Permit Application Forms
REC.LAW.007
CONTENTS
Page
EVENT PERMIT GUIDELINES
Introduction ........................................................................................... 4
How to use this handbook........................................................................ 4
Frequently asked questions (FAQ) ............................................................ 5
A-Z Definition of key terms ...................................................................... 7
Event expenses ...................................................................................... 9
Council support for community events ....................................................... 9
Events without Permits ............................................................................ 9
The event permit process in Brimbank ...................................................... 9
Applying for an event permit .................................................................. 10
Event permit essentials ......................................................................... 10
Indemnity and public liability insurance ........................................... 11
The risk management plan ............................................................. 11
The emergency management plan .................................................. 13
Supplementary documentation and permits ............................................. 13
The site plan ................................................................................ 14
Waste management ...................................................................... 14
Traffic management ...................................................................... 14
Street parades and processions ...................................................... 15
Events affecting public transport ..................................................... 16
Filming ........................................................................................ 16
Fireworks ..................................................................................... 16
Food permits: Registrations or Notifications ..................................... 17
Reserve bookings ......................................................................... 17
Events requiring occupancy permits ................................................ 19
Siting permits for large temporary structures ................................... 20
Events and planning permits .......................................................... 20
Billboards and signage................................................................... 20
Supplementary external licences, permits and approvals ........................... 20
APRA licences ............................................................................... 21
Authorisation from Vic Roads ......................................................... 21
Metropolitan Fire Brigade - Total fire ban day permits ....................... 21
Operator Licences (UAVs) .............................................................. 21
Parks Victoria ............................................................................... 21
Temporary liquor licences .............................................................. 22
Victoria Police............................................................................... 22
Working with children checks ......................................................... 22
Notifying Authorities and the public......................................................... 22
APPLICATION FORMS
Event permit application A: Event Notification .......................................... 24
Event permit application B: Event Planning and Indemnity......................... 26
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REFERENCES AND RESOURCES
A-Z of event planning for an event permit ............................................... 30
Access ......................................................................................... 30
Alcohol ........................................................................................ 30
Cleaning and waste management ................................................... 30
Disability access ........................................................................... 30
Event cancellation ......................................................................... 31
Event power ................................................................................. 31
Event staff ................................................................................... 31
First Aid ....................................................................................... 31
Food and beverages ...................................................................... 32
Lighting ....................................................................................... 32
Gas bottles: Liquid petroleum gas (LPG) .......................................... 32
Noise .......................................................................................... 32
Parking........................................................................................ 32
Signage ....................................................................................... 33
Temporary structures .................................................................... 33
Toilet facilities .............................................................................. 33
Vehicle access .............................................................................. 34
Water .......................................................................................... 34
Weather ...................................................................................... 34
APPENDICES
Appendix 1: Event permits and related fees schedule ................................ 35
Appendix 2: Key roles in event management ........................................... 37
Appendix 3: Food at events ................................................................... 40
Appendix 4: A sample risk management plan ........................................... 41
Appendix 5: Communication and event management ................................ 44
Appendix 6: Disability access ................................................................. 45
Appendix 7: An emergency management plan template ........................... 46
Appendix 8: Sample event site safety checklists ....................................... 47
Appendix 9: Incident & Hazard Report Form ............................................ 49
Appendix 10: Doing the paperwork ......................................................... 51
Sample production schedule ........................................................... 52
Sample contractor agreement ........................................................ 53
Sample performer agreement ......................................................... 54
Sample stall holder confirmation letter ............................................ 56
Appendix 11: Notification letter template ................................................. 58
Appendix 12: Marketing your event ........................................................ 59
Sample performer registration form ................................................ 61
Sample stall holder registration form ............................................... 63
Useful contacts ..................................................................................... 65
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Introduction
Festivals and other events have been used by communities throughout the ages as a
celebration of cultural values, beliefs and special occasions whereby community ties are also
strengthened. 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. Sound event planning and risk management have become essential to
conducting an event within the legal requirements of Local Laws and the relevant Acts which
bind the Crown, State, Federal and local tiers of government and their agencies.
This handbook has been framed with relevant codes of practice and legislation in mind. It
outlines the Council's event permit application process, permit requirements and provides
essential information for organisers conducting events in Brimbank.
How to use this handbook
This handbook is designed to address the event permit requirements of a wide range of
events and activities from activities such as low impact filming or small events requiring
only basic event permit documentation to high impact filming or large festivals requiring a
raft of supplementary approvals and supporting documentation.
The FAQ section will address common queries while ‘The Event Permit Process in Brimbank’
chapter will run through the essential and supplementary documentation and approvals that
may be required depending on the nature and size of an event. Event permit requirements
will become clear as you work through your event permit application form especially
Application Form B: Event Planning.
The handbook is also a resource for event organisers with event documentation samples,
templates and planning guidelines 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. In addition to information contained in
this handbook, organisers must exercise due care, skill and judgement when
planning their specific events.
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Frequently Asked Questions
When will I need an Event Permit?
An event permit is required whenever an event or activity involves any of the following:

Any activity or event on Council land including a park, reserve, footpath or roadway that
goes beyond regular use or purpose of the above spaces (e.g filming);

A public gathering of more than 60 people on a Council reserve, footpath or road;

A private gathering of more than 100 people on a Council reserve, footpath or road;

Road closures or changed traffic and parking conditions;

Any event that will impact on the local community through significant noise levels;

Carnival rides and temporary infrastructure such as portable toilets, marquees or stages
and electrical equipment on Council property; and,

Fireworks including firecrackers.
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 will require a permit be reissued.
Recurring events such as monthly markets and fairs on private land will require a Planning
Permit from Council’s City Planning Department.
Why will I need an Event Permit?
The Event Permit Application has been developed to ensure local events and activities:

Abide by the Council’s Local Laws;

Meet safety standards for public events under relevant codes of practice and legislation;

Protect Council and community property; and,

Balance the interests of both event organisers and the broader community.
How long will the permit application process take?
The event permit process generally takes between 6 months for major events (over 2,000
people expected) and 3 months for smaller events. Event permits for filming activities run
on relatively shorter time frame of approximately 5 working days subject to all the
necessary documentation being provided.
How do I apply for an Event Permit?
Follow the guidelines presented in this handbook and lodge your event permit application on
Brimbank City Council’s most current, official Event Permit Application forms.
Your event permit application can be lodged:

Online at www.brimbank.vic.gov.au/runyourevent

Via E-mail to info@brimbank.vic.gov.au

By post to:
Community Development Compliance Officer
City Compliance
Brimbank City Council
Post Office Box 70
Sunshine VIC 3020

Via Fax, attention Community Development Compliance Officer, 9249 4805 and,

In person at any Council Customer Service Centre.
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What will an event permit cost?
A non-refundable application fee of $55 applies to every event permit application.
Subsequent permit fees will depend on the scale and nature of events. There is no permit
fee charge for public events run by community based, not for profit groups. See Appendix 1
on p35 for an indicative permit fees schedule. The permit application fee is to be paid when
submitting Application Form A. The permit fee, where applicable, can be paid when
submitting Application Form B and final documentation or on a Tax Invoice from Council.
Credit card payments can be made over the counter at Council Customer Service Centres.
PLEASE NOTE: Supplementary permits for a Place of Public Entertainment (POPE), a
substantial temporary structure and temporary food permits are administered by separate
business units at Council and may involve additional fees.
Can I book a Council reserve for my private function or activity?
Yes. An event permit may or may not apply but a reserve booking is required for any
function or activity on reserves involving more than 60 people or a jumping castle, animal
farm, marquee or other significant equipment. Applicants without their own public liability
insurance (PLI) booking a passive reserve for a private function must provide Council with a
copy of the PLI Certificate of Currency from any contractor bringing a jumping castle,
equipment or marquee on to Council land. See also ‘Reserve bookings’ on page 17 for more
information.
Can I book a Council reserve for a wedding ceremony?
Yes. These are managed as private functions. There are currently 3 sites across Brimbank
that may be suitable for a wedding ceremony. These include:
 The Lakes Reserve, Chichester Drive, Taylors Lakes (Melway Ref. 13 J1);
 Cairnlea Lake Reserve, Furlong Road, Cairnlea (Melway Ref. 25 K5); and,
 Hugh McKay Memorial Gardens, Anderson Road, Sunshine (Melway Ref. 26 G12).
Booking applications for weddings at other passive reserves will be considered on a case by
case basis.
Will I need Public Liability Insurance (PLI)
No event permit will be issued without proof of adequate and current public liability
insurance to cover the event including event set up and pack up.
When will an event permit be refused?
A permit may be refused if a public authority (e.g. Brimbank City Council, Victoria Police,
Metropolitan Fire Brigade, WorkSafe Victoria, Vic Roads, Public Transport Victoria) raises an
objection to the event. This may occur if it is deemed that:

The event poses an unreasonable risk to public safety;

The event/ activity is not supported by Council;

The location does not have the capacity to accommodate the event;

There is no proof of adequate or current public liability insurance (PLI) for the event;

The event permit application is not completed or submitted in time; and,

The required support documentation (such as a PLI Certificate of Currency, risk,
emergency and/or traffic management plans) for the event is lacking or inadequate.
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A-Z Definition of terms
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.
Cost recovery: The process of recovering any financial costs incurred by the Council as a
result of an event such as clean-up costs and repairs to grounds or facilities.
Community: Sector defined as not for profit, incorporated and non-incorporated
community organisations.
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 assistance of emergency services and/or evacuation of a site.
Event: An event includes any planned activity such as filming or public event where any
permanent or temporary structure, open area, fenced or unfenced, footpath and roadway
contains a number of persons greater than that normally found at that location.
Event Coordinator: The Event Coordinator is the key contact person who delivers the
event by coordinating the activity/ event. In large scale events, the role may be divided
between a team of people. See also Appendix 2 ‘Key roles in event management’ on p37.
Event Organiser: Any individual, group or incorporated body seeking authorisation to
conduct an event/ activity within Brimbank City Council’s municipal boundaries. The event
organiser is the event permit applicant who provides the public liability insurance cover for
the activity/ event and indemnifies the Council.
Event Permit: Written notice of authorisation required and provided before an event or
activity as defined on page 6, can be conducted in Brimbank. 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.
Filming – Low-impact: Defined as involving a total of 6 people or less, single camera and
handheld sound recorder and no impact on regular vehicular or pedestrian traffic.
Filming – High-impact: Involving large crew, significant equipment, vehicles, simulated
violence, action scenes and/or impacting on regular vehicular or pedestrian traffic.
Food Notifications - Registrations and Statements of Trade: Documents required by
local and State Government Health Departments if you are a community group, club or
voluntary association that intends to sell or serve food at an event from a temporary
marquee, stand, van or indoor venue without a registered kitchen. See also p17 and
Appendix 3 ‘Food at events’ on p40.
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, temporary toilets).
Logistics: In event terms, logistics generally refer to the scheduling and flow of goods
(infrastructure) and services necessary to produce the event.
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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.
Occupancy Permit: Written approval from a Municipal Building Surveyor (MBS) to run an
event at a Place of Public Entertainment or ‘POPE’ and written approval from Victorian
Building Authority (VBA) to run an event involving large temporary structures such as;

A tent, marquee or booth with a floor area greater than 100m2;

Prefabricated building exceeding 100m2 (other than that placed on the ground level)

Seating stand for more than 20 persons; and.

