Events Under 100 People and minimal equipment require a Local Law Activity Permit

A Local Law Activity Permit allows you to use Central Goldfields Shire Council land for small temporary activities that:

• Have less than 100 people in attendance
• Use minimal equipment
  - Pop Up Marquees
  - Tables and Chairs

Local Law Activity Permit(PDF, 239KB)

 Events over 100 people are required to complete an Event Permit Application

Step 1: Contact the Events Team to discuss your event:

• Preferred venue availability 
• Paperwork required

Step 2: Gather required documentation:

• Site Plan 
• Risk Assessment 
• Public Liability Insurance 
• Emergency Management Plan (if required)

Complete the Central Goldfields Shire Event Application Form download a hard copy(PDF, 982KB) at least 8 weeks prior to your event or 6-12 months for major events 

1. Complete a Risk assessment of your event - download a Risk Assessment Template(PDF, 750KB).  A risk management plan sets out the strategies and the processes you've put in place to help you manage risk associated with your event.
   
   
2. Complete an (PDF, 579KB)Emergency Management Plan Template(PDF, 713KB) for your event.
   
   
3. Show evidence that you have contacted the Emergency Services. Contact events@cgoldshire.vic.gov.au if you require contact details for the local Emergency Services.
   
   
4. Prepare a site plan showing the layout of all equipment, marquees, rides, etc that will be at your event.
   
   
5. Submit all the above, including a copy of your Public Liability Insurance to mail@cgoldshire.vic.gov.au 

Depending on the type of event and the time of the year the event is held some further paperwork may be required, please read these additional things to consider.

PLEASE CONTACT THE EVENTS TEAM 5461 0610 IF YOU HAVE ANY QUESTIONS OR NEED ASSISTANCE WITH THE FORMS

Some events or activities on private land may require you to apply for a permit. This will also depend on if the land or location has the correct approval under the Planning Scheme.

Contact Councils Events Team to discuss your event and if you need a permit.- 03 54610 610 

Things to consider

Considerations need to be given to the event type, size, inclusions and any associated requirements

Bush Fire Plan

All events held within the Fire Danger Period (usually from December to May) must complete the Central Goldfields Shire Bushfire Plan

Road Closure Communication/Notification

It is a requirement that if you are closing a road you must notify residents and businesses within the road closure area and surrounding areas, at least six weeks prior to the event.

This is to be communicated by way of a notification letter to each individual place of residence/business, advising of the changed traffic conditions and providing a map of the area and relevant event contact details.

Furthermore you will be required to advertise the road closure in the local newspapers.

Stallholders

All stallholders selling food must be registered under the Food Act 1984, have appropriate public liability insurance, and must submit a Statement of Trade (Streatrader) at least five days prior to the event date.

Visit Department of Health & Human Services for more information about food safety requirements.

Traffic Management Plan

If you plan to close a road for your event a traffic management plan must be developed and installed/manned by an accredited traffic management company.  You may also be required to contact VicRoads for a permit.

Council's Events team will let you know what is required.

Depending where your event is held there may be other permits required.

Council’s Events team will advise you of which permits you need but they could include:

• VicRoads
• Victoria Police
• DEECA
• Parks Victoria

Other helpful information:

Sun Smart Events. If your event is planned between November and April, this information can be very valuable.

You will need to specify on your application that you are intending to have alcohol for consumption at the event.

What is a liquor licence?

• A liquor licence states where and when you are allowed to serve alcohol.
• Different licence types are available to suit different businesses or community organisations.
• Fees and legal obligations for liquor licences vary, depending on the type of business and licence.
• New liquor licences may take three (3) months to be approved.
• Liquor licences are not issued by Council, they need to be applied for seperately to a 'wet area permit'.

Alcohol-at-Events.pdf(PDF, 225KB)

Do I need to provide drinking water at my event?

Yes.

• For public safety, drinking water should be available to all people at your event irrespective of the event type or weather conditions.
• In the vast majority of cases, it is a legal requirement to ensure free drinking water is available when alcohol is being sold.
• Free, clean and accessible drinking water is recommended, when possible.
• It can be in the form of water fountains, taps, water trailers or bottled water.
• If it is not feasible to offer free drinking water, bottled water for purchase should cost less than the lowest price of any other drink sold to people.
• Ensure drinking water locations are well signposted.

What is an Event Management Plan?

One document or manual that could be supplied to staff, volunteers or key stakeholders.

What should be included in my event management plan?

• event run-sheets
• production schedules
• event site plan
• risk management plan
• transport management plan
• permits and approvals
• emergency response plan
• contact list
• staff roles and responsibilities
• inclement weather plan
• event security including entry requirements to the venue (ie: tickets/identification).

• Places of Public Entertainment (POPE) (includes prescribed temporary structures - siting) = $591

• Prescribed temporary structures – siting only (no POPE required) = $400

More information can be found here: Using fireworks | WorkSafe Victoria

FoodTrader

FoodTrader is for the use of temporary and mobile food businesses or community groups in managing their food safety obligations.

