Albert Park Lake Major Event Guidelines 2021-2022 - (for on water events)
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Albert Park Lake
Major Event Guidelines
(for on water events)
2021-2022
Overview The Opportunity
This document provides advice to event organisers This Call for Dates application is for Albert Park Lake on-
seeking to hold major on-water events at Albert water major public events including:
Park Lake during the 2021-2022 financial year.
• Large scale major events;
In the issuance of event permits, Parks Victoria’s • Community or recreational events of more
objective is to ensure protection of cultural and built than 500 people involving commercial trade
heritage while respecting environmental and social or business, or hired infrastructure;
attributes. Parks Victoria takes an adaptive • Events requiring road closures;
management approach by evaluating the impacts and
• Events requiring boating activity exemptions
successes of each event and using this information to
or exclusion zones; and
inform future decisions.
• Ticketed events attracting more than 500
Parks Victoria’s vision for Albert Park is that of a high- participants.
quality lakeside park home to amateur sport and Public events at Albert Park Lake include rowing
recreation, as an outdoor venue for public events and regattas and sailing events which complement the
activities and a valuable tourist feature of vision of Parks Victoria and the values of Albert Park.
inner Melbourne (Albert Park Master Plan 2019).
Given, Albert Parks frequent use as a host to Events that are cultural, charitable or cause-related
sporting, recreational, cultural, social, community which are conducted for the purpose of attracting
and public events, a call for dates process helps revenue, support, awareness and/or for entertainment
ensure a fair and equitable event permitting allocation purposes, and include the general public, are generally
process encouraged at Albert Park Lake.
The Location
Albert Park Lake and Reserve is one of Melbourne’s Please note the following important detail:
busiest parks, with over six million visits annually. Albert
Park is a major venue for recreation and sporting • The call for dates process is not open to
private events, corporate events or smaller
activities and features a range of facilities such as the
events (these can be applied for through the
Melbourne Sports and Aquatic Centre, Lakeside standard process).
Stadium, Junction Oval, a public golf course and driving
• If your event utilises the open space land
range plus numerous sporting fields. The park also
surrounding Albert Park Lake, you will also
contains restaurants, a café and function venues.
need to complete the Call for Dates
The wide variety of commercial, recreational and application to hold an event at Albert Park
sporting activities occurring in Albert Park sets it apart Reserve during the 2021-2022 Financial Year.
from other urban parks throughout the world and • Fireworks will only be considered for events
reinforces Melbourne’s reputation as the world’s most that are of state, national or international
liveable city. significance.
• Dates that fall within the Grand Prix
Albert Park Lake has two wetland areas developed to
period cannot be considered.
control sediment and provide habitat and breeding sites
for the local bird population; Gun Island and Mud Island
• 2021 date - 1 November to 1 December
(please refer to Attachment 1, Albert Park Lake Map). • 2022 date - 1 March to 1 April *Subject to FIA
Albert Park is a migratory home to significant birds World Motor Sport Council approval
including the Great Egret, the White-throated • In the lead up to the 2021 Grand Prix major
Needletail and the Sacred Ibis. Black Swans, Pacific Black works will be conducted around the park
Ducks, Pelicans, Coots and Cormorants can often be which might affect site availability.
seen feeding on the aquatic vegetation within the lake.Things to Know Before Applying to hold event requires exemption and/or exclusion zones,
Parks Victoria is required to advertise these in the
an Event on water
statewide newspaper, Government Gazette and on its
Parks Victoria is the waterway manager under the
website. Please note that all advertising costs incurred
Marine Safety Act 2010 for Albert Park Lake.
will be passed on to the organiser. In order for a
The Marine Safety Act 2010 enables a waterway waterway manager to meet the requirements under the
manager (Parks Victoria) to make exemptions, in Marine Safety Act 2010 (Vic), including assessment,
consultation with Transport Safety Victoria, to relevant government gazette and newspaper notices, you must
laws (Marine Safety Act 2010, Marine Safety Regulations lodge a complete BAE application and associated
2012, Waterway rules, and/or Port Management (Local documents at least 12 weeks before an event.
Ports) Regulation 2004) that govern the operation of
vessels and to create activity exclusion zones on the
Assessment Criteria
waterways it manages. Events are assessed annually for inclusion in the Albert
Park Calendar of Events. Parks Victoria reserves the
• The Call for Dates application is to be completed right to limit the number, type and size of events per
by persons who propose to conduct a waterway year. Assessment is based on the following:
event/boating activity on managed waters and • Consistency with the purpose of the reservation as
who wish to apply for either an exemption or an described in the Crown Land (Reserves) Act 1978;
exclusion zone and exemption or modification • Impact of the event on Albert Park tenants,
from the application of provisions of the: facilities, general public access, the environment,
o Marine Safety Act 2010 (Vic); local traffic and parking;
o Marine Safety Regulations 2012 (Vic); • Suitable event timing;
and
• Experience in conducting events;
o State waterway rules.
