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Planning an event

A guide to help you organise and run an event in Moreland, including dealing with regulations, insurance, noise, waste, toilets and volunteers.

  • Before you start planning your event, you need to find out if you require an event permit. There is a fee for an event permit.

    All events requiring a permit must submit an application form at least two months before the event date. We currently cannot accept applications outside of this timeframe.

    You can also contact us to check the availability of your intended site. It is important to note that we cannot guarantee site availability as our parks and gardens are open spaces utilised by the community. See a list of key parks used for larger events in Moreland.

    Complete the self-assessment for your event

    Completing the following self-assessment helps determine if you need an event permit.

    Permit assessment

    A permit will be required if your event has or requires:

    • 100 people or more
    • the purchase of a ticket
    • on-site vehicle access
    • on-site infrastructure, e.g., marquees (weighted), temporary stages
    • amusement rides, inflatables or animal farms
    • access to on-site power
    • access to on-site water
    • playing of amplified music or sound
    • priority access to an area of a park or reserve, or
    • closure of a street or road adjacent to the park or reserve

    Visit the Planning your next park visit page for more information about what is permitted in our open spaces.

    If you answered 'yes' to any of the above:

    1. You need to complete the Community Event Permit Application Form (DOC 10Mb). For ticketed events, please complete the Ticketed Event Permit Application Form (DOC 10Mb). All events requiring a permit must submit an application form at least two months before the event date. We reserve the right to reject applications that do not meet this timeframe.
    2. We will issue an event permit once all permit requirements have been met by the event organiser.

    Due to COVID-19, in addition to our Event Permit Application, the Victorian State Government now requires all events to apply for registration through the Department of Health and Human Services.

    Please note that your registration will need to be supplied in addition to the required event documentation for your Event Permit Application to be successful. For further information visit their website.

    Please contact the Festivals Officer on 9240 1111 for further assistance and information.

Event permit fees

Event permit fees cover the associated costs with maintaining the venue and administering the permit application.

As a proactive measure to protect community and staff health and safety in relation to COVID-19, We have suspended the issue of event permits in public spaces until further notice.

Updates regarding the timeframe for this suspension will be provided as information becomes available from the relevant federal and state authorities.

For those wanting more information about coronavirus and how to reduce your risk of catching the virus visit the Victorian Department of Health and Human Services (DHHS).

Permit fees contribute to the costs associated with the preparation of the site for groups to host events. This includes the cleaning and stocking of toilets, preparation of the grounds, including marking irrigation systems and other associated costs.

Event permit fees 2021

  • A community event permit is required for an event or festival that is being run in the Moreland municipality by a not for profit organisation who can provide proof of not-for-profit status such as a Certificate of Incorporation. There is no limit on the size of the event or number of attendees.

  • A private event permit is required for an event or festival that is being run in the Moreland municipality by an individual, commercial operator, business, wedding operators (including individuals planning a wedding) or any other organisation does not have not-for-profit status. There is no limit on the size of the event or number of attendees.

  • A ticketed event permit is required for an event run by either a commercial operator or community group holding a ticketed event in our open spaces.

    It can be of small or large scale, usually in a fenced or cordoned off area. These are described as user pay events.

    These events may in addition to an Event Permit fee (charities with Deductible Gift Recipient status are eligible for reduced event permit fees) attract other fees such as a Place of Public Entertainment (POPE) Occupancy Permit.

    Other applicable fees will be determined on assessment of application by the relevant department.

  • Waste Collection (rubbish and recycling bins and bin caps delivery and collection).

    Price on application.

  • It is a requirement that all event organisers pay a bond prior to the grant of an Event permit. The bond will be fully refundable, subject to:

    • Satisfactory compliance with all conditions listed in the event permit; and
    • Satisfactory post event inspection of the site being carried out by Council Officers within 48 hours of the nominated event.
    • Bonds will be refunded via cheque or EFT to a nominated bank account within 21 days of the date of the post event site inspection.

    The bond payable for events is between $500 and $2,000 (up to $5000 for ticketed events).

    *Please note: Permit fees are subject to change on an annual basis.

Public liability insurance

Insurance requirements for running a community event.

Every event must have appropriate public liability insurance to ensure the organising committees and their members are financially protected against loss should an incident occur.

A Certificate of Currency for public liability insurance of at least $10 million must be submitted to Moreland City Council along with your event permit application.

