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Event Permit Application and Approval Process Revision 2007/2008

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Event Permit Application and Approval Process Revision 2007/2008 Page 1 of 26 MARKETING AND EVENTS COMMITTEE Agenda Item 5.3 REPORT 10 July 2007 EVENT PERMIT APPLICATION AND APPROVAL PROCESS REVISION 2007/2008 Division Economic Development Presenter Sandro Meloni, Program Manager Event Operations Purpose 1. As requested at Councils June 2007 Environment Committee meeting, to: 1.1. advise Councillors of the anticipated large scale events that will be requesting an Event Permit to operate in City of Melbourne Parks in 2007/2008; and 1.2. to note that under the Sustainability Guidelines for Holding Events In Parks that Alexander Gardens and Birrarung Marr are parks capable of accommodating large scale events. 1.3. seek approval: 1.3.1. from the Marketing and Events Committee to progress planning with these event organisers towards issuing an Event Permit; and 1.3.2. from the Marketing and Events Committee for the revised Event Permit Application and Approval Process. Recommendation from Management 2. That the Marketing and Events Committee approve: 4.1 the inclusion of the events listed in this report in the City of Melbourne’s parks and gardens, to allow for detailed planning to progress towards an Event Permit being issued; and 4.2 the revised Event Permit Application and Approval Process. (Attachment 1). Key Issues 3. While final permits have not been issued, it is important to note that the majority of these events are annual events and planning is well underway. In addition, the majority are community events. 4. The following large scale events either have, or are expected to seek, an Event Permit for the use of parklands in 2007/2008. All these events fall within the Events in Parks Sustainability Guidelines, have been conducted previously (with the exception of Electric Map, Melbourne Bicycle Festival and the Homeless World Cup) and have not received significant public complaint in the past. Page 2 of 26 Event Name Location Dates Parklife Music Festival Birrarung Marr September 2007 AFL September Club Yarra Park September 2007 Melbourne Marathon Yarra Park & Birrarung Marr October Melbourne Bicycle Festival Alexandra Gardens & Kings October 2007 Domain Olympic Dream Fun Run Yarra Park November 2007 New Years Eve Alexandra Gardens, Birrarung December 2007 Marr, Batman Park & Enterprize Park Electric Map Birrarung Marr 1 January, 2008 Australia Day Birrarung Marr, Queen Victoria 26 January, 2008 Gardens & Kings Domain Midsumma Festival Alexandra Gardens & Kings Jan/Feb 2008 Domain Open Air Cinema Birrarung Marr February 2008 Walk Against Want Princes Park March 2008 Moomba Waterfest Alexandra Gardens & Birrarung March 2008 Marr East Melbourne Festa Powlett Reserve March 2008 Run 4 the Kids Alexandra Gardens & Kings March 2008 Domain Giant Sky Wheel Birrarung Marr April – July 2008 Mothers Day Classic Kings Domain, Alexandra May 2008 Gardens & Birrarung Marr Run to the G Yarra Park & Birrarung Marr May 2008 Circus Oz Birrarung Marr June – July, 2008 Homeless World Cup Birrarung Marr November 2008 5. Applications for Event Permits are received from over 3,000 events per year seeking to use public spaces. The majority of these are in parks and fall well within the “Events in Parks Sustainability Guidelines”. Major events are required to submit detailed event plans for review by City of Melbourne staff and other public authorities before an Event Permit can be issued. However, to enable this detailed planning to progress, event organisers require “in principle” approval that their event can be conducted at a particular location on a particular date. This is given only if the event falls within the Events in Parks Sustainability Guidelines, meets all other Council policies, guidelines and local laws and is in keeping with Council objectives as detailed in the Council Plan 2005 - 2009. 2 Page 3 of 26 6. Event Permits are issued for event organisers to use public spaces in a manner that protects the venues being utilised, provides a safe environment for the public, complies with Council policies and guidelines, supports Council objectives and meets all legal requirements. The Event Permit Application and Approval Process are detailed in Attachment 1. 7. Key elements of the Event Permit Process are: 7.1. application Form (Attachment 2); 7.2. acknowledgement letter (Attachment 3); 7.3. briefing of Councillors (if the event is of a contentious or noteworthy nature); 7.4. submission of an event plan; 7.5. public Consultation (if the event has the potential to impact on residents or traders in a manner outside normally accepted levels); 7.6. Committee approval (if the event falls outside Council policy or guidelines and/or if the event is of high impact in a park and/or the event has significant public objection ); 7.7. “A Team” review; 7.8. event Permit issued (Attachment 4); and 7.9. public notification. 