Event Application Terms and Conditions
GENERAL TERMS AND CONDITIONS
- This permit only provides approval for Council-related matters and does not give permission for any activities that require approval from other authorities.
- It is the responsibility of the hirer or event organiser to seek approval from other relevant authorities.
- The hirer or event organiser is responsible for ensuring that all event staff, contractors, vendors and other stakeholders comply with the below mentioned terms and conditions.
- The hirer or event organiser is responsible for notifying any relevant authorities, including but not limited to Council, police and Road and Maritime Services of any issues, incidents or activities that may impact on public safety or cause damage to public or private property.
- This permit does not confer any rights in Council property and is limited to permission to use the property.
- Event organiser understands that the event should not be promoted to the general public until all relevant approvals and event permit are received.
A. HIRE OF FACILITIES
SPORTING GROUND HIRE
Hirer’s general responsibilities and actions
- The hirer is responsible for the cost of repair of any damage or breakage to any part of the building, fittings or other property of the Council caused through the use of Council’s property by the hirer or any person on the property with the hirer’s permission.
- Fire safety equipment should be checked at the commencement of each hire period by the hirer and Council must be advised should extinguishers have been used or discharged by any person.
- The hirer indemnifies Council against any claim, except to the extent that Council causes or contributes to the injury or damage that is the subject of the claim, arising in any way from the occupation of the playing field by the hirer or by any persons with the permission of the hirer and is liable for the restoration of any damage resulting from these activities.
- The hirer is responsible for the conduct of all persons occupying or using any building or other area during the period of hire.
- The hirer must provide Council with a minimum of $20,000,000 Public Liability Insurance cover. A current certificate of currency must be forwarded with this application. Please note that activity is not permitted to commence on these grounds until a copy of the hirer’s Public Liability Insurance Policy is received.
- The hirer is responsible to ensure rubbish bins provided are accessible for collection
- Where perimeter gates are provided, hirers must ensure that gates are securely locked on departure.
- If the hirer experiences any difficulties during the period of hire, please contact Council’s after hours call centre on 4654 7777 for assistance.
- Please be aware that a call out that Council, in its discretion, considers unnecessary will incur a fee (as per Council’s fees and charges), which will be invoiced to the hirer.
- The hirer must satisfy Council that liquor licensing laws are observed and have the written consent of the Police to sell alcohol on a Public Reserve.
- The hirer must ensure that no glass bottles or cups are served.
Period of hire
- Preference for ground allocation will be given to hirers that are local sporting clubs within the Camden Local Government area.
- Summer Season: 1 September to 28 February inclusive
Council reserves the right to allocate grounds in September for Winter user needs including finals, grand finals, games and associated training as a priority. Council must be advised of finals, grand finals, games and training dates in writing two (2) weeks prior to proposed usage.
- Winter Season: 1 March to 31 August inclusive
Council reserves the right to allocate grounds in March for Summer finals and grand finals as a priority. Council must be advised of finals and grand finals dates in writing two (2) weeks prior to proposed usage.
- All deferred games, including wet weather games, must be played within the season. Rescheduled games must be played before the end of season.
- The hirer has preference over all other users, including the general public, when they are using the playing field in their allocated time slot. Other users can be asked to relocate for the duration of the hired period. If necessary, the Council Rangers can be contacted to assist.
- Council must be notified immediately of changes to the hirer’s contact names or telephone numbers. Council must be provided with an email address that is checked regularly by the hirer.
- The initial allocation of a new sporting field will be made through an expression of interest process. Any applicant who is found to be lobbying Councillors, Council staff in an inappropriate manner will have their application cancelled and not considered further.
Maintenance and construction
- The hirer must ensure that no material (including top soil) is spread over sports fields without prior written approval of Council.
- The hirer must ensure that no pesticides, including insecticides and herbicides, are sprayed or distributed on any sports field at any time. This includes adding pesticides into line marking paint.
- All capital improvements or repairs to facilities must have the prior written consent of Council and, where required, a formal Development Application (DA) must be made to Council.
