Council welcomes events that are well planned, safely conducted and that do not impact adversely on the rest of the community. The coordination and conduct of an event is a serious undertaking not only in terms of time, effort and cost but also the safety of public, contractors and event staff. Organisers undertake a ‘duty of care’ for which they are morally and legally accountable in the event of loss or injury. Good event planning and risk management is essential to conduct an event that meets the laws and regulations of State, Federal and local tiers of government, their various authorities and departments.

This handbook has been framed with relevant codes of practice, regulations and legislation in mind. It outlines the Council's event permit application process, permit requirements and provides basic information for organisers conducting events in Brimbank.

This handbook is designed to address the event permit requirements of a wide range of events and activities from small events requiring only basic event permit documentation to large festivals requiring a raft of supplementary approvals and supporting documentation depending on the nature and size of your event or activity.

Event permit requirements will become clear as you work through pages 10-23 of your Application Form B: Permit Documentation Checklist.

The handbook is also a resource. Event documentation samples, templates and planning guidelines are offered through a number of appendices and an A-Z of planning for event permits under ‘References and Resources’.

For additional advice or assistance with event planning and the permit application process, please call Brimbank City Council on 9249 4000 and ask to speak to the Community Development Compliance Officer.

Please note: This handbook is intended as a general guide to assist event organisers with the planning and management of local events. It does not substitute for professional advice on regulations and safety standards in individual or special cases. If in doubt, organisers should also consult the appropriate legislation or seek professional advice.

An event permit is required whenever an event, activation or activity involves ANY of the following:

• An organised activity or event on Council land including a park, reserve, footpath or roadway that goes beyond its regular use or purpose

• A public/private gathering for an organised event/function or activity of more than 60 people on a Council reserve or footpath

Recurring community events such as monthly markets on Council land can obtain an event permit to cover multiple occasions provided layout, hours, attendances and other event features remain the same. Significant changes to format will require a new permit.

Recurring events such as monthly markets and fairs on private land may also require a Planning Permit from Council’s City Planning Department.

The Event Permit Application has been developed to ensure local events and activities:

Events in Brimbank are categorised according to the complexity of applications due to various event elements and also the level of impact these events will have on various stakeholders. A breakdown of the classes is below:

Read the relevant information for your event presented in this handbook and lodge your Event Expression of Interest form at your earliest opportunity. This form simply informs Council of your intention to hold and event. Council will then advise if the location is available and/or suitable etc. and whether you require a permit.

If you do require a permit, you will be provided with instructions to lodge your application through a second online form.

If you are unable to lodge your form online, please contact the Community Development and Compliance Officer via email to eventpermits@brimbank.vic.gov.au or phone on 9249 4000.

A non-refundable application fee applies to every event/activity permit application. Permit fees are set for each event classification. Registered not-for-profit organisations applying for Event Permits may seek to waive or reduce permit fees via letter addressed to the Community Development and Compliance Officer outlining the reasons for the request. A bond may also apply where infrastructure or equipment is brought on to a Council reserve or public square. See p35 ‘Event permits and indicative schedule of fees.’

PLEASE NOTE: Sportsground bookings, Occupancy Permits for a Place of Public Entertainment (POPE), Siting Approvals for large temporary structures and temporary food registrations are administered by separate business units at Council and will involve additional fees.

Yes, but a Reserve Function Permit and bond will apply for a small private function involving a shade structure, jumping castle, petting zoo or organised activity. A function involving a gathering of more than 60 people and multiple structures, equipment or activities will require an event permit. See also ‘Reserve bookings’ on page 17.

Yes. These are managed as private functions. There are currently 3 sites across Brimbank perceived as suitable for a wedding ceremony in daylight hours. These include:

• Taylors Lakes Linear Reserve, Chichester Drive, Taylors Lakes (Melway Ref. 13 J1)

Permit applications for weddings at other passive reserves will be considered on a case by case basis. Depending on scope of function, an event permit may be required.

Yes. An event permit cannot be issued without proof of adequate and current public liability insurance (PLI) to cover the event including event set up and pack down.

A permit may be refused if a public authority (e.g. Brimbank City Council, Victoria Police) raises an objection to the event. This may occur due to any of the following:

• Public liability insurance (PLI) cover for the event is lacking or inadequate

• Event permit application including all required supporting documents and information is not completed or submitted in time.

Activation: An event seeking to energise public support for a space, theme, service or product through a mix of promotional activities.

Bond: Amount held as surety prior to event and returned after the event if a reserve or venue is returned undamaged and in acceptable condition.

Corporate function: Event organised for invited guests by corporate or commercial sector for promotional and/or commercial purposes.

Council property: Defined as land owned, occupied or managed by Council including any buildings or things owned, managed or controlled by Council on that land.

Emergency Management Plan: Outlines how event organisers will respond to serious incidents requiring the attendance of emergency services until the latter arrive onsite.

Event: An event includes any planned activity or gathering at a permanent or temporary structure, open area, footpath or roadway with a greater number of persons or activity not normally found at that location.

Event Organiser: Any individual, group or incorporated body seeking to conduct an event/ activity within Brimbank City Council’s municipal boundaries.

PLEASE NOTE: ONLY the provider of the public liability insurance cover for the activity/event which indemnifies the Council can officially be the event permit holder.

Event Permit: Written authorisation required and provided before an event/activity defined as needing an event permit on page 6. The Event Permit will specify conditions and requirements that are to be addressed by the event organiser.

Event Permit Application: The official Event Permit Application forms A, B and Indemnity Form in the Brimbank Event Handbook which must be submitted with all required event planning documentation before an event permit can be issued.

Food Notifications, Registrations and Statements of Trade: Documentation required from Foodtrader anytime a community group intends to sell food at an event from a temporary stall, van or at an indoor venue without a registered kitchen.

Indemnity: Security and protection against loss, damages or other financial burden backed by suitable Public and/or Products Liability Insurance cover.

Infrastructure: In event terms, infrastructure means the various structures and equipment brought on site to deliver both event and site amenity to event patrons (e.g. staging, marquees and temporary toilets).

Logistics: In event terms, logistics refer to the scheduling and flow of services and goods (infrastructure) necessary to deliver the event.

Not-for-profit sector: An organisation that is not operating for the profit or gain of its individual members, whether these gains have been direct or indirect.

OH&S: Occupational health and safety, also known as workplace health and safety (WHS). WorkSafe consider any event employing paid staff to be a workplace subject to OH&S or

Occupancy Permit: Written approval from a Municipal Building Surveyor to run an event at a Place of Public Entertainment or ‘PoPE’ and/or erect very large structures. See also p19.

Place of Public Entertainment (PoPE): A PoPE is defined as any building or space greater than 500 square metres, substantially enclosed by a fence or similar feature that may be used for public entertainment (a concert, sporting or other public event) at Council or privately owned premises.

Private function: An event/activity for invited guests such as a family gathering or wedding. It will require an event permit if over 60 people and/or involves multiple structures such as marquees, rides or equipment on Council land.

Public event: An event open to the general public and expected to draw over 60 people.

Public Liability Insurance - Certificate of Cover: Conditional insurance cover that protects event organisers from personal liability and enables them to indemnify Council from liability for incidents arising from the event.

Reserve Function Permit: Approval to set up equipment, a marquee, jumping castle, petting zoo or organised activity on a Council reserve for a private function with less than 60 people.

Risk Management Plan: The Risk Management Plan sets out a list of each event’s hazards and associated risks, each risk’s likelihood and consequence and the actions to manage each risk to an acceptable level of safety. It should meet the current Australian Standards AS ISO 31000. See also p11 and sample in Appendix 5 on p42.

Safety Officer: Safety Officers have extensive experience and/or qualifications in Occupational Health and Safety (OH&S). They provide independent advice with managing, monitoring and reviewing risks and hazards at a festival site. See also Appendix 2 on p37.

Site Warden: A site warden assists with the safe set up, running and pack up at an event. Events over an extensive area should appoint a site warden per area coordinated by a Chief Warden as overall site manager. See also Appendix 2 p37.

Siting of Temporary Structure Approval: Written approval from the Municipal Building Surveyor to erect a large temporary structure for an event within City of Brimbank. See also p19.

Stakeholders: All parties that may be affected by an event such as participants (staff/ volunteers, stall holders, performers), landowners, event patrons, local businesses and residents, motorists, emergency services or authorities including Council.

Supplementary approvals, licenses and permits: Relate to written approval from a range of Council departments or external authorities with responsibilities for a specific event site or activity (such as a sportsground booking, traffic management on major roads, fireworks or the serving of alcohol). Copies must be submitted as part of the event permit application where indicated in this handbook and in the Application Form B Checklist.

Traffic management: Any event reasonably expected to impact local parking amenity and/or regular traffic conditions will require a parking or traffic management plan before an event permit can be issued. See also p14.

Unmanned Aerial Vehicle (UAV): Also known as a Remote Piloted Aircraft (RPA) or ‘drone’, commonly used in filming, photography and many other commercial or recreational uses: Both uses are subject to guidelines by the Civil Aviation Safety Authority (CASA). See Filming in Brimbank (Guidelines) for more information on RPAs/UVAs.

Event organisers are responsible for all costs arising from the conduct of their events. These costs typically include insurance, staffing, program activities, entertainers, power, water, rubbish collection and site cleaning, traffic management, security and equipment hire.

Where a festival or event generates a cost to the Council, the Council will seek to recover those costs from the event organiser(s). Cost recovery usually relates to post-event rubbish removal, site cleaning and repairing damage to Council property.

• Promotional listing on Council’s Calendar of Events www.brimbank.vic.gov.au using the ’Add an Event’ feature. Content is subject to approval by the Media and Communications Department before going live

A festival or event requiring a permit as defined in this handbook, must not be conducted in the City of Brimbank without an Event Permit or an Occupancy Permit for a Place of Public Entertainment (or ‘PoPE’). This applies to extra activities not indicated in the event permit application and to events/activities where approval and an event permit have been denied.

Events conducted without permits expose the event organisers to serious legal liability in the event of injury or damage. They may interfere with Emergency Services, other planned activities at the same area or create a public nuisance and community risk.

Council can issue on–the–spot Infringements of $400 - $1,000 or prosecute the matter in the Magistrates Court where penalties of up to $2,000 may apply.

Information gathered by Council during its investigation will also be passed on to the relevant agencies such as Victoria Police, the Health Dept. Environment Protection Authority or WorkSafe Victoria where further and much heavier penalties may apply.

1. Please read event permit and planning guidelines in this handbook relevant to your event and contact the Community Development Compliance Officer if you have queries either by phone at 9249 4000 or by email to eventpermits@brimbank.vic.gov.au

2. Complete and submit ‘Event Permit Application Form A: Event notification’ on page 24 once you have decided on the event date, time and place. Council will advise you by email or letter when your application has been received and what follow up steps and fees may apply. A Tax Invoice for the application fee will be sent to you.

3. Complete and submit ‘Event Permit Application Form B: Permit documentation checklist’ as planning progresses.

5. Notify any stakeholders as required. See ‘Notifying authorities and the public’ p23:

6. Attendance may be required at an Event Permit Stakeholder Meeting with relevant Council staff and local authorities. If so, a meeting invitation will be sent to you.

7. Finalise and submit all outstanding application forms and relevant supplementary documentation no later than 2 weeks before the event.

9. The event permit will be issued subject to conditions relevant for your event and payment of all outstanding fees and/or bond. Please carry permit with you at the event.

10. If considered necessary, you may be asked to attend a post event meeting to debrief with relevant staff and authorities.

A completed event permit application will include forms A, B and the Indemnity Form with proof of adequate public liability insurance cover and supporting documentation such as site, risk and emergency management.

Form B links key features of your event with relevant supporting documentation that may be required. It should be lodged as early as possible, preferably with all supporting documentation attached. Supporting documents and any supplementary permits must all be finalised and lodged in full no later than 2 weeks before the event.

Requirement The event organiser must submit an application for an event permit on the official Event Permit Application forms. Permit applications need to be an accurate reflection of the proposed event and submitted with all relevant documentation. Payment of fee(s)/bond is required before permit will be issued.

Public liability insurance or ‘PLI’ provides financial protection from damage or injury claims made against the event organiser. PLI may be obtained to cover just the event (including set up and pack up time) or the event may be covered under the organiser’s annual PLI policy in which case, event organisers need to check their annual PLI policy will cover their event activities prior to lodging their Event Permit Application.

Brimbank City Council requires that all event permit applicants sign the Indemnify Form indemnifying Council against claims arising from their activities/event. This indemnity must be backed by a copy of the event permit applicant’s PLI Certificate of Currency for a minimum $20 million.

Events involving a partnership with Council will also need to cite Brimbank City Council as an interested party in their PLI Certificate of Currency.

Affordable PLI for not-for-profit community organisations is available on-line at our community

Requirement Event permit applicants must indemnity Brimbank City Council with a copy of their PLI Certificate of Currency for a minimum $20 million PLI that will cover their event including event set up, activities, and pack down.

Critically, event organisers are advised to minimise their own public liability exposure by ensuring that each stallholder and contractor at their event provides them with a copy of their PLI cover and agrees to indemnify the event organiser from any claims arising from their own products, services or activities. This is particularly important where high risk activities such as fireworks, carnival rides and staging are concerned. Sample contractor, performer and stallholder agreements re PLI arrangements are provided on p55-58.

A non-refundable application fee applies to all applications payable on a Tax Invoice. A bond will apply where the set-up of infrastructure and/or running the event/activity may damage Council property. Event Permit fees apply for events and activities of a commercial nature.

Payment can be made at any Council Customer Service Centre, Post Office or by posted cheque/money order with payment slip. Alternatively, payment can be made via BPay, Post Billpay, or by Direct Debit subject to request for a Direct Debit Application Form from Council. See ‘Event permits and indicative fees schedule’ on p35.

Please Note: Where applicable, release of bond will be processed within 10 working days after the event/activity if venue, area, or reserve has been left in a reasonable condition.

Event organisers retain a legal and moral ‘duty of care’ to take every reasonable measure to avoid injury or damage by planning for the safety of all concerned – volunteers, participants, contractors as well as public during set up, the event and the post event clean up.

Risk management begins with the identification of all hazards and the identification and assessment of all likely risks per each hazard. A pre-event site visit is essential. Risk assessment and planning is best when it draws on the broadest experience of everyone involved in running the event.

The following table provides just an indicative sample of a few critical hazards and related risks that generally arise at outdoor public events. It is not a comprehensive list. Events generally involve specific site and activity/program risks that must also be noted and addressed in the risk management plan. See sample-template in Appendix 5 p42

HAZARDS	RISKS TO BE ADDRESSED
Extreme weather: Wind	Injury or damage from airborne infrastructure (marquees)
Extreme weather: Heat	Dehydration or sun stroke from heat or sun exposure;
Electrical Equipment	Injuries from tripping over leads
‘’	Electrocution from unsafe electrical equipment
Site hazard: River	Drowning (unattended children)
Food stalls	Burns from exposed flame and hot plates
‘’	Food poisoning
‘’	LPG explosion/ fire
Carnival Rides	Injury from sharp or moving equipment
‘’	Serious injury from equipment failure
Serious Incident	Serious injury/ death from violent persons, fire etc
Structures/ equipment	Injuries from collapsing structures/unsafe equipment
Crowd	Crush from overcrowding or stampede
Parking	Local streets congested with traffic
Alcohol	Injuries and scuffles from intoxicated participants
Fireworks	Injury and/or damage from fall out
PLEASE NOTE: A ‘hazard’ is the source of one or more potential ‘risks’.

The Risk Management Plan: Identifying and assessing risks

A sample risk management plan is offered in Appendix 5. It includes a standard risk assessment table to help assess the likelihood and consequence of each risk.

Managing risks at your event

Once identified and assessed, each risk associated with a hazard will need to be managed with a set of measures or ‘controls’ to minimise harmful outcomes. In descending order of impact and effectiveness, controls may include:

• ELIMINATING the risk by rethinking the event plan

• SUBSTITUTING a hazardous activity with one that carries less risks

• MINIMISING a risk by limiting level of exposure to it

• ENGINEERING solutions such as fencing off a hazardous area

• ADMINISTRATIVE solution used such as a form or procedure to deal with a hazard or risk (e.g. registration forms for participants, clause in an agreement with a contractor)

• TRAINING staff/ volunteers to deal with a hazard or risk

• PERSONAL PROTECTIVE EQUIPMENT such as goggles, gloves, hats and sunscreen.

