Event Application Forms
for the
Event Application Forms for the City of Greater Dandenong
Page 2
Application to stage an event
in the City of Greater Dandenong
FORM ONE
Intention to hold an event within City of Greater Dandenong ......................... 4
FORM TWO
Site plan ........................................................................................................ 8
FORM THREE
Road closures and public transport ............................................................. 10
FORM FOUR
Environmental Health .................................................................................. 11
Part A: Food ................................................................................................ 11
Part B: Communal Amenities ...................................................................... 12
Part C: Beverages ....................................................................................... 13
FORM FIVE
Key stakeholder contact list ......................................................................... 14
FORM SIX
Event planning group – roles and responsibilities ........................................ 15
FORM SEVEN
Risk assessment and management ............................................................. 16
FORM EIGHT
Emergency management plan ..................................................................... 25
FORM NINE
Insurance details ......................................................................................... 28
FORM TEN
Application for occupancy permit for a POPE .............................................. 29
FORM ELEVEN
Declaration by responsible organisation ...................................................... 31
FORM TWELVE
Festivals and events fee schedule ............................................................... 32
STOP - before you print this document!
You can fill in this form using your computer - click in the answer fields and type your response.
THEN
Save this document to your hard drive and submit it electronically via email to [email protected]
IMPORTANT NOTE:
Forms one, two, five, six, seven, eight, nine and twelve are compulsory for all event organisers. Event organisers are
encouraged to first lodge Form One - Intention to hold an event - to advise council of proposal. The remaining forms may
then be lodged together at a later date, as advised by the Council’s Festivals and Events Coordinator.
CONTACT DETAILS: phone 8571 5205 or email: [email protected]
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Event application deadlines
It is important that all event applications forms are submitted by due dates outlined below, otherwise the events may not
be approved or may need to be changed to later date.
Additionally, if the event documentation is incomplete or requires additional work, the event may need to be reschedule to
a later date. If that is required, the later date will only be confirmed once all forms are completed correctly.
Application deadline for events with road closures:





60 days prior - complete and submit intention to hold an event form
45 days prior – traffic management plan due
30 days prior – complete and submit all other relevant event application forms
14 days prior – submit a complete list of food stalls
5 working days prior – cut off date for submitting a Statement of Trade for food
Application deadline for events with no road closures:




60 days prior - complete and submit intention to hold an event form
30 days prior – complete and submit all other relevant event application forms
14 days prior – submit a complete list of food stalls
5 working days prior – cut off date for submitting a Statement of Trade for food
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FORM ONE
Intention to hold an event within the City of Greater Dandenong
EVENT DETAILS
Name of Event:
Melways map reference):
Location:
Event start date:
Event start time:
Time event set up starts:
Event finish date:
Event finish time:
Time site returned to normal:
Purpose of event:
Equipment used at event:
EVENT ORGANISATION
Responsible Organisation:
ABN:
Event Organiser contact name:
Phone (mobile):
Phone (business hours):
Email address:
Address:
This organisation has public liability insurance
Yes (attach certificate of currency)
No
EVENT NUMBERS
Number of people expected to attend each day:
Total expected attendance for festival/event:
Number of paid event staff:
Number of unpaid event staff:
Total paid staff at event:
Total unpaid staff at event:
SCHEDULE OF ACTIVITIES
Tick the type of entertainment and services and provide more details for each item ticked.
Fireworks:
Hot Food:
Live music:
Animals:
Rides/fair attractions:
Other (please state):
Alcohol (sale or BYO):
What entry fees will be charged?:
EVENT SITE PLAN
Have you attached a copy of your event site plan to this application?
Yes
No, please send me a site map and I will complete one straight away.
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FORM ONE
Intention to hold an event within the City of Greater Dandenong
FOOD AND DRINK
Food will be
provided free of charge
sold for money
no food will be available at the event
How many food and/or beverage stalls will be available at the event?
Details of any food sales are to be approved by the council's Health Department (see temporary and mobile food
operators) and all temporary and mobile food-based activities and events must be registered on the State government
website Streatrader
TRAFFIC DETAILS
Are there any road closures or changed traffic conditions required for this event?
Yes
No
TEMPORARY STRUCTURES
What kind of temporary structures will be at the event – tick all that apply.
Stages or platforms (what size?)
Seating (how many)
Small marquees (3m x 3m) (how many)
Large marquee (how many and what size?)
PUBLIC AMENITY
Waste: Please summarise the Waste Management plan. Note: all waste must be removed from the site by the end of
the event.
Water: Please summarise how you intend to provide free water for the public (compulsory for all events staged on
Council land):
Shade and shelter: What arrangements will you make for adequate shade and shelter:
Toilets: How many toilets are there at your venue?
How many mobile toilets will you provide?
