MELBOURNE EVENT PLANNING GUIDE AUGUST 2019 MELBOURNE EVENT PLANNING GUIDE
ACKNOWLEDGING MELBOURNE’S MESSAGE FROM THE LORD MAYOR Contents TRADITIONAL OWNERS OF MELBOURNE Wominjeka! (Welcome to Melbourne!) Melbourne’s reputation for events makes us 1. Introduction all proud, and behind every successful event The City of Melbourne respectfully lies excellent planning and management. acknowledges the Traditional Custodians We’ve developed this guide to assist you 2. Planning your event of the Land. For the Woiwurrung with queries you might have about planning in Melbourne (Wurundjeri), Boonwurrung, Taungurong, and permits when staging events and Dja Dja Wurrung and the Wathaurung 3. Preparing 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. Permits 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 a significant gathering place for all Aboriginal 5. Glossary 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, Our role is to support and guide event 6. Appendices the following statement is read to managers, organisers and promoters in acknowledge Melbourne’s traditional land a spirit of collaboration and partnership. owners, often also accompanied by a 7. Useful contacts Our team provides advice, knowledge traditional Welcome to Country ceremony. and expertise to ensure that events We invite you also to read this statement at succeed, while maintaining the safety of your event: our community. From vehicle access, to “I would like to acknowledge the people infrastructure, catering, waste management of the Kulin nation who are the Traditional and many more aspects, this guide provides Custodians of this Land on which we are a step-by-step process with information on gathered. I would also like to pay respect to your responsibilities and requirements as an their Elders both past and present, and event organiser. extend that respect to other Indigenous As a recognised city of events and Australians present.” culture, Melbourne also works hard to be a city of sustainability. We all need to take responsibility to reduce our environmental footprint and this guide provides event organisers with information on how to minimise their impact.
I encourage you to use this guide as a valuable resource and to refer to services available through our Events Melbourne team. On behalf of the City of Melbourne, I wish you every success with your event.
Sally Capp, Lord Mayor
2 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE CONTENTS
CITY OF MELBOURNE’S COMMITMENT 5 3.13 Occupancy permits and temporary structures 19 Temporary structures and siting approval 20 Introduction 6 Building Control 20 1.1 Events Melbourne branch and the Temporary Occupancy Permits for Event Operations team 6 Places of Public Entertainment (POPE) 20 Inflatable and other non prescribed temporary structures 21 2. PLANNING YOUR EVENT IN MELBOURNE 3.14 Pedestrian and crowd management plan 21 A STEP-BY-STEP GUIDE 7 Pedestrian management plan 21 2.1 Why you need an event permit 7 Crowd management plan 21 2.2 What locations/sites are available to book? 7 3.15 Traffic management plan 22 2.3 When to apply for an event permit 8 3.16 Events on Melbourne’s roads and laneways 22 2.4 No permit required 8 Traffic and public transport management 22 2.5 Event permit assessment process 8 Notifying relevant authorities 23 2.6 Activity permits for weddings, promotions, A-Team 23 filming and personal training 8 Public Transport Victoria 23 Weddings 8 VicRoads 23 Promotions 9 Victoria Police 24 Filming and photography 9 3.17 Vehicles, parking and access permits 24 Personal training 9 Reserved parking permits 24 2.7 Event application process 10 Vehicles 25 How to apply for an event permit 10 Vehicle Access Permits 25 Compulsory event permit application requirements 10 3.18 Emergency and risk management plan 25 Your event permit 10 First aid 26 2.8 Fees and charges 10 Evacuation plan 26 Reinstatement costs 10 Weather contingency planning 26 2.9 Other permits, approvals and fees 11 Safety and security 26 City of Melbourne permit type and timeframes 11 Safe and healthy crowded places 26 Permits from other organisations outside of the Working with Victoria Police 26 City of Melbourne 11 Other useful references: 27 Waste management plan 27 3. PREPARING YOUR EVENT PLAN 12 3.19 Sustainable events 28 3.1 Event details overview 12 Sustainability principles for greener events 28 3.2 Event running sheet 12 Promotional giveaways and sustainability 28 3.3 Contact list 12 Sustainability of parks and gardens 28 3.4 Public Liability Insurance 12 3.20 Animals at events 28 3.5 Stakeholder notification plan 13 Animals in circuses 28 Advertising of road closures and other impacts 13
3.6 Selling as part of your event 13 4 PERMITS AND OTHER CONSIDERATIONS 29 3.7 Signage 13 4.1 Handbills 29 3.8 Site plan 14 4.2 Fundraising 29 Site meeting 14 4.3 Food and beverages (Health and Wellbeing) 29 3.9 Event Operations Centre 14 Temporary and mobile food premises 30 3.10 City of Melbourne’s parks, gardens and waterways 15 4.4 Alcohol and liquor licensing 31 Waterways 16 Alcohol plan 31 Access and egress for emergency services 16 4.5 Noise management and music 32 Vehicles in parks 16 4.6 Planning permits 33 3.11 Accessible events 17 3.12 Infrastructure and facilities 17 5. GLOSSARY 34 Toilet facilities 17 Drinking water facilities and access 19 6. APPENDICES 39 Power and lighting 19 7. USEFUL CONTACTS 51 CITY OF MELBOURNE’S COMMITMENT
The City of Melbourne’s vision is to create a thriving city that is Contents internationally recognised for the opportunities it offers all visitors. It has the responsibility for marketing and supporting arts, 1. Introduction recreation, cultural heritage, events, festivals and sporting activities for the greater benefit of the community. 2. Planning your event in Melbourne The variety of events and festivals in Melbourne 3. Preparing 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. Permits and other help bring energy and vibrancy to the streets considerations and public spaces, while making an important IN-KIND SPONSORSHIP contribution to the city’s economy. 5. Glossary If you are applying for in-kind sponsorship In 2004, the Events Melbourne branch was in the form of waived site hire fees through created, reflecting the high importance the one of the available grant or sponsorship 6. Appendices City of Melbourne places on events. Melbourne programs, it is imperative that you contact is a great city for events and the City of the Event Operations team for a quotation to Melbourne’s Events Melbourne branch is ensure the correct in-kind amount applicable 7. Useful contacts here to help make your event a success. is reflected in your application.
Our public spaces such as our parks, gardens The City Of Melbourne can also provide and reserves are some of the best in the marketing support for your event through world and attract millions of visitors each What’s On Melbourne. year. Gardens are living assets that are used as event sites but are also places for passive DO I NEED AN EVENT PERMIT? recreation and quiet relaxation. We encourage An event permit will be required if any of event organisers to consider the many benefits the following conditions apply. of using open spaces and to plan their events using long-term sustainability practises. • I plan to erect infrastructure for my event (for example, a marquee) CITY OF MELBOURNE’S MARKETING, • There will be 50 attendees or more GRANT AND SPONSORSHIP at my event OPPORTUNITIES • My event will be catered by an external supplier The City of Melbourne recognises that events play an important part in the city’s wellbeing and • My event will require vehicle access to cultural diversity by helping to activate precincts, drop off equipment raise the city’s profile, increase visitation, assist in • My event requires a reservation building relationships, deliver economic benefit • I will be charging a fee to participants and enliven the city. To help build Melbourne’s Disclaimer: The City of Melbourne’s Melbourne Event reputation as an events capital and to stage a Planning Guide is a guide only. The City of Melbourne variety of events throughout the city each year, does not warrant that the guide is accurate or correct and notes that the guide is subject to change. Further, it is the City of Melbourne has various programs incumbent on an event organiser to ensure that all laws are complied with including obtaining any necessary permits and options available to event organisers, from from the City of Melbourne. The City of Melbourne accepts marketing and social media assistance, display no liability for any loss or damage incurred by an event organiser or third party from relying on the guide. opportunities, through to sponsorship and grant programs. These include:
• the event partnership program (EPP) • annual arts grants • community services grants • Active Melbourne and recreation grants
4 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE INTRODUCTION
1.1. EVENTS MELBOURNE BRANCH The list below outlines the various events Contents and activities that the Event Operations AND THE EVENT OPERATIONS TEAM team issues permits for: The Event Operations team sits within City • Public events 1. Introduction of Melbourne’s Events Melbourne branch and is responsible for ensuring the interests • Private events of the City of Melbourne are being met by • Weddings Events Melbourne branch 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. Planning your event in Melbourne
3. Preparing your event plan
4. Permits and other considerations
5. Glossary
6. Appendices
7. Useful contacts
5 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 2. PLANNING YOUR EVENT IN MELBOURNE A STEP-BY-STEP GUIDE
To stage an event or activity in public space managed by the City of Contents Melbourne, you must have an approved event plan and receive an event permit from the Event Operations team. This guide has been designed 1. Introduction to assist you in developing your event plan while informing you of your responsibilities and other statutory permits that may be required. 2. Planning 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 This guide deals primarily with the 2.2 WHAT LOCATIONS/SITES What locations/sites are requirements involved in the application available to book? and approval of low impact events and ARE AVAILABLE TO BOOK? Within the City of Melbourne there are When to apply for an large scale events. For more information a number of bookable parks, gardens, event permit on how to apply for the activities listed in section 1.1, please refer to section 2.7 event promenades and reserves. Availability varies No permit required application process, which goes into further depending on the type of event or activity 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.
PARK STREET C B R O E W S C E E N PARK N STREET T SUBURBS & C B R O E W D S A C E O N R N E T S E N O G E D T N T A E SUBURBS & A L R R
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B R N DO O U P RESPONSIBILITIES & ACKNOWLEDGEMENTS A
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P RESPONSIBILITIES & ACKNOWLEDGEMENTS 7. Useful contacts GIS Compilation & Cartography: James Regan GIS Team Leader, Property Services: David Hassett H IGH ST Published by City of Melbourne, April 2012 REET GIS Compilation & Cartography: James Regan PO Box 1603, Melbourne, Victoria 3001 Australia. H IGH ST Published by City of Melbourne, April 2012 REET 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 advance if you wish to secure the 2. Planning your event application. 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 6-12 months for large events. 2.6 ACTIVITY PERMITS FOR What locations/sites are WEDDINGS, PROMOTIONS, available to book? 2.4 NO PERMIT REQUIRED When to apply for an FILMING, PHOTOGRAPHY AND 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 Weddings Event permit fees applicable. If you are unsure whether you 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 infrastructure and/or vehicle access is Fees and charges that the Event Operations team will be able 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 2.5 EVENT PERMIT would like to book a preferred location ASSESSMENT PROCESS Applicants are required to apply for a 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. Preparing 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 4. Permits and other Please ensure you have read the terms surface) and conditions and viewed the fees before considerations applying. Your permit requirements will depend on 5. Glossary the needs of the site and the size and You can access the form by visiting Wedding 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.