  • Approval of your event will not start until we receive evidence of your cover.

    The Certificate of Currency must outline:

    • the name of the Insurer
    • the limit of the indemnity - at least $10 million. If rides or amusements are part of your event program a minimum of $20 million indemnity is required, and
    • currency of the policy at the time of the event.

    The policy must indicate that Moreland City Council is noted as an Interested Party (Principal Indemnity Endorsement), and that the Business Activity shown on the Certificate of Currency must be appropriate for the organiser’s function, such as organising and running a community festival.

    If the event organisers have received permission from us to engage a ride and amusement contractor, the contractor must also provide a copy of their Certificate of Currency for Public Liability insurance of not less than $20 million to Moreland City Council.

     

  • More information on public liability for community groups can be found by visiting Community Insurance or by contacting Community Insurance on 1300 853 800.

    Remember: unless you have Public Liability Insurance, you cannot run an event in the Moreland municipality.

Risk management planning

It is important to identify all the potential risks that may arise at your event.

  • A risk management plan identifies all the potential risks that may arise from holding an event and then lists the steps event organisers will take to reduce or mitigate identified risks.

    A risk can mean many things. For community events in Moreland the main risks to consider are anything that could:

    • cause harm to another person
    • cause damage to equipment, infrastructure or the event site, or
    • harm the future of the event organising committee and event itself.

    Of course many risks are out of the event organiser's control. In this case it is important that the risk management plan details who is responsible for coordinating the safety of every person should something that is out of the control of the event organiser occur.

  • A risk assessment should consider

    • existing risks of the site
    • risks the event creates, and
    • external risks that the event organiser has little control over but may need to be managed at the event.

    There are some questions an event organiser should ask themself when assessing risks of an event. This is be no means exhaustive however we hope it helps you get started.

    • Will there be moving vehicles near the event site and could this pose a risk to pedestrians?
    • Is there anything on the site that could become dangerous if there is inclement weather?
    • Is there a body of water on or near the event site?
    • Will there be a jumping castle or carnival rides at your event and how will the safety of event guests be ensured when on or near rides?
    • Is there infrastructure being brought onto the event site? Who will ensure it is safely secured?
    • Are you bringing vehicles on site and if so how will you manage the safety of people who are setting up near vehicles?
    • In the event that an evacuation of the event site is required who is responsible for ensuring all people are calmly and safely moved?
    • Are the likely guests at your event at a higher risk of requiring emergency services? If so have you advised local emergency services.

    Our Cultural Events Officer can offer support in considering all potential risks and will review your risk management plan before your event permit is approved.

    • The initial risk assessment
    • The developed Risk Control Plan
    • An Emergency Management Plan
    • Traffic Management Plan – where applicable
    • Waste Management Plan – where applicable
    • Site safety induction checklists – for staff working on the event or site

    It is important to remember that every event is different and has different resources available.

    The most important part of creating a risk management plan is that you, the event organiser, can reduce possible risks as much as possible and have thought about what you would need to do in the event of an emergency during your event.

    Download:

Risk assessment guidelines

Managing risk is an essential part of running your event and applying for an event permit

Risk management

Managing risk is an essential part of running your event and applying for an event permit. It is extremely important that you think through the ways your event or activity could pose risk and look at how to manage this by using the guidelines and templates below.

    1. Risk: the chance of something happening that will have a detrimental impact on objectives.
    2. Risk assessment: the overall process of risk identification, risk analysis and risk evaluation.
    3. Risk management: the processes and structures that are put into place to achieve objectives whilst managing any adverse side effects.
    4. Risk identification: is a matter of identifying the hazards/risks, which may occur during the event.
  • Here is a list that can be used as a prompt to assess the risks or hazards that are either present, or may occur during the event.

    Health, injury or disease

    • Drug affected people
    • Alcohol affected people
    • Fire caused by electrical installations
    • Fire risk caused by gas bottles
    • Marque collapse
    • Broken glass on reserve
    • Food poisoning
    • Power failure
    • Water failure
    • Manual handling
    • Working at heights
    • Exposure to chemicals

    Criminal activity

    • Disorderly conduct
    • Consumption of alcohol

    Environmental risk

    • Noise nuisance caused to neighbours
    • Excessive litter left at the event

    Legal or contractual

    • Unclean toilets
    • Loss of key contractors

    Operational or crowd safety

    • Overcrowding or crowd control
    • Lighting failure
    • Trip hazards
    • Extreme weather conditions
    • Inadequate toilet facilities
    • Communications failure
    • Rides and amusements – jumping castles
    • Fireworks malfunctions

    Traffic management

    • Lack of parking
    • Inadequate access for emergency vehicles
    • Inadequate pedestrian safety

    Promotion

    • Inadequate funding
    • Loss of key personnel
  • Once risks are identified they should be evaluated on a chart which rates the likelihood of the hazard and the scale of the possible consequences. By undergoing this process it is possible to analyse the seriousness of the risk that in turn assists to determine which risks need to be treated and which risks are considered to be acceptable.

