Major Events Advisory Committee

Notice of Meeting

Monday, 16 April 2018

 

 

Wednesday, 11 April 2018

 

 

A meeting of the Major Events Advisory Committee will be held at 4.30pm on Monday, 16 April 2018 in the River Room, Georges River Civic Centre, corner Dora and MacMahon Streets for the consideration of the business available on Council’s website at http://www.georgesriver.nsw.gov.au/Council/Council-Meetings.

 

 

Rebekah Schulz

Acting Director Community and Culture

 

 

BUSINESS

·      Acknowledgement of Country

·      Apologies

·      Disclosures of Interest

·      Public Addresses to the Meeting

·      Minutes of Previous Meetings

·      Reports to the Committee

 

 

 

 

 

 


Ordinary Meeting

Summary of Items

Monday, 16 April 2018

 

Previous Minutes

MINUTES: Major Events Advisory Committee - 5 February 2018

Council Reports

MAJ004-18        Major Events Debrief - Magic of Christmas 2017, Australia Day Festival 2018 and Lunar New Year Festival 2018

(Report by Manager Communications, Customer Service and Events)............... 2

MAJ005-18        Major Events Advisory Committee Terms of Reference and Expression of Interest for Community Representatives

(Report by Manager Communications, Customer Service and Events)............ 36   

 


Georges River Council – Ordinary Meeting -  Monday, 16 April 2018                                                                                 Page 2

Council Reports

Item:                   MAJ004-18        Major Events Debrief - Magic of Christmas 2017, Australia Day Festival 2018 and Lunar New Year Festival 2018 

Author:              Manager Communications, Customer Service and Events

Directorate:      Community and Culture

Matter Type:     Council Reports

 

 

 

Recommendation

(a)     That Council receives and notes this report which provides event debriefs for the follow Major Council Events over the 2017/18 Summer Events program:

·      Magic of Christmas at Carss Bush Park - Saturday 9 December 2017,

·      Australia Day Festival at Carss Bush Park – Friday 26 January 2018,

·      Lunar New Year Festival on Forest Rd Hurstville – Saturday 10 February 2018.

(b)     That the Major Events Advisory Committee (MEAC) provides further input into the event debriefs and gives strategic direction for staff to commence planning for:

·      2018 Magic of Christmas event,

·      2019 Australia Day Festival,

·      2019 Lunar New Year Festival.

(c)     That the General Manager investigates a potential change of venue for 2019 Lunar New Year Festival to accommodate the growth in popularity of the festival.

 

Executive Summary

 

1.      The Magic of Christmas at Carss Bush Park has been a much loved early evening event for local families with young and school aged children.

Event Details:

          Carss Bush Park, Carss Park

          Saturday, 9 December 2017 – 5:00pm till 9:00pm

Cost of event – FREE

 

2.      This Australia Day Festival at Carss Bush Park has been a much loved all day event for families and local residents.

Event Details:

Carss Bush Park, Carss Park

Friday, 26 January 2018 – 10:00am till 9:00pm

Cost of event – FREE

3.      This Lunar New Year Festival is a popular event for families and local residents across the Georges River area.

          Event Details:

          Forest Road, Hurstville

Saturday, 10 February 2018 – 10:00am till 5:00pm

Cost of Event – FREE, Unlimited rides $5

 

4.      Results of the event satisfaction survey for all three major events are provided within this report.

5.      A summary events debrief for each major event is provided within this report.

6.      Based on the MEAC’s further input into this event debrief and the suggestions for improvements, direction is sought from the Committee to commence planning this year’s Magic of Christmas and next year’s Australia Day and Lunar New Year Festivals.

 

Background

Magic of Christmas

 

4.      The 2017 Magic of Christmas event featured popular singer and actor Jay Laga’aia as the headline act as part of the entertainment program, a Christmas songbook, food stalls as well as a fireworks finale for the first time over Kogarah Bay.

5.      The Magic of Christmas event attracted an estimated crowd of 3,000 people.

6.      Formal feedback from event attendees regarding their overall satisfaction with the event comprised:

Total of 10 Responses

·    30% of attendees were very satisfied.