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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. Planning 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. Preparing your via email or calling 03 9658 8008. event plan
4. Permits and other considerations
5. Glossary
6. Appendices
7. Useful contacts
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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, • Waste management plan. 1. Introduction you must submit an online application. All applications are to be made via the Please note that there may be additional 2. Planning 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 Coordinator. Your Event Operations will receive an event permit. The event permit No permit required Coordinator will be your point of contact will confirm the terms and conditions of your event. These terms and conditions will have Event permit throughout the application process and will been discussed with you during the application assessment process answer questions pertaining to your event. 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 application process event permit you will need to have a copy of 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 2.8 FEES AND CHARGES with you throughout the planning process to 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 run into the thousands of dollars. Event 3. Preparing your • Running sheet (including bump-in/ organisers are encouraged to: event plan bump-out and event timings) • Budget for possible reinstatement 4. Permits 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 6. Appendices for more than two days in parks need • 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
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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. Planning 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 Other permits, approvals days prior to your event’ to ‘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 3. Preparing your (MFB) for the use of open fire or fireworks at events event plan Public Transport Victoria For public transport plan At least 150 days prior to 4. Permits 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
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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. Planning 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. Preparing your event plan An event plan checklist is available to assist 3.2 EVENT RUNNING SHEET in determining which elements are relevant Event details overview A running sheet sets the timing and to your event. Completing the event plan sequence of your event so that you, your Event running sheet is your responsibility however your Event Event Operations Coordinator and other Contact list Operations Coordinator will assist as key stakeholders know what is happening necessary. Public Liability Insurance and when. A good running sheet includes a Stakeholder notification plan 3.1 EVENT DETAILS OVERVIEW timeline of the event production schedule Selling as part of your event including bump-in/bump-out, event timings, 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 3.3 CONTACT LIST Coordinator a broader understanding of 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, contractors, stakeholders and public Accessible events • 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 • nature of attendance 3.4 PUBLIC LIABILITY INSURANCE management plan (public or private event) Event organisers must make sure they have a Traffic management plan • event 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. • an 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. Permits and other considerations
5. Glossary
6. Appendices
7. Useful contacts
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3.5 STAKEHOLDER • Websites (both the event website and paid Contents NOTIFICATION PLAN advertising) • 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, date and location of the event, road closure 2. Planning your event A formal letter must be sent to all locations, opening and closing times, impact in Melbourne stakeholders within the event precinct. on public transport routes such as trams, Your Event Operations Coordinator can buses or taxis and a contact number and 3. Preparing your help you develop a list of who should be website for further enquiries. If your event event plan targeted directly and identify the areas and includes Tow Away Zones that have been streets to be included in your distribution. gazetted by VicRoads, it is mandatory to Event details overview 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 Your letter must include the following details: Public Liability Insurance 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 Centre Event Operations Coordinator will discuss the event these requirements with you. City of Melbourne’s parks, • what the likely disruptions to residents and gardens and waterways businesses will be with respect to noise, 3.6 SELLING AS PART OF Accessible events transport and road closures YOUR EVENT Infrastructure and facilities • 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 Your first letter must be written as a site plan. Forms of selling include but are not 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 Emergency and risk signage proposal that outlines all the proposed prior to the event. Depending on the nature management plan directional, amenity, emergency evacuation 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. Permits and other signage as per Tobacco Act amendments considerations If your event involves a major road closure/s 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 your event including but not limited to: and flags. Also include sponsorship/corporate logos attached/imprinted on marquees, • Printed press (newspaper) temporary site sheds/buildings, inflatable 7. Useful contacts • Social Media (Facebook, Twitter and gantries or fencing. Instagram)
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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. Planning 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. Preparing 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, team, public authorities, stakeholders, Event details overview 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 infrastructure capacities vary depending Site plan • 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 Site meeting • the event organiser must be responsible 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 the relevant public authorities and the event Events on Melbourne’s suitable and meets your event’s needs and 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. Permits and other considerations
5. Glossary
6. Appendices
7. Useful contacts
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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. Planning 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. Preparing 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 4. event areas cannot be roped or Selling as part of your event • 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 management plan considered in relation to protecting all the 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. Permits 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
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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. Planning 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. Preparing 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, the bollard will be put back in position, e.g. City of Melbourne’s parks, a dedicated emergency lane within a road at the conclusion of the bump-in gardens and waterways closure. You will be required to work with your Event Operations Coordinator and the Accessible events • vehicles are only allowed to enter when a 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. Permits and other considerations
5. Glossary
6. Appendices
7. Useful contacts
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• all vehicles must remain on pathways Toilet facilities unless protective flooring has been laid to Contents Your site plan must show the location protect the surface and number of public toilets and disabled facilities being provided for your event. 1. Introduction • all vehicles that remain on site are required to have drip trays placed underneath The number of toilets you will need to their engines provide will depend on anticipated crowd 2. Planning your event numbers, patron gender (women require • members of the public will have right of in Melbourne more facilities than men), whether there is way at all times service of alcohol and the event duration. 3. Preparing your • the event organiser is also responsible Accessible facilities must be available. Toilet 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 3.11 ACCESSIBLE EVENTS services areas, provided with sharps Public Liability Insurance 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. Permits and other considerations
5. Glossary
6. Appendices
7. Useful contacts
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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. Planning your event Hand Hand in Melbourne WCs WCs Urinals PATRONS basins basins
3. Preparing 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 Hand Hand Event Operations Centre WCs WCs Urinals PATRONS basins 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 40 20 12 30 20 management plan More than 5000 Traffic management plan Events on Melbourne’s roads and laneways DID YOU KNOW Vehicles, parking and 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. Permits and other considerations
5. Glossary
6. Appendices
7. Useful contacts
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Drinking water facilities and access Melbourne electrical contractor to arrange access. You can then source your own Contents Events must cater for the health and comfort 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 independent operators comply with the 2. Planning your event should be made freely available, or if not appropriate health and safety regulations. in Melbourne feasible, cost less than the lowest price of any other drink sold to patrons. The location 3. Preparing 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 the Building Act 1993, Building Regulations Public Liability Insurance system within each park/garden location. 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 Selling as part of your event aim of the building legislation is to ensure 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 City of Melbourne’s parks, of fire or crowd disturbance and access parks and gardens for counter weighing gardens and waterways for emergency personnel. Health and 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 Documents required for Permits and temporary structures be taken off site and discarded. 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. Events on Melbourne’s Fees do apply for application for Occupancy Permits and Siting Approval. roads and laneways 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. Permits 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
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Temporary structures and Temporary Occupancy Contents siting approval Permits for Places of Public A prescribed temporary structure is either Entertainment (POPE) 1. Introduction one or a combination of the following Under the Building Act 1993 it is required structures used as an assembly building/ that Places of Public Entertainment (POPE) place of public entertainment: over 500 square metres need to obtain an 2. Planning your event Occupancy Permit for a POPE from the in Melbourne • a stage or platform exceeding 150 square metres Municipal Building Surveyor. Similarly, if an 3. Preparing your event organiser is to use an existing building, • a tent, marquee or booth with a floor event plan criteria will need to be applied as to whether area greater than 100 square metres an Occupancy Permit is required.
Event details overview • a seating stand that accommodates A POPE fact sheet, application form, more than 20 persons schedule of fees and checklist can be found Event running sheet at Place of Public Entertainment. Contact list • a prefabricated building with a floor area exceeding 100 square metres; and/ Temporary Occupancy Permits are applied Public Liability Insurance or some marquees, scaffolding may also for through Building Control within the Stakeholder notification plan require siting approval. City of Melbourne and, for simple events, the application form with all supporting Selling as part of your event You can find a Siting Permit Temporary documentation must be submitted at least 15 Signage Structures fact sheet, application form, days prior to the event. Approvals for design Site plan schedule of fees and checklist at Temporary are required where there are temporary siting approvals. Permits are applied for Event Operations Centre structures and prescribed temporary through Building Control within the structures. Additionally, inspections will need City of Melbourne’s parks, City of Melbourne and must be made at to occur before the event. gardens and waterways least 15 working days prior to erecting any Accessible events temporary structure. Please note all prescribed temporary structures also require approvals Infrastructure and facilities from the Victorian Building Commission. Occupancy permits and temporary structures Building Control Pedestrian and crowd You can email Building Control or call management plan 03 9658 9658. Visit Temporary siting Traffic management plan approvals to download an application form. Events on Melbourne’s roads and laneways Vehicles, parking and access permits Emergency and risk management plan Sustainable events Animals at events
4. Permits and other considerations
5. Glossary
6. Appendices
7. Useful contacts
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Inflatable and other non-prescribed Crowd management plan Contents temporary structures Develop a crowd management plan outlining If you’re planning on having an inflatable your crowd control strategy. In the situation where the crowd becomes unruly, it is the 1. Introduction and/or other non-prescribed temporary structure at your event, such as jumping event organiser’s responsibility to implement castles, gantries, altered shipping containers, the crowd management plan, however if 2. Planning your event signage installations, scaffolds or any other you cannot control the situation, emergency in Melbourne large structure, you are required to supply an services will take over. Your crowd inspection report before the event opens to management plan must take into account all 3. Preparing your the public from one of the following: elements of your event. Some questions you event plan should consider are: • a civil engineer • what type of event are you holding? Event details overview • a V1 or V2 erector of temporary structures For example, a concert, sporting event, Event running sheet • a registered Building Inspector parade and/or fundraising activity Contact list • a registered Building Surveyor • what location have you chosen for your Public Liability Insurance Inspection reports must be obtained event? For example, an open square, a Stakeholder notification plan immediately prior to your event starting and street, a laneway or a park provided to your Event Operations Coordinator Selling as part of your event • what will the capacity of the site be with the next business day following your event. your event infrastructure in place? Signage Your Event Operations Coordinator will be Site plan able to advise you of any temporary structure • what is the expected size, demographic Event Operations Centre requirements during the event approval process. and nature of the crowd who will be attending your event? City of Melbourne’s parks, 3.14 PEDESTRIAN AND CROWD gardens and waterways • are there suitable access and egress Accessible events MANAGEMENT PLANS points into and out of the venue? Is there emergency vehicle access? Infrastructure and facilities Pedestrian management plan Occupancy permits and When planning an event that will be held in • what communication methods will be used temporary structures a public open space, event organisers must for your event? Pedestrian and crowd consider maintaining access for members of • what crowd control measures (such as management plan the general public. A pedestrian management barricades, signage, marshals) will you be plan must be developed for approval by the Traffic management plan putting in place? Will queues be forming City of Melbourne. This plan should tie in with and if so, where? Events on Melbourne’s your crowd management plan and vice versa. roads and laneways • will vehicles and crowds be separated Your pedestrian management plan must Vehicles, parking and or in the same area? outline your strategies for managing pedestrian access permits access and egress at the event site, as well • who will take on what roles in regards to Emergency and risk as taking into consideration non-attendee crowd management and what is the chain management plan pedestrians who may be affected by it. The of command? Sustainable events City of Melbourne can help you determine You should also consider how you can make Animals at events the numbers and types of infrastructure your event safe and inclusive for women required to manage pedestrian movement. with our Planning safe and inclusive events fact sheet. By making events feel welcoming 4. Permits and other Your pedestrian management plan must include: and inclusive for everyone, people feel safer, considerations stay longer and enjoy themselves more. • locations of barricades 5. Glossary • locations of diversion and closure signs • time and date for installation of infrastructure 6. Appendices • locations of marshals • timing of footway closures and openings • public transport pick up and set down areas 7. Useful contacts • access for people with disabilities.
