Planning Your Event

Toilets - The number of toilets required at your event will depend on a variety of factors including the number of attendees, including staff and volunteers, alcohol supply, the duration of the event and what facilities exist and the accessibility of these. Where existing toilets are not adequate or do not meet accessibility, additional, compliant toilets will be required. As an indication it is recommended for three toilets per 200 people at events where no alcohol is available and double where alcohol is available.  

Event organisers should consider what additional permits may be required for the event and if these are obtained within council or from external organisations. This is a list (but not limited to) of permits that the event may require. Event organisers must complete due diligence and ensure they have all required permits and approvals for their event.

Traffic Management and Street Closures - If your event involves a temporary road closure or footpath use/closure you will need to gain permission from council. You may also require permits from VicRoads and to engage a traffic management company to assist you with a traffic management plan and traffic controllers. In some instances, if an arterial road is impacted, you may require additional approvals and permits from VicRoads.  

POPE (Place of Public Entertainment) - A place of public entertainment is a building or place used or intended to be used for conducting public entertainment or a public meeting which is greater than 500m2 and which may include erection of prescribed temporary structures. Public Entertainment means an entertainment or meeting to which admission may ordinarily be gained by members of the public. If you believe your event may fall within this category you can contact Municipal Building Surveyor on 03 5358 8700 or email at ngshire@ngshire.vic.gov.au for further advice or the VBA at: Prescribed temporary structures | Victorian Building Authority (vba.vic.gov.au) to obtain a permit for a prescribed temporary structure. 

Siting Permit - A siting permit of a temporary structure is required to be obtained prior to erection of any of the following structures: 

• Tents, marquees or booths with a floor area greater than 100m2, or 
• Stages or platforms (including sky borders and stage wings) exceeding 150m2 in floor area, or 
• Seating stands for more than 20 persons, or 
• Prefabricated buildings exceeding 100m2 other than ones placed directly on the ground surface. 

The regulations exempt community-based organisations from the requirements of an occupancy permit for place of public entertainment in some circumstances. For further information visit the Building Practice Note BP-10: Places of Public Entertainment (vba.vic.gov.au) 

Alcohol/Liquor and Food Licensing - If you are intending to sell any food or drink (including alcohol) at your event approval from Streatrader may be required and a liquor licence from the Victorian Commission and Gambling Liquor Regulation will be required and submitted to council. If you are having food and alcohol vendors attending your event you will be required to provide a detailed list of attendees, contact information and registration information as part of your registration. 

Fundraising - Raffles can only be conducted to raise funds for organisations that have been declared as community or charitable organisations by us and may require a minor gaming permit. You can hold a raffle without a minor gaming permit if the prize value is $20,000 or less. If you’re conducting a raffle to raise funds on behalf of a charity (i.e. CFA or Cancer Council), you need their written permission before proceeding. Raffle Frequently Asked Questions (FAQs) | Raffle | VCGLR (vgccc.vic.gov.au) The information on this page relates to both commercial and community and charitable gaming. 

Signage - The event organiser should consider what signage is required for the event such as (but not limited to): 

• Entry/Exit 
• Toilets 
• First Aid Information 
• No Smoking (for eating areas)
• External promotion and direction

Music Licensing - OneMusic Australia Music Licence - Featured, Live, Background | OneMusic Australia is a joint initiative between music right management oganisations APRA AMCOS* and PPCA+. If you are putting on a concert, festival, or other event where you will play music that is protected by copyright out loud in a public place for a commercial purpose you need permission or you need to purchase a music licence. Legally this music use is different to playing music at home or in your car. This is called public performance of music. For more information on public events and music licence requirements please visit Music Licences - Events & Public Performances | OneMusic AU

Fireworks - Any event seeking to use fireworks will be required to engage a licensed pyrotechnician. The pyrotechnician will be required to provide council with WorkCover notification form and if event is occurring with the fire danger period, the CFA will also be required to be notified and an approval certificate supplied. 

Event organisers will also be required to notify residents and traders in the area via letterbox drop prior to the proposed activity. 

Worksafe notification of intention to discharge fireworks form: Notification of intention to discharge fireworks (PDF version) | WorkSafe Victoria 

Accessibility - Event organisers must consider accessibility as your event must be accessible to everyone. An important part of the planning is to access the site and put into place measures that achieve this. Some items to consider are: 

• Signage and advertising and Auslan sign language interpreters 
• Seating and inclusion of accessible toilet facilities 
• Inclusive vendors and activity providers that offer services that cover a variety of abilities 
• Sealed pathways and wide entry/exit points 
• Ensure the event layout provides for ease of access and mobility
• Provide parking close to the event for people with access needs
• Check that there is a clear path to the event from the aforementioned allocated parking 
• Ask attendees if there are any accessibility requirements when registering, if applicable, to give you time to adjust or make provisions 
• Outline the accessibility features of the event you have chosen on promotional material such as maps or invitations 
• Consider noise levels and provision of quiet areas for those with sensory issues 
• Use pictures or symbols alongside words on signage and information points 

Tickets and Pre-booking - If you are planning a large event or have booked a space with limited capacity it may be worth considering making online booking compulsory. This ensures you can cap your attendance numbers to meet your maximum capacity and can also assist with larger events in planning many of the items mentioned previously. It is also a great way of being able to contact attendees of any event updates, rescheduling or cancellations.

Site Plan Maps - If your event is large and requires having a first aid area, information tent, and other key areas, an easy to interpret map should be available for attendees, staff, and contractors. Items to consider including on the map are: 

• Event name, address, date, and time 
• Significant geographical points  
• Compass point location legend and key 
• Boundaries
• Entry/exit
• Emergency access 
• Drinking water, toilets, and first aid facilities
• Parking and accessible parking 
• Stall holders, licensed area, and food/seating areas 
• Activities, amusements, and stage areas 

Promotion of Your Event - We can assist in promoting your event through our events calendar and Discover Northern Grampians social media platform. To assist us to inform the community, please fill out our Promote Your Event form and include a flyer, any .jpg pictures, links to social media and/or ticket providers and contact name, number and email for the event. 

Other options for promoting your event are through social media including local sites such as Northern Grampians Events.

Noise - Event organisers need to consider the surrounding area and effectively manage noise levels to ensure noise remains within prescribed limits, particularly in residential areas and around stock. Location of high noise areas and speakers can assist with noise management. For further information, please visit the EPA website Environment Protection Authority Victoria.

Extreme weather events - In the case of unforeseen or extreme weather events such as heat or rain, an event may be postponed or cancelled. If this occurs, alternate arrangements and proposed communications should be covered in your risk management plan. If you have booked a council venue or facility, you will need to contact council and confirm that the facility is available for any proposed reschedule dates and times and to update or submit a new event registration as necessary.

If a weather event causes a postponement or cancellation of an event, the event organiser must complete due diligence to ensure all costs are covered by your insurance.