• Alignment with Parks Victoria Healthy Parks
• If you are conducting a series of events at different Healthy People principles;
waterways, you may need to complete a separate
• Capacity to provide necessary event
application form for each waterway to address the documentation; and
safety issues for each individual location. As part
• Reference checks, at the discretion of Parks
of your application you will need to provide an Victoria.
assessment of safety risks associated with the
boating activity exemption or modification and the Selection and Event Approval
proposed risk controls to be implemented to If the event is deemed suitable for Albert Park, in
eliminate or reduce those safety risks. Your principle approval will be provided to event organisers
application cannot be considered without a risk based on the details submitted in their Call for Dates
assessment. application. However, upon receipt of your event
application a Parks Victoria staff member may contact
• You must have a cancellation policy outlining
you to discuss your submission, clarify any items
when the event will be cancelled if the safety risks
contained within and request additional information if
are deemed too high for the event to go ahead or
required. These requirements will vary depending on
continue.
the type and scale of event you are proposing, and may
• There is no fee to lodge the Call for Dates include securing permits or approvals from other
Application.
relevant parties (Maritime Safety Victoria, VicRoads, and
Boating Activity Exemptions Local Council etc.).
A Boating Activity Exemption (BAE), granted under
Please note: If an event has been held at Albert Park
section 203 of the Marine Safety Act 2010, allows a
Lake previously this does not automatically provide
person or event organiser to conduct organised boating
approval or a desired date.
activity or an on-water event or series of events on State
waters that would, otherwise, be in contravention of a
relevant law, rule or regulation. For more information on
boating activity please visit
https://transportsafety.vic.gov.au.
A waterway manager can only issue boating activity
exemptions and exclusion zones in relation to the
operation of vessels on waters under its control. If yourCall for Dates Assessment Timelines For events not applying the Community Event Fee
Schedule, event fees will be calculated at market rates.
Please allow a minimum 4 weeks for the review process
to be undertaken once applications close. A longer
If applicable, fees for advertising in statewide
period may be required for events requiring exemptions
newspapers, Government Gazette and on its website, if
or exclusion zones on water.
safety exemptions and exclusion zones are required.
Timing will be dependent on the number of applications
received, date clashes between proposed events etc.
Caring for our Open Spaces
Tentative approval of dates will be provided once the As Albert Park Lake includes sites of natural and heritage
calendar has been finalised. However, an event is not significance; it is an expectation that the event
approved until Parks Victoria has provided written permittee takes responsibility for looking after these
confirmation to the event organiser by way of a signed spaces while occupying them. Where damage has been
Event Permit. This will only be provided once all caused to the permit area Parks Victoria has a legal right
prescribed requirements have been met. to recover these costs arising out of Permittee’s
covenants within the standard terms and conditions of
Event Permit the event permit.
The event permit outlines conditions under which event Please note: Pegging is not permitted, all infrastructure
organisers agree to conduct their event. The permit is (including marquees and signage) must be weighted.
not in effect until Parks Victoria receives a signed copy
agreeing to these conditions and is satisfied that all Pre and Post-Event Site Meetings
other conditions have been met. Parks Victoria reserves
If your event involves the use of land adjacent to Albert
the right to withdraw an event from the Event Calendar
Park Lake, Parks Victoria will invite the event permittee
if conditions are not met. Should prevailing
and or/event organiser to pre and post-event site
circumstances prevent or restrict the event being held at
meetings so that site conditions are recorded and noted
a particular time or location Parks Victoria will, where
by both parties before and after the event.
possible, work with the event organiser to reach a
mutually acceptable outcome.
Weather Contingency Considerations
Important note: Events should have a wet weather contingency plan for
In the case of the scheduled event date being declared a
bump in/out and the event day to minimise damage. The
day of Total Fire Ban or subject to extreme weather
event organiser will be held responsible for the payment
conditions any planned event may be cancelled at the
of any repairs required following the event.
discretion of Parks Victoria.
Event Fees Other Considerations
An event fee is charged according to size, scale and • Comply with any requests made by Parks Victoria’s
nature of the event as determined by Parks Victoria. Rangers as it is the Ranger’s responsibility to
Upon submission of an application an indicative fee can ensure that the park is protected, all park visitors
be supplied upon request. Parks Victoria requires the are safe and their enjoyment is not compromised.
permit fee to be paid prior to the event. • Victorian Police Major Event Notification Unit.
Notify Victoria Police with full details of the event
Community Event Fee Schedule at least 2 weeks before the event.
Where a Permittee is a registered charitable
organisation or a not for profit group, then event is to be
considered a community event and the permit fee is set
on a cost recovery basis.
Community Event pricing will apply where:
a) The Permittee is a charity, or
b) The Permittee is a not for profit group; or
c) All net proceed from the event will be
distributed to a charity or not for profit group.
