MELBOURNE EVENT PLANNING GUIDE - AUGUST 2019 - City of Melbourne
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MELBOURNE EVENT PLANNING GUIDE AUGUST 2019
MELBOURNE EVENT PLANNING GUIDE
ACKNOWLEDGING MELBOURNE’S MESSAGE FROM THE LORD MAYOR
Contents
TRADITIONAL OWNERS OF MELBOURNE
Wominjeka! (Welcome to Melbourne!) Melbourne’s reputation for events makes us
1. Introduction all proud, and behind every successful event
The City of Melbourne respectfully
lies excellent planning and management.
acknowledges the Traditional Custodians
2. P
lanning your event We’ve developed this guide to assist you
of the Land. For the Woiwurrung
in Melbourne with queries you might have about planning
(Wurundjeri), Boonwurrung, Taungurong,
and permits when staging events and
Dja Dja Wurrung and the Wathaurung
3. P
reparing your activities within our city.
groups who form the Kulin Nation,
event plan Melbourne has always been an important The City of Melbourne recognises that
meeting place for events of social, educational, events play an important part in the
4. P
ermits and other
sporting and cultural significance. community’s life. Enjoyable and accessible
considerations
activities boost wellbeing and support
Today we are proud to say that Melbourne is
cultural diversity. Every precinct benefits
5. Glossary a significant gathering place for all Aboriginal
from activation of the streets, and raising the
and Torres Strait Islander people.
city’s profile increases visitation.
At City of Melbourne events and functions,
6. Appendices Our role is to support and guide event
the following statement is read to
managers, organisers and promoters in
acknowledge Melbourne’s traditional land
a spirit of collaboration and partnership.
owners, often also accompanied by a
7. Useful contacts Our team provides advice, knowledge
traditional Welcome to Country ceremony.
and expertise to ensure that events
We invite you also to read this statement at
succeed, while maintaining the safety of
your event:
our community. From vehicle access, to
“I would like to acknowledge the people infrastructure, catering, waste management
of the Kulin nation who are the Traditional and many more aspects, this guide provides
Custodians of this Land on which we are a step-by-step process with information on
gathered. I would also like to pay respect to your responsibilities and requirements as an
their Elders both past and present, and event organiser.
extend that respect to other Indigenous
As a recognised city of events and
Australians present.”
culture, Melbourne also works hard to be
a city of sustainability. We all need to take
responsibility to reduce our environmental
footprint and this guide provides event
organisers with information on how to
minimise their impact.
I encourage you to use this guide as a
valuable resource and to refer to services
available through our Events Melbourne
team. On behalf of the City of Melbourne,
I wish you every success with your event.
Sally Capp, Lord Mayor
2 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE
CONTENTS
CITY OF MELBOURNE’S COMMITMENT 5 3.13 Occupancy permits and temporary structures 19
Temporary structures and siting approval 20
Introduction 6 Building Control 20
1.1 Events Melbourne branch and the Temporary Occupancy Permits for
Event Operations team 6 Places of Public Entertainment (POPE) 20
Inflatable and other non prescribed temporary structures 21
2. PLANNING YOUR EVENT IN MELBOURNE 3.14 Pedestrian and crowd management plan 21
A STEP-BY-STEP GUIDE 7
Pedestrian management plan 21
2.1 Why you need an event permit 7 Crowd management plan 21
2.2 What locations/sites are available to book? 7 3.15 Traffic management plan 22
2.3 When to apply for an event permit 8 3.16 Events on Melbourne’s roads and laneways 22
2.4 No permit required 8 Traffic and public transport management 22
2.5 Event permit assessment process 8 Notifying relevant authorities 23
2.6 Activity permits for weddings, promotions, A-Team 23
filming and personal training 8 Public Transport Victoria 23
Weddings 8 VicRoads 23
Promotions 9 Victoria Police 24
Filming and photography 9 3.17 Vehicles, parking and access permits 24
Personal training 9 Reserved parking permits 24
2.7 Event application process 10 Vehicles 25
How to apply for an event permit 10 Vehicle Access Permits 25
Compulsory event permit application requirements 10 3.18 Emergency and risk management plan 25
Your event permit 10 First aid 26
2.8 Fees and charges 10 Evacuation plan 26
Reinstatement costs 10 Weather contingency planning 26
2.9 Other permits, approvals and fees 11 Safety and security 26
City of Melbourne permit type and timeframes 11 Safe and healthy crowded places 26
Permits from other organisations outside of the Working with Victoria Police 26
City of Melbourne 11
Other useful references: 27
Waste management plan 27
3. PREPARING YOUR EVENT PLAN 12
3.19 Sustainable events 28
3.1 Event details overview 12 Sustainability principles for greener events 28
3.2 Event running sheet 12 Promotional giveaways and sustainability 28
3.3 Contact list 12 Sustainability of parks and gardens 28
3.4 Public Liability Insurance 12
3.20 Animals at events 28
3.5 Stakeholder notification plan 13
Animals in circuses 28
Advertising of road closures and other impacts 13
3.6 Selling as part of your event 13 4 PERMITS AND OTHER CONSIDERATIONS 29
3.7 Signage 13
4.1 Handbills 29
3.8 Site plan 14
4.2 Fundraising 29
Site meeting 14
4.3 Food and beverages (Health and Wellbeing) 29
3.9 Event Operations Centre 14
Temporary and mobile food premises 30
3.10 City of Melbourne’s parks, gardens and waterways 15
4.4 Alcohol and liquor licensing 31
Waterways 16
Alcohol plan 31
Access and egress for emergency services 16
4.5 Noise management and music 32
Vehicles in parks 16
4.6 Planning permits 33
3.11 Accessible events 17
3.12 Infrastructure and facilities 17 5. GLOSSARY 34
Toilet facilities 17
Drinking water facilities and access 19 6. APPENDICES 39
Power and lighting 19
7. USEFUL CONTACTS 51
CITY OF MELBOURNE’S COMMITMENT
The City of Melbourne’s vision is to create a thriving city that is
Contents
internationally recognised for the opportunities it offers all visitors.
