2017 EVENT MANUAL & STALL HOLDER …...2017 Event Manual & Stall Holder Information Pack PREPARED BY...

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2017 EVENT MANUAL

& STALL HOLDER INFORMATION PACK

Version 2

Prepared by: Mid-Western Regional Council

Events Coordinator

19 September 2017

2017 Event Manual & Stall Holder Information Pack

PREPARED BY JL – 19/09/2017 11:16 AM PAGE 2 OF 37

TABLE OF CONTENTS

INTRODUCTION 3

CONTACT LIST 4

STALL HOLDER LIST 5

STALL LOCATION MAP 7

STALL HOLDER ALLOCATION 8

EVENT RUN SHEET 9

STALL HOLDER INFORMATION 10

INCIDENT/INJURY REPORT FORM 16

SAFE MANUAL HANDLING 18

FOOD SAFETY 20

EVENT AREA MAP 22

ALCOHOL MANAGEMENT 23

TRAFFIC MANAGEMENT PLAN 25

TRAFFIC CONTROL PLAN 26

EVENT PROMOTIONAL MATERIAL 27

RISK ASSESSMENT 29



INTRODUCTION

Mid-Western Regional Council (MWRC) would like to thank participants involved in this

important event.

This Information Pack contains very important information relevant to all that are taking part in

the event in any capacity, from volunteers to stall holders and event organisers/staff.

You are asked to please abide by all rules, regulations and requirements as outlined by the

Event Officer and MWRC.

You are required to read this document and bring it with you on the day of the event as it

contains information that you will need to refer to during the event.

As a worker or a volunteer, do I have duties under the Work Health Safety (WHS) 2011

Act?

Under the WHS Act Volunteers have the same duties as other ‘workers’ at the workplace:

1. to take reasonable care for your own health and safety;

2. to take reasonable care that your conduct does not adversely affect the health and

safety of others;

3. to comply with any reasonable instruction that is given to you by the MWRC (to help it

to comply with the WHS Act); and

4. to cooperate with any reasonable policy or procedure relating to health and safety at

the workplace.

Once again, thank you for your participation and we look forward to a most successful event.

Important Note:

A participant is any person or organisation or business taking active part in the event by way

of providing goods or services on the day of the event.

Each participant/organisation/business is to receive a copy of this Information Pack at least 3

to 5 days prior to the event and must bring their copy to the event as it contains information

that will be required during the course of the event.

Should you require further information please contact:

Maddison Grey, Events Officer

Mid-Western Regional Council

E: [email protected]

P: 6378 2845

M: 0411 382 419



CONTACT LIST

Emergency phone list

Service Phone Number

Hospital 6378 6222

Ambulance 13 1233 or 000

Police 6372 8599

Mudgee Fire Brigade 6372 6772

Rural Fire Service 6372 4434

Volunteer Rescue Association (VRA) 1300 872 777 or 6372 6588

State Emergency Service (SES) 6372 9706 or 1800 201 000

Contact List

Name Function Phone Number

Alayna Gleeson MWRC Event Coordinator 0415 515 188

Maddison Grey MWRC Events Officer 0409 472 695

Alina Azar MWRC Manager Economic

Development

0418 722 319

Nick Stewart MWRC Operations 0427 067 669

Isaac Kenny

Andrew Ward

MWRC Waste 0411 343 510

0419 432 071

Julie Robertson MWRC 0428 166 434

Kieren Norris Mudgee Lions Club – Glass

Sales

0400 017 232

Cass McCarney St Matthews Catholic School 0408 965 781

Rodney Grech St Johns Ambulance First Aid 0433 249 782

Ant Tuite Coates Lighting Towers 0408 212 930

Michael Cudgegong Security 0488 200 056

Paul & Mez Mudgee Loo Hire 0417 799 922

Little Photo Co

(Jenna Kensey)

