21 Multi-Year Event Licences in Adelaide Park Lands ITEM 6.4 11/07/2017 COUNCIL Program Contact: Vanessa Godden, AD Customer 8203 7156 2017/00573 Public Approving Officer: Clare Mockler, Director Community EXECUTIVE SUMMARY: The City of Adelaide Strategic Plan, Adelaide Park Lands Management Strategy and Adelaide Park Lands Events Management Plan (APLEMP) support events and festivals occurring in the city throughout the year. One of the ways in which Council achieves this is through a curatorial approach to the use of the Park Lands for events to ensure the best outcome is achieved for both the city and visitors. This report outlines the process adopted by Administration to implement Project 2 of the Adelaide Park Lands Events Management Plan, Create multi-year agreements for significant major events and seeks Council s endorsement of the recommendations for the awarding of the proposed multi-year event licences for the period September 2017 to December 2022. RECOMMENDATION: THAT COUNCIL: 1. Grants a five year multi-year event licence, subject to the event management approaches included as Attachment A to Item 6.4 on the Agenda for the meeting of Council held on 11 July 2017, to: 1.1 Adelaide Festival Corporation for the use of Pioneer Women s Memorial Garden and Lady Esther Lipman Garden for Adelaide Writer s Week from -2022. 1.2 Adelaide Festival Centre, OzAsia Festival for the use of Elder Park/Tarntanya Wama, Pinky Flat/Tartanya Wama and Pioneer Women s Memorial Garden for the Moon Lantern Festival from 2017-. 1.3 Australia Day Council of South Australia for the use of Elder Park/Tarntanya Wama and Pinky Flat/Tarntanya Wama for Australia Day in the City from - 2022. 1.4 Carols by Candlelight South Australia Incorporated for the use of Elder Park/Tarntanya Wama for Carols by Candlelight from 2017-. 1.5 Feast Adelaide Gay and Lesbian Cultural Festival trading as Feast Festival for the use of Pinky Flat/Tarntanya Wama for FEAST Festival Picnic in the Park from - 2022. 1.6 Adelaide Fringe for the use of Rymill Park/Murlawirrapurka for the Adelaide Fringe- Box Office from -2022. 1.7 Gluttony for the use of Rymill Park/Murlawirrapurka for Gluttony from - 2022.
1.8 The Gardeners of Unearthly Delights for the use of Rundle Park/Kadlitpina for The Garden of Unearthly Delights from -2022. 1.9 Hundt Enterprises for the use of Rundle Park/Kadlitpina for the Adelaide Zombie Walk from 2017-. 1.10 Motorcycle Rider s Association of South Australia (MRASA) Incorporated for the use of Victoria Park/Pakapakanthi for the MRASA Toy Run from 2017-. 1.11 Sporting Car Club of South Australia for the use of Victoria Park/Pakapakanthi and Park 15/Ityamaiitpina for the Adelaide Motorsport Festival from 2017-. 1.12 Polo Events Australia Pty Ltd for the use of Victoria Park/Pakapakanthi for Polo in the City from 2017-. 1.13 Volks Enthusiast Club of South Australia Incorporated for the use of Elder Park/Tarntanya Wama for Volksfest from 2017-. 1.14 Womadelaide Foundation for the use of Frome Park/Nellie Raminyemmerin for WOMADelaide from - 2022. 1.15 Adelaide Festival Corporation for the use of Elder Park/Tarntanya Wama for the Adelaide Festival Hub from -2022. 2. Grants Adelaide Festival Corporation landlord consent for a two year period ( and ) for the use of the River Torrens / Karrawirra Pari subject to the proposed management approaches included as Attachment A to Item 6.4 on the Agenda for the meeting of Council held on 11 July 2017 for the Adelaide Festival of Arts - The Floating Palais. 3. Grants a four year multi-year event licence, subject to the event management approaches included as Attachment A to Item 6.4 on the Agenda for the meeting of Council held on 11 July 2017, to: 3.1 Australian International Pedal Prix Incorporated for use of Victoria Park/Pakapakanthi for UniSA Australian HPV Super Series from 2017-. 4. Grants a three year multi-year event licence, subject to the event management approaches included as Attachment A to Item 6.4 on the Agenda for the meeting of Council held on 11 July 2017, to: 4.1. Adelaide Festival Centre s OzAsia Festival for the use of Elder Park/Tarntanya Wama for OzAsia Festival Hub from 2017-. 4.2. Adelaide Horse Trials Management Incorporated for use of Rymill Park/Murlawirrapurka, Park 15/Itaymai-itpinna and Victoria Park/Pakapakanthi for the Australian International 3 Day Event from 2017-. 4.3. Relationships Australia, South Australia for the use of Veale Gardens/Walyu Yarta for The Anniversary of the Apology to the Stolen Generations Community Event in Veale Gardens from -. 4.4. South Australian Tourism Commission for the use of Victoria Square/Tarntanyangga for the Tour Down Under Village and Bike Expo from 2017-. 4.5. The Motorsport Group- South Australian Tourism Commission for use of Victoria Park/Pakapakanthi and Victoria Square/Tarntanyangga for Bridgestone World Solar Challenge for October 2017, October and October (inclusive)- noting the biennial nature of this event. 5. Grants a three year multi-year event licence with the possibility of a 2 year extension, subject to satisfactory performance and adherence to the site criteria during the first three years of the licence and subject to the event management approaches included as Attachment A to Item 6.4 on the Agenda for the meeting of Council held on 11 July 2017, to: 22 5.1 Cirque Africa Unique Entertainment Pty Ltd for the use of Hindmarsh Square/Mukatu for Cirque Africa Theatrical Production from - 2022. 5.2 Glendi Greek Festival Incorporated for the use of Victoria Square/Tarntanyangga for Glendi Greek Festival from -2022, subject to the outcomes of public consultation.
