a Traffic
Management Plan with Police and Vic Roads approval.
5.5.3
Site inspections are held regularly and are supported by site protocols
to ensure there is minimal impact on the public domain and
particularly heritage gardens
5.5.4
Event Organisers are required to submit a Waste Management Plan to
minimise the risk of complaints regarding waste after events.
5.5.5
Event permits are only issued and approved on the basis that all
selection criteria are met and event management plans submitted.
IMPLEMENTATION STRATEGY
6.1
TIMELINE
6.1.1
On approval by Council of the Events Calendar 2011-12 the selected
event organisers must present a final outline of their proposed event
at an Event Team meeting prior to final permits being issued. Permits
will be issued in September 2011.
6.1.2
The Events Calendar will be published in October.
6.1.3
The Events season runs from October 2011 to March 2012 and
officers will monitor the running of these events.
6.1.4
In April 2012 a debrief session between council and event organisers
will be held to evaluate the events season and policy implementation.
6
AGENDA - ORDINARY MEETING OF COUNCIL – 25 JULY 2011
6.2
7.
COMMUNICATION
6.2.1
The 2011-12 Summer Events Calendar including all road closures will
appear in the October edition of Divercity.
6.2.2
Additional copies of the calendar will be made available at Town Halls
and Community Centres. Copies of the calendar will also be
distributed to all foreshore kiosks and businesses for further
distribution.
6.2.3
All events, including road closure information, will be listed on
Council’s website and other appropriate websites including VicRoads.
A specific link will be created to ensure information on road closures is
readily accessible.
6.2.4
Copies of the Events Calendar will be made available at all events.
6.2.5
Council’s Assist staff will be further briefed on the summer events
season to aid with any enquiries.
6.2.6
Weekly notification will be sent to all key stakeholders, event
providers, council staff and Councilors advising of upcoming events
during the summer season.
6.2.7
Signage in the areas of road closures will be displayed in the week
leading up to any road closure.
OFFICER DIRECT OR INDIRECT INTEREST
7.1
No officers involved in the preparation of this report have any direct or indirect
interest in the matter.
7