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3.15 TRAFFIC MANAGEMENT PLAN 3.16 EVENTS ON MELBOURNE’S Contents For all road closures or traffic stoppages ROADS AND LANEWAYS (block and holds), the City of Melbourne The Event Operations team receives many 1. Introduction will require the submission of an approved requests to conduct events on the City of traffic management plan. Your Event Melbourne’s roads, laneways and footpaths, Operations Coordinator can assist you with and in public open spaces. Under the 2. Planning your event circulating your traffic management plan to in Melbourne Activities Local Law 2019, (section 5.5), stakeholders for approval. it states that; unless in accordance with a 3. Preparing your Your traffic management plan must include: permit, a person must not in or on a road or event plan any other public place prescribed by council; • locations of diversion and closure conduct any special event. Therefore, it is signs, road closures, barricades, traffic a requirement of the City of Melbourne to Event details overview controllers, marshals and police issue an event permit. Event running sheet • positioning of variable message signs (VMS) It is also important for event organisers Contact list • time and date for installation and to consider the following when holding Public Liability Insurance dismantle of infrastructure an event in and around roads, laneways, Stakeholder notification plan footpaths and public open spaces. • timing of road closures and re-openings Selling as part of your event • implementation and management of Traffic and public transport Signage closures and openings management Site plan • affected public transport operators Traffic and public transport management Event Operations Centre (for example, Yarra Trams, Metro Trains, planning includes determining how to ensure City of Melbourne’s parks, bus operators, taxi services and ride share that all traffic, inclusive of public transport, is gardens and waterways operators) accounted for and impacts covered through your event traffic management plans. Accessible events • affected public transport routes Infrastructure and facilities (such as Dandenong line, tram route 86, Key stakeholders with regards to traffic management planning include: Occupancy permits and bus service 201) temporary structures • details of the impact (where relevant), • Public Transport Victoria Pedestrian and crowd such as: • VicRoads management plan • service diversions (where to, how Traffic management plan • Victoria Police long for) Events on Melbourne’s • Victorian Taxi Association roads and laneways • changes to bus or tram stops • Commercial Passenger Vehicles Victoria Vehicles, parking and • lists of extra services required access permits (and additional staff required) • The City of Melbourne
Emergency and risk • times for ‘block and hold’ if relevant management plan • passenger notification Sustainable events Animals at events • Public Transport Victoria notification • management of crowds accessing 4. Permits and other transport services via bus, train or tram stops. considerations
5. Glossary
6. Appendices
7. Useful contacts
21 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 3. PREPARING YOUR EVENT PLAN
Points to note in regards to traffic and A-Team public transport management include: Contents As part of the approval process, depending • Under Victorian legislation, organisers of on the size and complexity of your event, you may be required to make a presentation 1. Introduction events in Victoria are required to notify Public Transport Victoria if their event of your final event plan. The presentation is likely to have an impact on public will be to representatives of the City of 2. Planning your event transport services. Melbourne’s Events and Engineering groups, in Melbourne Victoria Police, VicRoads, Metropolitan Fire • If your event affects any road, whether Brigade, Ambulance Victoria and any other through a full road closure or a ‘block 3. Preparing your impacted authorities (known as the A-Team). and hold’ arrangement, you will need to event plan The meeting will be coordinated by your engage the services of a qualified traffic Event Operations Coordinator. Event details overview management company to produce a traffic management plan and submit this to your Public Transport Victoria Event running sheet Event Operations Coordinator. This plan If your event is likely to have an impact on Contact list will outline your objectives and strategies public transport, an event notification form for managing proposed road closures and/ Public Liability Insurance is required to be submitted to Public or block and holds in accordance with the Stakeholder notification plan Transport Victoria under Part V1, Division Australian Standards AS 1742.3 (2009). Selling as part of your event 10 of the Transport Act 1983. Impact means • If your event impacts on any of VicRoads any delay, replacement, deviation or Signage declared roads (which include freeways cancellation of a public transport service. Site plan and arterial roads such as King Street, St If you are unsure whether your event is Event Operations Centre Kilda Road and Spencer Street), approval likely to have an impact on public transport, will be required from VicRoads. a self-assessment checklist is available. City of Melbourne’s parks, PTV requires submissions to be made at least gardens and waterways • If your event uses City of Melbourne’s 120 days prior to an event with an expected Accessible events local (municipal) roads only and does not attendance of less than 10,000, and at least impact public transport or declared roads, Infrastructure and facilities 150 days prior to an event with an expected your Event Operations Coordinator will attendance of over 10,000. Visit PTV, email Occupancy permits and assess if VicRoads or the Department of PTV or call 1800 800 007. temporary structures Economic Development, Jobs, Transport Pedestrian and crowd and Resources need be involved. management plan VicRoads • If your event is a race, Victoria Police VicRoads manages Victoria’s main or arterial Traffic management plan approval is required and you may also roads and freeways (excluding tollways). Events on Melbourne’s need to work with VicRoads, Public Local councils and other agencies (such as roads and laneways Transport Victoria, City of Melbourne and Parks Victoria) are responsible for managing Vehicles, parking and any other local councils along the race local roads (municipal roads). To determine access permits route to obtain approval. if your event is to be held on or will impact Emergency and risk As much as possible, it is advisable that you an arterial road, view your event area on management plan try to avoid your event impacting freeways, the VicRoads website and search for the interactive ‘declared roads map’. Even if Sustainable events arterial roads or public transport to reduce the impact on the transportation network. your event is not being held on a declared Animals at events road, the impacts may still be felt on these Notifying relevant authorities roads and it may still be necessary to involve VicRoads in your event. VicRoads requires 4. Permits and other It is the responsibility of the event organiser that notification be submitted at least 60 considerations to make sure relevant public authorities days prior to the event. Visit VicRoads, email are notified of the event. Key stakeholders or phone 03 9854 2781. 5. Glossary with regards to traffic and public transport management can be found below.
6. Appendices
7. Useful contacts
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Victoria Police Reserved parking permits Contents Victoria Police may need to be involved in Once the number of parking spaces you the planning and enactment of your event would like to have near your event site is both from a traffic management and crowd established, you will need to submit an 1. Introduction control perspective. Visit Victoria Police or application online, with fees applicable. email [email protected] 2. Planning your event You can call the On-street Compliance in Melbourne Please note that if your event involves a major Services team on 9658 9658, email them, or road closure or significant impact to public find out more about reserved parking permits 3. Preparing your transport you may be required to advertise by visiting Parking for special events. your event in the newspaper. Please refer to event plan You must apply for reserved parking spaces section 3.5 stakeholder notification plan. more than 5 business days before your event Event details overview There are also a number of road rules that (allowing for weekends and public holidays). Event running sheet may impact your event plans, such as: If you are staging a major event, your application must be made at least Contact list • All events held on Victoria’s roads must 15 working days before the event. Public Liability Insurance comply with the Road Safety Act 1986, the Road Management Act 2004 and Stakeholder notification plan Vehicle management Plan any Regulations or Codes of Practice Selling as part of your event associated with those Acts Where vehicle access to event spaces is required a vehicle management plan should Signage • Generally all vehicles with a motor capable be created to ensure that movement is of generating power of over 200 watts Site plan managed in a safe manner. Some points must be registered or have an unregistered Event Operations Centre to consider when developing a vehicle vehicle permit for the duration of the management plan include: City of Melbourne’s parks, event in which it is to be used gardens and waterways • A highway event permit from Victoria • Access points are to be locked at all Accessible events Police may be required for any event times or be managed to ensure non-event vehicles cannot gain access Infrastructure and facilities involving public roads including foot and • Vehicles moving through parks should Occupancy permits and bicycle races. Email Victoria Police. temporary structures • On-road cycling events require approval remain on existing paths • Vehicles should be moved at walking pace Pedestrian and crowd from VicRoads and Victoria Police. management plan • Cars are not permitted on footpaths under the supervision of a spotter in a high visibility vest Traffic management plan without a permit and a letter of exception from VicRoads. • Warning signage should be erected to Events on Melbourne’s advise public of vehicles operating within roads and laneways • Vehicles participating in parades are still subject to Victorian Road Rules. the park or hard space Vehicles, parking and • Vehicle movement for certain event areas access permits • It is illegal to travel in the load area of a vehicle. VicRoads may issue a permit to should be undertaken outside of morning Emergency and risk allow people to travel on the back of a ute and afternoon peak commute times. management plan or truck for the duration of the parade. Your Coordinator Event Operations will be Sustainable events able to provide you with more detail on • You need VicRoads’ authorisation to erect, sensitive locations. Animals at events place, remove or alter any Traffic Control Device on a VicRoads declared road. • Every effort should be made to avoid the need for vehicles to drive on lawn areas, if 4. Permits and other 3.17 VEHICLES, PARKING this is to occur, protective matting should considerations AND ACCESS PERMITS be installed, for example track matting. • Any vehicles that remain on lawns need If your event requires vehicle access or 5. Glossary to be parked on protective matting and reserved parking, arrangements can be made have drip trays placed under engines and via City of Melbourne’s On-street Compliance cooking areas. 6. Appendices Services team; however, you should make sure that you communicate with your Event Operations Coordinator so they are aware of 7. Useful contacts your request for parking and access permits within the context of your event plan.