5.3 South Australia Fun Run Committee Incorporated for the use of Elder Park/Tarntanya Wama for the City to Bay Fun Run from 2017-. 5.4 South Australia Fun Run Committee Incorporated for the use of Victoria Square/Tarntanyangga for City to Bay Expo from 2017-6. Grants a two year multi-year event licence, subject to the event management approaches included as Attachment A to Item 6.4 on the Agenda for the meeting of Council held on 11 July 2017, to: 6.1 South Australian Tourism Commission for the use of Victoria Square/Tarntanyangga for the Adelaide Fashion Festival from -. 6.2 South Australian Tourism Commission for the use of in Victoria Square/Tarntanyangga for the Credit Union Christmas Pageant from 2017-. 6.3 South Australian Tourism Commission for the use of Victoria Square/Tarntanyangga for Tasting Australia from -. 7. Authorises delegated authority to the Chief Executive Officer to negotiate and finalise the multi-year event licence agreements over the term of the multi-year event licences (refer paragraph 58 of Item 6.4 on the Agenda for the meeting of Council held on 11 July 2017). 8. Notes that the granting of multi-year event licences will be subject to the event organiser having no outstanding event-related debt owing to the City of Adelaide (CoA). 9. Notes The Royal Croquet Club Adelaide Pty Ltd and The Social Creative Pty Ltd have gone into voluntary administration. 10. Notes that the final approval and execution of any event licence to The Social Creative Pty Ltd or The Royal Croquet Club Adelaide Pty Ltd is subject to the following conditions: 10.1 The outcome of the administration process is complete or resolved in a manner satisfactory to Council; and 10.2 That the appropriate financial securities have been put in place. 11. Authorises the Chief Executive Officer (CEO) to make a determination on an annual event licence being offered to The Social Creative Pty Ltd, The Royal Croquet Club Adelaide Pty Ltd and / or any associated entity or related body corporate (companies) for the purpose of running the Royal Croquet Club in only, including without limitation, on the basis of the following criteria: 11.1 the commercial viability of the proposed event and enterprise; 11.2 that there has been no change in the shareholding of either of the companies or any of their holding companies (if any) from the shareholding as at the date of this report, or if such a change in shareholding has occurred, that such change is satisfactory to the CEO; 11.3 that neither of the companies has different directors from those appointed as at the date of this report, or if different directors have been appointed, then such persons are satisfactory to the CEO; 11.4 the CEO being satisfied that there are no shadow directors of either of the companies; or 23 11.5 the CEO being satisfied in respect of any financing, loan, credit or similar arrangements or agreements with the companies or otherwise in connection with the proposed event licence.
IMPLICATIONS AND FINANCIALS: 24 Strategic Plan Policy Consultation Creative- A multicultural city with a passion to create authentic and internationally renowned experiences. Green- One of the world s first carbon neutral Cities and an international leader in environmental change. The provision of multi-year event licencing is a new process for the CoA. As such, the provision of multi-year event licences will initiate some changes to internal event related policies As per the requirements set out in the APLEMP, some events that are being recommended for a multi-year event licence, have been required to undergo public consultation for the legislated period of 21 days. A summary of the feedback from the public consultation and Administration s response is provided in this report. Resource Resources have been allocated to facilitate these events as per the 2017-18 Integrated Business Plan. Risk / Legal / Legislative Opportunities The Expression of Interest (EOI) process has been informed at all stages by probity and legal advice. This has been formalised in an Evaluation and Probity Plan. The Social Creative Pty Ltd and The Royal Croquet Club Adelaide Pty Ltd has entered into voluntary administration and the granting of an event licence is subject to the outcome of the administration process or resolution in a manner satisfactory to Council and satisfactory financial controls being put place. Benefits of multi-year event licences for the City of Adelaide and the Adelaide Park Lands includes ensuring that programming supports the site criteria for each site, fosters a curatorial approach to programming and maximises on appropriate remediation periods to ensure that we are protecting and sustaining Park Lands into and for the future. 17/18 Budget Allocation Not as a result of this report. Proposed 18/19 Budget Allocation Life of Project, Service, Initiative or (Expectancy of) Asset 17/18 Budget Reconsideration (if applicable) Ongoing Costs (e.g. maintenance cost) Not as a result of this report. Multi-Year Event Licences will occur for the duration of September 2017- December 2022. Not as a result of this report. Not as a result of this report.
