Contents Welcome to the City of Monash Safe Event Planning Toolkit 1

Event Overview 2

Event Application Process 5

A-Z Tips and Hints to Planning Your Event 13

ContactFor assistance with specialist event planning please speak with Council’s Community Events Officer.

Email: events@monash.vic.gov.au Phone: 9518 3636

Welcome

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WelcomeMonash Council is proud to support our community in presenting a number of exciting and significant events that celebrate our diverse community.

Our Event Planning Toolkit has been created to assist event organisers in planning safe, accessible, well managed events within the City of Monash.

Whether you are organising a public or a private event, if it occurs in an outdoor public space anywhere in the City of Monash you may require approval from Council to deliver the event.

This toolkit includes a step-by-step guide to planning your event in the City of Monash, as well as a range of useful templates, checklists, examples and supporting material to ensure that your event runs smoothly and safely.

We encourage you to read this toolkit and suggest that you take advantage of the support and services available through our Monash Council Community Event Officer, whose role it is to provide support for community event organisers in staging events in our public spaces.

Event OverviewWhat is an Event?

Monash Council defines an event as:

“An event includes, but is not limited to, any

organised activity or function that requires

specific planning where people congregate

for a unique purpose. The purpose may

include but is not limited to community,

cultural and environmental gatherings,

commercial activities, celebrations and

some sporting events.”

Will my event need a Permit?An Event Permit ensures that all activities comply with the necessary requirements and legislation and are undertaken safely.

A permit also clarifies responsibility and liabilities, ensures the use of the facility or space and minimises disruption and impact on other users of public spaces.

Monash Council requires submission of an Expression of Interest (EOI) for an event at least 12 weeks prior to the event date to be able to process a permit so make sure you factor that into your planning.

Event Overview

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Assessing your event using the Impact MatrixTo assess whether an Event Permit is required for your event, we have developed an Event Impact Matrix to outline the factors Council uses to evaluate the impact your event may have based on the information provided in the EOI.

If an event is categorised Low Impact, event organisers will only be required to complete the online EOI to register the event with Council, however no permit will be required, and an Acknowledgement Letter outlining that Council is aware that the event will be happening will be supplied.

Events categorised as Medium or High Impact will require a permit from Council and will need to submit as a minimum a site map, risk assessment and event plan and evidence of public liability insurance.

Please see the Impact Matrix below outlining the factors Council uses to assess the impact of an event.

Low Impact Events Medium Impact Events High Impact Events

0-50 attendees51-1000 participants, artists, staff, contractors, volunteers

1001+ participants, artists, staff, contractors, volunteers

No caterers or food vendors 1-7 caterers or food vendors 8+ caterers or food vendors

No temporary infrastructureModerate temporary infrastructure required

Substantial temporary infrastructure required

No amplification Low-mid noise impact High noise impact

No change to traffic conditions and parking

Moderate additional vehicle traffic to the event area

Substantial additional vehicle traffic to the event area

No impact to usual amenity of space

Some impact to amenity of space

Substantial impact to usual amenity of space

Event has successfully been delivered in Monash before

Event is new or has significant changes to the Event Plan

IMPACT MATRIXAssessing the impact of an event

Monash City Council - Event Planning Tool Kit

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Events not required to seek approvalIn some cases events may not need a permit. Please see below some events that would fall into this category:

• Sporting events which are presented as part of a regular fixture and run by clubs or associations within existing lease agreements

• Group fitness activities

• Events being held indoors, including Council buildings, halls and Community Centres

• Ongoing markets (lease or licence to operate required through Property)

• Events on private property

• BBQs, Birthday parties, Christmas functions that do not involve things like temporary infrastructure, amplification, jumping castles/amusements, food vendors.

If you are unsure whether your event needs approval please get in touch with Council’s Community Events Officer who can offer advice.

Monash City Council - Event Planning Tool Kit

Event Application ProcessStep 1: Submit EOI

Step 2: Approval to Move Forward

Step 3: Submit Supporting Documentation

Step 4: Event Permit Issued

Step 5: Deliver Event

Step 6: Post Event Evaluation

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STEP 2

APPROVAL TO MOVE FORWARDTimeframe: Within two weeks of submitting EOI

After submitting your EOI, the Community Events Officer will be in touch to let you know whether your event can move forward into the planning stage. The Community Events Officer will determine which event impact category is applicable for your event and what permissions and approvals may be required to deliver your event.

The Community Event Officer will be your main Council contact throughout the application process.

STEP 1 SUBMIT EOITimeframe: 12 weeks prior to the event date

To apply to organise an event in the City of Monash, complete an Expression of Interest form.

The Expression of Interest is a short online form designed to provide Council with an overview of your event.

If you have already completed an Event Plan, Risk Assessment and Site Map for your event, please submit these in your EOI.

Please note

The submission of an Expression of Interest does not imply that the event is approved – it is a registration of interest only. It is recommended that as much information as possible is supplied in the EOI. This also applies for events that have previously happened or happen on an annual basis.

How to apply for an event approval or permit

STEP 3 SUBMIT SUPPORTING DOCUMENTATIONTimeframe: 8 weeks prior to the event

If your event is categorised as a low impact event, no further documentation is required to be submitted.

If your event is categorised as a medium or high impact event the following documents will need to be submitted to Council at least 8 weeks prior to the event date (if not already provided with the EOI):

• Event Plan

• Site Plan

• Risk Assessment

• Public Liability insuranceCouncil will need a copy of appropriate PLI to a minimum value of twenty million dollars ($20,000,000) in the legal organisation name or governing body.

Based on information supplied in the EOI, additional supporting documentation may also be required to be submitted.

