2. General considerations

Police contact

It would be preferable to encourage organisers/managers to approach the Licensing Officer at the relevant police station. Licensing Officers are specialist officers and have specialist knowledge and experience when it comes to interpretation and knowledge of the liquor laws. Many Licensing Officers also have experience and expertise with safe event planning. However, it is also recognised that some police stations do not have Licensing Officers so contact should be made with the Duty Officer.

It may also be necessary to speak with other police who will be interested in issues such as crowd and traffic control, anti-social behaviour, and supervision of the event and the surrounding neighbourhood.

NOTE:
It is important that you provide a copy of the Event Management Plan to your local Police so they are informed of all aspects of the Event and can assist you fully in the successful management of your event. They will need to know the following:

They will be interested in the:

• event venue details
• direct contact number for the Event Manager
• name and contact number of the contracted security firm
• emergency services provisions
• emergency and evacuation procedures
• details of road closures

Liquor licences

The sale and supply of alcohol is governed by the Liquor Act 1982 and the Registered Clubs Act 1976, administered by the Department of Gaming and Racing. The Licensing Court, the Liquor Administration Board, inspectors with the Department of Gaming and Racing and the NSW Police are all in various ways responsible for the day-to-day application and enforcement of the liquor laws.

A liquor license is required at any event where alcohol is to be sold. This includes events where alcohol is included in the ticket price or, for example, where a donation is required for entry to the venue or to obtain alcohol.

Non profit organisations are able to apply to the Licensing Court (www.olgr.nsw.gov.au) for one of two types of function licences - a permanent function licence or a temporary function licence. These licences allow alcohol to be sold at a function approved by the Court.

Alcohol can also be sold or supplied at functions and events through the use of an existing caterer's or hotelier's licence, or through the use of a permanent liquor licence that already exists at the venue where the event will be held (such as a public hall or university licence).

Public Liability

There is increasing government and community awareness of the legal responsibilities of event managers, specifically in relation to duty of care, negligence and workplace health and safety issues. No one wants to be personally liable for any incidents that occur at an event. It is therefore recommended that event managers obtain comprehensive insurance coverage and legal advice in relation to possible public liability, indemnity, volunteers, copyright and contractual claims.

A detailed Register of Incidents is to be used to record incidents that occur before, during and after the event. This could be invaluable if legal action is taken against the event organisers or the event manager. See Sample Form

Insurance cover should also be arranged for property and equipment. Such asset protection is essential for the event manager.

Health and safety permits

A major public event must meet a variety of safety requirements set by local councils and government departments - for example, waste disposal requirements.

Contact the council well in advance as there will be a lead time to lodge applications for licences and permits. A copy of this Event Management Plan should accompany any applications.

Consultation with stakeholders in the planning process will assist in determining the types of permits which are required for the event. Fire safety permits, food vendor permits, parade permits, fireworks permits and road closure permits must all be sought through the relevant bodies.

Download general considerations form  (pdf)

Next - 3. Consultation with key stakeholders