Consider which of these control options is required as you work through the management of hazards and risks in your risk management plan.

Your final risk management plan should list:

• Every potential hazard at your event from weather, patrons, site and activities

• Every risk you can identify against each hazard. There may be several

• The assessment of each risk - its consequences against its likelihood

• The ‘controls’ applied to reduce each risk to an acceptable level of ‘residual’ risk

• The person(s) who will be responsible to implement certain risk controls.

Implementing your risk management plan

Implementing your risk management plan will require pre-event briefings to ensure all event staff are clear on risk controls, the event site layout, their roles and responsibilities.

Prior to arriving onsite, all contractors, stall holder, performers and event staff/volunteers, should also be inducted in basic site safety. This can be partially managed by ensuring they are provided with instructions, site plans and contacts in advance.

A risk management plan is both a legal and working document to be reviewed on an ongoing basis and supported by site safety inspections before and during the event. See Appendix 5 for sample site safety checklists p45.

PLEASE NOTE: Events also carry financial, administrative and public relations risks but the focus for an event permit risk management plan is avoiding damage to property and the safety of event staff, patrons, local residents, pedestrians and motorists.

The Emergency Management Plan

An emergency management plan is a vital aspect of safety planning at any event involving significant numbers of people. It addresses how serious incidents will be managed in those critical minutes before emergency services arrive. Serious incidents may include dangerous person(s), terror threat, explosion or fire; collapse of significant event structures, serious injury or mix of the above. See sample in Appendix 6 p47.

An emergency management plan should be a practical, user-friendly document outlining:

• Proposed response to contain foreseeable emergency situations

• Designated First Aid, evacuation area(s) and site access for emergency services

• An effective event communication plan:

◦ Linking key staff, ideally via two-way radios at larger event precincts

◦ Contact list for key staff/wardens and their duties in an emergency

◦ How the event will be halted and public notified (e.g. loud hailer, MC).

Implementing an emergency management plan

A pre-event briefing is essential to ensure all event staff are familiar with the emergency management plan and know:

• The event site, exits, entries and safety fixtures (fire extinguishers etc)

• What to look for in terms of risk and potential incidents

• Who to report incidents or concerns to

• What to do (and not do) in an emergency situation.

Requirement A risk management plan and an emergency management plan must be lodged with every event permit application. It should be appropriate to the scale and nature of the event as indicated by numbers attending and a program of activities.

Supplementary documentation and Council permits

Depending on the event/activity, additional documentation may be required such as:

• An event site plan

• Waste management plan

• A Traffic Management Plan OR, a Traffic and Transport Management Plan

• Fireworks documentation

• Supplementary Council permits or approvals such as:

◦ Food Notification or Registration and a Statement of Trade for each food stall

◦ Reserve booking approval if event is on a Council sportsground

◦ Occupancy Permit for an event at a ‘Place of Public Entertainment’

◦ A Siting of Temporary Structure Approval for substantial temporary structures

◦ A permit to erect roadside billboards on Council and Vic Roads property.

The site plan

A site plan is required where infrastructure such as a marquee, jumping castle or other significant equipment is being brought on to Council land. Event site plans should indicate:

• North orientation and boundary roads; key site features such as buildings, trees, gates, fences and other barriers

• Main event activity areas (e.g. stage, rides, stalls )

• Site layout of event structures, equipment and amenity (e.g. marquees, toilets)

• Event pathways, entry, exit points and emergency access

• Proposed vehicle access to site

• Event and disabled parking

• First Aid station(s), event control centre and/or information point(s)

• Existing and/or temporary power and water sources

• Proposed emergency access and evacuation areas

• Other such as existing or temporary lighting for night time events.

A site meeting with council may also be required prior to approval being granted.

Waste management

Council provides bins in public spaces for everyday usage. Private functions, activities and events generate extra waste that must be collected and removed by the event organiser. This includes heat beads and liquid wastes such as used oil which must not be dumped on Council land or in drains. See also Appendix 4: Sustainable event planning p 41.

Depending on the scale and nature of the event, organisers may also need to employ street cleaners. Cleansing and waste management services such as extra bins can be sourced from private operators. See Useful Contacts P68.

Traffic management

Only Victoria Police or certified traffic controllers can halt or direct traffic. An event involving the closure of a public road or reasonably expected to have a significant impact on local parking conditions, pedestrian or regular vehicle traffic will require a traffic management plan (TMP) before an event permit can be issued.

Traffic management plan essentials:

• Plans must be designed and implemented by an accredited traffic management company according to the Road Management Act 2004. Code of Practice: Worksite Safety – Traffic Management

• Authorisation from Vic Roads is required where event affects arterial roads. See p21

• Diagram(s) must show:

◦ streets and intersections affected or closed for the event,

◦ traffic and bus detours,

◦ TMP signage

◦ location of traffic controllers

◦ date and duration of traffic management and,

◦ include a Job Safety Analysis (JSA) and/or Safe Working Method Statement prepared by an accredited traffic engineer.

• The TMP must ensure two-way vehicle access is maintained through local roads

• Road closures are to be manned to allow access to emergency vehicles and local access for residents and businesses

• Explanatory notes to diagram(s) providing a context for TMP including:

◦ outline of event,

◦ event site map,

◦ how affected stakeholders will be managed/notified and,

◦ a contact list for Chief Warden, pedestrian or parking marshals and traffic controllers during the event.

• Traffic management signage and equipment must be to regulation and installed or removed by suitably qualified personnel only

• Event staff and volunteers in event uniform/ high visibility vests may assist with marshalling pedestrians or off road parking only

• Event organisers closing a road for a period of time must notify:

◦ Affected residents and businesses by letter-drop

◦ Public Transport Victoria via online notification forms if public transport impacted

◦ Emergency Services See also Useful Contacts p67

• Traffic management needs to address the safe movement of both pedestrian and vehicle traffic during set up, the event itself and pack up.

Event Parking

Management of parking conditions needs to be part of event planning. Consider:

• Communicating transport options

• Drop off areas close to entries/exits and disabled parking

• Parking for staff, stall holders and contractors

• Parking for essential participants – VIPs; special guests, performers arriving later when parking may be hard to find.

Street parades and processions

Given 2 months’ notice and subject to availability, Victoria Police may assist with traffic management such as ‘hold and release’ road closures for daytime processions. The event permit will then be conditional on police attendance without which the event must not proceed.

Parades/ processions held after dark will require a traffic management plan and/or full road closure as above with additional information including:

• Start and end point as well as length and likely duration of procession

• Number of people involved in procession and median age of participants

• Number of pedestrian marshals in high visibility clothing (1 per every 70 participants.)

• Letter drop notification to affected residents/ businesses

• High visibility warning signage of event provided to motorists.

Requirement An applicant seeking the closure of a public road or anticipating their event will impact on local traffic is to submit a Traffic Management Plan as per guidelines no later than 10 working days before the event, for approval from Brimbank City Council and/or Vic Roads

Event organisers seeking police assistance with traffic management (such as parades) should address these requests in writing directly to the Officer in Charge at their local Police Station 9-10 weeks prior and attach a copy of request to their event permit application.

Events affecting public transport

Event organisers must notify Public Transport Victoria (PTV) 2 months in advance if their event is likely to result in the deviation, delay, replacement, supplementation or cancellation of a regular public transport service provided by a bus service. Notification will need to include a Transport Management Plan outlining proposed bus detours for approval by PTV.

See Useful Contacts p67 or https://www.ptv.vic.gov.au/footer/about-ptv/event-information/tell-ptv-about-your-event/

The Traffic Management Plan must include a copy of Transport Management Plan approved by PTV. Local bus services affected by the event must also be notified. See Useful Contacts

Requirement Events impacting on public transport routes require that the PTV be given notice a minimum 60 days before the event. A Traffic and Transport Management Plan approved by PTV is to be submitted as part of the event permit application.

Fireworks/ Firecrackers

It is illegal for anyone other than a licensed pyrotechnician to use or be in possession of fireworks in the State of Victoria. This includes firecrackers.

All events involving outdoor fireworks will require an event permit before fireworks can be discharged. The permit application must be submitted a minimum 4 weeks prior with a copy of the ‘Notification of Intention to Discharge Fireworks’ a Job Safety Analysis (JSA), a map of the discharge site indicating safety clearances and a copy of the resident notification letter. The latter must be provided a minimum 4-5 days prior to all residents/ businesses within a minimum 500m – 1,000m/ 1 Kilometre radius (depending on shell size) of discharge point advising date, time and duration of fireworks and that people restrain their animals for the duration.

Without special approval, firing site should not be less than 500m away from veterinary clinics, stables or kennels and not less than 250m from hospitals, aged care facilities or fuel storage facilities such as petrol stations and LPG storage.

Firecracker displays at private residences or properties will be considered on a case by case basis as to whether an event permit will be required and/or provided. Notification to neighbouring properties within a minimum 300m from discharge point is required.

Requirement: Events involving outdoor fireworks require resident notification an appropriate radius from the discharge site 5-4 days prior. A permit application is required a minimum 4 weeks prior.

Food permits: Registration or Notification

Event organisers must ensure:

• Food providers at event have necessary registration/ notifications from ‘Foodtrader’.

• A Statement of Trade has been lodged by each food vendor.

• There are adequate facilities at the event for safe food handling:

◦ Clean water supply for consumption, hand washing and cleaning purposes

◦ Adequate waste disposal systems for waste and waste water

◦ Adequate power supply maintained for safe food handling.

All food businesses or community groups that make, serve or sell food and drink must comply with the Food Act 1984 (Vic) by notifying or registering their food stall with Foodtrader at www.foodtrader.vic.gov.au/

A Foodtrader Food Notification is required if a:

• Community group, club or voluntary association raising funds from a temporary marquee, van or community hall, limits the food it sells to Category 4 low risk foods (basic sausage sizzle – plain sausages with sauce on bread, uncut fruit/vegetable, jams/ honey, pre-packaged confectionary or drinks). A Statement of Trade (SOT) must also be lodged for each event. Both the Food Notification and SOT are at no charge.

A Foodtrader Food Registration is required if a;

• Community based food stall involves high risk foods. Options include annual, six-monthly or a one-off Food Registrations all at a fee plus the online SOT at no charge, for each stall or event attended.

• Food business is operating from a van or at a temporary food stall offsite from their registered kitchen. Annual Food Registration will be required at a specified fee plus the SOT at no charge for each stall or event attended.

Contact the Health Department for further information and assistance with online Foodtrader registration/notification forms. See also https://foodtrader.vic.gov.au/ and Appendix 1 ’Event permits and indicative fees schedule’ on p35 for food permit fees.

Events and activities on reserves

Council maintains an extensive range of sportsgrounds and reserves for the Brimbank community to enjoy. Selected reserves can be used for public events, private functions or activities subject to guidelines to protect reserves and balance private, club and public use.

Booking a sportsground for an event

Brimbank City Council’s Leisure Services & Community Facilities Department is responsible for the booking of all Brimbank City Council owned/controlled sportsgrounds for both permanent and casual usage. Clubs, schools, organisations, casual users are NOT permitted to use Council sportsgrounds without an approved formal booking.

Applications/bookings for the use of any Brimbank City Council sportsground for an event must be made online using IMS - http://www.imscomply.com.au/brimbankcm/index.php. Hirers must complete the application in full and upload a copy of their PLI Certificate of Currency. Council will confirm grounds availability for a tentative booking.

NOTE: A tentative booking does NOT include permission to hold an event/ function/ activity where an event permit is required. Your tentative booking will be held but not confirmed, nor keys and access codes issued until the event permit is issued.

Hirers failing to disclose the exact nature of the event or proposed use of the reserve on the hire form may lose their booking and jeopardise any future bookings of Council facilities.

Running an event or organised activity at a Council Reserve

There is no formal booking process for a passive reserve such as a district park. Approval to use a reserve for a small private function will be managed via the Reserve Function Permit. Using Council reserves for public events and larger functions will be processed through the event permit application process.

Guidelines for events and activities on reserves

• A permit is non-transferable. Permit holder must remain on site and be responsible for event/activity behaviour

• The permit holder is responsible for checking the condition of the reserve immediately before and after their event, function or activity

• Amplified music or sound associated with an activity or event should comply with noise pollution regulations and not be unduly loud beyond the boundaries of the reserve

• No event or planned activity on a public space such as a passive reserve or parkland can prevent the general public from also enjoying the reserve or amenities

• There can be no guaranteed access to onsite public amenities such as BBQs or shade structures which run on a ‘first come, first served’ basis

• The consumption of alcohol is illegal in a public place or Council property outside a clearly designated and managed area with the required temporary liquor licence

• Event or activity cancellations must be advised in writing/ email

• Any damage to a reserve must be immediately reported to Council. Call the switchboard on 9249 4000 (attended after hours).

• Where a bond may apply, the permit holder is urged to take a dated and timed photo of any damage at site prior to event to ensure prompt return of bond.

Cleaning and waste

• Silly string is an environmental pollutant and not to be used or sold.

• Council provides waste bins for regular use only. Organisers are responsible for collection and removal of all their event/ activity litter and waste. This includes, cable ties, cooking fats or other liquid wastes which must not be dumped onsite.

• Council oversees regular cleaning and restocking of public toilets. Hirers must provide for extra cleaning and consumables when large numbers of people are expected. Additional toilets may need to be trucked in – where vehicle access is possible.

Infrastructure and Site Layout

• No vehicle is to access a Council reserve without prior approval from Council.

• Siting and fixing of structures and equipment must adhere to approved site layout.

• Permission is required to access any onsite power or water – where available.

• The siting and fixing of event infrastructure such as marquees must avoid damage to grass, planted areas, trees and any underground services:

• Structures and equipment should be weighted and sited clear of trees or plantings

• No structure, signage or equipment is to be fixed to trees or park infrastructure.

• Turf coverings may be required to protect sensitive lawn in areas of expected heavy vehicle and pedestrian traffic due to an event/activity.

• Keys provided for gates or site amenities are the responsibility of the hirer who must ensure all gates, doors are locked at conclusion of event and keys promptly returned.

Requirement Public events or private functions and organised activities on Council reserves involving structures, equipment, more than 60 people, traffic impacts or fireworks (including firecrackers) will require an Event Permit.

Events requiring Occupancy Permits

Most indoor facilities have planning and occupancy permits in place specifying the number of people that can be comfortably and safely accommodated in a given indoor space. Similarly, Occupancy Permits for ‘substantially enclosed’ outdoor public events seek to ensure patrons are also provided with adequate amenities, comfort and safety through provision of adequate space, toilets, drinking water, risk and emergency management.

According to Section 49 of the Building Act 1993, a person must not run an event without an Occupancy Permit at a Place of Public Entertainment (PoPE) defined as any assembly building or outdoor space greater than 500 square metres, substantially enclosed by a fence or similar feature, used for public entertainment usually involving ticketed entry.

PLEASE NOTE: This will not apply to event/activities organised by non-profit community groups expecting 5,000 or less people at the event at any one time.

An application for a PoPE Occupancy Permit will require:

• Address of PoPE venue owner and evidence of approval to use venue

• Event details, date(s) and time(s)

• Number of staff involved and expected number of patrons

• Site plan to a scale not less than 1:500 (e.g. 2cm=10m) showing:

◦ Layout, design and dimensions of all temporary structures;

◦ Access for people with a disability - entries, exits and pathways;

◦ Toilet facilities and drink fountains with disability access;

◦ Safety barriers and crowd control;

◦ Storage of flammable material or explosive items;

◦ Location of safety fixtures (fire extinguishers) and First Aid post(s);

◦ Emergency exits and evacuation areas; AND

◦ Lighting for night time events.

• Structural certification and siting approval for seating banks for more than 20 people, temporary marquees over 100sq.m, and platforms over 150sq.m

• Evidence you have engaged an experienced person in the role of Safety Officer.

Event set up can proceed following approval of the above by the Municipal Building Survey (MBS). This will be followed by a final inspection by the MBS before the Occupancy Permit will be issued subject to payment of fees. See indicative schedule of fees on p35.

Requirement Organisations intending to run significant public events at a substantially enclosed Place of Public Entertainment or ‘PoPE’ not covered by an existing Occupancy Permit, must apply to the Council’s Building Services on the official form ‘Application for Public Entertainment Occupancy Permit’.