·    40% of the attendees felt that the event was extremely well organised

·    Council Staff on the day were rated as very friendly, very helpful

·    40% of attendees felt that they were given most of the information prior to the event

·    80% thought the duration of the event was right

 

7.      Positive feedback included:

·    Fireworks

·    Performances

·    Atmosphere and location

·    Family-friendly/kid-friendly

·    Request for this event to occur every year

·    Council staff were friendly and helpful

 

8.      Constructive feedback included:

·    More Christmas content in the performances including more traditional Christmas carols

·    More food choices

·    A better Santa

·    Timing of fireworks to be later in the evening

·    More Christmas theming

·    Event to be more organised

 

9.      A summary of the event debrief is summarised below:

What worked well

What to improve

·    Event equipment supplier

·    Mobile ATM

·    Face-painting

·    Festive decorations

·    Good communication with emergency services

·    AV supplier

·    Event and Depot staffing levels

·    Set up of food stall area

·    Entertainment content to have more Christmas content

·    More children-focussed acts

·    Review Santa supplier

·    Review gold coin donation for Christmas Songbook

·    Food stallholders compliance

·    Bigger Christmas tree

·    Consider selling glow sticks or glow candles for audience participation

 

10.    Proposed Event Details:

2018 Magic of Christmas at Carss Bush Park

Carss Park

Saturday, 1 December 2018

5.00pm-9.00pm

Cost of event – FREE

 

Australia Day Festival

 

11.    The Australia Day Festival featured award-winning country music trio The McClymonts as      the headline act in the entertainment program, a Citizenship Ceremony, an address by the                      Australia Day Ambassador Susie Maroney, food and market stalls as well as a fireworks finale over Kogarah Bay as per previous years.

12.    The Australia Day Festival attracted an estimated crowd of 15,000 people.

13.    Formal feedback from event attendees regarding their overall satisfaction with the event comprised:

Total of 5 Responses

·    60% were Very Satisfied with the event

·    60% said it was Very Organised with the event

·    60% felt that the council achieved the goal of fostering a sense of belonging and community for its residents

·    60% have attended more than one of council events.

·    Majority of those who attended the event heard about via Council Website and the Newspaper

 

14.    Positive feedback included:

·    Event organisation

·    Balloon artist

·    Parking

·    SES volunteers

·    Amount information available prior to the event

·    Fireworks

·    Would return next year

·    Would recommend this event to others

 

15.    Constructive feedback included:

·    More Australia Day content in the performances and activities

·    More free activities like those that used to be provided at Australia Day Festival at Oatley Park such as the free petting zoo, the sheep-shearing, cow-milking exhibits and free train ride

·    Promotion of local history

·    Sheltered viewing area for the main stage performances

·    Food vendors were considered expensive, feels like an opportunity for vendors more than a day of celebration

 

16.    A summary of the event debrief is summarised below:

What worked well

What to improve

·    Headline act

·    Fireworks and music playlist

·    Event equipment supplier

·    Stall holder management and communication

·    Police and SES presence

·    Event, Depot and Ranger staffing levels

·    Communications between stakeholders

·    Communication with performers regarding equipment requirements

·    Consider Australia Day themed merchandise suitable for day time and night time

·    Improved privacy for first aid treatment area

·    Review Events Operation Hub

·    Review security company

·    Review dance floor

·    Review barricades and Variable Messaging Sign (VMS) boards locations

·    Review number of people on main stage during official proceedings (over 60 people)

·    Consider microphones for Citizenship Tent so that pledges can be heard

·    Include the Citizen of the Year Award to be on the same day as Australia Day instead of having separate events.

 

17.    Proposed Event Details:

2019 Australia Day Festival

Carss Bush Park, Carss Park

Saturday, 26 January 2019

10.00am – 9.00pm

Cost of event – FREE

 

Lunar New Year Festival

 

18.    The 2018 Lunar New Year Festival program and location were enhanced to attract more attendees including:

·    the extension of the festival site area by 250m resulting in an increase from 56 market stalls in 2017 to 90 market stalls in 2018,

·    increased quality of entertainment including headline acts Australian-Chinese singers Leslie Lee and Jacquely Wang,

·    the addition of a second kids amusement rides area and

·    the introduction of custom-made, vibrant Lunar New Year festival floats for the street parade.

19.    The event attracted an estimated crowd of 50,000 people.

20.    Formal feedback from event attendees regarding their overall satisfaction with the event:

Total of 13 Responses

·    54% were satisfied with the overall event

·    Majority of people heard about the event through Council website and Word of Mouth

·    47% felt that it was somewhat organised

·    Majority of results indicated that Council achieved the foster a sense of belonging and community for its residents

 

21.    The Platinum Sponsor, Westpac, offered to sponsor the cost of hand held fans due to the hot weather on the day. This presents a merchandising and sponsorship opportunity for future events.