Stage or platform exceeding 140m2. 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 ceremony: An event such as a wedding ceremony for a small number of invited
guests (maximum of 100 on a reserve), generally treated as a ‘private function’.
Private function: An event/ activity for invited guests (maximum of 100 on a reserve),
such as a family gathering and birthday party.
Public event: An event open to the general public and expected to draw over 60 people.
Reserve Booking: Written authorisation required before an event, activity or private
function can be conducted on a Council reserve. See p17.
Risk Management Plan: The Risk Management Plan sets out a list of each event’s hazards
and associated risks, the assessment of each risk’s likelihood and consequence and the
actions to manage each risk to an acceptable level of safety. See also p11 and Appendix 4:
‘A sample Risk Management Plan’ on p41.
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 manager per area coordinated by a
Chief Warden which in some cases may also be the Event Coordinator. See also Appendix 2.
Siting of Temporary Structure Approval: Written approval from MBS, his/her delegate,
to erect a large temporary structure for an event within City of Brimbank. See also p19-20.
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 Application Form B.
Traffic management: Any event reasonably expected to impact on local parking amenity
and regular traffic conditions, will require a traffic management plan before an event permit
can be issued. See also p14.
Unmanned Aerial Vehicle (UAV): Also known as a ‘drone’, commonly used in filming,
photography, other commercial and recreational uses, all subject to stringent guidelines by
the Civil Aviation Safety Authority (CASA).
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Event Expenses
Event organisers are responsible for all costs arising from the conduct of their festival or
event. 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.
Council Support for Community Events
Council provides the following support for local event organisers:

Liaison and general advice through the event permit process including safe food
handling, safety planning and traffic management;

Assistance and advocacy with external authorities;

Provision of Council reserves and facilities at reasonable rates or at no charge to
community and not for profit sector;

Promotional listing on Brimbank City Council’s Calendar of Events website subject to

approval by the Media and Communications Unit; and,
Funding for local events through the annual mid-year Brimbank Community Grants
Program. See Useful Contacts on p65.
Events without permits
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 included in the event permit
application and to those events or 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
permitted activities at the same venue or create a public nuisance and community risk.
Council can issue on–the–spot Infringements of $250 or prosecute the matter in the
Magistrates Court where penalties of up to $2.000 are applicable to events conducted
without the required permit or operating outside their permit conditions. Information
gathered by Council during its investigation will also be passed on to the relevant agencies
such as Victoria Police, State departments, the Environment Protection Authority or
WorkSafe Victoria where further and much heavier penalties may apply.
The Event Permit Process in Brimbank
The event permit process generally consists of 10 key steps:
1. Please read event permit and planning guidelines in this handbook relevant to your
event. Call the Community Development Compliance Officer if you have additional
queries;
2. Once you have decided on the event, date, time and place, you can complete and
submit ‘EVENT PERMIT APPLICATION A: Event notification’ with your application fee.
3. As planning progresses, you may complete and submit ‘EVENT PERMIT APPLICATION B:
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Event planning details’. Application Form B can be lodged prior to finalising all relevant
approvals and documentation but the latter must all be submitted before an event
permit can be issued;
4. Notify any authorities as required. See ‘Notifying authorities and the public’ p22:
5. Establish and follow up any required supplementary permits and approvals;
6. You may be required to attend an Event Permit Stakeholder Meeting with the
Community Development Compliance Officer, other relevant staff and local authorities.
7. You will need to finalise and submit all relevant supplementary documentation no later
than 2 weeks before the event.
8. Please pay the event permit fee where this applies to complete your permit application;
9. An event permit will be issued subject to conditions relevant for your event. Please have
this with you during the event.
10. If considered necessary, you may be requested to attend a post event meeting for a
debrief with relevant authorities.
Applying for an event permit
An Event Permit Application includes forms A, B and the Indemnity Form
EVENT PERMIT APPLICATION A: Event notification
Form A should be lodged 6 months before a major event (2,000+ people) and 3 months
before a significant event (500+ people). Permit applications for small events can be
processed over a 8-6 week period. The application fee is due when submitting Form A.
Permit applications for high-impact filming can usually be managed over a 1-2 week period
and low-impact filming over 3-5 business days subject to all permit documentation being
submitted.
EVENT PERMIT APPLICATION B: Event planning details
Form B details key features of your event, other supplementary approvals that may be
required and includes the Indemnity Form. It should be lodged no later than 6 weeks
prior to the event, preferably with all supplementary documents, approvals and permits
attached. The latter must all be lodged 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. The
application needs to be an accurate reflection of the proposed
event and submitted with all relevant documentation.
It is the event organiser’s responsibility to ensure event permit
conditions are complied with. Any significant breach of event
permit conditions will render the event permit null and void,
exposing event organiser(s) to fines and jeopardising the
issuing of permits for future events.
Event permit essentials
Before any Event Permit can be granted, Forms A and B must be completed and submitted
with the following essential documentation:

The Indemnity Form, completed and signed;

A copy of the applicant’s public liability insurance ‘Certificate of Currency’ covering event
hours as well as set up and pack up;

A Risk Management Plan and Emergency Management Plan.
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Indemnity and Public Liability insurance
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 ensure 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 complete and sign the
Indemnity Form to indemnify Council against claims arising from their events. This
indemnity must be backed by a copy of the event permit applicant’s Certificate of Currency
for a minimum $10 million PLI. Major events will require $20 million PLI. 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 via:
www.communityinsurance.com.au.
Requirement
Event permit applicants must complete and sign the Indemnity
Form and provide Brimbank City Council with a copy of their
Certificate of Currency for a minimum $10 million ($20 million
for major events) public liability insurance that will cover their
event including set up and pack up.
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 setting out public liability arrangements are provided in Appendix 10
attachments p51-56.
Applicants booking passive reserves for small private functions not requiring an event
permit must abide by all booking conditions and provide a copy of the PLI ‘Certificate of
Currency’ from any contractor bringing a jumping castle, animal farm, other structures or
equipment on to Council land.
A PLI ‘Certificate of Currency’ is also required for Personal Training on Council Land.
The Risk Management Plan
Regardless of public liability insurance, event organisers retain a legal and moral ‘duty of
care’ to take every reasonable measure in planning and running safe events. Moreover,
WorkSafe Victoria consider every event involving paid staff to be a work site with due care
required for the safety of all concerned - staff, volunteers, participants, contractors and
public during set up, the event itself and the post event clean up.
Risk planning begins with the identification and assessment of all possible hazards and
risks. This process is improved when it draws on the experiences and perspectives of
everyone involved in organising the event. The following table provides just an indicative
sample of a few critical hazards and related risks that generally arise at public events.
Please note the distinction that is made between a hazard and a risk.
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Example of some more common safety hazards and risks at events
HAZARDS
RISK 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:
Tree stumps
Injuries from trips and falls
Site hazard:
River
Drowning (unattended children)
Food stalls
Burns from exposed flame and hot plates
‘’
Food poisoning
Carnival Rides
Exposure to sharp or moving equipment or equipment failure
Serious
Incident
Violent person(s) with weapons
‘’
Injuries from stage collapse
Crowd
Crush from overcrowding or stampede
Alcohol
Injuries and scuffles from intoxicated participants
Fireworks
Injury and/or damage from fall out
The above is not a comprehensive list. Events generally involve specific site and activity
risks that will need to be noted and addressed in the risk management plan.
Events also carry financial, administrative and public relations risks but the focus for an
event permit risk management plan is the safety of all concerned.
The Risk Management Plan: Identifying and assessing risks
A sample risk management plan is offered in Appendix 4. It includes a standard risk
assessment table to help assess each hazard and the associated risk(s) it may pose.
The Risk Management Plan: Managing or controlling risks
Once identified and assessed, hazards and associated risks need to be managed with a set
of measures or ‘controls’ to minimise harmful outcomes. In descending order of
importance, controls include:

Eliminating the risk by rethinking the event plan. This is recommended for major risks
that cannot be adequately managed;

Substituting a hazard with one that carries less risks;

Minimising a risk by limiting exposure to it;

Engineering solutions such as fencing off a hazardous area;

An administrative solution such as a procedure to deal with a hazard or risk;

Training to deal with a hazard or risk; and,

Personal protective equipment such as goggles, gloves, hats and sunscreen.
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Consider these control options as you work through the management of hazards and risks in
a risk management plan. The final plan should list:

Every potential hazard area at your event;

Every risk you can identify against each hazard;

The assessment of each risk - its consequences against its likelihood;

The ‘controls’ applied to reduce risks to an acceptable level of ‘residual’ risk; and,

The person(s) who will be responsible to implement risk controls.
A risk management plan can help with safety planning for your event and can be updated
and refined over time and subsequent events. It is both a legal and working document to be
supported by safety inspections before and during the event. See Sample Risk management
Plan template on p41 and ‘Sample Event Site Safety Check List’ on p47.
The Emergency Management Plan
An emergency management plan is a vital aspect of risk planning. It specifically addresses
how you will manage serious incidents in those critical minutes before emergency services
arrive to take over. Serious incidents may include:

Dangerous person(s) or civil disturbance;

Explosion or fire;

Bomb threat;

An extreme weather incident (e.g lightning strike)

The collapse of significant infrastructure such as a stage or seating.
An emergency response plan should be a brief document that identifies:

Who will determine when to activate the emergency response plan and call the
emergency services;

How the event will be halted and the public notified;

How a hazardous zone or incident will be contained;

Evacuation areas and routes;

How will the evacuation process be managed;

Access for and hand-over to emergency services;

Collection of information and completion of an incident report;

Who will notify key stakeholders (Council included); and,

Who will manage any media enquiries.
See also Emergency Management Plan template in on p46.
PLEASE NOTE: WorkSafe requires that it be provided with notification of all serious
incidents /near misses involving paid staff.
Requirement
A risk management plan and emergency management plan
appropriate to the scale of the event must be lodged with every
event permit application.
Supplementary documentation and permits
Depending on the event, additional documentation may be required such as:

An event site plan;

A waste management plan;

A Traffic Management Plan OR, a Traffic and Transport Management Plan;

Fireworks documentation;
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
Supplementary Council permits or approvals such as:
o
Food Notification or Registration and a Statement of Trade for each food stall.
o
Reserve booking approval if event is on a Council owned sports ground;
o
Occupancy Permit for an event at a ‘Place of Public Entertainment’;
o
A Siting of Temporary Structure Approval for substantial temporary structures;
o
A permit to erect roadside billboards on Council and Vic Roads property.
The site plan
A site plan is required where infrastructure such as marquees, film units or other significant
equipment is being brought on to Council land. The event site plan should indicate:

North orientation and any boundary roads;

Key site features such as existing buildings, trees, gates, fences and other barriers;

Main activity areas;

Site layout of major structures and/or equipment;

Event pathways, entry, exit points and emergency access;

Proposed vehicle access route to site;

Event and disabled parking;

Existing and/or portable toilets;

Potable (drinkable) water points;

First Aid station(s);

Event control and/or information centres;

Existing and/or temporary power sources;

Possible emergency evacuation areas; and,

Other such as existing or temporary lighting for night time events.
Waste management
Council provides bins in public spaces for everyday usage. Special functions, activities and
events invariably generate extra waste that must be collected and removed. Organisers are
urged to consider a management plan for all the waste materials their event/ activity will
generate. This includes heat beads and liquid wastes such as used oil which must not be
dumped on Council land or in drains.
Depending on 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 P67.
Traffic management
Any 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 before an event permit can be issued.
Traffic management plan requirements:

Diagram(s) must show streets affected or closed for the event, intersections, detours,
TMP signage, location of traffic controllers and include a Job Safety Analysis (JSA) or
Safe Working Method Statement prepared by an accredited traffic engineer;

Explanatory notes to diagram(s) including event background and site map,
commencement and completion times of traffic management; and,

A contact list including event organiser, Chief Warden, pedestrian or parking marshals
and traffic controllers during the event.
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General traffic management guidelines:

Only Victoria Police or a certified traffic controller can halt or direct traffic. However,
event staff and volunteers suitably attired in distinctive clothing or vests may assist
with marshalling pedestrians or off road parking.

