All Hirers and their contractors involved in delivering works that presents a risk to any person’s safety or health is required to submit pre-event safety documentation. It is the expectation that health & safety documentation be submitted to the MCEC Venue Representative, in timeframes outlined in the table below. We will provide feedback where applicable to help both parties meet any overlapping or consultation duties*.

If the Hirer utilises sub-contracted workers (including labour hire), you must either obtain appropriate health & safety documentation from the sub-contractor and ensure the sub-contracted workers are inducted, trained & supervised.

Pre Event H&S Documentation Submission checklist:

* Health and Safety at Work Act 2015, s28, ss31 – 34. No contracting out, Duties not transferable, Person may have more than one duty, more than 1 person may have same duty, and PCBU must consult other PCBU’s with the same duty.

Your Health & Safety documentation (SSSP/SWMS/JSA) must detail a risk assessment that considers every aspect of your event and activities.*

1. Identify hazards and risks.**
2. Determine how serious the risk is (consequences) and the likelihood of it occurring.
3. Decide on the Reasonably Practicable actions to manage the risk (eliminate or minimise)***.
4. Review the process and control measures to ensure risks are adequately addressed

As an example, a copy of our Venue Specific Hazard Identification

Download form

Which you may add your own event specific hazards and risk to.

The documentation you submit must be:

• Specific to the tasks/activities taking place.
• Specific to the work environment at Mystery Creek.
• Detail all known/expected risks and the control methods that will be implemented.
• Provides sufficient emergency response if the risk does occur.
• Identify how incident’s, accidents are reported, including reporting to MCEC.

* Health and Safety at Work Act 2015, s30. Management of risks.

** Health and Safety at Work (General Risk and Workplace Management) Regulations 2016, r5 Duty to identify hazards.

*** Health and Safety at Work Act 2015, s22. Meaning of reasonably practicable, and Health and Safety at Work (General Risk and Workplace Management) Regulations 2016, r 6 Hierarchy of controls.

If your event involves Notifiable Work, you must indicate this as early as possible in the event process (1 month prior). MCEC requires you to forward a copy of any planned Notifiable Work Notification to the MCEC Venue Representative a week before the specific work activity occurs to help ensure the WorkSafe NZ minimum notification period is met (24 hours).*

Unplanned Notifiable Work, must have the WorkSafe notification provided to the MCEC Venue Representative as soon as possible, but still at least 24 hours prior to the specific work activity occurring.

Activities most likely to be Notifiable Work include:**

• Any rigging or construction work that involves lifting over 500 kg over 5 metres in height.
• Work where a worker could fall 5 metres or more.
• Erecting or dismantling scaffolding with a risk of falling 5 metres or more.

The notification duration must cover both pack-in and pack-out activities.

* Health and Safety in Employment Regulations 1995, r2, Interpretation – “Notifiable works” and r26(3) Notification.

** Health and Safety in Employment Regulations 1995, r2, Interpretation – “Notifiable works”

We have Emergency Evacuation Procedures in place for buildings available to be hired which will be provided to you by the MCEC Venue representative. The Hirer should take this information in consideration when developing their emergency plans and will need to consider the impact of any combination of buildings, the expected attendee profile, pack in and pack out activities, outdoor areas used and if overnight camping is occurring.

The MCEC Venue Representative will brief the Hirer on the essential aspects of the evacuation processes and ensure they are aware of the location of fire alarm panels, any critical equipment and any warden identification required to be worn. It is the Hirers responsibility to ensure Wardens are appointed and trained in the evacuation process for the event area. All workers are expected to familiarise themselves with emergency procedures, exit pathways, assembly points, alarm call point positions and firefighting equipment.

Emergency Access

You must plan for how emergency services will access the site (especially when gates are closed or locked) and how they will be directed to the specific location of the emergency.

Controls may include having overnight security staff at Gate 2, liaison with MCEC employees to open specific gates, or having a person ready to escort emergency services to the specific incident location.

Evacuation Protocol (General):

Upon hearing an alarm, all persons should evacuate the area immediately. Follow all reasonable directions from the Wardens, MCEC employees or Emergency Services personnel.

Do not re-enter buildings/areas until the all-clear is given by Emergency Service personnel or the Building Warden.

• All accidents and incidents must be recorded and reported to the MCEC Venue Representative as soon as possible. A thorough investigation must be completed for all accidents, incidents, and near misses that could have been of a serious nature.
• For Notifiable Events*, the incident scene must not be disturbed prior to advice from WorkSafe, with exceptions for providing assistance or making the worksite safe.

