Major Events Advisory Committee
Monday, 13 November 2017
A Meeting of the Major Events Advisory Committee will be held at 5.00pm on Monday, 13 November 2017 in the Powerful Owl Room, Georges River Civic Centre, corner Dora and MacMahon Streets, Hurstville for the consideration of the business available on Council's website at http://www.georgesriver.nsw.gov.au/Council/Council-Meetings
Director Community and Culture
· Disclosures of Interest
· Minutes of Previous Meetings
· Committee Reports
Monday, 13 November 2017
Confirmation of Previous Minutes
MAJ001-17 Lunar New Year Festival 2018 event update
(Report by Manager Communications, Customer Service and Events)................... 2
Author: Manager Communications, Customer Service and Events
Directorate: Community and Culture
Matter Type: Committee Reports
That the Major Events Advisory Committee (MEAC) receives and notes this report.
1. At the MEAC meeting on Monday 1 November 2017, the Committee made the recommendations in relation to two reports; MAJ002-17 Lunar New Year Festival 2018 and MAJ003-17 Australia Day Festival 2018.
2. Preliminary investigations by Council officers have occurred and updates are provided within this report.
3. It is anticipated that the recommendations by the MEAC to enhance the LNY Festival 2018 and Australia Day Festival 2018 will result in additional costs to Council and these costings will be clarified once the investigations for the event proposal is completed by Council officers. A progress report will be provided to the MEAC in regards to both festivals.
4. At the MEAC meeting on Monday 1 November 2017, the Committee made the recommendations in relation to two reports; MAJ002-17 Lunar New Year Festival 2018 and MAJ003-17 Australia Day Festival 2018.
5. In relation to report MAJ002-17 Georges River Council Lunar New Year (LNY) Festival 2018, the Committee recommended:
(a) That Council adopts the recommendation from the MEAC that Council hold one Lunar New Year Festival to be held on Saturday 10 February 2018 at Hurstville.
(b) That Council investigates the feasibility of extending the festival further along Forest Road to allow more stallholders to be involved in the event.
(c) That Council investigates the feasibility of holding a street parade as part of the festival and commencing at midday with the festival commencing at 2pm and concluding at 10pm.
(d) That Council investigates a high profile entertainer for the 2018 Lunar New Year Festival entertainment program.
(e) That Council investigates the feasibility of using fireworks as a closing finale to the 2018 Lunar New Year Festival.
(f) That Council develops a method for the equitable allocation of stallholders at the 2018 Lunar New Year Festival.
(g) That Councillors are allocated seating on stage as part of the official proceedings for Council Major Events.
6. Council officers have commenced the investigations required to fulfil the above recommendations of the MEAC for one LNY Festival on Saturday 10 February 2018 at Hurstville CBD, as per recommendation (a).
7. In regards to recommendation (b), Council’s Traffic Management Section and external Traffic Management contractors have reviewed the options to extend the LNY Festival site area and support the extension of the festival site along the northern end of Forest Road. The proposed extension commences at Palm Court car park on Forest Road (as per previous years) to Queens Road intersection, which will add 250m to the length of the festival site and bring the total length of the festival site to 850m. Previously, the festival site commenced at Palm Court car park on Forest Road and ended at Woodville Road intersection (Hurstville Bus Interchange). It was advised that extensions in other directions from Forest Road will be unable to be accommodated due to the short lead time to LNY Festival 2018 however a complete review of the festival site can be re-visited for LNY Festival 2019. The SES management team support changes to the festival site to have stalls along only one side of Forest Road to improve vehicle and pedestrian safety.
8. In regards to the street parade associated with recommendation (c), Council is currently liaising with other Councils to inform the approach and planning of the LNY 2018 street parade. Staff previously involved in the City of Sydney LNY street parade have moved to other organisations due to the parade not occurring this year. Ryde City Council holds a street parade as part of its annual Granny Smith Festival in Eastwood. The street parade includes marching bands, community-created floats, dancers from the festival entertainment program and the festival mascot ‘Sweetie Pie’. Winners of the community-created floats are awarded on the day with prizes supplied by sponsors. For reference, a video of the festival and the parade can be viewed at http://www.ryde.nsw.gov.au/Events/Granny-Smith-Festival. Campbelltown City Council also has an annual street parade where community participation has been extensive. The parade includes elaborate floats, marching bands and community groups such as scouts, local police and emergency services, schools and sporting groups, community and cultural groups, council staff and local businesses. It is proposed that the Georges River Council LNY 2018 street parade incorporates a broad representation from the community within the LNY festival theme to celebrate the diversity and harmony of the Georges River community.
9. In regards to the proposed start and finish times of midday to 10pm within recommendation (c), the SES management team have advised that they do not support the proposed later finish time due to increased risk to their volunteers. Due to the festival occurring in Hurstville's CBD on a Saturday night in the vicinity of two licenced premises on Forest Road, the SES have identified a greater likelihood of having to manage intoxicated persons which would pose a great risk to their volunteers. The SES have confirmed that they can support the event until 7pm only, as per previous years. Council is awaiting advice from the Police.
10. In regards to recommendation (d), Council’s Entertainment Section is currently obtaining options for high profile entertainers for both LNY and Australia Day that are relevant to the target audiences of the respective events. Options will be provided to the MEAC in a future report.
11. In regards to recommendation (e) about fireworks, the feasibility of introducing fireworks as the finale to LNY Festival 2018 requires a pyrotechnics contractor to conduct a risk assessment and seek the relevant approvals from government agencies. The MEAC will be advised of the outcome of the risk assessment and whether approval was granted in a future report.
12. In regards to recommendation (f) for stall holders, Council’s Events Unit provides a preliminary stall holder criteria to meet the MEAC’s request for the equitable allocations of stallholders for LNY 2018. This list is informed by research in other Councils’ stallholder criteria to give priority to stallholders that:
a) are ‘first in’, i.e. those that apply first get the first stall allocations,
b) provide products or services that are sourced or based within the Local Government Area,
c) provide products or services that showcase the best of the Local Government Area,
d) provide products or services that are not duplicated by the permanent shops on the festival site,
e) have products or services with high level presentation and professionalism to enhance the visual amenity of the festival,
f) have original, creative and innovative products or services,
g) have products or services that are appropriate to the theme and intent of the festival, including accessible price points for the local community,
h) meet a set ratio of services, products and food vendors,
i) are sponsors of the festival.
13. In regards to recommendation (g), Council’s Events Unit will ensure that Councillors are seated on the stage at all Council major events, alongside other VIP guests.
14. In relation to report MAJ003-17 2018 Australia Day Festival, the Committee recommended:
(a) That Georges River Council’s Major Events Advisory Committee (MEAC) receives and notes this report on the upcoming 2018 Australia Day Festival to be held at Carss Bush Park on 26 January 2018.
(b) That Council investigates a high profile entertainer for the 2018 Australia New Year Festival entertainment program.
(c) That Councillors are allocated seating on stage as part of the official proceedings for Council Major Events.
15. In relation to the above recommendations for Australia Day Festival, these have been included within the progress updates for LNY Festival above.
16. It is anticipated that the recommendations by the MEAC to enhance the LNY Festival 2018 and Australia Day Festival 2018 will result in additional costs to Council and these costings will be clarified once the investigations for the event proposal is completed by Council officers. A progress report will be provided to the MEAC in regards to both festivals.
17. Financial implications are yet to be determined and will be provided at a future Major Events Advisory Committee meeting.