- If the hirer is applying for grants for capital improvements, they must obtain written endorsement from Council’s Recreation section prior to submitting their application.
Fees and Charges
- Admission charges for enclosed areas must be approved by Council in writing before being imposed.
- The hirer is not permitted to sublet a playing field or amenities to another hirer or group without the prior written approval of Council.
- Council reserves the right to impose further charges, terms and conditions in respect of any hiring. Any additional fees and charges introduced by Council for the financial year will be payable from 1 July each year. Such further terms may be in addition to or in substitution of all or any of the charges, terms and conditions contained in this document.
- All outstanding accounts with Council must be paid prior to any new field allocation.
- The hirer must leave the areas booked, including amenities blocks, in a clean and tidy condition.
- Where the facility is not being shared by multiple users, this includes restocking of consumable products such as toilet paper. Inspection by Council officers will be made throughout the season.
- In situations where a facility is shared by multiple users, an amenities cleaning fee will be included on the hirer’s invoice and Council will be responsible for cleaning and re-stocking of consumable products.
- Public address systems are to be used for important announcements only, to minimise noise impact on adjoining properties. No offensive noise is to be created.
- Storage of equipment is only permitted during the period or season of hire and all the hirer’s equipment must be removed at the end of each such period or season, except when prior written Council approval has been given. Please note: Equipment stored in Council buildings is not covered by Council’s insurance. As such, the hirer is responsible for obtaining their own contents insurance to cover equipment.
- Council will accept no responsibility for loss or damage to any equipment or goods stored in, or otherwise situated upon, playing fields and/or adjoining facilities.
- No vehicles are permitted to enter the grounds beyond the established car parks. The hirer’s officials are responsible for ensuring that parking does not inhibit the access of neighbouring residents to their properties.
- Council has the right to carry out maintenance on playing fields and facilities as and when required provided hirers are given reasonable notice of any major work that may close the playing field for hirer use.
- The hirer will be issued with one set of keys to access amenities and, if applicable, a controller for floodlights. A key deposit and light controller deposit (as per Council’s fees and charges) is required upon collection of keys and/or controller and the deposit will be refunded once all keys and, if applicable, the controller are returned to Council.
- The hirer is responsible for the safekeeping of ALL keys issued. Under no circumstances are copies to be made of keys. Keys are to be returned to the issuer at 70 Central Avenue, Oran Park on the next working day after the completion of the hire.
- Under no circumstances are hirers permitted to remove Council padlocks on any gates, amenities, electrical boxes or storage spaces and replace them with their own locks or security devices. Where non-Council locks are fitted by the hirer, the locks will be removed and replaced by Council at the hirer’s expense.
- Decisions regarding wet weather ground closures are made by Council and communicated via email to the hirer's nominated contact. Hirers and the general public can contact Council’s wet weather hotline on 02 8250 4153 or access Council’s website www.camden.nsw.gov.au for ground status. Decisions will be made by 12pm daily.
- The hirer is not permitted to carry out any activities on a closed ground. If a hirer allows training or play on a ground that has been closed by Council, the hirer will be responsible for restoration costs if damaged and may lose their usage rights.
- If the field allocated to the hirer is rain-affected and Council has not closed it, the hirer is responsible for deciding whether to use the field or not. If a hirer allows training or play on a ground that is rain-affected, the hirer will be responsible for restoration costs if damaged and may lose their usage rights.
- no refund will be issued for Council-related fees and charges unless the venue is closed due to wet weather by Council’s Recreation team.
- The event organiser must ensure that their staff and any contractors, vendors and other stakeholders involved in the event comply with these terms and conditions as applicable.
- Jumping Castle/Inflatables must not exceed an area of 5 metres x 5 metres.
- Power will not be made available for jumping castles. It is the amusement provider’s responsibility to supply power to the amusement.
- Wet inflatables and activities are allowed but require prior written approval by Council. Disposal of water from inflatables must be connected to sewer, not to stormwater and are not allowed to be drained onto facility surfaces.