First aid arrangements:
PUBLICITY
Greater Dandenong online events calendar
Council’s online events calendar is a great way to reach a wider community and enhance your promotions. To submit
your event, simply go to the list your event section of the Council website (www.greaterdandenong.com) and complete
the online form. Please ensure you read the conditions to make sure your event is eligible to be listed.
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FORM ONE
Intention to hold an event within the City of Greater Dandenong
EVENT ORGANISER DECLARATION
I declare that I have read the conditions of hire for the casual use of a reserve or sportsground, and will abide by
these conditions (see conditions of hire);
I declare that I am authorised to act on behalf of the responsible organisation noted in this application;
I understand that I am responsible for ensuring the safety of the people at the event in question and the general
community that will be affected by this event;
If I do not understand any of the requests for information or my obligations and responsibilities in delivering a public
event, I will seek assistance from a qualified consultant prior to commencing the event;
I agree to follow any lawful direction or instruction given by an authorised officer of the Council in relation to the
conduct of this event, and will instruct all event staff, performers and other participants to do the same;
I acknowledge that planning and responses should not be limited to the fields provided in this or other Council form
and that the onus is on myself to prepare for all possible contingencies, and for keeping the appropriate parties informed;
and
I have not withheld any pertinent information affecting the outcome of this application or the staging of the event. I
will keep the appropriate officers of the City of Greater Dandenong informed on any changes or developments to the
event details.
APPLICANT
Signature (Applicant):
Print name:
Date:
Organisation name:
ABN:
Please forward this completed form to:
Festivals and Events Unit
City of Greater Dandenong
PO Box 200
Dandenong Vic 3175
[email protected]
Following feedback from council staff, additional forms are likely to need to be completed and returned to the same
address.
ADMIN USE ONLY
Have all the fields been entered satisfactorily? Yes
Proceed to next stage? Yes
No
Date:
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No
Date:
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FORM ONE
Intention to hold an event within the City of Greater Dandenong
CONDITIONS OF HIREFOR THE CASUAL USE OF A COUNCIL RESERVE OR SPORTSGROUND
1.
The hiring organisation must have adequate Public Liability coverage for the planned activities, the “Duty of Care”
provisions and is responsible for any damage to Council property caused by members of the hiring organisation
and/or their associates. If any damages, the organisation will pay reinstatement costs of reserve.
2.
Council may cancel bookings at short notice due to inclement weather or ground conditions.
3.
Rubbish must be removed and the park should be in a neat and tidy condition at the completion of use. If Council
need to remove any rubbish left behind, you will be charged accordingly, and an invoice issued for payment.
4.
The event holder agrees to pay for any required service to return the ground to its pre-use standard.
5.
This form is to be taken to the ground and presented as proof of booking when requested by Council Officers. To
contact Council after hours call 85715100.
6.
Facilities in the park/reserve are for public use and must be shared. (barbeques, shelters etc)
7.
Tents, tarpaulins etc., are not to be erected on the reserve due to possible damage to the water reticulation and
other underground services other than with prior approval.
8.
Vehicles are not permitted on council reserves without prior approval.
9.
No nuisance or annoyance shall be caused to persons on neighbouring properties by any activities associated with
the function.
10.
Fees/bond (if applicable). Failure to lodge the appropriate fee for this event will result in the booking not being
accepted. Cheques are to be made payable to the “City of Greater Dandenong” and are not considered as payment
until cleared by your bank. Cheques representing the bond are to be mailed directly to the Parks office, PO Box 200
Dandenong Vic 3175.
11.
A Council Inspecting Officer will visit the site after the event has occurred to inspect the state of the property. If the
property is not deemed to be in the same condition it was prior to the event, council may withhold some or all of the
bond, or if necessary charge the event organisers, for the cost of reinstating the site to its original condition.
Note: You will be advised of the fees/ bonds following assessment of the application. A booking is only final when you
receive written confirmation from the Parks office.
All enquiries should be directed to:
Sports ground/Reserve Liaison Officers, Tel: 8571 1757 or Fax: 8571 5196
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FORM TWO
Site Plan
All Event Managers are required to attach a copy of their completed site plan. No event permit will be issued without a
completed site plan being provided.
To obtain a map to begin the site plan, contact the Festivals and Events Coordinator on 871 5205 or
email [email protected]
A copy of the finished site plan must be provided to first aid, local police and all other event stakeholders prior to the event
(refer to Form Five for a list.)
Ensure your plan clearly marks all of the following:
ACCESS
Entrance & exits
Key stakeholder parking
Vehicle access routes
Parking
General parking
Pedestrian route
Disabled parking
Overspill parking
Emergency exit routes –
pedestrians and emergency vehicles
ADMINISTRATION
Event co-ordination centre
Information centre
Media centre
Stages
Picnic/quiet areas
Licensed liquor consumption areas
Free drinking sites
Non-alcohol areas
Location of communal coolroom
ATTRACTIONS
Entertainment areas
Seating
REFRESHMENTS
Food/vendors/stalls
Location of each food provider
(number to correlate to list on page 9)
FACILITIES
Toilets: State whether sewer or mobile
toilet blocks.