25 Other Funding Sources Not as a result of this report. DISCUSSION Opening of Expressions of Interest 1. In December 2016, Council endorsed the APLEMP Project 2, Create multi-year agreements for significant major events, the EOI approach and the multi-year event licence options to be offered as part of the EOI process. 2. In December 2016, information was sent to 71 key stakeholders to advise them of the impending opening of the EOI process for the offering of multi-year event licences for up to five years. These key stakeholders included: 2.1. All event organisers of major events who have held events in the Adelaide Park Lands for three years; 2.2. All event organisers who have held a medium and/or once-off event in the Adelaide Park Lands; and 2.3 Peak bodies across Australia, responsible for event delivery or supporting event organisers. 3. On 3 January 2017, EOIs for Round 1 were opened for a 4 week period from 6 January until 3 February 2017. 4. Those invited as part of Round 1, fulfilled the following criteria: 4.1. Event management organisations who are recipients of multi- year funding for delivery of major events (as defined in the APLEMP) and 4.2. Event management organisations who have successfully delivered major events as defined in the APLEMP in the Park Lands for three years. 5. On 3 February 2017, Round 2 was opened for a 4 week period until 3 March 2017. This Round was an open call with the following eligibility criteria: 5.1 Event management organisations who are recipients of multi-year funding from Council or 5.2 Event management organisations who have successfully delivered an event in a public Applications received realm for at least three years which can be verified by referees (this applies to those events which have not been delivered in the Adelaide Park Lands). 6. Out of the 23 Round 1 invitees, three invitees had not applied at the time of the EOI closing. 7. The three invitees with outstanding applications expressed interest in applying. Therefore, following both internal and external legal advice, a decision was made to extend the Round 1 deadline to 24 February 2017. 8. Two out of the three organisations chose to submit an application before the revised extended closing date. 9. One Round 1 invitee, Glendi Greek Festival, submitted their application after the closing time on 24 February 2017 and therefore, had their application moved for assessment into the Round 2 pool of applications. 10. A total of 34 applications were received across both Round 1 and 2.
11. Below provides a summary of the applications received across both rounds and the licence term that the applicant has requested. Round 1 Organisation Event Licence period requested (up Adelaide Festival Corporation Adelaide Festival Corporation Adelaide Festival Corporation Adelaide Festival Centre OzAsia Adelaide Festival Centre, OzAsia Adelaide Festival Hub 5 Adelaide Festival Floating Palais 2 Adelaide Writer s Week 5 Moon Lantern Festival 5 OzAsia Festival Hub 3 Adelaide Fringe Adelaide Fringe- Box Office 5 Adelaide Horse Trials Management Inc Australia Day Council of South Australia Carols by Candlelight South Australia Incorporated South Australia Fun Run Committee South Australia Fun Run Committee Australian International 3 Day Event 3 Australia Day in the City 5 Carols by Candlelight 5 City to Bay Fun Run 5 City to Bay Fun Run Expo 5 Gluttony Gluttony 5 Hundt Enterprises Adelaide Zombie Walk 5 Motorcycle Riders Association of South (MRASA) Australia Polo Events Australia Pty Ltd MRASA Toy Run 5 Polo in the City 5 The Social Creative Alpine Winter Village 5 The Social Creative Timbertown 5 The Social Creative Royal Croquet Club 5 The Social Creative Concert Series 5 The Social Creative Good Fortune 5 South Australian Tourism Commission South Australian Tourism Commission South Australian Tourism Commission 26 Adelaide Fashion Festival 2 Tour Down Under 3 Tasting Australia 2 to five years available)
27 South Australian Tourism Credit Union Christmas Pageant 2 Commission Sporting Car Club Adelaide Motorsport Festival 5 The Gardeners of The Garden of Unearthly Delights 5 Unearthly Delights The Motorsport Group Bridgestone World Solar Challenge 5 (noting that this is a biennial event) Womadelaide Foundation WoMAD 5 Round 2 Organisation Event Licence period requested (up to five years) Australian International UniSA Australian HPV Super Series 5 Pedal Prix Inc Cirque Africa Unique Cirque Africa Theatrical Production 5 Entertainment Pty Ltd Feast Adelaide Gay and FEAST Festival Picnic in the Park 5 Lesbian Cultural Festival Inc trading as Feast Festival Glendi Greek Festival Glendi Greek Festival 5 Incorporated M One Eight Events The Rose Garden-Melbourne Cup Day 2 Relationships Australia, The Anniversary of the Apology to the Stolen 3 South Australia Generations Community Event Volks Enthusiasts Club of South Australia Incorporated Volksfest 5 Assessment process 12. A Probity and Evaluation Plan was compiled to ensure consistency and transparency of the evaluation of applications. As part of this Probity and Evaluation Plan, Evaluation Criteria was developed for both Round 1 and Round 2 view here. This Evaluation Criteria was carefully developed allowing for past performance of the event organiser to be considered, as well as their ability to articulate strategic alignment with the direction of Council in their application. Evaluation Criteria was supplied to all invitees of the EOI process 13. An internal Assessment Panel was assembled to assess applications, comprising representatives from Events, Risk and Governance, City and Place Activation and Economic Development and Tourism. 14. Following the assessment of the evaluations and a proposed programming of works for five years, a number of internal staff across Public Realm and Sport and Recreation were consulted with to ensure that proposed programming would integrate appropriate remediation and rest periods and would ensure that problematic overlaps would not occur between proposed multi-year licenced events and existing sporting events. 15. Following all internal deliberations, a list of recommendations and proposed programming was developed which took into account: 15.1 Merit of application- including scoring; 15.2 Availability of event site, including considering programming appropriate rest and remediation periods;