Photographer 0423 367 020

Lachlan Ottaway Photographer 0400 998 767

Honor Elliot Mudgee Guardian 02 6372 1455

Melanie Heldon 2MG/Real FM 02 6373 1777



STALLHOLDER LIST

Business Name Contact Name Contact Number Stall

Number

Adrienne’s Kitchen Adrienne Morrison 0488 737 701

Aril Estate Dimitris 0404 033 317

Baker Williams Distillery Helen Williams 0423 912 569

Beno’s Honey Beno Ivkovic 0407 070 906

Botobolar Vineyard Trina Kastrom 0411 893 113

Bunnamagoo Estate Wines Jules Fotheringham 02 6373 3046

Burnbrae Wines Myff Clarke 0415 539 039

Burrundulla Wines Ted Cox 0412 956 034

Capertee Valley Saffron Katrin Dixon 0407 531 520

Castlereagh Seed Savers Dennis Grimshaw 0428 588 552

Cudgegong Honey Adam 0407 101 629

Elephant Mountain Vineyard Deborah Clear 0414 650 845

Eltons Eating + Drinking Dani Rowlands 0488 358 667

Falcon Grove Olives Lesley Cassar 0427 476 051

Farmers Daughter Wine Vicki Smith 0427 733 020

Fig Tree Food Company Elizabeth Walton 0447 036 783

First Ridge Wines Colin Millott 0407 701 014

Galangha Thai Cheeranun Bourpandu 0425 571 159

Gilbert Family Wines Kate Turner 0439 687 152

Gooree Park Wines Rebecca Burton 0417 996 631

Heslop Wines Julie Heslop 0427 723 903

High Valley Cheese Co Grosvenor Francis 0429 823 955

Homemade Kim Peach 0488 734 397

Huntington Estate Jaime Milton 0424 856 250

Independent Food Services Shane Martin 0413 332 154

Kai Sun Chinese Mandy Cai 0405 323 388

Lazy Oak Vineyard Paula Hanson 0419 698 816

Leaning Oak Dairy Alan Cox 0420 744 810

Linda’s Original Sweet Chilli Relish Linda & Bruce Wilson 0404 155 388

Logan Wines Belinda Barbera 0407 904 670

Lowe Wines Jenn Biles 0429 577 426

Abby Winfields Anabella Parkins 0413 609 940

Manners Wine James Manners 0438 695 449

Martins Hill Wines Michael 0427 732 248

Milnes of Mudgee Jenni Milne 0459 726 607

Mudgee Catering Co. Rachael McCarthy 0427 791 059

Mudgee Corner Store Anne Maclean 0413 648 040

Mudgee Fine Foods Liz Mayberry 0407 288 797

Mudgee Fudge Co Laine Mills 0401 670 635



Business Name Contact Name Contact Number Stall

Number

Mudgee Made Lara Hooper 0419 759 722

Mudgee Region Tourism Leianne Murphy 0458 180 473

My Thai Mudgee Jazz 0413 630 928

Naked Lady Wines Diane Quaife 0411 384 384

Nepali Khana Dayna Rayna 0411 478 486

Hello Lovelies Cordial Rebecca Sutton 0408 416 396 Peter’s Hot Bread Shop Linh Tran 0431 767 782

Quilty Wines Des Quilty 0499 003 570

Murrungundy Pistachios Diana Barton 0427 866 135

Robert Oatley Vineyards Patrick Auld 0488 987 571

Robert Stein Winery Jacob Stein 0447 225 701

Rosby Wines Gerald Norton-Knight 0419 429 918

Roths Wine Bar & Cellar Jordan Rowlands 0412 837 523

Rylstone Olive Press Deborah Clear/Annabel Coombs 02 6379 1485

Simply Fresh Daniel West 0419 378 612

Skimstone Wines Anne-Marie Horton 0418 280 696

Slowfox Wines Kate Rose 0416 237 036

Smokin Hot n Saucy Rob Thraves 0412 614 166

Spencer Cocoa Luke Spencer 0428 830 265

St John’s Anglican Church Mudgee David Craig 0410 605 594

The Olive Nest & 1838 Wines Erika Harrison 0403 137 841

Thistle Hill Anthony Boys 0457 901 990

Traditional Venezuelan Food Liliana Birchall 0434 641 931

Two Furlongs Sally Furlong 0411 190 242 Vinifera Wines Tony & Debbie McKendry 0427 722 461

