Features common to all Class 3 special events are that the event:

Other features of a Class 3 special event are that it:

3.1Council staff issue Council's Schedule ofConditions3.2Event organiser notifiesPolice3.6Event organiser conductsevent3.4Event organiser notifies Emergency Services3.3Police agree with classification ?NoYesFrom6To2.13.5Event organiser completes Council's pre-event conditions

Features common to all Class 4 special events are that the event:

Other features of a Class 4 special event are that it may:

Examples

4.1Event Organiser appliesto Police LAC TrafficSergeant4.2Police LACCommander'sRepresentative agrees tosupport event4.5March or parade carriedout under Police control4.4Police advise RTA andCouncil if practicableFrom64.3Police issue conditions forthe conduct of the event

Local Councils focus on issues affecting the local community and businesses, and coordinating special events with other road based activities such as:

The Local Council is the first government agency to be contacted, even if the proposed event is a vehicle race

Local Councils have a broad responsibility to the community. In addition to traffic and transport, Local Councils examine the impact of a proposed special event on the local community, on businesses and the environment.

When applying to a Local Council for approval to conduct an event, the Local Council considers the traffic management implications of the event at its Local Traffic Committee.

For a large event, the Council's General Manager or Manager of Planning may approve a Development Application under delegated authority, or Councillors may debate the approval at their Councillor's meeting. Other Council committees may also be involved.

In general, it is good practice to lodge the formal application with the relevant Council at least four months before the event is to be held. Some Councils require even more notice, especially if it is a major event.

Local Government recommends this four-month period because applications may need Council approval and some Councils meet only 4 to 6 times a year. If the application is rejected, there is still time to arrange an alternative venue.

This period also allows time to obtain approvals from other agencies such as the Environment Protection Authority or the Police.

For more information about Councils, please refer to Chapter 5 (Local Councils).

The Police have the fundamental responsibility to prevent crime and to protect life and property.

When planning or conducting a special event, Police may:

Police have special requirements for vehicle race events on public roads. Refer to Chapter 8.8 (Vehicle Races on Roads and Road Related Areas).

Police may be obligated to close an event prematurely if, in their judgement, the event is posing risks to life or property.

Examples are:

For more information about the role of the Police, please refer to Chapter 6 (Police).

The RTA is empowered through the Roads Act and Transport Administration Act 1988 to manage those roads considered to have the greatest strategic significance to NSW.

To focus on the most strategic roads, the extent of the NSW road network managed by the RTA has been negotiated between the RTA and Local Government.

The 180,000 km of roads in NSW are divided for management purposes into four categories:

The RTA manages traffic signals on all public roads in NSW.

Local Council is always the first Government Agency approached. The approach can be written or in person. The intention is to provide Council with a description of the event and its projected size.

In response, Council staff supply an Information Package that:

Council staff may then discuss the proposed event with Police and RTA staff to set an event Class. This ranges from very large (Class 1) to very small (Class 3).

There is a separate class (Class 4) for events held totally under Police supervision. However, local Council is still the first point of contact for these events as Council may be aware of other activities using the same road space.

For experienced Event Organisers, conducting an annual event, it is still wise to contact local Council before preparing a formal submission.

The formal approach to Council is made supplying the traffic and other information requested by Council.

This information is likely to include:

For a full explanation of a Local Council’s requirements, refer to page 4 of the Department of Local Government’s A Guide to Major and Special Events Planning.

Local Council staff prepare a traffic submission for the Local Traffic Committee (Local Traffic Committee) to consider.

Local Traffic Committees meet monthly in larger Local Government Areas and four to six times yearly in smaller areas.

Local Traffic Committees have representatives from the Council's staff, the State Member's representative, Police and the RTA.

After the Local Traffic Committee reviews the application, it makes a recommendation to Council about the traffic management aspects of the event.

Council then considers the traffic impact along with environmental, noise, safety, waste and many other issues.

Where Council agrees to support the event, it issues a Schedule of Conditions document to the Event Organiser. This outlines the conditions under which the event may proceed.

Event Organisers should consider the meeting frequency of Local Traffic Committees when preparing their submissions.

Class 3 is a special class of event designed to simplify the requirements for very small events such as neighbourhood street parties.

Features common to all Class 3 special events are that the event:

Other features of a Class 3 special event are that it:

Depending on the complexity of the event, and how often Local Traffic Committee meets, sufficient lead times must be allowed to:

Depending on each Council's Special Events Policy, the following lead times should be used as a guide:

Each Council has its own Special Events Policy designed to suit the unique requirements of each local government area.

For example, the Policy may contain a Council's requirements for:

However, Local Traffic Committee or RTA and Police concurrence may still be required and this applies across all of NSW.

The Police have the fundamental responsibility to prevent crime and to protect life and property.