Fire fighting equipment
Waster water/dishwater disposal/
approved sewer connection
Rubbish bins
Recycling bins
Sharps containers
EMERGENCY
Triage centres in case of mass casualty
Standby generators
First aid posts
Main power/water/gas control
Lost kids/property
Emergency assembly area
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FORM TWO
Site Plan
If you are not able to provide a hard copy, please draw your site plan below, using the checklist on previous page.
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FORM THREE
Road Closures and Public Transport
A traffic management plan must be developed for every proposed event that will affect the vehicular and pedestrian traffic
flow, including emergency access routes. For events of this type, qualified traffic management personnel must be in
attendance at all times.
Are there any proposed road closures for the event?
Yes
No
If yes: Name of road/street:
Time of closure:
Name of road/street:
Time of closure:
Do road conditions need to be altered?
Yes
No
If yes: Name of road/street:
Time of altered road conditions:
Name of road/street:
Time of altered road conditions:
Has a traffic management plan been undertaken?
Yes
No
Name of agency:
Contact name:
Phone:
Mobile:
Date traffic management plan submitted to council:
Has a VicRoads permit been applied for?
Yes
If yes, date application sent to VicRoads:
Date approved:
No
Date copy of VicRoads Permit provided to Council:
Has a Council Permit for closing off local roads been applied for?
If yes, date application sent to Council:
Yes
No
Date Local Road Closure Permit granted by Council:
Have the local police, ambulance and fire brigade been notified of the road closures or changed conditions? Yes
No
Please attach copy of the letter to these three emergency services.
Is the event likely to result in the deviation, delay or cancellation of a regular public transport service? Yes
No
If yes, the Public Transport Division in the Department of Infrastructure must be notified. Phone 9655 6666.
Have the affected public transport operators been consulted? Yes
Have you attached their response? Yes
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No
No
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FORM FOUR
Environmental Health
Part A: Food
OFFICIAL STALLHOLDER REGISTRATION
Will food be:
Provided free of charge
Sold for money
No food will be available at the event
How many food and/or beverage stalls will be at the event?
To legally operate a temporary or mobile food premises in Victoria, all of your event’s food stallholders must
1. be registered with one local council to operate anywhere in Victoria, and
2. lodge an online Statement of Trade (SOT) which officially advises the City of Greater Dandenong that the food
stall will be operating within the city at least five (5) working days before the event.
To complete these steps, direct your stallholders to the website https://streatrader.health.vic.gov.au. If they do not
complete these steps satisfactorily they will not be legally allowed to sell food at the event.
Have you advised all of your food stallholders to
register and officially lodge a SOT online?
Yes
Date
No
Why not?
FOOD STALL CONTACTS
Please provide the following details for all of your prospective food stall holders. Council’s Environmental Health Team
will be able to keep you informed about the progress of each stallholder’s registration. Registration must be completed 5
working days prior to your event. Provide a full list of food traders to Council at least 14 days before the event.
Business name:
Contact person:
Phone number:
Email address:
Registration number
(if known):
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
If there are more than 12 food traders at your event, please attach a complete list to your event application forms.
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FORM FOUR
Environmental Health
Part A: Food (cont.)
To coordinate all of the food stallholders, someone in the event planning group must be appointed with the task of Food
Safety Supervisor.
FOOD SAFETY SUPERVISOR TASKS
Name of the event’s Food Safety Supervisor:
Contact number:
Will a communal portable cool room/freezer be provided for the stall holders?
Yes
No
Have arrangements been made for:
- Waste disposal?
Yes
No
- Physical barriers around food preparation and cooking areas to prevent food contamination?
Will food vendors be provided with warm running water to enable cleaning of equipment? Yes
Will there be hand washing facilities available for each food stall (other than in the toilets)? Yes
Yes
No
No
No
Part B: Communal Amenities
WASTE MANAGEMENT
Bin Hire
Waste bins, recycling bins and bin caps are now available for hire from council, a maximum of 10 bins are available per
event (pending availability.) Please indicate below if you would like to hire:
Waste bins with bin caps ($15 per bin)
Yes
Recycling bins with bin caps ($15 per bin) Yes
No
No
Number
Number
Note that damaged or lost bins/caps may incur replacement costs.
Waste Management Plan
Describe the event’s waste management plan:
Describe the arrangements for:
- Food vendors grey water disposal: (note that pouring it down the drain is not acceptable)
- Non-recyclable waste:
Recycling materials:
- Sharps disposal:
Waste Contractor
Will a Waste Management contractor be appointed for the event? Yes
No
Contact person and company:
Email:
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FORM FOUR
Environmental Health
Part B: Communal Amenities (cont.)
TOILETS
List the number of sewer toilets: Male:
Female:
Will there be hand washing facilities available for all toilets?
