Two main documents will be required for every event held in Northern Grampians Shire:
Risk Assessment (RA) – A risk is anything that may occur which will reduce or threaten the ability to run a successful, as planned event. Whilst planning for your event, you will need to conduct a thorough risk assessment to assist you to hold and manage a compliant and safe workplace for staff and volunteers, protect the public and any council/community asset.
Emergency Management Plan (EMP) – This plan is designed to minimise any threat to life and damage to assets. It must detail specific responses and procedures that should be carried out during an emergency.
Your EMP plan should include:
- Event details
- Emergency contact list and management structure
- Event timeline
- Emergency communications
- First Aid/medical plan
- Traffic control and parking
- Crowd control and security
- Fire and all hazards prevention and emergency evacuation
- Weather monitoring and response plan
- Emergency evaluation procedures
- Event contingency planning
- Communications plan
- Testing training and briefing
- Post event evaluation
- Site plan
- Templates for incident reports - Northern Grampians Shire Council templates are available
Insurance – All events require current Public Liability Insurance for the full duration of an event. Event organisers are responsible for the safety of event participants and spectators at all times. Northern Grampians Shire Council will not accept liability for personal injury, loss or damage that may occur to participants, third parties, or their property, as a result of holding an event.
Event organisers are also responsible for obtaining copies of insurance from sub-contractors involved with the event. Events, activities, or construction that have a likelihood of causing damage or personal injury must have publicly liability insurance of at least $20 million. Other amounts will be considered where there is no likelihood of damage or injury.
Please note that a completed copy of all these documents will need to be uploaded during the registration process. If you need further assistance while registering your event you will be able to request that the council Events Officer contact you. Please ensure that your contact details are correct.
Depending on the size, duration and location of your event, other permits and requirements might be triggered as part of the registration process. Additional items to consider as part of your event registration process are as follows:
The date of your event will need to be provided as part of the registration process. If your event is expected to occur over multiple days, you will be able to select a start and finish date. If you require additional time to allow for set up and pack up this can be included in registration.
Contact details of the event organiser - name, email and telephone number - are to be included as part of the registration. The email provided is the address all correspondence will be sent to, and the listed contact number will be used to contact you if you require further contact and assistance from the council. Please ensure the contact details entered are correct.