It has the responsibility for marketing and supporting arts,
1. Introduction recreation, cultural heritage, events, festivals and sporting activities
for the greater benefit of the community.
2. P
lanning your event
in Melbourne
The variety of events and festivals in Melbourne
3. P
reparing your encourage visitation while celebrating the Find out more about the City
event plan community’s diversity, talents and increasing of Melbourne’s grant and
cultural understanding. Events and festivals sponsorship programs.
4. P
ermits and other
help bring energy and vibrancy to the streets
considerations
and public spaces, while making an important
contribution to the city’s economy.
IN-KIND SPONSORSHIP
5. Glossary If you are applying for in-kind sponsorship
In 2004, the Events Melbourne branch was in the form of waived site hire fees through
created, reflecting the high importance the one of the available grant or sponsorship
6. Appendices City of Melbourne places on events. Melbourne programs, it is imperative that you contact
is a great city for events and the City of the Event Operations team for a quotation to
Melbourne’s Events Melbourne branch is ensure the correct in-kind amount applicable
7. Useful contacts here to help make your event a success. is reflected in your application.
Our public spaces such as our parks, gardens The City Of Melbourne can also provide
and reserves are some of the best in the marketing support for your event through
world and attract millions of visitors each What’s On Melbourne.
year. Gardens are living assets that are used
as event sites but are also places for passive DO I NEED AN EVENT PERMIT?
recreation and quiet relaxation. We encourage
An event permit will be required if any of
event organisers to consider the many benefits
the following conditions apply.
of using open spaces and to plan their events
using long-term sustainability practises. • I plan to erect infrastructure for my event
(for example, a marquee)
CITY OF MELBOURNE’S MARKETING, • There will be 50 attendees or more
GRANT AND SPONSORSHIP at my event
OPPORTUNITIES • My event will be catered by an external
supplier
The City of Melbourne recognises that events
play an important part in the city’s wellbeing and • My event will require vehicle access to
cultural diversity by helping to activate precincts, drop off equipment
raise the city’s profile, increase visitation, assist in • My event requires a reservation
building relationships, deliver economic benefit • I will be charging a fee to participants
and enliven the city. To help build Melbourne’s
Disclaimer: The City of Melbourne’s Melbourne Event
reputation as an events capital and to stage a Planning Guide is a guide only. The City of Melbourne
variety of events throughout the city each year, does not warrant that the guide is accurate or correct and
notes that the guide is subject to change. Further, it is
the City of Melbourne has various programs incumbent on an event organiser to ensure that all laws are
complied with including obtaining any necessary permits
and options available to event organisers, from from the City of Melbourne. The City of Melbourne accepts
marketing and social media assistance, display no liability for any loss or damage incurred by an event
organiser or third party from relying on the guide.
opportunities, through to sponsorship and grant
programs. These include:
• the event partnership program (EPP)
• annual arts grants
• community services grants
• Active Melbourne and recreation grants
4 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE
INTRODUCTION
Contents
1.1. EVENTS MELBOURNE BRANCH The list below outlines the various events
and activities that the Event Operations
AND THE EVENT OPERATIONS TEAM team issues permits for:
The Event Operations team sits within City
1. Introduction • Public events
of Melbourne’s Events Melbourne branch
and is responsible for ensuring the interests • Private events
of the City of Melbourne are being met by
Events Melbourne branch • Weddings
event organisers. This involves managing the
and the Planning and relationships that exist between the City of • Promotions
Logistics team Melbourne, the event organiser, stakeholders,
• Filming and photography
public authorities and any third parties.
Please note events and activities are
The Event Operations team have the
classified as low, medium or high risk.
responsibility of permitting a range of events
and activities within the municipality under There are different requirements and online
a variety of criteria and are able to suggest application forms for each of the events
ways to deliver a safe and successful event and activities, which are detailed in section
that maintains access for everyone, as 2.6, about activity permits. There are also
well as providing advice on logistics and a range of other permits that the City of
operations. Melbourne requires that do not fall under the
responsibility of the Event Operations team.
For more information on these other types
of permits please refer to section 2.9 about
other permits, approvals and fees.
You can contact the Event Operations team
via email or calling 03 9658 8008.
2. P
lanning your event
in Melbourne
3. P
reparing your
event plan
4. P
ermits and other
considerations
5. Glossary
6. Appendices
7. Useful contacts
5 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE
2. PLANNING YOUR EVENT IN MELBOURNE
A STEP-BY-STEP GUIDE
To stage an event or activity in public space managed by the City of
Contents
Melbourne, you must have an approved event plan and receive an event
permit from the Event Operations team. This guide has been designed
1. Introduction to assist you in developing your event plan while informing you of your
responsibilities and other statutory permits that may be required.
2. P
lanning your event
This ensures public safety and amenity in Melbourne’s public spaces
in Melbourne
and assists in the sustainable management of our parks and gardens.
Why you need an
event permit
What locations/sites are
This guide deals primarily with the
requirements involved in the application
2.2 WHAT LOCATIONS/SITES
available to book? and approval of low impact events and ARE AVAILABLE TO BOOK?
large scale events. For more information Within the City of Melbourne there are
When to apply for an
on how to apply for the activities listed in a number of bookable parks, gardens,
event permit
section 1.1, please refer to section 2.7 event promenades and reserves. Availability varies
No permit required depending on the type of event or activity
application process, which goes into further
Event permit detail. Alternatively, you can visit City of and the sustainability considerations of
assessment process Melbourne and search for more information each location. Please check the City of
on the relevant activity or contact the Event Melbourne’s boundaries to ensure that your
Activity permits for
Operations team via email or calling desired location falls within our municipality.
weddings, promotions,
03 9658 8008.
filming and personal training To view bookable event spaces refer to the
Event application process Please refer to page 5 of this guide to ‘Bookable Outdoor Space’ section of the
determine if you require an event permit. City of Melbourne interactive map.