In the conduct of special events, the Police are responsible for the control of crowds and traffic.

After consulting with the Event Organiser, the local Police Commander determines the level of Police supervision.

Under the Police User Pays Policy, the provision of Police resources is subject to charges where:

Police may be obligated to close an prematurely event if, in their judgement, the event is posing risks to life or property.

Be sure to visit the NSW Police Web Site at www.police.nsw.gov.au

Legislation is provided for Police to ensure community safety during a special event.

Section 40 of the Road Transport (Safety & Traffic Management) Act 1999 relates to races, attempts on speed records and other speed trials on roads and road-related areas. This legislation requires Police approval before events such as this may proceed. Note: Section 40 does not apply to vehicle races on private land or to an event held within its own venue, however, other legislation may apply.

The Road Transport (Safety &Traffic Management) Act 1999 and its associated regulations provide Police with powers to the giving of reasonable directions to pedestrian and vehicular traffic.

The Summary Offences Act 1988, which, in part, relates to public assemblies, controls assemblies in public places and includes processions.

If an assembly or procession is to be conducted, a Notice of Intention to Hold a Public Assembly addressed and served on the Commissioner is required as per Schedule 1 of the Act. Refer to Special Event Resources - Schedule 1 Form for a copy.

Under the Summary Offences Act 1988, intent to conduct an assembly or procession requires the Commissioner’s approval.

Police request that the notice be served at a Police Station within the Local Area Command in which the event is to take place.

The notice must be served on the Commissioner at least seven days before the event. If not, permission requires court approval under Section 26 of the Act.

Before holding preliminary discussions with the Police, and depending on the scale of the event, the Police may require the following details about the proposed event.

In addition, where it applies, the Police also require:

This chapter describes in detail the Transport Management Plan model recommended by Police, Local Government and the RTA. The level of detail varies depending on the class of event.

The objectives of the Transport Management Plan (TMP) are to:

The purpose of the Event Details section is to provide readers of the TMP with a description of the event itself.

The event summary describes the following

This paragraph is an easily digested description of the event. It is written in lay terms.

The purpose of the Risk Management section is to ensure that an assessment of the traffic risks is carried out and appropriate steps are taken to manage those risks. Assessing traffic risks is part of managing all risks for the event.

Class 1: All Class 1 events

Class 2: All Class 2 events

Class 3: Only where Council requires TMP

Steps must be taken to safely separate people at an event from traffic (including other pedestrians, cyclists and the non-event community).

OH&S legislation has as its object, to secure the health, safety and welfare of people at work. The Event Organiser must address its requirements regardless of the size of the event.

The Occupational Health & Safety Act 2000 requires "that risks to health and safety at a place of work are identified, assessed and eliminated or controlled".

The NSW Department of Tourism, Sport & Recreation defines the five components of risk management as follows:

For more details about risk management, refer to the Department of Tourism, Sport and Recreation's web site at http://www.dsr.nsw.gov.au and refer to the "running your club" tag

The risk assessment applies to the whole event, not just the traffic and transport component.

Common practice is to manage traffic safety by creating one or more Traffic Control Plans.

A Traffic Control Plan (TCP) describes the use of traffic control devices such as signs and barriers. If a TCP is used, it should be prepared to an accepted standard such as the RTA's Guide to Traffic Control at Worksites Manual.

Traffic Control Plans are risk management plans for traffic.

Risk assessment plans need to consider the needs of persons with disabilities, for example wheelchair access. Refer to Chapter 8.6 (Persons with Disabilities).

The Event Organiser is required to notify Work Cover of deaths and certain injuries either:

• has current RTA certification, and

• acts in accordance with a traffic control plan.

Class 1: All Class 1 events

Class 2: All Class 2 events

Class 3: All Class 3 events

Class 4: Where Police employed on "User Pays" basis

Public authorities are not required to support the event without adequate Public Liability Insurance and their being named as "interested parties" on the policy.

Council will name the amount of liability insurance to be carried as part of the Schedule of Conditions supplied to the Event Organiser. The amount varies depending on Council's assessment of the risks involved. The Policy must name the Council/s as an interested party

If the event uses an RTA asset such as a bridge, freeway or viaduct, the RTA will not support the event unless the Event Organiser arranges $20,000,000 public liability insurance. For the purposes of public liability insurance, main roads and highways (other than freeways) are not RTA assets.

If the Event Organiser is contracting Police under the Police "User Pays" policy, the insurance policy must name the Police as an interested party.

If the event uses a facility managed by a Government trust or authority, they may also require being named as an interested party on the policy.

Class 1: All Class 1 events

Class 2: All Class 2 events

Class 3: Only where the event is a public assembly

Class 4: Only where the event is a public assembly

If the event is a public assembly or a vehicle race on a road or road-related area, Police approval is required.

