Regulations for Arranging an Event: Health, Safety, and Compliance

This report examines the regulations for arranging an event, focusing on health and safety, environmental considerations, and compliance with local council guidelines. It identifies three key regulations for the project team: health and safety of volunteers, environmental impact mitigation, and adherence to council requirements, including fundraising licenses and permissions. The report emphasizes the importance of adhering to these regulations, outlining compliance measures such as comprehensive operations plans, risk assessments, and emergency procedures. It also details the consequences of non-compliance, which can range from event disruptions to legal actions. Furthermore, the report highlights the crucial role of stakeholder engagement, including internal stakeholders like volunteers and external stakeholders such as local authorities, in ensuring event success and safety. The report underscores the need for clear communication, adherence to rules, and proactive measures to address potential hazards and environmental concerns.

Running head: REGULATIONS FOR ARRANGING AN EVENT
REGULATIONS FOR ARRANGING AN EVENT
Name of the Student
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Author note

1REGULATIONS FOR ARRANGING AN EVENT
1. Three regulations that should be considered by the project team
The three regulations that the project team should consider can relate to the
volunteers, the environment and council. In this event the safety of the volunteers
participating is of utmost priority. The project team should consider the event’s health and
safety planning. In this context the workplace is the Rotorua Village Green and there needs to
be a document or some sort of policy document that describes the commitment of the event
managers towards the health and safety of the volunteers. The planning must be event-
specific and not generic in nature Rotorualakescouncil.nz. (2019). The event manager should
have a clear idea of the event to be conducted and there should an individual in the team who
could be given the responsibility to ensure that health and safety standards are maintained at
the spot. The workforce should be entitled to proper security measures in the workplace (John
& Taylor, 2016). The organizers should be updated of the new hazards and the control of the
same and these are needed to be identified before the event as well as during and after the
event.
In this event animals will be involved thus the project team should take care that
presence of animals does not become a hazard in the event. The event plan template should
have the health and safety related planning. There should be sufficient information with the
vent organizers so that they can easily determine the value of any parameter in a model
Rotorualakescouncil.nz. (2019). The effects that the event could have on the environment
should be assessed properly and necessary actions taken for mitigating the same. Here the
animals are involved so there are many environmental related issues for the project team. The
drinks and snacks that will be served to the participants will generate wastes as well. The area
where the event will take place needs to be restored back to its original form after the event
gets over.

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Under the council regulations the project team needs to check that if they have to get a
fundraising license in order to fundraise in the public place as fundraising includes
collections. The local body should be made aware of the event and their permission should be
taken for the event Rotorualakescouncil.nz. (2019). The dog owners should be provided with
proper guidelines as for handling their pets as it is a public place. The local authorities can
have certain requirements that are applicable to the fundraising activity thus these should be
adhered to in the event by the project managers. The event organizers should review the
health as well as safety management plans of the contractor who has been given the
responsibility of building the stage.
2. Compliance with the three regulations cited above
In order to adhere to the health and safety measures the event organizers should be
particular about the operations plan template that must include various informations such as
name of the event, scope of the event, dates and time, name of the organizer, contact name
and details of all important persons in the event, event site map and description of the
participants. The project team should consider the contributory factors such as traffic
management, crowd management and in this case managing the animals. There should be
proper medical first aid services available on site both for humans as well as animals. The
risks should be identified by the project managers and according to these proper measures
should be in place to avoid accidents Rotorualakescouncil.nz. (2019). In this event as animals
are involved there can happen that an animal bites a person and then the owner of the pet
should have proper vaccination documents to show that the animal is free from any sort of
diseases.
In case of environment related issues the project team can comply by ensuring that the
cleanliness of the place is maintained in a proper way. The wastes generated by the animals
should be disposed off in a proper manner. The animals should be provided with water and

