Depending on the nature of your event, you may need to also consider one or more of the following in the planning and delivery of your event:
- Accessible events
- Alcohol management plan
- Coronavirus (COVID-19)
- Damage to public space and infrastructure
- Drinking water facilities
- Events calendar
- Fire danger ratings and total fire bans
- First aid
- Food and drinks
- Gaming and raffles
- Indigenous protocols
- Noise management plan
- Power supply
- Rain and inclement weather
- Risk management plan
- Site plans and maps
- Temporary structures
- Traffic management plan (TMP)
- Venues and facilities
- Vic Emergency warnings
- Waste management
- Work health and safety
- Working with children
An accessible event improves the experience for all people attending your event including people with a disability, families, carers, senior citizens and parents with prams. The Meetings and Events Industry of Australia has developed a guide in partnership with the Australian Human Rights Commission to assist those responsible for organising events to ensure they are accessible to all people.
If it is intended that liquor is to be sold or supplied at an event, then a liquor licence, or a variation to an existing licence, is required. The Victorian Commission for Gambling and Liquor Regulations (VCGLR) request that applications are lodged at least 8 to 12 weeks in advance.
Alcohol management plan
An alcohol management plan allows licensees or licence applicants to demonstrate that they have a strategy for the management of alcohol and its risks. The Victorian Commission for Gambling and Liquor Regulation (VCGLR) encourages all licensed premises to have a venue management plan in place. Refer to the VCGLR liquor licencing fact sheet for what to include in your management plan.
To ensure that animal welfare is considered and managed appropriately at events, organisers must make sure the animals involved in their events are chosen for their suitability and not subjected to injury, suffering, distress or excessive disturbance. Event organisers intending on having animals as part of their event will need to confirm they are meeting the RSPCA’s Five Freedoms for animals:
- Freedom from hunger and thirst by ready access to fresh water and a diet to maintain full health and vigour.
- Freedom from discomfort by providing an appropriate environment including shelter and a comfortable resting area.
- Freedom from pain, injury and disease by prevention through rapid diagnosis and treatment.
- Freedom to express normal behaviour by providing sufficient space, proper facilities and company of the animal’s own kind.
- Freedom from fear and distress by ensuring conditions and treatment that avoid mental suffering.
Event organisers for public events are required to register their event and submit documentation based on attendees and risk factors to help meet their safety obligations and responsibilities during the coronavirus (COVID-19) pandemic.
Damage to public space and infrastructure
Event organisers are responsible for costs of reinstating public space to its best possible condition after an event. This also includes damages incurred by third parties, suppliers and any contracted service providers. Event organisers are to report any damages to their appointed Development Officer (Events) or contact Council’s after-hours emergencies contact if urgent – 03 5755 0568.
Drinking water facilities
Events must cater for the health and comfort of patrons. Under the Building Code of Australia, event organisers must provide one drinking fountain or drinking tap for every 150 patrons or part thereof.
Drinking water should be made freely available, or if not feasible, cost less than the lowest price of any other drink sold to patrons. The location of drinking water facilities must be clearly indicated via directional signage. To reduce waste via plastic water bottles, event organisers are to encourage patrons to BYO reusable water bottles.
All outdoor event organisers are strongly encouraged to apply for use of the portable Drink Tap Water Station, Water Cart or Refill Stations from Myrtleford and District Landcare and Sustainability Group or North East Water.
It is the responsibility of an event organiser to check availability of dates against other events taking place within the Alpine Shire. Alpine Shire Council takes no responsibility for event clashes or the like.
Fire danger ratings and total fire bans
Events are not permitted to be held on Code Red fire days within the Alpine Shire. Fire danger ratings and total fire ban information is available from the Country Fire Authority (CFA).
As the Alpine Shire is a regional area with limited resources, event organisers cannot rely primarily on local medical centres or hospitals in the event of a medical emergency. At a minimum, a qualified first aid officer must be on site at an event. Depending on the size, type and location of the event, an event organiser may also require the services of an Ambulance Victoria or First Aid provider on site.
Food and drinks
All food vendors must notify or be registered with their local government under the requirements of the Food Act 1984. Generally, it is the food vendor’s responsibility to seek approval individually. It is the event organiser’s responsibility to ensure that the relevant vendors have obtained appropriate approvals. If it is intended that liquor is to be sold or supplied at an event, then a liquor licence, or a variation to an existing licence, is required.
Gaming and raffles
You may need to apply for a permit from the Victorian Commission for Gambling and Liquor Regulation (VCGLR) when conducting community and charitable gaming such as hosting a raffle. In addition, you will be required to provide Council with written permission from the landowner or business owner on which the gaming activity is conducted.
Alpine Shire Council acknowledges the Dhudhuroa, Gunai-Kurnai, Taungurung, Waywurru and Yaitmathang and as the First Peoples and Traditional Custodians of the Alpine Shire.
