The TEF Event Playbook V1

sector. This workshop series represents our commitment to empowering you – our dedicated event promoters – with the tools, knowledge, and strategies needed to conceptualize, plan, and execute events that meet international standards while showcasing our unique Jamaican spirit.

Your role extends far beyond event organization. You are innovators, economic catalysts, and ambassadors of Jamaica’s tourism products.

Every successfully executed event strengthens our destination’s brand, creates valuable business opportunities, and contributes to Jamaica’s reputation as a premier event destination.

Message from the Minister It gives me great pleasure to introduce you to “The Event Playbook: Strategies for Event Tourism Success.” This carefully curated resource accompanies our groundbreaking capacity building workshop series, representing a significant step forward in Jamaica’s event tourism development strategy.

Jamaica’s dynamic tourism landscape thrives on the power of exceptional events. From international music festivals and sporting championships to cultural celebrations and business conferences, our island has proven its capacity to host world-class events that captivate global audiences. Through the Tourism Enhancement Fund’s (TEF) strategic investments, we have witnessed how events of all scales can become powerful drivers of visitor arrivals and economic growth.

Today, we stand at an exciting crossroads. The Sport & Entertainment Network, under our Tourism Linkages Network, which is a division within the TEF, has recognized the immense potential within Jamaica’s events

This playbook, and the accompanying workshop series, will equip you with essential skills in event logistics, budgeting, marketing, and risk management. More importantly, it will connect you with a network of fellow promoters and industry experts, fostering collaboration and innovation across our tourism regions. From the convention facilities of Montego Bay to the scenic venues of Portland, each region offers unique opportunities for event development.

As we roll out this initiative from Montego Bay to the South Coast, I am confident that together, we will further enhance Jamaica’s position as a leading destination for events and entertainment. Your success is Jamaica’s success, and your growth contributes directly to the diversification and enrichment of our tourism offering.

I look forward to seeing the fruits of this programme reflected in the continued growth and excellence of Jamaica’s event tourism sector.

Warmest regards, Hon. Edmund Bartlett, OJ, CD, MP Minister of Tourism, Jamaica

regulations and security protocols.

Our commitment to supporting you goes beyond just financial support; we aim to be a trusted partner in your journey to deliver outstanding experiences for your audiences. Please use this guide as a resource to foster a culture of compliance, operational excellence, and mutual respect.

We look forward to continuing to work alongside you and helping you achieve success in every event you undertake.

Warm regards, Kamal Bankay Chairman, Sport Entertainment Network Tourism Linkages Council

Message from the Chairman Dear Event Organisers and Promoters, As the landscape of events and experiences continue to evolve, the role of event organisers and promoters in ensuring seamless and successful events has never been more critical. We value the partnership we share with you, and it is our priority to uphold the highest standards of integrity, compliance, and professionalism in every collaboration.

This guidebook has been designed to help you navigate the essential best practices and regulatory requirements that govern events in Jamaica. Whether you are organising large-scale festivals and conferences, corporate gatherings or community events, it is crucial to align with standards to ensure the safety, success, and reputation of your events.

We emphasise transparency, accountability, and responsible conduct as the foundation of any event. We encourage you to uphold the highest standards of compliance with local

Overview of the Tourism Linkages Network In keeping with the goals of the Tourism Master Plan and the Vision 2030 National Development Plan; the Ministry of Tourism has targeted the development and strengthening of sustainable linkages between Tourism and other productive sectors of the economy to which it is closely linked. The Tourism Linkages Network was therefore established as an initiative to position the tourism sector to increase its consumption of goods and services that can be competitively sourced in Jamaica. In this regard, the Tourism Linkages Network was approved and established by Cabinet decision in June 2013.

Since then, the Linkages Network has been expanded to incorporate greater emphasis on experiential tourism by driving the passion points of today’s tourists, specifically through the build out of five (5) networks. These networks are: • • • • •

Gastronomy Network Health & Wellness Network Sport and Entertainment Network Shopping Network Knowledge Network

The Sports and Entertainment Network blends features of both entertainment and tourism industries to develop the Jamaican tourism product. The Network therefore works to foster growth and job creation through growth of a targeted sports and entertainment tourism niche product.

