Managing all events, particularly those where large numbers of people are expected, or international delegations are to be hosted, requires planning. Interagency cooperation and liaison is essential to ensure the success of any plans in place at an event. Planning must take place well prior to the event and should include all agencies that are involved in, or may be called on to respond in, the case of an emergency.

This document provides a guideline to meeting the requirements and expectations of the various agencies that are involved in event organisation at local, regional and national level. A set of forms that support the guidelines are also available as a pdf file or as a word document.

This document has been developed by the Ministry of Civil Defence & Emergency Management, in conjunction with NZ Police, NZ Fire Service, St John Ambulance and Local Government representatives' input.

Table of Contents

1. Introduction
1.1. Purpose of These Guidelines
1.2. How to Use These Guidelines
2. The Event Stages
2.1. What is an Event?
2.2. Event Timeline.
2.3. Liaison with all involved parties
3. Event Planning Stage
3.1. Council Approval
3.2. Venue Selection
3.3. Establishing an Event Organising Working Party
3.4. Consultation With Stakeholders and Agencies
3.5. Laws and Regulations - Permits and Resource Consents
4. Event Development Stage
4.1. Internal and External Communications
4.2. Site Map
4.3. Criminal Activities
4.4. Briefings
4.5. Emergency Plans
5. Managing Your Event
5.1. Health and Safety
5.2. Gate and Door Control
5.3. Crowd Control
5.4. Parking
5.5. Alcohol
5.6. Street Events and Traffic.
5.7. Hazardous Materials (Hazmat)
5.8. Food and Water
5.9. Toilets and Hygiene
5.10. Refuse and Waste.
5.11. Signage
5.12. Information Centre/Lost Children
5.13. On the Day
6. Post-Event Stage
6.1. Debriefing
6.2. Surveys
6.3. Safety Recommendations
7. Appendix 1 Special Planning for High Risk Events
7.1. Pyrotechnics (Fireworks)
7.2. Powerboat Racing
7.3. Long Distance Road Events
8. Appendix 2 Assessing Risks and Hazards
9. Risk Assessment Forms for Appendix 2
10. References and Sources