Walter Wines Paul Walter 0419 251 208

Woodfire Pizza Guy Brett Niven 0416 750 467

Yeates Wines Sandy Yeates 0427 791 264

Performers

Hot Potato Band Simon Ghali 0401 664 485

Free Fried Chicken Shandell 0421 977 265

Grace Fuller Grace Fuller 0457 141 197

Kings of Congo Richard Lawson 0447 036 783



STALL LOCATION MAP

MAP NOT TO SCALE



STALL HOLDER ALLOCATIONS

1 Manners Wine 44 Mudgee Corner Store

2 Aril Estate 45 Homemade

3 Walter Wines 46 Adrienne’s Kitchen

4/5 Abby Winfield 47 Burrundulla Wines

6 Mudgee Catering Co. 48 Hello Lovelies Cordial

7/8 Milnes of Mudgee 49 Robert Stein Winery

9 St Johns Anglican Church BBQ 50 Mudgee Fine Foods

10 Rylstone Olive Press 51 Lowe Wine

11/12 Burnbrae Wines 52 Mudgee Fudge Co

13 Linda’s Original Sweet Chilli Relish 53 Gilbert Family Wines

14 Gooree Park Wines 54 Woodfire Pizza Guy

15 High Valley Cheese Co 55 First Ridge Wines

16 Bunnamagoo Estate Wines 56 Elephant Mountain Vineyard

17 Slow Fox Wines 57 Roths Wine Bar & Cellar

18 Robert Oatley Vineyards 58 Smokin Hot n Saucy

19 Eltons Eating + Drinking 59 Quilty Wines

20 Martins Hill Wines 60 Leaning Oak Dairy

21 Farmers Daughter Wines 61 Thistle Hill Wines

22 Rosby Wines 62 Galangah Thai Restaurant

23 Capertee Valley Saffron 63 Yeates Wine

24 My Thai Mudgee 64 Traditional Venezuelan Food

25 Baker Williams Distillery 65 Flavours of Mudgee Information

26 Peter’s Hot Bread Shop 66 Mudgee Region Tourism

27 Beno’s Honey 67 The Mudgee Guardian

28/29 Mudgee Made 68 St John Ambulance

30 Logan Wines 69 Castlereagh Seed Savers

31 Heslop Wines 70 Independent Food Services

32 Skimstone Wines 71 Nepali Khana

33 Falcon Grove Olives 72 Cudgegong Honey

34 Spencer Cocoa 73 Fig Tree Food Company

35 Two Furlongs 74 Vinifera Wines

36 Murrungundy Pistachios

37 Huntington Estate

38 The Olive Nest & 1838 Wine

39 Naked Lady Wines

40 Lazy Oak Vineyard

41 Simply Fresh

42 Kai Sun Chinese Restaurant

43 Botobolar Vineyard



EVENT RUN SHEET

12:00pm Market & Church St road closures in place

1.00pm - 2.30pm Stall holder bump in

2.30pm All vehicles must be out of event area

3:15pm Stall holder briefing at clock tower

3.50pm Entertainment commences (to 8.00pm)

4:00pm Event to commence

4:00pm Balloons (to 7.00pm)

8:00pm Event Ends

8.00pm – 10.00pm Stall holder Bump out

10:00pm Market St. Opens - Bump Out Ends

ENTERTAINMENT RUN SHEET

3:50pm – 4.00pm Kings of Congo Congo 10 minutes

4.00pm – 4.30pm Grace Fuller 30 minutes

4.30pm – 5.20pm Free Fried Chicken 50 minutes

5.20pm – 5.50pm Hot Potato Band 30 minutes

5.50pm – 6.00pm Kings of Congo Congo 10 minutes

6.00pm – 6.30pm Grace Fuller 30 minutes

6.30pm -7.00pm Hot Potato Band 30 minutes

7.00pm – 7.10pm Kings of Congo Congo 10 minutes

7.10pm – 8.00pm Free Fried Chicken 50 minutes



STALL HOLDER INFORMATION

INTRODUCTION

As part of the 2017 Mudgee Wine & Food Festival, the Flavours of Mudgee Street Festival will

bring together local wine and produce to celebrate the flavours of our region. The free event

will see market stalls set up along Market St. and members of the public will be able to dine in

the street while being entertained by local musicians.

BUMP IN & BUMP OUT

Market St. & Church St. will be closed from 12pm to 10pm on the day of the event

Stallholder bump in to occur from 1pm. Vehicle access strictly available until

2.30pm – at 2.30pm all vehicles will need to be removed from the event area. Only

one vehicle per stall allowed in event area.

The event will conclude around 8pm with Market St. expected to be reopened to

vehicles by 10pm.

Each stall holder will be allocated an area (6m x 3m) and it is the responsibility of the

stall holder to ensure that all equipment is contained within this area and is presentable

at all times. Exact stall holder locations are contained in this information pack.

A compulsory stall holder briefing will take place at 3:15pm for all stall holders

at the event information stand (clock tower area).

STALLS

Stall holders are responsible for supplying their own furniture and all other items.

Feedback from stall holders in previous years is that the ambient street lighting

along with additional lighting towers may not be sufficient. Please ensure you

bring your own additional lighting (battery operated).

Each stall holder will be responsible for providing their own shelter (3mx3m).

All stall holders are encouraged to dress up their stall, display banners etc.

All stall holders are encouraged to display banners above their stalls (in a safe and

secure manner).

All stall holders are responsible for their own rubbish. All rubbish must be removed

at the conclusion of the event – limited bins will be provided.

Water is available at the rear of the Town Hall building.



ACCESS TO POWER

Due to the large number of requests and extremely limited amount of power available,

it has become impracticable for Council to organise access to power for stall holders.

For this reason stall holders are advised to plan for the event with no access to power.

Stall holders may liaise with business owners in close proximity to their stall to arrange

their own power if required. Please be advised that it is at the discretion of business

owners if they wish to allow access to power. Terms of use will be determined and set

by individual business owners and stall holders.

Alternatively you can purchase a small generator for your stall or hire one from Coates

Hire for approximately $100.

If you manage to secure access to power:

- You must advise the events team prior to the festival.

- All leads must be secured in a manner which prevents trip hazards. Where possible all

leads should go up and over footpaths. Any leads that run across foot paths must be

securely covered with specific lead covers or matting that is securely positioned or taped

down.

- Stall holders are to provide their own leads and power boards (suggested minimum

length 30m).

- All leads and electrical items must be tagged and tested. The outward sign of electrical

compliance with the Act will be an Electrical Test Tag to AS3760.

- It is recommended that circuit breakers are used to ensure you do not overload the

system.

- Work health and safety requirements must be met and will be checked on the night.

If you don’t meet these requirements your power may be disconnected on the

night.



FOOD STALLS

All food stalls are reminded of their obligations in ensuring that food prepared and sold at

the event is safe and suitable carried out in accordance with the NSW Food Act 2003 and

Food Standards Code. Please note: Council Health Inspectors may conduct random

checks during the event to ensure food safety standards are being met.