Exceptions below:

• Aiding an injured person.
• Removing a deceased person.
• Ensure the worksite is made safe so the incident or other incidents do not have the potential to cause further harm to persons.
• Following instruction from a Police Officer or WorkSafe NZ inspector or other authorised emergency service personnel.**

Hirers are expected to complete the MCEC incident report form or their own if they contain the equivalent information. Copies must be shared with the MCEC Venue Representative as required, and the Hirer is expected to assist with any ongoing investigation that may be required.

* Health and Safety at Work Act 2015, s25, Meaning of Notifiable Event.

** Health and Safety at Work Act 2015, s55(2). Duty to preserve sites

The Hirer is responsible for ensuring their contractors protect the venue including floors, furniture, and fixtures from being stained, marked, or damaged during any work.

Any damage to the venue, property or equipment caused by the Hirer or their contractors must be reported immediately to MCEC Venue Representative. The Hirer will be liable to front the cost of all necessary repairs resulting from such damage as outlined in the Venue Hire Agreement

An appropriate number of first aid certified personnel shall be present during, pack in, the event period and packing out, the event taking into account the risk profile of activities and expected number of workers and attendees. It is strongly recommended to engage a recognised service provider for first aid during a large-scale event or where the risk would suggest it appropriate.

First Aid equipment is made available by the venue onsite at a designated location as agreed by both parties. These include a First Aid Kit and defibrillator. The venue also has a wheelchair and rescue chair available. The location of First Aid services should be communicated to all workers (induction) and event attendees and well sign posted.

All accidents and incidents must be reported to the MCEC Venue Representative as soon as possible, as per the Incident Reporting and Recording section.

MCEC expects all hirers to remain up to date with public health related issues and follow guidance from the Ministry of Health or similar agencies. MCEC must be informed as soon as a Hirer becomes aware of any known or suspected public health concerns e.g. positive tests from workers or attendees for pandemics or other communicable diseases e.g. measles, campylobacter, salmonella. The Hirer is to ensure any reporting required to be followed for communicable diseases occurs.

All MCEC venues are non-smoking indoors. This policy is in place to protect health, comply with legal requirements and ensure non-smokers are not exposed to harmful substances*. To avoid doubt, smoking also refers to vaping and similar products.

* Smokefree Environments and Regulated Products Act 1990.

Animals are not permitted on site unless they are taking part in an event or are a trained service dog providing medical, police or other government agency support. Approval is required for any animal to be present as part of an event by the MCEC Venue Representative. Details of how a hirer will meet their animal welfare legal obligations must be provided to obtain any approval. *Hirers should also consider processes for managing animal welfare issues of event attendees, including pets being left in vehicles.**

* Animal Welfare Act, Animal Welfare (Care and Procedures) Regulations 2018.

** Animal Welfare Act, Animal Welfare (Care and Procedures) Regulations 2018, r14, Dogs left in vehicles.

Mystery Creek Events Centre is located within the Hamilton Airport Controlled Airspace Zone; therefore, all drone activities must be approved by the venue before authorisation will be granted and must follow the steps outlined in the MCEC Drone Policy

It is the hirers responsibility to ensure that all ground penetration is signed off by MCEC employee before digging occurs, The Mystery Creek site has several underground services including, electrical power (with risk of electrocution) and water which are all GPS located. The protection of these services is critical for both your worker’s health and safety, but also the successful delivery of the event.

The following PPE is required to always be worn while working on-site:

• Hi viz clothing (vest, shirt, jacket) as the outer layer. If working in the hours of darkness reflective materials must be clearly visible.
• Covered shoes. Jandals / sandals are not acceptable.

There is an expectation that PPE will be always worn while carrying out tasks, where it is required to be used as a management control for identified risks e.g., wearing a harness for working at heights

It is the hirers or contractors’ responsibility to provide PPE to their workers and have processes in place to ensure those who turn up onsite without it don’t work until its available.

Your event planning must consider the expected noise your activities are likely to produce, any noise generating elements should be detailed in your Health and Safety plan, and any mitigation measures.

Take into consideration the impact on attendees, through acute exposure e.g. hearing loss and the environmental impact of noise disturbance to neighbouring residents and businesses. MCEC has a Mystery Creek Events Zone designation within the Waipa District Plan but also has a boundary with the Waikato District Council. Hirers need to be aware of the noise limits and plan for the activities to meet these requirements.*

Noise limits do decrease from 8pm each day and further reduce at 11pm, with the Waikato District Council levels (neighbours across the Waikato River) being lower than those allowed by Waipa District Council.**

Mystery Creek has an allocated number of noise days per year, which allow for higher-than-normal noise levels, so we need to understand any expected noise activities taking place at your event. As the total number of noise days is restricted across all events at MCEC, you need to request inclusion for your event to be allocated a “noise day” through the MCEC Venue Representative.