22.    A summary of the event debrief incorporating feedback from Council staff, the Police and Hurstville SES is summarised below:

What worked well

What to improve

·    Stall set up on one side of the road was safer and more comfortable for attendees and stakeholders

·    Free sunscreen at the Council Stall

·    Sufficient Events and Depot staff levels

·    Sufficient waste management arrangements and lesser rubbish that previous years

·    Volunteers

·    Emergency services and security ensured stall holder compliance, smooth event management processes

·    Sponsors receiving a second stall provided free and engaging activities for attendees

·    Stallholder management and information prior to the event

·    Location of First Aid treatment area and temperature control

·    Zero medical referrals from First Aid

·    Traffic management including vehicle mitigation measures

·    Event sponsorship

·    Promotions of the event

·    Suitable Main Stage viewing area for audience

·    Consider shaded areas for eating and resting for patrons

·    Stall holders advised of parade timing to ensure effective crowd management

·    Expand coverage for the letterbox drop for resident notification of the event

·    Banners provided by stalls or sponsors need to be suitable for outdoor usage

·    Review sound system for festival floats

·    Consider more rides

·    Increase lead time for sponsorship expressions of interest

·    Sponsors to be engaged in festival floats

·    Consider how local businesses can be engaged for future events

·    Review Events Operations Hub

·    Extended hours for Council Ranger and Environmental Health Officer (EHO) and pair a Ranger with EHO for better enforcement

·    Additional detailed cleanse of the performers’ area

·    Mandatory for all stall holders to attend a briefing/induction session to ensure compliance with Council regulations

·    Review location and number of signs for changes to bus stops

·    21 illegal vendors and six unregistered food vendors identified on the day by Council Officers

·    Review set up of Main Stage in relation to the Dragon dancing

·    Consider multi-lingual signage

23.    Proposed Event Details:

2019 Lunar New Year Festival – Year of the Pig

Location to be confirmed

Saturday 2 February 2019

2.00pm - 9.00pm

Cost of event – FREE, Unlimited rides $5 per person

 

24.    To commence planning for 2019 for Lunar New Year:

·    Council officers will investigate a potential change of venue to assist in decreasing operational costs, reduce disruption to local businesses, and allow for the street parade and floats as well as fireworks.

·    Council officers along with Emergency Services (Police, SES), St John and security recommend that the event starts later if evening entertainment is planned.

·    A new site should allow for the increase of market stall space.

 

Financial Implications

 

25.    Event budget allocations versus actual income and expenditure

 

Major Event

Budgeted income

Budgeted Expenditure

Budgeted Net Cost

Actual Income

Actual Expenditure

Actual Net cost

Magic of Christmas

$5,200

$50,000

$44,800

$14,050

$49,743

$35,693

Australia Day

$11,000

$130,000

$119,000

$20,900

$142,658

$121,758

Lunar New Year

$66,000

$120,000

$54,000

$94,909

$198,894

$103,985

 

26.    Detailed Budget Breakdown per major event

Magic of Christmas 2017

Item

Actual

Stalls

$1,400

Sponsors

$12,650

Total Income

$14,050

Staff and administration

$6,000

Production and operations

$21,551

Performers

$21,202

Marketing

$990

Total expenditure

$49,743

 

 

Australia Day 2018

Item

 Actual

Stalls

$8,400

Sponsors

$12,500

Rides (FREE)

$0

Total Income

$20,900

Staff and administration

$17,209

Production and operations

$58,315

Performers

$35,241

Entertainment

$16,500

Rides and activities

$10,900

Traffic management

$3,293

Marketing

$1,200

Contingency

$0

Total expenditure

$142,658

 

Lunar New Year Festival 2018

Item

 Actual

Income

Stalls

$16,209

Sponsors (Financial 75000 & in Kind 18500)

$75,000

Rides

$3,700

Total Income

$94,909

Expenses 

Staff and administration

$16,710

Production and operations

$61,114

Performers

$21,215

Festival Floats

$49,930

Rides and activities

$18,884

Traffic management

$16,901

Marketing

$14,140

Contingency

$0

Total expenditure

$198,894

 

27.    Additional non-budgeted funds of $2,758 for Australia Day and $49,985 for Lunar New Year Festival will be from savings within the Events 4020 Operating Budget 2017/18.

 

Community Engagement

28.    Community engagement was conducted including Council’s usual communications channels to promote the event and social media and Council’s website to promote the post-event survey to attendees. The Lunar New Year survey was also made available in simplified Chinese.  The surveys are currently still open.