    Consequence matrix

    Level 1 - Insigificant
    Example: No injuries, low financial loss

    Level 2 - Minor

    Example: First Aid required, temporary halt of event, medium financial loss

    Level 3 - Moederate

    Medical treatment required, external assistance required, high financial loss

    Level 4 - Major

    Extensive injuries, major halt of event, emergency services, major financial loss

    Level 5 - Severe

    Death, potential prosecution, catastrophic financial loss

    Likelihood matrix

    Level A - Almost certain

    Example: Is expected to occur in most circumstances

    Level B - Likely

    Example: Will probably occur in most circumstances

    Level C - Possible

    Example: Might occur at some time

    Level D - Unlikely

    Could occur at some time

    Level E - Rare 

    May Occur at some time

  • By using the above tables the risk can be assessed as either low, medium, high or extreme. This can be demonstrated in Table 3 below.

    Table 3: Consequence table

    A - Almost Certain - High - High - Extreme - Extreme - Extreme
    B - Likely - Medium - High - High - Extreme - Extreme
    C - Low - Medium - High - Extreme - Extreme
    D - Unlikely - Low - Low - Medium - High - Extreme
    E - Rare - Low - Low - Low - High - High

    All risks need to be eliminated where possible. However, this is not always possible therefore other measures need to be taken to reduce the risk and create a safer environment. Use of the hierarchy of controls will assist this process.

    1. Eliminate the hazard: e.g. ban the use of jumping castles on days where winds exceed 30km/per hour
    2. Substitute the hazard: e.g. replace ladder with a scissor lift or step platform, use weights instead of pegs for securing structures and marquees.
    3. Engineering controls: e.g. glass shields in front of food preparation and serving areas, barriers to prevent pedestrian access
    4. Administrative controls: e.g. training and induction for all event staff, emergency plans, worksite inspections
    5. Personal protective equipment (PPE): e.g. sunhats, sunscreen, long sleeve clothing, high visibility vests, enclosed footwear.
  • After completion of the Risk Register, the Risk Control plan can then be developed. Please refer to Risk Control Plan template (DOC 31Kb).

  • Should any high risk works be carried out during the set up, operation or dismantling of the event i.e. working at heights of more than two metres, then a Safe Work Method Statement (SWMS) should be completed. This assists to ensure that all staff involved in this task are trained, properly licensed and are using registered plant and equipment.

    Where the Contractor is performing the task the Contractor must provide the Event Organiser with the SWMS. Please refer to Safe Work Method Statement (DOC 52Kb).

  • All staff, contractors, casual workers and volunteers who are to work at the site or event are to be inducted before commencing any work. Even current staff, contractors, casual works and volunteers must be re-inducted if they have not worked at that site or event for greater than 12 months.

    Before developing the Risk Control Plan, it is useful to record the information on a Risk Register. Please refer to Risk Register template (DOC 37Kb).

    The Event Manager is responsible for ensuring that site safety inductions are completed. Please refer to Site Safety Induction checklist (DOC 42Kb).

  • The Event Manager should conduct an event/festival audit at some point during the festival. Moreland staff may also complete this function. This audit will ensure that procedures are being followed and risks are being controlled according to the Risk Management Plan in place. It also provides the opportunity for corrective action to be taken immediately where required.

    Please refer to Event and Festival Audit checklist (DOC 118Kb).

Waste management

Managing waste at events protects the safety and wellbeing of patrons and the surrounding environment.

  • Managing waste at events helps ensure the safety and well being of patrons and to protect the environment where the event takes place. It is also essential to ensure the future viability of the event.

    Waste reduction at events takes a further step towards reducing the overall environmental impact of the event, by considering what materials are brought in, sold or given away.