Fees and charges
If you require more information please
Other permits, approvals 2.1 WHY YOU NEED AN EVENT PERMIT contact the Event Operations team via email
and fees
An event permit ensures your activity or calling 03 9658 8008.
is conducted in accordance with the
An online application form must be
Melbourne City Council’s Activities update
submitted to book a site for your event.
Local Laws 2019 and the Crown Land
(Reserves) Act 1978. It also ensures that any
disruption to stakeholders is minimal and
parties that may be impacted are notified.
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GIS Compilation & Cartography: James Regan
GIS Team Leader, Property Services: David Hassett HIGH Published by City of Melbourne, April 2012
STREET
GIS Compilation & Cartography: James Regan PO Box 1603, Melbourne, Victoria 3001 Australia.
HIGH Published by City of Melbourne, April 2012
STREET
PO Box 1603, Melbourne, Victoria 3001 Australia.
6 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE2. PLANNING YOUR EVENT IN MELBOURNE
A STEP-BY-STEP GUIDE
2.3 WHEN TO APPLY FOR
Contents
AN EVENT PERMIT DID YOU KNOW
you could hold a Christmas party in one
Depending on the size and requirements
of Melbourne’s parks or gardens?
1. Introduction of your event, the City of Melbourne needs
sufficient notice in order to process your Bookings should be made well in
application. advance if you wish to secure the
2. P
lanning your event
booking of a particular park or garden.
in Melbourne Allow a minimum of 10 clear business days Please refer to Christmas parties for
for smaller private events, a minimum of more information.
Why you need an 6 weeks - 3 months for small public events,
event permit 3-6 months for medium-sized events and
What locations/sites are
6-12 months for large events. 2.6 ACTIVITY PERMITS FOR
available to book? WEDDINGS, PROMOTIONS,
2.4 NO PERMIT REQUIRED FILMING, PHOTOGRAPHY AND
When to apply for an
Where your event falls outside of requiring an
event permit
event permit, there is no need to contact PERSONAL TRAINING
No permit required the Event Operations team and there are no
fees applicable. If you are unsure whether you
Weddings
Event permit
assessment process will require an event permit to conduct your Bookings are required for wedding ceremonies
activity please refer to section 4. While you in the City of Melbourne’s parks and gardens
Activity permits for
may find that your event does not require an under the following circumstances:
weddings, promotions,
event permit, you may still decide to apply for
filming and personal training • the wedding has more than 50 people;
one. Two of the key benefits are that you will
Event application process be able to book your preferred location and • the wedding has less than 50 people, but
that the Event Operations team will be able infrastructure and/or vehicle access is
Fees and charges
to advise if there are any conflicting event or required; or
Other permits, approvals activity bookings already scheduled.
and fees • the event has less than 50 people, but you
would like to book a preferred location
2.5 EVENT PERMIT
Applicants are required to apply for a
ASSESSMENT PROCESS wedding permit online a minimum of
Should you require a permit to stage your 10 business days before the ceremony.
event, your application will be assessed Applications cannot be accepted more
against set criteria and categorised by the than 12 months from the wedding date. The
Event Operations team. The requirements wedding permit entitles the applicant use
to secure an event permit are dependent on of a nominated section of the garden/park
this categorisation. The assessment process for a four hour period, with the exception
will take into account some of the following of the Fitzroy Gardens Conservatory, which
considerations: is not available for private use or wedding
• Projected attendance photography during opening hours (9am
to 5.30pm). The Conservatory can be
• Event duration booked for private use outside of these
3. P
reparing your
• Infrastructure required times for one and a half hours to three hours
event plan maximum, including set-up and pack-down.
• Requested location type (park or hard Please ensure you have read the terms
4. P
ermits and other
surface) and conditions and viewed the fees before
considerations
applying.
Your permit requirements will depend on
the needs of the site and the size and You can access the form by visiting Wedding
5. Glossary
scale of your particular event. An Event permit application. You can also contact the
Operations Coordinator will be in contact Event Operations team via email or calling
6. Appendices to advise you of your requirements, and 03 9658 8008.
to assist you in meeting them. City of
Melbourne may withdraw an application at
7. Useful contacts any stage if the applicant is unable to satisfy
requirements.
7 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE2. PLANNING YOUR EVENT IN MELBOURNE
A STEP-BY-STEP GUIDE
Promotions Personal training
Contents Promotional activity includes any concept Personal trainers wishing to use Melbourne’s
that promotes a product or service but parks must apply for an annual licence via
does not include the selling of the product, the online personal training application form.
1. Introduction
service or any associated merchandise. The Victorian State Government (via the
Giveaways of a product and/or merchandise Department of Environment, Land, Water
2. P
lanning your event are acceptable if they are sample size. and Planning) has set standardised fees for
in Melbourne A number of designated promotion sites all personal trainers using Crown Land. The
exist around the city where promotional City of Melbourne’s Libraries and Recreation
Why you need an activities can be permitted, as well as out the branch is responsible for issuing licences,
event permit front of the applicant’s business. Applicants collecting fees and managing personal
are required to apply for a promotional training.
What locations/sites are
permit online at least 10 business days prior
available to book? View current personal training sites and
to the planned activity. Please ensure you
access the personal training application
When to apply for an have read the terms and conditions and
form at Personal training. You can also
event permit viewed the fees before applying.
email Libraries and Recreation or call
No permit required Access the City of Melbourne’s list of 03 9637 8348.
