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Event guidelines

Find out what you need to do before holding an event in Bayside

If you are planning to hold an event on streets, footpaths, public open space or property owned or maintained by Council, you are must apply for a permit. Your event is not approved until you receive your event permit.

If you are holding an event on private land you may require a planning permit for any infrastructure you install for the purpose of the event. For further information please call our Planning Department on (03) 9599 4444.

As an event organiser, you are responsible for:

  • Ensuring that all requirements of your permit application are met.
  • The safety of the people at your event and the general community affected by it.

By working with Council during the planning of your event you can provide a positive and safe experience for everyone and minimise conflict with any other events, which may be planned in Bayside.

If you are unsure about any part of the application process, please contact the Events Officer on 03 9599 4689 or recreation@bayside.vic.gov.au.

 

Event permit process

  • Email an Expression of Interest that includes details of the event, an indicative site map and proposed dates to recreation@bayside.vic.gov.au  
  • Assessment of your application will be conducted against the Events in Public Places Policy and in conjunction with a number of departments across council.
  • Provisional approval will be provided by Council once the concept, date and site have been approved. In some instances, we may wish to interview applicants to discuss particular elements of your application before provisional approval is granted.
  • Obtain appropriate written approvals and permits from relevant governing bodies. Including emergency services, sanctioning body and public transport Victoria.
  • Complete Council’s event permit application form at least 60 days prior to the event. For road race events and major road closures, at least 90 days’ notice is required.
  • Council will issue an Event Permits once all requirements are met. Including but not limited to all documentation received and approved, approval from all stakeholders, payment of invoices made in full. Events are not approved until an event permit is received..
  • Any breach of the conditions of the approval may result in the event being paused, stopped or cancelled. It may jeopardise the issuing of permission for the event organiser to conduct future events. Any modification or alteration to an approved event must be notified in writing.
  • Council representatives may be onsite to check and ensure processes and plans are in place and being followed.

Post event debrief may be requested for major events, or at request of council

 

Required documents

Mandatory:

  • An event plan/operations plan, including running schedule of event
  • a risk management plan/Risk Assessment 
  • a site plan of your event (including access points; infrastructure locations such as toilets, staging, fencing, vendors; start/finish/transition points if applicable)
  • A waste management plan 
  • notification templates to residents, community groups and businesses. Including the list of recipients/addresses.
  • Evidence of Public Event Registration with DHHS
  • COVID- 19 Check List / Plan
  • a current public liability insurance certificate
  • Contact List

If applicable:

  • Official Sporting Event
    • Sanctioning body's support documentation
  • Changes to Road Conditions
    • Traffic Management plan or concept plan so an assessment can be made
    • a community notification signage template
    • Approvals from Vic Roads
    • Approvals from PTV
  • Using the Bay
    • Parks Victoria
  • Food and Beverage
    • Liquor Licence for supply of alcohol
    • Liquor Management Plan
    • Streatrader Statement of Trade (food and drink)
  • Large structures or fencing
    • Places of Public Entertainment (POPE)
    • Siting Approvals
  • Entertainment
    • One Music Australia Licence
    • Noise Management Plan
    • Inclusion of animals
    • Raffle and Gaming Permit
    • Fireworks permit
  • For large events
    • an emergency management plan
    • an occupational health and safety plan
    • emergency services notification

 

Site or facility requirements

The type of event and desired outcomes will determine the ideal site. Council can assist with selecting an appropriate site. Booking early increases the likelihood of your desired site being available. In order to maintain the integrity and condition of Council’s Open Spaces, sites may be ‘rested’ between events or when other events are in the same area. If a site is ‘rested’, it will be unavailable for booking. For sites and facilities managed by Council, bookings are mandatory and may incur costs depending on the nature of the event and facilities required. Event organisers must agree to the Open space terms and conditions as a condition of their event permit ( PDF, 340.53KB)

Events at Green Point, Brighton: Australians highly value memorials such as the Cenotaph at Green Point, Brighton. Protecting the cultural integrity of monuments such as this is a high priority for Bayside. For this purpose, any event conducted in the space around the Cenotaph must include an exclusion of no less than 1.5 metres around the entire concrete area of the Cenotaph must be marked with 1.8 metre security fencing.