Mobile toilet blocks: Male:
Yes
Female:
No
If mobile toilet blocks will be used, provide your supplier’s details:
Contact person and company:
Email:
Phone:
Mobile:
Part C: Beverages
Free water must be made available to patrons at all events held in the City of Greater Dandenong.
Please specify how water be made accessible free of charge to patrons at the event:
Will there be alcohol available at your event?
No, it is an alcohol free event
We are planning a BYO event *
We are planning on serving alcohol to patrons at no charge
Patrons will be buying alcohol
All events planning on serving alcohol must apply for a Limited Liquor Licence from Consumer Affairs (ph. 9655 6696.)
All Limited Liquor Licence applications must specify that they will not be serving alcohol in glass containers.
Please attach Limited Liquor Licence application.
Note: Consumer Affairs may require evidence from Council that a Planning Permit has been obtained or that a Planning
Permit is not required. This confirmation is available from Council’s Statutory Planning Department (ph. 8571 1575) and
will attract an application fee of $80.
* BYO events must limit their patrons to using non-glass containers – plastic and cans only.
Date Liquor Licence applied for:
Please attach your application for a Limited Liquor Licence.
Application attached? Yes
No
Name of Licencee:
Contact details during event:
Phone:
Mobile:
Licence number:
Valid from:
To:
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FORM FIVE
Key Stakeholder Contact List
ORGANISATION NAME:
CONTACT NAME:
MOBILE/BH:
Victoria Police
First aid provider
Country Fire Authority
VicRoads
VIC SES
Security organisation
Hire companies
Bins
Marquee
Generator
Performers
Other
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FORM SIX
Event Planning Group – Roles and Responsibilities
Please send a copy back to Council and distribute to members of committee and event staff.
ROLE:
NAME:
CONTACT DETAILS (MOBILE/BH/AH)
Planning the events:
Event organiser
Volunteer/staff manager
Risk management officer
Finance officer
Marketing and promotion officer
Other:
Staging the events:
Event organiser/site manager
Volunteer/staff manager
Site safety officer
Emergency services contact
Communications officer
Food safety supervisor
Alcohol regulation compliance
Traffic management organization
Security and admission staff
Stage manager
Others
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FORM SEVEN
Risk Assessment and Management
Complete this document in detail, distribute to all members of the organising committee and event staff, obtain their
feedback and update the plan with their input and submit completed document to Council.
Complete the compulsory checklist in each section. By ticking off each item on this list, you are confirming to
Council that you have or are going to appropriately address each of these issues.
Name of event’s Risk Management Officer?
A.PEOPLE
Risk
Please provide detailed descriptions in
addition to the notes below
Probability:
Very likely/
likely/unlikely/
very unlikely
Action taken to minimise risk
Person
Responsible
Injuries to patron:
Risks associated with presence of alcohol
being served/permitted:
Risks associated with High Risk Attendees
(eg VIPs, public figures):
Risks associated with dealing with cash:
Describe what type of security has been selected for the event:
If a security firm has been contracted, provide details:
Name of company:
Contact phone:
Number of security personnel at event:
Number of event safety officers:
Compulsory Event Safety Checklist - PEOPLE
PEDESTRIAN FLOW
Entry and exit areas are clear and easily accessible for staff and expected crowd numbers
Entry and exit areas are adequate for emergency exit and emergency services
Thoroughfares are well defined and clearly marked
Evacuation points are prominently signed
FIRST AID
First aid stations are suitably located, clearly signed and easily accessible for everyone
First aid facilities are adequate for the type of event being held
Good means of communication provided between event personnel and first aid stations
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FORM SEVEN
Risk Assessment and Management
B. TEMPORARY STRUCTURES
Will any major temporary structures be erected? Provide size and other details for all relevant items:
Stages and platforms
Marquees and tents
Seating
Other (provide details)
A permit for temporary structures must be obtained from Council. Phone 8571 1486 for further details.
Risk
Please provide detailed descriptions in addition
to the notes below
Probability:
Very likely/
likely/unlikely/
very unlikely
Action taken to minimise risk
Person
Responsible
Risks associated with major temporary
structures (eg stage):
Seating stands:
Large marquees:
Children’s rides:
Risks associated with minor temporary
structures (eg market stalls, chairs):
Compulsory Event Safety Checklist - TEMPORARY STRUCTURES
STAGING AND PLATFORMS
All temporary seating, fences, main stages and other large temporary structures are signed off by a
certified rigger or scaffolder.
Platforms are continuously monitored, particularly in extreme weather conditions
AMUSEMENT STRUCTURES
Amusement structures are not used or operated unless a current certificate of registration issued by
Work Safe Victoria can be provided.
