Effective management of your event site is crucial to deliver a positive experience for your event attendees. It is also important to assess the impact your event could have on the environment or surrounding areas.

Even events run in purpose built venues may require additional amenities or infrastructure to fully cater to the needs of the event. The below section explains some of the key considerations:

Temporary Amenities (toilets)

Where permanent amenities are not considered sufficient for the estimated number of people attending the event, additional amenities will need to be brought onsite.

The below table is a recommendation for the volume of toilets that are required for large events, where alcohol is not available:

Males Females
Patrons WC Urinals Hand Basins WC Hand Basins
Up to 500 1 3 2 4 2
Up to 1000 2 5 4 7 4
Up to 2000 3 10 7 14 7
Up to 3000 4 15 10 20 10
Up to 5000 6 25 17 34 17

 

If your event is serving alcohol, these figures should be increased by around 50%

This is based on an even division of male and female patrons. For events where a specific gender or group has been targeted, the facilities required may need to be adjusted accordingly.

Make sure you position portable toilets in obvious, but suitable locations, and make sure they are well marked with signage. You will need to allow access for pump out of portable toilets where events are over 4 hours.

You should also consider providing:

  • Sanitary bins
  • Toilet facilities that are accessible to people with a disability*
  • Baby change rooms.

Talking to a supplier will also help inform you about quantities, locations and other considerations.

*For more information on requirements for people with a disability, please refer to the Event Accessibility page on the Department of Premier and Cabinet website

Permanent Amenities (toilets)

Generally speaking event operators utilising venues and public spaces are responsible for the provision of suitable toiletry supply and waste management over and above what constitutes general use of the facilities. For example any additional stocks of Toilet Paper, Hand Towel, and Hand Cleaner, and additional monitoring and cleaning through the day will be the responsibility of the event organiser.

Waste

Even small events can produce significant amounts of waste. You will need to ensure that you have sufficient bins for the type of waste (General Waste/Green Waste/Recyclables) your event will produce.  Bins will need to be serviced during your event to prevent the overflow of rubbish and again after the event to ensure the property is left in a clean and sanitary condition.  Again, remember to include set up and pack down periods in your waste plan.

Bins should be clearly marked to avoid contamination. The number of bins required will depend on type and length of the event but a general rule of thumb is: 1 x 240-litre bin per 120 people, increase by 50% if alcohol is being served.

Some further considerations for waste management at your event include:

  • Think sustainable: What measures can you put in place to reduce the impact of your event?
  • Will your event produce ‘general’ waste only, or will you require recycling and/or organic greenwaste stations
  • Signage at bin stations. For example on bins / bin stations and waste wise reminders throughout event
  • Are there likely to be large quantities of specific wastes / hazardous wastes generated. For example syringes, cooking oils, cardboard, pyrotechnics, etc.
  • It is likely that your food and stall holders will produce internal waste, and require separate bins to that of your event attendees.
  • If you have a choice of packaging used at your event, this can help minimise waste on the day, for example promoting it as a plastic free event
  • How will you manage waste that is not placed in bins, overflowing bins and other litter from the event in car parking areas and wind-blown beyond event boundary
  • Identify when and how collections will take place:
    • Will a contractor service on the weekend of the event or will waste sit in place till next working day
    • Will bins need servicing during event
    • Access for collection vehicles
    • Secure storage till collection
    • Is there risk of attracting vermin or birds

Further information and guidance can be found in the EPA Waste Wise Event Guide 2007

Water

Easily accessible water must be available to vendors and patrons at your event and comply with provisions of the Public Health Act 1991.

Ensure you inspect the supply source as in some cases, particularly at public outdoor venues you may need a Tap Key to access water (and be careful of not creating trip hazards when using hoses).

Aside from water being available for drinking, washing etc., you may wish to consider water points or refill stations when your event is expecting a large crowd, the weather is likely to be hot, or when your event patrons are exposed to physical stress such as a parade, marathon, or a mosh pit of a concert.

As a guide, water points should be provided based on the following:

  • 1 Water Point Per 3,000 Patrons
  • 1 Water Point Per 10 Food Vendors

Remember, when serving alcohol, it is a legal requirement to offer free water.