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Anzac Day 2015
Event Organisers Resource Guide
The Anzac Day Resource Guide is designed to assist event organisers and local
government with planning for Anzac Day 2015. It is a guide only and can be adapted
to suit the needs of your local community.
2015 Anzac Day Calendar of Events
To list your event on a state-wide calendar of Anzac Day Events, go to:
http://anzaccentenary.vic.gov.au/get-involved/register-event/
Planning your Event in 2015
The 2015 ANZAC Day events are likely to attract more interest and larger crowds
than past events, including visitors who may not have previously attended services
and events.
This Guide is designed to assist event organisers and local Councils to plan for larger
than usual events. It is recognised that the information will not be relevant to all
events, and there will be other considerations depending on the size, location, type
and duration of the events.
Consider the impact larger crowds (e.g. 20 - 30% more people than previous years)
will mean in terms of parking, traffic management, the number of people involved in
marches or parades, the time required to conduct an event with larger numbers, the
space required and so on.
Notifying Authorities and Emergency Services
As part of the event planning process, event organisers should contact their local
Council, emergency services and other authorities to obtain input into the planning
and approval process and to obtain the required permits.
Councils and event organisers can complete a single Event Notification Form to
notify Victoria Police, Ambulance Victoria, the CFA, MFB, VicRoads and Public
Transport Victoria. This online Notification Form should be completed by March 11,
2015.
Please note: You are still required to contact your local authorities and
emergency services as part of the planning and approval process, and some
authorities require earlier notification than March 11 (e.g. Public Transport Victoria
must be contacted by Feb 27). The Notification Form is for authorities and
emergency services, and is separate to the public calendar listing.
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Pre-Event Planning Checklist
Stakeholder planning - establish relevant planning groups/sub-committees and
determine roles and responsibilities including:
Event program and protocols
Marketing and communications
Logistics and operations
Stakeholder liaison and invitations
Budget/financial management
Event content:
Marches/parades – content, order, duration, marshalling
Order of service
Speakers
Speakers Address content
Invitations
Music: Bugler, piper, bands, singer/s, recorded music
Catafalque party
Service booklets
Wreath laying
Announcement script – event details, public safety, arrival, departure
Running sheets (including set up, the event and pack down)
Commemorative services:
See Resources for Commemorative Services for suggested order and
protocols.
Hymns, the National Anthem and other music can be requested from
[email protected]. These tracks can also be downloaded for
free as MP3 files from http://www.anzacportal.dva.gov.au/events/conduct
Event site planning:
Location/markings for parade/march assembly areas
Develop a detailed site plan
Public address system suitable for expected crowd size
PA system speakers – location and safety issues
Power access for PA system (and back up supplies if required)
Power (electrician if required), generators, fuel storage
Covering/protection for cabling across walkways/driving areas
Protection for ground surfaces where necessary (e.g. turf protection)
Protection from potential hazards (e.g. tripping hazards, electrical safety)
Lighting for public arrival and safe set up
Staging and platforms
Seating
Shelter, temporary structures and mechanism to secure to site
Balustrading for ramps, stages etc
Accessible (disability) seating areas and access
Crowd management (e.g. use of bollards, ropes and stands)
Temporary fencing or barricading
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Flagpoles and flags
Media area
Food/beverage/water provision (if included)
Assembly areas
Advance site preparations
Determine site preparations required in advance
Flags and flag poles prepared and tested
Marking of underground services (e.g. watering systems)
Automatic watering systems turned off
Lighting in good working order
Protection for “out of bounds” areas
Parking:
Access and egress arrangements for vehicles and motor bikes
Capacity of car parks
Parking attendants/marshals
Signage
Parking for volunteers, staff, contractors and VIPs
Disabled parking areas and appropriate access to and from
Accessible drop off and collection points
Motorbikes and pushbike locations
Radios or other communications for marshals
Pedestrian management:
Access and egress routes
Marshals to guide visitors
Pathways – accessible for all visitors including disability access
Signage
Protection for out of bound areas
Mechanisms to transport visitors (e.g. golf carts)
Signage:
Directional (to assist people to get to and from the event)
Traffic management
Informational signage (at the event)
Safety signage (e.g. emergency egress, first aid)
Street and road closures:
Traffic management plan (equipment, signage, personnel)
Permits from road authority (VicRoads, Council)
Signage and traffic equipment
Traffic controllers and marshals
Tow away zones
Notifications required (local residents, businesses etc)
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First aid/medical services:
First aid/medical needs assessment
First aid/medical provider appointed
Emergency vehicle access to first aid and other sites
Signage, marquee or indoor location, power, water requirements
Notification of Ambulance Victoria (refer Event Notification Form)
Public facilities and services:
Public toilets (portable and public)
Cleaning / opening of public toilets
Drinkable water and water for food vendors
Waste management – rubbish bins, emptying and collection
Food and beverage:
Food and beverage vendors/caterers (approved by Council)
Access to water, power, shelter
Electrical and gas cylinder safety
Food vans – compliance plate approved and Gas Safety Checklist
Gas Safety at Public Events
Accessibility:
Access for people with disabilities including mobility, hearing, vision
impairments
Interpreters (for communities from a non-English-speaking backgrounds,
hearing)
Staff and volunteers:
Staff/volunteer structure and reporting hierarchy
Marshals, wardens and other officials required
Position descriptions and tasks developed
Identification and clothing (e.g. safety vests for area wardens, information
officers, lanyards with contact details)
Radios or phones for communications
Contact lists
Training, pre and post event briefings
Suppliers/contractors:
Temporary structures (e.g. stage, seats, marquees etc)
First aid/medical
Food and beverage; catering
PA/audio system
Power/generators/gas
Traffic and pedestrian management
Signage
Security/crowd control
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Equipment list:
Flags
Wreaths, flowers, rosemary, laurel, poppies
First aid
Marshal vests / torches
Radios / mobiles
Contact lists
Speakers notes
Order of proceedings
Music (if recorded)
Signage
Permits required:
Event permit (Council)
Road closures and signage - Council, VicRoads (other authorities if not
Council or VicRoads road)
Temporary structure permits (for large structures) – Council, Victorian
Building Authority
Highway Collections (tin shakes, raffles, collections) - Council and Victoria
Police
Food vendors – Council
Stakeholders and Notifications
Identify who needs to be involved, consulted and notified. Stakeholders may include:
Council officers and contractors:
Event officers
Civic officers
Communications/media
Venue managers
Parks and gardens
Traffic and parking engineers
Local laws
Depot, maintenance
Capital works, civic engineering
Environmental/public health
officers
Risk and OHS managers
Local health coordinator
Public/environmental health
Waste management, street
cleaning
External contractors (e.g. waste
collections, maintenance)
External authorities and emergency services:
Victoria Police
VicRoads or relevant road
authority
Ambulance Victoria
CFB or MFB
SES
Victorian Building Authority (if you
have large temporary structures
requiring permits)
Public Transport Victoria (where
impact on public transport)
Water, gas, electrical, other
authorities
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Local residents, businesses and organisations:
RSLs and other veterans organisations
Local residents
Local businesses
Churches, clubs and other organisations in the event precinct
Waste management collectors, delivery vehicles and other services and
contractors likely to be in event location during the event
Local media
Risk, Safety and Emergency Management
Occupational Health and Safety
Event organisers should be aware of their occupational health and safety
responsibilities under the Occupational Health and Safety Act. WorkSafe Victoria
publications which may be of assistance include the Summary of the Occupational
Health and Safety Act 2004 and Volunteer Health and Safety, A handbook for
community service organisations.
Risk and Safety Planning
Event organisers should have in place a safety and emergency management plan.
Event organisers should consult with Councils, emergency services, authorities and
contractors in the risk assessment and the development of the safety and emergency
management plan. Consider what to do in the event of a range of occurrences such
as:
Adverse weather plan (e.g. rain, high winds, storm)
Medical or first aid incidents such as an injury or illness
A road accident or other emergency in the precinct
Key personnel being unable to attend
Problems with temporary structures such as stages and marquees
A lack of power supply
Electrical and gas safety issues
Consider in advance how the following issues will be managed to ensure safety for
all involved:
Procedures, timeframe and responsibilities for setting up the event site and for
packing up the site
Procedures for the arrival and departure of event visitors
Managing vehicles movements within the event precinct
Location and safety of all infrastructure and equipment
Protection of hazard areas and storage of fuel for generators
Safety issues associated with firing of cannons, guns etc
Minimising damage to surfaces e.g. turf protection
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Emergency Management Plan
Event organisers should work with local government, authorities and emergency
services to develop an emergency management plan including:
Hierarchy of control – who is responsible, and who reports to who
What to do in the event of an emergency
Contact lists for emergency services
Contact lists for staff, volunteers and contractors
Training of all staff, volunteers and contractors
Wardens, marshals, security and crowd control – roles and responsibilities
Cancellation plan – triggers for cancellation, who to contact and how.