Appropriate space and suitable ground surface is allocated for each ride, including entry and exit for
patrons
There is appropriate fencing surrounding rides
INFLATABLE STRUCTURES (such as jumping castles)
A thorough check of the inflatable structure and accessories is carried out prior to use (ensuring all
anchor points, ropes and stakes or ballast are undamaged and fit for continual use)
There is appropriate soft-fall area for inflatable structures
All tie down ropes attached to the device are fastened to adequate anchorages and there is adequate
soft-fall area and appropriate fencing
Operator monitors prevailing wind conditions
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FORM SEVEN
Risk Assessment and Management
C. TEMPORARY AMENITIES
Risk
Please provide detailed descriptions in addition
to the notes below
Probability:
Very likely/
likely/unlikely/
very unlikely
Action taken to minimise risk
Person
Responsible
Risk associated with use of temporary food
vendors:
Risks associated with use of open flames:
Risk associated with water supply:
Risks associated with waste management:
Number of security personnel at event:
Compulsory Event Safety Checklist - TEMPORARY AMENITIES
AMENITIES
Adequate provision of toilets and hand washing facilities
Availability of free clean fresh water for both staff and event attendees
Adequate catering facilities, including waste disposal, clean up and food preparation areas
SIGNAGE
Adequate signage for entries, exits, toilet facilities etc.
Signage and barriers for any hazardous areas or substances
Clearly signed first aid, gas bottle and fire extinguisher locations
FIRE PREVENTION
Suitable fire extinguishers (e.g. CO2, water, chemical) and blankets are in appropriate areas, tested
and in date
Personnel are trained in extinguisher and blanket use
Ignition source areas are kept clear at all times and easily accessible
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FORM SEVEN
Risk Assessment and Management
D. POWERED EQUIPMENT*
Risk
Please provide detailed descriptions in addition
to the notes below
Probability:
Very likely/
likely/unlikely/
very unlikely
Action taken to minimise risk
Person
Responsible
Risks associated with power supply:
Risk associated with presence of general
electrical equipment. Eg generators, mixing
decks, amplifiers (specify):
Risks associated with presence of motor
vehicles, cranes or forklifts:
* Will there be emergency power and lighting available? It is recommended that an electrician be available where power
and lighting are important to the successful outcome of the event or where 3 phase power is being used.
Compulsory Event Safety Checklist - POWERED EQUIPMENT
ELECTRICAL
Residual circuit devices (RCDs) are used where required, including all hand held electrical appliances
and tools
All portable electrical equipment including leads are tested (6 or 12 months in accordance with
AS/NZS 3000:2000 Electrical Installations, known as the Wiring Rules, and AS 3533 – Amusement
Rides and Devices). Tagging is also recommended
Adequate protection of the public from electric shock and any trip hazards from cords are minimised
All leads, plugs, etc. are protected from weather and other environmental conditions (e.g. water)
Evidence of electrical safety can be provided upon request from an authorised person (e.g. tagging or
documentation)
Mobile plant (forklifts, cherry pickers etc.) are only operated by licensed or certified operators
LIGHTING
Adequate natural or artificial lighting provided for setting up, conducting and dismantling the event
Portable lighting is tested and in date
Suitable emergency lighting is available
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FORM SEVEN
Risk Assessment and Management
E. NOISE
Activities likely to create noise levels higher
than acceptable to nearby residents (e.g. rock
concert, PA system):
Higher than planned noise levels:
Note: residents must be notified about the activities creating noise and the times and date/s when vulnerable people and
pets may be affected. Describe your method of advising them:
• Advertising in local paper – please provide details:
• Letterbox drop – please attach distribution map and draft of letter to be sent.
FIREWORKS
Are you holding a fireworks/pyrotechnics display? Yes
Date:
No
Time from:
Until:
Name of provider:
Licence Registration Number:
Events featuring fireworks will be required to do a letterbox drop to all residents within a particular radius of the event site
at least two weeks before the event (a radius of 1km-2km, depending on the size of the display) and obtain a Worksafe
permit (ph. 9941 0500.) The local fire authority must also be informed.
Compulsory Event Safety Checklist - NOISE
NOISE
In the event of fireworks, only pyrotechnicians licensed by Work Safe Victoria will be issued
Nearby residents have been notified about the event
Local police have been notified about the event
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FORM SEVEN
Risk Assessment and Management
F. DANGEROUS GOODS
Risk
Please provide detailed descriptions in addition
to the notes below
Probability:
Very likely/
likely/unlikely/
very unlikely
Action taken to minimise risk
Person
Responsible
Risks associated with presence of hazardous
substances:
Risks associated with presence of animals:
Risks associated with other dangerous goods:
Compulsory Event Safety Checklist - DANGEROUS GOODS
LPG GAS CYLINDERS AND HEATERS
The event organiser(s) has read and will abide by the Code of Practice for the Safe Use of LP Gas at
Public Events
Small gas cylinders used wherever possible. Cylinders over nine kilograms should be hard plumbed,
stored outside and fitted by a licensed gas fitter
LPG cylinders are secured to increase stability
LPG cylinders are clear of ignition sources and are in a well ventilated area in accordance with
AS/NZS 1596:2002 – the Storage and Handling of LP Gas
All LPG cylinders are checked to ensure they do not exceed 10 years of the stamped test date
Compliance with AS/NZS 1596:2002 – the Storage and Handling of LP Gas
A licence is held if keeping over 250 kilograms of LPG in cylinders or tanks
FIRE PREVENTION
Suitable fire extinguishers (e.g. CO2, water, chemical) and blankets are in appropriate areas, tested
and in date
Personnel are trained in extinguisher and blanket use
Ignition source areas are kept clear at all times and easily accessible
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FORM SEVEN
Risk Assessment and Management
G. WORK ACTIVITIES
Describe the communications system for event organisers/volunteers and the public.
