NEW EVENT NOTIFICATION

What is covered / who is covered
Generally, events run by councils in line with normal council business activities e.g. civic ceremonies; Australia Day events; small community or cultural activities and information sessions; community conversations; group activities in libraries; etc are covered by councils’ existing Public Liability Cover, for councils’ liability only. We do not cover the liability of third party(s) operating outside of council operations.

What is not covered
There are higher risk event activities for which councils must confirm cover with Statewide Mutual, prior to holding the event. In some cases cover will be confirmed for Council’s liability only, in others cover might be conditional upon certain requirements or not granted, so it’s important to check first. We do not cover the liability for any activities under control and operation of third parties.

Cover may not apply if a New Event Notification isn’t received in advance of the event and confirmation of cover isn’t issued by Statewide Mutual.

Council sponsorship
If a council is not directly managing an event although it’s providing sponsorship for events run by external event organisers that involve high-risk activities (see the list further below), council is also required to fill in the Form. For these events, councils should seek confirmation of insurance by the external event organiser, and council should be named as an interested party on Public Liability Insurance Certificates. The event organiser should provide council with a liability waiver to ensure risk rests with the external event organiser. Statewide will not cover the liability for external events operators, only the portion of councils legal liability subject to Statewide Mutual Liability Scheme terms and conditions.

Sponsorship may include:

Financial assistance.
In-kind contributions like services or resources to support the event, where staff are part of an external event planning committee or providing on-ground operational support etc.
Any form marketing or promotion including any media e.g. radio, print, social media, councils’ website, banners, posters, use of councils logo etc

Submission
Statewide require this Notification 4 weeks prior to an event.

Please provide documentation with the submission such as:

Event Application.
Risk assessments – council and third party
Third party insurances.
Agreements with the event organisers.
Any further documentation you think might be relevant.

Response
Once received, Statewide will review the submission and accompanying documentation, consider the risks, discuss any potential mitigation measures with council, determine cover and respond to council.

1. Council Name(Required)

2. Contact Name(Required)

First Last

3. Position(Required)

4. Email(Required)

5. Phone(Required)

6. Event Name(Required)

7. Event Date (dd/mm/yy)(Required)

8. Brief Description(Required)

9. Has Council conducted a risk assessment of the event?(Required)

9a. If yes, please upload the risk assessment below.(Required)

Max. file size: 600 MB.

10. Council has ensured external event managers, contractors, stallholders, food vendors, performers, etc have adequate public liability insurances in place?(Required)

If yes, please upload third party insurances.

Drop files here or

Max. file size: 600 MB.

Please answer Yes or No to the following questions

Higher Risk Activities

11. Does your event have greater than 2000 people attending?(Required)

12. Does your event have car or bike racing or demonstrations of any kind – flat track, jumping, smash up derby, drag racing, precision driving displays etc?(Required)

13. Does your event have heavy equipment or construction equipment demonstrations?(Required)

14. Does your event have tractors pull?(Required)

15. Does your event have billy cart races?(Required)

16. Does your event have rodeo?(Required)

17. Does your event have camp drafting?(Required)

18. Does your event have jumping castles?(Required)

19. Does your event have use of fireworks, pyrotechnics displays, laser shows?(Required)

20. Does your event have use of drones or aerial displays?(Required)

21. Does your event have sporting events involving physical contact or high injury risk – boxing, rugby, obstacle course events etc?(Required)

22. Does your event have activities involving animals – rides, petting, performances, horse and buggy rides, animal sales etc?(Required)

23. Will there be alcohol available at the event?(Required)

24. Does your event have large scale food preparation or cooking?(Required)

25. Does your event have temporary structures such as grandstands and stages?(Required)

26. Does your event have amusement rides, inflatable devices and mechanical rides?(Required)

27. Will there be road closures, traffic management or events on public roads?(Required)

28. Will there be high-risk performers (stunts, aerial acts)?(Required)

Please upload any additional information.

Drop files here or

Max. file size: 600 MB.

NEW EVENT NOTIFICATION

NEW EVENT NOTIFICATION

Please answer Yes or No to the following questions

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