The amenities and equipment needed for your event depend on what activities you will be presenting and what sorts of people will be attending - older people may require extra chairs and perhaps disabled toilets, young children may need a play tent, and mothers may need a baby-changing area. These sorts of considerations are essential to ensure the comfort and safety of people attending the event.
Staging, Stalls and Marquees
Outdoor events may require stages, marquees, stalls and other temporary structures. You may need permits to erect these on Council land. Shelter and shaded areas should be available wherever patrons or staff and volunteers (including First Aiders) may be located for an extended period of time and where weather conditions dictate that it is required. These may include:
- Transport pick up and set down areas
- Spectator and official viewing areas
- Seated eating areas
- Pedestrian thoroughfares
- First aid posts and medical centres
- Disability access areas
- Competitor and officials marshalling areas
- Entrances and ticketing areas
- Optional area for patrons when needed.
Tables and Chairs
Don't forget the importance of good seating and tables, particularly near food stalls and in shady spots. Some seating in front of the stage may be appropriate. Select chairs carefully. Make sure that chairs don't collapse when sat on, and tables don't tip when leaned on. You can hire trestle tables from commercial vendors or you may be able to borrow them from local churches, community centres, schools and service clubs.
A small fee can be charged to stall holders to cover the cost of providing tables and stalls on their behalf. Most commercial companies will have insurance included in their hiring fee. You may have to arrange to transport the chairs and tables yourself or they may deliver.
Toilets and Waste
It is the responsibility of the event organiser to supply, maintain and ensure adequate toilet facilities are available for event participants. This includes supplying accessible toilets for people with disabilities. If there are insufficient facilities or no facilities on site you will need to provide portable toilets.
The number of toilets required at an event depends on how many people are attending, the duration of the event and if food and/or alcohol are available etc.
- How you will manage cleaning and restocking of toilet paper and soap and emptying of bins for the duration of the event
- What kind of signage (directional) and lighting (including surrounding area) is needed
- Whether portable toilets will need access to power, running water or plumbing
- Where to place portable toilets - they need to away from food storage and food service areas
- Whether you need the toilet areas patrolled by staff or security
- Having a plumber or appropriate maintenance person available to repair or remove blockages
The Event Organiser is responsible for arranging the supply and installation of any electrical/power requirements for the event, such as the use of generators, extension cords and cables.
If existing power facilities are not adequate, you will need to provide generator units. The strategic placement of generators is an important aspect of any event. Generators should be:
- Away from areas that require silence (even silenced generators create a droning, bass-heavy noise)
- Away from patrons, in a well-lit, secure and safe location
- On flat ground in an area that is easily accessible by trucks for delivery
- Located within close proximity to required areas to avoid cable difficulties
- Generators must be roped off and placed behind barriers
- Checked approximately every hour for potential problems
All electrical equipment should have a current Safe Electrical Tag. We recommend employing an electrician to be on site on event day to check, test and tag all equipment. Note that some providers will not allow untagged equipment to be connected to the generator.
Remember, it is your responsibility to ensure that all equipment and cabling connected to power is safe. Ensure that:
- Electrical leads do not create trip hazards. If cables can’t be safely hung overhead, they should be adequately protected with cable matts and warnings
- Lead joints and connections are not accessible to the public or exposed to damp conditions
- Food vendors and all groups utilising power facilities are following safe practices.
Next: Entertainment and Activities