Purpose To provide governance framework that will support positioning, packaging and marketing of sports and entertainment events as part of Jamaica’s tourism product.

Objectives •

•

Develop a strategy for sport and entertainment tourism that takes into consideration the available assets, resources and current global positioning and potential for development.

Strengthen and foster inter-sectoral partnerships and implement key initiatives that will support the growth and marketing of sports and entertainment tourism and that leverages the strong nexus between the two areas.

Major Initiatives • • •

Top Events Jamaica Marketing initiative Enhancing seasonal events such as; Reggae Month and Carnival in Jamaica Support for sports and entertainment events

PROGRAMME 9:00AM - 9:30AM Registration & Coffee Break 9:30AM - 9:45AM Opening Remarks Hon. Edmund Bartlett, OJ, CD, MP -

9:45AM - 9:55AM Minister of Tourism

9:55AM - 10:30AM Destination Marketing and Event Tourism (and You) Branding, Marketing and Sponsorship: Effective

10:30AM - 11:30AM Strategies for Event Success

Presentation by Dr. Andre McDonald, Suretime

11:30AM -11:45PM Emergency Medical Services

Covered and Confident: Navigating the World of

11:45PM - 12:00PM Event Insurance, 12:00 NOON - 1:00PM Break for Lunch

Navigating Compliance: Legal and Regulatory

1:00PM - 2:15PM Essentials for Event Success 2:15PM - 2:30PM

TOP EVENTS IN JAMAICA - a marketing initiative of the Tourism Linkages Network, a division of the Tourism Enhancement Fund

2:30PM - 4:00PM Innovation in Event Tourism

CLOSING

Top Events in Jamaica is a marketing initiative of The Ministry of Tourism developed and managed through the Tourism Linkages Network, a division of the Tourism Enhancement Fund (TEF).

The programme includes social media marketing, digital newsletters, billboards in key locations across the island and an engaging website - www.topeventsinjamaica.com - designed to share with the world the many event offerings of Jamaica available year round. The programme promotes events across the 5 AREAS OF THE TOURISM LINKAGES NETWORK: • • • • •

Gastronomy Health & Wellness Knowledge Shopping Sport & Entertainment

Top Events Jamaica promotes large scale festivals to community tourism activities, conferences and weekly events.

Event organizers can promote their events for free on Top Events in Jamaica, while patrons can easily discover the most exciting happenings across the island.

How to Discover and Share Jamaica’s ‘Top’ Events: 1. Visit our website at www.topeventsinjamaica.com.

2.

Click “Sign Up” to create your account and get started.

• For Event Organizers: UPLOAD your event details and hit “SUBMIT“ to showcase your event to a wide audience eager to explore Jamaica’s vibrant culture.

• For Patrons: Browse through our curated list of events, mark your favourites and stay informed about the latest happenings across the island.

Follow us on all social media platforms.

Instagram - @topeventsinjamaica Facebook - Top Events in Jamaica X (formerly Twitter) - @TopEventsJA TikTok - @topeventsjamaica

Jamaica Constabulary Force Event Permit Application Guideline Source: https://jcf.gov.jm/permits-needed-to-host-events/ 1.

​​Submit an application at least ten (10) clear days before the scheduled event.

2.

Address the application to the Superintendent in charge of the division (area) in which the event is to be held.

3.

State the: i. Applicant’s name, address and contact number clearly. ii. Reason for applying for the permit and the type of event. iii. Date, time and venue of the event. iv. Name of the sound system employed to play. v. Name and address of the selector/owner of the sound. vi. Number of persons expected to attend. (70% of the venue capacity)

Members of the public are reminded that hosting an entertainment event without a permit is a breach of the Noise Abatement Act, for which you can be prosecuted.

Places of Amusement License Source: https://ran-s3.s3.amazonaws.com/localauthorities.gov.jm/s3fs-public/ resources/application_for_place_of_amusement_licence.pdf Any place open to the public for purposes of entertainment either free or for a fee.

Permission for operating is obtained from the Municipal Corporation by granting of a licence.

