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MELBOURNE EVENT PLANNING GUIDE

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10 JAN 2012 – THIS GUIDE IS A VALUABLE RESOURCE TO HELP YOU PLAN AND STAGE SAFE AND SUCCESSFUL EVENTS IN THE CITY OF MELBOURNE. IT PROVIDES A STEP-BY-STEP ...

    CITY OF MELBOURNE EVENT PLANNING GUIDE

REVISED COPY

    Tuesday, 10 January 2012

    12:12 PM

    DM# 6827881 SP&L_Event_Planning_Guide_Draft2

DECEMBER 2011

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Acknowledging Melbourne’s Traditional Owners

Wominjeka! (Welcome to Melbourne!)

    The City of Melbourne respectfully acknowledge that we are meeting on the traditional land of the Kulin Nation. This special place is now known by its European name of Melbourne.

    Today, Melbourne is one of the great multicultural cities of the world, and is a significant meeting place. For the Wurundjeri, Boonerwrung, Taungurong, Djajawurrung and the Wathaurung which make up the Kulin Nation, Melbourne has always been an important meeting place and location for events of social, educational, sporting and cultural significance.”

City of Melbourne's acknowledgement, City of Melbourne Indigenous Framework 20072010

    The City of Melbourne acknowledges that Indigenous Australians were the first people of this land and have strived to retain their culture and identity through the period of non-Indigenous settlement for more than two centuries.

    At City of Melbourne events and functions, the following statement is read acknowledging Melbourne‟s traditional land owners, often also accompanied by a traditional „Welcome to Country‟ ceremony. We invite you also to read this statement at your event:

    “I would like to acknowledge the people of the Kulin nation who are the Traditional Custodians of this Land on which we are gathered. I would also like to pay respect to their Elders both past and present, and extend that respect to other Indigenous Australians present."

DID YOU KNOW Melbourne has many significant Indigenous locations you can visit?

    For more information on Indigenous experiences in Melbourne and Victoria, visit the Melbourne Visitors Centre at Federation Square, where you will find a full range of brochures and personal advice, or go online at www.thatsmelbourne.com.au/IndigenousMelbourne

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Message from the Lord Mayor of Melbourne

    Welcome to the City of Melbourne‟s Event Management Planning Guide. We‟ve developed this guide to assist you with staging successful events and activities within our vibrant city.

    Melbourne has earned its reputation of being the „Events Capital‟ over the past decade by staging and supporting diverse and colourful events that not only showcase the city, but also celebrate the unique aspects of living here.

    Our role is to engage event managers, organisers and promoters in a spirit of collaboration and partnership. Our team aim to provide positive advice, knowledge and expertise to ensure that events succeed, while maintaining the safety of our community.

Events, festivals and community activities directly contribute to the City of Melbourne‟s key strategic objectives – to be

    „a city for the people‟, to be „a creative city‟ and „a connected city‟. Maximising the benefits of these activities and enjoyment of the city‟s many public spaces all contribute to Melbourne‟s rich cultural life.

    This guide is a valuable resource to help you plan and stage safe and successful events in the City of Melbourne. It provides a step-by-step process with information on your responsibilities and requirements as an event organiser.

    I encourage you to use this guide and use the support and services available through our Events Melbourne team. On behalf the City of Melbourne, I wish you all the best for your event.

[signature and photo to be added]

Robert Doyle

    Lord Mayor

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Do I need an Event Permit?

Make a decision

    o Decide on your event location, date and times. Please ensure that your location falls within the City of

    Melbourne municipality by referring to Section 2.2 What locations/sites are available to book?

Determine whether an event permit is required

    o If you answer YES to one or more of the following questions, then an event permit is required.

     ; Would you like to reserve a preferred location for your event?; and/or

     ; Will you have more than 50 people attending your event?; and/or ; Will your event have any catering, infrastructure, vehicle access or impact on traffic or pedestrians?

