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Planning an Event

This page contains a variety of information to assist events organisers:

1. Event Permit Application - Does your event need a permit?

Events held on public land require the completion of the Initial Event Permit Advice Form. If you require assistance when filling out the form please contact Councils Events Unit. All forms should be submitted at least three months before your event.


Do I require a copy of my public liability insurance?

Yes, if you are completing an Initial Event Permit Advice Form, it is important that you attach a copy of your Certificate of Currency for Public Liability Insurance.


What is a risk and emergency management plan and do I require one?

Managing risk means reducing the likelihood and impact of negative outcomes including death or injury, as a result of an event. A risk and emergency management plan does not need to be exhaustive for small events, just documenting risk and outlining how you plan to manage areas of potential risk.

If you are completing an Initial Event Permit Advice Form you will need to supply a risk and emergency management plan - See templates section for examples or visit WorkSafe website www.worksafe.vic.gov.au


How to develop site plan or layout?

It is important to have a clear understanding of how your event will be laid out. You can easily do this by drawing the site on a blank piece of paper or downloading an aerial image of your site and drawing on it.


Road closures and traffic management plans?

If you are planning on closing down a road, street or car park for your event, you will need to seek permission from the road and land manager and may need to seek a suitably qualified personnel to write up a Traffic Management Plan for event and submit for approval. This is usually Council or VicRoads, but the Department of Environment, Land, Water and Planning (DELWP) also mange many tracks in our region.  You may also need to use qualified personnel to implement the approved traffic management plan eg erect road signs. This can be more complicated with VicRoads and we strongly suggest that you seek advice and commence this aspect early.


Contacting the local authorities?

It is important for organisers to let the local authorities know about your event. In an emergency the Police, Gippsland Ports, DELWP, GLaWAC, Ambulance, SES or CFA may need to access an area blocked off by your event, so pre-notifying them is very important.

If you are submitting an Initial Event Permit Advice Form you will need to notify local authorities. For a list of local authorities contact the Events Team.


Events Management and Planning templates?

Upon request Council may be able to help provide templates and support material for your event. See below for example templates and support material that you may need. If you require further assistance please contact our Events Unit by email or contact Council.


2. Council Grants Program - Get funding from Council for your event.

The Council Grants Program has three streams for funding, Community Grants, Arts and Heritage Alliance, and Regional and District Events Sponsorship. For further information, please see Council Grants. Council can advise whether your project or event might be eligible for State or Federal Government funding or grants.


3. Book a Council Facility for Your Event

Council controls facilities across the region that can be booked to host an event. These include the historic Bairnsdale Rotunda, Bairnsdale Nicholson Mall, Lakes Entrance Rotunda and our regional libraries and other community facilities. To make a booking contact Council.


4. Templates and Support Material for Events

Example 1 Event Planning Template 

Example 2 Event Planning Template

Example Draft Emergency Response Plan "Ride The Trail In A Day"

Example Risk Plan 2

Department of Environment, Land, Water and Planning (DELWP) Catchment Management Consent Application

Work Safe Victoria Advice for Managing Major Events Safely

Smoke Free Dining, Events Factsheet

Example High Risk Event Management Plan

Event Emergency Management Planning Guide

Example Event Planning and Budgeting Template

Event Marketing Plan Template

Waste Wise Events Toolkit


Contact for Assistance

For assistance or advice regarding any of the above topics, email or contact Council.


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