Examples for consideration of noise levels include:

• Live music/ DJ’s, Stage Audio
• PA systems and announcements
• Patron activity (crowd cheering, mass movement)
• Pyrotechnics displays
• Construction noise (pack in/pack out)
• Generators

It is expected that you will have an internal process for noise complaints e.g. a contact phone number, and the Venue Representative must be notified of any complaints.

* Refer - Waipa District Plan, Volume 1 - Waipa District Plan 2016, Part D - Zone Provisions, Section 9 - Mystery Creek Events Zone, parts 9.4.10 – 9.4.20 for general noise rules and considerations.

** Refer - Waipa District Plan, Volume 1 - Waipa District Plan 2016, Part D - Zone Provisions, Section 9 - Mystery Creek Events Zone, parts 9.4.15 for exact noise limits outside allocated Noise Days.

An adequate number of toilets must be available for crowd numbers and hours onsite. A general guideline is provided below from Waipa District Council guidelines:*

Toilet facilities

Toilets are one of those things your guests may not notice when everything is working well—but they'll certainly notice if there aren't enough!

Mystery Creek Events Centre has a range of permanent toilet facilities located throughout the venue. When planning your event, it's important to consider whether the available facilities will adequately support your expected attendee numbers, event duration, and event type.

For larger events, you may wish to supplement existing facilities with additional portable toilets and arrange servicing throughout the event to ensure they remain clean, safe, and fully operational. Don't forget to consider accessible toilet facilities and ensure essential supplies, such as toilet paper and handwashing amenities, are maintained throughout your event.

If your event includes food and beverage service, you may also want to increase the number of toilet facilities available to your guests.

Use this table to guide as a starting point when assessing your event requirements. Please ensure your event is appropriately equipped for the comfort and safety of all attendees.
 

Based on your event timings and with the hirer’s approval, the MCEC Venue Representative will make arrangements for cleaning and servicing of facilities during your event. MCEC will ensure toilet facilities are well maintained with adequate signage and lighting and include hand washing, sanitary disposal and nappy changing facilities as well as disability accessible stalls.

Several showers including accessible stalls are also available onsite, for events involving camping. Additional shower blocks may need to be hired in depending on your event needs. Your MCEC Venue Representative can provide maps with location of permanent toilet and shower blocks, and proximity to key buildings/ features of the site to assist with your planning.

* Toilet facilities | Whats on Waipā

All water on Mystery Creek site available to Hirers is safe to drink. Water taps are available in buildings and around site, their locations are plotted on MCEC maps which can be provided by the MCEC Venue Representative.

Depending on the nature and scope of your event and activities, MCEC may require security to be employed. This will be either booked yourself or undertaken by the MCEC Venue Representative in liaison with you as the Hirer, and in accordance with the Venue Hire Agreement. Mystery Creek has an endorsed security provider who are approved to work on our site.

Some but not all applicable scenarios have been outlined below:

• The event falls outside of daylight hours where MCEC employees would otherwise be offsite.
• There is a perceived risk to safety e.g. protestors, unruly groups, high profile attendees.
• There are people camping or staying onsite overnight.
• Your event involves the service or sale of alcohol.
• Controlled access is required e.g. strict entry/exit points or credentials and/or bag checking.
• The sale of dangerous goods e.g. firearms

Wherever crowds converge at one location, the level of risk to safety may increase. You must detail how the movement and behaviour of people on site will be managed in your Health and Safety documentation. Our buildings have maximum occupancy restrictions for safety, your MCEC Venue Representative can provide these.

To ensure safety and efficient crowd management at events and especially higher risk profile events, the following guidelines should be reviewed and applied as required.

• Emergency planning: for possible scenarios, for example medical events, fire and weather.
• Directional Signage: Install clear and visible directional signage throughout the venue.
• Pathway Clearance: Ensure all pathways and egress routes remain clear and unobstructed.
• Security Engagement: Utilise Security to manage and assist with guiding patrons and crowd control.
• Staff Briefing: Conduct a comprehensive briefing for all staff covering the venue layout, anticipated crowd nature, and detailed entry and exit procedures.
• There are resources available to you such as the NZ Government Strategy for “Protecting Our Crowded Places from Attack” document.*

* New Zealand Government, “Protecting Our Crowded Places from Attack: New Zealand’s Strategy”, Version 1.0 August 2020.

