Event Management

Crowd Control

Crowd management is required for any event of 100 or more people. Even an event with a small attendance can become crowded — it depends on the capacity of the venue or area where the event is held, in relation to the number of people expected.

An event may only become crowded in particular areas, or at certain times. For example, crowds can gather in front of a stage, or if a VIP arrives in an area that can only hold a small number of people.

If you are closing public roads for your event, you will be required to employ a professional consultant to manage crowd security and traffic control issues and to develop a crowd management plan.

You should consider developing a crowd management plan to cover: 

• Entrances and exits at venues — clearly marked, adequately lit, and large enough to allow an evacuation if required or a mass exit at the end of your event; 
• Stage and barricade design — consider whether you need to engage professionals/experts with a proven track record of safety at your type of event;
• Management of crowds around focal points such as stage or performance areas;
• Provision of sufficient facilities to ensure the health and safety of a crowd, including accessible facilities and water provision;
• Sale of alcohol and BYO alcohol;
• Use of security guards who are licensed for crowd control;
• Communication with event participants;
• Potential risks such as overheating, crush, fire, and how these will be minimised and managed;
• Whether you should ticket your event to control crowd numbers, especially if attendance is free;
• There are numerous strategies that can help manage the flow of crowds, especially during event entry and egress when noise and behavioural disturbances are likely to impact on neighbours. For example:
  o Staggering the finishing times of acts/performances, and the closing times of bars and other facilities
  o Programming entertainment in a way that minimises intersection of crowds flowing around the event site
  o Locating exit points with sufficient space between them to avoid crowd crush when patrons are leaving
  o Ensuring that public transport and taxi services are available at the time of event closure.
• Remember the “straight line rule” — people will always walk the quickest route to get where they want, and they are likely to resist measures (such as barriers and signage) that attempt to direct them elsewhere

As a general guide, crowd capacity may be estimated using per-person space allowances; however, Council does not set pedestrian capacity limits. Event organisers should engage a qualified Traffic Management provider, with all measures subject to planning approvals and relevant Australian Standards and the National Construction Code.

Traffic Management

Traffic Management Plan

A document outlining the event, its impacts on traffic and parking, and how these will be managed to minimise disruption and ensure safety.

A TMP must include:
• Locations of closures, diversions, signage, barricades, controllers and police
• Position of variable message signs (VMS)
• Timing for installation, road closures/re-openings and dismantling
• Management of closures and traffic flow
• Impacts to public transport (e.g. Berrima Buses, school buses), routes, diversions and passenger notifications

It is the responsibility of the event organiser to make sure relevant public authorities are notified of the event. Key stakeholders with regards to traffic and public transport management can be found below.

Traffic & Public Transport Management

Planning ensures all traffic, including public transport, is managed appropriately.

Key stakeholders include Transport for NSW, Sydney Trains, Berrima Buses, Police, Council, the Local Traffic Committee, and affected businesses and the community.

Key Points:
• Road impacts require a qualified traffic management company to prepare a TMP in line with AS 1742.3 (2009)
• State roads require Transport for NSW approval
• Council will advise if other authorities need notification for local roads
• Races require Police notification and possible coordination with other councils
• Consider shuttle buses and alternative transport to reduce congestion and parking demand

As much as possible, it is advisable that you try to avoid your event impacting freeways, arterial roads or public transport to reduce the impact on the transportation network. 

Parking

As part of your Event Plan, you may be required to reserve or temporarily block public parking spaces. This must be detailed in your TGS/TMP and submitted for approval through Council’s Traffic Team. Where Council is required to provide infrastructure (such as bollards, barriers, or signage) to reserve parking spaces, associated costs will be included in the event fees.

Pedestrians

When planning an event that will be held in a public space, event organisers must consider maintaining access for members of the general public. The Events team can help you determine the numbers and types of infrastructure required to manage pedestrian movement.

Vehicles

A vehicle list must be provided with your Event Plan. Only essential vehicles are permitted on site, and in some locations, vehicles may be restricted or prohibited during certain times.

Please refer to the list below for possible vehicle requirements:

• Vehicle access must be granted in writing by Council.
• Bollards or gates may need to be temporarily opened to enable site access.
• Certain sites are subject to load limits, which may restrict vehicle access.
• All vehicles on site must comply with applicable site rules and restrictions.
• Vehicles must not be parked on footpaths or State roads. Any requirement to occupy a footpath on a State road will require a letter of exemption from Transport for NSW. To obtain this exemption, you will need to contact Transport for NSW directly.

Noise

Organisers must manage noise impacts through appropriate planning, including crowd control, speaker placement and timing. Council Compliance Officers monitor events and may issue penalties for non-compliance.

Events must comply with NSW Health guidelines, limiting noise to 72 dBA at the nearest sensitive receptor unless otherwise approved. Noise is also subject to nuisance provisions under the Protection of the Environment Operations Act 1997 (POEO Act) and the Protection of the Environment Operations (Noise Control) Regulation 2017). Find out more: Noise Issues

Note: Residents may lodge complaints, which Council is required to investigate.

Fireworks

SafeWork NSW regulates the planning and authorisation of fireworks displays. You must give seven days' notice to Safework NSW prior to a firework event under the NSW Explosives Act 2003.