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Vehicle List The number of spaces to be made available is assessed on a case-by-case basis Contents A vehicle list must be provided with your depending on where and when the spaces event plan. Only essential vehicles are are required, and whether there is any other allowed to remain on site and at some sites 1. Introduction activity planned for the area. Please note vehicles are not permitted, or not permitted that parking restrictions still need to be during certain times. 2. Planning your event observed (for example, No Parking during in Melbourne Please refer to the list below for possible Clearway times and No Stopping areas). vehicle requirements.
3. Preparing your • Vehicle Access Permits may be required 3.18 EMERGENCY AND RISK event plan for your vehicles depending on the site MANAGEMENT PLAN you have chosen Any event, regardless of size, will have risks Event details overview • Bollards may also have to be opened to associated with it and it is important that the Event running sheet enable you to gain access to a site event organiser has given consideration to Contact list potential risks and has considered measures • Certain sites are subject to weight loading that will mitigate the risk. City of Melbourne Public Liability Insurance restrictions which may impact whether needs all event organisers to undertake a Stakeholder notification plan your vehicle is able to enter the site risk analysis to make sure that you manage Selling as part of your event • Rules and restrictions apply to all vehicles and control the risks posed by your event. The plan must include identification and Signage on site measurement of the risks, together with Site plan • Under the Road Management Act, no the proposed management and mitigation Event Operations Centre vehicles are permitted to remain on a strategies of those risks. footpath, which includes being parked on City of Melbourne’s parks, a footpath as part of an event, without If your event is large or complex, a number gardens and waterways a letter of exemption from the Road of emergency services may need to be Accessible events Safety Group at VicRoads. To obtain an present. You may also need to develop an Infrastructure and facilities exemption from this road rule please emergency response plan in consultation with the Victoria Police, Ambulance Victoria Occupancy permits and contact VicRoads. and Metropolitan Fire Brigade. temporary structures Vehicle Access Permits Pedestrian and crowd The Risk Management Standard management plan Vehicle Access Permits are required for all ISO31000:2018 was introduced in vehicles wishing to enter the following areas: February 2018 for assessing risks associated Traffic management plan with events. This international standard • Swanston Street, between Flinders Street Events on Melbourne’s replaced Australian/New Zealand Standard and LaTrobe Streets roads and laneways 4360:2004. Event organisers should make Vehicles, parking and • Bourke Street (Mall), between Elizabeth sure they are familiar with the access permits and Swanston Streets ISO standard.
Emergency and risk This permit controls vehicle access and The following is a list of things you should management plan parking in areas that are primarily for the take into consideration as part of your Sustainable events use of pedestrians. emergency and risk management plan.
Animals at events Applications for Vehicle Access Permits can be made online or in person at the Town Hall. Please note that you will need 4. Permits and other registration numbers of all vehicles requiring considerations access and fees and conditions apply. Please visit Vehicle Access Permits for more 5. Glossary information.
6. Appendices
7. Useful contacts
24 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 3. PREPARING YOUR EVENT PLAN
First aid park, however all events should consider contingency plans for weather and make Contents You must develop a first aid plan outlining sure this is part of their risk management how you will manage an incident if one was planning. Event organisers are advised to to occur. This may include; the involvement 1. Introduction monitor long range forecasts on the Bureau of Ambulance Victoria and/or on-site first of Meteorology website in the lead up to aid providers and/or other pre-hospital care their event. There are no refunds or credits 2. Planning your event providers (if you request their attendance). for event sites not used due to unfavourable in Melbourne It is essential that you provide parking and weather conditions. access for emergency service vehicles and 3. Preparing your include this in your site plan. event plan Total Fire Ban Ambulance Victoria will be able to undertake A Total Fire Ban sets legal restrictions to a risk assessment on your event, to establish Event details overview prevent activities that may start a fire. In the an appropriate level of response and if event of a total fire ban, restrictions may Event running sheet applicable develop a Health Emergency apply to the discharging of fireworks and Contact list Management Plan. Contact Ambulance open fires. VisitMFB or call 03 9665 4501 to Public Liability Insurance Victoria on 03 9090 5909 or email. find if restrictions apply to your event. Stakeholder notification plan More information on your first aid obligations under the Occupational Health and Safety act Safety and security Selling as part of your event can be found in Worksafe Victoria’s First Aid Safety is of paramount importance to the City Signage in the Workplace - Compliance Code. First of Melbourne. The nature of your event and Site plan aid facilities may also be required as a result anticipated crowd numbers will determine the Event Operations Centre of an occupancy permit for a POPE, please type of security you require. It is important refer to Building Control on 03 9658 9658. to design a security plan with the security City of Melbourne’s parks, provider to clarify roles and responsibilities gardens and waterways First aiders need to be suitably equipped related to event security. The main to do their job and have access to a facility Accessible events responsibilities of security staff are likely to in which they can work. Consider patient Infrastructure and facilities include crowd management, asset protection, confidentiality and dignity. The best advice is managing lost children and handling Occupancy permits and to approach a recognised body that provides confiscated items. Depending on the size and temporary structures such services to determine the minimum level scope of your event, event marshals may be Pedestrian and crowd of first aid you will require at your event. used in place of security. Please discuss this management plan with your Event Operations Coordinator. Traffic management plan Evacuation plan Part of your emergency plan should include Events on Melbourne’s Safe and Healthy Crowded Places an evacuation plan. This plan is a map of the roads and laneways All event organisers who plan events involving event area, clearly indicating all evacuation Vehicles, parking and large numbers of the general public or high points, meeting points and emergency access permits profile attendees need to address security services’ locations. It should also highlight and counter-terrorism issues with your Event Emergency and risk how the crowd will be informed of any Operations Coordinator, who will facilitate management plan evacuation need and who will be the person communication with the Victoria Police and Sustainable events that is charged with this responsibility relevant authorities through the A-Team process. (nominated wardens and safety officers with Animals at events the appropriate skill sets). This evacuation Australian Institute for Disaster Resillience plan should be prepared in conjunction with (AIDR) have developed the Safe and 4. Permits and other your crowd and pedestrian management plans. Healthy Crowded Place Handbook 2018. The considerations handbook is structured to provide managers Weather contingency planning of crowded places (including events) an overarching framework for risk management, 5. Glossary The City of Melbourne’s public places are outdoor sites meaning events will be subject communication and incident and emergency to weather conditions. It is important to planning. In addition to the handbook, 6. Appendices consider the impacts of the weather on your AIDR have produced some supporting event and put into place plans to account documents to assist event organisers for the various conditions that may occur. including a crowded places checklist and 7. Useful contacts Planning for a public street parade will differ further resources. Visit AIDR to access the from a private corporate function within a handbook and supporting documents.
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Working with Victoria Police Waste management plan Contents Depending on the size and scope of your You will need to produce and implement event, Victoria Police may be involved a waste management plan for your event. throughout the planning process and for the This is required to minimise the impact 1. Introduction duration of your event. Police members may of your event on the city. As events have attend meetings with event organisers and the potential to draw increased crowds 2. Planning your event the A-Team and additional police resources to streets, parks and other public spaces, in Melbourne may be required during your event. this puts extra demand on the City of Melbourne’s usual public litter and recycling 3. Preparing your Other useful references: bins and street cleaning services. It is your event plan • Occupational Health and Safety (OH&S) responsibility to assess your event and requirements. To download the latest arrange for suitable street cleaning and Event details overview versions of the Compliance Codes and waste collection. Event running sheet for more information about Occupational You are also responsible for coordinating Contact list Health and Safety related to your event waste management resources and facilities please contact WorkSafe Victoria. Public Liability Insurance to areas affected by the event, including Visit WorkSafe or call 1800 136 089. those outside of the permitted area where Stakeholder notification plan • Expert advice on emergency management City of Melbourne’s normal services cannot Selling as part of your event and training. Metropolitan Fire Brigade’s access. This includes all areas affected by Signage Fire Equipment Services Emergency road closures, including major transport hubs, for example Flinders Street Station Site plan Training (FES), Visit Fire Equipment Services or call 1300 855 163. or tram super stops. Event Operations Centre • Fire Safety Guidelines. City of For most events, it is likely that additional City of Melbourne’s parks, Email rubbish and/or recycling bins will be gardens and waterways Melbourne’s Building Control or call 03 9658 9658. required. It is important to consider the type Accessible events and location of litter bins and use recycling • Gas Cylinders and Safety Regulations. Infrastructure and facilities options where appropriate. Visit Energy Safe Victoria or call Occupancy permits and 03 9203 9700. At the conclusion of the event, all displays temporary structures and promotional material, excess rubbish • Fireworks and Pyrotechnics under Pedestrian and crowd and other equipment associated with the management plan State legislation, fireworks may only be staging of your event are to be removed and included at your event if they are provided Traffic management plan the area left in a clean and tidy condition. and operated by a pyro-technician who If the City of Melbourne is required to Events on Melbourne’s is licensed by WorkSafe Victoria. undertake any reinstatement, additional roads and laneways Visit WorkSafe or call 1800 136 089. cleaning or removal of rubbish or other Vehicles, parking and • Metropolitan Fire Brigade. materials, you may incur a charge to restore access permits Visit Metropolitan Fire Brigade. the area to its pre-event condition. Emergency and risk You can reduce your waste and increase management plan • Ambulance Victoria. Visit Ambulance Victoria. recycling through simple actions such as: Sustainable events • ensuring that the packaging used for any Animals at events • Victoria Police. Visit Victoria Police. products available at the event is recyclable
• making sure that recycling and rubbish 4. Permits and other bins are placed next to each other considerations • ensuring that recycling and rubbish bins are clearly signed to show where items 5. Glossary should be disposed.
