EVENT CHECKLIST
Requirement
Event Date
Has the date been checked to
ensure it doesn’t clash with other
events?
Traffic & Parking
Will the event require any road or
street closure?
Increase road congestion in the
area?
Restrict access to, or require the
use of footpaths?
Require parking beyond the
immediate event site?
Impact on public transport
services? (trains, buses – is
there a need for additional
services or will services be
deviated, delayed, replaced or
cancelled?)
Waste Management
Will the event generate
waste/rubbish
Have you organised sufficient
helpers to clean up after the
event?
Any litter prevention and clean
up strategies for the event in
place?
Will access to bins be required?
Will waste water or any other
hazardous materials be
generated?
Venue
Is the event to be held in a Yarra
Ranges Council Hall or
Reserve?
Does this
apply to your
event?
Compliance, permits, permissions that may
be required
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Yes
No
Check Calendar of Events
www.yarraranges.vic.gov.au/Things_To_Do/A
rts_Events/Events_Calendar
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Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
If yes to any, Council approval is required and
a Traffic Management plan must be submitted.
Approval from Vic Roads and Emergency
Services may be required depending on scale
of event and type of road.
www.yarraranges.vic.gov.au/Residents/Roads
_Drains__Footpaths/Traffic_Management
for further advice contact a Council Traffic
Engineer.
If yes, a permit may be required from
Department of Transport
http://ptv.vic.gov.au/specialevents/
You will need to contact public transport
companies directly.
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Yes
No
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Yes
No
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Yes
No
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Yes
No
Yes
No
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Yes
Halls and Reserves need to be booked
through Facilities Management 9294 6228
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No
Do you have permission from the land or
venue owner?
If yes, a waste management plan must be put
in place. This should include the number of
bins, type of bins, schedule and method for
removal of rubbish from site. Reducing waste
is your best option.
Event organisers are responsible for
maintaining cleanliness of site during and after
event.
Will the event be a Waste Wise event?
(For more information visit
www.sustainability.vic.gov.au)
Bins may be accessed through commercial
suppliers.
Councils environmental Health Officer to be
consulted.
There are many public halls and venues for hire throughout the Shire.
For a list visit our website at www.yarraranges.vic.gov.au/Residents/Halls_Venues_for_Hire
If using a YRC venue, will site or
Advance notice required. If outside of works
Yes
ground preparation be required
schedule a fee will apply.
No
by YRC?
Food & Drink
Will there be food & drink
If Yes, does vendor have:
Yes
available at the event?
Food handling certificates
No
Appropriate Insurance
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Will there be alcohol sold at the
event
Toilets
Are there adequate
toilets for the
anticipated audience
First Aid
Has First Aid been
organised?
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Fireworks /Pyrotechnics
Will the event involve
fireworks, firecrackers
or pyrotechnics?
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Has a fire plan been
developed for the
event?
Temporary Structures
Will temporary
structures (e.g.
marquees stages,
seating) be used?
Will event have
amusement rides,
jumping castles,
entertainment
vendors etc?
Will event require
access to power?
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Will event be using
Gas cylinders or other
sources of gas?
Other Permits Required
Will live or recorded
music be played?
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Will raffles, lotteries
or fundraising
activities take place?
Does your event
require use of
airspaces/air site
facilities (including
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Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
Yes
No
For further advice & information contact
Health & Local Laws:9294 6415
www.yarraranges.vic.gov.au/Residents/Food_
Registration
If yes, a Temporary Liquor licence will be
required.
www.justice.gov.au
If yes, a schedule of
cleaning and stocking
must be organised.
If no, extra portable
toilets must be
organised according to
the numbers expected.
First Aid services
should be organised
to correspond with
the likelihood and
level of accident or
injury that may occur
As a guide there should
be 2x level 2 qualified
First Aiders for every
500 patrons. St. Johns
Ambulance can provide
this service for a fee.
You must obtain
CFA should be notified
Council Local Laws
of the event/ Local
approval, have a
residents who live within
licenced
1 km radius must be
pyrotechnician, and
notified 2 weeks prior to
Workcover approval.
the event taking place.
Appropriate Fire extinguishers should be
provided in accordance with Building regulations.
A plan and procedures should be in place for
High Fire Danger days.
Building and Occupancy permits may be
required from Councils Building Services.
You may need a P.O.P.E (Place of Public
Entertainment permit)
If powered amusement rides are operating,
Worksafe design notification should be supplied
in your event management plan.
Access to on-site services negotiated with venue
owner/manager. Temporary generators and
other electrical equipment to be tested and
tagged.
Gas appliances to be secured, tested, tagged
and approved.
No
Yes
No
Yes
Licence may be
See
required from APRA
www.apra.com.au/musi
for use of recorded or c-users
live music
Permit may be required from Consumer Affairs
Vic
No
Yes
No
Permission required from Civil Aviation Authority
helicopter landing)
Event Marketing
Has an event
marketing plan been
developed?
Do you plan to use
roadside banner
poles?
Will you be erecting
any roadside signage
Risk Management
Has a risk safety and
emergency
management plan
been developed?
Indicate which
emergency services
agencies have been
consulted
Has a security plan
been developed for
your event?
Has a crowd control
plan been developed?
Accessibility
Has an accessibility
plan been developed
to ensure access to all
people including those
with a disability?
Has accessibility been
checked for
emergency vehicles?
Insurance
Do you have the
appropriate
insurances in place?
Public Liability
certificate of currency
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Yes
Councils Festivals liaison officer can provide
some written resources and help sheets to assist
No
Yes
No
Yes
These can be booked free of charge through
local laws. 9294 6399
www.yarraranges.vic.gov.au/Council/Local_Laws
_Legislation/Signs_on_Streets_and_Roads
Signage permits must be obtained.
Roadside banner poles are the preferred option.
No
Yes
No
Police
It is essential that a
Risk management
plan is developed
Councils Risk
Management
department can
advise
Record the date and method of contact
CFA
Ambulance
SES
Yes
Any Private security employed should have the
appropriate qualifications
No
N/A
Yes
Plan may be required by Council and Police
dependant on numbers
No
N/A
Yes
No
Yes
All events must be
accessible for the
community
Access checklist
available from
Councils Festivals
liaison officer.
There must be access for emergency vehicles
to access all points of the event site.
No
Yes
No
Expert advice should be sought in relation to
insurances required. Events held on Council
land must have a minimum of $10 million public
liability naming Yarra Ranges Shire Council as
an interested party.
Some events may require other insurances or a
higher level of public liability insurance.