8. Events that fall outside the Events in Parks Sustainability Guidelines or that do not have local resident or trader support are taken to the Marketing and Events Committee for consideration and final approval. Time Frame 9. This report covers events expected to be conducted in the 2007/2008 financial year. Relation to Council Policy 10. The following strategic directions are listed in City Plan 2010: 10.1. Strategic direction 1.7 - Build an integrated and connected park system…..Manage all City parkland to provide a balanced mix of active and passive recreation facilities; 10.2. Strategic direction 3.3 - Promote, celebrate and further develop the City of Melbourne as a ‘city for the arts’ and as a sporting capital with a rich and vibrant culture life; and 10.3. Strategic Direction 3.9 – Attract and facilitate and maximise benefits of major City events and festivals….Facilitate the provision of event facilities and encourage the staging of major city events and festivals in a range of public spaces throughout the city. 11. Tree Policy. “Council will ensure tree health and sustainability when considering applications for new developments or for events to be staged in the parkland”. Consultation 12. The development of each of the Council Policies, guidelines and Local Laws that underpin the Event Permit Process have involved extensive public consultation. 3 Page 4 of 26 Government Relations 13. The City of Melbourne Event Permit Process provides a mechanism for adhering to the Planning and Environment Act 1987 and amendment VC36. 14. The State Government Department of Sustainability and Environment (DSE) are aware of City of Melbourne policies, guidelines and local laws. Finance 15. Fees are charged to event organisers for use of public spaces. Revenue of $230,000 has been budgeted in 2007/2008 from this source. Legal 16. A permit is required to conduct a special event such as an organised sporting, recreational, cultural, commercial or social gathering of people on a road or any other public place prescribed by Council. The requirement for a permit is set out in clause 5.6A of Council’s Activities Local Law 1999 (No. 1 of 1999) as amended and Council’s prescription of 14 March 2007 (no. 21). Comments 17. This Committee Report does not cover high impact events in parks that have previous Council resolutions in effect. (Eg. The Melbourne International Flower and Garden Show and events covered by Fence-line extensions at the Myer Music Bowl). Background 18. At the 7 February 2006 meeting of the Planning and Environment Committee a resolution was passed that approved the Event Permit Process. 19. At the 5 June 2007 meeting of the Environment Committee a resolution was passed that “all applications for major events in parkland be brought to Committee before any “in principle” approval status is granted”. 20. At the 5 June 2007 meeting of the Environment Committee a resolution was passed that “a further report be brought to the Marketing and Events Committee detailing a revised procedure for event applications”. 21. At the 5 June 2007 meeting of the Environment Committee the revised “Events in Parks Sustainability Guidelines” were approved. These form the basis upon which Event Permits are issued for events in parks. Attachments: 1. Application and Approval Process 2. Application Form 3. Application Acknowledgement Letter 4. Approval Letter 5. Location and Attendance Breakdown 4 City of Melbourne Event Permit Application and Approval Process Page 5 of 26 Step 1. Event Permit Step 2. Event Plan - Summary of Requirements Step 5. Post Event/Debrief The plan should contain an introduction including event history, date(s) time(s), location(s), site plans, full contact list, Event Overview Application an overview of what will occur during the event, and a comprehensive running sheet Plan should outline placement of pedestrian access areas, crowd control barricades, temporary fencing, security personnel and event marshals. It must Event Permit Application Pedestrian Management Plan Event Organisers will be invited by the City of Melbourne to also clearly outline how pedestrian flow will be maintained and how any congestion points will managed received via attend a post-event review meeting to address event email or fax from successes, issues and recommendations. Event Organiser Must include Risk Management Plan (AS/NZS 4360:2004), evacuation plan including assembly areas, emergency contacts, and First Aid details. The Emergency Management Plan plan should also include a comprehensive list of wardens and marshals, outlining times of warden and marshal briefings. These points will then be covered at the final debrief meeting, coordinated by the City of Melbourne, where City of Melbourne, public authorities and other relevant stakeholders Traffic Management Plan must comply to AS 1742.3 - 2002 and detail times of road closures, public transport impacts, will provide feedback. Event Permit Application Traffic Management Plan highlight all traffic infrastructure including barricades, road signs and variable message signs. logged and dated in Any events affecting public transport must submit an event notification to the Department of Infrastructure as per the transport legislation.
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