A place of amusement includes the following: • Open Air Dance • Party • Night Club, Theatre • Festival • Sporting Events • Any other activity deemed entertainment There are two types of licences: • Special Event Licences which are granted on a daily basis • Annual Licences which are granted from the 1 st of April of one year to the 31 st March of the following year.

NOTE Prior to your event, do ensure that you make contact with your local Municipal Corporation office for specific details on submitting an application for a Places of Amusement License.

Jamaica Association of Composers, Authors & Publishers Limited Source: https://www.jacapjamaica.com/concerts-events WHO NEEDS A JACAP LICENSE? Anyone who copies, distributes, broadcasts or adapts musical works needs a licence.

A licence is required for public performances such as concerts, and in public places where music is played such as restaurants, bars, hotels and business places. Radio and television stations, including satellite and cable operators, must be licensed to broadcast into private homes. Those that use these services to provide entertainment for patrons, the general public or staff must have a licence to do so.

WHAT DOES THE JACAP LICENSE DO? JACAP gives you a license to entertain your customers, guests and employees with the world’s largest musical repertory. Whether your music is live, broadcast, transmitted or played via CD’s or videos, your JACAP license covers your performances. And with one license fee, JACAP saves you the time, expense, and burden of contacting thousands of copyright owners.

HOW MUCH DOES IT COST TO OBTAIN A LICENSE? Different licence fees are calculated for different uses. Kindly refer to JACAP tariff structure included on this website. The music user should be aware however that contacting JACAP sooner rather than later could result in charges being reduced for making arrangements for early compliance.

I ALREADY PAY THE ARTIST, DO I HAVE TO PAY ROYALTIES TO JACAP TOO? When a performer is paid to perform at an event, such payment is for his service as a performing artiste, not for the public performance of the musical works. Whether or not the works were written by the performer licence fees are separate from performers’ fees.

WHAT HAPPENS IF I DO NOT HAVE A LICENSE? If you do not have a JACAP licence your event is not fully licensed to use music legally in JAMAICA JACAP takes all reasonable steps to ensure compliance. Failure to obtain a licence for the use of music in public, or in any commercial environment, may result in legal action for copyright infringement and can result in injunctions, fines or imprisonment.

CONTACT 21 Connolley Avenue, Kingston 4, Jamaica WI. jacap@jacapjamaica.com 876-948-6439 & 876-948-5937 876-922-1638 876-578-4917 (Digicel)

Jamaica Music Society (JAMMS) Source: https://www.jammsonline.com/ JAMMS is a Jamaican COLLECTIVE MANAGEMENT ORGANISATION (CMO), that throughout their twelve years of service as the leading representative for producers, have earned a stellar reputation of integrity and accountability both globally and locally. With their proven expertise, they are positioned to extend their reach into the representation of Artistes/Musicians. As a result of JAMMS networking acquired over the years, they are linked to some respected Performing Rights CMOs in the international music industry. Their affiliates cover most territories in Europe, Asia, Central America and Africa. Some of the CMOs that are affiliates include, PPL in the UK, Spedidam in France and AIE in Spain.

As a Performer will JAMMS collect royalties for me when I perform on stage?

There are no Performers Royalties due to the Artists or musicians for their live performances…they receive compensation as entertainers from the Event Promoter.

There is however an exception. When a live performance is recorded for future broadcasting purposes, the performers become participants in a recording and are entitled to remuneration. This would require a Performing Rights CMO like JAMMS, to act on behalf of the artiste in relation to the recorded usage.

WHAT INFORMATION DO I NEED FOR A JAMMS PERMIT? SECTION A - GENERAL INFORMATION 1. Is this application for an individual or an entity?

• Individual Promoter • Business Putting On An Event • Institution/Organization Putting On An Event 2. Name of Event Promoter (First and Last Name) if application is from an individual.

3. If application is for a business or organization, state its name and also name of the contact person handling the application.

• Telephone Number • Email address • Address of the applicant SECTION B - EVENT INFORMATION 4. Type of Event (Example: Dance, Round Robin, Stage Show, Party) 5. Name of Event* 6. Event Date/s * 7. Name and address of Venue (Example: Latty’s Bar & Grill, 6 Parkway Avenue, Frenchman District, St. Mary) 8. Best Estimate of Expected Attendance (Number of Persons)* 9. Admission Fee (If there is an admission fee state the pre-sold price and gate price). If no admission fee put $0. If misleading information is provided your permit WILL BE REVOKED).