Event organisers are encouraged to obtain copies of current certificates of currency from subcontractors providing fireworks event services.

During a total fire ban, restrictions apply to activities such as fireworks and open fires. Check conditions via NSW Rural Fire Service: www.rfs.nsw.gov.au or 1800 679 737.

Other information relating to Fireworks and Pyrotechnics:

• www.safework.nsw.gov.au
• Bowral Fire Station: 02 4824 7234

Important: Fireworks at your event may trigger the need for a DA approval, where you'll need to provide a Fireworks / Pyrotechnics Certification (if applicable).

Environmental Impacts

Council has a responsibility to consider the environmental impacts associated with events. Event organisers are encouraged to minimise the environmental footprint of their event by reducing carbon emissions, conserving resources and minimising waste wherever possible.

The four key sustainability considerations for events are:

• use of water
• management of waste
• management of greenhouse emissions and energy use
• protection and management of venue surfaces

Promotional Giveaways & Sustainability

If you wish to distribute promotional giveaways at your event, carefully consider the environmental impacts of these items and discuss your proposal with the Events Team during the planning process. Please note that giveaways are not permitted at all events or locations, as they can contribute to litter and unnecessary waste.

Where promotional items are permitted:

• Produce samples and promotional products must not include single-use plastics.
• Items should be recycled, recyclable or reusable wherever possible.
• Event organisers are encouraged to prioritise items that provide ongoing value and minimise environmental impact.

Sustainability of Parks and Gardens

Guidelines have been developed to ensure that events held in Council parks and gardens are appropriate for those locations, and that the size and frequency of events do not exceed the carrying capacity of each site. To minimise damage to parklands, event organisers must provide adequate supervision during bump-in and bump-out and use protective surfaces where required to reduce turf compaction and damage.

The event organiser remains responsible for any damage caused by contractors; suppliers or third parties engaged for the event. Council reserves the right to reduce the number of events permitted in certain areas if those locations become damaged or overused. Event organisers will be advised if this affects their booking.

Waste Minimisation

The focus of waste minimisation is to reduce the amount of waste generated at events. This can often be achieved through simple measures such as reducing packaging, choosing reusable products and providing appropriate recycling options. Reducing waste can improve environmental outcomes, decrease landfill disposal and reduce event costs.

Where relevant, the following practices should be implemented:

• Publicity materials should be produced using recycled content where possible.
• Electronic marketing and communications should be used wherever practicable.
• Reusable, recyclable or compostable food and beverage utensils are encouraged. Single-use plastics should be minimised and polystyrene products are prohibited.
• Food and beverage vendors should use minimal or reusable packaging wherever possible.
• Recycling facilities must be available at events, unless otherwise approved by Council.
• Water refill stations should be provided to minimise the use of single-use plastic bottles.
• Balloons are not to be given away or released at events.
• Helium balloons are discouraged due to their environmental impact.
• Smoking is prohibited at all events within the Shire.

Community Notification

You must tell us how you intend to notify residents and businesses in the vicinity. A letterbox drop is the usual method, at least 1-2 weeks before your event. If local businesses will be impacted, you should contact them before lodging your application and advise them:

• type of event and planned activities
• date
• times
• location
• contact details

Waste 

It is the responsibility of the event organiser to ensure the effective management of all waste generated by the event. Managing waste effectively ensures that garbage and recycling are correctly disposed of, contamination is limited, and litter is controlled.

Many of Council's facilities have bins located within the area. However, these bins are for use by regular patrons and will not be suitable for events. An appropriate number of additional general waste and recycling bins should be provided for the amount and type of waste being produced.

Bins should be ordered as below: if no recycling bins are requested, double the general waste bins are required.

The following waste education measures are to be implemented:

• General waste and recycling bins to be placed side by side (if possible)
• Bin stations are to have educational signage
• Where possible, volunteers should be placed at bins to assist patrons with choosing the right bin
• Recycling bins to be checked for contamination; if contaminated recycling bins are to be separated and collected as general waste

At the conclusion of the event, all materials, excess waste and other equipment associated with the event are to be removed and the area left in a clean and tidy condition.

Waste Management Plan

A Waste Management Plan (WMP) is a plan that covers how waste will be managed during all stages of the event and how it will be disposed of after the event at pack down. It should be considered early in the planning stage for your event.

A WMP must be completed and submitted to Council for events with a projected attendance of over 5,000 people or events that are likely to generate substantial waste. Event organisers should also be aware of relevant State legislation, including the Protection of the Environment Legislation Amendment (FOGO Recycling) Bill 2024, which introduces requirements for the source-separated collection of food organics and garden organics (FOGO) waste.

The WMP must be submitted to Council for approval at the same time as the Event Application to determine waste management requirements and allow for amendments to the plan if required.

A WMP should include:
• Contact details
• Bin requirements
• Waste management both throughout and after the event
• Waste minimisation measures
• A site map including:
• Bin station location/s
• Bin storage area/s (if any)
• Bin transfer route (bin station to collection point)
• Bin delivery and collection point

IMPORTANT: Events that occur more than twice a year only need to submit one WMP per year

For events that do not require an event application, bins must still be provided.