Siting approvals for large temporary structures

Temporary structures such tents, booths, prefabricated buildings or marquees with a floor area greater than 100 square metres, platforms or staging in excess of 150 square metres and seating banks for more than 20 people require a current Occupancy Permit (OP) from the Victorian Building Authority (VBA) AND a Siting of Temporary Structure Approval from Council’s Building Services before a permit can be issued. Alternatively, the OP and approval can be obtained by the supplier with fees added to the hire costs.

Requirement Large temporary structures will require a current Occupancy Permit from VBA and a Siting of Temporary Structure Approval from the Council’s MBS via the official form ‘Application to Erect a Temporary Structure’, must be designed in accordance with engineering principles and erected by a registered building practitioner.

Events and Planning Permits

Brimbank Planning Scheme requirements do not distinguish between short term use, development and ongoing use of a permanent structure. If event involves the changed use of a building or land, the construction of any external building works or alterations, or the installation of signage, a new planning permit or amendment to permit may be required.

An event permit does not remove any obligations required under an existing planning permit regarding land use and/or local amenity through transport of goods or commodities to or from the land and emission of excessive noise, artificial light, vibration, smell, fumes, smoke, steam, ash, dust, waste, grit or oil.

The event operator/manager will be responsible for ensuring that the conditions of any existing planning permit are complied with at all times. For more information, contact Planning Compliance on 9249 4000.

Billboards and signage

Erecting signage on or beside a road can impact on road safety by blocking a motorist’s view of pedestrians, traffic and traffic signage. Signage can also be a distraction to motorists. It is an offence to erect a roadside billboard or sign on land owned by Council or Vic Roads without the appropriate permit.

An application to display event billboards must be made on the appropriate form ‘Advertising Sign for a Community Event’ form and a permit sought from City Regulatory Services before a road side billboard or other signage can be erected.

Permits usually provide for a limited number of billboards not exceeding 1.2m wide by 2.4m high to be displayed at approved sites for a maximum display period of 4 weeks. There is no permit fee. The scheme is open to community and not-for profit organisations only. See Useful Contacts p67.

Supplementary external licences, permits and approvals

Depending on the event or activity, supplementary approvals or permits may also be required from a range of authorities external to Council.

• One Music Australia Licenses for use of copyright performances or compositions

• Authorisation from Vic Roads for traffic management plans affecting main roads

• Metropolitan Fire Brigade permits for events on days of Total Fire Bans

• RPA Operator and Pilot Licenses from CASA for commercial use of drones

• Parks Victoria permits for events on waterways or Parks Victoria parkland

• Public Transport Victoria (PTV) approval for events affecting public transport. See p15

• Temporary Liquor Licenses from VCGLR

• Victoria Police and Highway Patrol – for assistance at events

• Victoria Police State Event Planning Unit - approval for fun runs, races and on-road events spanning multiple municipalities. See Useful contacts p67

• Working With Children Checks or ‘WWCCs’ from Department of Justice.

An event permit application will not require copies of all external approvals unless indicated in ‘Application Form B: Event Documentation Checklist’ or handbook as a requirement in bold.

One Music Australia (nee APRA) licences

Where music is protected under copyright law, use of live or recoded music will be subject to a licence from One Music Australia. Different licenses are available for different events and prices vary. See also Useful Contacts and https://onemusic.com.au/licences/events

Authorisation from Vic Roads – Public Transport Victoria (PTV)

Vic Roads - PTV must approve any traffic management plan affecting main roads and highways over which Vic Roads have jurisdiction before Council can issue an event permit.

The Memorandum of Authorisation (MOA) is to be managed directly between traffic management companies and Vic Roads as part of their traffic management plan. See p14.

Requirement Organisers of events impacting on major arterial roads must attach a copy of the Memorandum of Authorisation (MOA) from Vic Roads with their traffic management plan.

Metropolitan Fire Brigade – Total fire ban day permits

Exemptions to light a BBQ or equivalent on Total Fire Bans can be made via ‘Application for a Catering Permit in the Metropolitan District’ for a Total Fire Ban Permit (TFB Permit).

Visit MFB website www.mfb.vic.gov.au/industry/total-fire-ban-permit to download correct application form. Email completed form to TFBpermits@mfb.vic.gov.au for processing or apply after hours in person to your relevant/local MFB district office. See Useful Contacts.

RPA Operator Certificates and Licenses

Requirement: Any permit applicant operating and landing an RPA/ drone from Council land will need to attach a copy of their Operators Certificate and Pilot License from CASA with a copy of their PLI Certificate of Currency and a Job Safety Analysis.

Parks Victoria Permit

Holding an event in Brimbank Park or the Maribyrnong River will require a permit from Parks Victoria. There is a park ranger’s office located at the Visitor Centre in Brimbank Park. See Useful Contacts.

Temporary Liquor Licenses

The Victorian Commission for Gambling and Liquor Regulation (VCGLR), regulates the serving and sale of alcohol. A license application must be made and fees paid for by each alcohol vendor at the event. Obtaining a Liquor Licence can take more than 2 months. It is an offence to serve alcohol at an event without first obtaining a Temporary Liquor Licence. See www.vcglr.vic.gov.au

The General Code of Practice requires that all licensees provide free drinking water.

Depending on level of risk, an Alcohol Management Plan may also be required by VCGLR to:

• Ensure bar staff are trained in responsible serving of alcohol;

• Prevent supply of alcohol to minors or intoxicated patrons;

• Encourage responsible alcohol consumption;

• Prevent drink spiking through signage and service models; and,

• Maintain public order, safety and manage disturbances.

Requirement Event organisers intending to serve or sell alcohol at their event must attach a copy of their Temporary Liquor License to their permit application and outline how they will manage any significant risks associated with serving or selling alcohol at their event, preferably within their risk management plan.

Gaming Permits

Organisations declared as community and charitable organisations of a sporting, recreational or benevolent nature will need a permit for ‘lucky envelopes’, Black Jack, other casino type activities and Bingo as well as raffles or lotteries for prizes worth over $5,000. Permit applications can be made online. Permit fees of around may apply. See www.vcglr.vic.gov.au.

Victoria Police

Victoria Police play a pivotal role as key stakeholders in the running of major events. They inform the event permit approval process in Brimbank through:

• Consultation during the event permit application process;

• Support at events offered through:

◦ ‘Hold and release’ traffic management for day time processions and parades

◦ Drive-by monitoring or attendance at public events

◦ Crowd and security management at significant public events.

The State Event Planning Unit (SEPU) based in Melbourne’s CBD plays a key role in the Safety Management Plan for Major CBD events and the approval of all road events such as fun-runs and road races. See also https://www.police.vic.gov.au/events and Useful Contacts.

Requirement: For police assistance with traffic management (e.g. parades) or public safety, please address request in writing directly to the Officer in Charge at the local police station a minimum 10 weeks prior and attach a copy of request to the event permit application. Road races and fun runs will also need to apply to the Road Permits branch of SEPU for a permit.

Working with children checks

In 2006, the Victorian Government introduced Working With Children Checks (WWCC) for all staff who work with children under 18 such as event staff or volunteers running children’s activities and ride operators at events.

Event organisers should ensure all such staff at their events have a current WWCC card. Applications are made by individual staff or volunteers on application forms available at any local post office. Volunteer applications are free of charge. More information is available at www.justice.vic.gov.au/workingwithchildren

Notifying authorities and the public

Notification should be provided where a proposed event is anticipated to impact significantly on a service, local residents or the wider community (e.g. a road closure or fireworks). Notification can be provided by post or letterbox drop, public notices in local press, signage or a combination of all the above. As a general guideline:

• Brimbank abuts Melbourne Airport with significant flight paths over the municipality. Organisers of events and activities (e.g. fireworks, kite flying, RPAs) likely to impact on airspace safety must notify Melbourne Airport via CASA Operations

• Every event with the potential for multiple injuries (such as a road race) should advise the nearest hospital, local ambulance and emergency services by letter or email

• Events with the potential to disrupt regularly scheduled public transport must advise the Public Transport Division 2 months prior at https://www.ptv.vic.gov.au/footer/about-ptv/event-information/tell-ptv-about-your-event/

• Events involving road closures must advise emergency services (Melbourne Fire Brigade, Ambulance Victoria, State Emergency Services) by letter or email. See Useful Contacts

• Events involving disruptions to local traffic conditions must advise local residents and local businesses by flyer or letter drop outlining extent and duration of changed conditions. A Public Notice is required for road closures affecting transport or major roads

• Events involving fireworks must notify local residents within a radius of 500m – 1,000m from the discharge site some 4-5 days prior by letter dropped notice/ flyer indicating date, time and duration of fireworks and a reminder that residents restrain their animals during fireworks. Organisers of events involving firecrackers are advised to notify residents within a minimum radius of 300m from the discharge site.

• Events involving filming that may affect local amenity and/or identify local properties or persons should notify local residents via letter-drop

• The Victorian Police Filming and Television Office must be informed of any proposed filming on roads and/or simulated violence using weapons, special effects or filming that portrays police on screen. See Useful Contacts

A sample resident notification letter is offered in Appendix 10 on p60.

Requirement Where applicable, event permit applicants are to forward a copy of their notification(s) with their permit application.

PLEASE NOTE: Bill posters on street walls, poles are strictly prohibited under the Litter Act 1987 Section 6A Local Law

Event Permit Application A

Event Notification

This form should be submitted soon as possible once decision has been made to hold the event or activity on a certain date, time, site or venue. Additional planning details can be sent later as they become available with ‘Application Form B: Supporting Documentation Checklist'.

Applicant details

Name of organisation:
Postal address of organisation:	Post code:
Street address of organisation:	Post code:
Name of contact person: Mob/Tel:
Email:

Event/ Activity Details

Event title:

Nature of event/ activity (Please tick all applicable boxes √)

[ ] Public event	[ ] Procession	[ ] Private function	[ ] Other:
[ ] Community festival	[ ] Ticketed event
Venue/Site: Melway Ref:
Address:			GPS:
Has the venue/site been booked or approved for the event?			[ ] NO [ ] YES [ ] NA

Proposed event/activity time(s) and date(s)

	Begins (hr)	Ends (hr)	Weekdays (Saturday etc)			Date(s) (dd/mm/yyyy)
Event set up
Event duration
Event pack up
Audience profile (e.g. youth) :				Expected Attendance:
Has this event/activity been held before? ☐ NO ☐ YES					If yes, when?
Will Mayor/Councillors be invited to attend? ☐ NO ☐ YES (See Council Support for Events on page 9)

Traffic impacts (Please tick applicable boxes √)

Will your proposed event impact:

Regular vehicular/pedestrian traffic? ☐ NO ☐ YES

Public transport such as a bus service? ☐ NO ☐ YES

Local parking conditions? ☐ NO ☐ YES

Events on reserves

Are you planning to have your event/activity on a Council oval? ☐ NO ☐ YES

Site access:

Will you need vehicle access to a reserve? ☐ NO ☐ YES

Temporary structures

Are you planning to erect temporary structures such as:

Equipment, staging, marquees or portable toilets? ☐ NO ☐ YES

Large marquee(s), seating banks or grandstand seating? ☐ NO ☐ YES

Place of Public Entertainment (PoPE)

Does your event/ activity fit the definition of a PoPE (see p8)? ☐ NO ☐ YES

Waste management

Will your event/activity need rubbish collection or street cleansing? ☐ NO ☐ YES

Water/power

Will you need access to water or power on site? ☐ NO ☐ YES

Food safety:

Are you planning to sell/serve food to the public at your event? ☐ NO ☐ YES

Will there be food stalls? How Many? ☐ NO ☐ YES

Will there be any food vehicles? How Many? ☐ NO ☐ YES

Alcohol

Are you planning to sell/serve alcohol to the public at your event? ☐ NO ☐ YES

Fireworks/firecrackers

Will your event feature firecrackers and/or fireworks? ☐ NO ☐ YES

Carnival rides

Will your event feature carnival rides? (e.g. jumping castle) ☐ NO ☐ YES Event description (provide/ attach brief outline of event/activity)

Declaration

I am authorised to submit the above on behalf of the permit applicant organisation and confirm the above application has been submitted with regard to guidelines in the most current version of the Brimbank Events Handbook and accurately reflects the proposed activity/event.

Name:

Signature:

Date:

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Privacy Statement: Personal information collected on this form is for reference and identification purposes. It will only be disclosed subject to your consent and/or where required by law or other regulation.

Fee Payment: A Tax Invoice will be issued for your permit application fee and any other applicable fees/bond*. Please note: A permit will not be issued until payment of outstanding fees has been received. Please allow 3-5 business days for transactions to clear.

Please return this completed form to:

City Regulatory Services

Brimbank City Council

PO Box 70

Sunshine Vic 3020 OR, Eventpermits@brimbank.vic.gov.au

* See Indicative fees schedule p35 in handbook

Event Permit Application B

Application documentation checklist

Name of event/activity:

Key contacts list for event day

Role	Name	Tel. (on event day)
* Permit applicant
* Event/activity coordinator
* Emergency contact/Chief Warden
First Aid Provider
Event electrician (if applicable)
Traffic management company (if applicable)
Fireworks supplier (if applicable)

* Mandatory field

Required supporting documentation (√ tick all applicable)

Copy of Public Liability Insurance (PLI) ‘Certificate of Currency’	Mandatory. Please attach
*Copy of Risk Management Plan*	Mandatory. Please attach with copy of program
*Copy of Emergency Management Plan*	Mandatory for public events. Please attach
*Alcohol:* Are you planning to provide liquor at the event beyond an existing license? ☐ NO ☐ YES ☐ NA	If yes, an application for a temporary liquor license should be made to Victorian Commission for Gambling and Liquor Regulation and a copy of the licence attached
*Amplified sound:* Event/activity will involve amplified sound and/or music? ☐ NO ☐ YES	If yes, the usual EPA noise restrictions will need to be observed. Please attach site layout indicating stage placement and orientation.
*Carnival rides:* Event will involve rides including bouncing castles? ☐ NO ☐ YES	If yes, provide site plan indicating footprint of rides and any proposed vehicle access. Inflatables must be set up as per manufacturing guidelines and in accordance with Australian Standard 3533.4.1
*Children’s activities*: Event involves working with (unattended) children? ☐ NO ☐ YES	If yes, please ensure any staff working closely with children, including ride operators, have ‘Working With Children Checks’ or WWCC cards. Copies are not required for the permit application.
*Disability access:* Provided to key event and site amenities (e.g. entry, toilets etc)? ☐ NO ☐ YES	Site plan should indicate access to site, parking and amenities for people with disabilities.
*Fireworks*: Are you intending to feature fireworks or firecrackers? ☐ NO ☐ YES	If yes, please attach a copy of the WorkSafe Notification to Discharge Fireworks, a site map showing safety clearances, the Job Safety Analysis and a copy of your resident notification letter.
*First aid:* Will event require First Aid? ☐ NO ☐ YES	If yes, please detail your first aid arrangements in your Risk and Emergency Management Plans.
*Food safety:* Are you planning to have food stalls/vans at your event? ☐ NO ☐ YES No. of stalls/vans:	If yes, ensure all food stalls/vans have required food registrations/ notifications and Statements of Trade (SOTs). Please submit a list of all food stalls/ vans at your event a minimum 2 weeks before your event.
*Events on sportsgrounds*: Event will be held on a Council sports reserve? ☐ NO ☐ YES	If yes, please confirm viable booking with Leisure and Community Facilities. Final confirmation is subject to site plan and event permit approval.
*LPG (Gas):* Will cooking involve use of LPG? ☐ NO ☐ YES	If yes, please ensure all stall holders using LPG complete a Gas Safety Checklist on the day – see www.esv.vic.gov.au
*Music:* Event will involve live and recorded music? ☐ NO ☐ YES	If yes, please ensure you obtain a license to use copyright music from One Music Australia (see Useful Contacts). A copy is not required for the event permit.
*PoPEs*: Event is on a substantially enclosed ‘Place of Public Entertainment’ site? ☐ NO ☐ YES	If yes, please ensure you have applied for an Occupancy Permit from Council’s Building Services.
*Power:* Will event need power at site? ☐ NO ☐ YES	If yes, please detail what you will need power for and what power source you plan to use:
*Reserve*: Event will be held at a Council reserve ☐ NO ☐ YES	If yes, please attach a suitable site plan with a detailed layout of event and set up for any structures and equipment on the reserve.
*Road closure*: Event involves a partial or full road closure affecting local residents/ traders? ☐ NO ☐ YES	If yes, please attach a copy of your letter and/or flyer notifying all affected local residents and businesses (in addition to your Traffic Management Plan).
*Roadside billboards*: Will you be erecting roadside billboards to publicise the event? ☐ NO ☐ YES	If yes, please ensure you have obtained a permit to display a roadside billboard from Council. A copy is not required for the event permit.
*Site access (vehicle):* Will vehicle access onto site at a Council reserve/square be required? ☐ NO ☐ YES	If yes, please attach detailed site map showing proposed vehicle access route(s) and reason why vehicle access is essential.
*Site access (gate):* Will access to gated reserve or facility be required? ☐ NO ☐ YES	If yes, confirm dates and time(s) access will be required for in your site plan.
*Temporary structure*s: Are you placing equipment or structures over Council land? ☐ NO ☐ YES	If yes, please attach a suitable site plan. All temporary structures must be suitably weighted. Council will only allow equipment to be pegged down with special and explicit permission.
*Traffic impacts:* The proposed event will impact on local parking and/or regular vehicle and pedestrian traffic. ☐ NO ☐ YES	If yes, please attach a Parking Plan and/or Traffic Management Plan in accordance with guidelines and requirements as per relevant section of the Handbook.
*Transport impacts*: The event will affect public transport such as a bus service? ☐ NO ☐ YES	If yes, ensure you notify Public Transport Victoria (PTV) and attach a copy of your Public Transport Plan and copy/ indication of PTV approval.
*Victoria Police:* Will event depend on police attendance and/or assistance (e.g. parade)? ☐ NO ☐ YES	If yes, please attach copy of letter to Victoria Police (local station) requesting assistance and confirmation of Police assistance.
*Waste management:* Will event require extra bins and/or cleansing? ☐ NO ☐ YES	If yes, please indicate name of supplier who will be providing waste management and/ or site cleansing:
*Water:* Will event need access to water at site? ☐ NO ☐ YES	If yes, please indicate here what you will need water for:

Declaration

I have read and understood the Brimbank Events Handbook with regard to safe event management, supplementary documentation, permits and approvals that may apply to my event in Brimbank.