    Through these practices the aim is to increase the recovery of recyclable materials used at the event and reduce waste to landfill.

  • Event organisers are responsible for ensuring that the following waste reduction practices are undertaken at the event:

    • both rubbish and recycling bins are provided to patrons and vendors
    • attempts are made to prevent litter and reduce waste, and
    • all waste is to be contained inside bins or skips.

    Note that failure to effectively manage waste at events could result in the forfeiture of bond or discontinuance of future events.

  • It is necessary for event organisers to develop a waste and litter management plan.

    The aim of the plan is to prevent build-up of waste on-site and to provide for the efficient and safe removal of waste and litter. Instructions on safe handling methods and the hazards associated with waste must be given to staff and volunteers.

    Some explanatory notes and guide can be found in Creating a Waste Management Plan (DOC 96Kb).

  • It is the event organiser’s responsibility to clean up the area after an event. Any rubbish remaining will be cleaned up by us and charged to the event organising committee.

    For further assistance with waste management contact us on 9240 1111.

  • As part of the permit application process and to secure the return of your bond, we request some simple feedback about your event. Download the Post Event Evaluation form (DOC 25Kb).

Other permits

You may need a temporary food premises permit, liquour licensing, approval for road closures, traffic management, advertising or fireworks.

In addition to an event permit, you may require several other permits depending on the activities at your event.

Those listed here are the most frequently needed, the activities of your event may require you to obtain others not detailed here.

If you are uncertain that you have all the necessary permits for your event contact us for further advice.

  • You must submit a site traffic management plan with your Event Permit application, for example one way traffic flow bumping in or out.

  • Anyone who will be selling any type of food or drink must apply for a temporary or mobile food premise registration at least 3 weeks before the event.

    Each vendor must apply separately. For example, if you have 3 food stalls at your event, each food stall vendor must have their own registration.

    Apart from submitting the Temporary Food Premises registration, you are also required to attach information from the Food Safety Program and a Gas Safety Checklist.

    For more help contact the Festivals Officer on 9240 1111 who will provide support through our Environmental Health Department.

  • Sporting clubs, community groups and organisations that have occasional or one off events can apply to advertise their events at certain sites permitted by Council for a temporary period of time.

    Sites where signs are permitted

    • Alex Gillon Oval, 133A Hope Street, Brunswick
    • Allard Park, 174A Donald Street Brunswick East  (north-west corner)
    • Anderson Park, 363C Lygon Street, Brunswick East (south-west corner)
    • Bain Reserve, 2 Merlyn Street, Coburg North (Boundary Road)
    • Campbell Reserve, 11-49 Moreland Road, Coburg (south end)
    • CB Smith Reserve 79-97 Jukes Road, Fawkner
    • Charles Mutton Reserve, 86 Lorne Street, Fawkner
    • Clifton Park, 377 Albert Street, Brunswick (south-west corner)
    • Cole Reserve, 177B Cumberland Road, Pascoe Vale
    • De Chene Reserve, 193 Urquart Street, Coburg (south-west corner)
    • Fisher Reserve, 259A Glenlyon Road, Fitzroy North (south-west corner)
    • Gilpin Park, 348-374 Albert Street, Brunswick (south-west corner)
    • Hallam Reserve, 144 Landells Road, Pascoe Vale
    • Jones Park, 9-23 Albion Street, Brunswick East
    • McDonald Reserve, 66 Bell Street, Coburg (south-west corner)
    • McGregor Dawson Reserve, 999 Sydney Road, Coburg North
    • Oak Park Reserve, 567B Pascoe Vale Road, Oak Park (east side)
    • Parks Street Reserve, Amess Street, Brunswick East
    • Paul Huckin Park, 519 Moreland Road, Pascoe Vale South
    • Sewell Reserve, 33-45 Glenroy Road, Glenroy
    • Shore Reserve, 223 Reynard Street, Pascoe Vale South (one sign only)
    • Raeburn Reserve, 8-42 Landells Road, Pascoe Vale
    • Raeburn Reserve, 427 Victoria Street, Brunswick West (south-west corner, not to be installed on the fence)
    • Robinson Reserve, 104 Reynard Street, Coburg (not on fence)

    Criteria for community event signs

    • Only two signs are allowed at listed parks at one time (one for some smaller parks).
    • Chosen site must be from the list of permitted sites (above).
    • Signage is for community groups only and not for commercial purposes.
    • Sign can only be erected for a three week period.
    • Applications are not accepted earlier than 3 months before the date of the proposed signage installation.
    • Area of the sign is to be no more than 3 square metres.
    • A permit must be received from Council before signage can be erected.
    • Signs are to be removed within one week of the event or removal will be by Council and the cost charged to the requesting organisation or group.