To ensure the safety and wellbeing of all event attendees, all food supplied or sold at Mystery Creek (MCEC) must meet the requirements of the Food Act 2014 and all other applicable regulations and standards. MCEC strongly recommends the use of our endorsed caterers, who are familiar with our site, our infrastructure and our compliance expectations. A current list of endorsed caterers is available on the MCEC website.

Hirers who chose to engage their own food providers, must ensure those vendors meet all venue and legal requirements. The Hirer is required to report immediately to the MCEC Venue Representative, any known or suspect cases of food or beverage related illnesses associated with the event. MCEC may require the cessation of food service, cleaning or sanitation interventions, or further investigation as appropriate.

Before any food service begins, the MCEC Venue Representative will request evidence of each vendor’s current food registration or certification issued by the relevant local authority. This documentation must cover the type of operation the vendor intends to run onsite. Waste oil must be removed from site by the vendor unless a prior arrangement for disposal has been made with MCEC. All waste must be correctly sorted and disposed of into the appropriate waste streams provided by the venue.

Hirers must follow the WorkSafe NZ guidance for working at heights, with the following requirements being in addition or as a reminder of some applicable hazard and risks controls.*

• Gantry Access (Pavilion): Only allowed for those who have completed a Gantry Access Induction (contact your MCEC Venue Representative to arrange Gantry specific inductions).
• Roof Access: Requires a MCEC Working at Heights Permit (contact your MCEC Venue Representative).
• Harnesses & Gear: Must be maintained to applicable NZ standards, have a current certificate, and be no older than ten years. Height rated helmets must be worn.** PPE for the applicable working at height device must be used e.g. harnesses.
• Exclusion Zones: Area’s underneath working at height must have controlled access/exclusion zones for authorised workers only. These must be clearly marked with barriers, tape or cones with bars and should be discussed in daily inductions and displayed on hazard boards / safety signage or similar.
• Rescue Plan: Contractors must include a specific rescue plan in their safety plans that details how a hanging worker at height will be safely rescued (without relying solely on emergency services).
• Use of ladders: Ladders must be used as a last resort for short duration work only. Other options must be considered, such as mobile platforms, scaffolding etc. The top levels of ladders must not be used and no standing on the top of 3 step ladders not fitted with safety bars or similar to support three points of contact***
• Training: Specific training and use requirement must exist for specific devices, Hirers must ensure these requirements are met for:

- Erection of scaffolding

- Use of mobile scaffolding

- Use of Elevated Work Platforms (EWP’s)

- Use of boom lifts

- Cages used to lift people, attached to other machines e.g. forklift or telehandler cages

• WorkSafe Notification: Hirer must consider if height work is notifiable and make necessary notification. Refer to the WorkSafe NZ Notifications section.

* Refer to multiple guidance documents on WorkSafe NZ webpage, www.worksafe.govt.nz/topic-and-industry/working-at-height/, which includes but not limited to:

- Scaffolding in New Zealand,

- Mobile elevating work platforms,

- Working safely at height,

- Equipment for working at height,

- Working at height in New Zealand,

- Safe working with ladders and stepladders.

** WorkSafe NZ, “Best practice guidelines for working at height in New Zealand, July 2019.

*** WorkSafe NZ, “Best practice guidelines for working at height in New Zealand, July 2019.

The Rigging and Stage Build requirements are in addition to any Working a Height considerations.

Pre-Work Documentation: Rigging build information, weight loadings, and rigging plans must be submitted to MCEC Venue Representative or nominated contractor prior to works occurring.

Load Calculations: All weight loadings (trusses, gantry, hanging equipment) must be known and calculated for both sectional and cumulative load limit to ensure they are within the weight range.

Safety Requirements:

- All tools used by riggers must be attached to lanyards to prevent dropped objects, including mobile phones or other devices.

- All chain motor hoists to be fit for purpose, inspected before use, have a current electrical test and tag as well as having chain bags installed.

- All workers (including riggers) to be wearing PPE when there is work at height. Hard hat, safety footwear, high visibility vest, glove & eye protection as required.

- All hanging equipment to have safety cables, chains attached. Completed sign off or checklist are to be available for inspection by the MCEC Venue Representative as required.

Procedure: A "1 up 1 down" system (one rigger at height, one person on the ground to secure the safety zone) must be in operation.