Ensure your stall is equipped and setup in accordance with your approval. Please note:

Your certificate of approval should be displayed within the stall/vehicle for viewing

by Council Health Officers.

Remember to be aware of environmental conditions forecast for the event and ensure that

you have adequate measures for temperature control and storage of food. Please note:

Hot food temperature to be maintained above 60oC and cold food below 5oC.

Dedicated handwashing facilities must be provided with liquid hand soap and single-use

paper towels for drying hands. Please note: Alcohol hand sanitisers are not considered

satisfactory as the only means of cleaning hands. Without a dedicated handwashing

facility you may instructed to cease operating until one is provided.

WINE TASTINGS & SALES

An exclusive Flavours of Mudgee wine glass will be introduced at this year’s event. The

XL5 glasses feature two lines, one 30ml pour line for tastings and a second 100ml pour

line for wine sales.

Tasting tokens – There will be one package available for purchase AT THE EVENT

ONLY.

5 TASTING TOKENS + EXCLUSIVE FLAVOURS OF MUDGEE GLASS = $10

(1 TOKEN = 1 x 30ML)

Token packages will be available for purchase from two dedicated token sale stalls

located at the clock tower (Catholic Church gates) and the Market St entrance (near

Town Hall)

Food & Wine Festival glasses will also be permitted at the event although, tokens will

still need to be purchased if patrons wish to have tasting size samples.

Please ensure that staff are checking that patrons are using the correct glasses

Signage will be provided to all stalls (with information pack). These signs must be

displayed during the event

Once patrons have exhausted their tokens, they are encouraged to purchase a

100ml glass ($5) or bottle of wine (cellar door prices). The standard price for a glass

(100ml) of wine is $5 per glass.

Bottles of wine may be purchased and consumed at the event. Only unopened

bottles will be allowed to be taken from the event by purchasers – please ensure

that this message is relayed to and understood by all customers.

The number of wines available from each stall will be determined by individual stall holders (i.e. we are not requesting that you provide a certain number of wine varieties only).



ALL stall holders and their staff must hold a current RSA (this will be checked) and ALL

wine stalls must provide free drinking water to patrons – this is a condition of your liquor license.

Token sales will end at 7.00pm

There are strictly no wine sales or tasting from 8.00pm

TOKEN REBATE

A 75c rebate per token will be provided by MWRC to stall holders

It is the responsibility of individual stall holders to collect tokens from patrons during the event and keep them in a secure place to be submitted to Council.

To receive your rebate all collected tokens are to be counted, bundled in lots of 50 and submitted to Council in the envelope provided, along with an invoice by close of business Friday 29 September.

OTHER

Tables and chairs will be provided for customers to dine in the street.

Amenities will be available in the Anglican Church grounds (Church Street side) and

Town Hall Arcade.

Security, RSA Marshals and Police will be onsite during the event. They will be located

at all entry points plus roving in the event area.

Designated smoking area is located on Church Street near the pedestrian crossing.

There will be continuous musical entertainment and roving street performers from 4pm

– 8pm.

A limited number of meal vouchers have been provided to staff and entertainment.

Reimbursement can be made through the Events Officer.

CONTINGENCY PLAN

In the event of unforeseen circumstances or adverse weather conditions the event will

be cancelled. A decision will be made at 12pm on Saturday 23 September if the

event is to be cancelled.

All stall holders will be contacted in the event of cancellation. This information will also

be broadcast on 2MG/Real FM.

FESTIVAL SAFETY AND OTHER PROCEDURES

These procedures are site specific procedures for stall holders attending the Flavours of

Mudgee Street Festival.



These procedures, which form part of the Festival Rules, cover the hazards, control measures

and site safety rules that apply to each area of the Festival site. You are encouraged to retain

a copy of this information.

Entry and exit to and from the site during Bump In/Bump Out is via the Perry

Street or Lewis Street end of Market Street All vehicles entering the site will observe

a 10 km/hr speed limit at all times and all stall holders must report to the Event Officer

on arrival.

Emergency Evacuation and Assembly Area: As a visitor you are required to strictly

follow the directions given by the Event Officer.

Note: The Emergency Assembly Point is located in the Big W carpark as shown on the

event area map. You will be notified of any requirement to evacuate by the Events Officer

raising the alarm and directing you to evacuate. You should move to the Assembly Point

unless instructed to do otherwise. In the event that an emergency vehicle is required to

enter the site, the Event Officer, who will be contactable via the information stand located

at the clock tower area, will direct a person to the vehicle entry point to assist with directing

the emergency vehicle to the required location.

First Aid, Fire Extinguishers: A First Aid Kit and Fire Extinguisher is located with the

Events Officer at the information stand located in the clock tower area.

Fuel and Chemical Stores: If you are bringing any potentially dangerous chemicals

such as fuels and oils to the event, you must notify the Events Officer and provide a

copy of the product Material Safety Data Sheet (MSDS).

Identifying Hazards and Risk Assessment: A comprehensive risk assessment has

been prepared for this site and is available on the Flavours of Mudgee website.