    How to apply for a permit

    To lodge a request contact Council or send your request to Open Space Administration, Moreland City Council, Locked Bag 10, Moreland 3058.

    The following information is required:

    • Organisation or customer name
    • Contact information - contact phone or email
    • Event description including name, purpose and dates
    • Event signage dates
    • Preferred advertising site (from list of permitted sites above)

    At this stage, this is a request only.

    What happens after you apply

    Your request for community event signage will be assessed by Council Open Space team within 2 business days.

    We will contact you if the chosen site or dates are not available and offer an alternative site. 

    Approved applications will be issued with a permit. 

  • If you intend to sell alcohol at your event or serve free alcohol at an event subject to admission fees, you must get a Temporary Liquor License from Liquor Licensing Victoria.

    Liquor Licence Victoria require one month’s notice for most events although larger events may take up to two months if Liquor Licence Victoria needs to obtain reports from the Police or Council.

    Liquor License fees apply and are charged by LLV. There may be special conditions placed on the ‘Limited License’, e.g. no alcohol may be served in glass. It is permissible for alcohol to be consumed as a social component of the event, but this is limited to personal use. Sponsored giveaways and other such activities may require a Liquor License to be obtained.

    Visit Liquor Licence Victoria or phone 1300 65 03 67 for conditions and application forms.

  • You need a Temporary Road Occupation permit to close any part of a road, laneway or footpath for a special event, including fun runs, bike rides, street parties, festivals, parades, sporting events and church processions.

    Moreland City Council and/or VicRoads and Victoria Police must grant approval for a road closure.

    To gain approval you must ensure that the correct section is filled out on your event form.

  • If you are running an event, ensure that any contractor you have hired holds a current pyrotechnician license from WorkSafe Victoria and liability insurance cover. The pyrotechnics contractor that you engage is responsible for completing a ‘Notification of Intention to Discharge Fireworks’.

    This is a WorkSafe Victoria form and requires that notification is sent to:

    • Victorian WorkCover Authority
    • Metropolitan Fire Brigade, and
    • Moreland City Council – Local Laws.

    You also need to retain a copy for inspection.

    We recommend that the contractor you engage be a member of the Australian Pyrotechnics Association or the Pyrotechnics Industry Association of Australia.

    Visit fireworks on Worksafe Victoria for further details.

  • Australian Performing Rights Association (APRA) Permits

    Entertainers at any event performing songs that are not their own original composition must obtain a permit from APRA prior to the event. Local, Victoria contact details are provided below. An ‘events - online registration’ form is available through the Australian Performing Rights Association.

    Australian Performing Rights Association (APRA)
    3 - 5 Sanders Place, Richmond 3121
    Phone: 9426 5200

    Phonographic Performance Company of Australia (PPCA) Licenses

    Events which have any protected pre-recorded music or music videos broadcast are required to have a PPCA license or a licence from each relevant individual copyright owner. This license may be required in addition to an APRA license.

    For further information about these requirement you can visit Phonographic Performance Company of Australia.

    Phonographic Performance Company of Australia Ltd
    ACN 000 680 704
    PO Box Q20, Queen Victoria Building, NSW 1230
    Phone: (02) 8569 1100
    Fax: (02) 8569 1183
    Email Phonographic Performance Company of Australia (PPCA) Licenses

First aid

First aid requirements for running a community event in Moreland.

First aid resources are essential to your event production. First aid personnel and facilities must be easily identified by patrons and adequately equipped.

First aid stations and personnel

The number of first aid posts/stations required depends on the size of the event.

First Aid personnel should be trained to a Level 2 competency as a minimum. It is also recommended that portable first aid kits be available for use by the trained personnel.

The table below can be used as a general guide as to the number of first aid personnel and first aid stations required.

Note: Numbers may also depend on several other factors, including the nature of the event, the site layout, the presence of alcohol, amusement rides etc.