Any covered structure, including outdoor stages, canopies, and marquees, is classified as a Temporary Structure. The requirements below apply to all such structures to ensure they comply with the relevant building and fire and emergency requirements. Also refer Pop-up Marquee’s (Gazebo’s, Tents) for smaller structures. All electrical installations inside covered temporary structures must adhere to AS/NZS standards.*

Permit & Compliance Requirements

* AS/NZS 3760:2021 In-service safety inspection and testing or electrical equipment and RCD’s and AS/NZS 3002:2021 Electrical installations – Shows and carnival events. 

** Letter from Waipa District Council to NZNFS for “Building Consent Exemption”, dated 15 March 2017. Exemption granted pursuant to Schedule 1, Exemption 2(a).

*** Fire and Emergency New Zealand (Fire Safety, Evacuation Procedures, and Evacuation Schemes) Regulations 2018, r7 Owner of building must provide evacuation procedure, r 18 Application for approval of evacuation scheme and Fire and Emergency New Zealand Act 2017, s 77. Owner must apply to FENZ for approval of evacuation scheme.

**** Fire and Emergency New Zealand (Fire Safety, Evacuation Procedures, and Evacuation Schemes) Regulations 2018, r5 - Owner and tenants of building must maintain means of escape from fire for building.

***** Fire and Emergency New Zealand (Fire Safety, Evacuation Procedures, and Evacuation Schemes) Regulations 2018, r8 and r9 – Duties of occupants of building regarding evacuation procedure, and Owners or tenants of certain buildings must have employees trained to assist occupants to evacuate.

Due to their inherent instability, the use of Pop-Up Marquees (Gazebos) presents a significant wind risk, particularly at the Mystery Creek Event Centre site as areas can experience a wind funnel effect.

Remain proactive: and initiate the process to secure or dismantle at risk structures before adverse wind conditions arise.

Emergency Response: If the risk is immediate, you must postpone the activity, cancel the use of the marquee, or immediately direct all occupants to a safe, permanent location.

Regardless of weather conditions Pop-Up Marquees (Gazebo’s) must be weighted or pegged to secure them (industrial pegs, not domestic tent pegs) at the earliest stage of installation. Note: Obtain permissions for Ground Penetration from the MCEC representative before commencing installation.

marquees gazebos tents

If weights are used to secure the pop-up they must be attached or fit around the leg of the structure or secured to the structure of the marquee by tie down straps. Weights / pegs must be used on all the legs of the pop-up. If sandbags are used as a form of weighing down pop-up marquees the sandbags as per the weights must be securely attached to the structure.

The Hirer and all contractors must liaise with the MCEC Venue Representative regarding the venue's power supply to ensure all power requirements (sound, lighting, catering needs, etc.) can be safely met. All electrical equipment used must be fit for purpose, inspected before use, and protected from environmental conditions e.g. dust and water.

Power Load Plans: May be requested detailing equipment layout, capacity of cabling, dimmer, and phase loading.

MCEC Authorisation: The Hirer must use a registered/certified electrician on-site. Electricians must gain authorisation from MCEC prior to connecting to the venue’s power supply. Refer to the MCEC website for endorsed suppliers familiar with the MCEC site.

Electrical Isolation: Isolation of an MCEC power supply must only be carried out by an MCEC approved contractor. The electrical grid must be effectively isolated from mains or generators while any electrical equipment is installed or removed.

Residual Current Devices: All connected power/electrical equipment need to ensure that Residual Current Device (RCD) protection is in place. MCEC hardwired connections have built in RCD's.

Electrical Testing and Tagging: All electrical equipment must be tested to AS/NZS 3760:2022 and display a current tag.

Cable jackets: Cables and cable runs must be protected in cable covers or similar in areas of public occupation, traffic, and pedestrian movements (e.g., roadways, pathways).

Contingency plans for severe wind and rain must be considered for all stages of your event. Severe weather may restrict vehicle and pedestrian access to grassed areas and compromise stability of marquees and temporary structures. If wet weather concerns are raised, alternative access routes and ground cover options should be investigated in liaison with the MCEC Venue Representative

High wind is a significant hazard, particular to temporary structures such as marquees, scaffolding and stages. Hirers or their contractors must be aware of detailed wind limits for the safe operations of these, and plant and equipment e.g. scissor lifts, and have a management plan in place and ensure specific anchoring requirements are met.

MCEC is a designated Civil Defence site with some back up facilities.