Mobile phones:
Public address system:
Two-way radios:
Other (please detail)
Risk
Please provide detailed descriptions in addition
to the notes below
Probability:
Very likely/
likely/unlikely/
very unlikely
Action taken to minimise risk
Person
Responsible
Risks associated with staffing – both volunteers
and paid staff:
Risks associated with on-site communications:
Risk of event staff working in confined spaces:
Risk of event staff working at heights:
Compulsory Event Safety Checklist - WORK ACTIVITIES
STAFF, VOLUNTEER AND CONTRACTOR TRAINING
Staff and volunteers are adequately inducted and trained about the event (site specific)
Copies of applications, memos and any training records are kept
Contractors are given a relevant, site specific induction regarding the event
Contractors provide detailed information on safe operating procedures and the event coordinator has
a copy of their current certificate of currency
EMERGENCY PROCEDURES
Emergency response plan in place
Emergency response team trained to carry out plan
Current site maps available to all staff, emergency services and other relevant parties
LADDERS
Ladders are well maintained and suitable for the type of work being undertaken (e.g. electrical –
approved ladders only)
Assessments of whether work is suitable for a ladder (e.g. can the person maintain three points of
contact?)
Assistance of a second person is provided where required
WORK AT HEIGHTS
Right type of equipment is used for the job (e.g. ladder, cherry picker, scissor lift)
Only certified operators are used if cranes or elevated work platforms (EWPs) are required
Evidence of compliance can be provided upon request from an authorised person (e.g. log books and
certificate of competency)
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FORM SEVEN
Risk Assessment and Management
Compulsory Event Safety Checklist - WORK ACTIVITIES (cont.)
MANUAL HANDLING
All staff and volunteers are trained to assess each task and use safe technique when lifting or carrying
Loads are delivered as close as possible to area using vehicle or mechanical aid (e.g. trolleys, sack
trucks)
Light, small loads and physical aids (assistance from second person or team lift where needed) are
used
Staff and volunteers are trained in and use the S-M-A-R-T lifting technique where possible and
appropriate
S – size up the load
M – move in close
A – always bend the knees
R – raise object using your legs
T – turn using your feet
PERSONAL PROTECTIVE EQUIPMENT (PPE)
All tasks undertaken by staff and volunteers are checked for the PPE required
PPE provided if needed (e.g. gloves, aprons, earplugs etc.) and is in good condition and working order
Personnel are trained in using, maintaining and storing PPE
H. TRAFFIC
Risk
Please provide detailed descriptions in addition
to the notes below
Probability:
Very likely/
likely/unlikely/
very unlikely
Action taken to minimise risk
Person
Responsible
Situations that would require traffic control:
Situations that would require major diversions:
(marshals, police, barricades)
Situations that would require minor diversions:
(signage)
Compulsory Event Safety Checklist - TRAFFIC
TRAFFIC FLOW
Clearly defined areas for traffic which are separated from pedestrian areas
Provisions for safe passage of emergency and other vehicles through pedestrian traffic
Controlled traffic flow and adequate signage for directions
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FORM SEVEN
Risk Assessment and Management
I. OTHER RISKS IDENTIFIED
Risk
Please provide detailed descriptions in addition
to the notes below
Probability:
Very likely/
likely/unlikely/
very unlikely
Action taken to minimise risk
Person
Responsible
Compulsory Event Safety Checklist - OTHER RISKS
UTILITIES/SITE SERVICES
Location of all site underground services (power/gas/mains etc.) and overhead powerlines identified
Relevant maintenance and event personnel have maps and are aware of locations
WEATHER CONDITIONS
Use current Australian Bureau of Meteorology information to ascertain weather conditions
www.bom.gov.au
Weather conditions planned for and monitored e.g. partitions, displays and signage well secured for
windy conditions, non-slip mats for wet conditions, and shade, sunscreen and water provisions for
heat
Wind speeds are monitored and amusement structure operation ceased in accordance with
manufacturer’s specifications (inflatable structures must cease operation when wind speed reaches 40
km per hour)
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FORM EIGHT
Emergency Management Plan
An Emergency Management Plan is required for all events – by planning for the worst possible scenarios, organisers will
be more assured of their ability to handle the emergency should it arise. A copy of this form must be kept on site and
circulated to all the appropriate stakeholders prior to the event, including the appropriate person at each of the emergency
services listed. Note that planning and responses should not be limited to the fields provided. The onus is on the event
organisers to prepare for all possible contingencies and for keeping the appropriate parties informed.