Templates for the documents (as well as other useful resources) are available on Council’s website.

Once the documents are submitted, the Community Events Officer will review and offer recommendations to assist with refining the planning of the event.

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Event Application Process

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STEP 4 EVENT PERMIT ISSUED (if applicable)

Timeframe: 5 working days prior to the event

For low impact events, an Acknowledgement Letter will be issued to the Event Organiser advising that the event may go ahead in line with information supplied in the EOI.

For medium or high impact events, once all of your supporting documentation is approved, an Event Permit will be issued to the Event Organiser/Organisation. The Event Permit may include a list of conditions which the Event Organiser must comply with in order to safely deliver the event.

STEP 5DELIVER EVENTYour event is delivered safely in accordance with the Event Permit conditions and your event plan, site map and risk assessment.

Event Organisers will be required to complete a pre-event hazard checklist before the event starts.

STEP 6POST EVENT EVALUATION Timeframe: 7 days post your event

On completion of the event (including site bump out), a Post-Event Evaluation form is required to be completed by the Event Organiser and submitted to Council along with the filled in pre-event hazard checklist.

A debrief meeting may be scheduled to further evaluate the successes and challenges of the event.

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STEP 3.

SUBMIT SUPPORTING DOCUMENTATION

An Event Plan, Site Plan, Risk Assessment

and PLI must be submitted.

8 weeks prior to the event date

STEP 4.

EVENT PERMIT ISSUED

Once all documentation is approved Council will issue your permit which

may include a list of conditions

5 days prior to the event date

STEP 2.

APPROVAL FROM COUNCIL TO MOVE FORWARD

2 weeks after EOI submitted

If an Event Permit is not required an Acknowledgement

Letter will be issued

STEP 6.

POST EVENT EVALUATION

The Post Event Evalution form and filled in pre-event hazard

checklist is submitted

7 days post event date

LOW IMPACT EVENT

May not require an Event Permit

MEDIUM AND HIGH IMPACT EVENT

Will require an Event permit

An Event Plan, Site Plan, Risk Assessment

and PLI must be submitted

EVENT APPLICATION PERMIT APPROVAL PROCESS

STEP 5.

THE EVENT IS DELIVERED

Fill in the pre-event hazard checklist

Event Day

STEP 1.

EOI SUBMITTED ONLINE12 weeks prior to the event date

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Event Application Process

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Compulsory Event Planning RequirementsWhen applying for an Approval or an Event Permit it is essential that you provide the compulsory information including, at a minimum; Public Liability insurance, an Event Plan, Site Plan and Risk Assessment.

We have provided templates and examples of these documents to assist you with your event planning and more information can be found in the A-Z Planning Guide.

PUBLIC LIABILITY INSURANCECouncil requires all medium and high impact events to have appropriate Public Liability insurance to a minimum value of 20 million dollars ($20,000,000) in the legal organisation name or governing body.

You are responsible for the safety of event participants and spectators at all times. Council will not accept liability for any personal injury, loss or damage that may occur to participants, third parties or their property as a result of holding an event.

EVENT PLANAn Event Plan is a key document used to plan all aspects of your event. Completing an Event Plan will ensure you have considered all requirements of event planning.

You will be required to complete the Monash Council Event Plan Template. If you are working with a professionally developed Event Plan, this may be used in its place.

RISK ASSESSMENT Safety at an event is critical. Members of the public expect to attend and enjoy an event safely and securely. Events of any size or nature will have risks. It is the responsibility of the Event Organiser to identify and effectively manage these risks by putting controls in place to reduce the likelihood of risks occurring.

A Risk Management Plan identifies all the potential risks that may arise from holding an event and then lists the steps event organisers will take to reduce or mitigate the identified risks. In order to understand what risks need to be managed, a risk assessment needs to be undertaken.

You can download the City of Monash Risk Assessment Guidelines and Risk Assessment Template to assist you with developing appropriate risk mitigation strategies.

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Event Planning ResourcesResources, templates and checklists can be found here to further assist you in planning your event.

• Event Plan Template

• How to Create a Site Map • Risk Assessment Template

• Risk Assessment Guidelines

• Pre-Event Hazard Checklist

• Post-Event Evaluation form

• Stallholder List

• Contact Sheet

• Lost and Found Child Guidelines

• Useful Contacts List

• Budget Template

• Production Schedule

• Energy Safe - Gas Safety at Public Events Checklist

• Safe and Healthy Crowded Places Handbook

Please contact us if there are resources or templates that are not listed above that you require.

SITE MAPA site map is an aerial view of the event site providing a visual diagram of the event layout.

A site map ensures you that you have allowed adequate space for all of the event elements, including the location of stage/s, stallholders, marquee/s, activities, amusements, first aid, toilets, drinking water, bin placement, emergency services access, entry/exits, emergency evacuation points, fire extinguishers and parking/accessible parking.

An accessible and functional site layout is critical to the success of your event.

You should consider existing infrastructure and park features when designing your event layout, including buildings, trees, picnic tables and fencing.

A detailed site map must be provided for medium and high impact events and will be reviewed for approval by Council’s Community Event Officer prior to placement or installation of any equipment or infrastructure on Council property.

You can download the City of Monash How to Create a Site Map guidelines to assist you in creating your event site map.

POST-EVENT EVALUATION FORMEvaluating the successes and challenges of an event is an important step for identifying areas of improvement for future events. A Post-Event Evaluation form is required to be completed no more than 7 days post an event and sent to Council. The form provides the Event Organiser with an opportunity to reflect on the event and provide information around audience statistics.