Under the Summary Offences Act 1988 - Section 23, Police require a completed Schedule 1 form: Notice of Intention to Hold a Public Assembly. This is not required if the Commissioner's delegate has granted approval to conduct a vehicle race.

This form is part of the information package that Council supplies to the Event Organiser. It is also available in Special Event Resources – Schedule 1 Form of this guide.

Police have special requirements for vehicle races on roads. The Commissioner's delegated approval is required under Section 40 of the Road Transport (Safety & Traffic Management) Act 1999

Police will not agree to the event being held if, in their judgement, the event carries unnecessary risks to life or property.

Class 1: All Class 1 events

Class 2: All Class 2 events

Class 3: All Class 3 events

Class 4: All Class 4 events

The Event Organiser must notify the local Fire Brigades and Ambulance about the event.

The position title and name, switchboard phone number and the direct work number for the Fire Brigades and Ambulance contact officers is required.

The support agencies require at all times a clear passageway, of at least 4 metres width, for emergency access.

Height restrictions apply. Trussing and temporary roof structures must be high enough to permit the passage of the Fire Brigades' large fire-fighting units.

Advising the emergency services, passageways and height restrictions are also part of Council's Schedule of Conditions.

Plans must show provision of passageways and clearances. The plans are to be drawn to scale. For large areas or moving events, these arrangements may be described (rather than drawn) if appropriate.

The purpose of the Traffic and Transport section of the TMP is to manage the reduced capacity of the road system.

Class 1: All Class 1 events

Class 2: All Class 2 events

Class 3: Where Council requires map or description

Class 4: Where Police require map or description

A map or description of the route or location is required.

Where alternate routes are required to bypass traffic around the event, a map or description of the alternate routes is also required.

Class 1: All Class 1 events

Class 2: All Class 2 events

A physical check for construction activities, traffic calming and traffic generators is required.

Traffic calming devices (on the main route, location or alternative route) may impact the smooth conduct of the event.

Construction activities and traffic generators (on the main route, location or alternative route) may impact the smooth conduct of the event.

A physical check should be conducted because relying on street directories or maps is unreliable.

Traffic calming devices are things such as speed humps, chicanes and roundabouts designed to reduce traffic speed.

All Event Classes if required by Police, Council or RTA

Parking may be required.

Parking may be required for spectators, participants, volunteers and the organiser's staff. Parking may disrupt the local community and the extent of parking during the event needs to be assessed.

Bus and taxi parking may be required.

An assessment of spectator and participant transport requirements should be conducted and arrangements made to accommodate those requirements. This includes determining the peak parking demand and identifying where the parking is to occur.

Where appropriate, a plan should be included showing the extent of parking during the event.

The social impact of the event parking should be assessed and mitigated as far as practicable.

The Disability Discrimination Act 1992 requires that parking be made available for persons with disabilities. Refer to Chapter 8.6 (Persons with Disabilities) for details. The Australian Standard AS 2980 series may be useful.

Class 1: Where event uses Trust or Authority facility

Class 2: Where event uses Trust or Authority facility

If this event uses a facility or property managed by a trust, authority, or Government enterprise, their consent is required.

The trust, authority or enterprise will impose conditions of use.

Government trusts or authorities manage many facilities across the State of NSW.

Class 1: Where necessary

Class 2: Where necessary

The impact on public transport needs to be assessed.

The impact of public transport on the event needs to be assessed to ensure that the event is not disrupted by public transport.

The impact of the event on Public Transport needs to be assessed and plans developed to ensure that public transport can still function.

The Steering Committee includes the Transport Services Coordination Authority (formerly Transport NSW), State Transit Authority (STA) and the State Rail Authority (SRA). The Transport Services Coordination Authority coordinates all public transport arrangements.

Class 1: All Class 1 moving events

Class 2: All Class 2 moving events

A schedule is required that provides the times that the road can be reopened after the last competitor/entrant passes by.

Providing this information allows the roads to be reopened to normal traffic as soon as practicable.

Note: Roads are not reopened until authorised by the Police.

Class 1: Where applicable

Class 2: Where applicable

A description is required of traffic requirements that are not addressed elsewhere in this plan.

Examples are a special-purpose filming vehicle being used, a rearward facing camera operator on a motorcycle, a parade with unregistered vehicles or animals, etc.

Providing this information allows the authorities to arrange the required licences or permits, and to make the required traffic and safety arrangements.

Class 1: All Class 1 events

Class 2: All Class 2 events

A contingency plan is required for unplanned incidents that may disrupt traffic and transport before, during or after the event.

Examples are bad weather, delayed start or end, slow participants, etc.

Traffic management contingency plans should be fully documented and include emergency contact names and phone numbers.