Up to 500 patrons
First aid personnel:1
First aid posts:1
500 to 1000 patrons
First aid personnel: 2
First aid posts: 1
1000 to 2000 patrons
First aid personnel: 3
First aid posts: 1
2000 to 5000 patrons
First aid personnel: 4-6 
First aid posts:2
5000 to 10000 patrons
First aid personnel: 6-10 
First aid posts: 2
10,000 patrons and over 
First aid personnel: 10+
First aid posts: 2+

As well as St John Ambulance and The Red Cross there are several commericial operators providing first aid services to events. It is necessary to employ an organisation when you are unable to provide the first aid resources from within your own planning group. Commercial operators may be sourced through telephone directories or the internet.

First aid organisations

Toilets guidelines at events

Many of Moreland's open spaces and reserves have public toilets which will be available for you to use during your event.

As the event organiser you are responsible for ensuring you not only clean and maintain toilets that are already there, but provide any additional toilets which we may specify.

Number of toilets

The number of toilets to be provided will depend on things like:

  • anticipated crowd numbers
  • the gender of the patrons (women require more facilities than men)
  • the duration of the event, and
  • availability and consumption of alcohol.

Toilet guidelines for events where alcohol is not available

  Males Females

Patrons

Toilets (WC)

Urinals

Basins

Toilets (WC)

Basins

Less than 500

1

2

2

6

2

Less than 1000

2

4

4

9

4

Less than 2000

4

8

6

12

6

Less than 3000

6

15

10

18

10

Less than 5000

8

25

17

30

17

Less than 10,000

16+

50+

34+

60+

34+

 

Toilet guidelines for events where alcohol is available

  Males Females

Patrons

Toilets (WC)

Urinals

Basins

Toilets (WC)

Basins

Less than 500

3

8

2

13

2

Less than 1000

5

10

4

16

4

Less than 2000

9

15

7

18

7

Less than 3000

10

20

14

22

14

Less than 5000

12

30

20

40

20

Less than 10,000

24+

60+

40+

80+

40+

 

Noise at an event

It is important to minimise disruption to surrounding residents and businesses by monitoring the level of noise at your event.

Events often create noise levels in parks and reserves much higher than normal due to music amplifiers, generators and crowds.

  • In line with Environmental Protection Authority legislation, events can only be held between 12pm and 11pm, except where the event duration is longer than 5 hours (consecutive). In these cases, the event can only be held between 12pm and 10 pm.

  • Sound levels must not exceed 65dB(A).

    Your sound technician should be advised of this and regularly monitor sounds levels.

    Where you think noise may exceed these levels, your event permit may specify that noise levels are detailed in advance and that an independent Acoustic Engineer will be permitted to monitor levels on the day of the event.

    Visit Environmental Protection Authority for more information.

  • You need to notify local residents if your event is likely to have an impact on their normal activities.

    As an organiser of an event, it is courteous to advise the residents in the surrounding area that an event will be taking place.

    It is particularly important to do this if the event is likely to have an impact on the normal activities of local residents.

    Letter to residents

    Once we receive your Event Permit application form, we will assess whether a notifying letter to residents is a requirement of the event production. We will discuss this with you beforehand and you will be expected to consider this as part of your event planning.

    Keep in mind that this letter is also a great opportunity to invite these residents to attend or participate in your event.

    We recommend that the letter be distributed to all homes within 500 metres of the site, depending on the location of the event.

    To help you in advising your neighbours we have created an example letter template below which you may like to use.

    Please email or posta copy of the letter, attention Arts and Culture Unit, for review before you send it to residents.

    If there is to be a road closure as part of your event you must seek written support from at least 75 per cent of the affected residents or businesses.

  • Example Letter

    (date)

    Dear Resident,

    This letter is to advise you that (event name) will be held on (event date) at (location). The event will commence at (time) and conclude at approximately (time).

    There will be a variety of entertainment and attractions at the event including (include all entertainment/attractions/food). We are expecting approximately (number) residents to attend.

    (List any issues that may effect surrounding residents including noise, an increase in vehicular traffic around the area, fireworks and what time etc)

    (Also list how any of these issues have been addressed e.g. extra parking provisions and parking attendance around the location of the event).

    If your home is to be affected by road closures, a member of the organising party will visit you to seek your support of the event.

    If you would like any further information about this event, please contact me on (phone number, address and email address) or the Festivals Officer on 9240 1111.

    I would like to take this opportunity to invite you to come along and participate in what should be a most enjoyable and exciting event for the residents of Moreland.

    Kind regards

    (Your name)

Security and crowd control

Find suitably qualified security and crowd control staff to support your event.