15.3 Any perceived clashes with other applications; and 15.4 Past performance of applicant. Single year event licences and multi-year event licences 16. There were a number of applications for events that are scheduled to occur in the first quarter of 2017. Therefore, these events could not be considered for a multi-year event licence commencing in 2017. These events include: 16.1 UniSA Australian HPV Super Series. 16.2 The Rose Garden-Melbourne Cup Day. 17. As a result, Administration determined that the best approach would be to: 17.1 Issue a single year 2017 event licence to Australian International Pedal Prix Incorporated for the event UniSA Australian HPV Super Series via CoA s normal event booking process, which would not require a resolution from Council. 17.2 Recommend to Council that the Australian International Pedal Prix Incorporated be granted a four year multi-year event licence for years - for event, UniSA Australian HPV Super Series. 17.3 Issue a single year 2017 event licence only for The Rose Garden-Melbourne Cup Day via the normal event booking process of CoA. Negotiations 18. Applications received revealed problematic programming overlaps. The most significant of these overlaps were the Adelaide Motorsport Festival, Motorcycle Riders Association of SA Toy Run and Polo in the City events in Victoria Park/Pakapakanthi. Administration was unable to facilitate a solution that enabled all three events to be held in Victoria Park/Pakapakanthi on the primary preference dates of the applicants. 19. As a result of this, Administration reviewed the uniqueness and limitations of each event. Administration also reviewed the overall Panel score for each of the three applications. 20. The result of the above was the following: 20.1 Adelaide Motorsport Festival would be granted their preferred requested dates in their previous location of Victoria Park/Pakapakanthi; 20.2 MRASA Toy Run would hold their event on alternate Sundays each year (alternating between 1 st and 2 nd December each year) in their previous location of Victoria Park/Pakapakanthi; and 20.3 Polo in the City was unsuccessful in being considered for a multi-year event licence for their preferred site and Administration was to work with event organisers of Polo in the City to identify alternative sites for their event. Polo in the City 21. Administration has worked closely with organisers of Polo in the City and has identified an alternative and appropriate site within Victoria Park/Pakapakanthi which organisers of Polo in the City are agreeable to for their Polo in the City event. 22. This site is Victoria Park/Pakapakanthi South. 23. Administration is proposing that Polo in the City be granted a five year multi-year event licence utilising this site. The Social Creative Pty Ltd 24. Administration has received confirmation that The Social Creative Pty Ltd and The Royal Croquet Club Adelaide Pty Ltd have entered into voluntary administration. 28
25. Administration advises that any award of contract recommendation makes note of the voluntary administration process currently underway. It is recommended that any event licence(s) with The Social Creative Pty Ltd and / or The Royal Croquet Club Adelaide Pty Ltd in relation to the Royal Croquet Club Event is subject to the outcomes of the administration process or resolution in a manner satisfactory to Council and satisfactory financial controls being put place. Programming/Curatorial approach 26. In support of the APLEMP and Council s Strategic Plan 2016-, Administration has taken a curatorial approach when programming the suite of events over the next five years. 27. Administration has worked closely with Public Realm staff to ensure that the programming maximises on remediation and rest between events and provides a good spread of events across the Adelaide Park Lands. 28. The suite of programming of events for the period June 2017- December 2022 can be found here. The importance of providing this information, is to demonstrate that a variety of different sized events across a range of Park Lands have been/are proposed to be programmed in. It also highlights that rest and remediation periods have been scheduled in. The period of scheduled rest and remediation is appropriate to the size of the event both before and after the rest and remediation and is considered to be best practice. Please note that the programming only lists those Park Land sites which are being considered as part of the multi-year event licence process. Additionally, this programming includes proposed multi-year events and single year events (outside of the multi-year event licence process). Whilst this programming reflects events as at May 2017, it is worth noting that event bookings are accepted on a daily basis and programming is constantly updated. 29. The Adelaide Festival Co-Creative Directors presented to APLA and Council in early 2016 a high level three year concept and vision for the 2017-19 Adelaide Festival Festival Hub and Floating Palais. 30. The first of the three year vision was successfully delivered as part of the 2017 Adelaide Festival. The Adelaide Festival Corporation s intention is to utilise the River Torrens/Karrawirra Pari again in and during the Adelaide Festival for the purpose of creating The Floating Palais. 31. Council Administration s advice is to provide landlord consent to the Adelaide Festival Corporation for the use of the River Torrens/Karrawirra Pari for two years through an event licence for the purpose of conducting The Floating Palais as part of the and Adelaide Festival. 32. Council has received a request from the Adelaide Festival Corporation to retain the pontoon structure in the River Torrens/Karrawirra Pari on a semi-permanent basis until the conclusion of the Adelaide Festival. This matter is currently being considered by Council and will be dealt with as separate item to the multi-year event licence agreements. In the event that Council resolves to either retain the pontoon in the River Torrens/Karrawirra Pari until April or remove the pontoon as at 31 July 2017, the two year event licence will still be required for the purpose of delivering the Floating Palais on the River Torrens/Karrawirra Pari. Protection of the Adelaide Park Lands over the life of multi-year event licences. 33. There are several key actions that Administration has pursued and will continue to pursue to support protection of the Adelaide Park Lands as a public facility in light of the fact that the recommendations of this report will mean long term use of the Park Lands and that this does not come without some level of impact on the Park Lands and surrounding environment. 34. The key actions are summarised below: 29 34.1 Ensuring as part of the assessment criteria, that events recommended for multi-year event licences are suitable and appropriate for the particular Park Land site, as per the Site Criteria in the APLEMP. 34.2 Consultation with Public Realm staff to wherever possible, support programming that incorporates best practice approaches in allowing rest and remediation before, between and immediately after events. 34.3 Creation of a remediation fact sheet for event organisers which outlines possible impacts of events on Park Lands and importantly, best practice approaches to protecting the Park Lands during event bump in/out and delivery.