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Event Application Process

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Planning your eventWHEN: PICKING YOUR EVENT DATE AND TIME

Ensure the date of your event has been checked so it doesn’t clash with other events held within the City of Monash.

Research what’s on around the location of your event. There may be occasions where another event is taking place that may impact access or attendance numbers at your event.

Use these resources to check what else is on in the area:

• Visit Victoria

• City of Monash Events Calendar

• Multicultural Victoria Cultural Calendar

WHERE: PICKING YOUR EVENT LOCATION

City of Monash has a range of reserves, parks and halls that are great spaces to hold events.

To view our list of parks and reserves, refer to the City of Monash website. https://www.monash.vic.gov.au/Leisure/Parks-Recreation. Our Recreation Team is also available to assist with general enquiries and availability of our parks and open spaces. Email recreation@monash.vic.gov.au.

Please note, Council cannot grant exclusivity of a park for any event.

To book a reserve or park, please complete the EOI and list your intended space. Our Community Events Officer will then be in touch to confirm your booking.

The City of Monash operates 18 halls for use by the community. Our hall hire team will be able to assist with general enquiries and support for booking a hall. Email halls@monash.vic.gov.au or call 9518 3684. Visit our halls for hire webpage for more information. https://www.monash.vic.gov.au/Leisure/Community-Halls-Centres/Halls-for-Hire

Non-Council facilities such as Guide and Scout Halls, Sporting Clubs, School Halls, Church Halls are also available and are subject to direct negotiation with the nominated facility manager and the existing tenant lease agreements.

Fees may apply.

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Monash City Council - Event Planning Tool Kit

WHO: IS YOUR EVENT FOR?

Consider the age and cultural demographic of your audience and any programming, access requirements and needs of the people attending.

Monash is one of the most culturally diverse cities in Australia with 45% of residents born overseas. For more information on City of Monash’s Community profile, see www.profile.id.com.au/monash

When organising an event, consider the below:

• Do you require translators or interpreters at your event?

• Do you need your promotional flyer to be translated in different language/s?

• Do you need signage to be printed in different languages?

• What food options are available and are they culturally appropriate? E.g. Vegetarian, Vegan, Halal, Kosher etc.

• Is the content of the event culturally appropriate (including performers, welcomes, stallholders, activities)

• Consider using visuals in addition to spoken/written word in presentations and minimise use of slang/pop culture references/jokes that can exclude non English speakers

• Encourage bi-lingual attendees to volunteer to help with the event

• Tap into local culture/community expertise: Identify suitable community leaders/members and book them as speakers, performers, caterers, trainers or co-facilitators.

ARE YOU PLANNING YOUR EVENT TO BE CHILD FRIENDLY AND CHILD INCLUSIVE?

City of Monash is a Child and Young People Friendly City, and we encourage all of our public offerings to consider the ways to be more child friendly.

• Consider a designated and comfortable breastfeeding area away from crowds

• Ensure there is pram access at the event

• If your event is outside, ensure there are enough shaded areas and toilets

• Do you require baby change rooms/designated area available

• Consider the time of event

• Consider providing enclosed areas for children’s play (7 years and under) away from busy roads

• Consider the promotion of the event – ways to advertise your event to teenagers/children/parents.

If working with children under 16 years of age, you or any other staff or contractors may require a Working with Children check.

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A-Z Tips and Hints to Planning Your Event

Aboriginal Acknowledgement 14

Accessibility 14

Advertising your event 15

Alcohol & Liquor Licensing 15

Amusements 16

Animals 16

BBQ 17

Contractors/Suppliers 17

Dogs 17

Emergency Service Organisations 18

Fireworks & Firecrackers 19

First Aid 19

Food & Catering 20

Cooking with Gas 21

Fundraising & Raffles 21

Hostile Vehicles & Safety 21

Insurances 22

Lighting 22

Mayor & Councillors 22

Music Licencing 22

Noise 23

Notifying Residents & Traders 23

Parking & Public Transport 24

Performers 24

Places of Public Entertainment Permits 24

Power 25

Road Closures & Traffic Management 25

Security 26

Signage 26

Street Parties 27

Sustainability 27

Temporary Infrastructure 28

Toilets 29

Vehicle Access 29

Waste Management 29

Water 30

Weather 30

Contents

Aboriginal AcknowledgementAn Acknowledgement of Country should be given at formal events, forums and functions such as Government and Local Government meetings, conferences, school assemblies, concerts, board meetings, and official openings.

Consider beginning your event with an Acknowledgement of Country: “In the spirit of reconciliation I would like to acknowledge the traditional owners of the land on which we are meeting and pay my respects to their elders past, present and emerging.”

HELPFUL LINKS:

Aboriginal Victoria

Accessibility Carefully consider accessibility at your event to ensure that all members of the community can attend and enjoy the activities.

When planning your event, consider the following:

• Ensure the event layout provides for ease of access and mobility

• Provide parking spaces close to the event for people with disabilities and access needs and check there is a clear path of travel to the event from the allocated parking

• Inclusion of accessible toilet facilities

• Ask attendees if there are any accessibility requirements when registering (if applicable), to give you some time to make adjustments or provisions

• Ensure there is an email or phone number people can contact if they require more accessibility info prior to the event

• Outline the accessibility features of the event you have chosen on promotional material or invitations

• Consider noise levels and provision of quiet areas for those with sensory issues

• Use pictures or symbols alongside words on signage and information points

• Consider booking Auslan Sign Language Interpreters

There are legal requirements which should be considered when organising an event such as the Federal Disability Discrimination Act (1992) which protects Australians against discrimination.

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A-Z tips and hints to planning your event

Advertising your event The success of your event will largely depend on the effectiveness of your promotional strategy.