     YES NO

     An event permit is required No permit required (refer to Section 2) (refer to Section 2.5)

Disclaimer:

    The City of Melbourne Event Planning Guide („Planning Guide‟) is a guide only. The City of Melbourne does not

    warrant that the Planning Guide is accurate or correct and notes that the Planning Guide is subject to change. Further, it is incumbent on an event organiser to ensure that all laws are complied with including obtaining any necessary permits from the City of Melbourne. The City of Melbourne accepts no liability for any loss or damage incurred by an event organiser or third party from relying on the Planning Guide.

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Table of Contents

    Acknowledging Melbourne‟s Traditional Owners .......................................................................................................... 2 Message from the Lord Mayor of Melbourne................................................................................................................ 3 Do I need an Event Permit? ........................................................................................................................................ 4 1. CITY OF MELBOURNE’S COMMITMENT .............................................................................................................. 6 1.1. Events Melbourne Strategic Planning and Logistics (SP&L) ....................................................................... 7 2. PLANNING YOUR EVENT IN MELBOURNE A STEP BY STEP GUIDE ................................................... 8 2.1. Why an event permit is required ................................................................................................................... 8 2.2. What locations/sites are available to book? .................................................................................................. 8 2.3. When to apply for an event permit ................................................................................................................ 9 2.4. No event permit required .............................................................................................................................. 9 2.5. Low impact events........................................................................................................................................ 9 2.6. Large scale events ....................................................................................................................................... 9 2.7. Activity permits weddings, promotions, filming and personal training ........................................................ 10 2.8. Event permit application process ................................................................................................................ 11 2.9. Fees and charges....................................................................................................................................... 11 2.10. Other permits, approvals and fees .............................................................................................................. 12 3. PREPARING YOUR EVENT PLAN ............................................................................................................ 13 3.1. Event details overview ................................................................................................................................ 13 3.2. Event running sheet ................................................................................................................................... 13 3.3. Contact list ................................................................................................................................................. 13 3.4. Public Liability Insurance ............................................................................................................................ 13 3.5. Stakeholder notification plan ....................................................................................................................... 14 3.6. Signage...................................................................................................................................................... 14 3.7. Site plan ..................................................................................................................................................... 15 3.8. Event Operations Centre ............................................................................................................................ 15 3.9. City of Melbourne‟s Parks, Gardens and Waterways ................................................................................... 16 3.10. Accessible events....................................................................................................................................... 17 3.11. Infrastructure and facilities .......................................................................................................................... 18 3.12. Occupancy permits and temporary structures ............................................................................................. 20 3.13. Pedestrian and crowd management plan .................................................................................................... 21 3.14. Traffic management plan ............................................................................................................................ 22 3.15. Events on Melbourne‟s roads and laneways ............................................................................................... 22 3.16. Vehicles, parking and access permits ......................................................................................................... 24 3.17. Emergency and risk management plan ....................................................................................................... 25 3.18. Waste management plan ............................................................................................................................ 27 3.19. Sustainable events ..................................................................................................................................... 27 3.20. Street Trading Activities temporary street trading ..................................................................................... 28 3.21. Permits and Approvals ............................................................................................................................... 28 3.22. Food and beverages (Health Services) ....................................................................................................... 29 3.23. Alcohol liquor licensing ............................................................................................................................ 29 3.24. Noise management and music ................................................................................................................... 30 3.25. Planning permits ........................................................................................................................................ 30 4. GLOSSARY ............................................................................................................................................... 31 5. APPENDICES ............................................................................................................................................ 35 5.1. Event plan checklist .................................................................................................................................... 36 5.2. Event details overview template ................................................................................................................. 37 5.3. Event running sheet template ..................................................................................................................... 38 5.4. Contact list template ................................................................................................................................... 38 5.5. Stakeholder letter example ......................................................................................................................... 39 5.6. Site plan example ....................................................................................................................................... 40 5.7. Infrastructure and facilities List template ..................................................................................................... 40 5.8. Traffic management plan examples ............................................................................................................ 41 5.9 Risk management templates plan, checklist and matrix ........................................................................... 43 6. USEFUL CONTACTS ................................................................................................................................ 46

