Considerations need to be given to the event type, size, inclusions and any associated requirements. Note: some of these are legal and safety requirement that must be completed.
Place of Public Entertainment (PoPE) or Temporary Structure - Your event may require a PoPE Permit; depending on the size of the event, number of people attending or the use of a temporary structure such as a stage, marquee or tent.
Safety Officer – As part your event permits, it might be a condition of the permit that you are required to have a Safety Officer at your event.
The Safety Officer must either hold a Safety Training Qualification “in accordance of the Building Regulations 2006 section 1105 Conditions of Use”, or have relevant qualifications and experience in emergency management (CFA, SES). Where an alternative person is nominated, details of their qualifications and experience (CV/Resume) is required to be submitted for assessment and approval.
Safety Officer training is available through MFB; providing relevant qualifications for ‘Safety Officer – In a Place of Public Entertainment’.
Stallholders must be registered under the Food Act 1984, have appropriate public liability insurance, and must submit a Statement of Trade [Streatrader] at least 5 days prior to the event date.
Visit Department of Health & Human Services for more information about food safety requirements.
Road Closure – If your event proposes to close a road or requires road closures to facilitate its operations, a road closure application will be required to be submitted to the Shire or Vic Roads (road dependent). Contact us for clarification of which application is relevant to your event location/road.
Traffic Management Plan - If your event includes road closures, a traffic management plan must be developed and installed/manned by an accredited traffic management company.
Road Closure Communication/Notification – It is a requirement that if you are closing a road you must notify residents and businesses within the road closure area and surrounding areas, at least four weeks prior to the event. This is to be communicated by way of a notification letter to each individual place of residence/business, advising of the changed traffic conditions and providing a map of the area and relevant event contact details. Furthermore you will be required to advertise the road closure in the local newspapers.
Event Management Plan – Is the plan that includes all the details about the event and how it will be implemented, including; relevant contacts, overview, program, budget, logistics, run sheet, site maps, evacuation plans, security schedules, etc.
Event Marketing Plan - The development of an effective marketing and communications plan is essential for the delivery of a successful event. Considerations to include; event summary, vision/mission, target markets, objectives and performance indications, strategies and initiatives.
Risk Management Plan - A risk management plan sets out the strategies and the processes you've put in place to help you manage risk associated with your event.
Licenced areas – If you are selling alcohol as part of your event, a temporary licence is likely required. Please visit the Victorian Commission for Racing, Gaming & Liquor or contact us for more information.
Emergency Service Agency Contact - You must notify specific agencies of your upcoming event, ensuring that relevant authorities are aware that the event is taking place, and are provided with relevant detail. Victoria Police, CFA Victoria, Ambulance Victoria, SES
Develop a draft plan; include the aim and purpose, identify target markets, resources and budget, determine event requirements and logistics.
Once the draft plan has been developed, a realistic budget can be established.
We have some funding and support available for community events. Visit our Grants & Funding page for more information.