Consider whether you need to have posters, flyers, paid advertising, a social media strategy or a story in the local newspaper to promote your event.

If Monash Council is providing financial or in-kind support towards your event, the City of Monash logo should be placed on all printed and electronic promotional material. The guidelines for using Council’s logo must be adhered to and Council’s Communications team will need to approve all material during production allowing at least a seven day turnaround for approval.

To promote your event to Monash residents, submit your event to Monash Council’s website at: www.monash.vic.gov.au/events

If you have a business event, you can promote it at this free link https://www.monash.vic.gov.au/Business/Business-Events

Alcohol & Liquor Licensing If you intend to serve or sell alcohol at your event you must apply for a temporary liquor licence from the Victorian Commission for Gambling and Liquor Regulation.

An application form can be downloaded from www.vcglr.vic.gov.au or call 1300 182 457.

Approval through Streatrader may also be required. The sale of alcohol will also require a Temporary Food Stall Permit from Monash Council.

• Alcohol must be served responsibly – whoever holds the licence must ensure that procedures are in place to do so

• Alcohol must be served in a fully enclosed bar area.

Monash Council will need to see evidence of your liquor licence. Please note that approval of a liquor licence is not approval for your event, nor does an Event Permit guarantee you will receive a liquor licence. If you intend to serve but not sell alcohol, you may not require a liquor licence; however it is always best to check with Responsible Alcohol Victoria for the latest information.

There are three places in Monash that have been declared as alcohol free zones. These places are located within the Clayton, Glen Waverley and Oakleigh activity centres.

Staff serving alcohol must hold a Responsible Serving of Alcohol Certificate.

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Monash City Council - Event Planning Tool Kit

AmusementsAmusement devices include equipment that provides entertainment or amusement and includes jumping castles, rides, climbing walls and some inflatable amusement devices.

The design and construction, operation and maintenance of most amusements are regulated by Australian Standard 3533, 1997, Amusement Rides and Devices.

There are a number of considerations event organisers will need to adhere to when engaging amusement rides at events:

• Appropriate space and suitable ground surface allocated for each ride, including access and egress for patrons

• Consider access to power

• Appropriate fencing surrounding rides

• Appropriate soft-fall area for inflatable structures

• Ensure there are adequate controls in place to protect users from the safety risks arising from rides, amusements and jumping castles

Event Organisers will be required to obtain from contractor:

• Manufacturing standards compliance

• Operating procedures and compliance

• The inspections and maintenance records are up-to-date in the log book

• Job Safety and Environmental Analysis (JSEA) or Safe Work Method Statement (SWMS)

• Work Cover registration

• Public Liability Insurance with a minimum of $20 million cover.

HELPFUL LINKS:

WorkSafe Victoria – Land-borne inflatable amusement devices

Animals If you plan to have an animal nursery, petting zoo or rides involving animals at your event, it is important to ensure that regulations and codes of practice are in place in the interests of animal welfare and wellbeing for event attendees.

Full hand washing facilities must be provided.

Ensure you receive a copy of the Public Liability Insurance certificate from the company that you are engaging (minimum $20 million).

There are various animal welfare acts, as detailed on the Victorian State Government Agriculture and RSPCA Victoria websites.

HELPFUL LINKS:

RSPCA

Agriculture Victoria

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A-Z tips and hints to planning your event

BBQ – Community TrailerMonash residents are able to hire a barbeque trailer for neighbourhood parties on private property or in roads or reserves within the City of Monash.

It is not available for fundraising or commercial use.

The trailer contains a two-burner hot plate barbeque that is fixed into the rear compartment of the trailer, a 9kg LPG bottle that is fixed to the A-frame of the trailer, a drinks tub featuring a water drain and a set of BBQ tools. The barbeque comes with a full gas bottle and the Monash Council will cover the cost of refilling the bottle.

There is no charge for hiring the trailer, however a security deposit of $100 is required. This is a recoupable deposit if the trailer is in full working order and all parts and accessories are complete when returned.

The Barbeque trailer must be picked up from and returned to City of Monash Operations Centre at 390 Ferntree Gully Road, Notting Hill, Monday to Friday between 7.30am and 4pm.

TRANSPORTING THE BARBEQUE TRAILERThe driver of the towing vehicle must hold a current licence, be competent in towing a trailer and have motor vehicle insurance that covers towing a trailer. The towing vehicle must be a roadworthy and must have current registration.

RETURNING THE BARBEQUE TRAILERThe Barbeque trailer is to be returned clean and in working order. If the trailer is damaged, not in working order or returned in an unclean condition the Monash Council can use the security deposit to fix any damage and may recover costs over and above the security deposit.

To book the BBQ trailer please fill in the BBQ trailer hire form.

Contractors/SuppliersMost events will require the services of external contractors or suppliers.

Contractors may include organisations providing services or goods such as marquees, stages, seating, food and beverage and/or sound equipment.

Ensure all of your contractors have in place appropriate risk and safety procedures and insurances. Event organisers should sight evidence that the contractor has Public Liability Insurance (and in some cases other insurances) and Job Safety and Environmental Analysis (JSEA) and/or Safe Work Method Statement (SWMS) for any items such as rides, amusements, installations or structures.

Event organisers have a responsibility to ensure contractors are informed of your event’s policies, procedures and safety procedures. Depending on the contractor and the size of your event, this may involve a formal induction process, or a written briefing.

Dogs The rules regarding dogs on leads in the City of Monash parks and reserves are clearly sign posted at each location and must be followed.

Consider advertising whether your event is dog free or dogs on leashes accepted in your promotional material.