Alternatively, you should consult the Event Officer if you need a copy of this document.

Vehicle Movements: Other than Emergency Service Vehicles, only stall holders may

bring vehicles onto the site and must obey a 10 km/hr speed limit at all times. It is

suggested that where reversing cannot be avoided, another person spots for

pedestrians. Access will be available from 1pm and all vehicles MUST be removed

from the event area by 2.30pm on the day of the event.

Drinking Water: Fresh drinking water is available from wine stalls throughout the

festival.

Adverse weather and shelter: Stall holders are to secure sites against wind, rain and

storm events. In extreme weather conditions, the Event Officer may decide to cancel

the event. All shelters must be weighted down and any trip hazards removed.

Toilet Facilities: Stall holders and the public are to use the toilets located in the Town

Hall Arcade or Anglican Church grounds (Church Street side).

Electrical Equipment: All shelters, equipment, fittings or materials used at the event

are subject to a safety inspection. The outward sign of electrical compliance with the

Act will be an Electrical Test Tag to AS3760. All leads and cables must be secured in

a manner so as not to create trip hazards.

If any shelters, equipment, fittings or materials are deemed not to comply with WH&S

regulations, or are considered to be unsafe for any reason, they shall be removed from the

site at the expense of the Vendor.



Injury: Any injury regardless of how minor must be reported to the Event Officer who

will assist you with first aid and record the details of the injury. First Aid will be provided

by St Johns Ambulance who will be located near the information stand.

Information to be retained by the Stall holder: You are encouraged to retain this

information as it provides details that you may wish to refer to at a later date.

Heritage gutter: stalls located in front of the Catholic Church on Market St. are asked

to ensure they use care around the heritage gutter. There is potential for trips due to

the heritage nature of the area.







SAFE MANUAL HANDLING Reduce the risk of injury when performing manual handling tasks by:

Being physically fit.

Maintaining correct posture as spinal alignment will ensure that the load is evenly distributed.

Wearing comfortable clothing and enclosed toe shoes.

Warming up prior to task.

Cooling down after task.

Removing any obstacles.

Avoiding twisting and bending.

Avoiding over reaching.

Keeping hands at waist when lifting for better control.

If doing a one handed lift rest other hand on your knee to assist with spinal alignment.

Positioning feet in a scissor formation, shoulder width apart, when lift is above shoulder or below knee.

Planning the movement of items before starting the move, this includes:

assessing the load size, shape, level of stability and weight,

clearing a path,

checking the route for ramps, and

agreeing how many people are required and roles and/or timing.

Beware of increased risk if the load is very heavy or you are sick or tired - seek

assistance.





FOOD SAFETY

All food stalls at Flavours of Mudgee need to ensure that they meet food safety

requirements.

Information on these requirements is available for download at the below link or can be

obtained on request from the Events Officer at Mid-Western Regional Council.

Guidelines for food businesses at temporary events

http://www.foodauthority.nsw.gov.au/_Documents/industry_pdf/temp_events_guidelin

e.pdf

These guidelines inform businesses selling food at temporary events in NSW of their legal

requirements in relation to the NSW Food Act 2003 and the Food Standard Code. They provide

information on basic requirements such as power supply and waste disposal, and suggest

ways to maintain food safety at the event.

Please note: Council Inspectors MAY conduct random checks on the night to ensure

food safety requirements are being met.

http://www.foodauthority.nsw.gov.au/_Documents/industry_pdf/temp_events_guideline.pdf

http://www.foodauthority.nsw.gov.au/_Documents/industry_pdf/temp_events_guideline.pdf





EVENT AREA MAP

Emergency

Evacuation

Point

Emergency

Vehicle

Access



ALCOHOL MANAGEMENT

The Event Flavours of Mudgee is an annual wine and food event managed by Mid-Western Regional Council (MWRC) as part of the Mudgee Wine & Food Festival. Local wine and food producers are invited to have a stand at the event to promote their brand and sell their products. Flavours of Mudgee is a free community event.

Event Map

Liquor Licence A Producers Fair Notification was lodged with OLGR on 06 March, 2017.

Alcohol Free Zone Suspension An application to suspend the alcohol free zone for the event area will be sent to Mid-Western Regional Council Meeting, 21 June.

Stallholders Stallholder applications opened on 15 May, 2017. A maximum of 65 stalls will be located on site. There will be a mix of stalls serving alcohol and providing alcohol, approximately a 50/50 split.



Responsible Service of Alcohol All stallholders providing alcohol must have an RSA. This will be checked during the event by the event manager. All stalls providing alcohol must also have free drinking water available. It will be the responsibility of each individual stallholder to ensure patrons tasting/purchasing wine are over 18 years of age.

Security & RSA Marshalls MWRC have engaged Cudgegong Security to provide security services at the event from 4.00pm to 8.00pm. There will be eight (9) guards in total:

- Five (5) x stationary guards located at each entry point - Two (2) x roving guards - Two (2) x RSA Marshalls

Police will maintain a presence at the event with two (2) x user-pays officers requested for the duration of the event.