In all instances where the presence of emergency services is needed, the event organisers are to immediately defer all
management of the event to the emergency services present, following all instructions given, until advised otherwise.
Should the presence of emergency services be required at the event, a post-emergency report must be prepared and
sent to Council’s Festivals and Events Coordinator the first working day after the event.
The Emergency Services contact is the event’s nominated person who will deal directly with all emergency services in the
event of an incident requiring their presence.
Name of event’s Emergency Services contact?
Organisation:
Potential emergency
situation
Contact mobile number:
Action
Response organisation
MEDICAL EMERGENCY
Person(s) requiring urgent
medical care, loss of life
Other:
Prepare:
- Maintain clear access route for ambulance
- Onsite first aid in a central position
Respond:
1. Serious injury – notify onsite first aid (who may notify
ambulance if required) Deceased persons – notify Victoria
Police
2. Specific response plan for event staff until arrival of
response organisation:
-
Onsite first aid
Prepare:
- Maintain clear access to fire fighting equipment, access route
for fire engine and escape routes from buildings
- Assembly area clearly defined
Respond:
1. Crowd control: location of assembly area
2. Notify Country Fire Authority
3. Specific response of event staff until arrival of CFA:
-
Country Fire Authority
Ph:
Ambulance:
Ph:
Victoria Police:
Ph:
FIRE ON SITE
Spread of fire, injury, loss
of life, property loss
Other:
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FORM EIGHT
Emergency Management Plan
SEVERE WEATHER
High winds blowing over
temporary structures,
flooding, electrocution from
lightening strikes, crowd or
animal panic
Other:
Prepare:
- Review weather forecasts prior to event, secure temporary
structures
Respond:
1. Crowd control: location of assembly area
2. Notify VIC SES or Victorian Police
3. Specific response of event staff until arrival of VIC SES or
Victorian Police
In the case of electrical storms at outdoor events, the event
site must be immediately shut down.
Event organisers
Ph:
Prepare:
- Maintain clear access to fire fighting equipment, access route
for fire engine and escape routes from buildings
- Assembly area clearly defined
Respond:
1. Crowd control: location of assembly area:
2. Notify Victorian Police
3. Specific response of event staff until arrival of Victorian
Police
-
Country Fire Authority
Ph:
Prepare:
- Maintain clear access route for police vehicles
Respond:
4. Crowd control:
5. Notify Victorian Police
6. Specific response of event staff until arrival of Victorian
Police
-
Victoria Police
Ph:
VIC SES
Ph:
Victoria Police
Ph:
EXPLOSION
Gas cylinder explosion in a
food van, other explosive
reaction
Other:
VIOLENT BEHAVIOUR
Fight between people,
injury, crowd panic
Other:
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FORM EIGHT
Emergency Management Plan
THREATS TO LIFE
Bomb threats, terrorist
activities
Other:
Prepare:
- Be alert to all suspicious activity, report it to Victoria Police
or the 24 hour National Security Hotline 1800 123 400
Respond:
1. Crowd control approach:
2. Notify Victoria Police
3. Specific response of event staff until arrival of VIC SES or
Victorian Police
-
Event organisers
Ph:
Prepare:
- Clearly identified Lost Children’s Area
- Site plan marked into search areas
Respond:
1. Public address system details:
2. Notify Victorian Police if no response
3. Specific response of event staff until arrival of Victorian
Police
-
Event organisers
Ph:
Victoria Police
Ph:
LOST CHILDREN
Child lost in crowd at event
site, distressed family
members, abduction
Other:
Victoria Police
Ph:
OTHER POTENTIAL
Emergency situation
Other:
Event Application Forms for CGD
Prepare:
Respond:
-
Ph:
Ph:
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FORM NINE
Insurance Details
It is compulsory to have Public Liability Insurance Cover for events on Council Land.
INSURANCE COVER DETAILS
Name of insurer:
Address:
Phone:
Suburb:
Postcode:
FAX:
EMAIL:
Policy Number:
Expiry date:
Date insurance applied for:
Asset value:
Date photocopy of cover received by Festivals and Events Coordinator:
YOUR CONTRACTORS’ INSURANCE
Please tick which of the following contracted services will be present at the event:
Children’s rides – both moving and stationary
Professional food and beverage vendors
Pyrotechnics
Animals
Professional traffic management staff
Large staging, temporary seating or marquees
Any other contractors (please provide details)
If any of the above have been ticked, copies of their current Public Liability Insurance must be obtained.