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Monash City Council - Event Planning Tool Kit

Emergency Service Organisations POLICEPolice may need to be involved in your event planning process in regards to areas such as public safety, road closures, liquor licensing and law enforcement issues, or events that would otherwise attract large numbers of people. Police may request a copy of the Event Plan, Risk Assessment and Traffic Management Plan (if required).

The police contact details will depend on where the nearest station is – event organisers will need to make contact with the Officer in Charge at the police station nearest to the event location.

AMBULANCEA notification email should be sent to Ambulance Victoria regarding all events occurring in the City of Monash. Ambulance Victoria will conduct simple risk assessments on all events to determine whether extra services are required.

If there is a need to have additional support, the event organiser will have to pay for services at the event.

Email: events@ambulance.vic.gov.au

FIRE BRIGADEThe Metropolitan Fire Brigade (MFB) can provide information to the event organisers in relation to fire safety matters, and response requirements and information regarding total fire ban days. This may extend in some circumstances to the issuing of a total fire ban exemption permit for the event to enable cooking to take place.

Email: semr@mfb.vic.gov.au

STATE EMERGENCY SERVICEThe State Emergency Service (SES) may have a role to play in emergency management or emergency recovery.

Contact should be made at least 2 months in advance of event date.

Email: central@ses.vic.gov.au

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A-Z tips and hints to planning your event

Fireworks & Firecrackers FIREWORKSEvents seeking to include fireworks must only use licensed pyrotechnicians. The pyrotechnician must obtain approval from Council at least 14 days prior to the event and ensure that WorkCover has been notified at least 7 days in advance of the event. WorkCover assesses pyrotechnic experience and qualifications to operate and discharge fireworks.

Notification of intention to discharge fireworks form

Event Organisers will be required to notify residents and traders in the area via letterbox drop prior to the proposed activity.

Depending on the size of the event, a Traffic Management and/or Pedestrian Management Plan may be required.

FIREWORKS AND FIRECRACKERSSeparate licenses are required for Theatrical Fireworks and Chinese Firecrackers.

Applications to WorkCover and Council should be made at least 21 days in advance.

Notification must also be provided to the Melbourne Fire Brigade.

All waste materials generated from the fireworks or firecracker display must be cleared immediately following the event by event organisers.

Only an incorporated association or community group are able to obtain a single purpose licence from WorkCover for Chinese Firecrackers and usage must be in connection with a cultural, religious or traditional occasion.

First Aid Event Organisers have a duty of care to patrons and staff to ensure that First Aid assistance is available onsite to cover the unexpected.

Accidents can happen irrespective of the size of the event, and having First Aid Officers ready to respond will ensure peace of mind.

To determine the type and number of first aid and/or medical personnel required at your event, advice should be sought from experienced first aid providers or Ambulance Victoria. The level of first aid provision will depend on the type of event, the audience, event duration, location, weather and other factors.

In planning first aid at the event, consider the below;

• First aid stations are suitably located and accessible

• There is access to water and power

• First aid stations are well signed

• Appropriate communication systems are in place between event organiser and first aid

• There is ready access and egress for ambulance (and other emergency) vehicles to first aid stations and any areas of high risk

• All incidents are recorded on Incident/Accident Report forms.

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Monash City Council - Event Planning Tool Kit

Food & Catering Providing food options at your event is a great way to bring people together. It is a requirement that all food vendors and food providers comply with food safety practices.

If you’re organising an event for other traders to attend, you will need to provide council with the following details:

• The name of your event

• The venue/location your event will be taking place in, along with the address

• The date(s) your event will be running

• A name and contact details for the event coordinator.

Once you’ve provided them with these details, Council will add your event to the list and traders will be able to lodge Statements of Trade with your event.

There are many registered local food vendors and trucks operating within the City of Monash that provide a variety of tasty food options.

When booking a food vendor/truck, ensure you have sighted;

• Current Streatrader Registration Certificate

• Statement of Trade (SOT) with the correct trading address & trading date/s.

• Public Liability Insurance - Certificate of Currency (minimum $20 million).

A list of your approved food vendors is required to be sent to Council’s Community Event Officer at least 5 working days prior to the event so Council is informed of when and where a food vendor is operating.

In Victoria, all food premises, including temporary and mobile food premises are required to have Streatrader registration from their registering council before selling food. Streatrader is the online system for businesses and community groups to register and notify their temporary and mobile food premises with their registering council.

Streatrader allows businesses and community groups to:

• Apply for a Food Act registration with their registering council

• Manage their registration, and

• Lodge Statements of Trade for each of their events.

Food Vendors cannot trade until their business has been registered with their Local Council via Streatrader and they have submitted a SOT through Streatrader, no later than at least 5 working days before the commencement of trading.

The onus is on the group or vendor to follow safe food handling procedures. However, as the Event Organiser you also must ensure that vendors at your event comply with regulations.

Cooking with Gas Energy Safe Victoria (ESV) has a Gas Safety Self-Check List for caterers, food outlets and others at events.

It is the responsibility of the Event Organiser to ensure the operators of gas appliances have completed, and handed to the event organiser, the Gas Safety Self-Check List.

All mobile food vehicles using gas should have a valid Energy Safe Victoria Compliance plate fitted. To obtain this, the owner of the vehicle must have the gas installation checked by a licensed gasfitter and a submission is then make to ESV.

ESV may audit public events for appliance installation and public safety.

HELPFUL LINK:

Energy Safe Victoria

Fundraising & RafflesIf fundraising or raffles are occurring at your event, and the prize value is over $5,000 you are required to declare the activity with the Victorian Commission for Gambling and Liquor Regulation (VCGLR).