Foreshore: In the summer months Council schedules a regular beach clean. For a special event beach clean Council will adopt a user pays system. Please contact the events team for more information.

Road Events: Council schedules regular road/street sweeps. For a special event road/street sweep Council will adopt a user pays system. Please contact the events team for more information.

Site plans

All applications must be accompanied with a draft site plan. More detailed plans with exact layouts will be required before a permit will be issued. As a minimum, the site plan must include:

  • Access points
  • Details of the dimensions of the area utilised
  • The placement and size of infrastructure on site

Noise management

A Noise Management Plan (NMP) must be supplied for all events using amplified noise, to ensure all sound and music is kept at acceptable levels creating as little disturbance as possible. Event organisers must be aware of all EPA regulations (http://www.epa.vic.gov.au/) and indicate what measures will be undertaken to minimise the impact to the community.

If your event is within a residential area, 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.

The event organiser must operate in accordance with:

  • Environmental Protection Act 1970
  • EPA State Environment Protection Policy (SEPP) N-2
  • EPA Noise Control Guidelines, Publication 1254
  • The Noise Management Plan (NMP)
  • Permit conditions
  • Requests of Council officers or Victoria Police

If the event program has recorded music or artists performing live music, you must obtain the appropriate licences or tariffs from One Music Australia.

Contact: hello@onemusic.com.au

Phone: 133 162 162

Coastal and biodiversity considerations

Council’s Open Space team will review the impact of events on the foreshore and biodiversity within the event space. This will include the impact of heavy foot traffic, noise on wildlife. Event organisers may be required to consider additional fencing or noise testing to ensure the impact of the event is minimised.

Water and power access

Council does not supply water or power to any site. Event organisers are responsible for providing adequate supply of all water and power to their event.

All electrical equipment must comply with Work Safe Code of Practice. In particular:

  • Extension cords must be protected from pedestrian and vehicle contact.
  • All electrical equipment must have up to date electrical tags.

Securing infrastructure

All temporary structures must be weighted and not pegged when on grassland unless otherwise authorised by Bayside City Council. If approval for pegging is received, construction can only begin after irrigation lines are marked by council officers. Costs for this service will apply.

POPE/siting approval

Temporary structure siting approval

If your event requires the erection of a temporary structure, e.g. marquee or stage, you need to be aware of the Building Act 1993 and the Building Regulations 2006. You may need to apply to the Building Surveyor for a siting approval. Structures requiring siting approval include but are not limited to:

  • stage or platform exceeding 150m2
  • tent, marquee or booth with a floor area greater than 100m2
  • seating stand that accommodates more than 20 persons
  • prefabricated building exceeding 100m2..

All forms must be lodged no less than 15 working days prior to the event. This application is made directly to our buildings department as indicated on the form below. Download our apply for siting approval of temporary structures form. ( PDF, 618.17KB)

Place of public entertainment (POPE)

If you are planning an event or function within Bayside that is considered a Place of Public Entertainment (POPE), the Building Act 1993 requires that an occupancy permit for a Place of Public Entertainment. A Place of Public Entertainment could be one:

  • which is enclosed or substantially enclosed
    or
  • to which admission can be gained by payment of money or the giving of other consideration and which is intended or is to be used for the place of public entertainment.

The form must be lodged no less than 15 working days prior to the event. This application is made directly to our buildings department as indicated on the apply for a place of public entertainment occupancy permit form ( PDF, 618.17KB).

Toilets

Event organisers must provide adequate portable toilets appropriate to the number of patrons expected. The number of toilets required will depend on anticipated crowd numbers, patron gender (women require more facilities than men), whether there is service of alcohol and the event duration.

Use the following guides to determine the number of toilets required at your event.