I am authorised to submit the above application on behalf of the applicant organisation which

undertakes to indemnify the Council as required.

I acknowledge the above event permit application forms A and B and supplementary documentation to be true and accurate statements.

Name:

Signature:

Date

OFFICE USE ONLY

* Public liability Insurance and Indemnity form attached

* Public Liability insurance via Council surcharge

* Site plan attached

* Event Permit required

* Booking approved / * Booking not approved

* Parks Notified

* Hirer Notified

Staff Signature ____________________Date___/___/___

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Privacy Statement: Personal information collected on this form is for reference and identification purposes. It will only be disclosed subject to your consent and/or where required by law or other regulation.

Application B must be returned with all required documents and bond where applicable, no later than 2 weeks** prior to event to:

City Regulatory Services

Brimbank City Council

PO Box 70

Sunshine Vic 3020

OR, Eventpermits@brimbank.vic.gov.au

* See Indicative fees schedule in handbook p35

PLEASE NOTE: Incomplete application forms will not be assessed nor permits issued until all required information and documentation is made available to Council. Please ensure you are using current version of handbook, application forms and keeping a copy for your own records.

FORM OF INDEMNITY

General Local Law 2018, Part 4 - Activities on Council Property

THIS INDEMNITY is given this day * the of 20

By** (hereafter called “the Indemnifier”) to the BRIMBANK CITY COUNCIL (hereafter called “the Council).

WHEREAS the Indemnifier(s) has applied to the Council for authority to conduct an event/ activity within the Brimbank municipal district involving pyrotechnics and/or significant traffic impact and/or use of a road or portion of a road or reserve or other public area subject to the Council’s Street and Roads Local Law.

NOW THIS DOCUMENT WITNESSES and confirms that in consideration of the Council granting an event permit for *** the Indemnifier agrees to take out and keep current during the period of the permit a public liability insurance policy in a form approved by Council noting the interests of the Council and insuring, for a minimum sum of twenty million dollars, the Indemnifier against all actions, costs, claims, charges, expenses and damages whatsoever which may be brought or made or claimed against the Indemnifier arising out of or in relation to the authority granted.

The Indemnifier agrees to indemnify and keep indemnified the Council, its servants and agents and each of them from and against all actions, costs, claims charges, expenses and damages whatsoever which may be brought or made or claimed against them or any of them arising out of or in relation to the authority to use granted by the Council, excepting all actions, costs, claims, charges, expenses and damages whatsoever which arose either in whole or part out of an act or omission of the Council, its servants and agents.

SIGNED, SEALED AND DELIVERED BY:

Name:

Role in Organisation:

Signature:

In Victoria in the presence of:

Witness name:

Signature:

OR, THE COMMON SEAL OF:

Was hereunto affixed in accordance with its Articles of Association in the presence of:

Witness:

Signature:

* The date on which this form is signed.

** Insert applicant organisation’s name

*** Insert name of the event / activity you are seeking a permit for.

References and Resources

The second half of this handbook provides a range of event planning guidelines, templates and samples to assist you through the event permit process. A comprehensive list of Useful Contacts is included on p67 for follow up and further information.

A-Z Event planning guidelines for an event permit

As you progress through your event permit application please consider the following:

Access

Entries and exits should be easily identifiable, wide enough for expected number of patrons and kept clear at all times. Access for vehicles should be separated from pedestrian access through different entries, exits, barriers and access times. Site planning should ensure Emergency Services’ access through area and to site is maintained at all times should it be required.

Alcohol

Outdoor public spaces are zoned alcohol free. Given the appropriate Liquor Licence and an alcohol management plan, it may be possible to serve alcohol in a suitably barricaded and managed space to prevent the sale of liquor to minors or intoxicated people. Other alcohol management considerations will include provision of extra toilets, first aid and security staff as well as non-alcoholic drink options and free drinking water.

Cleaning and waste management

Event organisers must undertake the collection and disposal of all litter generated by their event. Extra bins can be sourced from private waste contractors. See Useful Contacts on p67. Event organisers are urged to provide recycling bins, encourage recycling through public announcements and request that stall holders adhere to Victoria’s single use plastic ban effective from 1 February 2023. The following are banned from sale and supply in Victoria:

• Plastic drinking straws, cutlery, chopsticks, splades, plates, bowls, drink stirrers and sticks;

• Expanded polystyrene plates, cups, bowls, clam shells and other food service items;

• Conventional, degradable and compostable plastics. For more information see also https://www.vic.gov.au/single-use-plastics

All rubbish must be secured or contained at all times to prevent it from blowing about in windy conditions. Excess waste that cannot go into rubbish bins must be taken away. This includes used oil and water heavily contaminated with food particles. Organisers should also request that stall holders cart away their installation waste such as cable ties, décor and cardboard boxes. Event sites left heavily littered will be cleaned by the Council at a cost to the organisers.

Organisers should also have a sharps container to safely store any syringes found on site, ensuring event staff are briefed on safe handling of found syringes (take the container and tongs to the syringe for pick up and not vice-versa).

Crowd and site management

Unexpectedly large crowds can arise at one-off, free entry events that capture the public’s imagination without ticketing or pre-registration to signal likely attendance. Additionally, crowds are subject to different risks according to their profile.

Planning should aim to anticipate hazards that might amplify quickly in a crowded environment where incidents can snowball into major problems through confusion and/or the mass movement of people in one direction or another. This is especially critical during of public health concern due to infectious disease such as influenza etc. Good site and crowd management will benefit from:

• Some form of pre-registration to indicate likely attendances

• Planning for risks associated with the nature of your crowd and event program

• Pro-active, flexible site plan able to address unexpectedly high attendances

• Well prepared site/security staff able to respond promptly to limit an incident

• Good communication between site staff/ security and between organisers and crowd.

Disability access

Event organisers should ensure their site planning considers the needs of people with limited mobility. Is there disabled parking and access to activities or amenities? For a more comprehensive disability accessibility checklist see Appendix 3 p40.

Event cancellation

To minimise costs, it is advisable this decision be made as early as possible to avoid paying for venues and contracted services. With late cancellations, please ensure you:

• Leave a recorded message on your event hotline

• Contact venue, staff, volunteers and committee members

• Contact all participants (suppliers, stall holders, performers)

• Contact key event permit stakeholders including Council

• Update your event website if applicable

• Send out a Media Release if time allows

• Put up cancellation notices at venue.

Event power

The provision of power for your event is not a Council responsibility. Event organisers are urged to carefully assess the power needs of all their activities and stall holders to provide the required amount of power. Most events will require power via generators. Ideally, these should use bio fuels and arrive on site refuelled and ready to use.

The distribution of power at an event should be handled by a qualified electrician. All electrical equipment and leads should be tagged, tested and not exceed 25m in length. Generators and distribution boards should be cordoned off from public access and a suitable fire extinguisher should be kept nearby. Leads should be flown over out of reach (not through trees), firmly taped down or covered with heavy rubber mats to avoid becoming trip hazards - but never over wet ground.

First aid

First aid is essential at every significant public event. Please consider the most appropriate mix of First Aid options depending on weather, event size, activities, site conditions and patron profile. Relying only on a 000 call is not appropriate for large public events or events involving extra risk factors such as a ‘Fun Run’. As a general guide, 2 first aiders and a first aid post should be provided for every 500-1,000 event patrons. First aid posts should be signed and easy to find, with access to power, water, tables, chairs, offering both privacy and shelter from the elements.

From 1st October 2021 providers of First Aid for events will require a licence under the Non-Emergency Patient Transport and First Aid Services Act 2003 to ensure minimum standards are met in provision of first aid at public events. See also Useful Contacts p67.

Food and beverages

Event organisers and individual stall holders have joint responsibility for food safety at the event ensuring:

• Every food/beverage stall has the appropriate food/beverage permits

• Food and beverages are correctly displayed, stored and handled

• Safe food transport, storage, handling and display are maintained

• Correct safe use of LPG bottles, where applicable

• Barriers are in place between hot cooking surfaces and event patrons

• Fire extinguishers or fire blankets are kept within 2m of a heat source.

See Appendix 5: ‘Site safety checklists’ on p45.

Lighting

Adequate lighting is a key safety and security factor. Consider sunrise and sunset times on the day and any lighting you may need from set up through to packing up. If yours is a night time event, ensure you also have emergency lighting should your regular power supply fail.

Gas bottles - LPG

The use of gas such as LPG at an outdoor event requires that event organisers ensure each gas user completes a mandatory safety checklist provided by Energy Safe Victoria in its brochure Gas Safety at Outdoor Events available on www.esv.vic.gov.au. Energy Safe Victoria gas inspectors may conduct spot checks at your event.

Noise

If your event features amplified sound or music, consider how best to create buffer zones and angle staging to deflect noise away from neighbouring residential properties. Loud noise from an event at a reserve should not be heard beyond the boundaries of the park/reserve. No loud noise (e.g. from a stage) can be made in residential areas:

• Before 7am weekdays, 9am on weekends or 10am on public holidays

• After 6pm weekdays and Sunday

• After 11pm on Fridays and Saturdays

• Before noon or after 10pm where an event involves loud noise for longer than 5 hours.

When noise levels from an event are expected to exceed acceptable levels, Council may request organisers engage an independent Acoustics Engineers to monitor noise levels during the event. More information on permissible noise levels is available on the Environment Protection website at www.epa.vic.gov.au

Parking

Please consider all the parking needs of your event. You may also need designated parking for staff, stall holders, performers, special guests and disabled event patrons. Drop off zones are also advised, especially for non-driving patrons (e.g. elderly, youth).

Signage

Signage will be required especially at large scale events to ensure event patrons know where to find parking, entrances and exits, toilets, drinking water, event information, lost children and first aid. Other required signage may relate to alcohol consumption, dogs on leads and safety warnings.

PLEASE NOTE: Signage must not be nailed to trees or cover existing notices/ signage.

Smoking and events

Under the Tobacco Amendment Act 2016, smoke free areas now also include:

• 10 metres from food stalls at organised events

• All outdoor dining areas/food courts

• Outdoor recreational areas, playgrounds and under-age sporting events

• Under-age music or dance events.

Terror threat

A serious incident involving person(s) armed with firearms or explosive devices can be motivated by a range of factors and is more likely to target mass gatherings and/or events of a politically or culturally sensitive nature. Terror incidents can escalate quickly, defying standard emergency responses. A flexible plan should help event staff and emergency services communicate effectively to locate and/or contain offender(s).

Key factors for an effective response plan include:

• Monitoring and discussing possible issues with police in the lead up

• Event staff with a thorough knowledge of venue including all entries and exists

• A proactive event layout to mitigate risk of hostile vehicle attack

• Rapid response communication – two way radios and audio-visual mobile function

• Staff briefed before the event on what to look out for and what to do in an emergency.

The State Event Planning Unit of Victoria Police and ASIO BLU monitor terror threats especially around major events. Threat assessments also depend on local police being well informed by event organisers in the lead up. See also www.blu.asio.gov.au/user/register

Toilets and other temporary structures

The number of toilets required at your event will depend on the number of people you anticipate will be onsite at any one time, whether alcohol is served and whether patrons are passing through or at the event for many hours. The Australian Emergency Manual offers the following guidelines for alcohol free events of 8 hours duration or longer.

Males				Females
Patrons	Toilet	Urinal	Hand basin	Toilet	Hand basin
500+	1	2	2	6	2
1,000+	2	4	4	9	4
2,000+	4	8	6	12	6
3,000+	6	15	20	18	10
5,000+	8	25	17	30	17

As a rule, events:

• With alcohol will increase above ratios by approximately 40%

• Running for less than 8 hours will decrease above ratios by 20%

• Running for less than 4 hours will decrease above ratios by 30%

Whether using existing or portable toilets, organisers must ensure toilet facilities:

• Include a toilet accessible to people in wheelchairs

• Include a sharps disposal container for syringes

• Are located away from food stalls or cool rooms

• Are kept clean and restocked with toilet paper, soap and hand drying facilities

All temporary structures should be located 1m from garden beds, not secured to trees nor pegged without prior approval but securely weighted when sited over underground services, roads and concrete surfaces. Large temporary structures may also require a Siting Approval.

To maintain the safety of both occupants and public, organisers are urged to ensure there is a fire extinguisher in every large structure and third stall. See also p19.

UVA/ RPAs or ‘Drones’

UVAs/RPAs sold in Australia come with safety instructions and are subject to the following CASA – Model Aeronautical Association of Australia regulations. RPAs must not:

• Be flown for commercial purposes without an Operator’s Certificate and RPA pilot license

• Maintain a 30m exclusion safety zone from take-off/landing zone

• Fly closer than 30m to vehicles, boats, buildings or people

• Fly over people’s backyards or populous area such as a festival, arena or beach

• Be flown beyond the operator’s line of sight or at night

• Fly higher than 120m in controlled airspace or within 5.5km of an airfield.

Vehicle access to reserves

No vehicle is to access Council parkland or a sports oval without Council approval to do so. Infrastructure and carnival rides generally mean heavy vehicle access will be required. Subject to approval, vehicles accessing reserves must travel at waking pace and keep to pathways or hardstand areas. Alternatively, temporary surfaces can be brought in to protect sensitive lawn areas from heavy vehicle or event patron traffic especially in wet weather. Organisers are advised to site infrastructure and heavy traffic areas in ways that make best use of available paths and hardstand areas (e.g. roads and car parks). In some cases it may be advisable to unload vehicles at hardstand areas and transport equipment via golf buggy or small forklift vehicles. Vehicles entering or leaving an event site while an event is in progress must also be escorted by event staff at walking pace. Other vehicle access considerations include keys to gates and whether gates are wide enough.

Water

Where water is not available, a drinking fountain might need to be hired or bottled water provided. It is a legal requirement free drinking water be provided at all licensed alcohol areas.

Weather

Shade is required to protect patrons from excessive sun. Cover is advisable to protect patrons from either sun or rain and is generally a good idea over seating at stage areas. In your risk management planning, consider carefully how you will also manage extreme weather such as wind gusts, thunderstorms or 40+ temperatures and when or how you will modify, delay or cancel the event.

