Guidelines & Best Practice

Crowded Places Security Audit

The Australia-New Zealand Counter Terrorism Committee has some useful resources relating to security of crowded places. The Crowded Places Security Audit is a good starting point to review your venue's security risk controls. It presents a list of security issues which may be relevant to your venue or event, and provides some guidelines on addressing any security gaps. You will find a variety of other useful tools and resources relating to the security of crowded places on the Australian National Security website.

Alcohol Management Plans - Health Promotion Agency

The documents linked to below have been prepared by the Health Promotion Agency. Mark Lyne, Principal Adviser Drinking Environments, has supplied them to EVANZ for your reference.  Please use these for your safety planning in your venues and or events. The content is relevant and helpful and can be applied to any size venue or event.





THE MANAGER'S GUIDE - A brief guide to the Sale and Supply of Alcohol Act 2012 and Other Legislation

For more information, please contact Mark Lyne at HPA: Email


Maori Language Signage Guide

Te Taura Whiri i te Reo Māori (the Māori Language Commission) recommends this Māori-English Bilingual Signage guide from Te Puni Kōkiri (The Ministry of Māori Development). The guide contains helpful best practice recommendations such as the order of Māori and English text, the size of the text, and use of macrons.


Extracting Information from Hirers

The team at Simpson Grierson have provided us with some useful information around extracting information from hirers.

We have found that a common issue venues are having is extracting certain information from Hirers in a timely fashion. This information might include the hirer’s health and safety plan, event programme, equipment or technical riders, food and beverage requirements (including catering numbers) or copies of required licences, permits or consents. Exactly how you entice or penalise a hirer into supplying this information is a commercial decision and you may wish to be flexible depending on who the hirer is and if they are known to be unreliable in providing information. However, it is becoming industry practice to draft into your general terms or venue hire agreements a ‘information required clause’. This gives you an opportunity to draw attention to the types of information you need and the absolute deadline for the hirer providing it. Attached to this clause could be a penalty for not submitting the information. This could be way of a set fee, percentage of hire fee or stating that the hirer will not be given access to the venue until such time as the information has been received. Or alternatively, some venues have preferred and found it more effective to offer a discount in the hire fee if the information is supplied within the set timeframe. Drawing the hirer’s particular attention to this ‘information required clause’ in the specific terms is an additional way to enforce the seriousness of them providing the information.

For further information, please contact

Preloaded Event Token/Wristband refunds

Simpson Grierson have provided us with the following advice around preloaded wristbands, swipecards, tokens etc.

It is becoming increasingly common that events are going "cashless" and preloaded wristbands (or swipe cards, tokens etc) are being issued. My following comments around refunds are provided on the assumption that the particular event has ensured compliance with any relevant legal requirements for offering such a service. It seems to be most common that refunds will be provided for any credit left on the wristbands at the end of the event. Although there is temptation not to offer a refund services or offer a very small time frame that a patron can receive a refund there is some risk that this will trigger the unfair contractual terms provisions of the Fair Trading Act. Mitigating any risk will fall on how effectively you can make patrons aware (and be able to prove they were aware) of the specific contractual provisions around refunds and what happens to any money that is left on their wristband. We would strongly recommend allowing a reasonable time for customers to make an application for refund. What constitutes a ‘reasonable time’ will depend on factors such as the type of events and the amount of patrons in attendance. For very small events, 1 week may be sufficient however, for those events attracting tens of thousands a time period of 8 weeks may be more appropriate. Ultimately, it is extremely important to be upfront and have clear terms and advertising around how long this refund period will be open for.

For further information, please contact


Guidelines for Responsible Promotion of Alcohol

Acting Senior Sergeant Lisa Woodward from the Alcohol Harm Prevention Unit of the NZ Police spoke at our recent education seminar in Auckland. She has provided this information around what is/isn't allowed in the promotion of alcohol.

Section 237 of the Sale and Supply of Alcohol Act 2012 applies. 