HELPFUL LINK:

Victoria Commission for Gambling and Liquor Regulation

Hostile Vehicles & Safety A hostile vehicle is generally one whose driver is determined to access a restricted or unauthorised area or location in order to cause injury/death to people, disrupt business or effect publicity for a cause.

A hostile vehicle may be used to carry an explosive device or the vehicle itself, travelling at speed, may present the primary danger.

The most likely targets of hostile vehicles are spaces occupied by a critical mass of people at a particular time. Hot spots include outdoor markets, parades, festivals, events and sporting events.

Mitigation solutions must be tailored to the event and included in the Risk Assessment Plan and Traffic Management Plan (if required).

Please read the Hostile Vehicle Guidelines to include measures to reduce risks of hostile vehicles at your event.

A-Z tips and hints to planning your event

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Insurances Depending on the scale and logistics involved at your event, you may be require to obtain a variety of insurances.

It is recommended that Event Organisers seek professional advice relating to the insurances required for their event.

For events held on Council land, venues or facilities, Council requires the Event Organiser to hold a current copy of a Certificate of Currency for Public Liability Insurance to the minimum value of $20 million.

Other insurances may include:

• Property and equipment

• Income protection

• Workers compensation

• Volunteer

• Professional Indemnity

• Cancelation and abandonment

LightingIf your event is being held at night, or the setting up and pulling down of the event takes place in the early morning or evening, adequate lighting will be required.

This may include existing or temporary light structures. For events taking place at night or in venues, emergency lighting should also be available and back-up power provisions should be made in the case of a power outage.

Mayor & Councillors If you would like to invite the Mayor of the City of Monash or a Councillor to participate in your event in an official capacity or as an invited guest, an invitation needs to be sent out at least 2 weeks prior to the event date.

Invitations must include details about event date, time, location, parking and program of activities/entertainment.

If you are inviting the Mayor or a Councillor to be involved in your event in an official capacity, your invitation must be clear about your request including time of speech, duration and what your event is about.

Information and contact details of City of Monash Mayor and Councillors can be found here.

All events receiving Council funding should invite the Mayor and Councillors to the event.

Music LicensingIf your event includes live or recorded music, you may require an APRA license to cover the public performance of music.

APRA (Australian Performing Rights Association) is a non-profit copyright collecting society that collects and distributes fees for the public performance and broadcasting of music.

In some circumstances, your event may be covered under the One Music Local Government Scheme which permits live or recorded music to occur under Monash Council's license.

Permission for the playing of recorded music in public may also be required from PPCA (Phonographic Performance Company of Australia).

HELPFUL LINKS:

APRAPPCAOne Music Local Government Scheme

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A-Z tips and hints to planning your event

Noise Consideration must be given to effectively manage noise levels to ensure they remain within the prescribed limits, particularly where there are nearby residential areas.

Noise levels can be managed through the effective setting up of speakers, the stage and audience seating.

Event organisers need to be considerate of the amenity of the surrounding area. Noise from vehicles, event activities, music and patrons can cause disturbance. Event plans should include strategies to address potential noise issues. Proactive measures such as crowd control, positioning of loudspeakers and timing of events can improve control of noise.

Allowable days and times for residential noise

• Monday to Thursday: 7am - 10pm

• Friday: 7am - 11pm

• Saturday: 9am - 11pm

• Sunday: 9am - 11pm

• Public holidays: 9am - 11pm

HELPFUL LINKS:

Environment Protection Authority (EPA) Victoria

Restricted times for noise

Notifying Residents & TradersIn order to minimise any impact on surrounding stakeholders, communication with nearby residents and businesses is vital to the success of your event.

It may be appropriate to produce and circulate a resident and business notification letter to surrounding local residents and businesses advising them of the event. The letter should include:

• The name, date and location of the event (including set up and pack down times)

• The purpose of the event

• Expected number of attendees

• Activities being conducted as part of the event

• Any likely disruptions to residents and businesses with respect to noise, transport, fireworks, road closures and parking restrictions

• A contact number for further information or queries

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Monash City Council - Event Planning Tool Kit

Parking & Public Transport PARKINGConsider how many parking spaces are available at the venue to accommodate the number of people you expect to attend the event.

Consider alternative options for parking if available parking is limited i.e. providing shuttle buses or encouraging use of public transport and advertise these opportunities on event marketing material.

Accessible parking areas should be provided and access should be allowed for emergency vehicles.

If you expect VIPs to attend the event, including the Mayor or Councillors or local politicians, think about reserving parking spots. Reserved parking spaces may also be needed for performers, stallholders and other event staff.

Consider how you plan to reserve parking spaces. This may be done by placing bollards/witches hats on reserved parking spaces and creating reserved parking signage.

PUBLIC TRANSPORTEvent organisers should encourage event attendees to use public transport to get to and from the event where possible.

If your event is likely to have an impact on Victoria’s regular train or bus services, then you need to submit an Event Notification to the Department of Transport at least 120 days prior to the event.

Download the Event Notification Form and Checklist.

Visit PTV to register your event.

PerformersHolding an event often involves hiring performers. When engaging performers it is recommended to determine the fee and performance agreement from the outset.

A Performer Agreement Template can be downloaded on Councils events webpage.

CULTURAL PERFORMERSIt may be appropriate for you to work with cultural performers at your event. For Aboriginal performance you may wish to get in contact with the Wurundjeri Land Council at www.wurundjeri.com.au/services/cultural-practices-for-events

Places of Public Entertainment Permits A Places of Public Entertainment Permit (PoPE) may be required if your event:

• Is held in an area greater than 500 square metres

• Is in an enclosed area

• Is where you invite the public.