Appendix 1: Event Permit and Related Fees Schedule

Indicative schedule of Council event and related permit fees (from 01/07/24 – 30/06/25)

Event/ Activity	Application fee (GST free)	Permit (GST free)	Site fee (GST free)	Bond (GST free)	Notes
Event Permit for a public event – Class 1	$85.50	$590	POA	From $250	Apply to City Regulatory Services. Bond required where event involves siting any significant temporary structures, props and other equipment over Council land and/or where planned activity carries risk of damage to Council land. Bond must be paid prior to permit being issued.
Event Permit for a public event – Class 2	$85.50	$285	POA	From $250
Event Permit for a public event – Class 3	$85.50	$125	POA	From $250
Event Permit for a public event – Class 4	$85.50	No charge	POA	$250
Event Permit for private function /ceremony	$85.50	No charge	POA	From $250	Apply to City Regulatory Services. Event permit required for any event involving 100+ people and/or significant infrastructure (e.g. marquee, staging or sound equipment) over council land.
Reserve Function permit for a private function/activity	$85.50	No charge	No charge	From $250	Apply to City Regulatory Services. Activity permit issued to supplier for private functions of under 60 people involving a single supplier (e.g. Marquee, petting zoo or jumping castle)
Use of a reserve/public land for an event/ activity of a commercial nature			From $75.92	From $250	Apply to City Regulatory Services - as above
Use of a reserve/public land for an event/ activity of a commercial nature (over 500 people)			POA	From $250	Apply to City Regulatory Services - as above
Sportsground booking for a community event – Commercial / Non Brimbank Club			POA	From $1,500	Only a very limited number of reserves are available for events. Booking must be made online through Leisure Services. Bond is required where event involves siting any significant temporary structures, props and other equipment over Council land. Bond must be paid prior to permit being issued
Facility booking fee			POA	As above	As above.
Siting Approval for oversized structures		$835.20			Application to Municipal Building Surveyor. Subject to structure(s) having current Occupancy Permit(s).
Occupancy Permit (OP) for an event (e.g rock concert) at a substantially enclosed Place of Public Entertainment or ‘PoPE’.		$3,006.5			Application to Municipal Building Surveyor. NOTE: Community and sporting club events involving less than 5,000 attendees are exempt from need for an OP for a PoPE.
Amendment of an Occupancy Permit for a PoPE		$1085.6			Application to Municipal Building Surveyor.
Class 2 (Fixed/Temporary/Mobile Premise) Application/ Registration	$1304* $1030* for renewals				Apply online at ‘Foodtrader’. Registration fees payable to Environmental Health Dept. A Statement of Trade or SOT must also be submitted online to Foodtrader at no extra charge for each stall and event.
Class 3: (Fixed/Temporary/Mobile Premise) Application/ Registration	$1,129* $822* for annual renewal				As above
Class 4: Low risk foods: sausage sizzles, cake stalls, food tastings, drink stalls only.	No Charge, Notification required				Notification with a Statement of Trade (SOT) must be submitted online to Foodtrader per stall and event - No extra charge for SOT
Category 2 & 3: Single/one-off events	$164				Speak with Environmental Health for one-off community stall fees
Roadside Billboards (community and not-for-profit applicants only)	$85.50	No charge			Apply to City Regulatory Services. Permit complies with Vic Roads requirements to maximise safety for motorists.

NOTE:

• Fees are subject to annual review in keeping with Consumer Price Index (CPI) increases.

• The above schedule excludes fees Facility room/hall hire and event/film related permits and licences that may be issued by authorities external to council.

Appendix 2: Key roles in event management

In large scale events, event coordination may be divided in the lead up between a team of people including an Artistic Director and Event Manager, a Production Manager, Marketing Coordinator and administrative staff. Similarly on event day, event coordination may be divided between a Chief Warden, a team of site managers or “wardens” and a Safety Officer. In much smaller events, these roles tend to combine in one or two people. Regardless, all the responsibilities indicated below need to be covered in the management of most events.

Key event management roles in the lead up

The list below is indicative only of key roles though the decision-making will invariably involve considerable liaison between event management team members.

The Event Manager

The primary role of the Event Manager is to:

• Oversee event administration* including contracts/agreements

• Drive fundraising in conjunction with marketing staff and the Artistic Director

• Oversee key staff

• Ensure the event program is delivered on schedule and on budget

• Ensure event complies with all relevant licences and permits

• Ensure an event evaluation or SWOT meeting is conducted after the event.

* Event Administration is covered separately in Appendix 10: Doing the paperwork p53

The Artistic Director

The primary role of the Artistic Director is:

• Creative direction of event including any ceremonial aspects

• Ensure the event’s aims and/or creative vision are delivered

• Program development and scheduling

• Providing post event evaluation on the above.

The Production Manager

The primary role of the Production Manager is to:

• Assess infrastructure, power, sound and logistic needs of event participants and patrons

• Source and book contractors and suppliers required to deliver program on schedule and on budget to specifications of Event Manager and Artistic Director

• Prepare and oversee the production schedule, liaising as required with suppliers

• Advise and prepare site layout in consultation with team, particularly the Artistic Director

• Lead risk and emergency management planning

• Ensure event production complies with relevant safety standards/ requirements

• Ensure event staff/volunteers have been briefed on the event, their roles and duties

• Provide post event evaluation on above aspects.

The Marketing Coordinator

The primary role of the Marketing Coordinator is to:

• Devise the Marketing Plan in consultation with Artistic Director and team

• Lead the design and production of marketing materials

• Coordinate marketing, sponsorship and Public Relations activities

• Coordinate VIPS and ceremonial aspects of event

• Provide post event evaluation on above aspects.

Key event management roles on the day

The Artistic Director & Event Manager

On event day, the primary role of the Artistic Director and Event Manager is to ensure:

• The event’s aims and/or creative vision are delivered

• The delivery of the event program to public as marketed

• The needs of key participants are met

• Delivery of program and production as per contracts.

The Marketing Coordinator

On event day, the primary role of the Marketing Coordinator is to:

• Oversee and manage public relations at the event

• Oversee and manage signage and banner placement

• Ensure the needs of patrons, VIPs and sponsors are met

• Oversee the information booth, event photography/filming

• Be on hand to liaise with media as required.

The Safety Officer

WorkSafe consider every event which involves paid staff/ contractors, to be a worksite. A Safety Officer can be a way of ensuring all contractors and event staff follow safety guidelines and all relevant Occupational Health and Safety (OH&S) standards in the set-up, conduct and pack up of an event. However, accredited ‘Event’ Safety Officers can be difficult to find and may come with a wide range of experience not always appropriate to your event. It pays to ask what event experience prospective safety officers have before engaging them.

Regardless of size, every event requires someone with relevant event experience and an understanding of Occupational Health & Safety practice to take on the role of Safety Officer. In some cases, the role of Safety Officer is taken on by the Chief Warden but at any major event, the Safety Officer should be an impartial, independent observer who can advise key event staff including the Chief Warden, as required.

The Chief Warden

The role of Chief Warden at the event is often assumed by the Production Manager. The primary responsibilities of the Chief Warden include:

▪ A thorough knowledge of the production schedule, site layout and staff rosters;

▪ Ensuring all event staff/volunteers have been properly briefed in the lead up on the event, site layout, their event duties and associated safety considerations. This includes ensuring all contractors and participants are inducted in basic site safety prior to arriving onsite

▪ Coordinating event set up and pack up ensuring suppliers deliver services as contracted and on schedule. For this reason the Chief Warden is first and last on site

▪ Managing site wardens and security staff

▪ Monitoring and reviewing implementation of the risk management plan and traffic management plan where applicable

▪ Managing any significant incidents and coordinating an emergency response if required

▪ Ensuring a full debriefing is conducted post event and following any near miss or emergency.

Deputy Chief Warden

The primary role of the Deputy Chief Warden is to assist the Chief Warden and assume their responsibilities in the Chief Warden’s absence from the festival site.

The Site Warden(s)

Site wardens may be paid staff or volunteers assigned to look after a particular area or site at the event. For example: a stage manager is a site warden.

The primary responsibility of site wardens is to ensure the orderly set up and pack up of their allocated event site. For this reason they are required to be first and last at that site. Key duties are to:

▪ Be familiar with the location of all key safety features, site activities, participants and any schedules relevant to their event site

▪ Oversee contractors, stall holders or performers within their allocated site

▪ Ensure relevant safety checklists are conducted and completed

▪ Quickly report any concern or emerging situation that may be potentially dangerous (e.g. possible equipment failure, overcrowding and challenging behaviour) to the Chief Warden

▪ Ensure pathways are kept free of obstructions and trip hazards

▪ Ensure their site is kept clean and in an orderly manner at all times

▪ Maximise the safety of patrons and participants and if necessary, assist with their orderly evacuation from danger

▪ Log any incidents or near misses at their site on an incident form

▪ Represent their site at post-event debriefings.

Additionally, site wardens should stay well hydrated, suitable clothed, protected from sun exposure and not perform any tasks they are not trained for or able to do safely.

Security Staff

Security staff may assist with some of the above site manager/warden tasks as required but their main focus is:

▪ Crowd control

▪ Preventing and/or reporting challenging behaviours

▪ Assisting with traffic management (if accredited to do so)

▪ Protecting property such as equipment and infrastructure

▪ Protecting performers and/or VIPs

▪ Managing liquor licensed areas at the event

▪ Managing barriers, exits and entries where limited access applies

▪ Assisting emergency services where required.

The Event Control Centre and the Communications Officer

Major events involving multiple staff over an extensive site will require that on event day(s), key staff, emergency services and suppliers remain in constant contact via two-way radios.

An Event Control Centre or ‘ECC’ is advisable. It should be stocked with copies of event program(s), site layout(s), staffing schedules, contact lists and manned by a Communications Officer.

The primary role of the Communications Officer it to ensure that issues, requests and incident reports made over the two-way radios, including lost children are all logged and followed up.

PLEASE NOTE: The above roles are indicative only. Variations may occur according to event, personalities, management styles or where 1 or more roles are combined in smaller events.

Appendix 3: Disability access

Accessible Events: A useful checklist

With approximately 1 in 5 people identifying as having a disability, your event should aim to cater to participants as well as patrons with a wide range of disabilities including cognitive, sight or hearing impairment, limited or wheelchair mobility.

To limit problems and expense, begin by choosing a venue that is accessible and consider the following in event planning. Is there:

• Accessible transport nearby?

• Disabled parking close to the event?

• A safe drop–off point close to the event?

• A need for ramps to main entry, conveniences, activities or to the stage?

• Entry points that are wide enough and easy to open?

• Signage to key amenities which is easy to read?

• Accessibility information to the event?

• Wheelchair-access to amenities, activity areas and attractions?

• Seating space suitable for wheelchairs?

• Space for wheelchairs to move about safely through the site?

• A wheelchair accessible toilet?

• Proximity and good lighting for hearing impaired people to lip read OR, an Australian sign language interpreter to sign key information and speeches?

• An audio/ spoken presentation to enable sight impaired people to follow important parts of the program?

If catering, ensure you have provided:

• Drinking straws – preferably made of paper

• For special dietary needs

• Seating and tables

• Room for wheelchairs or walkers to move around

• Event staff/volunteers to assist as required.

PLEASE NOTE: A person with a disability attending a ticketed event should have free access for a companion providing attendant care.

Appendix 4: Sustainable event planning

These guidelines are designed to assist event organisers to conduct events with a smaller environmental footprint. Minimising resource use reduces costs and improves community wellbeing. Please consider sustainability in all phases of event planning and use the checklist below to select environmentally sustainable actions for your event.

Actions to be considered when planning a sustainable activity/event

Event	Action
Marketing	Distribute advertising, promotion, and registration materials electronically (e.g. email, social media, websites).
	Keep single use printed materials to a minimum. Use recycled paper and print double sided.
	Promote public transport and cycling options through your marketing.
	Promote your sustainable practices where appropriate e.g. ‘This craft activity uses recycled materials’, ‘please bring your own bags’ etc.
Venue/Site	Choose venues that are accessible by public transport, can be accessed on foot/ bike, and encourage carpooling. Provide accessible and safe areas for bicycle storage.
	Ensure layout and set up of outdoor events minimises damage to vegetation and ground surfaces.
	Choose venues with adequate amenities such as drinking fountains
Waste Management	Choose crockery and cutlery that is reusable or made from responsibly sourced paper, wood or bamboo.
	Provide drinkable water (e.g. water fountain) for use. Do not provide bottled water and ask people to bring their water bottle/keep cup.
	Provide bin stations with different bins for recycling, composting and general waste. Ensure venue has enough bin stations in easy-to-access areas with adequate signage promoting proper use of bins.
	Ensure participants/ contractors manage their event waste responsibly including collection of all cable ties post event.
	Arrange with local community groups for pick-up of surplus food (e.g. OzHarvest, FareShare, Foodbank, Second Bite).
	Limit showbags and giveaways. If necessary, choose giveaways made of recyclable materials or reusable items or provide ‘experiences’ rather than things.
	Do not use balloons or single use plastics* including decorations. Use alternatives such as bubbles, recycled paper streamers/confetti and fabric bunting.
	Make the use of recyclable materials and reduced packaging a condition for all participating vendors, exhibitors and presenters.
Food	Prioritise social enterprise vendors and caterers offering fair trade foods.
	Ensure catering options include plant based foods with lower carbon footprint.
	Promote use of seasonal and locally produced foods with less ‘food miles’
	Reward people for bringing their own water bottles and keep cups with a discount or discourage single use take-way cups/ food serving with a surcharge.
	Seafood: Prioritise vendors serving responsibly sourced seafood.
Energy	If power is required, choose solar (e.g. IKUBE) or biodiesel generators.
	Choose modern, fuel efficient generators
	Consider Carbon Offsets through tree planting activities/ similar
Water	Choose portable toilets that are water free or use grey water
	Ensure cooking oils/contaminated fluids are not disposed into drains
Purchasing	Choose recyclable/reusable materials
	Consider supply chain and choose responsibly sourced materials
Evaluation	Establish a baseline for event’s carbon footprint from current practice
	Set reduction targets for carbon footprint within event plan
	Monitor progress and adjust as required
	Review strategies and outcomes.

Remember:

• Every action counts and no event is too small or too big to incorporate sustainable event practices.

• Keep it practical and achievable

Appendix 5: Sample-Template for a Risk Management Plan

Basic risk assessment table for a ‘Probability-Consequence’ rating of event risks

PROBABILITY

CONSEQUENCES

Almost certain

Event is expected to occur in most circumstances

Likely

Event will probably occur in most circumstances

Probable

The event should occur at some time

Occasional

The event could occur at some time

Remote

Event may occur only in exceptional circumstances

Catastrophic

Loss of life or permanent injury, huge financial/environmental loss

SEVERE RISK

SIGNIFICANT RISK

Major

Extensive injuries, loss of capabilities, major financial/ environmental loss

SEVERE RISK

SIGNIFICANT RISK

MODERATE

RISK

Moderate

Medical treatment required, lost work time, significant financial/ environmental loss

SEVERE RISK

SIGNIFICANT RISK

MODERATE

RISK

LOW RISK

Minor

First Aid treatment, little environmental loss, low financial loss

SEVERE RISK

SIGNIFICANT RISK

MODERATE

RISK

LOW RISK

Insignificant

No injury, little or no physical damage, no financial loss

SIGNIFICANT RISK

MODERATE

RISK

LOW RISK

SEVERE RISK – MUST be eliminated OR carefully managed with controls in place.

SIGNIFICANT RISK – Controls required to remove or significantly reduce risk.

MODERATE RISK – Controls required to reduce risk.

LOW RISK – Routine safety procedures.