Toilet facilities – no alcohol provided

 

Women

Men

Patrons

WCs

Hand Basins

WC’s

Urinals

Hand Basins

Less than 500

6

2

1

2

2

More than 1000

9

9

2

4

4

More than 2000

12

6

4

6

6

More than 3000

18

10

6

15

10

More than 5000

30

17

8

25

17

 

Toilet facilities – alcohol provided

 

Women

Men

Patrons

WCs

Hand Basins

WC’s

Urinals

Hand Basins

Less than 500

13

2

3

8

2

More than 1000

16

4

5

10

4

More than 2000

18

7

9

15

7

More than 3000

22

14

10

20

14

More than 5000

40

20

12

30

20

 

The Toilet Map website shows public facilities that might be sufficient for smaller events.

Entertainment

Inflatable or Mechanical Rides

If inflatable or mechanical rides are part of the event you must comply with additional event conditions, including set up, wind risks and compliance to standards. The event organiser is responsible for ensuring any contracted operators are suitably licenced and comply with current legislation.

Trade Promotion Lottery

If you are engaging in trade promotion lottery or minor gaming, it must be conducted in accordance with the Victorian Commission for Gambling Regulation. The rules for conducting community and charitable gaming activities are set out in the Gambling Regulation Act 2003 and the Gambling Regulation Regulations 2005. Applications can be made for a Trade Promotion Lottery Permit through the Victorian Commission for Gambling Regulation.

Fireworks

If you are planning a fireworks display, you will require the services of a qualified pyro-technician and Council approval. Only Pyro-technicians licensed with Work cover are permitted to discharge fireworks. Operators must hold Public Liability Insurance cover of no less than $10 million. The Operator must supply a copy of their Risk Management Assessment, including a plan detailing the proposed display and charges as given to the Work cover Authority. No display shall occur after 10.30pm, or on any day of a total fire ban, EPA Smog Alert Day, nor if winds exceed 10 knots. Shells with a diameter of over 150mm are not permitted.

 

Safety and Risk Management

The event organiser is responsible for:

  • Adherence to relevant legislative requirements including the Victorian Occupational Health and Safety Act 1985
  • The safeguarding of the public against injury
  • Maintaining the event site in a safe condition at all times
  • The safety and security of all event staff, contractors and volunteers at all stages of the event, including bump in and out
  • Ensuring all people working or volunteering have appropriate qualifications
  • Notifying Council representatives immediately after an accident or any incident

Risk Assessment/Management Plan

Each event organiser is required to fully assess risks associated with staging an event. Ideally, the risk assessment document should be accompanied by an event plan, which should provide detail on event activities.

The risk assessment provides a checklist of activities that could be relevant to your event; however, you may also identify additional risks. If you have identified relevant risks, they must then be detailed in the template on the final page of the document. Please find a template document below:

Risk assessment (PDF, 139.61KB) 

Public Liability Insurance

All event organisers are required to provide a current certificate of currency for public liability of $20 million. The insurance must be current and underwritten by a business authorised to conduct insurance business in Australia. Event organisers are encouraged to check insurance for all sub contractors working at the event.

Pandemic Management

All public event organisers must register their events with the Victorian Government to ensure COVID-19 safety for attendees, staff and organisers. A receipt of registration must be provided to council.  

All events will be required to submit to council a copy of their CovidSafe Plan. Further information and template can be found at the Victorian Government's COVIDSafe Plan webpage.

All events will be required to operate in line with the current DHHS restrictions. Further information regarding current restrictions and requirements can be found at the Department of Health and Human Services website.

Security

Event organisers are responsible for all security associated with their event. This could include securing roadblocks, monitoring the site overnight, as well as crowd control. Event organisers must have security for any equipment left overnight. Council does not provide security for events.

Water Based Events

Water based events can only take place when water pollution is below recommended EPA safe levels. The EPA's Beach Report webpage can assist with your decision making.

All Bayside City Council water based events require further approvals from Parks Victoria. Contact events@parks.vic.gov.au

First Aid

All events are required to have a first aid plan outlining the response if an incident was to occur. This may be first aid on-site, or involvement of Ambulance Vic, St Johns or other care providers. Ensure that parking and access for emergency services is included in your site plan. The Occupational Health and Safety act provides further information on your first aid obligation and can be found in Worksafe Victoria’s First Aid in the Workplace – Compliance Code.