Event permit promotional sites and the promotion
assessment process permit application form at Promotions and
sampling. You can also contact the Event
Activity permits for
Operations team via email or calling
weddings, promotions,
03 9658 8008.
filming and personal training
Event application process Filming and photography
Fees and charges If you wish to film or undertake a photo
shoot within any of the City of Melbourne’s
Other permits, approvals
public open spaces you may require a
and fees
filming permit. Whilst also considering time
sensitive and privately managed locations,
you will need a filming permit from the
City of Melbourne if you exceed the low
impact filming criteria. Filming applicants
are required to apply for a permit online.
A minimum of five business days’ notice is
required, seven days’ notice for applications
requiring traffic management or major
pedestrian management. Ensure that you
have read the terms and conditions and
viewed the fees before applying.
Visit Filming in Melbourne. You can also
contact the Event Operations team
3. P
reparing your via email or calling 03 9658 8008.
event plan
4. P
ermits and other
considerations
5. Glossary
6. Appendices
7. Useful contacts
8 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE2. PLANNING YOUR EVENT IN MELBOURNE
A STEP-BY-STEP GUIDE
2.7 EVENT APPLICATION PROCESS • Pedestrian and traffic management plan
Contents (when applicable)
How to apply for an event permit • Emergency and risk management matrix/plan
To apply for an event in the City of Melbourne,
1. Introduction you must submit an online application.
• Waste management plan.
All applications are to be made via the Please note that there may be additional
2. P
lanning your event City of Melbourne website. Make sure requirements depending on the size and type
in Melbourne you read the terms and conditions before of the event you are holding. Your Event
applying and note that the activities outlined Operations Coordinator will outline these
Why you need an in section 2.6 on activity permits (weddings, requirements for you.
event permit promotions, filming and personal training)
have specific application forms. Your event permit
What locations/sites are
available to book? Once your application has been lodged, you Once you have met all relevant assessment
will receive an automated response and your criteria and the Event Operations Coordinator
When to apply for an
event will be allocated to an Event Operations has deemed your application successful, you
event permit will receive an event permit. The event permit
Coordinator. Your Event Operations
No permit required Coordinator will be your point of contact will confirm the terms and conditions of your
throughout the application process and will event. These terms and conditions will have
Event permit
answer questions pertaining to your event. been discussed with you during the application
assessment process
process and can be found at Event permits. The
Activity permits for The time it takes to process and approve event permit is final confirmation that all steps
weddings, promotions, your event will depend on the complexity required have been completed in preparation
filming and personal training and your ability to submit plans that meet for your event. Once you have received your
the event approval criteria. A complex major event permit you will need to have a copy of
Event application process
event may take many months to assess and the permit on site with you at all times and
Fees and charges permit, whereas a low-impact event may available for presentation upon request.
Other permits, approvals only take a couple of weeks. Your Event
and fees Operations Coordinator will work closely
with you throughout the planning process to
2.8 FEES AND CHARGES
ensure that the event approval process is as A range of fees and charges apply to
smooth as possible. activities and events conducted in the
City of Melbourne. Find out more about
Compulsory event permit fees and charges at Event fees.
application requirements
Reinstatement costs
When lodging an application for a high risk
Where damage has occurred as a result of
event, it is essential you provide the following
the event or activity, the permit holder and/
information as part of the event plan. For
or event owner is responsible for the cost of
more information on each item below and
reinstatement to City of Melbourne property.
how to put your event plan together, refer to
This also includes damage incurred by
section 3 on preparing your event plan.
third parties, suppliers and any contracted
• Event details/description services. Please be aware that costs can
3. P
reparing your • Running sheet (including bump-in/
run into the thousands of dollars. Event
event plan organisers are encouraged to:
bump-out and event timings)
• Budget for possible reinstatement
4. P
ermits and other • Contact list
costs and use protection i.e. profloor or
considerations • Public Liability Insurance trackmat, marshals, etc. to avoid damage
• Stakeholder notification plan in parks and gardens.
5. Glossary
• Signage • Include an irrigation plan for events
conducted in parks i.e. events that occur
• Site plan for more than two days in parks need
6. Appendices
• Infrastructure and facilities list to factor irrigation time into the event
schedule. This will assist in reducing the
• List of vendors if you are selling as part
7. Useful contacts overall impact on the space.
of your event
9 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE2. PLANNING YOUR EVENT IN MELBOURNE
A STEP-BY-STEP GUIDE
2.9 OTHER PERMITS, event fee does not include any additional
Contents permits or statutory permits that may
APPROVALS AND FEES need to be issued by other City of
If your event requires additional permits Melbourne departments.
1. Introduction from other departments within the City
Additional Permits and Statutory approvals
of Melbourne (see list below), your event
that may be required include:
2. P
lanning your event permit will not be valid until these permits
in Melbourne have been approved. Please note that your
Why you need an PERMIT TYPE DESCRIPTION TIMEFRAMES
event permit
City of Melbourne
What locations/sites are
available to book? Building Control Permit for building structures Allow at least 15 working days
POPE/Siting Permits prior to your event
When to apply for an
event permit Building Control Permit to enable use of crane, NA
Site Services travel towers and other such
No permit required
machinery
Event permit
Engineering Services Traffic management plan Allow at least 15 working days
assessment process
Requirements assessment and advice prior to your event
Activity permits for
weddings, promotions, Health and Wellbeing Temporary and Mobile Food Allow 21 days for the registration
Premises Permit to be processed and 5 working
filming and personal training
days for the statement of trade
Event application process to be processed
Fees and charges Reserved Parking Reserved parking permits Allow at least 5 working
days prior to your event’ to
Other permits, approvals
‘Applications are required more
and fees than 5 business days prior
to your event (allowing for
weekends and public holidays).
State Government approval Use of City of Melbourne Allow 12 months prior to
and licence managed parkland for purposes your event
outside Crown Land Act. E.g.