Wine Tasting In order to taste wine, event attendees must first purchase a token package. The cost of the package is $10 and includes 5 x tasting tokens (1 token = 1 x 30mL taste) and an exclusive Flavours of Mudgee wine glass. Mudgee Lions Club will be managing the sale of token packages on behalf of MWRC. There will be two sales points (final locations TBC). Sales will cease at 7.00pm. Wine sales will continue at individual stalls until the event ends at 8.00pm. A token rebate of 75c per token will be given to stallholders.

Wine Sales Patrons have the option to purchase a glass of wine ($5.00) or bottle of wine (cellar door prices) to be consumed at the event. Once a bottle of wine is opened at the event, it cannot be taken out of the event area. Only unopened bottles of wine can be taken from the event area.

Food Food will be available at the event. This ranges from full meals to snacks and local produce (e.g. relishes and jams). Food and wine stalls will be mixed throughout the event area.

Incident Reporting & First Aid In the event of any incident, the event manager must be notified and the incident reported. Incident reports are made available to all stallholders via the stallholder information pack. First Aid will be available at the Property Shop corner by St John Ambulance.

Conditions of Entry & Risk Assessment Alcoholic beverages cannot be taken in to the event by patrons. Alcohol may only be removed from the event if it is unopened and has been purchased from the event. A full list of the conditions of entry and risk assessment are available in the stallholder information pack which is distributed to all stallholders and stakeholders.



TRAFFIC MANAGEMENT PLAN

ROAD CLOSURES & DETOURS

- Market St. will be closed between Perry St. and Lewis St. between 12pm and 10pm

on Saturday 23 September.

- Church St. will be closed between Short St. and Mortimer St. between 12pm and

10pm on Saturday 23 September.

- Vehicles travelling east-bound along Market St. will be detoured right at Perry St. and

then left on to Mortimer St.

- Vehicles travelling west-bound along Market St. will be detoured left at Lewis St. and

then right on to Mortimer St.

- Vehicles travelling south-bound on Church St. will be detoured left at Short St. and

then right on to Lewis St.

- Vehicles travelling north-bound on Church St. will be detoured right at Mortimer St.

and then left on to Lewis St.

The attached Traffic Control Plan outlines signage requirements.

PERSONNEL

The following intersections will be manned by Council Traffic Staff:

- Market St and Perry St (roundabout)

- Market St and Lewis St

- Church St and Short St (roundabout)

- Church St and Mortimer St (roundabout)

Staff will be responsible for directing traffic and managing pedestrian activity. There will also be security at the event to monitor alcohol consumption and ensure good behaviour by patrons. We are working with Mudgee Police to ensure we meet all of their requirements.

PARKING AREAS

Normal CBD parking will be available except in areas affected by the street closures.

EMERGENCY ACCESS In the event of an emergency, entry to festival area will be via Market St. from either Perry St.

or Lewis St. end.

CONTACTS Organisation Name & Position Mobile Number

MWRC Alayna Gleeson, Events Coordinator 0409 472 695

MWRC Nick Stewart, Senior Works Officer 0427 067 669



TRAFFIC CONTROL PLAN



EVENT PROMOTIONAL MATERIAL





RISK ASSESSMENT

RISK ASSESSMENT - 2017 FLAVOURS OF MUDGEE

DATE: 19 SEPTEMBER 2017

Risk No

Risk Category

Risk Likelihood

Consequence

Level of Risk

Priority Rating

Risk Treatment Plan

Control Long Description to be implemented

Likelihood

Consequenc

e

Level of Risk

Priority Rating

R1 Public Liability

Venue facility emergency equipment - there is a risk that inadequate or lack of emergency equipment would place all people in the event area as risk of serious injury and potential death should an emergency occur

Possible Catastrophic

High 22 Ensure all equipment for emergencies is correctly installed and located and sufficient and that designated emergency wardens are familiar with their use and location

Fire extinguishers and fire blankets and evacuation plans in place.

Unlikely Major Medium 13

R2 Public Liability

Emergency exits blocked - There is a risk that should an emergency occur in the event area, people may panic, rush to the exits and block emergency exits trapping spectators.

Possible Major High 18 Ensure emergency exits are functioning correctly and will work effectively and remain free and clear if an emergency occurs. All emergency exits in the event area to remain open throughout the event. Security staff and police to control crowd.

Emergency access to be clear/gates and barricades secured open for the entire period of the event. Exits will also be supervised at all times by Security.




Public Liability

Emergency within the event area - there is a risk that the lack of adequate planning and access for emergency vehicle to the area may delay response to a person or persons needing medical attention.

Possible Major High 18 Ensure there is adequate access for emergency services (ambulance) to enter the area at any time without delay. Notify hospital and Ambulance of the event so they are aware they may be needed.

Hospital and Ambulance have been notified of event and emergency access has been made available if required. St John Ambulance for public available onsite. Incident report for any incident as per Council policy and using Councils reporting forms available with Info Pack.


R4 Public Liability

Children missing - there is a risk that children may go missing at the event due to the large number of spectators

Possible Major High 18 Have a lost children protocol in place. PA system to urge parents to supervise their children; Police and security not to allow children to leave or wonder around the premises on their own.