 

File Reference

D18/36507

 

 

 

ATTACHMENTS

Attachment 1

MEAC Debrief Summer Events - 27-03-2018

 


Georges River Council - Ordinary Meeting - Monday, 16 April 2018

MAJ004-18             Major Events Debrief - Magic of Christmas 2017, Australia Day Festival 2018 and Lunar New Year Festival 2018

[Appendix 1]          MEAC Debrief Summer Events - 27-03-2018

 

 

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Georges River Council – Ordinary Meeting -  Monday, 16 April 2018                                                                                 Page 36

Item:                   MAJ005-18        Major Events Advisory Committee Terms of Reference and Expression of Interest for Community Representatives 

Author:              Manager Communications, Customer Service and Events

Directorate:      Community and Culture

Matter Type:     Council Reports

 

 

 

Recommendation

(a)     That Council approves the revised Major Events Advisory Committee (MEAC) Terms of Reference.

(b)     That Council notes that Expressions of Interest process will take place from 28 March until 2pm 18 April 2018 for three Community Representatives to join the Major Events Advisory Committee.

 

 

Executive Summary

1.      This report advises the MEAC that the Expression of Interest process will commence for three Community Representatives, as per the Council resolution on 23 October 2017.

2.      This report seeks the MEAC’s input into the revised Terms of Reference which will be tabled at the April 2018 Council meeting.

Background

3.      At the Council meeting on 23 October 2017, it was resolved that Mr Dominic Sin, Ms Annie Tang and Mr David Dawson were to be urgently appointed as Community Representatives on the MEAC in order to immediately advise on the planning and delivery of Council’s major events:

NM003-17          Notice of Motion 3: Membership of Major Events Advisory Committee

(Councillor Wu)

Resolved:         Councillor Wu and Councillor Hindi

a)   That Council increase the Councillor membership of the Major Events Advisory Committee from four Councillors to five and include Councillor Vince Badalati as the fifth Councillor, and the Terms of Reference for the Major Events Advisory Committee be updated to reflect this change;

b)   That Council endorse the urgent and direct appointment of three experienced community members in order to obtain immediate community input and feedback on the planning and delivery of Council’s major community events (Magic of Christmas in Carss Bush Park, Australia Day Festival and Lunar New Year Festival) for the upcoming peak events period of November 2017 – March 2018 and that those community members be Mr Dominic Sin, Ms Annie Tang and Mr David Dawson; and

c)   That the appointment of the three community members be a temporary appointment only until 31 March 2018, after which time the usual publicly advertised Expression of Interest process will occur to seek new community members for appointment to the Advisory Committee.

4.      As per resolution (c) of this Motion, the Expression of Interest process will now begin to seek three new community members for the MEAC, commencing 28 March until 2pm 18 April 2018.

5.      Consistent with the EOI process used by other Council Committees to engage with Community Representatives, the Expression of Interest process will require candidates to respond to set criteria regarding their suitability for the MEAC. Candidates will be shortlisted based on their suitability and recommendations will be made to the Community and Culture Standing Committee, prior to being presented to the April 2018 Council meeting.

6.      At the Council meeting on 4 October 2017, the MEAC Terms of Reference were adopted.

7.      As per Section 12 within the Terms of Reference, the Terms of Reference were reviewed six months after adoption by Council:

Variation of the Terms of Reference

These Terms of Reference may be added to, repealed or amended by resolution of the Council in consultation with, or upon the recommendation of the Committee. The Terms of Reference will be reviewed six months after adoption by Council.

8.      The revised Terms of Reference (Attachment 1) includes the following addition within Section 2 -  Delegations:

During the period after the last Council meeting in December and before the first Council meeting in February, the General Manager and Mayor are delegated authority to make decisions on behalf of Council should exceptional circumstances arise in relation to Council’s major events.

9.      The revised Terms of Reference (Attachment 1) also includes within Section 3 – Matters to be considered by the Committee:

The Advisory Committee will also advise on matters relating to the strategic direction of Council’s Major Events to make the Georges River area a leading, event-friendly destination.

 

Financial Implications

10.    No budget impact for this report.

 

Community Engagement

11.    Community engagement in relation to the Expression of Interest will be conducted from 28 March 2018 including:

·    Advertisement in the St George and Sutherland Shire Leader

·    Council’s website

·    Council’s social media

 

File Reference

D18/36510

 

 

 

ATTACHMENTS

Attachment 1


Terms of Reference - Major Events Advisory Committee

 


Georges River Council - Ordinary Meeting - Monday, 16 April 2018

MAJ005-18             Major Events Advisory Committee Terms of Reference and Expression of Interest for Community Representatives

[Appendix 1]          Terms of Reference - Major Events Advisory Committee

 

 

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