Appropriate traffic management signage and equipment where required must be
installed and removed by suitably qualified personnel;

It is the responsibility of the event organiser to provide the Council with a Traffic
Management Plan designed and implemented by an accredited traffic management
company according to the Road Management Act 2004. Code of Practice: Worksite
Safety – Traffic Management;

Event organisers closing a road for a period of time must:
o
Inform affected residents and businesses by letter-drop. Public Notices in local press
are also required for road closures on main roads and/ or affecting public transport;
o
Provide affected residents and businesses with access to their premises through
provision of local traffic passes. Examples of these be given to traffic controllers
managing road closure barricades to facilitate orderly access by local traffic;
o
Inform emergency services such as Metropolitan Fire Brigade, Ambulance Victoria
and other authorities if directed by the Council and Victoria Police. See also Useful
Contacts p64 and Notifying authorities and the public on p22;
o
Not restrict access to emergency services at any time. This means maintaining
emergency vehicle access through local roads, to the event and monitoring road
closures to allow emergency vehicles through when or if required;

Provision of adequate parking needs to be part of the traffic management plan. This
includes disabled parking and drop off areas close to entries or exits if required; and,

Traffic management needs to address the safe movement of both pedestrian and
vehicle traffic during set up, the event itself and pack up.
Street parades and processions
Given notice and availability, Victoria Police may offer to assist with rolling or ‘hold and
release’ road closures for such events as daytime religious processions in which case police
will be pivotal to implementing the traffic management plan. The event permit will then be
conditional on police attendance without which the event cannot proceed.
Please note that parades/ processions held after dark will require a full road closure and a
traffic management plan 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, and/or,

Details of high visibility warning signage to motorists.
Requirement
An applicant seeking the closure of a public road or anticipating
their event will impact on local traffic (pedestrian or vehicle) is
to submit a Traffic Management Plan 10 working days before
the event, for approval from Brimbank City Council and Vic
Roads (where arterial roads are concerned).
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 and attach a copy of request to their event permit
application.
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Events affecting public transport
Event organisers must notify public transport companies if their event is likely to result in
the deviation, delay, replacement, supplementation or cancellation of a regular public
transport service provided by a passenger transport company or a bus service. The Public
Transport Victoria (PTV) must also be notified 2 months in advance. See Useful Contacts.
The required Traffic and Transport Management Plan must address any deviation of public
transport and be submitted to PTV for approval.
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.
Filming
Filming is generally treated as a planned activity requiring an event permit subject not only
to the film industry’s Code of Conduct for Film Crews but also permit requirements where
these apply under Brimbank City Council’s Local Laws. In addition, the permit application
should include:




A brief film schedule and synopsis of film project and scenes filmed in Brimbank;
Copy of notification letter to residents and businesses that may be affected by filming;
Details of any dangerous substances or equipment brought onto location; and,
Operator’s Certificate (OC) from Civil Aviation Safety Authority (CASA) for any
unmanned aerial vehicle (UAV) used for filming or photography from Council land.
Without prior written consent from the Council, filming must not:


Make any planned temporary changes to location;
Portray the Council as endorsing or supporting any products or services, views, attitudes
or ideas suggested, conveyed, advertised, canvassed or otherwise depicted
PLEASE NOTE: : Filming on roadways from low loaders, onscreen portrayals of police and
all simulated violence require that approval be sought from the Victoria Police Film and
Television Office before a permit can be issued.
Requirement:
A schedule for filming activities in Brimbank, a synopsis of each
scene and film project is to be attached to permit application.
A copy of the OC is to be attached for any UAV used in filming.
Fireworks
WorkSafe Victoria requires a minimum 14 days notification from a Licensed fireworks
contractor before fireworks (including firecrackers) can be discharged. A copy of
‘Notification of Intention to Discharge Fireworks’ must be submitted with the event permit
application along with 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
to all residents within a 500-800m radius (depending on shell size) of discharge point
advising the date, time and duration of fireworks and that animals within the vicinity be
restrained for the duration.
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. Notification to neighbouring properties
within a radius of approximately 150-200m will suffice for Chinese crackers.
City Compliance
6/05/2015 | Rev D
Page 16 of 69
Requirement:
Events involving fireworks require resident notification be
made within an appropriate radius from the discharge site. A
copy of the WorkSafe Notification, a JSA, site map and resident
notification letter is to be sent with the permit application.
Food permits: Registration and Notification
All food businesses or community groups that make, serve or sell food must comply with
the Food Act 1984 (Vic). A state-wide online registration and notification scheme for
temporary and mobile food premises has largely replaced paper based application forms.
The Streatrader website at www.streatrader.health.vic.gov.au will guide applicants through
the new online process which makes it easier for food businesses and community groups
who no longer require multiple registrations to operate in different council districts. It can be
accessed anywhere, anytime to lodge or update forms and contact details.
Please note: A food permit is required if:
 You are a community group, club or voluntary association that sells food to raise funds
from a temporary marquee, van or community hall. If you limit your food stall 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), you need
only fill in a Food Notification Form and a Statement of Trade for each event, both at no
charge;

Your community based food stall involves high risk foods, you will need to apply for an
annual Food Registration and submit an online ‘Statement of Trade’ at no charge for
each stall or event you attend throughout the year; and,

You are a business operating from a van or offsite from your registered premises at a
temporary food stall, you will need to apply for an annual Food Registration and submit
an online ‘Statement of Trade’ at no charge for each event you attend.
Contact the Health Department for assistance with online Streatrader registration/
notification forms or for access to paper based application forms. See Useful Contacts p65.
Reserve bookings
Council maintains an extensive range of sportsgrounds, parks and reserves for the
Brimbank community to enjoy. Most reserves can be booked for public events and private
functions subject to conditions of use to protect or maintain local reserves and balance
private, club and public use.
A comprehensive listing of parks is available online at
www.brimbank.vic.gov.au/LEISURE/Parks#use.
Booking a sportsground for an event
An event/ activity on any Council owned sportsground will require that approval be sought
from Leisure Services via official booking forms ‘Application to Use a Sportsground’ for a
casual sports activity booking or ‘Application to Hold a Community Event on a
Sportsground’. Please call 9249 4000 or email Info@brimbank.vic.gov.au for the relevant
booking form.
Booking a passive reserve for a public event or large function
A request to use a passive reserve to run an event that is subject to an event permit can
simply be indicated on the Event Permit Application Form A.
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Booking a Passive Reserve for a small private function or ceremony
A booking to run a private function or activity on a passive reserve that is not subject to an
event permit can be made on the ‘Application to Book a Passive Reserve’ form from Parks
Services. Download the guidelines ‘Functions and Activities on Council Reserves’ from the
website and/or call Parks Services on 9249 4000 to have a copy sent to you.
Events, functions and activities on reserves


No reserve bookings will be taken for:
o
Personal training at ovals and other sportsgrounds;
o
Private functions or events at Dog Off-Leash Reserves;
o
16-21 birthday parties;
o
Private functions after dark;
o
Private functions exceeding 100 people or 4 hours duration;
No event, function or activity on a public space can prevent the general public from also
enjoying the reserve or park and amenities. Reserve bookings seek to minimise
conflicting demand between bookings, other scheduled use and maintenance

Booking cancellations must be advised in writing/ email;

The siting and fixing of event infrastructure such as marquees must avoid damage to
grass, planted areas, trees and any underground services:
o
Structures should be weighted (not pegged) and sited clear of trees and plantings;
o
Approved pegged structures must be a minimum 6 metres from significant trees;
o
No structure, signage or equipment is to be fixed to trees or park infrastructure;

Council provides waste bins for regular reserve use only. Event organisers are
responsible for collection and removal of all their event/ activity litter and waste. This
includes all cooking fats and other liquid wastes which must not be dumped onsite;

Silly string and confetti are not to be used or sold;

The hirer is responsible for checking the condition of the reserve prior to commencement
of their event, function or activity;

Loud music or amplified noise associated with an activity or event should comply with
noise pollution regulations and not be heard beyond the boundaries of the reserve;

The consumption of alcohol is illegal in a public place or Council property outside a
clearly designated and managed area with the required liquor license;

Council oversees regular cleaning and restocking of public toilets. Hirers must provide
for extra cleaning and consumables where large numbers of people are expected;

Keys provided for gates or site amenities such as toilets are the responsibility of the
hirer who must ensure all gates, doors are locked at conclusion of event and keys
promptly returned;

No vehicle is to access a Council reserve without prior approval;

Turf coverings may be required to protect sensitive lawn in areas of expected heavy
vehicle and pedestrian traffic due to an event; and,

Any damage to a reserve must be immediately reported to Council. Call the switchboard
on 9249 4000 (attended after hours).
Requirement
City Compliance
An event or activity on any Council owned sportsground will
require approval from Leisure Services via booking forms
‘Application to Use a Sportsground’ or ‘Application to Hold a
Community Event on a Sportsground’.
6/05/2015 | Rev D
Page 18 of 69
A private function involving any structure, equipment or over
60 people on a passive reserve will require approval from Parks
Services via ‘Application to Use a Passive Reserve’.
PLEASE NOTE: Public events expecting more than 60 people and private functions
involving more than 100 people and/or involving significant structures, equipment, traffic
impacts or fireworks (including firecrackers) will also 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 at a given indoor space.
Similarly, Occupancy Permits for substantially enclosed outdoor public events revolve
around provision of first aid, toilets, drinking water, risk and emergency management to
ensure patrons are also provided with adequate amenities, comfort and safety.
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 and usually involving ticketed entry
excepting any event/ activity organised by a community based organisation expecting
attendances of 5,000 or less persons at the event/activity at any one time.
An application for a PoPE Occupancy Permit will require:

Address of PoPE venue owner and evidence you have approval to use it;

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 showing:
o
Layout, design and dimensions of all temporary structures;
o
Access for people with a disability - entries, exits and pathways;
o
Toilet facilities and drink fountains which also meet needs of people with
disabilities;

o
First aid;
o
Safety barriers and crowd control;
o
Storage of flammable material or explosive items;
o
Location of safety fixtures (fire extinguishers);
o
Emergency exits (and lighting where relevant);
o
Emergency evacuation areas;
o
Structural certification of seating banks and temporary structures over 500m2;
Siting approval(s) where required, for large structures by Municipal Building Surveyor
(MBS), his/her delegate;

