Event Plan

Before you begin

Read the Balam Balam Place Event Guide before completing this plan. Your booking, spaces, attendance, staffing, licences and event requirements must be confirmed in writing. Completing this form does not itself confirm a booking.

How to use this form

Complete the sections that apply to your event and submit the plan to Balam Balam Place by the date agreed with the venue team. Attach any relevant supporting documents where necessary.

Event plan details

Booking ID

This field should exactly match the Booking ID that you see on your invoice. It will automatically fill with the correct details when using the link sent to you.

Event name

Short event description

Event date/s

Date

Arrival/set up time

:

Event start

:

Event end

:

Departure/pack-down time

:

Date

Arrival/set up time

:

Event start

:

Event end

:

Departure/pack-down time

:

Locations and uses

What spaces have you booked and what are you planning to use them for? (Breakout rooms, green rooms etc.) Are you planning on using other spaces around Balam Balam Place ie the lawn etc.

Program and run sheet

Fill in the details for your event below (Who, what, where and when).

OR

You can upload a runsheet below if you already have a document ready to go.

Where repeater

Where

When what and who repeater

When

:

What

Who

Upload your runsheet

Drop files here or

Accepted file types: pdf, doc, docx, txt, rtf, odt, xlsx, xls, ods, Max. file size: 256 MB.

Equipment

Please list all equipment that Balam Balam Place is providing and the location where it is required. Any use of Balam Balam Place’s equipment must be discussed with venue team in advanced.

Venue and equipment requirements

Location

Item/s

Deliveries

Balam Balam Place has limited space for loading/unloading. Please let us know when you may need to load/unload or when deliveries may be arriving so we can plan around them.

Are there deliveries/loading requirements

No

Yes

Deliveries and loading

Supplier/delivery

Date and time

Vehicle/items

Venue contact

Food

Will there be food?

No

Yes

Food will be:

Caterer/food business details

Food safety documents attached

Food safety documents

Drop files here or

Accepted file types: pdf, doc, docx, txt, rtf, odt, xlsx, xls, ods, Max. file size: 256 MB, Max. files: 3.

BBQ or cooking proposed?

Provision for water

Allergen information

Alcohol

Will there be alcohol?

No

Yes

Will alcohol be provided for free or sold?

Bar operator and RSA staff details

Liquor license attached

Liquor license

Drop files here or

Accepted file types: pdf, doc, docx, txt, rtf, odt, xlsx, xls, ods, Max. file size: 256 MB, Max. files: 3.

Approved service area/red line plan attached

Approved service area/red line plan

Drop files here or

Accepted file types: pdf, doc, docx, txt, rtf, odt, xlsx, xls, ods, jpg, gif, png, Max. file size: 256 MB, Max. files: 3.

Sound

Will there be loud/amplified sound?

No

Yes

Sound check time

Music start and finish time

Person responsible for sound levels

Balam Balam Place is located in a residential neighbourhood so sound levels must not exceed 65 decibels in external spaces.

How will bass and perimeter noise be controlled

Waste

Will there be waste generated?

No

Yes

Estimated waste and recycling

Additional bins requested

Cleaning and end of event check

At the end of your booking spaces must be returned to a tidy and clean state.

Person responsible

Safety

Site manager/safety officer

The person above is who we will contact regarding issues including:

Guest and capacity monitoring
Emergency exits and paths kept clear
Staff/volunteer briefing
Incident and complaint reporting
Photography/filming and consent
Children and young people/supervision and child safety
Smoking-free site communication

First aid contact

Event security details, if required

Public liability insurance required

No

Yes

Copy of your PLI

Drop files here or

Accepted file types: pdf, doc, docx, txt, rtf, odt, xlsx, xls, ods, Max. file size: 256 MB.

Emergency arrangements

Person/s authorised to stop the event

Have you considered:

How an evacuation will be communicated?

Is additional assistance required for people with a disability?

Are you aware of the emergency assembly points and have staff/volunteers been briefed on their locations?

Emergency contact list location

Where will you keep the list of contact in the case of an emergency?

Risk and contingency planning

Are there potential event-specific hazards that require a risk-assessment?

Balam Balam Place may specifically request an assessment if your event plan contains activities that fall outside of the standard operations of the site.

No

Yes

Risk assessment

Hazard

Who it may affect

Controls

Person responsible

Inclement weather and cancellation plan

Is your event at risk of being affected by inclement weather?

No

Yes

Weather triggers and decision time

What temperatures, amount of rain, amount of wind etc. would trigger a change of plans and when does the decision need to be made?

Who makes the decision?

Indoor relocation or reduced program details

What contingency plans are in place and how does it affect the event?

Protection, equipment and materials

Portable umbrellas, marquees, sun-safe equipment for staff/volunteers etc.

How are the relevant people (staff and guests) notified of any changes?

Cancellation or postponement process (if required)

Contacts

Include event organisers, venue contacts, staff, volunteers, security, first aid, suppliers, artists and contractors who hold an operational responsibility.

Contact list

Name

Role

Start/finish time

Contact number

Additional documents

Are there any other documents that are relevant to the planning of your event (eg site layouts etc)

Drop files here or

Accepted file types: pdf, doc, docx, txt, rtf, odt, xlsx, xls, ods, jpg, png, gif, Max. file size: 256 MB.

Final Checks

Plan prepared by:(Required)

Cart

Log In

Event Plan

Before you begin

Event plan details

Program and run sheet

Equipment

Deliveries

Food

Alcohol

Sound

Waste

Safety

Emergency arrangements

Risk and contingency planning

Inclement weather and cancellation plan

Contacts

Additional documents

Final Checks