Fencing or ticketed events
Organisations outside City of Melbourne
Liquor licence Required for events where 2 – 3 months prior to
alcohol is to be served your event from the Victorian
Commission for Gambling and
Liquor Regulation (VCGLR)
Metropolitan Fire Brigade Total fire ban exemptions NA
(MFB) for the use of open fire or
3. P
reparing your
fireworks at events
event plan
Public Transport Victoria For public transport plan At least 150 days prior to
4. P
ermits and other (PTV) and approval the date of the event for an
considerations expected attendance of 10,000+
or 120 days for an expected
attendance of less than 10,000.
5. Glossary
Victoria Police Approvals, permits and At least 2 calendar months
potential fees associated prior to the date of the event
6. Appendices with events
WorkSafe Victoria Inspection and approval of NA
fireworks and inflatables
7. Useful contacts
10 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE3. PREPARING YOUR EVENT PLAN
An event organiser is responsible for compiling an event plan and
Contents
submitting a draft at the beginning of the application process.
The size, scope and complexity of an event will determine what
1. Introduction elements to include in the event plan. This section outlines the
compulsory requirements, as well as other areas you may need
2. P
lanning your event
to address. Please note that this is not an exhaustive list and you
in Melbourne
may be required to provide additional information.
3. P
reparing your
event plan
An event plan checklist is available to assist
in determining which elements are relevant
3.2 EVENT RUNNING SHEET
Event details overview A running sheet sets the timing and
to your event. Completing the event plan
Event running sheet sequence of your event so that you, your
is your responsibility however your Event
Event Operations Coordinator and other
Contact list Operations Coordinator will assist as
key stakeholders know what is happening
Public Liability Insurance necessary.
and when. A good running sheet includes a
Stakeholder notification plan timeline of the event production schedule
3.1 EVENT DETAILS OVERVIEW including bump-in/bump-out, event timings,
Selling as part of your event
The event details overview section of your locations and program details.
Signage event plan should provide a high level
Site plan summary to give your Event Operations
Coordinator a broader understanding of
3.3 CONTACT LIST
Event Operations Centre A contact list is necessary and should
your event. Information should include:
City of Melbourne’s parks, outline all of the key contacts for the event,
gardens and waterways • event name including but not limited to staff, volunteers,
Accessible events contractors, stakeholders and public
• event locations
authorities (if applicable). It is also essential
Infrastructure and facilities
• a description of your event to add in any emergency contact details,
Occupancy permits and including but not limited to 000.
temporary structures • the main purpose of your event
Pedestrian and crowd • n
ature of attendance 3.4 PUBLIC LIABILITY INSURANCE
management plan (public or private event)
Event organisers must make sure they have a
Traffic management plan • e
vent times and dates public liability insurance policy underwritten
Events on Melbourne’s (including bump-in and bump-out) by an insurance broker/company authorised
roads and laneways to conduct insurance business in Australia.
• a
n overview of your event’s key
A Certificate of Currency must be provided
Vehicles, parking and entertainment and activities
access permits showing that the proposed event is fully
• target audience covered for a minimum of $20 million.
Emergency and risk Event organisers are encouraged to obtain
management plan • how the event is being promoted, and copies of current certificates of currency
Sustainable events • estimated attendance. from sub-contractors providing event
Animals at events services (e.g. performers, marquee hire,
fireworks).
4. P
ermits and other
considerations
5. Glossary
6. Appendices
7. Useful contacts
11 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE3. PREPARING YOUR EVENT PLAN
3.5 STAKEHOLDER • Websites (both the event website and paid
Contents advertising)
NOTIFICATION PLAN • Radio
To minimise any impact on surrounding
• Television advertisements.
1. Introduction stakeholders, communication is required
and is vital to the success of your event. The advertisement must include the name,
2. P
lanning your event date and location of the event, road closure
A formal letter must be sent to all
in Melbourne locations, opening and closing times, impact
stakeholders within the event precinct.
on public transport routes such as trams,
Your Event Operations Coordinator can
3. P
reparing your help you develop a list of who should be
buses or taxis and a contact number and
event plan website for further enquiries. If your event
targeted directly and identify the areas and
includes Tow Away Zones that have been
streets to be included in your distribution.
Event details overview gazetted by VicRoads, it is mandatory to
It is the applicant’s responsibility to make
advertise in newspapers.
Event running sheet sure that adequate stakeholder notification
is conducted. You must send a copy of the
Contact list
communications plan to your Event
Public Liability Insurance Your letter must include the following details:
Operations Coordinator for review prior
Stakeholder notification plan • the name, date and location of your event to the advertising commencing. If you are
Selling as part of your event (including bump-in and bump-out times) planning or required to have printed press
• the purpose of the event advertising, you must provide a copy of the
Signage
draft advertisement at least 14 days prior to
• the expected number of participants
Site plan the date of publication for approval. Your
• activities being conducted as part of Event Operations Coordinator will discuss
Event Operations Centre
the event these requirements with you.
City of Melbourne’s parks,
• what the likely disruptions to residents and
gardens and waterways
Accessible events
businesses will be with respect to noise, 3.6 SELLING AS PART OF
transport and road closures
Infrastructure and facilities
YOUR EVENT
• a contact number for further information
If your event includes any form of selling
Occupancy permits and or queries
in public place a vendor list will need to be
temporary structures • your Event Operations Coordinator’s completed, outlining vendor contact details,
Pedestrian and crowd details as a secondary contact. a description of items for sale and a detailed
management plan site plan. Forms of selling include but are not
Your first letter must be written as a
Traffic management plan ‘proposal’ (keeping in mind that your event limited to goods, services, food, beverage,
Events on Melbourne’s has not been approved by the City of carnival rides, entry tickets and merchandise.
