MELBOURNE EVENT PLANNING GUIDE - AUGUST 2019 - City of Melbourne

 
MELBOURNE EVENT PLANNING GUIDE - AUGUST 2019 - City of Melbourne
MELBOURNE EVENT
PLANNING GUIDE
AUGUST 2019
MELBOURNE EVENT PLANNING GUIDE - AUGUST 2019 - City of Melbourne
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
MELBOURNE EVENT PLANNING GUIDE - AUGUST 2019 - City of Melbourne
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
MELBOURNE EVENT PLANNING GUIDE - AUGUST 2019 - City of Melbourne
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
MELBOURNE EVENT PLANNING GUIDE - AUGUST 2019 - City of Melbourne
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
MELBOURNE EVENT PLANNING GUIDE - AUGUST 2019 - City of Melbourne
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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                                                                                                                                                                                                                                                                                                                                                                                                                            City of                             Moreland                                                                                                                                                      RO                                                                                   R
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       O                                                          ELGIN                                                                                                                                                 Kensington
                                                                      HF                                                                                                                                                                                                                                                                                                                                                 Moonee Valley                                                                                                                                                                                                                                                                                     AD                                                                  STREE T

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      3010
                                                                                                                                                                                                                                                                                                                                                                                                                                          Parkville
                                                                                                                                                                                              N                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        North
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             STREET

                                                                 IT

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          NORTH
                                                                                                                                      MACAULAY                                                                                                                                                                                                                                                                                                                                                                                                                                                                          N
                                                       SM
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  City of
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   TO                                                                                                                                                                                                                                                                                                                                Melbourne                              City of

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             3031
                                                                                                                                                        ROAD                                                                                                                                                                                                                                                                                                                                                                                                                                                   G                                                                                                                                                                                                                                                                                                Maribyrnong                                                 Carlton         Yarra
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  3050
                                                                                                                                                                                                                                                                                                                                                                                                                                                             Carlton
                                                                                                                   AD                                                                                                                                                                                                                                                                                          Flemington                                                                                                                                                                                SIN                                                                                                                                                                                                                                                                                                                          West

                                                                               KENSINGTON                        RO
                                                                                                                                                                                                                                                                                                                                                                                                                                                             North
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     N                                                                                                                                                                                                                                                                                                                                          City of Melbourne
                                                                                                                                                                                                       R                                                                                                                                                                                                                                                                                                                                                                                          KE

                                                                 3. P
                                                                     reparing your
                                                                                                                                                                                                                                                                                                                                                                                                                            Kensington                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              Melbourne
                                                                                                                                                                                                           O                                                          ELGIN                                                                                                                                                                                                                                                                                                                                                                                                                                                                         GRATTAN

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        MELBOURNE
                                                                                                                                                                                                               AD                                                                  STREE T                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               East

                                                                                                                                                                                                                                          3010
                                                                                                                                                                                                                                                                                                                                                                                                                                           North                                                                                                                                                                                                                                                                                                                            STREET
                                                                                                                                                                                                                                                                                                                 STREET

                                                                               NORTH
                                                                                                          N                                                                                                                                                                                                                                                                                           City of
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       Melbourne
                                                                                                     TO                                                                                                                                                                                                                                                                                                                                                                         City of

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              CARLTON
                                                                                                                                                                                                                                                                                                                                                                                                                                         Melbourne

                                                                      3031
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Melbourne
                                                                                                 G                                                                                                                                                                                                                                                                                                  Maribyrnong                                                 Carlton         Yarra
                                                                                           SIN
                                                                                                                                                                                                                      3050                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Docklands                           Jolimont
                                                                                                                                                                                                                                                                                                                                                                                                                          West
                                                                                       N                                                                                                                                                                                                                                                                                                                                            City of Melbourne

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         3051
                                                                                    KE
                                                                                                                                                                                                                                                                                                                                                                                                                        Melbourne
                                                                                                                                                                                                                                        GRATTAN

                                                                             MELBOURNE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                             East                                                                                                                      DYNO N