Notify Security and police to not allow children out of event area without adult supervision; Designate a lost children spot and carer; Display signs to urge parents to actively supervise their children at all times.


R5 WHS Lack of Communication - there is a risk that different volunteers, club and Council organisers are unable to communicate due to lack of communication devices being made available resulting in an incident not being dealt with in the most efficient manner and potentially jeopardise the safety of a patron.

Possible Major High 18 Develop and implement clear communication lines. Contact details and phone numbers for each key organisation and formalised line of communication in case of an emergency or just an issue that needs authorisation etc.

Develop communication list with names and contact details as well as line of communication; provide every group a copy of the map with codes as part of the Information Pack. Council staff, security and police to be in contact via radio.

Unlikely Moderate

Medium 11



R6 Public Liability & Public Safety

Pedestrian access to the venue from car parks - there is a risk that public may be injured whilst walking to and from the designated parking areas

Possible Moderate High 15 Council to ensure designated paths from all designated parking areas are clear and safe for use, including having appropriate warning signage where necessary.

Inspect paths and ensure they are safe and clear of any obstruction; Install appropriate warnings of hazards present; provide adequate supervision signposting and or barriers at road intersections/crossings; reduce speed zones where deemed necessary and provide adequate supervision along the way (this is to be considered within the TCP and TMP).


R7 Public Liability

Alcohol - there is a risk that patrons may become unruly due to the consumption of excess alcohol at the event resulting in injury to spectators

Possible Moderate High 15 Ensure alcohol is served by RSA certified personnel and behaviour is supervised and managed by security and or police. Licensee to provide Alcohol Management Plan. Conditions of Entry to be displayed at entry to event area

Ensure everyone serving alcohol has RSA competency card in their possession (Police to check); Public behaviour to be monitored and managed security and police.

Unlikely Moderate

Medium 11

R8 Financial Inclement weather - there is a risk that the day is rained out/extreme heat and the event is cancelled resulting in financial cost to Council

Possible Minor Medium 10 Have contingencies in place in the event of this occurring and minimise costs if any losses occur (e.g. indoor venue tentatively booked where applicable)

Establish protocol for decision to cancel event. Take out additional event insurance cover - considered but deemed not necessary. Food stalls on site to keep food refrigerated and stored if not used to minimise losses. Communication that pre-sale token packages are non-refundable.

Possible Minor Medium 10



R9 Public Liability

Parking/ traffic area; injury to public - There is a risk that a person/ child could be hit/ run over while parking or walking to or from the event resulting in serious injury.

Possible Moderate High 15 Ensure sufficient parking is provided and that it is well managed/ supervised to avoid incidents. Transport management plan in place. Appropriate signage displayed in and around the site.

Council have identified adequate and suitable parking areas that are not affected by adverse weather conditions in close proximity to event area.

Rare Moderate

Medium 6

R10 Public Liability

Stakeholder bump in/out - there is a risk that there may be accidents involving vehicles while bumping in/out

Possible Moderate High 15 Implement reduced speed limit and avoid reversing where possible. All vehicles to moved 2hrs prior to event commencing.

Ensure all stallholders are familiar with instructions outlined in the Event Manual which is distributed to all stakeholders.

Rare Moderate

Medium 6


Slips, trips and falls - there is a risk the use of cables and marquees will increase the likelihood of slips, trips and falls.

Possible Moderate High 15 All cables and leads to be covered and all marquees to be secured with highly visible ropes


Rare Moderate

Medium 6


Burns, electric shock, cuts, abrasions - there is a risk that stakeholders may suffer injuries during event.

Possible Moderate High 15 Ensure appropriate first aid is on site and that all stakeholders have appropriate first aid kits on hand. All electrical items must be tagged and tested and in date as per AS3760.

St Johns Ambulance volunteers at event, stakeholder requirements outlined in Event Manual.

Rare Moderate

Medium 6




Excess Crowd - there is a risk that number of people coming to the event exceeds the expected crowd numbers creating a difficult-to-control situation for personnel that may lead to a potential for injury, children going missing and/or crowd fighting and barriers not able to contain people.

Possible Major High 15 Ensure there is appropriate and suitable security to ensure no excess public are allowed to enter the event area. Total capacity of event area is 10,000

Event area fenced/barricaded and will have security and police on the perimeter and entrance to control crowd. Portaloos provided based on previous event experience - to be maintained on a regular basis to ensure facilities and usable

Rare Moderate

Medium 6


Conditions of Entry to the event - there is a risk that patrons may bring unauthorised goods into the event or partake in an unauthorised activity resulting in potential injury to other persons

Possible Major High 18 Event area is not enclosed which allows easier movement of people and overflow crowd. Boundaries can be extended if needed to accommodate additional crowd.

Signage installed at the event with conditions of entry clearly displayed. Event Manager to be in regular communication with security and police monitoring crowd numbers. Event area to be extended if needed. Crowd control barriers used to control line-ups and ease congestion in event area.