Security staff can be engaged to carry out a range of duties at an event.

Not all events will require security staff however you may wish to hire staff as part of your event production, or we may specify that it is a requirement of your event permit.

If you are unsure about security requirements for your event our Cultural Event Officer can provide support and advice by phoning them on 9240 1111.

  • It is a good idea to think beyond your event to external factors that may compromise the security of your event.

    • Is the location of your event safe at all hours of the day and night? Consider what activity may take place at your event site during set up and pack down.
    • Will your equipment be set up for an extended period of time without many people on site?
    • Is there anything at your event that could be vandalised or damaged?
    • Are you expecting large crowd numbers?
    • Is there any possibility of crowd clashes?
    • Have you monitored the extent of your event's marketing campaign to feel confident in your estimates of crowd numbers?
  • If you have decided your event does require security personnel it is a requirement that any security business have a Private Security Business Licence.

    Some security businesses are licensed only to provide security control. Other companies are also licensed to provide crowd control.

    The best way to ensure the company is properly licensed to carry out the appropriate duties for your event, like security, crowd control or both, is to request a Copy of the Private Business Security License, before engaging their services.

    Note a Security Guard license alone does not allow a person to operate as a Crowd Controller.

  • Crowd controllers at venues and events may be engaged to carry out:

    • controlling entry into venues or events
    • monitoring and communicating on crowd and individual behaviour, including underage drinking or drug use
    • dealing with potentially aggressive, abusive or violent behaviour
    • verbally or physically managing aggressive, abusive or violent behaviour
    • administering and coordinating ‘first response’ first aid or critical care
    • coordinating emergency evacuation of a venue or event
    • induction, security and safety inspection of site (Risk Management Officer), and
    • liaising with emergency services.

    Where crowd control officers are present they should also provide:

    • Crowd control/incident register correctly filled in on premises, and
    • Crowd controllers must wear identifying number.
    • The number of crowd controllers required for an event where alcohol is served has been suggested by Liquor Licensing and the Police.
    • This recommendation may be enforced by the conditions of your liquor license or may form part of your Event Permit.
    • The security company you engage can provide advice on the minimum number of security personnel required for the size of your event. They will provide this information in line with relevant legislation.
    • As a guide: 2 crowd controllers are required for the first 100 patrons and 1 crowd controller for every further 100 or part thereof.
    • This is the recommended legal requirement. High-risk events will require extra security, depending on the level of the risk.
  • Unless Crowd Control is specifically stated in the Certificate of Currency, the security company may not be insured under their Public Liability Insurance cover for ‘Crowd Control’.

    The best way to ensure they are covered for Crowd Control is to request a copy of the Certificate.

    If you engage a security company you will be required to provide us with a copy of the security company's Certificate of Currency as part of your permit application.

  • Regulations monitor the industry and should help you find suitably qualified staff to support you event.

    Search 'Private Security Act' on the Victorian Legislation website.

Sustainable event practice

Strategies for minimising or eliminating adverse or harmful effects on people and the environment as a result of your event.

  • Sustainable event practice in very simple terms means you minimise or eliminate any adverse or harmful effects on people or the environment, which may result due to the actions and activities, planned for the event.

    We are committed to being sustainable and this includes the events hosted within Moreland. We will try to provide resources and support to assist you organise a successful event with consideration to the event’s sustainability both environmental and social.

  • You can view our event sustainability checklist (DOC 55Kb) to assist your planning.

    Remember, you do not have to do everything on the checklist; it is there to act as a guide to help you on the path.

Volunteers at an event

Many events include invaluable support from volunteers in both the planning and implementation stages.

  • When recruiting volunteers it is important to consider the type of event you are organising and who might interested in being involved.

    TAFE and university event management students are often interested in gaining on-ground event experience.

    You can also advertise for volunteers on Artshub and Our Community websites.

    You can also contact us, attention Cultural Event Officer, for advice when recruiting volunteers.

  • At a minimum, volunteers should be given clear instructions prior to the event about:

    • The event program and purpose - so volunteers can answer questions and are familiar with the proceedings.
    • Their role at the event - the more detail you provide about what you want volunteers to do, the more they are able to use their own initiative on the day.
    • Occupational health and safety and emergency management procedures - volunteers should not be required to undertake any emergency procedures unless they are appropriately trained and qualified. You should, however, make sure volunteers are informed about what to do in the event of an emergency and who to contact.
  • Volunteers are often be the face of an event and dealing directly with the public. It is an event organiser's responsibility to make sure volunteers are well informed and happy so that they can communicate the right messages and information to the public at the event.