In all cases, the onus is on the Permittee to establish
their status and eligibility for community event pricing.Mandatory Documents Justice and abide by conditions of the permit. For
If your Call for Dates application is approved, Parks more information, please refer to their website:
Victoria will grant an Event Permit subject to the www.vcglr.vic.gov.au/home/liquor;
provision of a:
• Noise Management Plan - outlining mechanisms
to ensure compliance with State Environment
• A copy of the Event Map. Hand
drawn/incomplete maps will not be considered. Protection Policy abide by the State Environment
The map must: Protection Policy (Control of Music Noise from
o Reference all positions using Lat/Long Public Premises) (SEPP N-2);
coordinates to WGS84 (deg/dec/min). • Occupancy Permit for a Place of Public
o Show the area of the event. Entertainment (POPE) - which is obtained from
o Show all proposed exclusion zones the City of Port Phillip (please refer to City of Port
including safety distances between area
Phillip website for information relating to
of use, shore, infrastructure and
direction of travel. prescribed temporary structures
o Show the type and location of all www.portphillip.vic.gov.au). This document
infrastructure including markers/ buoys, confirms your event complies with the Building
boat ramps, moored infrastructure and Act and must be displayed at all times during your
moored vessels. event. City of Port Phillip will inspect the event site
o Show the emergency access point from on the morning of your event to ensure you have
the water and first aid location. met the requirements set down in this document;
• A copy of a Certificate of Currency showing • Other Agency approvals identified throughout
current validity of public liability insurance. You assessment;
must have a minimum of $20m public liability
• Pedestrian and Crowd Management Plan (for
insurance coverage for the event, noting the
events that have the potential to impact the
interest of Parks Victoria.
general public movements through the park);
• A copy of your Communications Plan.
• Public Performance of Sound Recordings (PPCA
• A copy of your Safety Management Plan (SMP), if
Licence) for events that involve the playing of
the event is operating under the rules/safety
sound recordings or music videos in public. For
management plan of a national or state
more information please refer to their website:
recognised body approved by the Safety Director.
www.ppca.com.au
• Full programme/running sheet of the event
including bump in and bump out details. • Resident Notification Plan - a notification letter to
• Other Agency approvals as identified throughout residents, typically requested for events involving
assessment. road closures and amplified noise. Parks Victoria
• A Risk Management Plan. staff will advise during the planning phase if this
will be a requirement for your event;
• If you have not provided your Cancellation
Procedure at question 37, attach it as a separate • Signage Plan directional, promotional,
document. emergency, flags, banners and VMS etc;
• Temporary Food Handling Permits Food vendors
Additional Supporting Documents must adhere to the Food Act 1984. Vendors
Depending on the scale and nature of the event the operating at Albert Park must lodge a Statement
following maybe requested: of Trade (SOT) with Streatrader and the City of
• Child Protection Plan - if your event involves Port Phillip. For more information, please refer to
children, please consider your obligations under Streatrader’s website:
the Working with Children Act 2005. https://streatrader.health.vic.gov.au/
• Communications Plan - (outline how event • Traffic Management Plan (TMP) (if closing Parks
organisers will notify affected stakeholders of the Victoria managed roads). TMP prepared in
event); consultation with VicRoads, local Council and
Parks Victoria. The TMP must include parking,
• Liquor Licence - Parks Victoria must approve the
signage, signage distances, method of
sale and consumption of alcohol at any event,
communication and Victorian Police Major
after which the event organiser needs to obtain a
Events Unit notification.
liquor licence from the Victorian Department ofSubmission Details
If drones are proposed at your event, you must also
provide: To lodge an 2021-2022 Albert Park Lake/Reserve
Major Event call for dates application, please complete all
• Aircraft Operations Plan including: areas on the applicable form and submit with any
o Take off and land zone; additional information requested to:
o Proposed flight path;
o Proposed exclusion zone; and Attention: Call for Dates 2021-2022 Major Events for Albert
o Proposed location of spotters. Park Lake / Reserve
• Factsheets of all proposed aircrafts; Customer Support Team
• Remotely Piloted Aircraft Licence for all proposed Parks Victoria
pilots; 65 Church St. Morwell VIC 3840
Email: events@parks.vic.gov.au
• Operator’s certificate;
• Operator’s certificate of currency of public liability
insurance;
• Job Safety Analysis; and
• Civil Aviation Safety Authority (CASA) area
approval (if required).
Important note: Heavy restrictions apply to the use of
Remotely Piloted Aircrafts (RPAs) within Albert Park
Reserve.
What Happens Next?
• The waterway manager will assess your
application and may forward it (and the required
Notification/ declaration/ notice) to the Safety
Director, Maritime Safety Victoria.
• You may be required to provide further
information to support your application.
• The waterway manager will notify you of the
decision.
• If granted, the exemption declaration will be
published in a newspaper circulating generally
throughout Victoria (exemptions from state wide
advertising may be given if it can be shown that
the requirement has been substantially complied
with and been adequately achieved through
alternative means or is impracticable or
inappropriate) and on the waterway manager’s
website. Please note that all advertising costs
incurred will be passed on to the event organiser.
• Exclusion zone notices will be published in the
Government Gazette.
Attachments
1. Albert Park Lake MapYou can also read