6. Appendices
7. Useful contacts
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3.19 SUSTAINABLE EVENTS number of events in certain areas of a Contents park or garden if those areas have become Sustainable event guide damaged and exhausted. You will be advised The City of Melbourne has a responsibility if this affects your booking. 1. Introduction to consider the impact city events have on the environment, and has developed a 3.20 ANIMALS AT EVENTS 2. Planning your event Sustainable Event Guide The tips and tools The inclusion of animals at events is a in Melbourne within this guide can help you make your common request, for example, petting zoos event more sustainable and reduce the at Christmas parties, Seeing Eye dogs as 3. Preparing your impact of your event on the planet and our part of Vision Australia promotions, native event plan community. wildlife displays for Australia Day and horses in the Victorian Racing Carnival Parade. By encouraging event organisers to Event details overview minimise, measure and offset the impact There are various animal welfare acts, Event running sheet of their event, the City of Melbourne is regulations and codes of practice that must Contact list leading the way in reducing the true impact be upheld, as detailed on the Victorian State events of different types can have on the Public Liability Insurance Government Agriculture and RSPCA Victoria environment. You can access the guide by websites. Stakeholder notification plan visiting Sustainable event guide. To ensure that animal welfare is considered Selling as part of your event Promotional giveaways and managed appropriately at events, Signage organisers are required to ensure that the and sustainability Site plan animals involved in their events are chosen If you wish to distribute promotional Event Operations Centre for their suitability and not subjected giveaways at your event, consider your to injury, suffering, distress or excessive City of Melbourne’s parks, options and the environmental impacts in disturbance. In demonstrating their gardens and waterways detail and then discuss with your Event approach to achieving this outcome event Accessible events Operations Coordinator. Please note it is not organisers must give due consideration to Infrastructure and facilities possible to distribute giveaways at all events legislative requirements, best practice and or in all locations as giveaways can cause the RSPCA’s ‘Five Freedoms for animals’. Occupancy permits and litter and waste problems. If your event temporary structures Applicants must complete an animal welfare includes giveaways the broader guidelines checklist and provide full details on how this Pedestrian and crowd around promotions apply, refer to section will be achieved. management plan 2.6 activity permits (weddings, promotions, Traffic management plan filming and personal training), fees will not Animals in circuses apply, and details can be included as part of Events on Melbourne’s It is the policy of the City of Melbourne your overall event plan. roads and laneways that the use of exotic animals in circuses is not supported. Exotic animals refers to Vehicles, parking and Sustainability of parks and gardens access permits any non-domesticated animals, such as Guidelines have been developed to ensure elephants, large cats or non-human primates Emergency and risk that events held in specific parks and management plan (monkeys). gardens are appropriate to those locations, Sustainable events and that the frequency and size of events Animals at events do not exceed the carrying capacity of specific parkland sites. To minimise the damage an event may cause to the park, 4. Permits and other event organisers must provide adequate considerations supervision at the site during bump-in and bump-out and use protective surfaces to 5. Glossary reduce compaction and damage to the turf. The permit holder and/or event organiser remains responsible for any damage 6. Appendices incurred by third parties, suppliers and any contracted services.
7. Useful contacts Events Melbourne, together with Parks Services, reserve the right to reduce the
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4.1 HANDBILLS 4.3 FOOD AND BEVERAGES Contents Limited handbill distribution may be (HEALTH AND WELLBEING) permitted as part of your event depending A key responsibility of the City of 1. Introduction on your event location. If you wish to Melbourne’s Health and Wellbeing branch is distribute handbills at your event, include to monitor and inspect businesses to ensure details in your event plan and discuss compliance with the Food Act 1984 and 2. Planning your event your options with your Event Operations in Melbourne the Public Health and Wellbeing Act 2008. Coordinator. Under no circumstances As such, event organisers who have food can handbills be distributed in parks. All 3. Preparing your vendors at their event are subject to these handbills must contain the words ‘Do not event plan same conditions and are required to ensure litter’ in a readable font which is clearly that all vendors are registered with the City 4. Permits and other distinguishable from material on the handbill of Melbourne or another council within the being promoted. A copy of the proposed considerations state of Victoria. These requirements relate handbill must be submitted along with your to all food operations where any food or event plan. beverage, including sampling of these, is Handbills You can email us or call 03 9658 9658. For intended to be sold or given away as part of Fundraising more information about handbill permits, a charity, service organisation, fundraising, Food and beverages visit Handbills. sporting, promotional or commercial event. (Health and Wellbeing) As per the Tobacco Act 1987, smoking is Alcohol and liquor licensing 4.2 FUNDRAISING banned in all outdoor eating areas and new Any person or organisation wishing to controls apply to public events, which will Noise management conduct a fundraising appeal is required vary based on the number of food vendors and music to register with Consumer Affairs Victoria on-site. Find out more, including fact sheets Planning permits before they commence fundraising, unless and guidelines at Department of Health and they are exempt from registration. Individuals Human Services. wishing to fundraise on behalf of a charity must have written permission to fundraise from the nominated registered charity. There is no fee to register as a fundraiser. Find out more, including a list of registration exemptions, at Consumer Affairs Victoria.
You can also email us or call 03 9658 9658. Find out more at Fundraising.
5. Glossary
6. Appendices
7. Useful contacts
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The event organiser must liaise directly Temporary and mobile Contents with the City of Melbourne’s Health and food premises Wellbeing branch prior to the event Prior to operating at an event, temporary to make sure all temporary food stall and mobile food vendors must ensure they 1. Introduction vendors become registered and meet all have a current Food Act Registration and requirements of the Food Act 1984. This lodge a Statement of Trade with City of is in addition to any other permits issued 2. Planning your event Melbourne at least five working days before by other City of Melbourne departments. in Melbourne the event. Please note you risk a fine if you The role and responsibilities of an event fail to lodge statements of trade within five 3. Preparing your organiser include: days of operation. event plan • notifying the City of Melbourne Health and Streatrader is an online system for traders Wellbeing branch at least three months 4. Permits and other to register and notify temporary and mobile before the event (or before contact with considerations food premises in Victoria. Statements of potential food vendors). This will ensure Trade are also lodged through Streatrader. you have the most current information Handbills regarding Council requirements for • Applications for registration of temporary Fundraising registration and operating at an event food premises must be completed and submitted at least 21 days prior to the Food and beverages • distributing the correct (and current) commencement of the proposed event, (Health and Wellbeing) application information to food businesses festival or market. Please note that operating at the event and ensuring Alcohol and liquor licensing registration fees are applicable. they submit relevant applications to the Noise management City of Melbourne at least 21 days before • Applications for registration of a mobile and music the event food premises must be completed and submitted at least four weeks prior to Planning permits • confirming all food businesses operating the commencement of the proposed at the event by providing a list of food event, festival or market. Please note business proprietors and a site map of the that the registration process includes event at least 14 days before the event a plan assessment and inspection and • ensuring all food businesses are aware of registration fees are applicable. the requirements to register and operate a Timeframe: At least 21 days prior to the food premises at an event event (four weeks preferable). • providing or organising facilities for You can email us or call 03 9658 8858. Find communal wash up, access to power, out more about temporary and mobile food water and sewerage disposal if required premises at Temporary food premises. • attending meetings with City of Melbourne Health and Wellbeing Event Liaison Officers as required.
• terminating an agreement with a food business or removing a food business from an event if food safety standards or requirements are not met.
If the event involves farms, zoos and exhibits where patrons may interact with animals, please visit the Department of Health and Human Services.
5. Glossary The event organiser must be readily contactable throughout the event planning, staging and evaluation process. 6. Appendices
7. Useful contacts
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4.4 ALCOHOL AND Alcohol plan Contents LIQUOR LICENSING Regardless of whether you are selling or just serving alcohol, you are required to write an Under local laws, the City of Melbourne alcohol plan. 1. Introduction prohibits the consumption of alcohol in the central business district (CBD) 24 hours a Major concerns with providing alcohol 2. Planning your event day, 365 days a year. Consumption of alcohol at events are; preventing the sale or in Melbourne is controlled under the City of Melbourne’s provision of liquor to minors, preventing Activities Local Law 2019. unduly intoxicated/disorderly persons and preventing access by minors to licensed 3. Preparing your There are some exceptions where, in areas. Your licensed areas should be clearly event plan accordance with a permit, alcohol consumption marked on your site plan, as well as any may be permitted within Melbourne’s 4. Permits and other dry areas, and food should always be made CBD. An example would be where a liquor considerations available to guests. licence has been obtained and event plans submitted have met City of Melbourne’s Your alcohol plan should detail: Handbills approval. • the type of alcohol that will be available Fundraising A temporary Limited Liquor Licence or a • the containers in which it will be served Major Event Licence may be required when Food and beverages (plastic containers required in parks) (Health and Wellbeing) liquor is being supplied at an event and paid for (or is included in a ticket price). You • provisions for container collection during Alcohol and liquor licensing must contact the Victoria Commission for and after the event Noise management Gambling and Liquor Regulation (VCGLR), • designated dry areas and music to obtain a limited liquor licence. If your Planning permits event is for over 5,000 patrons, a Major • food vending/provision areas and types Event Licence might be required. of food available
For more information, visit Victorian • the number and location of security Commission for Gambling and Liquor personnel who will manage the area Regulation or call 1300 182 457. Events (this may also be included in your Melbourne will need to see evidence of your security plan) liquor licence. Please note that approval of a • the location of toilets and the ratio of liquor licence is not approval for your event, toilets per attendees nor does an event permit guarantee you will receive a liquor licence. • the number of bar staff and their training levels If you intend to serve but not sell alcohol, you may not require a liquor licence; however • the proposed trading hours of the alcohol it is always best to check with Responsible serving areas. Alcohol Victoria for the latest information.
5. Glossary
6. Appendices
7. Useful contacts
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4.5. NOISE MANAGEMENT Event organisers need to be considerate Contents of the amenity of the surrounding area. AND MUSIC Noise from vehicles, event activities, music Managing noise levels is an important part and patrons can cause disturbance. Event 1. Introduction of the City of Melbourne’s commitment to plans should include strategies to address providing a liveable, supportive environment potential noise issues. Proactive measures 2. Planning your event for all. such as crowd control, positioning of loudspeakers and timing of events can in Melbourne Events using public open spaces must improve control of noise. comply with the Activities Local Law 2019, 3. Preparing your which regulates all noise affecting public The City of Melbourne’s Compliance Officers event plan places, either by its nature or volume. regularly monitor events and activities, Any noise emanating from an activity is 4. Permits and other such as spruiking and busking, to ensure not to exceed 72dba at the nearest point compliance with local laws. A penalty applies considerations of possible complaint (residences or to most noise offences under the Activities businesses), unless written approval has Local Law. Handbills been obtained for an alternative sound level. It’s illegal to play protected sound recordings There is to be no amplification equipment Fundraising for commercial purposes without a licence. used in association with any activity unless The Australian Mechanical Copyright Owners Food and beverages written approval from the City of Melbourne Society (AMCOS), known as APRA AMCOS, (Health and Wellbeing) has been obtained, and amplified sound jointly protect the rights of their members’ Alcohol and liquor licensing must not start prior to 10am and must cease and their musical works. The Phonographic by 10pm Sunday to Friday and by 11pm on Noise management Performance Company of Australia Limited Saturdays. If the duration of noise being and music (PPCA) represents the interests of record produced at the event is over 5 hours on a labels (licensors) and Australian recording Planning permits Saturday, then it must also cease by 10pm. artists. Both APRA AMCOS and PPCA are Noise from events is also subject to the not for profit bodies and exist to protect the nuisance provisions of the Public Health rights of their members. and Wellbeing Act 2008. Residents may lodge a complaint that an event is adversely impacting on the amenity of the area and Council is obliged to investigate and take action where necessary.