Council may request a copy of some or all of these contractors’ Public Liability Insurance at a later date.
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FORM TEN
Application for Occupancy Permit for a POPE
An Occupancy Permit for a POPE (Place of Public Entertainment) is required if it is intended to erect one or more of the
following temporary structures:
• a stage or platform exceeding 150m2;
• a tent, marquee or booth with a floor area greater than 100m2;
• a seating stand that accommodates more than 20 persons; or
• a prefabricated building exceeding 100m2.
A POPE permit is also required if the event is planned to attract more than 5000 attendees at any one time.
APPLICATION FOR OCCUPANCY PERMIT FOR A PLACE OF PUBLIC ENTERTAINMENT
To:
From:
The Municipal Building Surveyor, City of Greater Dandenong PO Box 200 Springvale 3171
Owner of place of public entertainment
On behalf of owner of place of public entertainment (agent)
Contact person(s):
Group/organisation name:
Postal address:
Suburb:
Postcode:
Phone (business hours):
Phone (after hours):
LAND OWNERSHIP DETAILS (ONLY IF AGENT OF OWNER LISTED ABOVE):
Contact person(s):
Group/organisation name:
Postal address:
Suburb:
Postcode:
Phone (business hours):
Phone (after hours):
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FORM TEN
Application for Occupancy Permit for a POPE
In accordance with section 54 of the Building Act 1993, I hereby apply for an occupancy
permit for a place of public entertainment at:
Land or building details:
Number:
Street/Road:
City/Suburb/Town:
District:
City of Greater Dandenong
Type of public entertainment applied for:
Dates and times of public entertainment:
Starting date:
Ending date:
Hours of occupancy:
Maximum number of persons at place of public entertainment:
Participants:
Spectators:
Signature of Applicant:
Date:
Print name:
Organisation name:
Event Application Forms for CGD
ABN:
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FORM ELEVEN
Declaration by Responsible Organisation
As the designated person on behalf of the responsible organisation
(organisation name) conducting
the described event in the City of Greater Dandenong, I declare that all requirements of this permit application will be met,
including all actions noted in the attached Risk Management and Emergency Management Plans. I understand that I am
responsible for ensuring the safety of the people at the event in question and the general community that will be affected
by this event. If I do not understand any of the requests for information or compliance in these forms, I will seek
assistance from a qualified consultant prior to commencing the event.
On behalf of the responsible organisation, I acknowledge that I am conducting this event at
’s
(organisation name) own risk and release the City of Greater Dandenong from all claims resulting from any damage, loss,
death or injury in connection with the staging of this event.
I agree to follow any lawful direction or instruction given by an authorised officer of the Council in relation to the conduct of
this event, and will instruct all event staff, performers and other participants to do the same. If using any Council
properties or parks I agree to ensure they will be kept clean during the event and left in the same state as at the
commencement of the event’s occupation of the site.
I have supplied all the requested information relating to this event on, or attached to, this form. I have not withheld any
pertinent information affecting the outcome of this application or the staging of the event. I will keep the appropriate
officers of the City of Greater Dandenong informed on any changes or developments to the details in Forms One through
Twelve.
I acknowledge that planning and responses should not be limited to the fields provided in these forms and that the onus is
on
(organisation name) to prepare for all possible contingencies, and for keeping the appropriate
parties informed. Please print out this form (Form 12) and sign and fax this page to (03) 8571 5196.
Signature of Applicant:
Date:
Print name:
Organisation name:
ABN:
Please forward all completed forms to:
Festivals and Events Coordinator
City of Greater Dandenong
PO Box 200
Dandenong Vic 3175
ADMIN USE ONLY: Have all forms been completed satisfactorily?
Event Application Forms for CGD
Yes
No
Date:
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FORM TWELVE
Festivals and Events Fee Schedule
EVENT PERMIT
If the event is approved, one of the following permits will be issued:
Department
Service
Building Services
Permit for siting approval of temporary structures
Permit for place of public entertainment (POPE)
with no exemption
Permit for street parties, festivals & other events
(under local law)
Regulatory Services
Plus event permit bond
Scheduled Fee
Amount
$200 - $600
$400 - $1000
Amount Due
$484
$500
Council Services
The event may also require payments for the following:
Department
Service
Parks
Scheduled Fee
Amount
Town Planning
Hire fee for casual use of a reserve/ sports ground
Plus bond
Town planning permit for signage
$0 - $1808.30
$0 - $1759
$90 (minimum)
Town Planning
Letter supporting a liquor licence late application
$80
Amount Due
TOTAL DUE
Bonds may be required at the discretion of the relevant department. Bonds are fully returnable after the event, provided
all requirements have been met and no damage was incurred to council property.
Permits for circuses are not issued for council land.
ADMIN USE ONLY: Have all payments been received?
Event approved?
Event Application Forms for CGD
Yes
No
Date:
Yes
No
Date:
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