34.4 Increased requirements in relation to ensuring as much as possible, access to the Park Lands and associated parking by the general public. This will not only be revised in the APLEMP but will feature as requirements in the multi-year event licences. 34.5 Provisional clauses will be integrated into multi-year event licences which will provide Council with the right to cancel multi-year event licences. Examples of where multi-year event licence cancellations can occur include but are not limited to, defaulting in payment of event fees (including remediation payment) or misuse of the Park Lands as per site criteria in the APLEMP. 34.6 At a process level, the case management provided by Administration to recipients of multi-year event licence holders will include closer monitoring and guidance during events to reduce impact on Park Lands. It is expected that this will ensure greater accountability by event organisers with regard to their use of the Park Lands. Event fee modelling 35. Project 4 of the Adelaide Park Lands Events Management Plan is to Improve remediation processes. 36. There are current challenges with recovering remediation costs in a timely manner from event organisers. There is also an opportunity for Council to encourage event organisers to improve how public spaces may be protected during events to mitigate remediation costs. 37. To this end, the Administration have determined a model that is anticipated to gain an upfront commitment by event organisers to better protect public spaces and also enables Council to mitigate its risk of nonpayment through the provision of a monetary security for a specified value. 38. At a high level, the security types available to the Administration will enable a flexible approach when dealing with event organisers to ensure an appropriate outcome is reached, considering the risk of the event being held and entity type. 39. These models include the following types of security: 39.1 Bank guarantee 39.2 Insurance bond 39.3 Cash bond 39.4 Directors or Personal Guarantee (could be combined with other security options). 39.5 Company Cross Guarantee 40. Administration is currently determining the adequate value of security to be held, relative to the total event cost (site fee and anticipated remediation fee). Unsuccessful multi-year event licence applications 41. Below is a summary of all unsuccessful applications: 41.1 Both Social Creative s Good Fortune and Adelaide Festival Centre s OzAsia Festival Hub applications reflected intent to deliver the same event. Due to this, the assessment panel recommend awarding Adelaide Festival Centre s OzAsia Festival the licence for this event as their application scored significantly higher than Social Creative s Good Fortune application. 41.2 Social s Creative s applications for new events, Timbertown and Concert Series were unsuccessful due to the poor ranking of their applications and programming overlaps of these events with other long standing major events. Social Creative has been invited to work with CoA staff to find an alternative date and/or location for their event for a single year event licence only. Proposed Event Management Considerations and public consultation 30 42. As per the APLEMP, there are a number of events that are required to undergo a period of 21 days of public consultation, prior to an event licence being issued. These are events that: 42.1 Will occupy a significant portion of a Park for more than four weeks (including bump in and out) and/or
42.2 Are seeking road closures of more than 24 hours to utilise an entire site ie. the Squares such as Reconciliation Plaza or to add a site footprint by utilisation of an adjacent roadway 42.3 Involve a new event application that would have significant impact on the Park Lands or community 42.4 Include a major event proposed to be held in Victoria Park/Pakapakanthi or Victoria Square/Tarntanyangga (please note this is required due to the Community Land Management Plans (CLMPs) for these parks being ambiguous in their support for major events). 43. However, Council may legally grant an event licence for up to five years under the Local Government Act 1999 without undertaking public consultation, provided that such a licence is authorised by the relevant CLMP. 44. Therefore, the remaining proposed events that are being recommended for multi-year event licences are not required to undergo public consultation because they are considered to be sufficiently consistent with the general provisions for events in the CLMPs. 45. Project 7 of the APLEMP is to Review the Park Lands Community Management Plan. As part of this review (soon to commence), consideration of explicitly including provisions for multi-year event licences in the CLMPs will occur. 31 46. The table below show those events which were required to be included as part of a 21 day public consultation process and which events were not prior to an event licence/multi-year event licence being issued: Events that were included as part of the public consultation Adelaide Festival Hub/Riverbank Palais Adelaide Fringe- Box Office Adelaide Motorsport Festival Alpine Winter Village Australian International 3 Day Event Bridgestone World Solar Challenge City-Bay Fun Run Expo Credit Union Christmas Pageant Gluttony Royal Croquet Club Tasting Australia Tour Down Under Village and Bike Expo The Garden of Unearthly Delights Events that were not included as part of the public consultation Adelaide Fashion Festival Adelaide Writers Week Adelaide Zombie Walk Australia Day in the City Carols by Candlelight Cirque Africa City-Bay Fun Run FEAST Festival Picnic in the Park OzAsia Festival Hub Polo in the City Moon Lantern Festival Motorcycle Riders Association of SA Toy Run The Anniversary of the Apology to the Stolen Generations Community Event UniSA Australian HPV Super Series. Volksfest WOMADelaide 47. The public consultation occurred via CoA s YourSay website and was held for the duration of 26 April 31 May 2017. The public consultation was extended due to the requirement to include the Alpine Winter Village event as part of the public consultation, after the initial public consultation had already commenced. 48. Highlights of the public consultation were that: 48.1 There were 201 visits to the YourSay website 48.2 There were 102 Informed Participants (those who viewed a video/downloaded a document/visited a page). 48.3 Eight people completed a submission form via the YourSay website