- Event organiser and amusement operator must ensure that has all necessary licenses and approvals are current and that all inflatables and jumping castles are weighted and secured in accordance to manufactures requirements prior to the commencement of the event.
- Event organiser and amusement operator must monitor the weather throughout the event and close jumping castles if conditions may impact on the safety of operation.
STALLHOLDERS AND VENDORS
- The event organiser is liable for any damage to the site caused by stallholders, vendors or sub-contractors and vehicles.
- Stallholders must ensure that their stalls are constructed and decorated to a high standard.
- All stallholders must hold current Public and Products Liability Insurance cover to the amount of $20 million.
- If stallholders use a nearby power source, all electrical cords must not run along the ground unless covered by appropriate safety matting and all trip hazards have been addressed.
- If stallholders are using a generator, all electrical cords must not run along the ground unless covered by appropriate safety matting and all trip hazards have been addressed. Event organisers will need to ensure that all generators are silenced in accordance with noise regulations.
- Stallholders must arrive and set up within the designated time.
- Use of LP Gas
i. Cylinders must not be damaged, rusty or more than 10 years old
ii. Gas cylinders must be kept outside the stall
iii. Spare cylinders, full and empty, must also be stored externally
iv. Cylinder must not block exit ways
v. Cylinders must be on a level, non-combustible surface
vi. Cylinders must be upright & secure (with chain or similar)
vii. Cylinder safety outlet must face away from the stall structure
viii. Cylinders must be stored away from public access
ix. The checklist below must be satisfied with ‘yes’ answers to all questions before gas can be used:
Gas cylinder safety checklist
Has a competent person checked all cylinders?
Are supply hoses in good condition?
Have all joints and connections been checked for leaks with soapy water?
Are all combustible materials clear of cylinders?
Have suitable, serviced fire extinguisher and fire blanket been made available (must have one fire blanket for each deep fryer unit)?
Has an appropriate first aid kit been made available and is it in date?
FOOD VENDORS AND FOOD SAFETY
- Any vendors selling food or beverages may be subject to a Council Environmental Health Inspection and the Section 68 Temporary Food Stall in a Public Place fee. If you have any questions regarding Council food inspections, please call (02) 4654 7777. Environmental Health Officers are authorised to close any stallholder who does not comply with the NSW Food Act. No refunds will be given.
- All food stalls are required to complete the Temporary Food Application and obtain approval from Council’s Waste and Compliance team before operating.
- All stallholders providing food are subject to additional guidelines, set forth by the Food Authority, and further information can be found online as follows:
NSW Food Authority Temporary Food and Mobile Food Guidelines
“Food Safety Practices and General Requirements Standard 3.2.2”
- Council is committed to the implementation of sustainable development principles at events and festivals. To maintain a culture of sustainable practice, Council encourages the following conditions for stall holders at all events:
i. No plastic single-use service ware (plates and cutlery)
ii. No plastic straws
iii. No Styrofoam.
CANCELLATION OF EVENT
- If an event is cancelled, no refund will be issued for Council-related fees and charges unless the venue is closed due to wet weather by Council’s Recreation team.
- The event organiser must notify Council in writing at email@example.com at your earliest convenience.
- Council is not liable for any costs associated with the cancellation of the event.
- The event organiser must prepare and obtain Council approval of a risk management plan for the event before commencing the event. This must include provision for first aid or medical assistance.
- The event organiser is liable for any incident or injury that takes place at the event and indemnifies Council against any claim and is liable for the restoration of any damage resulting from the event, except to the extent that Council causes or contributes to the injury or damage that is the subject of the claim.
- The event organiser must provide Council with a minimum of $20,000,000 Public Liability Insurance cover and ensure that any other insurance required to be held under these terms and conditions is held. A current certificate of currency must be forwarded with this application. Please note that activity is not permitted until a copy of the event organiser’s Certificate of Currency is received.