Useful websites for emergency management include:
VicSES “Emergency Management Planning” http://www.ses.vic.gov.au/prepare
Victoria Police
Event organisers should engage with local police early to obtain input into the
planning and risk assessment of the event. Victoria Police must be notified of all
events and road closures via the Event Notification Form. A permit is required from
Victoria Police for any highway collections.
Ambulance Victoria
Ambulance Victoria (AV) should be notified of Anzac Day events via the Event
Notification Form. For events creating a significant impact on the community AV
should also be involved in the planning and risk assessment process.
For queries relating to the provision of Ambulance Victoria services, or input into the
risk assessment for the event, email: [email protected]
or phone: 03 9090 5904.
VicRoads – Events on Streets and Roads
ANZAC Day parades held on roads are “non-road activities” within the meaning of
section 99B of the Road Safety Act 1986. If a parade is to be held on an arterial
road, the organiser must apply to VicRoads, alternatively, if the parade is to be held
on a municipal road the organiser should apply to the council so the relevant road
authority can issue a non-road activity permit. The permit ensures that the relevant
VicRoads region is aware of the event so the necessary steps can be taken e.g. road
closure or heavy vehicle detour. The permit also contains a number of conditions to
ensure that the organiser is aware of their road safety responsibilities.
Traffic management
Usually, an application for a non-road activity permit requires a traffic management
plan that has been prepared by a pre-qualified traffic management contractor.
VicRoads will waive this requirement if Victoria Police will be undertaking all
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necessary traffic management activities and the relevant VicRoads region/team is
notified of this and the details (time, location etc).
Insurance
For all non-road activities being conducted on a VicRoads road, VicRoads generally
requires an applicant have $20 million public liability coverage. However, VicRoads
considers that $10 million in public liability coverage is adequate for an ANZAC Day
parade involving:
- No more than 100 marchers, and
- Approximately 1000 or fewer spectators, and
- No historic vehicles which are either unregistered or club permitted vehicles.
In the spirit of facilitating the commemorations, VicRoads is applying the foregoing
concessions in granting the permits for this year’s Anzac Day events in your
municipality.
Public Transport Victoria
If your event is likely to have an impact on Public Transport Services (i.e. additional
services, delay, cancellation or diversion to a service), then you need to submit an
Event Notification to Public Transport Victoria (PTV).
PTV will then advise if you need to develop a Public Transport Plan (PTP) in
consultation with the relevant public transport operators and if necessary attend a
multi-agency planning meeting. Your PTP will need to be approved by PTV.
For details go to: http://ptv.vic.gov.au/specialevents
Authority and Emergency Services Contacts
Your local authorities and emergency services should be involved with planning.
Below is a list of State-wide contacts for authorities and emergency services.
Organisation
Ambulance
Victoria
Victoria Police
Public
Transport Vic
VicRoads
Metropolitan
North West
VicRoads
Metropolitan
South East
VicRoads
Eastern Region
VicRoads North
Contact
[email protected]
[email protected]
Ambulance services or risk assessments:
[email protected]
Contact your local Police Station
Highway Collection permit:
[email protected]
Event notification:
[email protected]
[email protected]
Nomer Angeles
Phone
9090 5904
[email protected]
Tony Earl
9881 8792
[email protected]
Sue Deery
[email protected]
5172 2696
9247 5714
9854 2493
5761 1892
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Organisation
Eastern Region
VicRoads
Northern Region
VicRoads South
Western Region
VicRoads
Western Region
Contact
Nathan Matthews or Sam Wade
[email protected]
Jim Mensforth
[email protected]
Ron Hinkley or Mark Simionato
[email protected]
Chris Dunlop
Phone
5761 1850
5434 5050
5225 2558
5225 2534
5333 8702
For ANZAC Day enquiries, contact your Local RSL Sub-Branch
Contacts:
www.rslvic.com.au/
Phone: (03) 9655 5555
Email: [email protected]
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