(Insert event title here) Risk management plan

Site: (Insert address and Melway Reference)

Time and Date: (Insert date and time of event)

Risk Management Plan prepared: (Insert date this risk management plan was prepared)

Person(s) completing plan: (List members of your group / fellow organisers assisting with risk planning)

In consultation with: (List significant stakeholders/ suppliers with expertise assisting with risk planning)

Hazard Identification, Risk Assessment & Control Plan (SAMPLE ONLY)

POTENTIAL HAZARDS	POTENTIAL RISKS	PROBABILITY & CONSEQUENCE	CONTROL MEASURE	RESIDUAL PROBABILITY & CONSEQUENCE	PERSON RESPONSIBLE
Extreme weather: Wind	Injury or damage from airborne infrastructure (marquees, umbrellas)	3C	• Marquees erected by experienced provider • Marquee moorings checked and suited to expected wind conditions • Wind force dispersed by removing marquee side in windy conditions	3E	Chief/site warden
Extreme weather: Heat	dehydration or sun stroke from heat or sun exposure	3C	• Sunscreen provided for staff and public • Staff use sunscreens and wear hats • Water fountain provided • Major activities moved to shaded areas	1C	Volunteers A and B
Electrical Equipment	Injuries from tripping over leads	2C	• Leads to stage flown over, taped down or covered with heavy matting	1E	Chief/site warden
‘’	Electrocution from unsafe electrical equipment	2C	• Electrician to supervise power distribution • All leads, electrical equipment tested and tagged beforehand	2D	Chief/site warden, Electrician
Site hazard: River	Drowning (unattended children)	5D	• Volunteer to patrol area • Parents advised to supervise their children at all times.	1E	Chief warden Volunteer C
Food stalls	Burns from exposed flame and hot plates	3C	• Barriers erected between public and hot plates • First Aid		Site warden
‘’	Possible explosion from gas bottles	4D	• Energy Safe Victoria Self-checklist conducted by each stall with gas bottles	3C	Site warden Stall holders
Carnival Rides	Exposure to sharp or moving equipment;	4D	• Barriers erected between public and hazardous equipment to provide recommended safety clearances • Rides safety checklist	4E	Chief warden Site warden Ride operators
Serious Incident	Injury from violent person(s) with weapons	5E	• Security on patrol • Emergency management plan	3E	Chief /site wardens, Security
Structures	Injuries from collapse of stage/other	4E	• Reputable hire company used and stage checked before event • Emergency management plan	2E	Chief warden Stage manager Supplier
Crowd	Crush from overcrowding	4D	• Security in place • Emergency management	2E	Chief warden Security
Parking	Traffic congestion	3C	• Traffic management plan	2E	Traffic M Co.
Alcohol	Injuries from Intoxicated participants	5E	• Event advertised as alcohol free • Sale of drinks in glass banned • Security patrol	5E	Event team Site Warden Security
Fireworks	Injury and/or damage from fall out	4D	• Required safety clearances observed • Reputable and experienced operator with own risk management plan	4E	Chief warden Pyrotechnician

Assess each identified hazard and associated risk according to its probability and consequence using the above table (p 44) as a guide. Where does each ‘untreated’ risk sit? The aim is to treat risks with appropriate measures or controls so that the residual risk falls within an acceptably moderate to low level. Always include Risk Assessment table or ‘Matrix’ with risk management plan. It explains what ‘2E’ and ‘4D’ etc mean.

Suggested supporting attachments (for significant events):

• Event production (set up and pack up) schedule and site safety checklists See samples p53 and p44)

• Site plan showing safety fixtures, entries, exits and evacuation area(s)

• Emergency management plan

• Traffic management plan (where applicable).

Appendix 6: Sample site safety checklists

A sample template for a Site Safety Checklist

Please edit and provide separately for each relevant area site warden (e.g. carnival Area checklist provided to Carnival Area site warden) to be signed off throughout the event.

Event:
Date:
Time inspected:

Stage Area(s): To be completed by stage manager(s)
√	Safety feature
	Check staging erected by experienced and trained contractor
	Check siting permits obtained - if necessary
	Check all leads are gaffed down /secured out of performers/audience way
	Check all set elements are secured properly
	Check there are no trip hazards on or off stage
	All entrance/exit points are clear to one metre on all sides
	Check stage/platform edges and steps are clearly marked
	Check there are no sharp or protruding edges and surfaces
	Check any ramps to stage in place and secured
	Check fire extinguishers are in place (at each stage and stadium seating area)
	Check aisle(s) clear throughout the seating bank areas
	Check the stage floor area is clear of obstructions, uneven surfaces, gaps and that any carpet or leads are firmly taped down
	Check generators are a minimum 1m away from stage
	Check fire extinguishers are kept a minimum 4m from generators
	Check staging/ platforms monitored throughout event

Market/ Food stalls area(s): To be completed by food stalls site warden
√	Safety feature
	Appropriate signage is visible
	Check there is sufficient lighting to move throughout the space safely
	Check disabled access is available and clear
	Check first aid kit is in place
	LPG: Check cylinders clear of ignition sources and well ventilated
	LPG: Check cylinders well positioned and secured in place
	LPG: Check cylinders do not exceed 10 years of the stamped test date
	LPG: Ensure LPG Safety Checklist is completed by food stall holder
	Check fire extinguisher in place
	Check there are no sharp or protruding edges and surfaces
	Ensure hot surfaces are well set back from flammable materials and latter kept securely well away from public access
	Ensure hot surfaces are set back from event patrons
	Ensure guards to hot surfaces are in place
	Check each food stall for suitable hand washing and drying facilities
	Check suitable and adequate waste management is in place
	Ensure only grey water disposed (preferably on plants). Fat/oils and water dirty with food scraps to be taken offsite by vendor
	Ensure correct food storage, transport, handling and display in place

General Area Safety: To be completed by site warden
√	Safety feature
	Check walkways are kept free of trip hazards (including residues, spills, mud etc.)
	Walkways are clear to minimum 1.2 metre (small events) – 2.5m (larger events) from any obstruction on all sides
	Check floor area is clear of obstructions and that any carpet etc. is taped down
	All entrance/exit points are clear to 1.2m – 2.5m on all sides
	Check suitable fire extinguishers are in place where required
	Check there is sufficient lighting from set up to completion of pack up
	Check disabled access is kept clear
	Check adequate access available to emergency services
	Check event pedestrian traffic separated from event vehicle traffic
	Check first aid is in place and clearly signed
	Check all exits are unlocked and clearly marked
	Check all obstructions / protruding objects are clearly marked for visibility
	Check adequate signage/ barriers in place for any hazardous area.
	Check there are no sharp or protruding edges and surfaces
	Check generators fully refuelled BEFORE event begins and sectioned off from public
	Check generator fuel stored securely 10m from adjoining properties and public access and minimum 3m from combustible materials
	Monitor toilets for consumables (toilet paper, paper towels, cleanliness)
	Monitor waste collection and littering

Carnival area: To be completed by carnival area Site Warden
√	Safety feature
	Check equipment/ride log books reflect proper installation, maintenance and inspection schedules have been followed as per Australian Standards
	Check Equipment Registration (Green card) is up to date
	Check operator’s Public Liability insurance cover is adequate and current
	Check ride looks well maintained
	Check ground deemed by Operator a suitable and safe site to set up ride
	Check perimeter fencing in place and compliant with Operations Manual
	Ensure safe clearances (minimum 2m) from other rides, trees etc. maintained
	Check electrical connections / leads safe and not trip hazards
	Check fire extinguishers in place
	Check ride operator on duty is over 18 and suitably trained
	Check a ride Operator is monitoring ride at ALL times
	Check Jumping Castle and similar rides offer a padded landing area
	JUMPING CASTLE: Ride is rated for prevailing winds and securely anchored see Worksafe Australian Standard

Name:

_________________________________________________________

Position:

_________________________________________________________

Signature:

_________________________________________________________

Date:

_________________________________________________________

Appendix 7: Communication and event management

Good communication is synonymous with good event management. It is vital not only in event planning and marketing but also running the event on the day.

Communication in event planning

Event planning invariably evolves through communication between a multiplicity of people and organisations who are part of event compliance (permits) or contribute as suppliers, stall holders, staff and performers.

Good event administration – systematically putting all the above transactions down in writing - will help ensure everyone concerned understands their role in delivering the event. It also makes people more accountable and helps with hand-over, should the event coordinator become unavailable.

A useful event administration list is offered in Appendix 10 ‘Doing the paperwork’ on p52

Communications at the event: Staff

Good communication is essential between event staff during the event. In addition to following the event schedule, there is a need to communicate around unfolding situations.

Organisers of an event over a large site involving a number of staff and key suppliers are well advised to:

• Hire enough two-way radios to link the Event Coordinator and/or Chief Warden with all other site wardens and key suppliers including power, sound, security and traffic management

• Ensure all key staff have a copy of the site map, program, any relevant schedules and have been briefed prior to the event

• Set aside an area as an event control centre with event maps, program(s) and schedules up on the wall. Ideally it should be staffed by a ‘Communications Officer’ whose primary role is to log and monitor requests or issues that arise on two-way radios and ensure follow up.

Communications at the event: Patrons

The event itself brings the additional need to communicate program and important site information to event patrons through:

• The event program which should include:

◦ Information about how to get there and where to park

◦ Any entry costs or conditions

◦ Whether the event is accessible to wheelchairs

◦ A timetable of activities, performances and other highlights

◦ A map of the event site including entries and exits, Information Centre, toilets, water fountains, first aid and lost children.

• Directional signage at the event for such things as Information, toilets, water, first aid and lost children, entry and exits.

• The Master of Ceremonies (MC) who can also make important announcements re lost property or safety announcements

• A loud hailer will also be useful if the need to issue safety directions to festival patrons arises such as evacuating an area.

Appendix 8: Sample Event emergency plan

Event name:		Event date:
Event Address:		Melway Ref:
KEY EMERGENCY CONTACTS (at event)	NAME	TEL. No./TWO-WAY RADIO No.
Chief Warden (at event)
Deputy Chief Warden
Site Wardens 1, 2, 3…(inserted and listed below as applicable)
Traffic Management Company (if applicable)
Volunteer Coordinator (if applicable)
Security Company contact (if applicable)
First Aid contact onsite
Media spokesperson
Emergency Services		000

Basic emergency response

• Chief Warden informed and emergency services called on 000 identifying nature of incident, exact location, number of people affected;

• Contain and isolate incident area from public using barrier, hazard tape, and/or staff (e.g. security).

• Assist emergency services to site and hand-over, providing up-to-date information

• All event staff (including Chief Warden) to follow directions from emergency services

• Gather information for incident reports

• All media enquiries directed to media spokesperson only

• Notify all key stakeholders (venue owner and/or Council).

How the following emergency situations will be handled

SITUATION	MANAGEMENT STRATEGY (Sample strategies)
Medical emergency	Basic emergency response. First Aid onsite – escalate to 000 where required
Structure collapse, live wires, accidents, injury	Basic emergency response. Cancel or call a temporary halt to event and inform public
Sudden storm	Basic emergency response. Cancel or call a temporary halt to event and inform public. Evacuate to sheltered area if possible by safest route.
LPG explosion or gas leak, fire	Basic emergency response. Cancel or call a temporary halt to event and inform public. Evacuate area by safest route. Turn off electric or gas appliances and fight fire – only if safe to do so.
Violent person(s) Terror threat	Basic emergency response. Cancel or call a temporary halt to event and inform public. Monitor and report actions, movement and location of offender from a safe distance. Move people to safety via safest route if possible.
Public alarm/panic	Public notified via MC on stage and/or loud hailer of incident, safety instructions and program interruption or cancellation.
Missing Child	Information point and procedure in place for missing child. No public announcements. Prompt communication among site staff and event volunteers to help locate and keep child safe until reunited with parent/guardian.
Suspicious package/ Bomb threat	Alert Chief Warden but not via two-way or mobile phone. Do not touch article. Basic emergency response. Evacuate area if known. See also procedure for bomb threat received over the phone.

Implementing emergency management:

• All staff and volunteers to attend pre-event briefing re risk and emergency management, site layout, their roles, responsibilities and communication channels at the event (See also Appendices 2 and 5).

• All incidents, near misses and concerns at event are to be reported as soon as possible to the Chief Warden who will assess if emergency services are required and coordinate the emergency response until emergency services arrive.

• Emergency services to be directed or assisted to site and provided with up to date information (See Appendix 5)

• Incident report(s) completed for all incidents and near misses and eyewitness contacts collected for follow up.

• Post incident de-brief.

Emergency Plan – Supporting attachments:

• Emergency services contact list

• Site plan showing entries, exits and evacuation area(s),safety fixtures and location of any hazards materials (generators, LPG)

• Incident Report forms – See sample template p51

• Procedure for missing child – see sample below

• Procedure for Telephone bomb threat – see sample below

(Sample) Procedure for Missing Child (event + date)

A child found wandering alone should be kept at the point where they were found and kept in the care of someone with a Working with Children Check. Child may be asked questions (sample below) and information re found child promptly relayed to Event Communication Centre.

Time Reported: ____________ Time reunited: _____________

Lost Child

Questions to ask the guardian:

Where did you last see the child?

When did you last see the child?

What is your name?

What is the child’s name?

What is the child’s age?

What is the child’s hair colouring?

What clothes is the child wearing?

What height is the child?

Other Information:

Signed:______________________________

Lost Parent/Guardian

Questions to ask the child:

What is your name?

Where did you last see your parent/guardian?

When did you last see your parent/guardian?

Did they tell you what to do if you got lost?

What is your parent’s/guardian’s name?

Parent / Guardian description:

Approximate age?

Hair colour and clothing?

How tall?

(Sample) Procedure for Bomb Threat (telephone)

Never hang up the phone on a bomb threat. Keep the caller talking and ask questions in a calm voice.

Signal to someone to notify Chief Warden.

Time of call:	Call received by:
When is the bomb due to explode?
Where is it right now?
What does it look like?
Who placed the bomb and why?
What is your name?
Where are you?
Record or copy down exact wording of threat
Carefully note: • caller’s voice (calm/angry? Etc) • Sex and likely age of caller • Background sounds
Number at which call was received:	Call reported to:
Call ended:	Signature:
Notes

APPENDIX 9: INCIDENT/HAZARD REPORT FORM

CATEGORY (Tick the relevant box)

o Hazard (Complete A+B+G+H+I)	o Incident/Near Miss (Complete A+B+G+H+I)
o Personal Injury / Illness (Complete A+C+G+H+I)	o Motor Vehicle (Complete A+D+G+H+I)
o Damage to Property/Equipment (Complete A+F+G+H+I)	o Public Liability (Complete A+E+G+H+I)

o PART 1 – GENERAL DETAILS (Complete ALL fields)

PERSONAL (Tick the relevant box)

o Staff Member	o Contractor/Agency			o Volunteer/ Visitor/Other
Incident/Hazard Date:		Incident/ Hazard Location / Address:
Incident/Hazard Time:		Business Unit:
Manager Name:		Ph:	OHS Rep Name:		Ph:

o PART 2 –INCIDENT/ HAZARD/ NEAR MISS (Complete relevant fields)

Description of Incident/Hazard/Near Miss:

Type of Incident/Hazard/Near Miss:

Witness (1) Name:

Ph:

Witness (2) Name:

Ph:

o PART 3 – PERSONAL INJURY / ILLNESS (Complete relevant fields)

Name of person:							Date of Birth:			Ph:
Home Address:										Post Code:
Description of Injury / Illness:
Type of Injury / Illness:
Medical Attention Required?	o No	o Yes		Body Part Affected:
Attended Doctor / Hospital?	o No	o Yes		o Doctor	o Hospital			o Other, give details:
Where did the injury occur?	o At work		o Travelling to and from work						o Other, give details:
Witness (1) Name:			Ph:			Witness (2) Name:					Ph:

o PART 4 – MOTOR VEHICLE (Complete relevant fields)

Description of Incident:
Any injuries?	o No	o Yes (COMPLETE PART C)
At Fault?	o Council	o Other	o Unsure	Vehicle Type: .		Vehicle Registration:
Other Driver Name: …					Other Driver Registration:
Other Driver Licence No					Other Driver Phone No.:

Witness (1) Name:

Ph:

Witness (2) Name:

o PART 5 – PUBLIC LIABILITY (Complete relevant fields)

Detailed description of location:
Type of Injury/Damage (eg. Fracture, bruising, damage to property):
Cause of Injury/Damage (Eg Fall, Council asset damaging person or property):
Estimated value of damage / loss:			Police Notified?	o No	o Yes (Obtain Police report)
Witness (1) Name:	Ph:		Witness (2) Name:			Ph:
Is the person making or intending to make a claim?		o No	o Yes o Unsure

o PART 6 – DAMAGE/LOSS OF COUNCIL EQUIPMENT OR PROPERTY (Complete relevant fields)

Nature of Damage/loss (Tick the relevant box/s)

o Burglary

o Theft

o Malicious Damage

o Fire

o Water Damage

o Other

Description of Items Damaged/Lost:

Estimated value of damage / loss:

Police Notified?

o No

o Yes (Obtain Police report)

o PART 7 – CONTRIBUTING FACTORS

CONTRIBUTING FACTOR (Tick the relevant box/s)

EQUIPMENT FACTORS

o Equipment Failure/Malfunction

o Lack of Maintenance

o Unsuitable use of plant/equipment

o Insufficient / inadequate guards

o Fumes / chemical / noise omission from plant

o Design issue

o Other; Give details

ENVIRONMENT FACTORS

o Raining/Stormy/Windy

o Overcast

o Temperature

o Surfaces/Paths/Roads/Holes

o Other obstructions / Fences / gates

o Night / After hours

o Animals

o Trees / shrubs / vegetation

o Working at heights

o Confined / Dangerous space

o Other; Give details

HUMAN FACTORS

o Adherence to Laws / procedures / instructions

o Tiredness/Fatigue

o Alcohol/Drugs

o Unsafe Practice

o Hours of Operation

o Physical Condition

o Manual Handling

o Eyesight/Hearing

o Other Medical

o No PPE

o Lack of Concentration

o Lack of training / instruction

o Not qualified / experience

o Working alone

o Other; Give details

o PART 8 – RISK RATING

RATE THE RISK (Tick the relevant box)

High o

Medium o

Low o

▪ Fatality

▪ Lost Time Injuries/ Serious Personal Injury

▪ Chemical Exposure/Leaks

▪ Plant/Equipment Collapse/Overturning

▪ Fire/Explosion/Significant Property Damage

▪ Bomb Threat

▪ Greater than $50,000 Damage

▪ Substantial Business Interruption

▪ Media Involved

▪ Medical Attention

▪ From $1,000 to $50,000 property Damage

▪ Minor Business Interruption

▪ First Aid Attention

▪ Less than $1,000

▪ Limited Business Interruption

NOTE: Investigations required for all incidents / hazards rated as HIGH.

o PART 9 – PERSON COMPLETING FORM (Complete ALL fields)

Description of correct actions:

Name:

Position:

Phone No.:

Business Unit

Date:

DISTRIBUTION INSTRUCTION: If incident / hazard occurs on Council Land and is rated HIGH, please notify the Risk Management Department at Brimbank City Council at your earliest opportunity on 9249 and/or the OHS Department on 9249 4000.