roads and laneways Melbourne) and a draft submitted to your
Vehicles, parking and Event Operations Coordinator for approval 3.7 SIGNAGE
access permits before distribution. A follow up notification The event organiser must provide a detailed
letter may also need to be sent one week signage proposal that outlines all the proposed
Emergency and risk
prior to the event. Depending on the nature directional, amenity, emergency evacuation
management plan
of the event or location, stakeholder sign off and assembly points, vehicle access for entry
Sustainable events may also be required. and exit on and off site, pedestrian access,
Animals at events accessibility options, multi-lingual, event/
Advertising of road closures and program schedule and event branding signage
other impacts and when relevant compulsory No Smoking
4. P
ermits and other
If your event involves a major road closure/s signage as per Tobacco Act amendments
considerations
or impacts the public transport network, you banning smoking in outdoor eating areas.
will be required to submit a communications Please include details such as quantity, size,
5. Glossary plan detailing how these impacts will be positioning and installation method. Signage
advertised.. There are a number of different includes variable message signs (VMS boards),
mediums that you can be used to advertise billboards, banners, bunting, corflutes, maps
6. Appendices and flags. Also include sponsorship/corporate
your event including but not limited to:
logos attached/imprinted on marquees,
• Printed press (newspaper) temporary site sheds/buildings, inflatable
7. Useful contacts gantries or fencing.
• Social Media (Facebook, Twitter and
Instagram)
12 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE3. PREPARING YOUR EVENT PLAN
3.8 SITE PLAN 3.9 EVENT OPERATIONS CENTRE
Contents
You must provide City of Melbourne and Regardless of the size of your event, it is
Public Authorities with your proposed likely that you will need to have set aside
1. Introduction site plan during pre-event planning. In the an area where your staff and volunteers can
initial stages of planning, a draft site plan meet for debriefs and/or meetings, as well as
is acceptable. Your site plan should be run the operations of your event. This needs
2. P
lanning your event clear, drawn to scale, with the scale and a to be detailed on your site map.
in Melbourne legend noted on the plan. The site plan must
Major events held in the City of Melbourne
identify the location of all aspects of the
3. P
reparing your may require a Event Operations Centre
event including the event itself, equipment,
event plan (EOC), which is an offsite operations centre
activities, permanent and temporary
where a member of the event organising
infrastructure, crowd control infrastructure,
Event details overview team, public authorities, stakeholders,
generators, amenities, parking, pedestrian
service providers and City of Melbourne staff
Event running sheet and vehicle access routes, water, seating,
gather to manage the event.
emergency access/egress, licensed areas,
Contact list
food outlets and merchandise stalls. There are four requirements for the EOC:
Public Liability Insurance
Correct site selection is a critical success • a representative of the event organisation
Stakeholder notification plan
factor for an event. The site you select must be present in the EOC and must
Selling as part of your event should match your expectations of size, be able to contact the event organiser at
Signage location and available facilities. Crowd and all times
Site plan infrastructure capacities vary depending
• the representative must be authorised
on the chosen site with only some being
Event Operations Centre and prepared to act on behalf of the event
easily accessible and in close proximity to
organiser in all matters
City of Melbourne’s parks, transport. The submitted site plan should
gardens and waterways consider turf protection measures and other • those present must be able to immediately
Accessible events nearby venues/events that may have an address any problems arising during
impact on your event. the event
Infrastructure and facilities
Occupancy permits and • the event organiser must be responsible
Site meeting
temporary structures for the logging of incidents throughout
Please note that a site meeting with
the event
Pedestrian and crowd relevant City of Melbourne authorities may
management plan be requested by your Event Operations The City of Melbourne will determine the
Traffic management plan Coordinator’s to make sure that the site is location of the EOC after consulting with
suitable and meets your event’s needs and the relevant public authorities and the event
Events on Melbourne’s
roads and laneways requirements. The more complex your event, organiser. Your organisation must absorb the
the more likely it is that pre and post event cost of the centre, which will include room
Vehicles, parking and
site meetings will be required. hire, catering and possibly equipment hire.
access permits
Public authorities are responsible for their
Emergency and risk own laptops and communications.
management plan
Sustainable events
Animals at events
4. P
ermits and other
considerations
5. Glossary
6. Appendices
7. Useful contacts
13 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE3. PREPARING YOUR EVENT PLAN
3.10 CITY OF MELBOURNE’S PARKS, • vehicles are not permitted to enter
Contents City of Melbourne parks and gardens
GARDENS AND WATERWAYS without prior written approval
Under the Crown Land (Reserves) Act
• vehicles granted approval to enter a park
1. Introduction 1978, the City of Melbourne manages a
or garden must remain on hard spaces at
number of the parks and gardens located
all times
2. P
lanning your event in the municipality. These public spaces are
in Melbourne environmentally sensitive and as such need • parks, gardens and Council infrastructure
to be protected where possible. must remain accessible to the public
3. P
reparing your The erection of structures including pop- • access to the event site must be
event plan ups and marquees is restricted and is not maintained at all times for:
permitted in the following locations:
Event details overview 1. emergency services vehicles
• Carlton Gardens
Event running sheet 2. owners or tenants of nearby or
• Fitzroy Gardens adjoining properties requiring access
Contact list
Public Liability Insurance • Queen Victoria Gardens 3. pedestrians; a minimum footpath width
area of two and a half metres
Stakeholder notification plan • Kings Domain Gardens
Selling as part of your event 4. event areas cannot be roped or
• Speakers Corner at Birrarung Marr
cordoned off unless it is to meet
Signage
Structures may be permitted in other parks safety or liquor licence requirements
Site plan with prior written approval, in accordance
• depending on the specific site chosen
Event Operations Centre with City of Melbourne park guidelines.