Incident reports must be completed for all first aid or medical situations. Council needs to be informed of any serious medical incidents.

 

Notifications

The following notifications may be required as part of your event permit.

All events

  • May be required to notify or gain permission from any adjoining residents and businesses
  • Other notifications as outlined during permitting, including ‘friends of’ groups. 

Road race events

The event organiser is required to:

  • Advise by letter all residents, businesses and community groups impacted by the road closure 10 days prior to the event. This letter must provide the access solution together with two mobile phone contact numbers that will be dedicated to event day access concerns (this access provision and letter text must be approved by one of our officers).
  • Place a community notification in the local newspaper 10 days prior to the event, depicting the location of the road closure, the date and time of road closure and the road opening time (this text is to be approved by one of our officers).
  • Place community notification signage 10 days prior to the event, depicting location, the date and time of the road closure and the road opening time (this signage placement location, signage look, signage text, and signage size is to be approved by one of our officers).

Signage

All requests for temporary signage must be in writing and include a copy of the proposed artwork. Signage conditions:

  • All signage must be Council approved and not vary from the approved plan. Signage may also require approval from any other affected parties, including VicRoads or Public Transport Companies.
  • Details of these signs including information contained in the sign and size is to be provided and approved by Council and Vic Roads prior to erection (location of this signage to be identified in the Traffic Management Plan (TMP).  
  • Any traffic management sign must not carry more than 30 per cent advertising
  • All signage must be set up in a secure and safe manner. A clear walkway of 1.8 metres from the building line is required
  • All community notification signage must be put in place by the Event Organiser. This includes signage that is in conjunction with a Traffic Management Plan (TMP)

Event hotlines and event day contacts

All events are required to provide a contact list and nominate a key contact person who will be available on the day to be contacted by Council staff or emergency services. This hotline is in place so concerns can be immediately addressed (where possible) or assessed by the event organisers. This number should be advertised on-line and in event notifications as the first point of call regarding any concerns. This phone line must be manned for the duration of the event and details of all calls and are to be provided to Council.

Emergency services notification

All major events are required to notify relevant Emergency Services, including Victoria Police, Ambulance Victoria and MFB three months prior to their event.

Data collection

Council would like to collect data from events in order to determine the impact and benefits of events across the municipality. Event providers are encouraged to assist in this process by providing final attendee numbers, postcode or suburb data on attendees and any fundraising figures. The provision of customer, resident and community insights will assist Council in the delivery/authorisation of world-class event experiences.  

 

Traffic and pedestrian management

Road closures

If your event requires road closures, the event organiser must submit to Council a Traffic Management Plan (TMP) as part of the event registration for consideration and approval.

If the road is owned and managed by VicRoads, approval is required from VicRoads and Council, together with approval from Victoria Police.

The number of road races permitted as well as the times and dates allowed is outlined in our Events in Public Places Policy. Please refer to this document before applying.

The event organiser is also required to:

Advise by letter all residents, businesses and community groups impacted by the road closure 10 days prior to the event. This letter must provide the access solution together with two mobile phone contact numbers that will be dedicated to event day access concerns (this access provision and letter text must be approved by one of our officers).

Place community notification signage 10 days prior to the event, depicting location, the date and time of the road closure and the road opening time (this signage placement location, signage look, signage text, and signage size is to be approved by one of our officers).

All hydration stations along Beach Road need to use biodegradable cups.

Car parking

Parking is not included as part of the permit. Event organisers will be fined for all non-permitted vehicles in their event space or any event staff or contractor cars parked on reserves around their event space.

Parking bays/permits can be pre-purchased at $18 per bay/per day and must be requested in advance.

Vic Roads and public transport

Public Transport Victoria seeks to balance the needs of event organisers and participants with those of regular public transport users, pedestrians and motorists who may be affected by an event's transport arrangements.

Under Victoria's events legislation, event organisers need to notify Public Transport Victoria if their event is likely to have an impact on regular public transport services or if additional services are required to move a large number of patrons to/from your event.

For more information go to the PTV website.

VicRoads approvals and notifications may need to be made if your event is closing or changing conditions on a VicRoads managed road or may cause a distraction to drivers on a VicRoads managed road.