5. Glossary
6. Appendices
7. Useful contacts
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If you are playing music at your event, Contents whether live or recorded, you will need an APRA AMCOS and possibly a PPCA licence. Contact APRA AMCOS and PPCA 1. Introduction respectively for more information 03 9426 5200 or 02 8659 1100.
2. Planning your event Advice about the types of licences available in Melbourne and the costs and requirements can be found online. Support the Australian music 3. Preparing your industry and find out more about how you event plan can obtain your licence. 4. Permits and other considerations 4.6. PLANNING PERMITS The Melbourne Planning Scheme specifies whether a planning permit is required to Handbills use and develop land. This might include Fundraising the temporary use of a building for a Food and beverages performance or exhibition space, a bar, (Health and Wellbeing) or for placing a banner sign on a building. Alcohol and liquor licensing The planning scheme requirements do not distinguish between the short term use and Noise management development of a building and an ongoing and music use or permanent structure. If your event Planning permits requires any changes to the use of the building or land, the construction of any external building works or alterations, or the installation of signage, then a planning permit may be required. For more information about planning contact 03 9658 9658 or visit Planning.
5. Glossary
6. Appendices
7. Useful contacts
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For the purpose of this guide the following definitions apply. Contents
1. Introduction Activity Bump-in An activity does not interrupt the Bump-in refers to the process of setting 2. Planning your event day-to-day running of the city and will up your event site prior to any activities in Melbourne usually have minimal impact on public starting. This may include setting up any transport and public parking. Activities at infrastructure. 3. Preparing your the City of Melbourne include weddings, event plan personal training, promotions, filming Bump-out and photography. Other activities include 4. Permits and other Bump-out refers to the process of packing casual sports, seasonal sports and up all elements after your event has finished. considerations conservatory functions. Casual and seasonal sports in the City of Melbourne are managed Busker/Busking 5. Glossary by the Active Melbourne team. For more A busker is considered to be an entertainer information call 03 9658 9658 or visit the who is actively providing a performance in City of Melbourne. the public place in exchange for a donation. 6. Appendices Busking is defined as sounding or playing Activities Local Law a musical instrument, singing, giving a The Activities Local Law 2019 contributes 7. Useful contacts recitation or performing, conjuring, juggling, to City of Melbourne’s long term and puppetry, miming, dancing, entertaining responsible approach to the ongoing or doing any of these things concurrently. health, vitality, prosperity, security and Busking also includes the activity of drawing welfare of the city’s residents, businesses any message, picture or representation on a and environment. Essentially, the objectives pavement, paper or canvas surface. Busking of this local law are to place parameters permits are issued by Council’s Engineering around events and activities occurring within Services team. the municipality to help ensure the safe enjoyment of daily life in the city for visitors For more information call 03 9658 9658 or and residents alike. All events in the City of visit City of Melbourne. Melbourne are subject to the Activities Local Law 2019, which you can view online at Certificate of Currency City of Melbourne. Prescriptions (or additions) A certificate of currency is documentary to the local law can also be found on evidence that an insurance contract is issued the website. by an insurer, outlining the insurance policy details, dates of policy and the interested Bourke Street Mall parties. Bourke Street Mall is a pedestrian mall in the centre of Melbourne and is a highly Council trafficked area with trams, pedestrians and Council means the Melbourne City Council. delivery vehicles using the street throughout the day and night. As such, Bourke Street Mall is not a designated event space and only businesses within the Mall are permitted to hold promotional activities outside their business.
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Crown Land (Reserves) Act 1978 Event organiser Contents The Crown Land (Reserves) Act advises An event organiser is responsible for the how Crown land (land owned by the State overall management of the event, and will or Commonwealth) can be used by the be the key contact for Events Melbourne. 1. Introduction public and managed by the Committee of The role and responsibilities of an event Management. The City of Melbourne is the organiser include troubleshooting, logistical 2. Planning your event Committee of Management for a variety operations, delivery and liaison. The event in Melbourne of Crown Land within the municipality. organiser must be contactable throughout Under Section 13 of the Act, the Melbourne the event planning, evaluation and 3. Preparing your Parks and Gardens (Joint Trustee Reserves) delivery process. event plan Regulations 1994 were created. Any events held on any Crown land within the City of Event permit 4. Permits and other Melbourne must abide by these regulations considerations An event permit is the document an and any directions given by a City of event organiser is issued upon successful Melbourne appointed Event Operations submission of all event plan elements 5. Glossary Coordinator. The regulations look at rules, required for their particular event. Your event behaviours, use of barbeques, advertising permit will be emailed to you by your Event and selling, amplified equipment, functions Operations Coordinator once all criteria have 6. Appendices and events, structures, alcohol sales or been successfully met. Unless in accordance distribution, vehicle use, and where permits with a permit, a person must not conduct or written consent is required. The Crown any special event on a road or in any public 7. Useful contacts Land (Reserves) Act 1978 can be viewed place without prior permission. Australasian Legal Information Institute. Event plan Event An event plan is the document (or combination An event in this guide refers to both a of documents) an event organiser submits large or small gathering that occurs in a to Events Melbourne detailing how they certain place, during a certain time, which plan to run an event. Event plans may be has some level of impact on the immediate short or long depending on the complexity surroundings. Low risk events usually of an event and will cover areas outlined in have minimal impact on the area and local this guide. An event plan is not required for stakeholders while medium and large a wedding. risk events will usually require additional services such as road closures, permit Fundraising activity approvals, barricading, health services and A fundraising activity refers to any activity promotional assistance and often involve which aims to collect money for, or on the public. Larger events may also require behalf of a Registered Charity Organisation. the assistance of public authorities including Fundraising activity permits are issued Victoria Police, public transport providers, by City of Melbourne’s Engineering Metropolitan Fire Brigade, Ambulance Services team. Services, Parks Victoria and external suppliers, such as street cleaning and power. For more information contact 03 9658 9658 or visit Fundraising.
Filming Filming in this guide refers to the recording of images, including but not limited to film, video, digital or electronically for the purposes of exhibition and/or broadcast (television, cinema, internet, etc) and includes photography and photo shoots.
34 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 5. GLOSSARY
Filming permit Low risk event Contents A film permit is a document issued by a Low impact events require a permit and are government authority (City of Melbourne). those events that generally have minimal Unless in accordance with a permit, a person impact on the surrounding stakeholders and 1. Introduction must not conduct any filming that exceeds general public. A low impact event will: the low impact criteria (as listed on the • have more than 50 people, but less than 2. Planning your event filming permits webpage). Most people 1,000 people or in Melbourne conducting filming or a photo shoot within the City of Melbourne must apply for a • have less than 50 people, but has catering 3. Preparing your filming permit for the use of a public space. and/or infrastructure and/or vehicle access event plan This ensures that your activity is conducted required or in accordance with the safety and amenity 4. Permits and other • have less than 50 people, but would like regulations of the Council. Please contact considerations to book a preferred location. the Event Operations via email or call 03 9658 8008 to discuss or visit Medium risk events 5. Glossary Filming in Melbourne. Medium risk events need a permit and are Goods those events that fit within the following 6. Appendices guidelines; Refers to any item(s) for sale and may include food. An event that: 7. Useful contacts Handbill • has more than 1,000 people but less than 10,000 or A handbill is defined as a leaflet, brochure, place card, notice, book, pamphlet, • has less than 1,000, but has catering and/ newspaper or other printed material. or infrastructure and/or vehicle access Handbill permits are issued by City of required or Melbourne’s Permits and Approvals team. • significant impact on stakeholders and/or For more information contact 03 9658 9658 or visit Handbills. • road/lane closures.
High risk event Parks, gardens and reserves Large scale events require an event permit The City of Melbourne manages its parks, and are those events that fall outside of the gardens and reserves under the Crown Land low impact event guidelines. A large scale (Reserves) Act 1978 and has approximately event will generally have one or more of the 480 hectares of parks, gardens and following triggers: reserves. Throughout this document, you may see reference to a park or garden • over 10,000 people used interchangeably. City of Melbourne • a significant impact on stakeholders park rangers patrol the parks, gardens and reserves to protect the parks, assist • significant levels of infrastructure or park visitors and assess the safety of park vehicle access required activities. For more information, visit Parks. • road closures Permit • an impact on public transport. A permit means written permission or authorisation granted by City of Melbourne under the Activities Local Law 2019.
35 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 5. GLOSSARY
Public place Registered Charity Organisation Contents Public place is defined as Crown Land that A Registered Charity Organisation (RCO) is is used by the public as common ground. an organisation, or a third party organisation, The public is entitled to have access to all 1. Introduction that collects money or pledges on behalf of common ground areas of the municipality. a RCO, which is registered with Consumer Public place also extends to the following: Affairs Victoria. 2. Planning your event in Melbourne • any place prescribed by the City of Melbourne as a public place, other than Risk 3. Preparing your an interior part of a building which is not Risk refers to the probability and event plan occupied by the City of Melbourne or a consequences of occurrence of injury or public body unless that part has been illness. Risk depends on such factors as the 4. Permits and other prescribed by the Council nature of the hazard, the degree of exposure, considerations the potential consequences and individual • any place to which the public have or are characteristics such as susceptibility to permitted to have access upon payment hazardous substances. 5. Glossary for admittance, but not including a shopping centre Risk assessment 6. Appendices • any park, garden reserve or other place of Risk assessment means the process of public recreation or resort evaluating the probability and consequences of injury or illness arising from exposure to • any vacant land or vacant space adjoining 7. Useful contacts an identified hazard and for the purposes of any road this document includes hazard identification • any wharf, pier or jetty and risk control initiative. • a City of Melbourne building. Site plan Promotional activity Is a detailed snapshot of the location identifying all aspects of the event including; A promotional activity includes any concept infrastructure, facilities, pedestrian and that promotes a product or service, but does traffic management, amenities, etc. The site not include selling the product, service or plan should also reference streets, laneways any associated merchandise. Giveaways of and other distinguishable land marks. sample sized products or merchandise are acceptable. The City of Melbourne offers Stakeholders businesses access to various promotional sites located throughout the central city. Stakeholders refer to a person, resident, The sites have been allocated specifically business or group with an interest in any for the promotion of new products to happenings taking place in the vicinity of consumers as roaming is not permitted. where their residence or business is situated. Fees are charged when using Melbourne’s public spaces for promotions.