In Victoria, all organisations or individuals that prepare, sell or serve food are regulated by local councils under the Food Act 1984 (Food Act).

All food traders are required to apply for registration or notification under the Food Act. This applies to:

• fixed premises food businesses, such as cafes and restaurants, and
• businesses or community groups that operate temporary or mobile food premises, such as food trucks, water carters or vending machines.

FoodTrader provides an online account for businesses or community groups to manage the registration or notification of temporary or mobile food premises.

FoodTrader cannot be used for the registration of fixed food premises.

Getting started - FoodTrader

All events must have 20 million Public Liability Insurance providing principal’s indemnity cover. This should include the name of insurer, name of policy holder, insurance expiry date policy number.

At Council's discretion Public Liability Insurance may be provided to persons/groups using a Council facility under the conditions of the Community Liability Pack policy.

Community Liability Insurance Application Form (PDF, 457KB)

• The requirements for land-borne inflatable amusement devices can be found here: https://www.worksafe.vic.gov.au/land-borne-inflatable-amusement-devices

Controlling noise at your event

When planning your event, including bump in (event set up) and bump out (event pack down), it is important to consider, and notify, any noise implications on nearby residents or local businesses in this planning.

Things to consider:

• the public address (PA) system broadcast times.
• sound checks and positioning of speakers including monitoring the noise levels during use.
• during bump in and bump out, it is important to pay attention to machinery and equipment, such as scissor lifts, that might create noise disturbances. Operation of this equipment should be undertaken at appropriate times, and noise protection should be considered for staff and volunteers working in close proximity to the noisy areas.      

Further information around noise can be found here: Noise | Environment Protection Authority Victoria (epa.vic.gov.au)

If you are planning to hold an event, on either public or private land, you may require a permit from Council’s Building Department for a Place of Public Entertainment (PoPE) or Temporary Structure.

A PoPE is a ‘building or place used or intended to be used for conducting public entertainment or a public meeting’. This may include, but is not limited to:

• public assembly building of more than 500m2
• place of more than 500m2, which may include the erection of a prescribed temporary structure, being one of the following:

• seating stand for more than 20 persons
• marquee of more than 100m2
• tent of more than 100m2
• booth of more than 100m2
• stage or platform of more than 150m2

  Examples of public entertainment include live performances (ie. concerts and music festivals), rodeos, circuses, cinema in the park, cultural performances, agricultural shows, community fairs and celebrations. 

  Under the Building Act 1993 an Occupancy Permit must be issued before a building or place can be used for a Place of Public Entertainment, which is enclosed or substantially enclosed, or to which admission can be gained by payment of money for the giving of other consideration, and which is used or intended to be used for the purposes of providing public entertainment.

  There are exemptions available for community based organisations that are organising and controlling a free event and the number of persons in the one place at any one time during the event does not exceed 5,000.

  The use of temporary structures at such events are assessed as part of the PoPE Permit application. They are prescribed as:

• tents, marquees or booths with a floor area greater than 100m2
• seating stands for more than 20 persons
• stage or platforms (including sky borders and stage wings) exceeding 150m2 in floor area

Guidance through the PoPE process can be offered by Council. Please contact Council’s Building team about any questions you may have in regards to requirements.

Safety Officer

As part your event permits, it may be a condition of the permit that you are required to have a Safety Officer at your event.

The Safety Officer must either hold a Safety Training Qualification “in accordance of the Building Regulations 2006 section 1105 Conditions of Use”, or have relevant qualifications and experience in emergency management (CFA, SES). Where an alternative person is nominated, details of their qualifications and experience (CV/Resume) is required to be submitted for assessment and approval.

Safety Officer training is available through MFB, providing relevant qualifications for Safety Officer – In a Place of Public Entertainment.

Why?

• Events conducted in Victoria must always consider the safety and security of participants and the public.

What is a risk?

• A risk is the chance of something happening that will affect objectives or negatively impact either a person, reputation, or finances.
• Risks are also measured in terms of event likelihood and consequences.

What is a risk management plan?

• A risk management plan documents the proposed actions to treat an identified risk.
• This consists of a series of steps that, when undertaken in sequence, enable continual improvement in decision-making and effective event delivery.

ADD RISK MANAGEMENT FACT SHEET AND TEMPLATE

What-is-an-Event-Risk-Management-Plan.pdf(PDF, 95KB)

What is a site map?

A site plan is a diagram that shows the area that the event is being held on and any temporary equipment that is being used to stage the event.

What information is required on the map?

• Location of site in relationship to surrounding land.
• Detailed location and placement of all rides, animals, structures, waste bins, toilets, entertainment facilities, car parking and food operations etc.
• Defined access points for emergency vehicles and emergency evacuation.