Appendix 10: Doing the paperwork

Since most events require the coordinated efforts of many people including organisers, volunteers, suppliers, performers and/or stall holders, it is vitally important to get event planning down in writing, ideally in a form that can be easily edited and emailed.

Doing the paperwork will assist consistent communication between multiple participants during the planning phase as well as during the event.

Event planning paperwork

Event administration in the lead up should generally include the following in written form:

• Contact list(s) for all stakeholders: sponsors, suppliers, performers, stall holders

• A complete event plan:

◦ Event planning timeline

◦ Marketing Plan

◦ Program Plan

◦ Site layout

• A spread sheet setting out all stall holders’ details and requirements

• A spread sheet setting out all activity and performer details and requirements

• Stakeholder notification to any affected residents, traders and authorities

• Letters of agreement with all contractors, event staff, sponsors, stall holders and performers with instructions re arrival, access, parking and relevant contacts at event and setting out PLI arrangements – see attached samples

• Detailed running sheet for all stages, programmed and ceremonial activities

• Event safety management:

◦ An event set up and pack up production schedule – see attached sample

◦ The risk management plan. See Appendix 5, p43

◦ The emergency management plan. See Appendix 8, p50

◦ The traffic management plan and/or report (if applicable).

Special guests may also need parking passes, security protection, special catering and someone to greet and accompany them – confirmed in writing before the event.

Paperwork at the event

In addition to monitoring and implementing above event safety management documentation it’s also advisable to:

• Note attendance and ‘no shows’ by stall holders, performers, staff and suppliers.

• Complete Incident Forms for any incidents or near-misses

• Gather feedback of the event from participants and patrons through survey forms.

Paperwork after the event

The post event period is an important time to consolidate relationships forged through the event and fine-tune planning for future events. It is wise to:

• Ensure sponsors, volunteers and other contributors are thanked and feel appreciated

• Collect and collate feedback from patrons and participants in an evaluation report

• Ensure all payments are made and a detailed budget report prepared

• Conduct and document a post-event meeting with all key staff and/or stakeholders looking at the event’s ‘Strengths’, ‘Weaknesses’, ‘Opportunities’ and ‘Threats’ known as a SWOT report.

(Sample) Production Schedule (For a major public event at a reserve)

Event: (Title)
Event Date + Time: (Date) 10am – 4pm			Venue: (Address)
Time	Task	Supplier	Contact	Telephone	Notes
5am	Chief warden on site	-	Name?	Mob?	Quick site check
	Event Control Centre ready	-	-	-	2-ways, site maps, schedule
5.30am	Site wardens on site	-	Name? Name? Name?	Mob? Mob? Mob?	Last minute briefing re any last minute changes to schedule, site plan/ other
	Entry barricades put up	-	Name?	Mob?
	Marquees on site	X Hire Co.	Name?	Mob?	To finish set up by 8am
	Staging on site	X Hire co	Name?	Mob?	To finish set up by 9am
6.45am	Toilets arrive on site	Y Hire Co	Name?	Mob?
7am	Generators arrive onsite	Z Hire Co	Name?	Mob?
7.30am	Stall signage up	-	Name?	Mob?
	Entry gate manned	Vol/staff XY	Name?	Mob?
	Event Volunteers on site	-	Name? Name?	Mob? Mob?
	Traffic Controllers set up signage/ road closures	TM Co
	All marquees up				Ready for stall holders
	Entry manned	Vol/staff	Name?	Mob?	According to list of stall holders
7.45am	Stall Holders 1-10 arrive	(see list)			Directed by site warden
8am	Sound + lighting on site	Sound&Light Co	Name?	Mob?	Set up
8.15am	Stall holders 11-20 arrive	(see list)			Directed by site warden
8.45am	Rides on site	Rides Co	Name?	Mob?	Directed to site by site warden
9am	NO MOVING VEHICLES ALLOWED ON SITE
	Safety Officer on site	Co.	Name?	Mob?	Site safety inspections
	Information booth set up	Vol/staf	Name?	Mob?
	Stage Manager onsite	Vol/staff	Name?	Mob?	Back stage/ green room ready
9.15am	First performers arrive	Co/ See list
	Sound check. Front of House ready	Sound&Light Co	Name?	Mob?	Performers needing sound checks?
9.30am	Power connections	Event electrician	Name?	Mob?
	Gas inspections at food stalls	Event plumber	Name?	Mob?	Gas Safety Checklist completed
9.45am	First Aid on site	Co.	Name?	Mob?
	MC on site	Co?	Name?	Mob?	Briefed by Stage manager + Stg Running sheet + MC notes
	Final site safety inspection	Safety officer			Walk through with Chief Warden
10am	EVENT OPENS – see also Program and/or Stage Running sheet(s)
11am-3pm	Event photographer on site	Photog Co.	Name?	Mob?	Briefed on highlights to be captured. Photo release forms
11am – 4pm	Event cleaners on site	Cleaning Co	Name?	Mob?	Toilets cleaned and restocked. Bins emptied as required
11.30am	VIPs for Opening arrive	See list	Names?	Mobs?	Greeted by ?
*12noon*	*Official Opening*	Stage Manager	Name	Mob?	*See Opening Running sheet*
4pm	EVENT CLOSES – Pack up begins all areas
4.30pm	VEHICLES ALLOWED BACK ON SITE
	stall holders begin leaving	-
5.30pm	Sound and lighting picked up	Sound&Light Co	Name?	Mob?
	Generators picked up	Z Hire Co	Name?	Mob?
	Marquees & staging picked up	X Hire Co.	Name?	Mob?
	Toilets picked up	Y Hire Co	Name?	Mob?
6.30pm	Litter sweep over site	-	All staff/vols
7pm	Site secured/ locked	-	Chief Warden

(Sample) Contractor agreement

(Your letterhead)

(Date)

(Full name)

(Address)

Dear (name)

Your Letter of Agreement

Thank you for agreeing to work with us on the (event name + date). Following is the Letter of Agreement between you and the (event organiser). In order to confirm this agreement, please sign both copies and post / return one copy to us along with requested documentation (date). The details for the day are as follows:

Supplying: (Contracted services + delivery and pick up details).

Venue: (Name + address)

Site contact: (Production Coordinator + mobile)

Site access: (Vehicle pass/access details)

Fee: ($ fee inc. GST). Please send invoice to (name + address)

Public Liability: To be supplied by contractor

Please Note:

1. The contractor must comply in the provision of above contracted services with all relevant Australian Standards, Occupational Health & Safety Acts, Regulations, Local Laws and Council procedures that relate to the services being performed and be skilled to perform the duties they are undertaking.

2. The contractor will ensure that all obligations to himself or herself, in relation to all Occupational Health & Safety requirements are performed.

Signed ____________________ _______________________

(Name)

Witness ____________________ Event Manager/ Coordinator

Date ______/_____/_______ Date ______/_____/_____

NOTE: A contractor must be able to provide a copy of their Public Liability Insurance (PLI) Certificate of Currency to cover their specific services at your event. Skipping this important step may leave you as the event organiser at risk from claims arising from the contractor’s services.

(Sample) Performer agreement

(Your letterhead)

(date)

(full name)

(address)

Dear (name)

Re: Your letter of Agreement for (event name)

Thank you for agreeing to work with us on (event name + date). Following is the Letter of Agreement between you and (name of event organiser). In order to confirm this agreement, please sign both copies and post / return one copy to us before the day. The details for the day are as follows:

Supplying: (Performance name/ type and time) as per running sheet supplied. Please note your call time and ensure you do not exceed your performance time.

Venue: (Event + address + stage name). Light refreshments will be provided at your Green Room and/or change rooms backstage.

Vehicle access: Please note this letter will need to be displayed for access on to the festival precinct. Only performers needing to drop off heavy or large equipment should require vehicle access.

Parking: Festival performers are urged to leave enough time to secure parking, especially if arriving between (time) and (time) OR * A limited number of time- limited car passes are available – see enclosed OR See map for ‘drop off’ zone.

Parking pass (Nos and locations) Time limits on parking passes provided must be strictly observed.

Site contact: (Role + name), on (mobile).

Attachments: Program running sheet, event map

Fee: (Amount) including GST where applicable. If you have not already done so, please send in an invoice for this amount quoting your ABN, whether you charge GST. All Invoices should be sent to:

(Name)

(Address_

PLI: This agreement is subject to a suitable Certificate of Currency for Public Liability Insurance being provided by the performer/ performing group.

INDEMNITY

I agree to indemnify and keep indemnified, the (event organisers) from all actions, costs, claims, charges, expenses and damages, and/or occurring through services I provide at the above mentioned event. My liability to indemnify the (event organiser) will be reduced proportionally to the extent that any act or omission of the (event organiser) contributed to the loss of liability.

Signed ____________________ _______________________

(name)

Witness ____________________ Event Coordinator/ Manager

Date _____ /_____/________ Date _____ /_____/_____

PLI: Supplied by (event organiser) subject to following conditions:

1. The Performer will abide by all lawful directions of the event coordinator.

2. The organiser agrees to take out and maintain adequate public liability insurance for the event covering the performers for those activities covered under this Letter of Agreement.

3. The performer will ensure that all obligations to himself or herself (and associates), in relation to all occupational health & safety issues are performed.

4. The performer will make every reasonable effort to protect the participants and audience from any injury or danger during their performance.

Signed ____________________ _______________________

(name)

Witness ____________________ Event Coordinator/ Manager

Date _____ /_____/________ Date _____ /_____/_____

NOTE: Performers should be able to provide a copy of their Public Liability Insurance (PLI) Certificate of Currency to cover their specific performances at your event. Skipping this important step may leave you as the event organiser at risk from claims arising from their performance.

This applies particularly to high energy performers – dancers, acrobats or artists using potentially risky props or materials or (face paint) but may be relaxed with lower risk performances such as solo or choral singing.

(Sample) Stall holder confirmation letter

(Your letterhead)

(Date)

(Name)

(Address)

Stall holder confirmation letter

Thank you agreeing to be part of the (event name + date + time + address). Following is confirmation details for your stall.

Your site area and /or number is (insert) as per attached site map.

You will be provided with the following according to your application and where applicable:

Requirements	Details	PLEASE READ THIS LETTER VERY CAREFULLY
Site size	(insert size)
Marquee	(Providing own/ Provided + size + number + wind rating disclosed)
Trestle Table(s)	No. Provided/ Providing own
Chairs	No. Provided/ Providing own
Powered site:	(Yes/ No)

PRODUCTS FOR SALE:

The products/ food you have identified on your application will be the only products/food allowed for sale. Inspections of each site will take place with checklists provided to our Site Wardens. Any restricted items, products/ food for sale not identified in your application will be asked to be withdrawn from sale.

SET-UP Your set up time is between (time) and (time). No vehicles will be allowed onto the site after (time) or before (time). Your stall should be ready to operate by (time). Your marquee must be installed in accordance with the HRIA Guidelines. Any required safety equipment including fire extinguishers and blankets must also be installed.

ACCESS (Site Access and vehicle access details). You will have (time) to unload your vehicle. Please relocate your vehicle as soon as possible before returning to set up your stall.

PARKING Unless trading out of a registered food van NO VEHICLES WILL REMAIN ON SITE. Once you have unloaded, please relocate your vehicle to the allocated trader’s car park

Your parking location is (insert)

PACK- UP Your pack up time will begin at (time) with vehicle access from approximately (time) once the crowd has dispersed and the area is deemed safe for vehicle movement by the site wardens).

POWER Power will be provided according to what you stipulated on your application form. You will need to provide your own extension leads and double adapters. You must ensure that your leads are tagged with a current test/tag in line with Australian Standard (AS/NZS 3760).

WASTE Please use recyclable packaging and dispose of your waste responsibly. Please ensure that your pack up includes the removal of your own rubbish. NO oil, coals/ ash, toxic substances or water with large food particles and heavy detergents are to be disposed of at the event site. Cardboard should be flattened and neatly stacked beside recycling rubbish bins.

ALCOHOL Alcohol is NOT to be served or consumed at this event

You must carry with you, evidence you have obtained the relevant liquor licenses if selling/serving alcohol at your stall.

GOODS There is to be NO sale of goods involving breakable glass, toy weapons, silly string or similar that may create environmental clean-up problems or a hazard for festival patrons.

FOOD Confirmation and acceptance of your food stall at (event name) is subject to you obtaining all relevant food permits (Statement of Trade and Food Notification or Registration) as required.

INSURANCE Confirmation is subject to provision of your own Public Liability Insurance cover as per your application.

Thank you for your support and cooperation. We hope you have a wonderful day. If you have any questions please call (role + name + telephone) or email (email address).

Yours sincerely etc.

NOTE: All food vendors must be able to provide a copy of their Public Liability Insurance (PLI) Certificate of Currency to cover their stall at your event. Skipping this important step may leave you as the event organiser at risk from claims arising from food poisoning etc.

This also applies to high risk vendors selling toys, electrical equipment, children’s activities etc. but may be relaxed with low risk stall holders such as craft displays and information stalls.

Appendix 11: Notification letter template

(Your letterhead)

NOTIFICATION OF EVENT

Dear local ratepayer/resident/ trader

(Insert event name) will be held on (insert event date, time and precise location).

The event will feature (insert list of highlights and activities) and is likely to attract (insert number of expected patrons).

The event may/will affect locals in the following ways (insert list of impacts. For example only:

• noise from stage, firecrackers or fireworks â

• traffic congestion

• road closuresââ)

Event organisers have sought to minimise these impacts through (insert list of what measure you have taken to minimise above listed impacts. For example:

• Staging angled away from local residents

• Special parking arrangement or restrictions to keep roadway(s) clear for traffic

• Traffic management in place and/or vehicle passes for local traffic).

For further information please visit (insert Website) call the event hotline on (insert Tel number) or email us at (insert email address).

We apologise in advance for any inconvenience and take this opportunity invite you to join us at this wonderful event

(Insert name)

(Insert title/role in event)

â It is essential you remind local residents to restrain their animals / pets for the duration of fireworks or firecrackers. Notification must be distributed to affected area. Depending on size of shells this may range from 150-300m radius for firecrackers and 800m- 1km radius from point of fireworks discharge.

ââ A road may be closed to traffic but provision needs to be made for local traffic to come and go from their homes/premises. This usually means manning a road closure and allowing local traffic to come and go directed to proceed at a walking pace with lights flashing, and escorted on foot by an event official if necessary for the safety of event patrons in the vicinity.

Appendix 12: Marketing your event

Event marketing is the art of creating a favourable impression or selling your event initially to

potential sponsors/participants (e.g. stall holders), performers and finally to your audience.