The Hirer/Contractor shall provide MCEC Venue Representative with a complete list of all hazardous substances they intend to bring onto the venue grounds. Also review the LPG Storage & Use section and include LPG as a hazardous substance.

• The list must be provided along with pre-event safety documentation (SSSP/SWMS).
• Clearly outline the requirements of a Chemical Inventory required by regulations for each hazardous substance:*

- the product or chemical name and UN number (if available); and

- the maximum quantity likely to be at the workplace; and

- the location of those hazardous substances; and

- any specific storage and segregation requirements; and

- any hazardous waste.

• Safety Data Sheets (SDS) must be supplied for all listed substances and be less than 5 years old from when it was last reviewed.
• Planned use and management of these substances must be noted in your Site-Specific Safety Plan (or similar documentation).
• If any substance requires a specific qualification, this must be clearly noted in your documentation, and MCEC reserves the right to request proof of the qualification.

* Health and Safety at Work (Hazardous Substance Regulations) 2017, r3.1 – Duty of PCBU to keep hazardous substances inventory

LPG is a hazardous substance and so these requirements are in addition to those in the Hazardous Substance section. The total number of cylinders and the cumulative weight of LPG being brought on-site must be made known to the MCEC Venue Representative prior to the event.

Storage of 100Kg of LPG or more will require a Location Compliance Certificate (LCC). A hirer will need to consider obtaining external expert advice for the process of obtaining a LCC.

Storage of LPG cylinders (empty or full) must be in an approved storage area / facility. Location of the storage facility will be in liaison with the MCEC Venue Representative, and the Compliance Certifier (if a LCC required) as required.

Storage facility requirements of space:

All pyrotechnic activities, whether indoors or outdoors require strict authorisation and planning to ensure safety and compliance.

Any use of sparklers or domestically purchased fireworks require approval from MCEC Venue Representative. If required, neighbours of the venue may need to be notified.

• MCEC must be notified in the first instance followed by approval from:* Fire and Emergency NZ (FENZ)**
• WorkSafe NZ (notify at least 3 days prior to occurrence)***
• Civil Aviation Authority: due to proximity of Hamilton Airport or if displays exceed 60m in height. ****In addition:
• Outdoor Displays: Must comply with the Environmental Protection Authority (EPA) Code of Practice for Outdoor Pyrotechnic Displays.*****

Personnel Requirements:

• Certified Handlers to operate pyrotechnic displays
• Qualifications: All persons involved must be suitably qualified, trained and experienced.

Pyrotechnics Safety plan: is required which outlines,

• Location and directing of firing
• Location of personnel involved in the display (must have direct line of sight).
• Details of the size and type of pyrotechnics used
• Deployment height and noise level generated (Displays must not exceed 140 dB LZ peak in the audience area or at any activity sensitive to noise).
• Location of firefighting equipment (suitable extinguisher for fire type)
• Outline minimum safe distances, exclusion and safety zones.
• Safety Data sheets must be available onsite

Display Execution and Hazard Control:

Controlled Access

• The pyrotechnics display area must have controlled access, excluding anyone not directly involved in the activity.

Wind Limits

• Known wind limits must be provided.
• Displays must not take place if conditions exceed these known wind limits.

Hazard Prevention

• Ensure that fired items will not create a fire or safety risk to crowds, buildings, or structures.
• Pyrotechnics must not be fired if any person enters the firing/exclusion zones.

Overhead Obstructions

• Any overhead object (e.g., trees, wires, branches, buildings) must not be within 8 meters of the display site set-up area.

* Health and Safety at Work (Hazardous Substances) Regulations 2017, r9.35 – Notifications and recording of outdoor pyrotechnic displays.

** Fireworks and pyrotechnic displays | Fire and Emergency New Zealand

*** Outdoor pyrotechnics display compliance certificates | WorkSafe

**** Search risk management | WorkSafe – “HSNOCOP: Outdoor pyrotechnic displays”.

Any use of lasers during an event must be used in accordance with AS/NZS 2211, Safety of Laser Products.

The following documentation must be shared with the MCEC Venue Representative.

• Safety plan / risk assessment.
• Civil Aviation Authority approval: due to proximity of Hamilton Airport (if an outdoor display).

Open Flames and Fire Pits

• Outdoor Use Only: The use of open flames (including fire pits, braziers, and gas flares) will only be considered for outdoor areas.
• Required Approval: Any open flames or fire pits are subject to the discretion of the MCEC Venue Representative following a risk assessment.
• Mitigation Steps: This risk assessment must clearly outline the specific steps that will be taken to prevent fire spread to surfaces like grass or bark, or to nearby structures.
• Fire-Fighting Equipment: Appropriate fire-fighting equipment must be provided at the exact location where the open flame activity is occurring.