48.4 Eight people sent in a submission form/separate letter directly to CoA 49. The APLEMP outlines a commitment that Council will be provided with the Event Management Plan and the outcomes of a 21 day public consultation prior to seeking Council approval. 50. To this end, the Event Management Plan can be viewed via Attachment A and the summary of feedback received during the public consultation period over April/May 2017 for those events requiring public consultation and Administration s response to the feedback is provided here. 51. Submissions provided to the CoA as part of the public consultation can be provided to Council upon request. 52. Public consultation for Glendi Greek Festival is anticipated to occur in late July 2017, should Council support Glendi Greek Festival moving to Victoria Square/Tarntanyangga. 53. Administration will provide an information only update to Council on the outcomes of the public consultation relating to Glendi Greek Festival, via an E-News update. 54. The es as at Attachment A provides an overview and description of each event, which has been provided by the individual applicant as part of their EOI for a multi-year event licence. Multi-year event licence template 55. To accurately reflect the APLEMP and to provide a simpler format, a new multi-year event licence template has been developed. 56. Of particular mention, the new template will assist by doing the following: 56.1 Requiring licence holders to provide information to Council in a streamlined fashion. Wherever possible, event organisers will only be required to provide information/submit applications once and apply for updates/alterations to events annually where applicable. As an example, this will include applying once for a Development Approval for the life of the multi-year event licence but providing amended information should variations occur from their original application. 56.2 Requiring licence holders to ensure compliance with the APLEMP, including ensuring public access to the Park Lands during the event wherever possible. 56.3 Include a new requirement to provide a written post-event report detailing how their event tracked against the original aims of the event and supported strategic outcomes of the CoA. 56.4 Requiring event organisers to demonstrate to CoA how they have engaged tenants of businesses within in the Park Land venue of their event, to support harmonious co-existence. Amendments to multi-year event licences 57. It is anticipated that amendments will need to occur to the multi-year event licences over the life of the agreements. These proposed amendments may deviate from the original recommendation of the assessment panel. 58. Administration recommends that any changes associated with the below, are negotiated and finalised by delegation of the Chief Executive Officer of the CoA or delegate: 58.1 Changes in event dates- including bump in/out and event dates; 58.2 Minor increases in event footprint; 58.3 Minor changes to the event concept; and 58.4 Minor changes to the trading hours of the event. 59. Administration recommends that any changes associated with the below, will trigger a requirement to seek Council s endorsement for these changes to be accepted and formalised as amendments to the multi-year event licence: 59.1 Changes in event site; 59.2 Significant changes in event concept; 32
59.3 Significant changes to the event footprint; and 59.4 Significant changes to the trading hours of the event. Future opportunities for multi-year event licences 60. Administration is seeking to re-open the invitation for EOIs for multi-year event licences in July. Future reporting to Council 61. As part of the 12 month APLEMP update to Council, Administration will include in this report a progress update on relevant recipients of the multi-year event licences. Next steps 62. Following Council endorsement, multi-year licences will be event prepared and executed. 33 ATTACHMENTS Attachment A- es for multi-year event licences - END OF REPORT -
Event Adelaide Fashion Festival Victoria Square / Tarntanyangga Licence period recommended: 2 years Bump in: 12 Oct-16 Oct Event: 17 Oct-20 Oct Bump out: 21-24 Oct Bump in: 11-15 Oct Event: 16 Oct-19 Oct Bump out: 20-23 Oct The Adelaide Fashion Festival will occupy Victoria Square for 12 days to enable safe event build and delivery. Organisers of the Adelaide Fashion Festival are also seeking to utilise Reconciliation Plaza on a date to be confirmed. 34 Attachment A es for Multi-Year Event Licences The Adelaide Fashion Festival is a celebration of innovative South Australian design and style. The Festival, held each October, showcases both established and up and coming Adelaide designers as they present modern, innovative and relevant fashion in a world-class setting. The Adelaide Fashion Festival celebrates South Australia s unique style, particularly its creativity and design. The Adelaide Fashion Festival provides free entry with ticketed elements. It is proposed to have a number of liquor licenced elements and is anticipated to attract 5,000 people over the duration of the event. More information on the event can be found via http://www.adelaidefashionfestival.com.au/ Provide a welcoming, inclusive, healthy and safe environment for event patrons and staff, adhering to national Allow access to pedestrians using Victoria Square. Minimise fencing, using attractive and semi-permeable fencing if required. Undertake practices that limit the amount of damage to the event site, and take responsibility for restoring the site to the pre-event condition through the remediation process
Event Adelaide Festival Hub and Riverbank Palais Elder Park/Tarntanya Warna (Park 26) River Torrens/ Karrawirra Pari Licence period recommended: 5 years Bump in: 29 Jan-28 Feb Event: 1-18 Mar Bump out: 19-31 Mar Bump in: 28 Jan-28 Feb Event: 1-17 Mar Bump out: 18-30 Mar Bump in: 27 Jan-27 Feb Event: 28 Feb-15 Mar Bump out: 16-28 Mar Bump in: 25 Jan- 4 Mar Event: 5-21 Mar Bump out: 22 Mar-6 Apr 2022 Bump in: 31 Jan-4 Mar Event: 5-21 Mar Bump out: 22 Mar-4 Apr The Riverbank Palais and Adelaide Festival Hub will occupy Elder Park and a portion of the River Torrens/ Karrawirra Pari, The newly designed Floating Palais on the River Torrens/ Karrawirra Pari will feature meals, forums, music and late night activity. The Riverbank Palais will also offer a range of ticketed and free events. The Riverbank Palais and Adelaide Festival Hub provide free entry to the public with ticketed elements. It is proposing a number of liquor licenced areas and is anticipated to attract 45,000 people over the duration of the Festival. More information on the event can be found on their website http://www.adelaidefestival.com.au/2017/theriverbankpalais 35 Ensure all safety and risk requirements regarding the use of the River Torrens/ Karrawirra Pari for the Floating Palais are adhered to and addressed in the risk management and safety plans. Maximise informal public access and maximise use of the Park Lands by the public during the event. Manage alcohol trading and consumption in a safe and effective manner, following all South Australian legislation and Council policy Provide on-site notice, for a minimum of 14 days, of upcoming events, particularly where path closures or fencing is required. Ensure, wherever possible, that public amenities remain unfenced and where a toilet must be inside a fence, ensure a replacement toilet is provided outside the fence. Use best practice in waste minimization and recycling including compostable materials. Adhere to the operating hours of the event site. Utilise fencing to control capacity and as part of the liquor licence but will ensure that it is presentable and tidy. Utilise track matting for large vehicle deliveries. Develop a watering plan in consultation with the City of Adelaide.
