Agenda


Major Events Advisory Committee

 

Monday, 11 March 2019

4.30pm

 

Council Chambers, Civic Centre, Hurstville

 

 

 

 


Georges River Council – Ordinary Meeting -  Monday, 11 March 2019                                                                              Page 1

 

Ordinary Meeting

Summary of Items

Monday, 11 March 2019

 

 

Previous Minutes

MINUTES: Major Events Advisory Committee - 21 January 2019

 

1.      Committee Reports

MAJ003-19        Major Events 2018-2019 Post Program Evaluation

(Report by Coordinator, Events and Sponsorship).................................................. 2    

 

 


Georges River Council – Ordinary Meeting -  Monday, 11 March 2019                                                                              Page 2

Council Reports

Item:                   MAJ003-19        Major Events 2018-2019 Post Program Evaluation 

Author:              Coordinator, Events and Sponsorship

Directorate:      Community and Culture

Matter Type:     Council Reports

 

 

 

Recommendation

(a)     That Council receives and notes the Major Events 2018-2019 Post Program Evaluation report.

(b)     That Councillors provide feedback for the Major Events via a Major Events Advisory Committee Event Survey.

(c)     That Council confirms the proposed dates for the next year’s major events.

 

 

Executive Summary

1.      On Saturday, 1 December 2018 Council hosted Magic of Christmas at Carss Bush Park between 3:00pm and 8:30pm. The event was attended by approximately 8,000 parents, grandparents and children. Council provided a strong entertainment program focused on Christmas content and children’s enjoyment. A free Santa photo booth was set up on the foreshore of Carss Park Baths as well as a Christmas Market with food and beverage stalls. The evening ended with a fireworks display.

2.      On Saturday, 26 January 2019 Council hosted the Australia Day Festival at Carss Bush Park between 10:00am-9:00pm. The event was attended by approximately 10,000 people with a range cultures represented. Council provided both professional and community performances with highlights by Justice Crew, Farnham and Friends and Peter Rabbit for the children. The full day of entertainment concluded with a spectacular fireworks display. 

3.      On Saturday, 2 February 2019 Council hosted the Lunar New Year Festival on Forest Road, Hurstville between 10:00am and 5:00pm. The event attracted a crowd of residents and visitors of approximately 50,000 throughout the day. Highlights of the event included international performer Wah Dee, a dynamic street parade, five floats and twelve, brightly-coloured inflatable zodiac animals, numerous activations and giveaways supplied by sponsors and stallholders and a full day of entertainment on the main stage.

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

 

Background

Magic of Christmas

5.      Magic of Christmas was supported by Major Sponsor Club Central Hurstville and Event Supporter Club Rivers. Preparation and onsite support was also provided by St George Local Area Command, State Emergency Services Kogarah Branch and St John Ambulance First Aid Services.

6.      Formal feedback from the event:

Total of 51 responses

·    Satisfaction rate of the event overall 84%

·    Satisfaction rate of the customer service received from Council Staff 84%

·    94% rated the event as very or somewhat organised

 

7.      Survey participants responded positively to:

·    Entertainment

·    Santa photos

·    Fireworks

·    The venue

·    Family friendly

·    Food stalls

·    Parking options

·    Carols

·    Atmosphere

·    Children’s playground

·    Weather

·    Interesting stalls

·    Council’s information stall

·    Security

 

8.      Survey participants indicated that the following areas required improvement:

·    Parking

·    Not enough food stall options

·    More AV speakers required

·    Long lines for food

·    Sausage sandwich food stall sold out of food.

·    Shade

·    Bathroom facilities

·    Inconsiderate smokers around young families

·    Children

 

9.      On Monday, 8 October 2018 the following improvements to Magic of Christmas were reported to the Major Events Advisory Committee and were incorporated into the planning of the recent event.

What to improve from 2017 feedback

Improvements in 2019

·    Entertainment content to have more Christmas focus.

·    More children-focussed acts.

 

 

 

·    Review Santa supplier.

 

 

·    Remove gold coin donation for Christmas Songbook.

 

·    Food stallholder compliance.

 

 

·    Bigger Christmas tree.

·    Consider selling glow sticks or glow candles for increased audience participation.

·    Council booked Christmas specific character shows and other content.

·    Council booked more child-focussed activities including craft, amusements and other performances designed for children.