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  3053
                                                                                                                                                                                                                                                                STREET                                                                                                                                                                                                     Melbourne                                                                                                                                              ROAD
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  South Southbank
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  Wharf

                                                                                                                                                                                                                                                  CARLTON
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     NICHOLSON

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         Fishermans

                                                                    event plan 3051
                                                                                                                                                                                                                                                                                                                                                                                                                                                               Melbourne
                                                                                                                                                                                                                                                                                                                                                                                                                                                                             Jolimont                                                                                                                                                                                                                                                                                                                                                                                                                                       Bend
                                                                                                                                                                                                                                                                                                                                                                                                                                         Docklands
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Port                               City of                     South
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          K

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              VICTO RIA                                                                                                                                                                                                                                     Port Phillip
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        LIN

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Melbourne                                                         Yarra
                                                                                         DYNON

                                                                                                                                                                                                                                                                      3053
                                                                                                                                                                                                                                                                                                                                                                                                                                                      South Southbank                                                                                                                                                                                                                                                                                                                                                                                                                                         City of
                                                                                                                     ROAD
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      CI TY

                                                                                                                                                                                                                                                                                                                                                                                                                                                      Wharf                                                                                                                                                                                                                                                                                             STREE T
                                                                                                                                                                                                                                                                                                         NICHOLSON

                                                                                                                                                                                                                                                                                                                                                                                                             Fishermans                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      Hobsons
                                                                                                                                                                                                                                                                                                                                                                                                                Bend                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           Bay                                                                                City of
                                                                                                                                                                                                                                                                                                                                                                                                                                                  City of                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      Stonningto
                                                                                                                                                                                                                                                                                                                                                                                                               Port                                                           South
                                                                                                                                             K

                                                                                                                                                                                                  VICTO RIA                                                                                                                                                                                                                                     Port Phillip                                                                                                                                                                                                                                                                                                                                                                      VICTO RIA
                                                                                                                                           LIN

                                                                                                                                                                                                                                                                                                                                                                                                            Melbourne                                                         Yarra
                                                                                                                                                                                                                                                                                                                                                                                                  City of
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              FOOTSCRAY
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              PARADE

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           WEST MELBOURNE
                                                                                                                                         CI TY

                                                                                                                                                                                                                                            STREE T                                                                                                                                              Hobsons                                                                                                                                                                                                                                 ROAD
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      City of
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         SPRI

                                                                                                                                                                                                                                                                                                                                                                                                   Bay

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             EAST
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   Stonnington                                                                                                                                                                                                                                                                                  ET
                                                                                                                                                                                                                                                                                                                      VICTO RIA                                                                                                                                                                                                                                                                                                                                                                                                                                             STRE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        ELIZA

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             NG

                                                                 4.3003
                                                                    P
                                                                     ermits and other                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       3003
                                                                                FOOTSCRAY
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             RIVER

                                                                                                                                                                                                                                                                                                                                                  PARADE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                LEGEND
                             WEST MELBOURNE
                                                                                                                            ROAD

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          MELBOURNE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                SWANSON DOCK

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             BETH
                                                                                                                                                                                                                                                                                             SPRI

                                                                                                                                                                                                                                                                                                                 EAST
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              E
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                STRE

                                                                                                                                                                                                                                                                    ET                                                                                                                                                                                                                                                                                                                                                                                                                                                                    TROB
                                                                                                                                                                                                                                                                STRE

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             MELBOURNE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     LA                                                                                                                                                                                                         MCC Municipal Boundary
                                                                                                                                                                                                                                            ELIZA

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             W
                                                                                                                                                                                                                                                                                                 NG
               RIVER

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              UR

                                                                                                                                                                                                                                                                                                                                                                                                                                    LEGEND
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 MARIBYRNONG

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    ET

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       3002
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       SPEN
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 UN

                                                                                                                                                                                                                                                                                                              MELBOURNE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    ST RE

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     ROAD
                                                  SWANSON DOCK