Class 1: Class 1 events where heavy vehicles are impacted

Class 2: Class 2 events where heavy vehicles are impacted

The impact of the event on all heavy vehicles (including event and non-event heavy vehicles) must be assessed. Alternate routes may be required.

The RTA is responsible for providing alternate routes for heavy vehicles. There are special requirements for heavy vehicles. Examples are turning circles, bridge heights, lane widths, bridge and road load carrying capacity, etc.

If a proposed event impacts an approved B Double route, the event may proceed only if a suitable alternative approved B Double route is available. For example: if the main street of a town is an approved B Double route and no suitable alternative route exists, the event would need to be relocated to another location.

Class 1: Where required

Class 2: Usually for contestant or entrant safety

Special event clearways may be required for on-street events or events held within their own venue.

The need for special event clearways is arranged during steering committee meetings with the Council, Police, the RTA and other stakeholders, refer (process flow 1.7).

If illegally parked vehicles are likely to present a danger to event contestants or entrants, the RTA can establish special event clearways. Unlike normal parking restrictions, vehicles illegally parked in a clearway can be towed away.

A special event clearway is a restriction on parking during the hours described on the regulatory signs, but with tow away provisions.

Only the RTA can establish special event clearways.

The purpose of this section is to minimise the impact on those outside the event who may be impacted by its traffic consequences.

Class 1: All Class 1 events

Class 2: All Class 2 events

The traffic disruptions caused by this event on local residents, businesses, hospitals, schools, etc., must be considered and plans developed to minimise the impact.

If the event restricts access, plans to manage this are required.

If the event disrupts others outside the event then, unless properly managed, those others may disrupt the event itself. For example: patrons driving to or from the event may experience severe traffic congestion.

Class 1: All Class 1 events with road closures

Class 2: All Class 2 events with road closures

Class 3: Where required by Council

If the event requires the regulation of traffic*, Section 5 of the Roads (General) Regulation 2000 requires that 7 days notice be given by means of an advertisement in a local newspaper.

Requires advertising to a wider audience. The RTA places the advertisement at the Event Organiser's cost.

Requires advertising to a local audience. The Local Council places the advertisement at the Event Organiser's cost.

If the RTA arranges special event clearways, then the RTA requires advertising that special event clearways will be in operation.

A traffic controller controls traffic on public roads by means of a STOP SLOW bat and is a person who:

Road users are legally compelled to follow the reasonable directions of a traffic controller.

Each traffic controller must be specifically authorised for the event by the responsible roads authority. These are:

Classified roads: RTA

Unclassified roads: Council

A traffic (or parking) marshal does NOT control traffic and has no legal authority on a public road.

Their duties include, for example:

There are special requirements for conducting vehicle races on roads and road-related areas within NSW.

During the normal process, Police approval must be obtained. Refer to Chapter 8.9 (Police Procedure for Vehicle Races on Roads & Road Related Areas).

Police approval is required under the terms of the Road Transport (Safety & Traffic Management) Act 1999 - Section 40. The Police Commander usually approves vehicle races on the Commissioner's behalf.

If the application is not approved, Section 48 (1) of the Road Transport (General) Act 1999 provides that a person aggrieved by the decision, may apply to the Administrative Decisions Tribunal for a review of the decision.

If Police approve the vehicle race, they issue conditions for the conduct of the event. The "User Pays" policy may apply.

Please note that:

The Road Transport (Safety & Traffic Management) Act 1999 - Section 40 describes vehicle race events as:

(a) any race between vehicles on a road or road related area, or

(c) any trial of the speed of a vehicle on a road or road related area, or

(d) any competitive trial designed to test the skill of any vehicle driver or the reliability or mechanical condition of any vehicle on a road or road related area,

Vehicle means:

(a) any description of vehicle on wheels (including a light rail vehicle) but not including any other vehicle used on a railway or tramway, or

(b) any other vehicle prescribed by the regulations.

This procedure is used for races, speed trials, speed record attempts, gymkhanas, driver skill trials, competitive mechanical trials, etc. relating to all vehicles (including bicycles) or any other event conducted under the Road Transport (Safety & Traffic Management) Act 1999 - Section 40

The Event Organiser should emphasise the benefits of public transport for access to the event and how this might be promoted.

Reducing event-generated road traffic gives the event patrons a more enjoyable experience and reduces the event's impact on the non-event community.

During the Olympic Games, organisers managed patrons' expectations of travel times and delays. Public transport was widely promoted and available. As a result, public transport was the preferred mode of travel.

Educating patrons is particularly effective with repeat events, for example fortnightly football events.

The Steering Committee (process flow 1.7) may include the Transport Services Coordination Authority, State Transit Authority (STA) and the State Rail Authority (SRA). The Transport Services Coordination Authority coordinates all public transport arrangements.