·    Council booked a reputable Santa character options from a trusted supplier.

·    Council removed gold coin donation previously required for songbook purchase.

·    Council provided food stallholder training with Environmental Health Officers prior to the event.

·    Council booked a larger Christmas tree.

·    Merchandise supplier provided option to purchase for glow sticks and glow candles at the event

 

Australia Day

10.    Australia Day Festival began with an Official Ceremony that included presentations to Australia Day Ambassador Alexandra Moore, Australia Day Awards recipients, Citizen of the Year Steve Drakoulis, Young Citizen of the Year Stephanie Sekulovska, Volunteer of the Year, Janice Steinfurth. This part of the day concluded with an Australian Citizenship Ceremony for seventy new citizens.

11.    Australia Day Festival was sponsored by Event Supporter Club Rivers, Supporter Club Central Hurstville and Media Partners St George and Sutherland Shire Leader and Vision Times Media. Preparation and onsite support was also provided by St George Local Area Command, State Emergency Services Kogarah Branch and St John Ambulance First Aid Services. A short film was also funded by the “Celebrating Diversity” Multicultural NSW Grant which was prepared on the day depicting the vast range of cultures who came together for Australia Day.

12.    Formal feedback from the event:

Total of 19 responses

·    Satisfaction rate of the event overall 100%

·    Satisfaction rate of the customer service received from Council Staff 100%

·    100% rated the event as very or somewhat organised

 

13.    Survey participants responded positively to:

·    Free activities

·    Family Friendly

·    Atmosphere/view

·    Parking options

·    Community coming together

·    Fireworks

·    Rides

·    Outdoor space

·    Music

·    Council information

·    Stalls

 

14.    Survey participants indicated that the following areas required improvement:

·    The heat

·    More stalls

·    Baby change facilities only in female toilets

·    Music band

·    Dancing

·    Seating for audience

·    More rubbish bins

 

15.    On Monday, 8 October 2018 the following improvements to Australia Day Festival were reported to the Major Events Advisory Committee and were incorporated into the planning of the recent event.

What to improve from 2018 feedback

Improvements in 2018

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

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

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

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

·    Communication with performers regarding equipment requirements.

·    Review events operation hub.

·    Review security company.

·    Review dance floor to comply with safety code.

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

·    Council provided a larger stage to accommodate the larger group on stage.

·    Council included presentations for Australia Day Award recipients within the official proceedings of Australia Day.

·    Council provided a marquee over the Citizenship and stage which improved acoustics.

·    Council encouraged stallholders to provide Australia Day merchandise to be available for purchase.

·    Council sent out Expressions of Interest with longer lead times.

·    Council located the events headquarters within the Lifesaving Hall within close proximity to all emergency services.

·    Council booked a security company and worked with them more to ensure their buy-in of the event.

·    Council removed the dance floor from the front of the stage.

·    Council reviewed traffic management plans and controls with NSW Police and adjusted as directed.

 

 

Lunar New Year

16.    Lunar New Year Festival was supported by Principal Sponsor Chemist Warehouse, Major Sponsors Bupa, HSBC, Oatley RSL, Yours Telecom, Event Supporters Club Rivers, Commonwealth Bank, Hainan Airlines, Lebara, Media Partners SBS Radio, Australian New Express Daily, Chinese News Express, Vision Times Media, TVB (Australia) and New Impressions Media Group and Supporter Optus. Preparation and onsite support was also provided by St George Local Area Command, State Emergency Services Kogarah Branch and St John Ambulance First Aid Services.

17.    Formal feedback from the event:

Total of 15 responses

·    Satisfaction rate of the event overall 73%

·    Satisfaction rate of the customer service received from Council Staff 90%

·    93% rated the event as very or somewhat organised

 

18.    Survey participants responded positively to:

·    Food

·    Interactive stalls

·    Entertainment stage 

·    Costumes

·    Music

·    Ambience

·    Children’s activities

·    The whole event

 

19.    Survey participants indicated that the following areas required improvement:

·    Weather

·    Shade

·    Not enough food cuisine variety

·    Not enough Chinese food

·    Overcrowding

·    More workshops and activities

·    Spread out entertainment

·    Council stall hard to find

·    Cultural sensitivity of music

 

20.    On Monday, 8 October 2018 the following improvements to Lunar New Year Festival were reported to the Major Events Advisory Committee and were incorporated into the planning of the recent event.

