Event Management Unit
Provides the event organiser with a standard JOC checklist for compliance for a successful event;Assists with bookings for JOC presentations; and Assists with all queries related to events in the city.
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| Disaster Management
Needs a floor plan of the venue with evacuation routes;
Issues a final approval for any temporary structure and confirmation of public liability insurance; On the day of the event, an incident report will be kept by the Venue Operations Centre (VOC); and Manages a file of the event and monitors progress.
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City Parks
Assists with a list of park facilities and associated costs; Provides park wardens by application, if required; City Parks may provide a waste service – at a cost; All additional requirements - sanitation, water, temporary structure plans, etc – are the responsibility of the event organiser; and Parks should be left clean, tidy and undamaged; if not, City Parks will do the cleaning up and send the costs to the event organiser involved.
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City Power
Checks if there are electricity supply points at the venue; Must be notified if a generator is to be used; If additional power is required, the necessary application form has to be filled in and the event organiser will get written confirmation of what will be done - apply for this 30 days before the event; Where no additional/temporary power is required, an inspector is sent to check for power/electrical compliance; City Power may refer the event organiser to Eskom, depending on the venue; and The event organiser has to pay for all costs upfront.
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Emergency Management Services (EMS)
The event organiser has to supply EMS with the following:
Any temporary or permanent structure to be erected, including site plans; A request for medical services, or an operational plan for medical assistance if a private company will be used; Requirements for collapsible fencing, flammable substances, compliance certificate for electrical work, plans for vehicles display in buildings, request for the allowance of open flames and pyrotechnics; Local hospitals are to be notified; A final certificate of compliance is issued prior to the event; Identify ambulance evacuation routes and helipads; Ensure all the necessary services are organised, such as fire engines, ambulances and response vehicles; An EMS form must be completed and submitted to the EMS office; and EMS payment must be done before the event.
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Environmental Health Services
The event organiser must:
Inform Environmental Health about the upcoming event; Produce a certificate of acceptability from caterers if food is to be served; Apply for exception to noise compliance if it is an open-air event; Have a waste management plan; State if all service providers are to have specific accreditation to enter the venue; Consult with Environmental Health on all of the following requirements: waste, water, sanitation and food; and Ensure that venues and accommodation establishments such as hotels have been approved.
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Johannesburg Development Agency (JDA)
The JDA assists with the provision of venues.
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Johannesburg Metro Police Department (JMPD)
The event organiser must get an acknowledgement of application letter from the JMPD; A Notice under the Regulations of Gatherings Act must be completed; The metro police will identify general security needs and the Johannesburg police will specify security needs; JMPD provides traffic control on public roads; An indemnity form is to be completed and signed by the event organiser; JMPD has to have an application for an event 30 days before the date of the event; and JMPD assists with dry runs prior to big events, such as road races.
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Johannesburg Water
Event organisers must make sure that there is adequate water for the event; and If a dedicated or additional water supply is required, Johannesburg Water has a number of options available that will be supplied on request.
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Johannesburg Road Agency (JRA)
The JRA and JMPD work closely together once initial qualified approval has been given; and If road closures are required, a way leave application must be made, at a nominal fee.
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Johannesburg Metropolitan Bus Services
Buses can be hired form Metrobus; Metrobus must be paid in advance; The event organiser must complete an indemnity form; Metrobus buses have passenger liability for their vehicles; and They are driven by Metrobus drivers with professional drivers permits (PDPs).
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Pikitup
Pikitup is only responsible for public areas, i.e. streets; If more waste removal services are needed, these can be discussed with Pikitup’s waste management consulting service; but Should the event be held on private property and Pikitup does the waste removal, a fee is charged.
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South African Police Service (SAPS)
The SAPS heads up the VOC on the day of the event; The SAPS must give the event organiser a confirmation letter stating that it is aware of the event; and
If private security companies are used, the SAPS must be given a security plan.
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