Evidence you have engaged an experienced person in the role of Safety Officer.
Set up can proceed following approval of the above. This will be followed by a final
inspection by the MBS before the Occupancy Permit will be issued subject to payment of
fees. See Useful Contacts p65 and Appendix 1 on p35 for an indicative schedule of fees.
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’.
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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) before a Siting of Temporary Structure
Approval from Council’s Building Services can be issued. Alternatively, the OP and
approval can be obtained by the supplier with the cost added to the hire costs.
Requirement
Large temporary structures will require a current Occupancy
Permit from VBA and a Siting Approval from the Council’s MBS/
delegates via the official form ‘Application to Erect a Temporary
Structure’.
Large temporary structures are to 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 your event involves the changed
use of a building or land, the construction of any external building works or alterations, or
the installation of signage, then a planning 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 materials, goods or commodities to or from the land; and,

Emission of noise, artificial light, vibration, smell, fumes, smoke, vapour, steam, soot,
ash, dust, waste water, waste products, 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
Building Services 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 an event billboard(s) must be made on the appropriate form
‘Advertising Sign for a Community Event’ form and a permit sought from City Compliance
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.
Erecting a billboard at a sportsground will also require prior approval from Leisure Services
via ‘Permit Application: Short Term Event Details Sign’ or ‘Permit Application: Long Term
Advertising Signs’. See Useful Contacts p65.
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 (See also Useful contacts p64-67):
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
APRA Licenses for use of copyright performances or compositions;

Authorisation from Vic Roads for traffic management plans affecting main roads;

Operator Licenses from CASA for commercial use of Unmanned Aerial Vehicles (UAVs);

Permits for events on days of Total Fire Bans from Metropolitan Fire Brigade;

Permits for events on waterways or Parks Victoria parkland;

Public Transport Victoria (PTV) approval for events affecting public transport. See p16;

Temporary liquor licenses from Victorian Commission for Gambling and Liquor
Regulation;

Victoria Police State Event Planning Unit approval for fun runs, races and on-road events
spanning multiple municipalities – See Useful Contacts;

Working With Children Checks or ‘WWCCs’ from Department of Justice.
PLEASE NOTE: The event permit does not require copies of all external approvals. Any
external documentation required as part of the event permit process is indicated in
Application Form B: Event Planning and in the handbook as a requirement in bold.
APRA licenses
Where music is protected under copyright law, use of live or recoded music will be subject
to a licence from APRA. Different APRA licenses are available for different events. License
fees for community festivals are generally priced $50-$100. See also Useful Contacts and
www.apra-amcos.com.au
Authorisation from Vic Roads
Vic Roads must approve any traffic management affecting main roads and highways over
which they have jurisdiction before Council can issue an event permit. The Memorandum of
Authorisation (MOA) is usually managed directly between traffic management companies
and Vic Roads as part of their traffic management plan. See also p14.
Requirement
Organisers of events impacting on major arterial roads must
attach a copy of the Memorandum of Authorisation (MOA) from
Vic Roads regarding 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.
Operator licences (UAVs)
Requirement:
Any permit applicant operating and landing a UAV (drone) from
Council land will need to attach a copy of their Operators
Certificate and any other relevant special approvals from CASA
with a copy of their Public Liability Insurance Certificate of
Currency, a Job Safety Analysis and Safety Management Plan.
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.
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Temporary Liquor Licenses
It is an offence to serve alcohol at an event without first obtaining a Temporary Liquor
Licence. 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.
As of January 2013, the General Code of Practice requires all licensees provide free drinking
water at their event/ function. Depending on the level of risk, an Alcohol Management Plan
may also be required by VCGLR. Key concerns revolve around:

Ensuring bar staff are trained in responsible serving of alcohol;

Preventing supply of alcohol to minors or intoxicated patrons;

Encouraging responsible alcohol consumption;

Prevention of drink spiking through signage and service models; and,

Maintaining public order, safety and managing 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.
Victoria Police
Victoria Police including Highway Patrol play a pivotal role as key stakeholders in the event
permit approval process in Brimbank through:

Consultation during the event permit application process;

Support at events offered through:
o
‘hold and release’ traffic management for day time processions and parades;
o
Drive by monitoring or attendance at public events; and,
o
Crowd and security management at significant public events.
Requirement:
Event organisers seeking police assistance with traffic
management (e.g. parades) or public safety should address
these requests in writing directly to the Officer in Charge at
their local police station and attach a copy of request to their
event permit application. See Useful Contacts.
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). 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:
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6/05/2015 | Rev D
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
Brimbank abuts Melbourne Airport with significant flight paths over the municipality.
Organisers of events and activities likely to impact on airspace safety such as fireworks,
balloon launches, large kites or the use of unmanned aerial vehicles must notify
Melbourne Airport via CASA Operations who will assess aerial risks depending on height,
location, nature, time and duration of activity.

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 through their official Event Notification Form at
http://Ptv.vic.gov.au/special events/. See also page 16.

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 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 by letter drop or flyer within a
radius of 500m – 800m from the discharge site, indicating date, time and duration of
fireworks and a reminder that animals be restrained during fireworks. Organisers of
events involving firecrackers are advised to notify residents within a minimum radius of
150m from the discharge site;

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 p67.
A sample resident notification letter is offered in Appendix 11 on p58.
Requirement
Where applicable, event permit applicants are to forward a
copy of their resident notification with their permit
application.
PLEASE NOTE: Bill posters on street walls, poles are strictly prohibited under the Litter Act
1987 Section 6A Local Law
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Permit Application Forms
REC.LAW.007
EVENT PERMIT APPLICATION A
Office Use Only
Event Notification
TRIM No:
This form can be completed and submitted once a decision has been made to hold the
event or activity on a certain date, time and site or venue. Additional planning details
can be sent later as they become available with ‘Application Form B: Planning Details'.
Applicant details
Name of Organisation:
Address of Organisation:
Post code:
Name of contact person:
Address of contact person:
Post code:
Email:
Mob:
Tel. B/h:
Fax:
Event/ Activity Details
Name of event:
_____________________________________________________________________________________________________________ _____________________________________
Nature of event/ activity (Please tick all applicable boxes √)
Public event
Procession
Private function
Community festival
Filming
Ticketed event
Other:
_____________________________________
Venue/Site:
Address:
Melway Ref:
Has the venue/site been booked or approved for the event?
NO
YES
Proposed event/Activity Date(s)
Begins
Ends
Day(s) of week
Date(s)
Month
Year
Event set up
Event day(s)
Event pack up
Target audience (e.g family, youth):
Has this event been held before?
Number attending/participating:
No
Yes
If yes, when?
Traffic impacts
Will your proposed event affect:
Regular vehicular/pedestrian traffic?
NO
YES
Public transport such as a bus service?
NO
YES
Local parking conditions?
NO
YES
NO
YES
Events on reserves
Are you planning to have your event/activity on a Council oval?
Permit Application Forms
REC.LAW.007
Site access:
Will you need vehicle access to a reserve?
NO
YES
Equipment, staging, marquees or portable toilets?
NO
YES
Large marquee(s), seating banks or grandstand seating?
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
Temporary structures
Are you planning to erect temporary structures such as:
Place of Public Entertainment (PoPE)
Does your event/ activity fit the definition of a PoPE?
Waste management
Will your event or activity need rubbish collection or street cleansing?
Water/power
Will you need access to water or power on site?
Food safety:
Are you planning to sell/serve food to the public at your event?
Alcohol
Are you planning to sell/serve alcohol to the public at your event?
Fireworks/firecrackers
Will your event feature firecrackers and/or fireworks?
Carnival rides
Will your event feature carnival rides?
Roadside billboards
Will you be erecting roadside billboards to publicise your event?
Event description (provide/attach brief outline of event/activity)
Declaration
I confirm the above application has been submitted with regard to guidelines in the Brimbank
Events Handbook and accurately reflects the proposed activity/event.
Signature of Applicant:
Date:
/
/
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.
Please return this form with
application fee/ receipt to:
City Compliance
Brimbank City Council
PO Box 70
Sunshine Vic 3020
Info@brimbank.vic.gov.au
City Compliance
Application fee to be paid: $58
Cost Code (GL 997)
Payment can be made in person Monday – Friday 8.45am - 5pm at:

Sunshine Customer Service Centre – Alexandra Avenue, Sunshine

Keilor Customer Service Centre – Old Calder Highway, Keilor
and 10.30am - 7pm Mondays, Wednesdays and Thursdays, 1pm-7pm Tuesdays, 10am – 5pm
Fridays and 10am – 12.30pm Saturdays at