Irresponsible promotion of alcohol

(1) A person commits an offence if, in the course of carrying on a business, that person—

(a) does anything that encourages people, or is likely to encourage people, to consume alcohol to an excessive extent, whether on licensed premises or at any other place; or

(b) promotes or advertises discounts on alcohol in a way that leads people, or is likely to lead people, to believe that the price is 25% or more below the price at which the alcohol is ordinarily sold (otherwise than—

(i) on licensed premises; or

(ii) in the catalogue or similar price-list of the holder of an off-licence endorsed under section 40); or

(c) holds or has on licensed premises a promotion or advertisement of discounts on alcohol that—

(i) leads people, or is likely to lead people, to believe that the price is 25% or more below the price at which the alcohol is ordinarily sold; and

(ii) can be seen (or, in the case of an audible promotion or advertisement, heard) from outside the premises; or

(d) promotes or advertises alcohol that is free of charge (otherwise than—

(i) by promoting or advertising the complimentary sampling of alcohol for consumption on premises for which an off-licence is held; or

(ii) by a promotion or advertisement within licensed premises that cannot be seen (or, in the case of an audible promotion or advertisement, heard) from outside the premises); or

(e) offers (otherwise than by means of an offer made only on licensed premises, and made only in relation to the buying of alcohol on those premises) any goods or services, or the opportunity to obtain any goods or services, or the opportunity to win a prize, on the condition that alcohol is bought; or

(f) promotes or advertises alcohol in a manner aimed at, or that has, or is likely to have, special appeal to, minors.

(2) Subsection (1)(e) does not apply to a loyalty programme that provides rewards or discounts, unless the rewards or discounts apply only or primarily to alcohol.

(3) A person who commits an offence against this section is liable on conviction,—

(a) in the case of a licensee, to either or both of the following:

(i) a fine of not more than $10,000:

(ii) the suspension of the licensee’s licence for a period of not more than 7 days:

(b) in the case of any other person, to a fine of not more than $10,000.





St Kentigern College H & S Incident and Report

Managing Health and Safety for the Performing Arts

There are existing health and safety management systems at all of St Kentigern’s campuses. The
St Kentigern Trust Board takes a whole of board approach to health and safety and has a Trust
Board Charter and Policy setting out its commitment and responsibilities in this area. Each of the
St Kentigern campuses has a health and safety committee, the members of which include a
number of staff. We have a Health and Safety Manager who provides health and safety advice,
guidance and information across all our campuses. The Principal of each campus has a
responsibility to manage health and safety at their campus.

St Kentigern College H&S in Performing Arts for Schools Incident 17

St Kentigern College Managing Health and Safety for Productions and Events

St Kentigern College Performing Arts Haz ID Risk Management Form

St Kentigern College Production Risk Management Plan Template 17

St Kentigern College Production Scoping Document 17

Skills Active Workforce Scan

EVANZ encourages all employers, organisations and contractors to complete this online survey by Skills Active. The results are used in the Workforce Scan Report which is used to direct where resources need to be allocated. It’s a short, multi-choice survey and there is also a $200 prezzi card voucher up for grabs.


Gisborne Theatres - Smoke Alarm Questions

We underwent an extensive redevelopment with the new Gisborne War Memorial Theatre delivered in 2015.  Since then we have constant problems with stage smoke triggering our smoke alarms.  The fire protection architect specified that not all alarms in the auditorium could be isolated.  Our isolation only covers the stage house smoke detectors, not those above the circle.  I am told this was because the decision was made to not install fire sprinklers in the building.

We are working to reach a solution that will stop these frustrating and costly false alarms happening, and it would help us immensely to be able to hear from other venues.  These are the questions we have:

·        Does your theatre have fire sprinklers?
·        Does your theatre have the option for total isolation of all smoke alarms in the auditorium?
·        Does your theatre have a timer system that controls the isolation, and if so, can the timer be reset before it runs out?

If you can help with answers please contact:

Mara Weiss | Marketing and Relationships Leader - Theatres | Gisborne District Council
email | ph +64 6 867 2049 

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