For more information contact VicRoads on ph. (03) 9854 2781 or vicroadsmetroevents@roads.vic.gov.au

Three months is required for these approvals and notifications.

 

Food and alcohol

Supply of alcohol

Events selling or serving alcohol must obtain a Liquor Licence from the Victorian Commission for Gambling & Liquor Regulation (VCGLR) 1300 182 457 or VCGLR. Licences take up to three months to approve, however smaller events may be able to be processed quicker. If you will be serving and/or promoting alcohol during the event, please also refer to our Alcohol Harm Minimisation Policy ( PDF, 87.19KB).

Supply of Food and Beverage

If you will be supplying food during the event, you will be required to obtain a temporary food vending permit. Please refer to the Streatrader website for more information. All food and beverage service must meet all relevant legislation and regulations.

 

Waste Management Plan

Event organisers are responsible for all waste resulting from their event. This includes waste in the event site and any waste from patrons in the surrounding area. All waste and recycling removal is the responsibility of the event organiser.

 A Waste Management Plan is required to outline how waste will be managed at an event. A template is available: Event Waste Management Plan ( DOCX, 185.97KB)

Mandatory Waste Management Requirements

  • Both general waste and recycling streams must be provided. For any events with more than five food vendors, an organics stream must also be provided.
  • Single use plastic bags cannot be distributed during the event
  • Single use plastic straws cannot be distributed to patrons
  • Balloons are not to be used or distributed at any event
  • Styrofoam cannot be distributed to patrons
  • Individual sachets (tomato and BBQ sauce, honey, soy sauce, mustard) must not be used or distributed to patrons.
  • All single-use cutlery and crockery must be made from products that are able to be recycled or composted.

Clear communication to vendors and signage for patrons to refer to will assist with this. 

Bayside City Council also encourages all events to take a sustainable approach to their event management, ensuring that energy, water, and waste is minimised and doesn't adversely impact the surrounding vegetation and waterways. For more information and support on how to make your event more sustainable see our Sustainable Events Guidelines or contact the Waste and Sustainability team.

 

Fees and charges

All fees and charges must be paid prior to the event permit being issued. A list of fees and charges can be found in the Bayside City Council 2021/2022 Annual Budget.

We set fees for a range of facilities available for hire including, but not limited to open space areas. Fees and charges are formalised during the annual budget process and range from between $135 for half-day community use to approximately $6,000 for road race events such as triathlons or fun runs. Additional fees will be applied for other approvals, such as siting permits, place of public entertainment permits, and/or food handling permits. Car park fees will also apply for any car parks used during the event.

Condition of venue

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.

Council reserves the right to charge security bond for any booking up to the value of $5000. If the event organiser causes damage, Council retains the right to withhold part or all of any security deposit towards the cost of repair and/or reinstatement. If no security deposit is held, Council retains the right to invoice the event organiser the full cost of repair and/or reinstatement.

 

Funding and sponsorships

Bayside City Council Grants programs are available to not-for-profit and community organisations. Visit the community grants page for more information.

 

 

Marketing opportunities

Billboards

To promote a community event within Bayside, community groups can take advantage of one of our 5 billboard locations (only one board at one location per event). We will not charge for the use of the billboard locations; however, it is the responsibility of the community group to engage a suitable supplier to install and remove the approved artwork and board (this may be negotiated with a relevant real estate company).

We will issue a permit for the agreed times, subject to the receipt of a certificate of currency for public liability insurance. Billboards are subject to location availability and our discretion and are not available for commercial events. (This application is also incorporated into the event registration form as a complete package of information).

Apply to advertise with display boards

Bayside City Council website

You can apply to have your event promoted in our events section on our website. There is a 10 day processing time on all applications. 

 

Volunteers

We understand and value the important role volunteers play in building a happy and healthy community and encourage event organisers to utilise the Bayside Volunteering site to engage with our locals.

Bayside Volunteering posts up-to-date volunteering opportunities that exist in the community and is open to advertise positions which are hosted by not-for-profit and community organisations in Bayside.

 

People gathering at Bright n Sandy food festival overlooking the bay