What to improve from 2018 feedback

Improvements in 2019

·    Suitable main stage viewing area for audience.

·    Review set up of main stage in relation to the Dragon dancing.

·    Consider shaded areas for eating and resting for patrons.

·    Stallholders advised of parade timing to ensure effective crowd management.

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

·    Review sound system for festival floats.

·    Consider more rides.

·    Sponsors to be engaged in festival floats.

·    Consider how local businesses can be engaged for future events.

·    Review events operations hub.

·    Additional detailed cleanse of the performers area.

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

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

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

 

·    Consider multi-lingual signage.

·    Council trialled a new position for the stage and a different staging company to maximise viewing potential for the audience.

·    Council reviewed the positioning of the main stage and dancing area for performers including poles.

·    Council researched the provision of shaded areas for eating and resting patrons. Council also encouraged stallholders to provide activities for the audience under their marquees.

·    Council advised all stallholders of parade timings upon acceptance of stallholder application to assist stallholders in their planning and compliance with traffic management requirements.

·    Council notified a wider circle of businesses and residents of the event and key timings.

·    Council booked sound equipment suitable for festival floats.

·    Council investigated costs and locations for amusement rides.

·    Council considered offering festival float opportunities to major sponsors.

·    Council encouraged local businesses to be engaged in Lunar New Year via the notification.

·    Council positioned a dedicated area to the operations of Lunar New Year.

·    Council arranged additional cleansing services of the event area.

·    Council arranged a food stallholder training with Environmental Health Officers prior to the event.

·    Council provided bi-lingual information that was distributed to illegal and unregistered vendors.

·    Council reviewed and repositioned location and amount of signage that indicated changes to bus operations.

·    Council investigated multi-lingual signage.

 

21.    Date recommendations for major events in 2019/2020:

 Magic of Christmas

Carss Bush Park

Sunday, 1 December 2019

 

 

Lunar New Year

Forest Road, Hurstville

Saturday, 18 January 2020

 

Australia Day Festival

Carss Bush Park

Sunday, 26 January 2020

 

Financial Implications

22.    All three major events are forecasted within budget allocation. The actuals for both Australia Day and Lunar New Year are still being finalised. The following information is currently available.

23.    Magic of Christmas

Expenditure

2018/2019 Budget

Forecast

Actuals

Performers

Production and Operations

Traffic Management

Marketing

 

$12,000

$15,000

 

$2,000

$1,000

$18,000

$20,200

 

$1,500

$1,000

 

$17,400

$22,100

 

$1,400

$1,000

Total Expenditure

$30,000

$40,700

$41,900

Income

 

 

 

Sponsorship

Stallholders

$4,000

$1,200

$12,500

$5,000

12,500

$5,200

Total income

$5,200

$17,500

$17,700

Net

$24,800

$23,200

$24,200

 

24.    Australia Day Festival

Expenditure

2018/2019 Budget

Forecast

Performers

Rides and Amusements

Production and Operations

Traffic Management

Marketing

Staffing and Administration

$30,600

$10,900

 

$73,500

 

$3,500

$1,500

$10,000

$23,000

$8,000

 

$89,000

 

$4,000

$1,000

$10,000

 

Total Expenditure

$130,000

$135,000

Income

 

 

Sponsorship

Stallholders

$5,000

$6,000

$5,000

$11,000

Total income

$11,000

$16,000

Net

$119,000

$119,000

 

25.    Lunar New Year Festival

Expenditure

2018/2019 Budget

Forecast

Performers

Rides and Amusements

Production and Operations

Traffic Management

Marketing

Staffing and Administration

Festival Floats (capital expense)

$50,000

$20,000

 

$74,000

 

$20,000

$25,000

$11,000

 

$20,000

$35,000

$15,000

 

$95,000

 

$16,000

$21,000

$11,000

 

$20,000

 

Total Expenditure

$220,000

$213,000

Income

 

 

Sponsorship

Stallholders

$60,000

$15,000

$60,000

$15,000

Total income

$75,000

$75,000

Net

$145,000

$138,000

 

Risk Implications

All three major events had event-specific risk assessments which identified operational risks and a management process was applied. Each risk assessment was published in each Event Operation Manual and was distributed to all relevant staff and emergency service personnel.

 

Community Engagement

Community engagement was conducted via the Event Survey.

 

File Reference

D19/44050