The Alps are traditionally of great cultural and spiritual significance to our Shire’s First Peoples. The Events Team encourages event organisers to acknowledge First Peoples at their event by facilitating a Welcome to Country and Smoking Ceremony or opening their event with an Acknowledgement of Country.
Welcome to Country ceremony is a cultural practice performed by Indigenous Elders or Traditional Owners where visitors are greeted and welcomed, and traditionally offered safe passage through their lands.
The easiest way to find out who the formally recognised traditional owners are for an area is to consult the interactive map: Map of Formally Recognised Traditional Owners
Taungurung Recognition and Settlement Agreement Area
The Taungurung people occupy much of central Victoria including the land to the south of the Ovens River. Taungurung Land and Waters Council (TLaWC) is the corporate representative and 'face' of the Taungurung people and provides opportunities for engagement in cultural events by facilitating Welcome to Country and Smoking Ceremonies.
Contact TLaWC if you are interested in booking a Welcome to Country or Smoking Ceremony. If a Welcome to Country or Smoking Ceremony is not achievable for your event, we encourage you to open your event with an Acknowledgement of Country – see below for the Taungurung Acknowledgement of Country.
Contact: Taungurung Land and Waters Council
Event organisers are to consider the types of insurance policies for their event, the event patrons, and event staff and contractors. The following are the more common types of insurance that are recommended, and wherever a particular form of insurance is required, event organisers should obtain a Certificate of Currency for the dates of the event:
- Public Liability Insurance with an Australian Prudential Regulation Authority (APRA approved insurer with a minimum of $20,000,000 coverage to be held with the Alpine Shire Council and other stakeholder names as interested parties on the certificate
- Building and Contents Insurance
- Events may include employees such as security guards, promoters and/or sponsors. As per legal requirements, the employers of these individuals are required to have in place Workers’ Compensation cover
- Personal Accident Cover for volunteers (i.e. effectively to replace Workers’ Compensation cover)
- Motor Vehicle Insurance
Refer to Council’s Event Permit Terms and Conditions for how Council’s interested are to be noted on the Certificate of Currency for Public Liability Insurance.
Event organisers need to be considerate of the amenity of the area surrounding the event. Noise from the event such as music, patrons, fireworks, crowds, amusement rides can cause a disturbance. Measures such as crowd control, location of loudspeakers or amusement rides and timing of events can improve control of noise.
Noise is subject to requirements of the Public Health and Wellbeing Act 2008 and the Environmental Protection Act 1970. Loud noise is not permitted before midday or after 11pm. Under the State Environmental Protection Policy (Control of Music from Public Premise) No. N-2, if your outdoor event involves the use of loud noise, you must monitor your sound levels to ensure they don’t breach 65 decibels (dB) for outdoor venues, when the measurement point is located outdoors and 55 dB when located indoors. For indoor venues, this is five dB during the day/evening and eight dB during the night. The impact of excessive noise on neighbouring residents and businesses also needs to be addressed. Some event organisers will be required to consult with affected residents and businesses and ensure appropriate notice is given prior to the event. A noise management plan may be required.
Noise management plan
A noise management plan may be required for activities involving loud noise such as fireworks, crowds, amplified music, amusement rides etc. The plan is to outline mechanisms to ensure compliance with State Environment Protection Policy (Control of Music Noise from Public Premises) No N-2. A noise management plan for a music event should address:
- the type of entertainment act
- limitation on stage orientation
- speaker height, arrangement and orientation
- noise barriers
- noise reduction measures at source
- noise measurement and complaint response
- complaints response telephone line
- complaints response procedure
In some Alpine Shire locations, it is possible to use Alpine Shire Council mains power. If you need this and it is available at your event location, your appointed Development Officer (Events) team member will provide you with the details to arrange access. You can then source your own reputable event electrician to manage power requirements during your event. The event organiser is responsible for ensuring any independent operators must comply with the appropriate health and safety regulations. All electrical equipment must have current test and tag.
Rain and inclement weather
The possibility of inclement weather needs to be taken into account when applying for an event permit. Alpine Shire Council does not provide wet weather alternatives, and it is not able to approve set up of marquees at late notice.
Risk management plan
The development of a risk management plan is considered best practice in event management, and it is a process that is widely implemented and utilised across the community, business, and emergency management sectors. The risk management plan should include:
- event details
- consequence and likelihood descriptors
- the risk matrix analysis
- risk register
- action response plans, which should include the initial and treated risk descriptors
It is important to monitor event risks throughout the event and document any inappropriate treatments (which will show as injuries or disruption to plans). In response to any documented incidents, changes should be made to the risk management plan and its implementation as the event progresses. Mitigation measures should be put in place on the identification or realisation of a risk to prevent it happening again during the event.