So the marketing plan should be one of the first event planning documents you prepare. It will need to cover a list of marketing activities from the time you seek sponsorship and participants to the peak of promotional activity before the event, marketing activities at the event and any event coverage and acknowledgements after the event.

Marketing Plan Template: (Event Name) Marketing Timetable @ (Date)

media	Target audience	Deadline	Publication /distribution date	Responsibility	Cost or ‘in kind’	Status P	Notes
Design	Participants and attendees
Reg Forms	Potential participants
Website	Participants and attendees						Update as required.
Sponsorship Outline	Potential sponsors
Press releases	General community						Appealing photo opportunities advised.
Newsletter listings	Target Community
Event Flyers/ Posters	General and target community
Roadside billboards	General community						Basic image + minimal information
Social media	General and target community						Multiple approaches possible.
Event site	Event visitors						Banners, signage
Programs	Event visitors						Program and site information
MC @ event	Event visitors						Program schedule and Scripts required
Feedback Survey	Event visitors						Prize incentive?
Press Coverage	General community
Website coverage	General community						(Acknowledgment of volunteers, sponsors)
Social Media	General community

Above: Yellow cells indicate pre-event marketing. Orange cells indicate marketing at event and purple, post event marketing activities.

Marketing to participants

Marketing in the early stages of your event planning will involve convincing participants to be involved. For a festival, this is best managed through a Stallholders Registration Form that provides the event organiser with all the necessary information to select a desirable mix of stalls and inform subsequent site and production planning. Key factors include insurance cover, site size and power usage. Similarly, a Performers Registration Form should inform selection of suitable performers and enable planning around their production needs. Key factors may include performance space, set up time and sound requirements. Sample registration forms are attached. See attached sample performer and stall registration forms.

Marketing to sponsors

Marketing your event to sponsors requires a brief, visually appealing outline of event highlights, especially those that might appeal to the potential sponsor with a list of sponsor benefits. These should include optional packages of promotional opportunities and/or activities that will acknowledge the sponsor in the lead up, at and after the event – in return for their sponsorship support. Be creative!

Marketing to the public

Key to the success of most events is good attendances which in turn will depend on a marketing plan best suited to reach your ‘target’ audience - the people you hope will attend your event. The key question to ask in formulating your marketing plan is ‘Which cost effective mix of media will best reach my event’s target audience’?

Event marketing now includes a wide range of options including:

• Low cost social media such as Youtube, Instagram, Facebook and X (Twitter)

• Low cost online media such as website, email and listings on influential websites

• Print media: posters, flyers and leaflets, programs, brochures, adverts, articles and listings, newsletters and mail out

• Community street billboards, usually sponsored by a local Real Estate agent

• Roadside billboards and banners, adverts on buses, bus shelters and taxis

• Electronic media such as radio and television advertising

• A wide range of merchandising options in addition to creative promotional activities such as give-aways, competitions, limited only by cost and imagination.

Please consider the environmental impacts of excessive printed/ non-recyclable materials

Marketing at the event

The event itself requires promoting event activities and site amenities to patrons through:

• The event program booklet/sheet which should include:

◦ Any entry costs or conditions of entry

◦ A timetable of activities, performances and other highlights

◦ A map of the event site outlining activity areas, entry and exits, information, toilets, water, first aid, lost children and whether site is wheelchair accessible.

• Directional signage at the event for Information, amenities, first aid, entries and exits etc.

• The Master of Ceremonies or MC who can provide:

◦ Information about upcoming performers, activities and highlights

◦ Acknowledgement of sponsors and sponsor messages

◦ Announcements for the safety and comfort of patrons

◦ Important announcements regarding lost property, wrongly parked cars etc.

• Banners acknowledging sponsors – and your organisation.

• Ceremonial activities such as Official Openings (best kept very brief)

• Promotional activities such as competitions and give-aways.

Marketing post event

The post event period can be an important time to consolidate the event’s profile through press coverage and/or posting a round-up of the event in pictures on a website and social media.

The event can also enhance its reputation and build relationships with all contributors by remembering to say thanks. This can take the form of ads, emails, letters or certificates of appreciation, gifts and post-event celebrations.

(Sample) Performer Registration Form

(Your letterhead)

(Event name + date + time + address)

(Brief introductory paragraph here listing all good reasons why performer would want to attend such as expected attendance numbers, event reputation, highlights etc.). Please complete this Performer Registration Form and return no later than (date).

Name of Group________________________________________________ Number of Performers ______________

Contact Person________________________________________________ Mob ____________________________

Address _____________________________________________________________ Postcode_________________

Tel ___________________ Fax ___________________ Email __________________________________________

Type of Stage Performance (Please √)

(Outline number of stages and stage dimensions here)

□ Dance □ Choral □ Live music □ Other____________________________________

Performance Fees

We will follow up with individual applicants to discuss actual performance times and fees.

Performance Time

Performances of approximately (duration) will be programmed between (time) – (time). Is there a time you/ your group will NOT be available to perform? □ YES □ NO If Yes, please advise when: ______________________

Your Sound Requirements

Please detail below all your sound requirements (no. of microphones etc). A Stage Plan must be attached where props and any musical instruments are part of a performance.

Will you also require: □ An MP3? □ A CD player? □ A cassette tape player?

Public Liability

Do you / your performers have your own Public Liability Insurance cover? YES □ NO □ If yes, please attach a copy. Please note preference may be given to performers with their own PLI cover.

(Sample) General Conditions

• Upon selection, a Letter of Agreement setting out your arrival and performance times, fees and any other relevant details will be sent to you.

• You will be notified by (date) whether you have or have not been selected as a performer for this event.

• Light refreshments, male and female change areas will be provided for performers.

• All performers will be required to take responsibility for their personal belongings in change areas.

• You are advised to park (location) and/or Access and time-limited parking passes for this parking zone will be provided depending on the time of your performance.

• Each stage act is to supply a brief summary of their performance - about 50 words, for the MC to introduce them with. Please attach to this registration or supply before (date).

I confirm that I understand all the above conditions and confirm my/our interest as a participant performer /performing group for this event.

Signature ____________________________________ Date________________

Checklist – Have you? (√ tick box)

□ Completed and signed the (Event name) Performers Registration Form? If the form is not signed we are not able to process your application.

□ Attached a copy of your current Public Liability Insurance or ‘Certificate of Currency’ (if applicable)?

□ Attached a copy of your stage plan if applicable)?

Please return this completed Registration Form by (date) to:

(Person)

(Address)

(Fax/ Email)

Further Information:

PLEASE NOTE: If you require further information call the Festival Office on (telephone no) or email (email address).

(Sample) Stall Registration Form

(Your letterhead)

(Event name + date + Time + Address)

(Brief introductory paragraph here listing all good reasons why stall holder would want to attend such as expected attendance numbers, event reputation, highlights etc.)

Name of Organisation/ Registered Name:

Contact Person:

Postal Address:

Mobile Phone Number: Day Time Telephone Number:

email: ______________________________________________________________________ Fax:________________________

Stall Site Fees

□ 3m x 3m marquee site only ($ xxxx)

□ 3m x 3m site and marquee package ($ xxxx)

□ Food van site only (size restrictions may apply) ($ From xxxx) Your van size:

Please detail below ALL types of goods/ foods and/or drinks you are intending to sell: (Include selection criteria for applicants. FOR EXAMPLE -. Selection of successful vendors may be based upon healthy food/drink options, variety, suitability and site requirements. You may be requested to reconsider product lines and must align what you offer on the day with what you list on your application. We may request that unauthorised product be removed from sale).

1.	4.
2.	5.
3.	6.
7.	8.
9.	10.

Will you need Power?

□ YES ($ xxxx surcharge will apply) □ NO

If power is required you MUST detail below what you will need power for e.g. hot plate, appliances, lighting, etc noting the AMPs for each appliance.

Appliance:

Amps:

Appliance:

Amps:

Appliance:

Amps:

Appliance:

Amps:

Appliance:

Amps:

Appliance:

Amps:

Product / Public Liability

Please note: All stall holders will need to supply a copy of their own Public Liability Insurance. Please attach a copy of your current insurance certificate (Certificate of Currency) to this application.

(SAMPLE) General Conditions

• You will receive written / email confirmation if your registration has / has not been accepted by (date).

• If your registration is not accepted, your payment will be promptly returned.

• Successful applicants will be advised in writing/ email of their load in time, site location and parking arrangements.

• Unless otherwise directed, NO vehicles will be allowed on the festival precinct after (time) or before (time) on festival day. Where available, event staff may be able to assist with transport of goods to site between these hours.

• Participating stallholders will be allocated an area for unloading of goods. Vehicle movement will be restricted and only those identified for access will be given an Access Pass to the festival precinct. Once unloaded, cars must relocate to the designated parking area.

• Vendors are requested to use minimal and / or recyclable packaging.

• All vendors must stay within their allocated site size.

• Food Stalls must have the relevant Temporary food permits (Food Notification/ Registration and Statement of Trade).

• Stall holders can set up from (time).

• Stalls need to be set up and ready to operate by (time).

• All stalls must operate until the close of the festival at (time).

I confirm that I understand all the above conditions and confirm my registration as a holder for this event.

Signature: ____________________________________ Date / /

Checklist – Have you? (√ tick box)

□ Completed and signed the (Event name) Stall Registration Form? If the form is not signed we are not able to process your application.

□ Attached a copy of your current Public Liability Insurance or “Certificate of Currency”?

□ Attached payment for the following

• Site fee and / or marquee package

• Power fee – where a fee applies to your stall

If you are attaching a personal cheque, please make it payable to (name of event organiser’s account).

Please return completed Registration Form and your payment by (date). Incomplete applications will not be reviewed so please ensure you have all documentation included and forward to:

(Person)

(Address)

(Fax/ Email)

Further Information:

PLEASE NOTE: If you require further information call the Festival Hotline on (telephone no) or email (email address).

Useful Contacts

Council

BUILDING SERVICES Occupancy Permits and siting approvals

CITY REGULATORY SERVICES Event Permits

Permits for roadside billboards

COMMUNITY CULTURE Brimbank Community Grants &

PLANNING & DEVELOPMENT Festivals and Events Support

ENVIRONMENTAL HEALTH Food Permits: Registration/ Notification

LEISURE & COMMUNITY Sportsground reserve bookings

FACILITIES

MEMBERS OF COUNCIL Invitation to events

Brimbank Community and Civic Centre

301 Hampshire Road

SUNSHINE VIC 3020

Eventpermits@brimbank.vic.gov.au

External Authorities

AMBULANCE VICTORIA Discussing your event needs

State Events Coordinator

Emergency Management Unit

168 Sturt Street

SOUTHBANK VIC 3006

events@ambulance.vic.gov.au

Notifying road closures

458 Ballarat Road

Sunshine VIC 3020

9840 3500

Roadclosures@ambulance.vic.gov.au

CASA (Australian Civil Aviation Air space activities

Safety Authority) GPO Box 2005

CANBERRA ACT 2601

131 757

www.casa.gov.au

DEPARTMENT OF JUSTICE Working With Children Checks

GPO Box 1915

MELBOURNE VIC 3001

1300 652 879

workingwithchildren@justice.vic.gov.au

DEPARTMENT OF HEALTH Food registration/notification

AND HUMAN SERVICES https://foodtrader.vic.gov.au/

DEPARTMENT OF TRANSPORT Movement & Safety West (nee Vic Roads)

12 Clarke Street

SUNSHINE VIC 3032

🕿 03 9313 1256

Sumeda.paranavithana@roads.vic.gov.au

ENERGY SAFE VICTORIA Gas Safety at Outdoor Events

PO Box 262

Collins Street West VIC 8007

9203 9700 Fax: 9686 2197

www.esv.vic.gov.au

ENVIRONMENT PROTECTION Noise pollution

AUTHORITY PO Box 4395

MELBOURNE Vic 3001

9695 2777 Fax: 9695 2610

www.epa.vic.gov.au

MELBOURNE AIRPORT CASA Operations – Southern Region

Level 32, 35 Collins Street

MELBOURNE VIC 3000

🕿 131 757 Fax: 9927 5336

FIRE RESCUE VICTORIA (FRV) Head Office

Formerly MFB 456 Albert Street

EAST MELBOURNE VIC 3002

1300 367 617

Western Zone Headquarters

30-32 McIntyre Road

SUNSHINE VIC 3020

 9662 2311

Notifying road closures

1300 811 639 (Preferred. Confirmation provided)

burnoffs@esta.vic.gov.au (no confirmation given)

ONE MUSIC AUSTRALIA Licence to use copyright performances

 1300 162 162

Locked Bag 5000

Strawberry Hills NSW 2012

hello@onemusic.com.au 

PARKS VICTORIA Events at Brimbank Park

13 19 63

PUBLIC TRANSPORT Events affecting public transport

VICTORIA Special Events Team

GPO Box 4729

MELBOURNE VIC 3001

 1800 800 007

https://www.ptv.vic.gov.au/footer/about-ptv/event- information/tell-ptv-about-your-event/

SCREEN AUSTRALIA National Industry Guidelines

8682 1900

www.screenaustralia.gov.au

STATE EMERGENCY Flood/ bushfire/ storm earthquake

SERVICES (SES) rescue and related emergencies

Central West Office, 239 Proximity Drive

WEST SUNSHINE VIC 3020

1800 045 939

central@ses.vic.gov.au

Notifying road closures

vhq@ses.vic.gov.au

ST JOHNS AMBULANCE First Aid at events

AND FIRST AID PO Box 573

MOUNT WAVERLEY VIC 3149

 8588 8588 Fax: 8588 8555

geteventfirstaid@stjohnvic.gov.au

VICTORIAN COMMISSION Temporary Liquor licences

FOR GAMBLING AND GPO Box 1988

LIQUOR REGULATION MELBOURE VIC 3001

1300 182 457

www.vcglr.vic.gov.au

VICTORIA POLICE Officer in Charge

Keilor Downs Police Station

1 Copernicus Way

KEILOR DOWNS, VIC 3038

 9365 3321 Fax: 9365 3303

KEILORDOWNS-UNI-OIC@police.vic.org

VICTORIA POLICE Officer in Charge

Sunshine Police Station

Harvester Road

SUNSHINE, VIC 3020

 9313 3333 Fax: 9131 3300

VICTORIA POLICE Officer in Charge

Highway Patrol Brimbank

Keilor Downs Police Station

1 Copernicus Way

KEILOR DOWNS, VIC 3038

 9365 3350 Fax: 9365 3303

VICTORIA POLICE Major events, on road races/fun runs

State Event Planning Unit

Victoria Police Centre

637 Flinders Street

DOCKLANDS VIC 3009

9247 5714 Fax: 9247 5725

Stateevents@police.vic.gov.au

roadpermits@police.vic.gov.au

WORKSAFE VICTORIA Events program Coordinator

WorkSafe Victoria

171-191 Hammond Avenue

ESSENDON FIELDS VIC 3041

 1800 136 089 (13 23 60 Emergencies)

www.worksafe.vic.gov.au

Contractor Services

CLEANAWAY Wheelie bin/ skip hire

TULLAMARINE VIC 3043

 13 13 39

JJ RICHARDS Wheelie bin/ skip hire

DERRIMUT VIC 3030

 9794 5722

Other

LOCAL BUS SERVICES Events affecting local bus services

Kastoria Bus Lines

9338 1844 Fax: 9335 1730

Melbourne Bus Link

9362 8600 Fax: 9689 6500

Ryan Bros Bus Services

9335 4666 Fax: 9335 4045

Transit Systems

Westfootscray@transitsystems.com.au

CDC Sunshine (formerly Westrans)

9390 0111 Fax: 9390 0222

Kinetic Bus Melbourne (Sunshine West)

🕿 9492 2290

Category	Event parameters	Application notice
Class 1	• Attendance > 3,000 • Road Closure • Combination of high and low risk infrastructure • Food, beverage and/or merchandise trading	Minimum 6 months
Class 2	• Attendance < 3,000 • Some changes to road conditions • Combination of high and low risk infrastructure • Food, beverage and/or merchandise trading	Minimum 3 months
Class 3	• Attendance < 500 • No road or traffic impacts • Some low-risk infrastructure • Food, beverage and/or merchandise trading	Minimum 6 weeks
Class 4 *not available at sportsgrounds	• Attendance < 250 • No road or public transport impacts • Some low risk infrastructure • No food, beverage and/or merchandise trading • No sporting activity • Event duration < 5 hours	Minimum 4 weeks