and the prevailing weather conditions,
Protocols applicable are as follows:
City of Melbourne’s parks, Park Services may require that protective
gardens and waterways • where permission is given, structures are boards or flooring (such as Profloor)
Accessible events to be placed not less than four and a half are laid to protect the lawns. The
metres from any tree or shrub or near protective boards or flooring may be
Infrastructure and facilities
a tree canopy, or within two and a half lifted to aerate the surface if the event
Occupancy permits and metres of garden beds runs over multiple days
temporary structures
• structures, where permitted, must be • the location of all structures is to be
Pedestrian and crowd
weighted and not pegged; in some considered in relation to protecting all the
management plan
locations it will be a requirement that the lawn surfaces. Where possible, structures
Traffic management plan site is x-rayed to identify underground should be located on hard spaces to limit
Events on Melbourne’s infrastructure and services including water the impact on the lawns
roads and laneways and electricity
• most park pathways are not designed
Vehicles, parking and • when using water-weighted structures, for heavy vehicle use. Lawn areas also
access permits
water weights must be pre-filled and become compacted and damaged
Emergency and risk cannot be emptied onto the grass. Under because of ongoing use by vehicles.
management plan no circumstances should items such as Event organisers should consider this in
Sustainable events rope, string, signage or balloons be tied, determining the site plan and request
stapled or attached to any tree limbs or specific weight loadings for each site.
Animals at events
park infrastructure Parks such as Birrarung Marr (Upper
and Middle Terraces) are most relevant
• damage to trees, shrubs, lawns, flower
4. P
ermits and other in this scenario
beds or park infrastructure arising
considerations from the event or activity remains the
responsibility of the applicant and Further information is available via
5. Glossary reinstatement and repair costs will be Parks and open spaces.
sought from the permit holder and/
or event owner. The permit holder and/
6. Appendices or event owner remain responsible for
any damage incurred by third parties,
suppliers, event patrons and any
7. Useful contacts contracted service providers
14 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE3. PREPARING YOUR EVENT PLAN
Waterways Vehicles in parks
Contents If your event includes activities on Generally, only authorised City of Melbourne
waterways, you will need to contact Parks vehicles or emergency services vehicles are
Victoria. Parks Victoria issue permits permitted in City of Melbourne managed
1. Introduction
for organised events on the Yarra and parks and gardens. Limited access is
Maribyrnong rivers (including Victoria available for vehicles engaged in the
2. P
lanning your event Harbour). Find out more by visiting bump-in and bump-out and operation of
in Melbourne Parks Victoria, by email or calling 131 963. an event. No vehicles, caravans, cranes,
To apply for a permit, contact Parks Victoria. accommodation vehicles or trailers are
3. P
reparing your City of Melbourne’s Docklands Waterways permitted in any City of Melbourne
event plan Strategic Plan outlines City of Melbourne’s managed parks and gardens unless specific
involvement in the development of authorisation has been given. Authorisations
Event details overview Docklands’ waterways. City of Melbourne’s will be detailed in your permit. Conditions
Event running sheet Waterways team should also be notified of include:
events in the area. They can be contacted
Contact list • all vehicles must be road registered
on 9658 8738 or by email.
Public Liability Insurance • all on site vehicles must be approved by
Stakeholder notification plan Access and egress for the Event Operations Coordinator
Selling as part of your event emergency services • where bollards are in place, a marshal
Signage Public safety is the key priority of any event must be positioned at the bollards while
and it is vital that your site plan accounts the bollards are removed
Site plan
for access and egress by emergency services.
Event Operations Centre For example, this may mean the inclusion of • anytime the marshal has to leave the entry,
a dedicated emergency lane within a road the bollard will be put back in position, e.g.
City of Melbourne’s parks,
closure. You will be required to work with your at the conclusion of the bump-in
gardens and waterways
Event Operations Coordinator and the • vehicles are only allowed to enter when a
Accessible events
Public Authorities team to ensure a quick marshal (wearing high visibility clothing) is
Infrastructure and facilities and effective response in the event of an available to escort them
Occupancy permits and emergency. Emergency and risk management
temporary structures planning is covered in section 3.18. • all vehicles must have hazard lights on and
must travel at walking pace
Pedestrian and crowd
management plan
Traffic management plan
Events on Melbourne’s
roads and laneways
Vehicles, parking and
access permits
Emergency and risk
management plan
Sustainable events
Animals at events
4. P
ermits and other
considerations
5. Glossary
6. Appendices
7. Useful contacts
15 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE3. PREPARING YOUR EVENT PLAN
• all vehicles must remain on pathways Toilet facilities
Contents unless protective flooring has been laid to
Your site plan must show the location
protect the surface
and number of public toilets and disabled
• all vehicles that remain on site are required facilities being provided for your event.
1. Introduction
to have drip trays placed underneath The number of toilets you will need to
their engines provide will depend on anticipated crowd
2. P
lanning your event numbers, patron gender (women require
in Melbourne • members of the public will have right of
more facilities than men), whether there is
way at all times
service of alcohol and the event duration.
3. P
reparing your Accessible facilities must be available. Toilet
• the event organiser is also responsible
event plan for any reinstatement costs incurred from facilities must be well lit for security and
vehicle damage caused by event staff or safety reasons, provided with soap and hand
Event details overview contractors engaged to provide goods or drying equipment and must be cleaned and
Event running sheet services for the event. re-stocked regularly. Toilets must also be
located away from food storage and food
Contact list
Public Liability Insurance
3.11 ACCESSIBLE EVENTS services areas, provided with sharps
disposal facilities and be suitable for wet
Event organisers must consider accessibility
Stakeholder notification plan weather conditions.
as an important part of their planning and
Selling as part of your event put measures in place so that the event site
Signage is accessible to everyone.
Site plan As part of Council’s commitment to
Event Operations Centre accessibility, publications and education
programs have been developed to help
City of Melbourne’s parks,
businesses and event organisers allow equal
gardens and waterways
access for people of all ages and abilities.
Accessible events For information on accessibility,
Infrastructure and facilities visit Accessing Melbourne.