Candles

• The use of candles creates a fire risk, and the use is therefore restricted.
• Detailed information must be provided to the MCEC Venue Representative on the location of these and who is responsible for lighting and extinguishing.

The use of dry ice and smoke effects must be agreed with the MCEC Venue Representative, 14 days prior to the event as isolations of fire protection systems may be required.

Any activity categorised as Hot Works (including welding, grinding, gas cutting, or any work posing a heightened fire risk) requires a mandatory Hot Works Permit to Work. Permits can be obtained via the MCEC Venue Representative.

Mystery Creek Events Centre is located within the Hamilton Airport Controlled Airspace Zone; therefore, all drone activities must be approved by the venue before authorisation will be granted and must follow the steps outlined in the MCEC Drone Policy. 

The following references are provided to assist Hirers identify sources of requirements contained in this guide or that Hirer as a PCBU may need to be aware of when planning their event.

Standards that may apply to hirers

Entertainment Technology New Zealand: 

Guide of Safe Working Practices in the NZ Theatre & Entertainment Industry: https://www.etnz.org/wp-content/uploads/2018/05/Safety-Guideline-Version-14-April-2018.pdf 

Safe Rigging Practices for the Entertainment Industry in NZ: https://etnz.org/wp-content/uploads/2017/02/safe-rigging-practices-nz-v1.0-june-2015.pdf

WorkSafe New Zealand 

Best Practice Guidelines for Working at Height in NZ (2019): https://www.worksafe.govt.nz/topic-and-industry/working-at-height/working-at-height-in-nz/ 

Approved Code of Practice for Load-Lifting Rigging: https://www.worksafe.govt.nz/topic-and-industry/load-lifting-and-rigging/ 

Elevated Work Platforms (EWP) – Best Practice Guidelines: https://www.worksafe.govt.nz/topic-and-industry/working-at-height/mobile-elevating-work-platforms/mobile-elevating-work-platforms/ 

Scaffolding in New Zealand (2019) – WorkSafe Guidelines: https://www.worksafe.govt.nz/topic-and-industry/working-at-height/scaffolding-in-new-zealand/ 

Hazardous Substances – Risk Management: https://www.worksafe.govt.nz/topic-and-industry/hazardous-substances/managing/risk-management/ 

New Rules for Hazardous Substances – Changes to the Regulations for Hazardous Substances in the Workplace: https://www.worksafe.govt.nz/topic-and-industry/hazardous-substances/managing/risk-management/ 

Information, Training, and Instructions for Workers Handling Hazardous Substances: https://www.worksafe.govt.nz/topic-and-industry/hazardous-substances/managing/information-instruction-supervision-training/ 

Labelling, Decanting and Re-packaging Hazardous Substances in the Workplace: https://www.worksafe.govt.nz/topic-and-industry/hazardous-substances/managing/labelling/ 

Inventory Requirements for Hazardous Substances: https://www.worksafe.govt.nz/topic-and-industry/hazardous-substances/managing/inventory/ 

Safety Data Sheets in the Workplace: https://www.worksafe.govt.nz/topic-and-industry/hazardous-substances/managing/safety-data-sheets/ 

Health & Safety in Welding: https://www.worksafe.govt.nz/topic-and-industry/welding/health-safety-in-welding/ 

Code of Practice for Manual Handling: https://www.worksafe.govt.nz/topic-and-industry/manual-handling/preventing-manual-handling-injuries-acop/ 

Electricity Standards

• AS/NZS 2978 Insulating mats for electrical purposes.
• AS/NZS 3000 Electrical installation (Australian/NZ Wiring Rules) 
• AS/NZS 3100 Approval and test specification – General requirements for electrical equipment 
• AS/NZS 3017 Electrical installations – Verification guidelines. 
• AS/NZS 3190 Approval and Test Specification – Residual Current Devices 
• AS/NZS 3760 In service safety inspection and testing of electrical equipment 
• AS/NZS 3820 Essential safety requirements for low voltage equipment 
• AS/NZS 4836 Safe working on or near low-voltage electrical installations and equipment 
• AS/NZS 3002:2008: Electric Instillations – Shows and Carnivals. 

