We may ask you to prepare an Asset Protection Plan to demonstrate how you will protect the site and reduce the likelihood of damage during the setup, delivery and pack up of your event.
It is your responsibility as the event organiser to ensure that the site is safe for employees, contractors and the general public during the construction stage (set up) during the delivery of the event and during the pack up stage.
You are also obliged to return the site to the City of Greater Geelong in the same condition in which it was received.
While general wear and tear is expected, any damage to the asset will need to be repaired at your expense.
Developing an asset protection plan
It is always good practice to use common sense and monitor the movements of all contractors on site.
Follow these steps to minimise site damage, and document actions in your Asset Protection Plan:
- At the site hand over you should have assessed and recorded its pre-event standard (refer section one site responsibility).
- Ensure that food vendors do not drip oil, or drop food and drink from service areas onto grassed areas. Orange juice concentrate can kill grass. This can be managed by stipulating protective matting in food preparation and serving areas. A bond can be placed on vendors to cover any damage.
- Ensure that generators and other machines are lifted carefully onto the site to reduce the risk of fuel leaks
Ensure that heavy equipment in not dropped onto the grass.
- Have a site supervisor to oversee the delivery and pack up phases of the event.
- Manage the contractors and communicate to them prior to the event as to how they are expected to protect the asset.
- Oil must be collected and taken away and melted ice should only be poured into approved drains. Oil and ice will kill grass. Oil and food stains on paved areas may require special chemical cleans.
- Place boards or terra track on high traffic areas during the event build.
- Plan ahead so that any marquees and stages on grassed sites can be set up at the latest possible stage. The longer the grass is covered the more risk of it dying and needing to be replaced.
- Position ply boards under heavy equipment (i.e. legs of stages) to spread the load on both grass and paved areas.
- Position skip bins on flat ground to ensure that when rubbish is placed in the bin it doesn’t spill out onto the ground.
- Position terra track or boards to act as drop off points for heavy equipment.
- Request a site plan showing services to reduce the risk of a water pipe being punctured and flooding the site during the build.
- Some builds require a path of board, or terra trak to be laid down so that heavy vehicles can access the site without doing damage.
- Terra trak can be placed in wet areas to protect the grass during the event. For example outside toilet blocks or serving areas. If the event is held over more than one day or evening the track should be rolled up to let the grass breathe overnight.
- Inflatable Devices such as jumping Castles – hot weather potentially burns grass.