10. Is the Admission Fee/Ticket Price Food Inclusive?

11. Is the Admission Fee/Ticket Price Drinks Inclusive?

12. Is the Admission Fee/Ticket Price Food and Drinks Inclusive?

13. You hereby confirm that the information provided for this application is truthful, accurate and not intentionally misleading. If the information is found to be inaccurate or misleading you will NOT be issued the Permit. If after the Permit has been issued, the information provided is found to be inaccurate or misleading the Permit WILL BE REVOKED, without a refund!

If you do not agree to these terms you are agreeing that we should not proceed in processing your application. Do you agree to the terms?

14. Signature of applicant or TRN number.

CONTACT 7 Stanton Terrace, Building # 2, Kingston 6, Jamaica, W.I 876-978-3275 Event organisers and promoters are reminded that securing a JAMMS and JACAP licence for their event is a legal requirement that must be adhered to.

The Importance of Ambulance at Events Ambulances serve as mobile medical units strategically placed at large gatherings or public events.

It is staffed with trained medical professionals such as Paramedics or Emergency Medical Technicians (EMTs), equipped with life-saving medical equipment and ready to respond to any medical emergency that may arise during the event.

Having an ambulance on-site provides immediate medical attention and ensures that if a patron experiences a medical emergency, from a minor injury to a severe medical condition, help is readily available.

TYPES OF EVENTS THAT REQUIRE AMBULANCES • Sporting Events and Competitions • Concerts and Music Festivals • Corporate Events and Conferences • Weddings and Private Functions • Public Festivals and Parades • Charity and Community Events WHY DO YOU NEED AN AMBULANCE FOR EVENTS? Below are just a few of the reasons why it is important to have an Ambulance available at any large gathering or function: • Facilitates access to immediate medical assistance • Mitigates escalation of medical emergencies • Provides enhanced safety for attendees • Ensures compliance with event regulations • Provides peace of mind to both event organizers and attendees

The Importance of Ambulance at Events (cont’d) WHAT SERVICES SHOULD BE PROVIDED BY AN AMBULANCE AT EVENTS? • Basic First Aid and medical assistance • Advanced Life Support (ALS) • Rapid patient transport • Emergency Response for mass casualty incidents • On-Site medical consultation

Fire Prevention Fire prevention involves implementation of proactive steps to reduce fire related emergencies and the damage caused by them.

FIRE PREVENTION CHECKLIST FOR EVENTS • Fire extinguishers • Fire Alarm system • Automatic smoke and heat detectors • Emergency lighting • Emergency notices and signs • Fire hose reel compatibility • Fire hydrants • Clearly labeled escape routes • Ventilation system • Sprinkler system (where applicable)

STAKEHOLDER DIRECTORY

Stalkholder Directory Ambulance Companies

Telephone Number

Medstop Ems

876-507-2131

St John Ambulance

876-906-1458

Medic One First Responder

876-326-0283

Suretime Emergency Medical

876-906-7873

Phoenix Ambulance

876-848-5513

Training - Ambucare

876-978-2327

Life Call Ambulance

876-464-8379

A&E Ambulance

876-758-8286

Ambucare

876-978-2327

Med Clinix (Outpatient Center)