    It is also important that volunteers know who to contact if they have a problem or a question.

    Volunteering Victoria has more information about managing volunteers.

  • Volunteers should receive appreciation and thanks for their efforts, as well as the opportunity to provide feedback.

    If possible, volunteers should be provided with food and drinks during an event and included in any post-event celebrations.

Emergency management plan

How to develop an emergency management plan

You need to plan the objectives of your emergency management plan.

Objectives should be set out to clearly define the process to be followed in the event of an emergency situation occurring at your event.

The procedures in your plan are guidelines to be used to address any emergencies that may arise.

This plan will be used as a ‘living document’ to set out:

  • the potential emergencies that may arise
  • the written procedures developed in response to the potential emergencies, and
  • the staff members responsible for particular actions in an emergency situation.

Festival venues

Parks and outdoor areas in Moreland which can be used for festivals and large gatherings.

Moreland has a range of outdoor spaces suitable for picnics, barbecues, festivals and events.

  • Jukes Road, Fawkner

    • Holds 2000 people
    • Available to use between 6 am and 9 pm
    • Suitable for small events.

    CB Smith Reserve is centrally located in front of the Fawkner Leisure Centre, Library, Maternal and Child Health Centre and Fawkner Community House. There is a lot of passing traffic on foot and in cars.

    There is ample parking available and the Merri Creek bike trail runs close to CB Smith Reserve.

  • Lake Grove, off Murray Road, Coburg North

    • Holds up to 5000 people
    • Available to use between 6 am and 11 pm
    • Suitable for barbecues, picnics, weddings, parties and community festivals.

    One of Moreland’s most popular event sites, Coburg Lake – Murray Road side, is great for weddings, wedding photos, birthday and Christmas parties, community festivals, events with a stage program and events requiring vehicle access.

    Coburg Lake, Murray Road Side, has a large area surrounded by willows overlooking the lake, a stage area with three-phase power access, barbecue area and a children’s playground.

    The site has public toilets, water fountains, barbecues and picnic tables, and power access.

    Coburg Lake Reserve is close to public transport and has car parking available. The Merri Creek bike trail goes directly to the reserve.

  • Gaffney Street, Coburg

    • Holds up to 2000 people
    • Available to use between 6 am and 11 pm
    • Suitable for family events, parties and small festivals.

    The recently revamped Harmony Park includes a large flat open space, children’s playground, rotunda with barbecues and picnic tables, a basketball hoop and skate park.

    Free, wireless internet access is available for public use at Harmony Park.

    Harmony Park is suitable for family events, Christmas parties, and events with children. A small scale festival could be run at this site if the event organiser is willing to bring power to the site.

    Harmony Park is close to public transport and car parking is also available.

    The park also has water fountains and public toilets. There is no onsite power access.

  • Albion Street, Brunswick East

    • Holds up to 500 people
    • Available to use between 6 am and 11 pm
    • Ideal for children's parties, family get-togethers and small festivals.

    There is a basketball hoop, children's playground, a lake area, large open space with walking track, picnic tables and barbecue facilities.

    Jones Park is just off the Merri Creek bike trail in Brunswick East.

Hire of bins at events

  • Yes, we can provide bins for small community events for a fee.

    During spring and summer availability may be limited due to the large number of events that occur during this period.

    Large events or festivals may need to engage a private contractor if a substantial number of bins are required.

  • The first 4 garbage bins cost $220. The first 4 recycling bins also cost $220. Any additional garbage or recycling bin will cost $33 per bin.

  • Call us on 9240 1111 to raise a request for the number of garbage and recycling bins you require as soon as you can.

    A member from our Street Cleansing team will contact you once the order is received to confirm details for the invoice.

    The invoice for the service must be paid 7 days prior to the event in order to secure your booking.

  • We can provide up to 10 x garbage bins and 10 x recycling bins, if necessary this can be negotiated. All bins provided are 240 litres capacity.

  • Usually bins will be dropped off on the Friday before the event and picked up on the Monday following the event.

    An event organiser may need to attend the site after drop off so that the bins can be taken off the kerbside.

    Bins will need to be returned to the drop off site for collection.