Sydenham Customer Service Centre – Sydenham Library Station Street, Taylors Lakes.
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Permit Application Forms
REC.LAW.007
EVENT PERMIT APPLICATION B
Office Use Only
TRIM No
Event planning details
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
Safety officer
First Aid supplier
Event electrician
Traffic management company
Waste management contractor
Fireworks supplier
* Mandatory field
Council’s online Calendar of Events
You can upload your event to Brimbank City Council’s online Calendar of Events on
www.brimbank.vic.gov.au using the ‘Add an Event’ feature. Event details uploaded are checked by Council
before going live on the site. Council reserves the right to reject, edit or remove event listings it considers
offensive, unethical, prejudiced, racist or sexist.
Required supporting documentation (√ tick all applicable)
Signed and completed Indemnity Form
Mandatory. Please attach.
Insurance: Certificate of Currency
Mandatory. Please attach.
Risk and Emergency Management Plans
Mandatory. Please attach.
Alcohol: Are you planning to provide liquor
at the event beyond an existing license?
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 and alcohol management plan attached
to your event permit application.
No
Yes
Amplified sound: Event/activity will involve
amplified sound and/or music?
No
Yes
Carnival rides: Event will involve rides or
bouncing castles?
No
City Compliance
If yes, provide site plan indicating location of
rides and any proposed vehicle access for set up.
Yes
Children’s activities: Event involves
working with (unattended) children?
No
If yes, the usual noise restrictions will need to be
observed. Please attach site layout indicating
stage placement and orientation.
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.
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Permit Application Forms
REC.LAW.007
Disability access: Provided to key event
and site amenities (e.g. entry, toilets etc)?
No
Site plan should indicate access to site, parking
and amenities for people with disabilities.
Yes
Fireworks: Are you intending to feature
fireworks or firecrackers?
No
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
advising time and duration of displays.
Yes
Filming: Low-impact filming involved?
No
If yes, provide a brief of synopsis of film,
summary of scene(s) and filming schedule.
Yes
Filming: High-impact filming involved?
No
If yes, provide site plan, brief synopsis of film,
scene(s) and filming schedule. Advise number of
cars and trucks that will require parking and/or
large-scale or hazardous equipment or props that
may be brought onto location.
Yes
Filming/Photography: Unmanned Aerial
Vehicles (UAVs) involved?
No
If yes, please attach current CASA Operations
Certificate and PLI for UAV.
Yes
First aid: Will event require First Aid?
No
If yes, please detail your first aid arrangements in
your Risk Management Plan.
Yes
Food safety: Are you planning to have food
at your event?
No
Yes
No of vendors:
Events on sportsgrounds: Event will be
held on a Council sports reserve?
No
If yes, please ensure you have attached your
application or booking confirmation to use a
Council owned reserve. A detailed site plan may be
required.
Yes
LPG (Gas): Will cooking involve use of LPG?
No
Yes
Music: Event will involve live and recorded
music?
No
Yes
PoPEs: Event is on a substantially enclosed
‘Place of Public Entertainment’ site?
No
Yes
Power: Will event need access to power at
site?
No
City Compliance
If yes, please ensure you obtain a license to use
copyright music from Australian Performing Rights
Association or APRA (see Useful Contacts). A copy
is not required for the event permit.
If yes, please ensure you have applied for an
Occupancy Permit from Council’s Building Services.
A copy of this permit will need to be attached.
If yes, please detail what you will need power at
site for here:
If yes, please attach a copy of your letter and/or
advertisement notifying all affected local residents
and businesses, in addition to the Traffic
Management Plan.
Yes
Roadside billboards: Will you be erecting
roadside billboards to publicise the event?
No
If yes, please ensure all stall holders using LPG
complete a Gas Safety Checklist on the day.
Yes
Road closure: Event involves a partial or
full road closure affecting local residents/
traders?
No
If yes, ensure all food stall holders have required
food registrations/ notifications. If hosting multiple
food stalls, please submit a list of all food stalls at
your event a minimum 2 weeks before your event.
Yes
If yes, please ensure you have obtained a permit
to display a roadside billboard from City
Compliance. A copy is not required for the event
permit.
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Permit Application Forms
REC.LAW.007
Site access: Will vehicle access onto site at
a Council reserve be required?
No
Yes
Temporary structures: Are you placing
equipment or structures on Council land?
No
If yes, please attach detailed site map showing
vehicle access route(s).
If yes, please attach a site plan. Ensure you
consult Council before pegging down any
structures.
Yes
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 as
per relevant section of the Handbook
Transport impacts: The event will affect
public transport such as a bus service?
If yes, ensure you notify the Public Transport
Victoria and attach a Traffic and Transport
Management Plan in accordance with guidelines on
pages 14-16 in this handbook.
No
Yes
Victoria Police: Will event depend on police
attendance and/or assistance (e.g. parade)?
No
Yes
Waste management: Will event require
extra bins and/or cleansing?
No
Yes
Water: Will you need access to water at
site?
No
If yes, please attach copy of notification letter to
Victoria Police (local station) requesting
assistance.
If yes, please indicate name of supplier who will
be providing waste management and/ or site
cleansing:
If yes, please indicate here what you will need
water for:
Yes
Declaration
I have read and understood the Brimbank Events Handbook with regard to event management
and the permits and approvals that may apply to my event in Brimbank. I the undersigned,
acknowledge the above event permit application to be a true and accurate statement.
Signature of Applicant:
Date:
/
/
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 keep a
copy for your own records.
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.
Please return application,
all required documents,
permit fee or receipt to:
City Compliance
Brimbank City Council
PO Box 70
Sunshine Vic 3020
Info@brimbank.vic.gov.au
City Compliance
Event Permit fee to be paid*:
Cost Code (GL 962)
*As advised and/or per fee schedule in Appendix1 of Brimbank Events Handbook
Payment can be made in person Monday – Friday 8.45am - 5pm at:

Sunshine Customer Service Centre – Alexandra Avenue, Sunshine

Keilor Customer Service Centre – Old Calder Highway, Keilor
and 10.30am - 7pm Mondays, Wednesdays and Thursdays, 1pm-7pm Tuesdays, 10am – 5pm
Fridays and 10am – 12.30pm Saturdays at

Sydenham Customer Service Centre – Sydenham Library Station Street, Taylors Lakes.
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Permit Application Forms
REC.LAW.007
FORM OF INDEMNITY
General Local Law 2008, Clause 31 - Street Parties, Circuses,
Festivals or Events
THIS INDEMNITY is given this day * the
By**
of
20
(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
within the Brimbank municipal district involving pyrotechnics and/or significant traffic impact
and/or use of a road or portion of a road or other public area within the for an event under 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 ten 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, except for 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:
Signature:
In Victoria in the presence of:
Witness:
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.
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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 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 identified, 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/or access times. Site planning should ensure
access to Emergency Services 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 p 37. Event organisers are urged to provide recycling bins, encourage
recycling through public announcements and request that stall holders minimise the use
of disposable, non-recyclable packaging.
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).
PLEASE NOTE: Confetti and silly string are not to be used at any event on Council land
including streets and footpaths.
Disability access
Event organisers should ensure their site planning considers the needs of people with
limited mobility. Has provision been made for disabled access and parking? Are there
accessible toilets and can people with limited mobility or in wheelchairs move about safely
and access information, first aid, toilets, stalls and activity areas as required? For a more
comprehensive disability accessibility checklist see Appendix 6 p48.
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Event cancellation
To minimise costs, it is advisable this the decision be made as early as possible to avoid
paying for contracted services. Where late cancellations are concerned, 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; and,

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 not be unduly noisy.
The distribution of power at an event should be handled by a suitably qualified electrician.
All electrical equipment and leads should be tagged and tested. Leads should not exceed
25m in length. Generators and distribution boards should be cordoned off from public
access and leads should be flown over (not through trees), firmly taped down or covered
with mats to avoid becoming trip hazards.
Event staff
Effective management of an event on the day will require that event staff or volunteers
attend a pre-event briefing to familiarise everyone with site layout, scheduling, clarify
responsibilities and procedures particularly where these apply to:

Emergency management;

Risk management; and,

Safe working methods.
See also Appendix 2: ‘Key Roles in event management’ on p40.
First aid
First aid is essential at every significant public event. Organisers need to consider the
most appropriate mix of First Aid options depending on the geography, nature and size of
their event. As a general guide, 2 first aiders and a first aid post should be provided for
every 500-1,000 event patrons.
The First Aid response at your event should aim to deliver:





Immediate call to 000 if required;
Access to CPR within 2 minutes;
Access to a Defibrillator within 5 minutes;
Access to advanced cardiac life support within 12 minutes (MICA); and,
Trauma to Trauma Centre within 30 minutes.
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.
A large public event or an event involving extra risk factors such as a ‘Fun Run’ may also
require attendance by Ambulance Victoria. It is advisable to discuss and book first aid
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requirements with a First Aid provider or Ambulance Victoria a minimum 2 months before
the event. See also Useful Contacts p 34.
Food and beverages
Event organisers and stall holders have joint responsibility for food safety at the event
ensuring:





every food stall has the appropriate food/beverage permits;
food and beverages are correctly displayed, stored and handled;
correct usage of LPG bottles, where applicable;
barriers are in place between cooking surfaces and event patrons; and,
fire extinguishers or fire blankets are kept within 2m of a heat source.
See Appendix 3: ‘Food at events’ on p43 and Appendix 8: ‘Site safety checklist’ on p50.
Lighting
Adequate lighting is a key safety and security factor. Consider sunrise and sunset times
and any lighting you may need from set up through to packing up after the event. 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. From 1 July
2013, Energy Safe Victoria gas inspectors will attend events to conduct spot checks.
Organisers are advised to call Energy Safe Victoria and request brochure copies to give out
to stall holders at their event.
Noise
If your event features amplified sound/ music, consider how best to create buffer zones
and angle staging to deflect noise away from neighbouring properties. As a guideline, loud
amplified 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 and 9am on weekends or public holidays;

after 6pm weekdays and Sunday;

after 11pm on Fridays and Saturdays; and,

before noon or after 10pm where an event (e.g. a concert) has involved loud music for
longer than 5 hours.
An event permit does not remove any obligations required under an existing planning
permit regarding noise levels. 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 the parking needs of your event. You may need designated parking
areas for staff, stall holders, performers, special guests and disabled motorists as well
as event patrons.
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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 and street
signage.
Temporary structures
Temporary structures typically include marquees, staging, platforms and seating. These
should be located 1m from garden beds and must not be secured to trees.
Temporary structures may be pegged into the ground in approved cases or weighted in
place when sited over underground services, roads or concrete surfaces.
To maintain the safety of both occupants and public, organisers are urged to ensure
there is a First Aid kit and fire extinguisher in every large structure and third stall.
Large temporary structures will require a Siting Approval from Council’s Building
Services (see also p20 and Useful Contacts).
Toilet facilities
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%.

Events running for less than 8 hours will decrease above ratios by 20%

Events running for less than 4 hours will decrease above ratios by 30%
Whether the event makes use of existing or portable toilets, organisers must ensure
toilet facilities:

Include a toilet accessible to people with a mobility disability;

Include a sharps disposal container for syringes,

Include soap and hand drying facilities;