Unlikely Minor Low 4


Public walking in the dark at end of event - there is a risk that the dark could result in people being hit by vehicles obstructing traffic causing accidents or trip and fall on hazards on road/ public footpaths

Possible Moderate High 15 Ensure appropriate lighting is provided along the path and possible supervision until all patrons have left.

Event area is adequately lit using combination of light towers and existing lighting. Existing lighting towers along major pedestrian routes.





Terrorism - there is a risk that an act of terrorism is carried out at the event

Unlikely Major High 15 Ensure adequate consultation with Police and implement measures to decreases the likelihood of an attack.

Crowded Places Self-Assessment tool applied and ranked low-risk. Police have been consulted (Inspector Jeff Boon) and advised that there is no identified risk to Mudgee and no specific risk to the event. Putting in measures such as concrete barriers was discussed and deemed impractical. If any threats come on the radar, police will advise.



Catering - there is a risk that food being served results in patrons suffering from food poisoning

Unlikely Major Medium 13 All caterers/food stalls to hold appropriate accreditation (food safety certificate) and be approval with Council.

Council's Health and Bldg. inspector onsite to check on food service, handling and storage is done to standard and organisation is accredited/registered to serve food. All stalls to provide Council with a copy of their Public Liability Insurance to the value of $20 Million Dollars



Venue electrical equipment - there is a risk that the facility may suffer an electrical breakdown resulting in malfunction of lights, kitchen equipment and lifts

Unlikely Moderate Medium 11 Ensure all equipment is checked for functionality and have an electrician on site or on call to respond urgently to any situation

All electrical equipment to be in place and tagged. Council to assign an on call electrician during the event.




R19 Reputation

Lack of or miss-information to the public there is a risk that the public is not aware of the event arrangements resulting in confusion and disgruntled public and bad reputation on Council

Possible Minor Medium 10 Ensure there is appropriate and suitable means for providing information on the events arrangements with sufficient advance notice prior to the event. Also ensure you have a contact for additional information prior to and during the event.

Advertising in local newspaper, council website and MRTI website as well as being promoted by the event organiser. Contact number to be arranged for customers to ring for more information


R20 Reputation

Stakeholder bump in - there is a risk that stakeholders are not set up and ready before event commences

Possible Minor Medium 10 Ensure adequate time for bump in.



R21 WHS Staff working outdoors - there is a risk that staff may become dehydrated or fatigued due to working long periods outdoors

Possible Minor Medium 10 Ensure staff are suitably hydrated and protected from the elements and take reasonable breaks during the day

Conduct WHS Induction & Toolbox Talk for all staff Staff will be provided water and rotated around breaks and lunch periods


R22 WHS Volunteers - there is a risk that volunteers may become dehydrated or fatigued due to working long periods outdoors

Possible Minor Medium 10 Ensure volunteers are suitably hydrated and protected from the elements and take reasonable breaks during the day

Discuss with volunteers how they manage their working periods and ensure posts are supervised with at least minimum personnel as required. Ensure they are provided with water, breaks and necessary protective gear. Offer as part of Information Pack - Toolbox Talk WHS008




R23 OHS Absent personnel without notice - staff or volunteers calling in sick or unable to work, leaving event short of personnel with some functions unable to be performed adequately leading to stressed staff/ volunteers and their performance being compromised.

Possible Minor Medium 10 Ensure there is on call volunteers or staff in case of absences (VRA, SES, Council)

Organise alternative staffing by Council, and volunteers to ensure there is a contingency plan in place and obtain copies from groups


R24 Environmental

Waste Management during and after event - there is a risk that much of the waste produced by people at the event will end up on the ground and make its way to watercourses creating an environmental situation

Possible Minor Medium 10 Council to provide waste management services and cleaning services; provide bins; collect all waste after the event and ensure areas around the event area are checked and clear from any waste

Assign level of service standard and ensure services are frequent to maintain clean facilities at all times during the event and after the event has finished



Patrons with a disability - there is a risk that persons with a disability unable to walk long distances to the event resulting in distressed patrons

Unlikely Minor Low 4 Provide and advertise suitable parking near the venue for patrons with a disability. Also ensure there is wheelchair access to and throughout event area.

Parking information will be advertised with the event. Event area designed to be accessible.


R26 Property People travelling on pushbikes - there is a risk that people travelling on pushbikes do not have a dedicated parking space and the pushbikes are stolen or damage resulting in a claim against council

Unlikely Minor Low 4 Allocate space for the parking of pushbikes and sign post the area

Provide parking area for pushbikes; Signpost area "Bicycles Only"





Manual Handling Possible Minor Low 4 Ensure staff are aware of Council's manual handling procedures.

Conduct Event Induction for Council staff. Ensure they are aware of proper lifting techniques and eliminate unnecessary manual handling. Do not lift more than 20kgs and use proper lifting techniques.

Unlikely Major Low 1

R28 Financial Token counterfeit - there is a risk that pre-sold token may be counterfeited resulting in financial loss.

Possible Minor Low 4 Ensure tokens are designed to reduce risk of counterfeit.

Token designed with unique numbering, different colour to previous years and dated.

Unlikely Major Low 1

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