36 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 5. GLOSSARY
Event Operations team/Coordinator Spruiking Contents Event Operations is the team within Spruiking is defined as addressing members Events Melbourne who manage all external of the public (whether directly or by the use event, filming, wedding, personal training of pre-recorded speech or messages) to 1. Introduction and promotion applications. The Event encourage members of the public to enter a Operations Coordinator will be referred to premises, purchase goods or both. Touting 2. Planning your event throughout this document and will be your is defined as soliciting business to premises in Melbourne contact if you wish to organise an event in whether by addressing members of the any of the City of Melbourne’s public spaces. public directly or the emission of music or 3. Preparing your other noise calculated to attract business. event plan Statutory permits Street activity 4. Permits and other Statutory permits are those required considerations by State legislation and can include an Street activity is defined as any activity Occupancy Permit for Place of Public in the public place that involves an Entertainment (POPE), health permits for event, festival, and promotion, active 5. Glossary provision of food to the general public and selling, offering for sale, soliciting, street street trading permits for sales of goods and performance (busking), spruiking, collecting services in a public place. Note: if permits money for fundraising purposes and handing 6. Appendices are not obtained when required, some out promotional material and leaflets. substantial fines could be issued. Wedding 7. Useful contacts Selling Wedding is defined as a commitment Selling is defined as bartering, offering or ceremony, is an invitation only activity and attempting to sell, receiving for sale, having does not include the wedding receptions, in possession for sale, exposing for sale, parties or wedding photography. forwarding or delivering for sale, or allowing to be selling or offering for sale, and selling for re-sale.
USEFUL DOCUMENTS
The following documents are available on • traffic management plan examples the City of Melbourne website: • risk management, which allows you to • event plan checklist identify, analyse, evaluate, treat and review
• event details overview Use the forms and examples provided to develop your event plan. • event running sheet
• contact list
• stakeholder letter example
• site plan example
• infrastructure and facilities list
37 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
6.1 EVENT PLAN CHECKLIST Contents Use this checklist for your event plan submission. Not all elements will be 1. Introduction applicable to all events. Please discuss with your Event Operations Coordinator if you are unsure of which elements are required for 2. Planning your event your event. in Melbourne
3. Preparing your Event details overview event plan • Event date, location and time 4. Permits and other • Event organiser details considerations • Event description – purpose/aim
Event running sheet 5. Glossary • Bump-in/bump-out • Event timings 6. Appendices Contact list
Event plan checklist Public liability insurance
Event details overview Stakeholder notification plan Event running sheet • Stakeholder checklist • Newspaper advertising (road closures) Contact list • Stakeholder letter/s • Other notification methods Stakeholder letter example • Community and public consultation Site plan example Signage
Infrastructure and facilities • Directional list template • Commercial Traffic management Site plan plan examples Risk management templates • Location/dimensions of all aspects • Vehicle routes – plan, checklist and matrix • Access and egress points (pedestrians, • Key accessibility and emergency services) • Event operations centre • Trees and weight loading considered
Accessibility
• Accessible toilets, disabled viewing areas, hearing and mobility services
Infrastructure and facilities
• Equipment and vehicle list • Drinking water provision • Toilet facilities
Occupancy permits – building
• Temporary structures • Place of Public Entertainment (POPE)
Pedestrian management plan
• Crowd management 7. Useful contacts
38 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
Traffic management plan Contents • Road closure adverts • Track matting if on grass • Traffic management in parks • Road race approvals 1. Introduction • Vehicle approval/authorisation
2. Planning your event Notifications to: in Melbourne • Public Transport Victoria • Victoria Police • VicRoads • Other authorities 3. Preparing your event plan Vehicles, parking and access permission
4. Permits and other • Vehicles permission/requirements considerations • Reserved parking permits • Area Access Pass
5. Glossary Emergency and risk management
• Risk management plan –checklist • First aid 6. Appendices • Occupational health and safety officers • High risk hazards • Emergency contact list (fireworks, amusement rides) • Safety and security plan • Weather contingency Event plan checklist Waste management plan Event details overview Event running sheet • Rubbish and recycling bins • Street and parking cleaning plan Contact list Sustainable events Stakeholder letter example Site plan example • Water management • Greenhouse emissions / energy use • Waste management • Venue surface management Infrastructure and facilities list template Authority to sell Traffic management • Vendor lists and details plan examples Risk management templates Permits and approvals – plan, checklist and matrix • Handbills, fundraising
Food & beverage
• Health permits, notifications and fees
Alcohol plan
• Liquor licence • Responsible service of alcohol
Noise and music management strategies
• Sound technician • APRA AMCOS licences
7. Useful contacts
39 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
6.2 EVENT DETAILS OVERVIEW Contents Please provide the following details of your event plan. These tables should act as a 1. Introduction rough guide for what to include in your event plan.
2. Planning your event in Melbourne Event overview
3. Preparing your Name of event: event plan Bump-in date and time: 4. Permits and other considerations Event date/s and start time:
5. Glossary Bump-out date and time:
Location: 6. Appendices Event organiser’s details (if different from your online permit application)
Event plan checklist Event manager’s name: Event details overview Organisation name: Event running sheet
Contact list Address: Stakeholder letter example Site plan example Phone (W): Infrastructure and facilities Mobile: list template
Traffic management Email: plan examples Risk management templates Website: – plan, checklist and matrix Event description
What is the main purpose of this event?
What type of entertainment/ activities will be held?
Who is the target audience?
What is the expected number of patrons?
How is the event being promoted?
7. Useful contacts
40 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
6.3 EVENT RUNNING SHEET A running sheet must be submitted Contents to Events Melbourne. A running sheet sets the timing and sequence of your event so that you, your Below is an example of a running 1. Introduction staff and volunteers; Events Melbourne and sheet layout. others know what is happening and when. Running sheets should include a timeline of 2. Planning your event event installation and dismantling, location in Melbourne and program details. 3. Preparing your event plan Date Time Action Responsibility Contact phone
4. Permits and other 11/04/2015 06:00am Bump in start Jack, Marquee Company 0499 123 567 considerations 11/04/2015 06:00am Stage installed Jack, Marquee Company 0499 123 567
Audio visual 5. Glossary 11/04/2012 08:00am AV suppliers 0499 987 654 installed
Opening 11/04/2015 10:00am John Smith, President 0499 123 456 6. Appendices speech
Event plan checklist 5.4 CONTACT LIST Event details overview List the key contacts for your event, their Event running sheet roles and phone numbers for easy reference Contact list in the lead up to and during your event. Stakeholder letter example Below is an example of a contact list. Site plan example Infrastructure and facilities Name Role Company Contact phone list template Mary Contrary Event manager Good Events 0499 456 456 Traffic management Jack, A Marquee plan examples Jack Spratt Marquee provider 0499 123 567 Company Risk management templates – plan, checklist and matrix Tom Thumb Audio Vis Supply An AV Company 0499 987 654
John Smith President ABC Charity 0499 123 456
7. Useful contacts
41 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
6.5 STAKEHOLDER Contents LETTER EXAMPLE The following letter is an example only. 1. Introduction The initial letter must include:
• The name, date and location of the event; 2. Planning your event in Melbourne • The expected number of participants; • Activities being conducted as part of 3. Preparing your the event; event plan • Likely disruptions to residents and 4. Permits and other business with respect to noise, transport considerations and road closures;
• A contact number for further 5. Glossary information or queries; and your Event Operations Coordinator.
6. Appendices Your first notification letter must be written as a ‘proposal’ (keeping in mind that your event has not been approved by Event plan checklist the City of Melbourne) and a draft submitted to your Event Operations Coordinator for Event details overview approval before distribution. Event running sheet A follow up notification letter will also need Contact list to be sent one week prior to the event start Stakeholder letter example date once an Event Permit has been issued.
Site plan example Your Event Operations Coordinator can Infrastructure and facilities assist you to identify the stakeholders to be list template included in your distribution. Traffic management plan examples Risk management templates – plan, checklist and matrix
7. Useful contacts
42 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
Sample letter – initial notification: Contents
1. Introduction
2. Planning your event NOTIFICATION OF PROPOSED EVENT in Melbourne
3. Preparing your event plan Dear Resident/Tenant,
4. Permits and other This letter is to notify you that (INSERT COMPANY) are proposing to hold considerations an event at (INSERT LOCATION/S) on (DATE).
5. Glossary EVENT DETAILS:
DAY, DATE
6. Appendices • START TIME to FINISH TIME (also include details of set up and pack down timing)
Event plan checklist • BRIEF DESCRIPTION OF EVENT ACTIVITIES Event details overview • EXPECTED ATTENDANCE NUMBERS
Event running sheet • LIST STREETS, PARK or LOCATIONS AFFECTED and HOW THEY WILL Contact list BE AFFECTED Stakeholder letter example An application for an event permit has been submitted with the City of Melbourne and we will conduct our activities in accordance with the terms Site plan example and conditions requested by the City of Melbourne. Infrastructure and facilities list template We appreciate the support of the public in ensuring that our event is a success. Traffic management We will make every effort to minimise impact on your neighbourhood. plan examples Noise will be kept to a minimum at all times. Risk management templates We thank you in advance for your understanding and cooperation on this matter. – plan, checklist and matrix
Should you have any queries or require more information please don’t hesitate to contact our event manager, (NAME) on (MOBILE NUMBER) or the City of Melbourne Event Operations Coordinator (NAME) on 03 9658 8008.