Are located away from food stalls or cool rooms; and,

Are kept clean and restocked with toilet paper.
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Vehicle access
No vehicle is to access Council parkland or a sports oval except in certain limited
circumstances subject to approval and special conditions.
Infrastructure and carnival rides generally mean heavy vehicle access will be required.
Subject to approval, vehicles accessing reserves must 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. In some cases it may be advisable to unload vehicles
at hardstand areas and transport goods via golf buggy or small forklift vehicles.
Any vehicle on a reserve must travel at walking pace with hazard lights on. Vehicles
entering a site while an event is in progress must also be escorted by event staff.
Other vehicle access considerations include keys to gates and whether these are wide
enough.
Water
Public events should provide access to free drinking water. Where drinking fountains are
not available, a drinking fountain might need to be hired or bottled water provided. It is a
legal requirement that 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 thunderstorms or 40+ temperatures, when and how you will modify,
delay or cancel the event.
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Brimbank Event Handbook: APPENDICES
Appendix 1: Event permits and related fees schedule
Brimbank City Council’s event permit and related fees aim to reflect event permit aims of balancing the rights of community and event
organisers as well as promoting community enjoyment, equitable access to and protection of public assets.
The indicative schedule below:
 Excludes permits and licences that may be issued by authorities external to council;
 Notes that fees for event permits and Occupancy Permits for PoPEs are GST free but event permit application fees include GST.
Indicative schedule of Council event and related permit fees
(to 30/6/15)
Event/ Activity
Application
fee
Permit Fee
Bond
Comment
Event Permit for a public event (community
and not for profit applicants).
$58
No Charge
Free entry events
Event Permit for private function /ceremony
(over 100 people).
$58
$160
Involving significant infrastructure (e.g. marquees, chairs, staging and sound
equipment).
Event permit for a corporate/ commercial
event (over 60 people).
$58
From $160
Involving significant infrastructure (e.g. marquees, chairs, staging and sound
equipment). Fund raising events with a clear community benefit are
exempt from permit fees.
Event Permit for high-impact commercial
filming
$58
From $160
Subsequent filming days will be charged at half rate.
Event Permit for low-impact commercial
filming
$58
$160
Subsequent filming days will be charged at half rate.
Event Permit for student filming activities
$58
No charge
PLI and indemnity required from educational institution.
Booking a passive reserve for a function,
event or activity
No Charge
No Charge
Booking subject to guidelines ‘Functions and Activities on Council Reserves’
and an approved booking application.
Detailed site plan and event permit required if function involves more than
100 people, temporary structures, rides or other equipment .
Community event on a sportsground – no
vehicle access to sportsground
No Charge
No charge
$2,000
Booking made through Leisure Services.
Community event on a sportsground –
vehicle access required to sportsground
No Charge
$1,500
$2,000
Booking made through Leisure Services. Booking fee to cover aeration of the
sportsground following the event.
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Brimbank Event Handbook: APPENDICES
Occupancy Permit for an event at a
substantially enclosed Place of Public
Entertainment or ‘POPE’.
No Charge
Circa $1,950
Streatrader Food and beverage Notification
for Category 4 (low risk) food stalls or wine
tasting at public event.
No charge
For low risk Category 4 food / drink stalls only. A Statement of Trade or SOT
is also required and must be submitted online to streatrader at no extra cost
for each stall and event.
Application for annual registration to run
community based, high risk food stalls and
sale of alcohol at public events.
$420 for initial
annual
registration
Required for provision of higher risk foods and sale of alcohol across Victoria.
Payable to Environmental Health Dept. A Statement of Trade or SOT must
also be submitted online to streatrader at no extra charge for each stall and
event.
$840 for initial
annual
registration
Required for provision of high risk foods and sale of alcohol across Victoria.
Payable to Environmental Health Dept. A Statement of Trade or SOT must
also submitted online to streatrader at no extra charge for each event and
stall.
$665 for
annual
renewal
Roadside Billboards (community and not-forprofit applicants only)
An Occupancy Permit for a Place of Public Entertainment (POPE) may be
required if an event is substantially enclosed for ticketing (e.g. rock concert).
Community and sporting club events involving less than 5,000
attendees are exempt.
$332.50c for
annual
renewal
Application for annual registration to run
commercial food stalls and/or sell alcohol at
public events
From
$250
No charge
No Charge
Permit complies with Vic Roads requirements to maximise safety for
motorists.
Please Note: Fees are subject to annual review.
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Brimbank Event Handbook: APPENDICES
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, the
responsibilities indicated below need to be covered in the management of most events.
Key event management roles in the lead up
This 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 Artistic Director;
 Oversee staffing needs;
 Ensure the event program is delivered on schedule and on budget;
 Ensure event complies with all relevant licences and permits; and,
 Ensure an event evaluation or SWOT meeting is conducted after the event;
* Event Administration is covered separately in Appendix 10; Doing the paperwork
The Artistic Director
The primary role of the Artistic Director is:
 To ensure the event’s aims and/or creative vision are delivered;
 Program development and scheduling;
 Creative direction of ceremonial aspects of event; and,
 Providing post event evaluation on above related matters.
The Production Manager
The primary role of the Production Manager is to:
 Assess infrastructure, power, sound and logistic needs of all key participants (suppliers, stall
holders, performers etc.);
 Source and book contractors and suppliers required to deliver program on schedule and on
budget to specifications of Event Manager and Artistic Director;
 Prepare the production schedule and liaise as required with suppliers;
 Advise and prepare site layout in consultation with team, particularly the Artistic Director;
 Lead risk management planning, including traffic management where applicable;
 Ensure event production complies with relevant safety standards/ requirements; and,
 Provide post event evaluation on above related aspects.
The Marketing Coordinator
The primary role of the Marketing Coordinator is to:
 Devise the Marketing Plan/ schedule in consultation with Artistic Director and team;
 Lead design and production of marketing materials;
 Coordinate marketing and Public Relations activities;
 Coordinating VIPS and ceremonial aspects of event; and,

Provide post event evaluation on above related aspects.
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Brimbank Event Handbook: APPENDICES
Key event management roles on the day
The Artistic Director & Event Manager
The primary role of the Artistic Director and Event Manager is to:
 Ensure the event’s aims/ and/or creative vision is delivered on the day;
 Ensure the presentation of the event program as marketed,
 Ensure the needs of key participants are met; and,
 Ensure delivery of program and production as per contract.
The Marketing Coordinator
The primary role of the Marketing Coordinator is to:
 Oversee and manage public relations at the event ensuring the needs of patrons, VIPS,
sponsors are met;
 Oversee information booth, event photographer; and,
 Be on hand to liaise with media as required.
The Safety Officer
WorkSafe consider every event which involves paid staff/ contractors, to be also a worksite.
Accordingly, the Safety Officer’s prime responsibility is to ensure 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.
Fully accredited Safety Officers can be difficult to find and may come with a wide range of
experience not always appropriate to an outdoor event. It pays to ask what event experience
prospective safety officers have before engaging them.
Importantly and 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 significant event, the Safety Officer should be an impartial, independent observer who can
advise key event staff as required.
The Chief Warden
The role of Chief Warden 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 are properly briefed in the lead up on their particular
roles and associated safety considerations;
 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 if applicable;
 Managing any significant incidents and coordinating an emergency response where required;
 Ensuring that a full debriefing is conducted after the event and following any near miss or
emergency.
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.
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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 and stall holders/ performers within their allocated site;
 Ensure relevant safety checklists are conducted and completed;
 Report any situation that may be potentially dangerous (e.g. possible equipment failure,
overcrowding and challenging behaviour) to the Chief Warden;
 Monitor site safety ensuring pathways are kept free of obstructions and trip hazards;
 Ensure a site is kept clean and in an orderly manner at all times;
 Maximise the safety of patrons and employees 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 debriefings.
Additionally, site wardens should stay well hydrated, 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 equipment/ infrastructure and/or VIPs;
 Managing liquor licensed areas at the event;
 Managing barriers and/or entry points where limited access applies; and,
 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’ stocked with copies of event program(s), site layout(s), staffing
schedules and contact lists manned by a Communications Officer is advisable. 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 logged and followed up.
PLEASE NOTE: The above roles are indicative only. Variations may occur according to different
events, personalities, management styles or where 1 or more roles are combined.
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Appendix 3: Food at events
All food premises, mobile food vehicles and food stalls at events are required to comply with the
requirements of the Food Act 1984 and associated Regulations to ensure food safety, and protect
the health of the public. All food and beverage premises are required to appropriately ‘Register’
and provide notification of their business activities via the state-wide online registration system at
streatrader.health.vic.gov.au. Streatrader in turn communicates relevant information to health
staff at local councils who follow up and manage compliance.
Community based food stalls involving low risk foods (plain sausage with sauce in bread, labelled
baked goods for a cake stall, packaged drinks, confectionary, unprocessed, uncut garden produce
or wine tasting must submit a Food Notification to Streatrader followed by a Statement of Trade
(SOT) for each food stall and event – all at no charge.
Community based food stall holders serving high risk foods and alcohol will require annual
registration with Streatrader. A Statement of Trade or SOT at no additional charge will also be
required for each stall and event.
Commercial operators of mobile food vehicles and food stalls must hold a current annual
‘Streatrader’ Registration to sell food and alcohol at events and must also provide a SOT
through ‘Streatrader’ for each stall and event.
SOTs must be submitted 1 week/5 working days in advance of the event to enable food
operators to trade. Fines for late submission may apply. Food Safety Officers from Council may
attend any event to undertake compliance inspections.
Key requirements to ensure food safety at events
The event management team and food providers have joint responsibility for food safety at the
event ensuring:
 All food providers intending to attend the event are registered through ‘Streatrader’;
 All food providers have submitted an appropriate ‘Statement of Trade’ thorough the
‘Streatrader’ system at least 5 working days prior to the event;
 There are adequate facilities at the venue and/or provided by traders to ensure:
o
Potable water supply for consumption and cleaning purposes;
o
Adequate disposal systems for waste and waste water; and,
o
Adequate power supply maintained for safe food handling.
Food providers have a responsibility for their food stall at the event ensuring:
 Their vehicle or stall is compliant with the Food Act and Regulations;
 Adequate equipment and hand washing facilities (water, soap, disposable paper towels);
 They have suitable facilities to keep foods within required cold/ hot storage temperatures;
 They have a probe thermometer;
 All appropriate food safety programmes and/or records are available on site;
 Facilities to store and dispose of wastes, waste oils and waste water; and,
 Adequate power supply to operate equipment (refrigeration, food warmers).
Any concerns or queries about requirements should be directed to Councils food safety officers
in advance of the event. See Useful Contacts.
Event management and food providers should also take appropriate precautions regarding the
use of gas bottles and open flame cooking to ensure safety and prevent public from contact with
hot surfaces. This is covered in Appendix 8: Event Site Safety Checklist
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Appendix 4: A sample risk management plan
Useful table or ‘matrix’ for a ‘Probability-Consequence’ rating of event risks
PROBABILITY
CONSEQUENCES
Catastrophic
Loss of life or permanent
injury, huge
financial/environmental loss
5
Major
Extensive injuries, loss of
capabilities, major financial/
environmental loss
4
Moderate
Medical treatment required,
lost work time, significant
financial/ environmental loss
3
Minor
First Aid treatment, little
environmental loss, low
financial loss
2
Insignificant
No injury, little or no
physical damage, no
financial loss
1
Almost certain
Likely
Probable
Occasional
Remote
Event is expected to
occur in most
circumstances
Event will probably
occur in most
circumstances
The event should
occur at some time
The event could
Event may occur only in
exceptional
circumstances
A
B
C
D
occur at some time
E
5A
SEVERE RISK
5B
SEVERE RISK
5C
SEVERE RISK
5D
SIGNIFICANT
RISK
5E
SIGNIFICANT
RISK
4A
SEVERE RISK
4B
SEVERE RISK
4C
SIGNIFICANT
RISK
4D
SIGNIFICANT
RISK
4E
3C
SIGNIFICANT
RISK
3D
3A
SEVERE RISK
2A
SEVERE RISK
1A
SIGNIFICANT
RISK
3B
SEVERE RISK
2B
SIGNIFICANT
RISK
1B
SIGNIFICANT
RISK
2C
MODERATE
MODERATE
MODERATE
RISK
3E
LOW RISK
RISK
2D
LOW RISK
2E
LOW RISK
1D
LOW RISK
1E
LOW RISK
RISK
1C
MODERATE
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.
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(Insert Event Title) Sample Risk Management Plan
Site: (Insert address and Melway Reference)
Time and Date: (Insert date and time of Event)
Risk Management Plan prepared: (Insert date final risk management 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)
Sample Hazard Identification, Risk Assessment & Control Plan
POTENTIAL
POTENTIAL RISKS
HAZARDS
PROBABILITY &
CONTROL MEASURE
CONSEQUENCE
RESIDUAL
PERSON
PROBABILITY
RESPON.
& CONSEQUENCE
Extreme
weather:
Wind
Injury or damage from
airborne infrastructure
(marquees, umbrellas)
3C
Double check and enhance marquee
3E
moorings, Disperse wind force by
Chief/site
warden
removing marquee side (Engineering
Control)
Extreme
weather:
Heat
dehydration or sun stroke
from heat or sun
exposure;
3C
Provide Sunscreen for staff and public
1C
Ensure staff wear hats (Personal
Volunteers X
and Y
protective Wear). Provide bottled water
for participants. Move major activities
under shaded areas (Substitution).
Electrical
Equipment
Injuries from tripping
over leads
2C
‘’
Electrocution from unsafe
electrical equipment
2C
Site
hazard:
City Compliance
Injuries from trips and
falls
Leads to stage to be flown over, taped
1E
or covered with matting (Elimination).
3D
Ensure all leads, electrical equipment
Chief/site
warden
2D
Chief/site
have been tested and tagged
warden and
beforehand (Engineering and
Event
Administrative)
electrician
Site visit before event – all stumps to
3E
Chief warden
be marked with witched hat or
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Tree
stumps
Site
hazard:
River
reflective tape (Engineering)
Drowning (unattended
children)
5D
Station a volunteer to patrol area
1E
Chief warden.
(Elimination). Advise parents that all
children be supervised at all time
(Administrative)
Burns from exposed
flame and hot plates
3C
Possible explosion from
gas bottles faulty or
incorrectly used;
4D
Carnival
Rides
Exposure to sharp or
moving equipment;
4D
Serious
Incident
Injury from violent
person(s) with weapons
5E
Food stalls
‘’
Barriers erected between public and hot
Site warden
plates (Engineering)
Check all gas bottles in good condition
3C
and securely positioned before event
Site warden
Event plumber
(Administrative)
Barriers erected between public and
4E
hazardous equipment (Engineering).
Security on patrol and event staff
Chief warden,
ride operators
3E
Chief /site
briefed.
wardens,
(Minimisation).
Security
Emergency management plan enacted
‘’
Injuries from stage
collapse
4E
Reputable hire company used and
2E
staging checked before event.
Chief warden
Stage
manager
Supplier
Crowd
Alcohol
Fireworks
Crush from overcrowding
at stage
4D
Injuries and scuffles from
Intoxicated participants
5E
Injury and/or damage
from fall out
4D
Punter barriers 2 metres in front of
2E
stage (Engineering).
Advertise event as alcohol free. Ban
Security
5E
sale of drinks in glass. Security patrol.
Ensure adequate exclusion clearances.
Use reputable operator. MFB onsite
Chief warden
Event team
Security
4E
Chief warden
Operator
Assess each identified hazard and associated risk according to its probability and consequence using the above matrix (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.
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Appendix 5: Communication and event management
Good communication is synonymous with good event management. It is vital not only in event
marketing but also planning and 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 the regulatory environment or contribute as suppliers, stall
holders, staff and performers. Good event administration – putting your event planning down in
writing, will help ensure consistent communication through the planning process across a wide
range of stakeholders. A useful event administration list is offered in Appendix 10
Communications at the event: With staff
During the event, good communication is essential between event staff. In addition to following
the event plan and schedules described above, 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 and any relevant schedules and
have been briefed prior to the event;
 Set aside an area as an event control centre. It should have 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 and issues that arise on two way radios and
ensure these are recorded and followed up.
Communications at the event: With event patrons
The event itself brings the additional need to communicate program and important site
information to event patrons through:
 The event program booklet/ sheet should include:
o Information about how to get there and where to park;
o Any entry costs or conditions of entry;
o Indicate whether the event is accessible to wheelchairs;
o A timetable of activities, performances and other highlights;
o A map of the event site including entry and exits, Information Centre, toilets,
water, 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, as well as highlights.
 The Master of Ceremonies or MC who can provide not only information about performers/
activities but also good housekeeping information such as recycling and make important
announcements re lost children and property; and,
 A loud hailer will also be useful if the need to issue safety directions to festival patrons
arises such as evacuating an area.
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Appendix 6: 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
with choosing an event venue that is accessible and consider the following in event planning:
 Is there accessible transport nearby?
 Have you provided disabled parking close to the event?
 Have you provided a safe drop–off point close to the event?
 Will you need ramps at main entry, to conveniences, activities or to stage?
 Are entry doors/ gates wide enough and easy to open?
 Is signage to key amenities easy to read?
 Does your marketing include accessibility information to the event?
 Are activity areas (stage, market stalls) wheelchair-accessible?
 Have you provided seating space for wheelchairs?
 Can a person in a wheelchair move about through your site layout?
 Have you provided accessible toilets?
 Is there proximity and good lighting for hearing impaired people to lip read OR, an
Australian sign language interpreter to sign key information and speeches (see Useful
Contacts)?
 Is there an audio/ spoken presentation to enable sight impaired people to follow
important parts of the program?
 If catering, have you provided:
o Drinking straws?
o For special dietary needs?
o Seating and tables?
o Room for wheelchairs or walkers to move around?
o Event staff 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.
Further information
Melbourne City Council’s publication Good Access is Good Business offers an extensive checklist
of ideas. This publication can be freely downloaded from the events pages on their website
www.melbourne.vic.gov.au .
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Appendix 7: An event emergency plan template
Event name:
Event date:
Event Address:
Melway Ref:
Important Contacts
Phone Number
Name
Chief warden (at event)
Site warden 1 - if applicable
Site warden 2- if applicable
Stage manager - if applicable
(Traffic Management Company - if
applicable)
(Volunteer Coordinator if applicable)
First Aid contact onsite
Emergency Services
000
(Security Company contact – if
applicable)
The following plan outlines how an emergency at the event will be handled:
All incidents are reported as soon as possible to the Chief Warden whose role it is to manage the
subsequent emergency/ incident.
Depending on the emergency/ incident, Chief Warden will:











Assess if emergency services are required;
Call emergency services;
Manage - containing and/or isolate the emergency /incident area from the public (e.g
hazard tape);
Coordinate wardens to assist people to safety (partial or complete evacuation) if needed;
Call a temporary halt to program or cancel the event;
Gather information for incident reports;
Hand over to emergency services when they arrive;
Follow and direct all event staff to follow Emergency Service instructions
Complete the Incident report;
Brief key stakeholders (e.g Council); and,
Handle media enquiries or delegate same to designated media spokesperson
Contacting Emergency Services:
1. Ring 000
2. Identify your address and exact location
3. Detail what you have observed and the requirement for attendance.
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Appendix 8: Event Site Safety Checklist
A sample template for a Site Safety Checklist
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 and platform edges 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 Site Warden(s)
√
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
Ensure hot surfaces are set back from event patrons
Ensure guards to hot surfaces are in place
Check each food stall for temporary hand washing and drying facilities
Ensure only grey water disposed (preferably on plants). Fat and water dirty with food
scraps to be taken offsite by vendor
Ensure correct food storage and waste management in place
General Area Safety: To be completed by Site Manager/ Warden
√
Safety feature
Check walkways are kept free of trip hazards (residues, spills, mud etc.)
Walkways are clear to 1.2 metre from any obstruction on all sides
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Check floor area is clear of obstructions and that any carpet etc. is taped down
Check all obstructions i.e. seating banks, objects in space are clearly marked
All entrance/exit points are clear to 1.2 metre on all sides
Check 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 stable and sectioned off from public
Monitor waste collection and littering
Carnival area: To be completed by Site Manager/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 perimeter fencing in place
Ensure safe clearances (minimum 2m) from other rides, trees etc.
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 Jumping Castle and similar rides offer a padded landing area
JUMPING CASTLE: Check ride is securely anchored
JUMPING CASTLE: Operator monitors prevailing winds during operation
Name:
_________________________________________________________
Position:
_________________________________________________________
Signature:
_________________________________________________________
Date:
_________________________________________________________
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APPENDIX 9: INCIDENT/HAZARD REPORT FORM
CATEGORY (Tick the relevant box)
 Hazard (Complete A+B+G+H+I)
 Personal Injury / Illness (Complete A+C+G+H+I)
 Damage to Property/Equipment (Complete A+F+G+H+I)
 Incident/Near Miss (Complete A+B+G+H+I)
 Motor Vehicle (Complete A+D+G+H+I)
 Public Liability (Complete A+E+G+H+I)
 PART 1 – GENERAL DETAILS (Complete ALL fields)
PERSONAL (Tick the relevant box)
 Staff Member
 Contractor/Agency
 Volunteer/ Visitor/Other
Incident/Hazard Date: ................................................... Incident/ Hazard Location / Address:..................................................................................................
Incident/Hazard Time: .................................................... Business Unit: ....................................................................................................................................
Manager Name: ............................................................ Ph: ........................
OHS Rep Name: ..................................................... Ph: ............................
 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: ............................
 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?
 No
 Yes
Body Part Affected: ......................................................................................................................
Attended Doctor / Hospital?
 No
 Yes
 Doctor
Where did the injury occur?
 At work
 Hospital
 Other, give details: ...............................................................
 Travelling to and from work
 Other, give details: .................................................
Witness (1) Name: ..................................................... Ph: .....................
Witness (2) Name: ................................................. Ph: ...............................
 PART 4 – MOTOR VEHICLE (Complete relevant fields)
Description of Incident:
..
Any injuries?
 No
 Yes (COMPLETE PART C)
At Fault?
 Council
 Other
 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: ............................................
 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): ......................................................................................................................
.....................................................................................................................................................................................................................................................
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 No
Estimated value of damage / loss: .................................................................
Police Notified?
Witness (1) Name: ......................................................
Witness (2) Name: ................................................. Ph: ..........................
Is the person making or intending to make a claim?
Ph:.........................
 No
 Yes
 Yes (Obtain Police report)
 Unsure
 PART 6 – DAMAGE/LOSS OF COUNCIL EQUIPMENT OR PROPERTY (Complete relevant fields)
Nature of Damage/loss (Tick the relevant box/s)
 Burglary
 Theft
 Malicious Damage
 Fire
 Water Damage
 Other
Description of Items Damaged/Lost: ........................................................................................................................................................................................
..................................................................................................................................................................................................................................................
Estimated value of damage / loss: ...............................................................
Police Notified?
 No
 Yes (Obtain Police report)
 PART 7 – CONTRIBUTING FACTORS
CONTRIBUTING FACTOR (Tick the relevant box/s)
EQUIPMENT FACTORS
ENVIRONMENT FACTORS
 Equipment Failure/Malfunction
 Raining/Stormy/Windy
 Lack of Maintenance
 Overcast
 Unsuitable use of plant/equipment
 Temperature
 Insufficient / inadequate guards
 Surfaces/Paths/Roads/Holes
 Fumes / chemical / noise omission from plant  Other obstructions / Fences / gates
 Design issue
 Night / After hours
 Other; Give details ....................................................
 Animals
.......................................................................................
 Trees / shrubs / vegetation
.......................................................................................
 Working at heights
 Confined / Dangerous space
 Other; Give details ...................................
.......................................................................
.......................................................................
HUMAN FACTORS
 Adherence to Laws / procedures / instructions
 Tiredness/Fatigue
 Alcohol/Drugs
 Unsafe Practice
 Hours of Operation
 Physical Condition
 Manual Handling
 Eyesight/Hearing
 Other Medical
 No PPE
 Lack of Concentration
 Lack of training / instruction
 Not qualified / experience
 Working alone
 Other; Give details ...........................................
 PART 8 – RISK RATING
RATE THE RISK (Tick the relevant box)
High 
Medium 
 Fatality
 Medical Attention
 Lost Time Injuries/ Serious Personal Injury
 From $1,000 to $50,000 property Damage
 Chemical Exposure/Leaks
 Minor Business Interruption
 Plant/Equipment Collapse/Overturning
 Fire/Explosion/Significant Property Damage
 Bomb Threat
 Greater than $50,000 Damage
 Substantial Business Interruption
 Media Involved
NOTE: Investigations required for all incidents / hazards rated as HIGH.
Low 
 First Aid Attention
 Less than $1,000
 Limited Business Interruption
 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 4290 or 9249 4733 and/or the OHS Department on 9249
4429 or 9249 4412.
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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 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:
 A contact list(s) for all stakeholders: sponsors, suppliers, performers, stall holders;
 A complete event plan:
o Marketing Plan
o Program Plan
o Event timeline
o 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, affected residents/ traders;
 A set up and pack up production schedule – see attached sample;
 Stall holder confirmation information (letter, map and vehicle access) with instructions re
access and set up at the event sent to each stall holder;
 Detailed running sheet for all stages/ programmed and ceremonial activities;
 Letters of Agreement with all contractors, event staff, sponsors and performers with
instructions re access, relevant contacts at event– see attached samples.
 Safety Planning:
o The Emergency Plan (see Appendix 7 p45);
o The Risk Management Plan and safety checklists (see Appendices 4 + 8); and,
o The Traffic Management Plan.
 Special guests may need parking passes, security protection, catering and someone to greet
and accompany them – all matters to be confirmed in writing before the event.
Paperwork at the event
In addition to monitoring safety, implementing your traffic and risk management plans, it will
also be advisable to:
 Note attendance and ‘no shows’ by stall holders, performers, staff and suppliers;
 Report all incidents and near misses; and,
 Gather feedback from patrons through feedback forms or surveys.
Gathering positive visual documentation of the event will also be vital to promoting future
events.
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 feedback from patrons in an evaluation report;
 Ensure all payments are made and prepare a detailed budget report; and,
 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.
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Sample Production Schedule
date+
time
Task
5am
Chief Warden on site
5.30am
Site Wardens on site
Entry barricades put up
Marquee and staging on site
Toilets arrive on site
6.45am
Supplier
(for a medium scale event at a reserve)
Contact personTel
Notes
Site check
Final debrief re ny changes to site
layout/ scheduling ec.
to finish loading by 8am
Generators arrive on site
7.30am
Event electrician on site
Stall signage up
Entry barricade volunteer(s) on
site
Event volunteers on site
7:45am
8am
8:15am
Traffic management setting up
road closure
Stall holders 1-10 on site
Sound on site
Safety Officer on site
Stall holders 10-20 on site
9am
9:45am
Clipboard list of stalls holders and
suppliers with vehicle access to site
Bins out + other duties
(Accredited)Traffic
Management
Company
will collect at 5.30pm
Stage up and ready
Site inspection
No Vehicles allowed on site
Information booth set up
Stage manager on site
Activity X on site
rides on site
Gas inspections at food stalls
First Aid on site
Site safety inspection
completed
Volunteers
Ride operator(s)
Event plumber
gas safety checklists
Safety Officer
10am Event begins - see also Program Schedule
11.00am 3.00pm
Event Photographer on site
11.00am 7.00pm
Security on site
11.00am 6.00pm
Cleaners on site
4pm
4:45pm
Pack up begins
Release forms & clipboard at ECC
security required to final pack up
Toilets kept clean and stocked. Bins
rotated as required
All
Vehicles allowed back on site: TBC by Chief Warden
6.30pm
Marquee and staging hire on
site
Bins + waste collected for pick
up
Sound equipment picked up
Generators picked up
Toilets picked up
Litter sweep over site
7pm
Site secured/locked up
6pm
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Sample contractor agreement
(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.
3.
The contractor will perform the above contracted services in such a manner as to protect
themselves, other staff, participants and patrons from any injury or danger and use such
measures as necessary to achieve this outcome.
Signed
____________________
_______________________
(Name)
Witness
____________________
Date
City Compliance
______/_____/_______
Event Manager/ Coordinator
Date
______/_____/_____
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Sample performer agreement
(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
passes*
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)
(date)
Public
Liability:
City Compliance
This agreement is subject to a suitable Certificate of Currency for Public
Liability Insurance being provided by the performer/ performing group.
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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
____________________
Date
_____ /_____/________
Event Coordinator/ Manager
Date
_____ /_____/_____
OR
Public Liability
Insurance:
Supplied by (event organiser)
Please Note:
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
____________________
Date
City Compliance
_____ /_____/________
Event Coordinator/ Manager
Date
_____ /_____/_____
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Sample stall holder confirmation letter
(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
Site size
(insert size)
Marquee
(Providing own/ Provided + size +number)
Trestle Table(s)
Chairs
No Provided/Providing own
Powered site:
(Yes/ No)
PLEASE READ
THIS LETTER
VERY
CAREFULLY
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).
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 either 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 3760:2003).
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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 put in
recycling rubbish bins.
ALCOHOL
Alcohol is NOT to be served or consumed at this event
OR
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.
OR
FOOD
Confirmation and acceptance of your food stall at (event name) is subject to you
obtaining all relevant food permits (Statement of Trade or Food Notification) as
required.
INSURANCE Confirmation is subject to provision of your own Public Liability Insurance cover as
per your application.
OR
Confirmation is subject to cover provided by the (event organiser) for approved
stall goods/ activities as agreed.
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.
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Appendix 11: Notification letter template
Notification of Event
Date
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:
 noise from stage, firecrackers or fireworks 
 traffic congestion
 road closures)
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 take this opportunity invite you to join us at this wonderful event
(Insert name)
(Insert title/role in event)