36 Event Adelaide Fringe Box Office Rymill Park / Murlawirrapurka (Park 14) Licence period recommended: 5 years Bump in: 11-15 Feb Event: 16 Feb-18 Mar Bump out: 19 Mar Bump in: 10-14 Feb Event: 15 Feb-17 Mar Bump out: 18 Mar Bump in: 9-13 Feb Event: 14 Feb-16 Mar Bump out: 17 Mar Bump in: 8-12 Feb Event: 13 Feb- 15 Mar Bump out: 16 Mar 2022 Bump in: 13-17 Feb Event: 18 Feb-19 Mar Bump out: 20 Mar Rymill Park (Park 14) will be occupied for approximately 5 weeks to enable the Fringe Box Office to be safely built. The Adelaide Fringe Box Office is a fully staffed, operational ticket selling and collection box office. Adelaide Fringe sells over 600,000 tickets across the 4 week festival. The Box Office area is also activated to promote Fringe memberships, Fringe partnerships and artists promoting their showing including review boards. More information on the event can be found via https://www.adelaidefringe.com.au/ Access to the Fringe- Box Office is free and is anticipated to attract 60,000 people over the duration of the Adelaide Fringe festival. standards and legislative requirements Incorporate raised decking to support turf health.
37 Event Adelaide Motorsport Festival Victoria Park/Pakapakanthi & Park 15/Ityamai-itpina Reason for consultation: to meet our State legislative obligations for major events in Victoria Park. Licence period recommended: 5 years 2017 Bump in: 29 Nov-7 Dec Event: 8-10 Dec Bump out: 11 Dec Bump in: 21-29 Nov Event: 30 Nov-2 Dec Bump out: 3-4 Dec Bump in: 27 Nov-5 Dec Event: 6-8 Dec Bump out: 9-10 Dec Bump in: 25 Nov-3 Dec Event: 4-6 Dec Bump out: 7-8 Dec Bump in: 1-9 Dec Event: 10-12 Dec Bump out: 13 Dec Victoria Park will be occupied for close to 2 weeks whilst the event is built and delivered safely. Organisers of the Adelaide Motorsport Festival are proposing to close a section of f Wakefield Rd for more than 24 hours A family friendly event, the Adelaide Motorsport Festival is a museum in motion that captures the magic of South Australia motorsport history. Bringing cars from manufacturers from across the world as well as the cars and stars of the Adelaide Grand Prix of the 1980s and 1990s. Vehicles run in groups of 10 to 12 in a sprint using a shortened version of the Adelaide Grand Prix track. There are also driving tours and experiences leaving from the park daily. The Adelaide Motorsport Festival is a ticketed event. It is proposing a number of liquor licenced areas and is anticipated to attract 18,000 people at any one time. More information can be found via- https://www.adelaidemotorsportfestival.com.au/ Minimise fencing, using attractive and semi-permeable fencing if required. Coordinate access to the site for cycling activities. The strategies put in place to support the road closure include: Advance notifications of road closure displayed on the approaches prior to the closure being enacted to notify motorists of the upcoming closures. Appropriate traffic management in place with clear detour signage. Efficient bump in and bump out of event infrastructure on the road to reduce the road closure as best possible. Liaise with emergency services and Department of Planning, Transport and Infrastructure regarding the change to traffic conditions in the area for emergency access and public transport. Targeted mailbox notification 14 days prior to the closure with affected residents and businesses.
38 Event Australian International 3 Day Event Rymill Park/Murlawirrapurka, Park 15/Ityamai-itpina and Victoria Park/Pakapakanthi Reason for consultation: To meet our State legislative obligations for major events in Victoria Park. Licence period recommended: 3 years 2017 Bump in: 10-15 Nov Event: 16-19 Nov Bump out: 20-21 Nov Bump in: 9-14 Nov Event: 15-18 Nov Bump out: 19-20 Nov Bump in: 8-13 Nov Event: 14-17 Nov Bump out: 18-19 Nov Victoria Park/Pakapakanthi is the Hub for the event and will remain open all four days of the competition. The Australian International 3 Day Event is the triathlon of Horse Sport comprising the 3 phases of Dressage, Cross Country and Showjumping over four days on the same horse. Held annually in November, it is Australia s premier equestrian competition. For the past twelve years, Adelaide has been the chosen host city of this Hallmark Equestrian event. The Australian International 3 Day Event is proposing a number of liquor licenced areas throughout the event period. It is an event that provides a combination of free and ticketed entry/elements. It is anticipated to attract 27,000 people over the duration of the event. More information on the event can be found via http://australian3de.com.au/ Minimise fencing, using attractive and semi-permeable fencing if required. Coordinate access to the site for cycling activities.
39 Event Adelaide Writer s Week Park 12/Karrawirra Licence period recommended: 5 years Bump in: 19 Feb- 2 March Event: 3-8 March Bump out: 9-13 March Bump in: 21 Feb-1 March Event: 2-7 March Bump out: 8-12 March Bump in: 17 Feb-28 Feb Event: 29 Feb-5 March Bump out: 6-10 March Bump in: 22 Feb-5 March Event: 6-11 March Bump out: 12-16 March 2022 Bump in: 21 Feb-4 March Event: 5-12 March Bump out: 12-19 March Adelaide Writer s Week will occupy a portion of Park 12, including Pioneer Women s Memorial Garden and Lady Esther Lipman Garden. As part of this event, consultation will occur with the Trustees of the Pioneer Women s Memorial Garden and the Torrens Parade Ground through Spotless and Department of Transport, Planning and Infrastructure. Adelaide Writer s Week is an annual literary event as part of the Adelaide Festival. The event includes daily talks by writers and a weekend children s program. Adelaide Writer s Week is a free event and is proposing a number of liquor licenced elements. It is anticipated to attract 14,000 people over the duration of the event. More information on the event can be found via http://www.adelaidefestival.com.au/ Ensure that no fencing is erected in order to promote the free nature of the event. These practices will include use of track matting and keeping permanent infrastructure clear from temporary infrastructure.