Kind Regards,
(NAME)
EVENT MANAGER
7. Useful contacts
43 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
6.6 SITE PLAN EXAMPLE Contents
1. Introduction
2. Planning your event in Melbourne
3. Preparing your event plan
4. Permits and other considerations
5. Glossary
6. Appendices
Event plan checklist Event details overview Event running sheet 6.7 INFRASTRUCTURE AND the event permit. Anything not listed is Contact list not approved and, if used, will mean a FACILITIES LIST TEMPLATE breach of permit conditions. Stakeholder letter example Infrastructure and facilities lists must Site plan example detail all infrastructure and facilities on location, which will then be detailed in Infrastructure and facilities list template Traffic management INFRASTRUCTURE AND FACILITIES LIST plan examples For example Type Number Dimensions Risk management templates – plan, checklist and matrix Marquees/Tents
Water
Stage
Lighting & Sound
Toilets
Generators
Food Vendor vehicles/trailers
Other Vehicles
Cool rooms
Signage
Safety / Barriers
Inflatable eg. Gantry or jumping castle 7. Useful contacts Other
44 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
6.8 TRAFFIC MANAGEMENT Contents PLAN EXAMPLES The following example traffic management 1. Introduction plan (TMP) shows the visual only; operational instructions should accompany 2. Planning your event the maps. Your traffic management company in Melbourne will be aware of requirements to meet Australian Standards. 3. Preparing your event plan LOCATION : Event Overview 4. Permits and other EVENT : Melbourne Spring Fashion Week
TERM: Short This plan has been prepared as a guide for traffic management purposes only and is not to scale. The positions of the signs and equipment on this plan are only the suggested locations, as they may need to be revised onsite MUNICIPALITY: City of Melbourne ROAD TYPE: Local considerations to improve visibility and/or effectiveness. Altus Traffic does not accept any responsibility for compliance of this plan when SPEED LIMIT: - implemented or monitored by others. When this plan is installed, any changes made will be recorded into the sign diary and DRAWN BY: Beth Lilford the signage will comply with the Australia Standards 1742.3, 2009 and the Road Management Act 2010. MELWAYS REF: This Traffic Management Plan will be implemented by trained personal with the RIIOHS302A implementing traffic REVISION: 00 - 04/08/2015 management plan ticket. N
5. Glossary NOTE: Refer to VMS board plan for details and schedule.
NOTE: Pedestrian Traffic controller to assist in the safe passage of event pedestrians. Traffic Controllers 6. Appendices to respond to congestion in their designated area. All Traffic controllers to be aware no signage, lateral hazard boards, or similar tripping hazards, within the 20 metre Regulation of No Stopping zones at tram stop. Event plan checklist Event details overview Event running sheet Contact list Stakeholder letter example Site plan example EVENT CLOSURES Infrastructure and facilities ACTIVATION AREAS list template VEHICLE DETOUR EXPECTED PEDESTRIAN PASSAGE Traffic management TRAFFIC CONTROLLER - CLOSURES TRAFFIC CONTROLLER - PEDESTRIAN
plan examples VMS VMS BOARD -(Variable Message Sign) Risk management templates – plan, checklist and matrix
6.9 RISK MANAGEMENT TEMPLATES Risk Management Checklist – PLAN, CHECKLIST AND MATRIX A risk management checklist is used to identify and manage risks associated The aim of risk identification is to develop a with your event or activity. Please use the comprehensive list of risks that may affect following example as a guide only. your events objectives and operations. An accurate and regularly updated listing of risks will allow event organisers to better manage risks and capitalise on opportunities.
7. Useful contacts
45 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
Sample Risk Management Checklist Contents
Not No Description OK N/A 1. Introduction OK
2. Planning your event 1 Barriers in place – i.e. safety fences in Melbourne 2 Catering checklists 3. Preparing your event plan 3 Confined spaces
4. Permits and other 4 Disabled access and facilities considerations 5 Drinking water 5. Glossary 6 Electrics – i.e. lighting, stands
6. Appendices 7 Elevated work platforms – i.e. scissor lift, staging
8 Emergency access Event plan checklist Event details overview 9 Emergency exits unlocked/clear Event running sheet 10 Emergency services briefed Contact list Stakeholder letter example 11 Exit signage
Site plan example 12 Extension leads, cables, plugs Infrastructure and facilities list template 13 Flammable storage Traffic management plan examples 14 Fire Brigade briefed
Risk management templates 15 Fire extinguishers in position – plan, checklist and matrix
16 Gas bottles secured
17 Hot surfaces out of public reach
18 Ladders
19 Manual Handling
20 Participants/marshals briefed
21 Noise
22 Pedestrian access
23 Performers trained
24 Powered and non-powered lifting devices – i.e. crane
7. Useful contacts 25 Police briefed
46 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
Sample Risk Management Checklist Contents
Not No Description OK N/A 1. Introduction OK
2. Planning your event 26 Radio (2 way) function in Melbourne 27 Roads and walkway condition 3. Preparing your event plan 28 Safety officers
4. Permits and other 29 Scaffolding considerations 30 Sharp and protruding objects 5. Glossary 31 Steps and handrails condition
6. Appendices 32 Special effects – i.e. smoke machines, explosions
33 Sufficient number of toilets Event plan checklist Event details overview 34 Tents/marquees secured Event running sheet 35 Toilets functioning Contact list Stakeholder letter example 36 Trees and branches
Site plan example 37 Tripping hazards - i.e. electrical cords, cables, ropes, etc. Infrastructure and facilities list template 38 Umbrellas secured Traffic management plan examples 39 Vehicles removed from site
Risk management templates 40 Wardens – plan, checklist and matrix
41 Warning signage
42 Weather and wind conditions
43 Work involving heights
Safety concerns transferred to sign off sheet and handed to site safety officer
Inspected by Date
7. Useful contacts
47 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
Risk Management Plan 6. Accept (A) if satisfied with the current control to mitigate risk. Reject (R) if Contents A risk management plan is used to identify you would like to implement further and manage risks associated with your controls to better manage risk. event. From your risk management checklist 1. Introduction you will be able to determine the level of risk 7. If rejected, assess further controls. and what measures have been put in place Re-assess the risk based on new control 2. Planning your event to mitigate that risk. 8. in Melbourne measures (likelihood, consequence 1. Identify all foreseeable risks (as per risk and rating). 3. Preparing your management checklist). 9. Assign strategies to relevant and event plan 2. Describe the physical consequences appropriate persons. of risks occurring (e.g. injury, financial 4. Permits and other Use the following risk matrix to identify and loss, etc). considerations rate any foreseeable risks and then complete 3. Review current strategies (controls) the risk management table on the next page. 5. Glossary for eliminating this risk. 4. Your work strategies to mitigate certain risk. 6. Appendices 5. Assess the risk (likelihood, consequences and rating). Event plan checklist Event details overview RISK MANAGEMENT PLAN Event running sheet Contact list Event: Date: Time: Stakeholder letter example Location/s: Site plan example Infrastructure and facilities Event organiser responsible: list template Traffic management plan examples Risk management templates – plan, checklist and matrix
7. Useful contacts
48 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 6. APPENDICES
Risk Matrix Contents Below is an example of how two risks identified in the risk management checklist have been rated and what controls are in 1. Introduction place to stop any potential incident. This needs to be done for all identified risks. 2. Planning your event in Melbourne LIKELIHOOD CONSEQUENCES 3. Preparing your event plan Insignificant Minor Moderate Major Catastrophic
4. Permits and other 1 2 3 4 5 considerations A (almost certain) H H E E E
B (likely) M H H E E 5. Glossary C (moderate) L M H E E
6. Appendices D (unlikely) L L M H E E (rare) L L M H H
Event plan checklist Event details overview LEGEND Event running sheet E EXTREME RISK: Immediate action required Contact list H HIGH RISK: Senior management attention needed Stakeholder letter example Site plan example M MODERATE RISK: Management responsibility must be specified Infrastructure and facilities L LOW RISK: Manage by routine procedures list template Traffic management plan examples Risk Management Table Risk management templates Risk Current Risk Accept Person – plan, checklist and matrix Risk Consequence No controls Rating Reject Responsible
21 Noise Unpleasant Event organiser D2 A Event surroundings to prevent LOW organiser causing excessive and aggravation to unpleasant noise cast and crew levels
Tripping Cables covered hazards/ Bodily injury or taped down. C2 Safety 37 electrical to public or Barriers used to A MODERATE officer cords, cables, cast/crew fence off area ropes, etc. from public.
7. Useful contacts
49 Melbourne Event Planning Guide | melbourne.vic.gov.au PAGE 7. USEFUL CONTACTS
Organisation Contact number Website Contents Ambulance Victoria 1800 765 731 ambulance.vic.gov.au
1. Introduction APRA AMCOS 03 9426 5200 apraamcos.com.au Bus Association Victoria 03 9645 3300 busvic.asn.au/ 2. Planning your event Citipower 13 12 80 powercor.com.au in Melbourne City of Melbourne – Event 03 9658 8008 melbourne.vic.gov.au 3. Preparing your Operations Coordinator event plan City of Melbourne – Switch 03 9658 9658 melbourne.vic.gov.au 4. Permits and other Citylink (transurban) 03 8656 8900 citylink.com.au considerations Citywide 03 9261 5000 citywide.com.au
5. Glossary Dial Before You Dig 1100 1100.com.au
Dysons Bus Lines 03 9463 3999 dysongroup.com.au 6. Appendices Energy Safe Victoria 1800 652 563 esv.vic.gov.au (gas cylinders)
7. Useful contacts Food Safety Victoria 1300 364 352 health.vic.gov.au/foodsafety
Metro Trains 03 9610 2400 metrotrains.com.au
Metropolitan Fire Brigade 03 9662 2311 mfb.vic.gov.au
Parks Victoria 13 1963 parkweb.vic.gov.au
Public Transport Victoria 1800 800 007 ptv.vic.gov.au
Serco Park Contractors 03 8417 9700 serco-ap.com.au
Spotless Services 03 9269 7600 spotless.com.au
St John Ambulance 1300 360 455 stjohnvic.com.au
Streatrader streatrader.health.vic.gov.au
VicRoads 03 9854 2781 vicroads.gov.au
Victoria Police – Road Permits 03 9247 5856 police.vic.gov.au
Victorian Taxi Association 03 5277 7935 victaxi.com.au
Worksafe - Pyrotechnics 1800 136 089 worksafe.vic.gov.au
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