An example of an event requiring a PoPE permit is a circus or an open-air concert.

Council’s Municipal Building Surveyor will determine whether or not an occupancy permit exists for that particular site i.e., sports ground, private property (open to the public) and whether a PoPE is required.

To apply for a Places of Public Entertainment Permit, please liaise with Council's Community Events Officer.

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A-Z tips and hints to planning your event

Power Understanding your event’s power requirements is an important step in pre-event planning.

To determine how much power will be required to operate your event, you need to know where the existing power is, how much power is available, who needs power and how much power they need.

Onsite power at Council parks and reserves is generally not available, however advice should be sought from Council’s Community Events Officer.

Where portable generators are being used, it is advisable to use silent generators to minimise noise.

All electrical equipment should be appropriately tested and tagged by a qualified Victorian electrician. Electrical cabling should not be placed across walkways and should be kept clear of patrons without the appropriate protection. Overhead wiring should not be placed in trees.

Further information regarding electrical safety can be obtained from Energy Safe Victoria.

Street Closures & Traffic Management If you intend to close a road in order to run your event, approval must be obtained from the City of Monash.

In certain cases near arterial roads, approval will also need to be obtained from the Department of Transport (formerly VicRoads).

Victoria Police, the Metropolitan Fire Brigade and Ambulance Service will need to be notified of the road/street closure.

Issues to consider when closing a road:

• Assess the impact and streets/roads affected

• Determine diversions, impact of diversions and alternate access arrangements

• Engage relevant authorities in planning

• Assess stakeholders requiring consultation and notification – develop a Communications Plan to notify people affected

• Determine signage and equipment requirements, source and determine costs

• Determine impact on traffic lights

• Establish number of personnel required including number of traffic controllers and event marshals.

• Determine communication systems to be utilised

• Develop a pedestrian management plan including accessibility

• Develop an Emergency Management Plan

• Determine parking, drop off, pick up zones

• Assess impact on public transport

• Inform residents surrounding road closure

• Undertake a risk assessment of the plan.

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Monash City Council - Event Planning Tool Kit

SecuritySome events may require specific security arrangements including private security providers.

Security needs to be considered if your event is expecting large crowds, significant sums of money are involved, alcohol is present, or if the protection of people or assets is required.

Security companies must have appropriate insurances, licences and qualifications.

Security personnel may also be required to:

• Control entrances and exits

• Patrol boundaries and any fire risk areas

• Assist emergency services

A Security Plan should be developed with your security providers to ensure professional and friendly security management and to clarify all roles and responsibilities. Your plan should outline how many security people you will have, where they will be, when they will be there and what they will be doing.

SignageCOMMUNITY BILLBOARDS The City of Monash has three community billboard sites available and one of these billboards can be used by event organisers to display event signage.

Community billboards are located at:

• Corner Waverley and Springvale Roads, Glen Waverley

• Corner Stephenson Road and High Street, Glen Waverley

• Corner Huntingdale Road and High Street, Huntingdale

The community billboards are available for use by non profit community groups two weeks prior to the event. The signs are 1.5m x 2m.

These sites are highly sought after and often booked well in advance, therefore it is advisable to book early. Only one sign is allowed per event.

To book a community billboard phone Community Laws on 9518 3094 to check availability.

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A-Z tips and hints to planning your event

Street Parties Street Parties are a great way to bring community together in local neighbourhoods.

A street party is an organised social gathering of up to 150 people which is held on a road for the sole purpose of bringing together people in a particular locality.

Street party enquiries must go through the online EOI process, as an event. Street Parties are offered for free with support from the Monash Council for insurance.

Residents can temporarily close their street to host a street party. A free permit will be granted for a street party after completing an Event Plan and Site Map, Risk Assessment and receiving agreement from the majority of neighbours. Council will arrange Public Liability Insurance at no cost.

To complete the event Expression of Interest visit www.monash.vic.gov.au/events

Sustainability While events may only last a day or two, there are still many ways you can minimise your impact on the environment.

Monash Council is committed to environmental sustainability, avoiding litter and waste, and minimising the use of single use plastics across its business, including Council run and sponsored events.

We encourage our stallholders to minimise the use of single use plastics where possible and if required, by providing alternative biodegradeable, recyclable or reusable packaging materials and products.

Single use plastics includes items such as plastic bags, thin film packaging, plastic drink bottles, straws, stickers, plastic-lined coffee cups and single use plastic wrapping on individual items, the giveaways themselves, and wrappings from drinking coconuts. Single use plastic plates, bowls, cups, straws, cutlery and take away food containers are discouraged from use or sale at events.

To create a more sustainable event you can:

• Identify and promote source of drink taps so water is available to attendees

• Provide guidance on access to event by public transport, bike or walking

• Support the sale of at least 50% vegetarian options and/or local produce

• Choose energy and water efficient equipment, and consider purchasing offsets for event

• Dispose of chemicals and oils responsibly and do not pour down the drain

• Consider promotional activities with minimal waste like face painting and photo booths

Please avoid single use plastic bags, balloons or plastic straws, where possible at your events.

Monash City Council - Event Planning Tool Kit

Temporary Infrastructure Infrastructure can include temporary marquees, tents, booths, dance floors or stages. A number of temporary structures require a permit from Council. These include:

• Tents, marquees or booths with a floor area greater than 100m2

• Seating stands for more than 20 persons

• Stages or platforms (including stage wings) exceeding 150m2 in floor area

• Prefabricated buildings exceeding 100m2 other than ones placed directly on the ground surface

• Events charging an admission fee and those that are substantially enclosed

• Exceeds 5,000 people in a place larger than 500m²

The above marquees, stages and platforms must be registered with the Victorian Building Authority (VBA) by the supplier and erected by a registered contractor (registered building practitioner or registered as an Erector or Supervisor of Temporary Structures).