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 150-200m radius from firecrackers and 500m to
800m radius from point of fireworks discharge.

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 at walking pace, escorted on foot by an event official
if necessary for the safety of event patrons.
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Appendix 12: Marketing your event
Event marketing is the art of creating a favourable impression or selling your event to:
 Participant stall holders and performers;
 Prospective sponsors; and,
 Your target audience.
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
post event coverage and acknowledgements.
Marketing Plan Template: (Event Name) Marketing Timetable @ (Date)
media
Target
audience
Design
Participants
and attendees
Prospective
participants
Participants
and attendees
Prospective
sponsors
General
community
Target
Community
General and
target
community,
General
community
Event visitors
Reg Forms
Website
Sponsorship
Outline
Press
releases
Newsletter
listings
Event
Flyers/
Posters
Roadside
billboards
Event site
signage
Programs
Deadline
Publication
/distribution
date
Responsibility
Cost
or ‘in
kind’
Status

Notes
Update as required.
Appealing photo
opportunities advised.
MC @ event
Event visitors
Feedback
Survey
Website
coverage
Event visitors
Basic image + minimal
information
Banners, directional
signage
Program and site
information
Program schedule and
Scripts required
Prize incentive?
General
community
(Acknowledgment of
volunteers, sponsors)
Event visitors
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.
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Marketing to sponsors
Marketing your event to sponsors requires a brief visually appealing outline of event features,
especially those that might appeal to the prospective sponsor plus a list of benefits. The latter
should include optional packages of marketing and promotional opportunities that will
acknowledge the sponsorship in the lead up, at and after the event for a price. 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 form or mix of media will
best reach the event’s target audience?
Event



marketing now includes a wide range of options including:
Low cost Social Media such as Youtube, Instagram, Facebook and Twitter;
Low cost online media such as email and websites;
Print media: posters, flyers and leaflets, program brochures or booklets, adverts, articles
and listings, newsletters and mail out;
 Roadside billboards and banners, adverts on buses, bus shelters and taxis;
 Electronic media such as radio and television advertising; and,
 A wide range of merchandising options in addition to creative promotional activities
(giveaways, competitions) limited only by cost and imagination.
Marketing at the event
The event itself brings the additional need to communicate event highlights activities and site
amenities to patrons at the event usually through:
 The event program booklet/ sheet which should include:
o Any entry costs or conditions of entry;
o A timetable of activities, performances and other highlights;
o A map of the event site including entry and exits, Information Centre, toilets, water,
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, as well as highlights;
 The Master of Ceremonies or MC who can provide:
o
information about upcoming performers, activities and highlights;
o
Acknowledge your sponsors and sponsor messages;
o
‘housekeeping’ information for the safety and comfort of patrons; and,
o
important announcements regarding lost children and property.
 Banners acknowledging sponsors;
 Ceremonial activities such as Official Openings (best kept very brief); and,
 Promotional activities such as competitions and giveaways.
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.
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.
See attached sample performer and stall holder registration forms.
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Sample performer registration form
(Event name + date + time + address)
Performer Registration Form
(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 ________________________________________________________________ Postocode_________________
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
copy. Please note preference may be given to performers with their own PLI cover.
□
If yes, please attach a
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.
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


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).
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Sample stall holder registration form
(Event name + date + Time + Address)
Stall Registration Form
(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:
email:
Day Time Telephone Number:
@
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.
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.
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






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).
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Brimbank Event Handbook: Useful Contacts
Useful Contacts
Council
BUILDING SERVICES
Occupancy Permits and siting approvals
CITY COMPLIANCE
Event Permits, Passive Reserve Bookings,
Keilor Customer Service Centre
Old Calder Highway, KEILOR VIC 3036
Fax: 9249 4805
Permits for roadside billboards
COMMUNITY PLANNING
AND DEVELOPMENT
Brimbank Community Grants
ENGINEERING SERVICES
Traffic Management Plan (approvals)
ENVIRONMENTAL HEALTH
Food Permits: Registration/ Notification
LEISURE SERVICES
Sportsground reserve bookings
Billboards signs at sportsgrounds
MEMBERS OF COUNCIL
Invitation to events
CONTACT US
9249 4000
info@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
Roadclosures@ambulance.vic.gov.au
APRA (AUSTRALASIAN
License to use copyright performances
PERFORMING RIGHTS
5 Sanders Place
ASSOCIATION)
RICHMOND VIC 3121
1300 852 388
licence@apra.com.au
DEPARTMENT OF JUSTICE
Working With Children Checks
GPO Box 1915
MELBOURNE Vic 3001
1300 652 879
workingwithchildren@justice.vic.gov.au
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FILM VICTORIA
Film Industry Guidelines (Vic)
9660 3200
www.film.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
southern.region@casa.gov.au
METROPOLITAN FIRE BRIGADE
Superintendent
Western Zone Headquarters
30-32 McIntyre Road
SUNSHINE VIC 3020

9662 2311
Notifying road closures
1300 811 639
estathoforesupervisors@esta.vic.gov.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
Fax: 9027 4963
eventnotification@ptv.vic.gov.au
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
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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
VIC ROADS
Events affecting Vic Roads
Team Leader – Traffic and Transport
Metropolitan North-West Region
499 Ballarat Road
SUNSHINE VIC 3020

9313 1163
Fax: 9313 1175
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

VICTORIA POLICE
9313 3333
Fax: 9131 3300
Officer in Charge
Highway Patrol Brimbank
Keilor Downs Police Station
1 Copernicus Way
KEILOR DOWNS, VIC 3038

VICTORIA POLICE
9365 3350
Fax: 9365 3303
On road events (races, fun runs)
Victoria Police Centre
637 Flinders Street
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DOCKLANDS VIC 3009
9247 5714
Fax: 9247 5725
ROADPERMITS-OIC@police.vic.gov.au
VICTORIA POLICE
Film and Television Office

9247 3259

9247 5599
Fax: 9247 3489
Film.tv@police.vic.gov.au
WORKSAFE VICTORIA
Events program Coordinator
WorkSafe Victoria
222 Exhibition St
MELBOURNE VIC 3000

9641 1444
Fax: 9614 1222
www.worksafe.vic.gov.au
Contractor Services
BUDGET BIN HIRE
Skip Hire
SUNSHINE VIC 3020

CLEANAWAY
1300 246 246
Wheelie bin/ skip hire
TULLAMARINE VIC 3043

JJ RICHARDS
13 13 39
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
Sita Bus Lines
9689 7999
Fax: 9689 3382
CDC Sunshine (formerly Westrans)
9390 0111
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Fax: 9390 0222
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City Compliance
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