Guidelines for Dance Parties - Division of Local Government - NSW ...

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Guidelines for Dance Parties3. COMMUNITY CONSULTATION AND ORGANISING TICKETS,TRANSPORT, WATER ETCCOMMUNITY CONSULTATIONGood management practices will help ensure that the dance party runs smoothly andsuccessfully and will help you avoid penalties, court orders, accidents and life threateningsituations.It is a good idea to provide the community with information about the dance party during theplanning stage. Having a contact number where the public can find out more about the intendedevent helps promoters to keep people informed and stop unfounded negative perceptionsdeveloping about the dance party. If a development application is required by Council, communityconsultation may be part of the standard application process.Promoters should also consider the option of having a complaints procedure so that anycomplaints made by patrons or surrounding residents can be responded to properly. If patronshave a consumer complaint about the dance party and are dissatisfied with the promoter’sresponse, they can contact the Department of Fair Trading on 13 32 20. The Department’shead office is at 1 Fitzwilliam Street, Parramatta and the nearest Fair Trading centre can befound in the Telstra WhitePages Telephone Directory.For more details on developing a community consultation process, please read the Departmentof Local Government’s ‘Major and Special Events: A Guide for Promoters and Councils’.TICKETSTicketing arrangementsMoney for advance ticket sales received by venue operators or independent booking outletsshould be held by them in trust to cover refunds if the performance is cancelled.Patrons should be entitled to a full refund or ticket exchange option if:◆◆the main attraction/event is cancelled or re-scheduledthe main attraction/star performer(s) is/are cancelled and substitute(s) arranged.Promoters could consider not selling tickets until after Council approval has been obtained.Alternatively, tickets could state that the event is awaiting Council approval and may becancelled and the money refunded if Council approval is not granted. These options helpguard against problems if Council fails to approve the dance party after tickets have alreadybeen sold.11
Guidelines for Dance PartiesConditions of EntryIt is recommended that promoters set up signs at the dance party entry points, or print on thetickets, that patrons will be refused entry or made to leave the dance party if:◆◆◆◆they are intoxicated by alcohol or another drugthey attempt to bring into the venue, or attempt to sell, deal or distribute an illicit drugthey are in possession of any weapon such as a knife, or any other article which isagainst the lawthey do not consent to a search by security staff prior to entry into the dance party.Clearly displaying this information at the entrance to the dance party, or on the ticket, makesit clear to potential patrons that this is a condition of entry.Entrance by ticket onlyNightclubs, hotels, registered clubs and most other venues are only allowed to hold a set maximumnumber of people and overcrowding can be dangerous. A good way to avoid the dangers ofovercrowding, and having to turn people away when the venue capacity is reached, is to allow entryonly to people with a pre-paid ticket. It is recommended that promoters limit entry in this way. Asan option, tickets could also be numbered.You may also want to consider issuing tickets in a form, such as an armband, that makesthem difficult to lose.TRANSPORTParkingIt is recommended that adequate parking be provided so that neighbouring properties are notdisturbed by vehicles visiting the venue. Local Councils are responsible for parking and, withearly notice, may be able to organise extra facilities such as keeping car parking stationsopen for extended periods. Access to venues should not be by roads which pass through quietsuburban streets.Public TransportIf public transport is available, try to make sure that the event coincides with the public transporttimetables.Promoters should make sure that transport is available to get patrons to and from the venue.Arranging transport is especially important for rural dance parties and other locations where publictransport is not widely available. Talk to the local public transport providers about the expectednumbers of patrons and arrival/departure times so that more buses, trains etc, can be arranged tomeet the extra number of passengers, especially at the end of the dance party. For information onState Transit Authority timetables call telephone 131500. All private bus routes in the Sydney -Central Coast - Newcastle - Wollongong area are on the internet on www.businfo.com.au. You canlocate, by suburb, all bus routes and bus companies that operate through that suburb.The State Transit Authority and private bus companies can provide quotes to deliver charterservices. The cost of a charter service could be included in the ticket price so that cash faretransactions are eliminated and the cost is spread over all the patrons.12
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