                                                                                                                                                                                                                                                 BETH

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     DJ

                                                                    considerations
                                                                                                                                                                                                                                  E
                                                                                                                                                                                                                                                                                                    STRE

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                Suburb Boundaries
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            3000
                                                                                                                                                                                                                              TROB
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        ER

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            CER

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      WELLINGTO

                                                                                       MELBOURNE
                                                                                                                                                                                                                         LA                                                                                                                                                                                                         MCC Municipal Boundary
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      ET
                                                                                                                                                                                 W

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          I

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       N
                                                                                                                                                                                  UR
   MARIBYRNONG

                                                                                                                                                                                                                                                                                                        ET

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    IA
                                                                                                                                                                                                                                                                                                                                           3002
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   PARADE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    CK
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        DOCKLANDS
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            ET
                                                                                                                                                                                                           SPEN

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 OR                                                                                                    ST RE
                                                                                                                                                                                     UN

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  DO                                                                                                                                                                                                                                                                                                            PostCode
                                                                                                                                                                                                                                                        ST RE

                                                                                                                                                                                                                                                                                                                                                                         ROAD

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               T
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   JOLIMONT
                                                                                                                                                                                         DJE

                                                                                                                                                                                                                                                                                                                                                                                                                                    Suburb Boundaries                                                                                                                                                          ON                                          VIC
                                                                                           3000                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     R
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                ST RE
                                                                                                                                                                                                                CER

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            ET                                                   OU
                                                                                                                                                                                             RI

                                                                                                                                                                                                                                                                                                                          WELLINGTO                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       RA
                                                                                                                                                                                                                                                          ET

                                                                                                                                                                                                                                                                                                                                           N                                                                                                                                                                                                                                                                                                                                                                                                                   RS
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         PL
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        3008
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    B
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           3002
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             DE                                                                              ILW
                                                                                                                       CK                                               IA                                                                                                                                                                             PARADE                                                                                                                                                                                                                                                                                                               R                                                                         FLIN

                                                                                                                                           DOCKLANDS
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  WAY

                                                                                                                                                                                                                                                                                ET
                                                                                                                                                                       R                                                                                                                                                                                                                                                                                                                                                                                                                               AP                                                                 HA
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                AY
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  PUNT
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     ET

                                                                                                                                                                                                                                                                           ST RE
                                                                                                                     DO                                             TO                                                                                                                                                                                                                                                              PostCode
                                                                                                 ON                                           VIC    R                                                                                                                                                                                 JOLIMONT
                                                                                                                                                                                                                    ST RE

                                                                                              ET                                                  OU                                                                                               RS                                                                         RA
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      RIVE
                                                                                           PL                                                                              B
                                                                                                                                                                                                                                                                                                                                               3002
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        ST

                                                                                                                                                           3008                                                                                                                                                                                                                                                                                                                                                                                            RA
                                                                                                                                                                                                                                                 DE                                                                              ILW
                                                                                                                                                               R                                                                          FLIN
                                                                                                                                                                                                      WAY

                                                                                         AP                                                                  HA                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              R
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                YA R
                                                                                                                                                                                                                                                                                                                                    AY
                                                                                                                                                                                                                                                                                                                                                                      PUNT
                                                                                                                                                                                                                         ET

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   SALM

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  STREET
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        KIL

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  3005
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         DA

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              MELBOURNE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        ON

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               ER
                                                                                                                                                         RIVE                                                                                                                                                                                                                                                                                                                                                                                               LO RIM
                                                                                                                                                                                                                                                                                            ST

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       OLYMPIC
                                             RA

                                                                 5. Glossary
                                                                                                                                                                R
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               SOUTH
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  BOULEVAR
                                  YA R
                                                                                                     SALM

                                                                                                                     STREET
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               SOUTHBANK
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              D
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              RO
                                                                                                                                                                                                                                                                                            KIL

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        STRE

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         AD

                                                                                                                                                                                                      3005                                                                                                                                                                                                                                                                                                            FISHERMANS                                                                                                                                                                                                                                                                                                         3004
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                AD
                                                                                                                                                                                                                                                                                             DA