876-978-2331

EMed

876-906-9723

AmbuCall

876-344-7509

AmbuAlert 24/7

876-316-4157

South East Regional Health Authority

876-754-3439

Mr Rehab

876-777-8672

Insurance Companies BCIC cross road ( claims care centre

Telephone Number 876-948-1850

JN GENERAL

1-888-225-5636

GK INSURANCE

876-926-3204

Chancellor Insurance

876-906-2777

Key Insurance

876-929-7940

Allied Insurance Brokers

876-926-7820

Spectrum Insurance Brokers Ltd

876-926-3572

Axia Jamaica Insurance Agency

876-978-5906

Guardian General Insurance

876-926-3720

Destiny Insurance Agency Limited

876-881-8966

IronRock Insurance Company

876-656-8000

Fraser Fontaine & Kong Ltd

876-926-1140

AutoSmart Insurance

876-632-8260

Advantage General Insurance

1-888-687-2442

Covenant Insurance Broker Ltd

876-630-1390

General Accident Insurance

876-929-9643

JN LIFE INSURANCE

876-926-1344

Marathon Insurance Brokers

876-929-1468

Orion Insurance Brokers

876-920-0029

Pinnacle Insurance Brokers

876-630-3006

Firm Insurance Brokers

876-920-1556

Solid Life and General Insurance Brokers

876-754-3687

Canopy Insurance

1-888-422-6679

Insurance Companies

Telephone Number

Bulwark Insurance Agency

876-613-0614

Crichton Insurance

876-906-9997

Guardian Life

876-978-8815

Sagicor life Insurer

876-975-6877

JCIA

876-929-5360

Advanced Insurance

876-929-4718

Insurance Association of Jamaica

876-920-3385

CUNA caribbean

876-929-3570

BCMG

876-929-1982

Thwaites Finson sharp Insurance

876-926-2869

Excel Insurance

876-978-1130

JCF Office of the Commissioner of Police

Fire Brigade Fire Brigade Headquarters

Government

Telephone Number 876-927-4421-4

Telephone Number 876-922-0007 / 876-922-0027

Telephone Number

St. James Municipality

876-952-5500

Kingston & St. Andrew Municipall Corporation

876-922-4320

Portmore Municipality

876-740-7440

Social Development Commission Head Offices

876-938-2013

National Land Agency

876-750-5263

Government

Telephone Number

Clarendon Municipal Corporation

876-986-2216

St Catherine Parish Council

876-984-3111

Portland Municipal Corporation

876-993-2866

Trelawny Municipal Corporation

876-954-3228

Manchester Municipal Corporation

876-962-2278-9

Westmoreland Municipal Corporation St. Ann Municipal Corporation

876-955-2656 / 876-955-2643 876-972-2655 / 2362 / 2615

Urban Development Corporation (UDC)

876-656-8031

St. Elizabeth Municipal Coporation

876-965-2038

St. Thomas Municipal Corporation

876-982-2227

Ministry of Local Government & Community Development

876-618-7360

Jamaica House

1-888-429-5500

National Solid Waste Management

876-960-4511

Jamaica Social Investment Fund

876-968-4545

Ministry of Tourism

876-920-4926

Tourism Enhancement Fund

876-926-8684

Jamaica Tourist Board

876-929-9200 / 876-929-9375

Tourism Product Development Company (TPDCo)

876-968-3441 / 3626 / 1909 / 876-926-8894

Ministry of Culture, Gender, Entertainment & Sport

876-978-7654

National Environment & Planning Agency

876-754-7540

National Work Agency

876-926-3210

Ministry of Finance & The Public

876-922-8600

Government

Telephone Number

Exim Bank

876-630-1400

Tax Administration of Jamaica (TAJ)

876-984-0000

National Solid Waste Management Authority

Security Companies

876-960-4511 / 876-926-3988

Telephone Number

Beryllium

876-928-4947

Quest Security Services

876-978-7988

Guardsman Group Ltd.

876-978-5760

Allied Protection Limited

876-929-6088

Securipro Limited

876-908-2408

Vanguard security

876-968-2413

Marksman Limited

876-926-3600

Sentry Services Security Co. Ltd.

876-927-7785

Ranger Protection & Security Co. Ltd.

876-488-6569

Armex Pro Security Services Limited

876-929-7724

Shields Crime & Security Consultants Limited

876-946-1449

McKay Security

876-926-6083

The information provided in this directory is for informational purposes only.

Inclusion in this directory does not constitute an endorsement, recommendation or guarantee of the quality, services, or products offered by the listed entities. Users are encouraged to conduct their own research before engaging with any business.

NOTES

An initiative of the Tourism Linkages Network, Sport & Entertainment Network

Tourism Linkages Network Tourism Enhancement Fund 60 Knutsford Boulevard PanJam Building, 2nd Floor Kingston 5 Jamaica, W.I. Tel: 1 (876) 926-8684 Email: tourismlinkages@tef.gov.jm Website: tef.gov.jm