40 Event Adelaide Zombie Walk Rundle Park/Kadlitpina Licence period recommended: 5 years 2017 Bump in/out & event: 14 Oct Bump in/out & event: 13 Oct Bump in/out & event: 12 Oct Bump in/out & event: 10 Oct Bump in/out & event: 9 Oct Organisers of the Adelaide Zombie Walk will also be seeking approval for use of the State Heritage listed Rotunda as part of their event. The Adelaide Zombie Walk is an organised public gathering of like-minded people dressed up in zombie costume. Prior to the walk, participants can celebrate together with live music, food and zombie fun. The Adelaide Zombie Walk is a free event and is anticipated to attract approximately over 15,000 people over the duration of the event. More information on the event can be found via http://www.adelaidezombiewalk.com/ Continue to share the use of the Park with the public by keeping the pedestrian and cycle paths open where possible. Alternate, signed routes will be offered if necessary. Liaise with the Riverbank Authority via Renewal SA regarding the event. Communicate with the Adelaide Oval to ensure no conflict with events occurring at Adelaide Oval. Keep the Riverbank walk and toilet block open and free from infrastructure. Minimise fencing, using attractive and semi-permeable fencing if required. Keep accessible parking reserved. Promote the use of public transport.
41 Event Australia Day in the City Elder Park/Tarntanya Warna & Pinky Flat/Tartanya Warna Licence period recommended: 5 years Bump in: 25 Jan Event: 26 Jan Bump out: 27 Jan Bump in: 25 Jan Event: 26 Jan Bump out: 27 Jan Bump in: 25 Jan Event: 26 Jan Bump out: 27 Jan Bump in: 25 Jan Event: 26 Jan Bump out: 27 Jan 2022 Bump in: 25 Jan Event: 26 Jan Bump out: 27 Jan Australia Day in the City will occupy Elder Park/Tarntanya Wama for three days to enable safe event build and delivery. The celebration of Australia Day includes a multicultural street parade, 21 gun salute from the Adelaide Bridge and concert and fireworks in and around Elder Park. Australia Day in the City is a free event and is proposing a number of liquor licenced elements. It is anticipated to attract approximately over 50,000 people over the duration of the event. More information on the event can be found via https://www.australiadayinthecity.com.au/ Minimise fencing, using attractive and semi-permeable fencing if required. Work in close association with the City of Adelaide, Tour Down Under, Adelaide Oval and other potential organisations to ensure facilities and infrastructure can be shared where possible.
42 Event Bridgestone World Solar Challenge Victoria Square / Tarntanyangga Reason for consultation: To meet our State legislative obligations for major events in Victoria Square and Victoria Park. LIcence period recommended: 3 years (noting the biennial nature of the event) 2017 Bump in: 7 Oct-11 Oct Event: 11-15 Oct Bump out: 16-17 Oct Bump in: 14-15 Oct Event: 16-20 Oct Bump out: 21-23 Oct Bump in: 11-12 Oct Event: 13-17 Oct Bump out: 18-20 Oct Bridgestone World Solar Challenge Victoria Park/Pakapakanthi 2017 Bump in: 9 Oct-10 Oct Event: 11-18 Oct Bump out: 19 Oct Bump in: 14-15 Oct Event: 16-22 Oct Bump out: 23 Oct Bump in: 11-12 Oct Event: 13-19 Oct Bump out: 20 Oct The Bridgestone World Solar Challenge will use both Victoria Square for the Official Finish Line and Victoria Park/Pakapakanthi for the team pack down area. During occupation of the team pack down space, a portion of Victoria Park will not be accessible to the public. Security will be deployed with temporary fencing around the perimeter of the event site. The objective of the biennial Bridgestone World Solar Challenge is to promote research and development into solar powered electric vehicles as a form of sustainable transport. Teams from universities, schools and corporations around the world build and design bespoke solar electric vehicles that use the renewable energy of the sun as their core power source. The vehicles cross the Australian continent from Darwin to Adelaide, a route which provides the best conditions for solar car racing. The Official Finish Line Village, which has traditionally been held in Victoria Square provides an opportunity for students, families and electric vehicle enthusiasts to engage with the team, view their vehicles and gain an understanding of the engineering and scientific applications used in solar electric vehicles. Activities offered at the Official Finish Line Village will include interactive demonstrations intended to appeal to families and schools, generating an interest in science and technology. A portion of the Criterium straight and adjacent hard stand in Victoria Park, is used as the team pack down area, providing a space for team members to pack up their cars and support vehicles ready for transport back to their home countries. The Bridgestone World Solar Challenge is a free event and is anticipated to attract up to 10,000 people over the duration of the event. Manage their noise outputs in line with Council s Event Noise Mitigation Standard Operating Procedures (the SOPs ) including satisfactorily notifying and engaging within notification areas as specified in the SOPs. Minimise fencing, using attractive and semi-permeable fencing if required. Use best practice in waste minimization and recycling including compostable materials. Minimise the closure of pedestrian and bicycle paths. Coordinate access to the site for cycling activities.