Scaffolding Standards 

• AS/NZS 1576.1.2019 Scaffolding. Part 1: General Requirements.
• AS/NZS 1576.2.2016 Scaffolding. Part 2: Couplers and Accessories. 
• AS/NZS 1576.3.2015 Scaffolding. Part 3: Prefabricated tube-and-coupler scaffolding. 
• AS/NZS 1576.4.2013 Scaffolding. Part 4: Suspended scaffolding. 
• AS/NZS 1576.5.1995 Scaffolding. Part 5: Prefabricated splitheads and trestles. 
• AS/NZS 1576.6.2000 Scaffolding. Part 6: Metal tube-and-coupler scaffolding – Deemed to comply with AS/NZS 1576.3.2015
• AS/NZS1664.1 Aluminium structures – Limit state design 
• AS/NZS1170.0 Structural design actions – Part 0: General principles 
• AS/NZS1170.1 Structural design actions – Part 1: Permanent, imposed, and other actions 
• AS/NZS1170.2 Structural design actions – Part 2: Wind actions 
• AS/NZS1170.3 Structural design actions – Part 3: Snow and ice actions 
• AS/NZS1170.5 Structural design actions – Part 5: Earthquake actions – NZ 
• AS/NZS1554.1 Structural steel welding – Welding of steel structures 
• AS/NZS1554.2 Structural steel welding – Stud welding (steel studs to steel) 
• AS/NZS1554.2 Structural steel welding – Welding of high strength quenched and tempered steels 

Cranes – Codes of Practice & NZQA Unit Standards 

WorkSafe NZ – Approved Code of Practice for Cranes: https://www.worksafe.govt.nz/topic-and-industry/cranes/ Unit Standards 

• 3789 – Sling regular loads and communicate during crane operations. 
• 3795 – Configure a mobile crane and lift and place loads. 
• 15757 – Employ fall arrest systems on building and construction sites.
• 16617 – Operate a truck loader crane and lift and place loads. 
• 20526 – Configure a track crawler crane and lift and place loads. 
• 24511 - Configure a non-slewing articulated crane and lift and place regular loads. 

LPG Standards 

• AS/NZS 1596:2014: The storage and handling of LP-Gas. 
• AS/NZS 5601.1.2013: Gas Installations. Part 1: General Installations. 
• AS/NZS 5601.2.2013: Gas Installations. Part 2: LP-Gas instillations in caravans and boats for non-propulsive purposes. 
• AS/NZS 1425:2007: LP-Gas Fuel Systems for Vehicle Engines. 

Covered Structures / Marquees Standards 

• AS/NZS 1530.2.1993: Methods for Fire Tests on Building Materials, Components and Structures – Test for Flammability of Materials. 
• AS/NZS 2293.1:2018: Emergency Lighting and Exit Signs for Buildings. 
• AS/NZS 3002:2008: Electric Instillations – Shows and Carnivals. 

The Building Code. https://www.building.govt.nz/building-code-compliance/

Pyrotechnic Displays 

Code of Practice for Outdoor Pyrotechnic Displays: https://www.worksafe.govt.nz/topic-and-industry/hazardous-substances/certification-authorisation-approvals-and-licensing/outdoor-pyrotechnic-display-compliance-certificates/ 

Drones 

Civil Aviation Authority of New Zealand: https://www.aviation.govt.nz/ 

AirShare: https://www.airshare.co.nz/ 

Hot Works 

• NZS 4781:1973 Code of practice for safety in welding and cutting. 
• NZS 4711: 1984. Qualification tests for metal-arc welders. 
• AS/NZS 1338.1:1992 Filters for eye protectors–Filters for protection against radiation generated in welding and allied operations. 
• The AS/NZS 1554 series. Covers: Welding of steel structures; Welding of high strength quenched and tempered steels; Welding of steel structures to high levels of fatigue loading; Welding stainless steel for structural purposes. 
• AS 1796–Certification of welders and welding supervisors. 
• AS 2214–Certification of welding supervisors – structural steel welding.
• AS/NZS 3100:2002 Approval and test specification – General requirements for electrical equipment. 
• AS/NZS 3195:2002 Approval and test specification – Portable machines for electric arc welding and allied processes. 
• AS/NZS 1995:2003 Welding cables. 
• AS/NZS 3957:2006 Light-transmitting screens and curtains for welding operations. 
• AS/NZS 1995:2003 Welding cables. 
• AS/NZS 2210 Guide to Occupational Safety Footwear. 
• AS/NZS 2161 Occupational Protective Gloves. 
• AS/NZS 1715:1994 Selection. A Guide to Respiratory Protection; use and maintenance of respiratory protective devices.