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       RO

                                                                                                                                                                                                                                                                                                  MELBOURNE                                                                                                                                                                                                                                                                                                                                                                                                    WHARFOAD
                                                                                                          ON

                                                                 ER                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              FREEWAY
                                              LO RIM
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             ET

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                3006
                                                                                                                                                                                                                                                                                                                                           OLYMPIC
                                                                                                                                                                                                   SOUTH
                                                                                                                                                                                                                                                                                                                                                      BOULEVAR
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  3006
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                Y

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     R
                                                                                                                                                                                                                                   SOUTHBANK
                                                                                                                                                                                                                                                                                                                                                                  D
                                                                                                                                                                                                                                                                                                  RO

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             CIT
                                                                                                          STR

                                                                                                                                                                                                                                             AD

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            GATE

        FISHERMANS                                                                                                                                                                                                                                                                                                           3004                                                                                                                                                                                        BEND
                                                                                                                                                                                                                                                                                                    AD

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     WEST
                                                                                                                                                                                                                                           RO

                                                                                                                                                                                                   WHARFOAD
                                                                                                              EE T

                                                                                                                                                                     FREEWAY
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          NORMANBY
                                                                                                                                                                                                      3006                                          3006
                                                                                                                                                                                                                                    Y

                                                                                                                                                                                                                         R
                                                                                                                                                                                                                                 CIT

           BEND
                                                                                                                               GATE
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      3207
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            KIN

                                                                                                                        WEST
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             G

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               AS
                                                                                                                                                                                               NORMANBY                                                                                                                                                                                                                                                                                               W
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                         MAP SCALE 1:30 000 AT A3
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              S

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       ES                                                                                                                                                                                                                                                                                   RC
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          DO REET
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          T
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   W

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              GA                                                                                                                                                                                                                                                                           ST

                                        3207
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    AY
                                                                                                                                                                                                                                                                KIN

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 TE
                                                                                                                                                                                                                                                                 G

                                                                                                                                                                                                                                                                                   AS
                                                                                                                                                                                                                                                                                                                                                                                                             MAP SCALE 1:30 000 AT A3
                                                                                                                                                                                                                                                                  S

                                                                                                                                                                                                                                                                                RC                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       DOMAIN
                                                                                                                                                                                                                                                                              DO REET                                                                                                                                                                                                                                                 BRIDGE                                                                                                                                                                                                                                                                                                               ROAD                                          0                    0.5                         1
                                                                                                                                                                                                                                                                       W

                                                                                                                                                                                                                                                                               ST
                                                                                                                                                                                                                                                                        AY

 AT

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        PORT                                                                                                                                                                                                                                                                                                                                    SOUTH
   E

                                                                 6. Appendices
                                                                                                                                                                                                                                                                                                                             DOMAIN
                        BRIDGE                                                                                                                                                                                                                                                                                                                 ROAD                                          0                    0.5                         1                                                  2                                                                                                                                                                                                                                                                                                                                                                                                                                              Kilometres

                                                                                                                                                                                                                                                                                                                                    SOUTH                                                                                                                                                            MELBOURNE                                                                                                                                                                                                                                                                                                                                  YARRA
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                TOORAK

 PORT
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            ROAD

                                                                                                                                                                                                                                                                                                                                                                                                                                    Kilometres

LBOURNE                                                                                                                                                                                                                                                                                                                             YARRA
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                                                                 7. Useful contacts
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                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            GIS Team Leader, Property Services: David Hassett
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                                                                                                                                                                                                                                                                                                                                                                                RESPONSIBILITIES & ACKNOWLEDGEMENTS
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            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                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              PAGE
2. 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                                                             PAGE
2. 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                                                              PAGE
2. 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                                                                PAGE
2. 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                                                                 PAGE
3. 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                                                               PAGE
3. 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                                                              PAGE
3. 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                                                           PAGE
3. 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                                                            PAGE
3. 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                                                               PAGE
3. 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                                                              PAGE
3. 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                                                               PAGE
3. 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                                                               PAGE
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