Occupancy permits and
temporary structures 3.12 INFRASTRUCTURE
Pedestrian and crowd AND FACILITIES
management plan Infrastructure and facilities brought onsite
Traffic management plan for your event, including marquees, banners,
Events on Melbourne’s barricades, site sheds, amusement rides,
roads and laneways toilets, water facilities and stalls must be
listed on your infrastructure and facilities
Vehicles, parking and
list as well as marked on your site plan.
access permits
Placement of infrastructure needs to be
Emergency and risk considered to avoid crowd issues or damage
management plan to the site or Council assets. Please make
Sustainable events sure that you include the dimensions and
Animals at events weight loadings where applicable.
4. P
ermits and other
considerations
5. Glossary
6. Appendices
7. Useful contacts
16 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE3. PREPARING YOUR EVENT PLAN
Toilet facilities – no alcohol provided
Contents Use the following guides to determine the
number of toilets required at your event.
1. Introduction
FEMALE MALE
2. P
lanning your event
Hand Hand
in Melbourne PATRONS WCs
basins
WCs Urinals
basins
3. P
reparing your Less than 500 6 2 1 2 2
event plan
More than 1000 9 9 2 4 4
Event details overview More than 2000 12 6 4 6 6
Event running sheet
More than 3000 18 10 6 15 10
Contact list
More than 5000 30 17 8 25 17
Public Liability Insurance
Stakeholder notification plan
Toilet facilities – alcohol provided
Selling as part of your event
Signage
FEMALE MALE
Site plan
Event Operations Centre Hand Hand
PATRONS WCs
basins
WCs Urinals
basins
City of Melbourne’s parks,
gardens and waterways Less than 500 13 2 3 8 2
Accessible events
More than 1000 16 4 5 10 4
Infrastructure and facilities
More than 2000 18 7 9 15 7
Occupancy permits and
temporary structures More than 3000 22 14 10 20 14
Pedestrian and crowd
More than 5000 40 20 12 30 20
management plan
Traffic management plan
Events on Melbourne’s
roads and laneways
Vehicles, parking and
DID YOU KNOW
access permits that there’s a National Public Toilet Map?
Emergency and risk The Australian Government has introduced a website which shows all the public toilets
management plan across Australia on a map. The website is not just useful for smaller events without
provision of toilets, but also for everyday life. The map shows facilities, opening hours,
Sustainable events
accessibility and parking, and there’s even a free smart phone app. Visit Toilet Map.
Animals at events
4. P
ermits and other
considerations
5. Glossary
6. Appendices
7. Useful contacts
17 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE3. PREPARING YOUR EVENT PLAN
Drinking water facilities and access Melbourne electrical contractor to arrange
Contents Events must cater for the health and comfort
access. You can then source your own
reputable electrician to manage power
of patrons. Under the Building Code of
requirements during your event. Please
Australia, event organisers must provide one
1. Introduction note fees apply and the event organiser
drinking fountain or drinking tap for every
is responsible for ensuring that any
150 patrons or part thereof. Drinking water
2. P
lanning your event independent operators comply with the
should be made freely available, or if not
in Melbourne appropriate health and safety regulations.
feasible, cost less than the lowest price of
any other drink sold to patrons. The location
3. P
reparing your of drinking water facilities must be clearly 3.13 OCCUPANCY PERMITS AND
event plan indicated via directional signage. TEMPORARY STRUCTURES
Please note water access may be required to The City of Melbourne’s Building Control
Event details overview
service portable toilets or provide water for Group administers and enforces City of
Event running sheet consumption at an event. Access to water Melbourne’s responsibilities under the State
Contact list supply will vary depending on the irrigation Acts, Regulations and Local Law, such as
system within each park/garden location. the Building Act 1993, Building Regulations
Public Liability Insurance
2018 and Building Code of Australia under
Stakeholder notification plan The City of Melbourne is committed to the National Construction Code. The primary
being sustainable. In support of the state aim of the building legislation is to ensure
Selling as part of your event
government’s restrictions and City of that the minimum levels of safety, health
Signage Melbourne’s wider commitment to achieving and amenity are achieved and maintained.
Site plan long-term, sustainable practices, event These broad requirements cover structural
Event Operations Centre organisers are not permitted to access safety, accessibility for all, safety in case
water points within the City of Melbourne’s of fire or crowd disturbance and access
City of Melbourne’s parks,
parks and gardens for counter weighing for emergency personnel. Health and
gardens and waterways
structures. It is recommended that concrete amenity requirements predominantly look
Accessible events weights are used to secure infrastructure. at toilet facilities, water, first aid and disabled
Infrastructure and facilities If event organisers bring in their own water access facilities.
to counter weight structures, the water must
Occupancy permits and
be taken off site and discarded. Documents required for Permits and
temporary structures
Approvals need to be detailed to the
Pedestrian and crowd Please discuss your water requirements extent of providing sufficient proof that
management plan with your Event Operations Coordinator. the proposed event will comply with the
Traffic management plan A minimum of one weeks’ notice is required Building Regulations and Building Act.
when accessing City of Melbourne water. Fees do apply for application for Occupancy
Events on Melbourne’s
roads and laneways Permits and Siting Approval.
Power and lighting
Vehicles, parking and
Requirements for power and lighting must
access permits
be clearly outlined in the event plan. The
Emergency and risk plan must include locations and source
management plan of power, specifications of power used
Sustainable events (such as amperage and voltage), details
of certified electricians or generator
Animals at events
companies engaged for the event, a
contingency plan in the event of a power
4. P
ermits and other blackout and details of how lighting will
considerations be provided to guarantee the safe access
and egress into the event precinct.
5. Glossary In some city locations, it is possible to
use City of Melbourne mains power. If you
require the use of City of Melbourne power
6. Appendices and it is available at your event location,
your Event Operations Coordinator will
provide you with the details of the City of
7. Useful contacts
18 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGEYou can also read
