A permit may be required for any filming or photography that takes place or impacts on any park, road reserve, foreshore area or any area which is under the jurisdiction and/or management of Bayside City Council.
The permit holder agrees and acknowledges that the venue, property, road reserve and/or reserve is in good repair and clean condition at the commencement of the permit period and must be returned to the Bayside City Council (Council) in the same condition at the end of the permit period.
The permit holder shall reimburse Council for the cost of any reinstatement or repairs occasioned as a result of any damage to property resulting from the conduct of the function/activity and any associated activities.
Due care is to be exercised at all times, with the protection of all natural vegetation and geographical features in the area being a prime consideration.
If the permit holder, or activities related to the permit, causes damage, Council retains the right to withhold part or all of any security deposit taken towards the cost of repair and/or reinstatement. If no security deposit is held, Council retains the right to invoice the applicant the full cost of repair and/or reinstatement.
The use of any portable, freestanding signs on or above any roadway, footpath or public place without prior approval from the Responsible Manager is prohibited.
The permit holder shall have regard to any lawful direction or instruction given by an authorised officer of the Council in relation to the conduct of the activity and or function. All Council Local Laws must be complied with at all times.
Litter generated shall be removed from the site immediately after the event. Confetti and petals are considered litter and should not be used. If the site is left in an unclean condition following usage, the Council retains the right to withhold part or all of the security deposit towards the cost of clean up.
Requests for casual use should be on the appropriate application forms. The completed form, confirming the booking, should be returned with payment within 14 days, after which a confirmation letter and permit will be forwarded. If payment is not received within this time, the booking will be cancelled.
You must declare all relevant facts on your application, in order for Council to assess the application. If you fail to do so, your booking may be revoked without notice and Council will not be held liable for any damages or losses incurred. Applications must be received by Council at least 5 business days prior to the booking date. All bookings are subject to availability, suitability and completely at Council’s discretion.
The applicant uses and occupies the area at their own risk, and releases the Council from all claims resulting from any damage, loss, death or injury in connection with the open space used.
The permit holder must indemnify and hold harmless the Council against all claims resulting from any damage, loss, death or injury in connection with the open space used and the use, and occupation of the open space by the casual user.
This clause does not apply if the permit holder has purchased public liability insurance through Bayside City Council. Council will not be held liable for any losses should Council cancel or revoke the booking.
Where a key is required, for an approved use, this must be collected from the Leisure and Recreation Administration Officer, Bayside City Council Corporate Centre, 76 Royal Ave Sandringham, on the last working day prior to booking.
The key must be collected, by prior arrangement, during business hours, 8.30am to 5pm. It must be returned the first working day following the booking. A fully refundable key deposit of $50.00 per key is required.
It is the permit holder’s responsibility to ensure that bollards are safe and secured after removal and they are returned and secured at the end of the hire period. Council retains the right to invoice the permit holder the full cost of repair and/or reinstatement for any loss.
Vehicles / parking
Vehicles may only be permitted to be taken onto Council reserves and parks with the prior approval of the Responsible Manager. This approval is only extended to those vehicles essential for the conduct of the approved activity (eg wedding party, film crew, disabled access). The Responsible Manager reserves the right to revoke this approval in certain weather conditions.
The permit does not include parking fees or permission to park contrary to any restriction.
If parking in Council Beach Car Parks, metered parking tickets must be purchased at that location for each vehicle. Parking is not permitted in Boat/Trailer Bays.
Filming and/or photography
A permit may be required for all filming or photography that takes place on any park, foreshore area, road reserve or public car park – ie any public open space under Council jurisdiction
The production company (the permit holder) must letter box drop ALL residents and businesses which may be affected by the filming process at least 48 hours in advance.
The production company (the permit holder ) must provide a copy of the letter that has been letter box dropped to the affected properties to Council.
Liquor and food
Between sunset and sunrise, a person must not, on any Municipal Reserve, whether it be a Road within a Municipal Reserve or not, or in any motor vehicle within a Municipal Reserve, consume any Liquor, or have in his or her possession or control, any Liquor, other than Liquor in a container with an unbroken seal.
No alcohol or food can be served as part of a commercial arrangement without the necessary approval from Council.
Booking- Filming & Photography
Marquees and other portable structures
Bayside City Council requires a Security Deposit of $500 if a portable structure and/or other infrastructure is to be located on the site. The Security Deposit will be refunded by cheque within 4 weeks after the function, subject to the site being left in a satisfactory condition.
No ground penetration securing system or device is permitted at parks with irrigation systems.
A current Certificate of Currency of the supplier’s Public Liability insurance for a minimum of $20 million must be provided to Bayside City Council prior to approval being granted.
Booking barbecues, park structures and amenities
Apart from the Sandringham Rotunda, no park amenities, structures or BBQ’s can be booked.
Please ensure that all users connected with your booking conduct themselves with due respect and consideration of others with regard to shrines, memorials, park furniture, structures and amenities.
Filming and Photography shoots can create noise levels much higher than normal. Music amplifiers, generators, and crowds are all contributing factors. It is important to monitor the level of noise produced by the event to minimise disruption to local residents and businesses.
Persons conducting Film or Photography shoots must ensure that the use of any amplified equipment is kept to a level prescribed by the Environment Protection Authority.
Noise pollution probably causes the majority of complaints to authorities from the surrounding community.
Your shoot must comply with EPA noise level regulations.
If your film or photography shoot is within a residential area, generators, amplified music and other noise that can be heard from inside a residence must cease at 11pm on a Friday and Saturday, and at 10pm Sunday to Thursday.
Noise may not commence before 9am on Saturday and Sunday or before 7am on weekdays.
A cancellation fee will apply once the application has been processed and the permit confirmed.
Kamesburgh, Billilla Gardens, Black Rock House – special conditions
All users are advised that the veranda and homestead at Kamesburgh Gardens, Billilla Gardens and Black Rock house are not available for the permit holder’s access or use. The house and veranda do not form part of your permit.
Please refer to special conditions for the use of Kamesburgh and Billilla Gardens to be read and applied in conjunction with these conditions where applicable.
Council collects personal information for the purpose of processing your application and ensuring compliance with these terms and conditions. If you do not provide this information, we may be unable to process your application. If you have any queries or wish to gain access to this information, please contact Council’s privacy officer on 9599 4444 or at privacy [at] bayside.vic.gov.au.