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shelter. The project team must have a specific person assigned for looking after the welfare of
the animals participating in the event. The nearest SPCA centre should be informed about the
event and that the pets are participating so that in case there is some emergency they can
come for rescue (Limb, 2018). There should be dustbins for the proper disposal of wastes
generated by humans. Suppose any drink or snacks is served to the participants there should
be strict instructions not to litter in the place. The project team should have proper license
done if it required in that place to conduct the event. The local authority should be informed
of such an event taking place. The site of the event must have the emergency numbers
displayed so that when required any individual can contact on these numbers. The emergency
procedures should be clear and the project managers to see to it that if any accidents happen
the services can be made available to the persons in time. The Rotorua District Council has
set various rules and regulations that should be followed by the event organizers to arrange
the event at that place. This has rules and regulations about cleanliness of the environment
and not harming the surroundings and having proper safety measures during the event.
3. Consequences if the legal requirements are not met
If the legal requirements are not met it can act as a hindrance in the path of the vent
being completed successfully. The project team can face many challenges if the legal
requirements are not adhered to. The effort put in for organizing the event can go in vain if
the local authorities all of sudden interfere and declare that as they have not been informed of
such an event, the organizers cannot proceed with the same. The local law body can come for
surveillance and not finding proper health and safety measures on site can take legal actions
on the organizers. Thus the legal requirements must be adhered to in order to avoid any
mishap during the event. The participants should be aware of the scope of the event and what
they are contributing for. There have been instances where the contributors are unaware of
the fact and they feel like they have been cheated in the venture (Raj, Walters & Rashid,

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2017). They file complaints with the local body and this can lead to serious consequences.
The event managers should abide by the legal rules and regulations so that they are saved
from any problems in the future. There are instances where the fundraisers or the event
organizers fail to answer questions that are asked by the donors or participants and these
results in failure of the event.
4. Importance of involvement of the stakeholders
Engagement of the stakeholders in any event is essential for its success. The internal
as well as the externals stakeholders must adhere to the rules and regulations. In this case the
internal stakeholders are all the ones taking part in the event that includes the project team,
volunteers and the external stakeholders are the local authorities and others those who get
affected by this event. The event organizers are required to demonstrate whether relevant
consents taken for the temporary structures that have been built for the sole purpose of the
event. They should check that the rules and regulations have been adhered to while building
the structures and these are safe for the occupants. They are responsible to check that
whether there are proper measures in place for managing various risks. The local authorities
are responsible for checking that the event organizers are abiding by the laws and regulations.
It is the responsibility of the organizers to abide by rules and regulations in controlling traffic
and crowd. There should not be chaos in that place as the event includes animals
Rotorualakescouncil.nz. (2019). Chaos can make the animals afraid and they can take to
biting people thus the organizers should be careful. The health and safety act requires that
there should be proper arrangements on site for emergency cases and thus the event
organizers should give it maximum priority. The internal regulations as in maintaining
cleanliness around the place and providing proper facilities to the animals and the humans
participating in the event is the responsibility of the internal stakeholders. The people should
be given instructions by the volunteers to avoid littering and keep their pets under control.

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The volunteers should be always active to help the participants at any step or place thus
preventing any chaos. The external volunteers should be aware of the time and date of the
event and be ready to help the event organizers in case they require any help in emergency
situations. The internal stakeholders should check that the security procedure is in place and
they are well prepared for any situation and that they are not compromising on the health and
safety of the volunteers (Kerzner, 2017). The environmental issues should be given utmost
importance that is the internal stakeholders should be particular about cleanliness and the
project team should encourage the volunteers to take care of the property and hygiene around.

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References
John, R., & Taylor, B. (2016). Human resource management.
Kerzner, H. (2017). Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Limb, M. (2018). No brachys here, says New Zealand website.
Raj, R., Walters, P., & Rashid, T. (2017). Events management: principles and practice. Sage.
Rotorualakescouncil.nz. (2019). Retrieved 18 December 2019, from
https://www.rotorualakescouncil.nz/Pages/default.aspx