- Vehicles must not access the event site outside of scheduled bump-in and bump-out times as specified in the event running order.
- Hazard lights must be turned on at all times when inside the event site
- All Vehicles must be off site no later than 30 minutes prior to the event commencing and may not access the site again until 15 minutes following the end of the event, or when deemed safe to do so by event organisers/traffic controllers (once all pedestrian traffic is cleared).
- The event organiser must not allow any vehicles on-site between the event start and finish times.
- The event organiser must develop an emergency plan and provide a copy to all staff, contractors, vendors and stakeholders.
- In the event of an emergency, the event organiser is responsible for
- Ensuring the safe and effective evacuation of the site.
- Notifying the relevant authorities
- Ensuring no-one (except medical or emergency services personnel or Council officers) re-enters the site
- Ensuring that first aid is available and easy to find.
- Event organisers, contractors, vendors and other stakeholders must comply with industry standards relating to the activities being conducted at the event at all times as well as any certification, licenses and registration conditions that they have submitted.
- Event organisers must take reasonable care for their own health and safety, and that of their employees, and take reasonable care that their acts or omissions, and that of their employees, does not adversely affect the health and safety of other persons. Information on relevant legal obligations can be found at https://www.safework.nsw.gov.au/legal-obligations/employer-business-obligations.
- The event organiser must have systems in place that manage hazards and control their subsequent risk.
- The event organiser, their staff, any contractors, vendors and other stakeholders must wear enclosed shoes at all times while at the event.
- The event organiser, their staff, any contractors, vendors and other stakeholders must wear high-vis vests during bump-in and bump-out times as specified by in the event running order.
- Taking or being under the influence of alcohol or drugs is not permitted.
- Smoking is prohibited within the event site in accordance with the NSW Public Health (Tobacco) Act 2008.
- The event organiser must be contactable on the day of the event to discuss and resolve any safety concerns, incidents or injury.
- First aid or medical assistance must be available during the event in accordance with the approved risk management plan.
FIREWORKS AND TOTAL FIRE BANS
- Fireworks must be approved by SafeWork and are subject to Total Fire Ban restrictions set by NSW Rural Fire Service. Information can be found at the following link: https://www.rfs.nsw.gov.au/fire-information/fdr-and-tobans
WASTE AND RECYCLING
- The event organiser must ensure that the event site is left in a clean and tidy condition at the conclusion of the event bump-out. Should any waste or materials be left onsite after departure, a cleaning fee will be invoiced to the event organiser.
- The event organiser will aim to provide and products in 100% biodegradable materials and to serve condiments from large containers instead of single use where possible.
- Event organisers and vendors must ensure removal of oil and waste from the site at the end of the event.
- Council will at times work with OzHarvest for the collection of food waste for re-distribution from interested traders. If the event organiser wishes to request a food waste bin for the event, they should contact Council’s Waste Management team.
- The following items are not to be sold or distributed from at the event (including free giveaways):
i. Plastic bags
ii. Helium Balloons
iii. Balloons of any kind
iv. Toy guns (bubble guns are ok)
v. Counterfeit goods including toys.
- The above list does NOT supersede all other responsibilities, obligations, requirements and conditions that may lawfully be required in relation to the event.
- For more information on product safety, the national Product Safety Rules and Standards can be viewed at the following link:
- Signs must:
i. Be non-moving.
ii. Not be detrimental to the character and functioning of the facility.
iii. Not be on walls facing or adjoining residential premises.
iv. Not be placed on an item of environmental heritage, unless replacing an existing sign that has lawful approval, with a sign of the same or lesser size in the same location.
v. Only be for the purpose of providing information relating to the event.
Advertising signs on bus shelters and taxi rank shelters
- Signs must:
i. Be in accordance with activities approved in your traffic management plan.
ii. Only be in relation to changes in bus route or timetable during the event period.
iii. Be approved by Council’s Traffic Team.
- Sponsor branding may be placed within the event space as long as it does not promote any activities not supported by Council (refer to Event Planning Guide).