The following application will need to be submitted to Council

Application for approval of Siting of Temporary Structures

Temporary Structure Guidelines

If your temporary structure/s do not require a permit, safety and regulations still apply. Consider the below when organising temporary infrastructure at your event:

• How will your structures be secured? Pegging is not allowed in most of Council’s reserves and parks. If another method is used to secure the temporary structure (e.g. weights) they must be of suitable size and strength. If the structures are being secured to an object, it must be appropriate (e.g. not a fire hydrant or other essential service).

• If your event is on Council land, check with Recreation Services and/or Horticulture to determine whether pegging or another system can be used.

• What will be done in the event of high winds or other extreme weather conditions?

• What is the maximum occupancy capacity of each structure?

• Are there any underground services in the area of the temporary structures?

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A-Z tips and hints to planning your event

Toilets The number of toilets provided at events and activities will depend on a number of factors including anticipated crowd numbers, the gender of patrons, alcohol supply, the duration of the event and the number of existing facilities at the event site.

Where existing facilities are not adequate, additional portable toilets will be required, including accessible toilets.

Consider the below when booking portable toilets for your event:

• Location of toilets is close to water

• Location of toilets has access to pump out vehicles

• The lighting of toilets at night

• The provision of soap and hand drying equipment

• Regular cleaning and re-stocking

• Plans to deal with service requirements

• Placement of accessible toilets.

Vehicle Access Vehicles on Council reserves and parks should be limited to avoid disturbance to lawns and landscaping.

Council is required to grant permission for vehicles to enter Council parks and reserves. Contact Council’s Community Events Officer to discuss your needs.

Waste Management No matter what scale your event, consideration must be given to the clean up during and after your event.

General, organics (if a stall has food & green waste) and recycling bins must be available at the event site. The number of event attendees and the expected amount of generated waste must be considered when you put together a waste management plan. For advice on how many bins you need for your event, contact the Community Events Officer.

Council may be able to supply bins for your event (a fee may apply).

A food organics recycling service is also available to food vendors if required.

If you have food vendors or general stallholders, be clear (in writing) the expectations you have for how they will manage their rubbish (i.e. do they need to provide bins? Do they need to separate rubbish from recycling? Will they need to clean their site at the end of the event?).

If cooking oil is involved and there is a spill, vendors need to be able to contain and clean the spill. Council can provide training and/or oil absorbent for community events if necessary.

Ensure you have sufficient people to work after the event to clean up (including picking up litter, cigarette butts, cable ties, food scraps and anything left behind by stallholders).

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Monash City Council - Event Planning Tool Kit

WaterEvent organisers should ensure there is a supply of drinkable water available to event attendees.

This may include the provision of drinking taps.

Food stalls should have access to a suitable supply of potable water for hand washing and sanitary requirements.

WeatherWeather can impact the success of an event and plans should be in place to combat all different weather conditions i.e. high winds, extreme heat, rain and thunderstorms.

All events should consider contingency plans for weather and ensure that this is part of your risk management planning. We recommend that you monitor long-range forecasts on the Bureau of Meteorology website in the lead up to your event.

If your event is outside, it may be worth thinking about an alternative inside venue in case of extreme weather conditions.

Welcome

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City of Monash https://www.monash.vic.gov.au/Home

Fireworks WorkSafe https://www.worksafe.vic.gov.au/resources/notification-intention-discharge-fireworks-form

Temporary Liquor Licence www.vcglr.vic.gov.au

Gas Safety at major events https://www.esv.vic.gov.au/safety-education/gas-and-electrical-safety-at-work/gas-safety-for-major-events/

Streatrader Registration and Information https://streatrader.health.vic.gov.au/

Public Transport Victoria Event Notification Form and Checklist https://static.ptv.vic.gov.au/siteassets/PTV/PTV%20docs/Event%20notification/PTV-Events-Info-Kit.pdf

EPA Outdoor venue noise https://www.epa.vic.gov.au/business-and-industry/guidelines/noise-guidance/outdoor-venue-noise

Applications & LinksApplication for approval of Siting of Temporary Structures https://www.monash.vic.gov.au/files/assets/public/building-amp-planning/building-permits-amp-applications/bld0268-reg-207-siting-of-temporary-structure-application.pdf

Temporary Structure Guidelines https://www.monash.vic.gov.au/files/assets/public/building-amp-planning/building-permits-amp-applications/bld0269-temporary-structure-guidelines-june-2018.pdf

Wurundjeri Council https://www.wurundjeri.com.au/

Aboriginal Victoria https://www.aboriginalvictoria.vic.gov.au/

Hostile Vehicles and Safety https://www.nationalsecurity.gov.au/Media-and-publications/Publications/Documents/hostile-vehicle-guidelines-crowded-places.pdf

One Music https://onemusic.com.au/

MONASH CIVIC CENTRE

293 Springvale Road, Glen Waverley, 3150

8.15am to 5.15pm Monday to Friday

OAKLEIGH SERVICE CENTRE

3 Atherton Road, Oakleigh, 3166

8.15am to 5.15pm Monday to Friday

Phone: 9518 3555 Fax: 9518 3444

National Relay Service (for people with hearing or speech impairments) 1800 555 660

www.monash.vic.gov.au

mail@monash.vic.gov.au

If you require this toolkit translated into a language other than English please contact events@monash.vic.gov.au