After the event, a debrief of the event, including a review of the risk management plan should be carried out by the event manager. At the debriefing, improvements for future events are identified and successful elements should also be identified. The review process should be completed prior to when the stakeholders gather to plan the next event.
Security may be required for your event. You will need to consider crowd control and safety, service of alcohol (if applicable) and safety of infrastructure.
If you intend to place advertising signage on a footpath, roadside or on Council land outside of the event precinct, a Portable Advertising Signage Permit will be required. Directional signage such as non-promotional signage informing the public of the location of parking or entry gates, will require Council and/or VicRoads approval.
Site plans and maps
Site plans and maps may be used by all stakeholders during the planning for and management of the event, including gridded maps, structure layouts, access and egress routes. Plans and maps may include:
- Amenities (including existing toilet facilities and any additional facilities)
- Course locations
- Crowd control infrastructure
- Emergency access/egress
- Food outlets
- Infrastructure and equipment (temporary and permanent)
- Licensed areas
- Liquor and merchandise stalls
- Pedestrian and vehicle access routes
- Power and/or generator/s
- Waste and recycling bins
- Water location point/s
As per the Tobacco Act 1987, smoking is banned in all outdoor eating areas and new controls including compulsory signage apply to public events, which will vary based on the number of food vendors on-site. More information including fact sheets, guidelines and signage is available from the Department of Health and Human Services.
Structures may be permitted in open spaces as part of your event permit, in accordance with Alpine Shire Council’s event terms and conditions. Event organisers are required to provide the dimensions of all structures associated with an event, and Council will advise of any further permits you may require such as an occupancy permit. A site meeting may also be requested prior to the event.
Event organisers are responsible for ensuring adequate toilet facilities are available for event participants. If public toilets are not available or not adequate, event organisers need to make arrangements to hire portable toilets.
Traffic management plan (TMP)
A Traffic Management Plan (TMP) is to be prepared in consultation with the Alpine Shire Council and if applicable, VicRoads and Parks Victoria. The Plan must conform to Australian Standard AS1742 and be prepared by a qualified traffic management company engaged to provide traffic management services for your event. Your traffic management plan is to include, where applicable:
- locations of diversion and closure signs, road closures, barricades, traffic controllers, marshals and appointed police personnel
- positioning of electronic variable message signs (VMS)
- time and date for installation and dismantle of infrastructure
- timing of road closures and re‐openings
- implementation and management of closures and openings
- method of communication
- traffic controller details
It is a requirement that all road closures are advertised locally. If your event involves a road closure and/or impacts the public transport network, the Alpine Shire Council is required to advertise these details. Any advertising costs will be on‐charged to the event organiser unless a prior arrangement has been made.
Venues and facilities
Alpine Shire has a wide variety of indoor venues and outdoor spaces available for booking and hire for functions, meetings, conferences, training, exhibitions, performances and other activities. Council’s open spaces are managed by the Events Development Team and indoor venues are managed the Facilities Team or appointed Committee of Management. For details of all spaces, their facilities and how to book, view the website or contact us on 03 5755 0555.
Vic Emergency warnings
Vic Emergency is a centralised website for Victorians to find emergency information and warnings. You can also access preparedness and recovery information related to emergencies. The warning level is based on severity, conditions and the likelihood that the emergency could impact on the community, so the first warning issued could be an Emergency Warning - the highest level. Alpine Shire events are not permitted to be held at times of a ‘Emergency Warning’, ‘Prepare to Evacuate / Evacuate Now’ or ‘Warning (Watch and Act)’.
Events held on Council owned or managed land and facilities must submit a waste plan to Council to receive an event permit or to book a Council facility. The complexity of the waste plan will be different depending on the size and nature of the event and if food vendors will be involved. The event permit application has the questions that comprise the waste plan. View the Waste Wise Guide for Events for waste requirements for events held on Council owned or managed land and facilities.
Work health and safety
Event organisers have a duty of care to provide a safe environment in which staff, volunteers, performers and contractors can work. The provisions made for people working at your event will depend on its various components. Some of the issues you may need to consider include:
- handling of power, gas, and other hazardous materials
- supplying ear protection for people working in noisy areas
- operating equipment and machinery and whether licensed operators are required
- supplying sunscreen and other personal protective equipment for people working at an outdoor event
- the preparation of safe work method statements (SWMS) and job safety analyses (JSAs) and/or obtaining them from contractors
- providing drinking water for staff and volunteers working at the event
- providing adequate training to safely carry out assigned tasks at the event such as handling money, moving heavy items, managing and directing traffic and crowd management.
Refer to WorkSafe Victoria to check what your legal responsibilities are.
Working with children
If your event involves children, you will need to consider your obligations under the Working with Children Act 2005. Development of a child protection plan is recommended.