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1. City of Melbournes commitment

    The City of Melbourne‟s vision is to create a thriving city that is internationally recognised for the opportunities it offers all visitors. It has the responsibility for marketing and supporting arts, recreation, cultural heritage, events, festivals and sporting activities for the greater benefit of the community. The variety of events and festivals in Melbourne encourage visitation while celebrating the community‟s diversity, talents and increasing cultural understanding. Events and festivals help bring energy and vibrancy to the streets and public spaces, while making an important contribution to the city‟s economy.

    In 2004, the Events Melbourne branch was created reflecting the high importance the City of Melbourne places on events. Melbourne is a great city for events and The City of Melbourne - Events Melbourne branch is here to help make your event a success.

Our public spaces parks, gardens and reserves are some of the best in the world and attract millions of visitors

    each year. Gardens are living assets that are used as event sites but are also places for passive recreation and quiet relaxation. We encourage event organisers to consider the many benefits of using open spaces and to plan their events using long-term sustainability practises.

DID YOU KNOW The City of Melbourne offers various marketing and sponsorship opportunities

    The City of Melbourne recognises events play an important part in the city‟s wellbeing and cultural diversity by helping to activate precincts, raise the city‟s profile, increase visitation, assist in building relationships, deliver economic

    benefit and enliven the city. To help build Melbourne‟s reputation as an events capital, and to stage a variety of events throughout the city each year, the City of Melbourne has various programs and options available to event organisers, from marketing and social media assistance, display opportunities, through to sponsorship and grant programs. Below outlines some of the programs available.

- Event Partnership Program (EPP)

    - Triennial Sponsorship Program (TSP)

    - Arts Grants

    - Community Services Grants

    - Active Melbourne and Recreation Grants

For more information on each of the above please refer to the following links:

    - Grants and Sponsorship

    - Marketing Opportunities

    - City of Melbourne Banner Program

In-kind Sponsorship

    If you are applying for in-kind sponsorship through one of the available sponsorship/grant programs it is imperative that you contact the SP&L team for a site fee quotation to ensure the correct in-kind (site) amount applicable is reflected in your application.

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1.1. Events Melbourne Strategic Planning and Logistics (SP&L)

    The Strategic Planning and Logistics (SP&L) team sits within Events Melbourne and is responsible for ensuring the interests of the City of Melbourne are being met by the event organisers. This involves managing the relationships that exist between the City of Melbourne, the event organiser, stakeholders, public authorities and any third parties.

    The SP&L team have the responsibility of permitting a range of events and activities within the municipality under a variety of criteria and are able to suggest ways to deliver a safe and successful event that maintains access for everyone, as well as providing advice on logistics and operations.

    The list below outlines the various events and activities that the SP&L team issue permits for;

Events

    ; Public Events

    ; Private Events

These events are classified as either low impact events or large scale events.

Activities

    ; Weddings

    ; Promotions

    ; Filming and Photography

    ; Personal Training

    Please note that there are different requirements and online application forms for each of the activities, which is detailed in Section 2.7 Activity permits. There are also a range of other permits that the City of Melbourne

    requires that do not fall under the responsibility of the SP&L team. For more information on these other types of permits please refer to Section 2.10 Other permits, approvals and fees.

Strategic Planning and Logistics Team Contact Details

Web

    www.melbourne.vic.gov.au

Email

    eventoperationsteam@melbourne.vic.gov.au

Phone

    03 9658 8008

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2. Planning your event in Melbourne A step by step guide

    To stage an event or activity on or within a public space controlled by the City of Melbourne, you must have an approved event plan and receive a permit from the SP&L team. This guide has been designed to assist you in developing your event plan while also informing you of your responsibilities and other statutory permits that may required. This ensures public safety and amenity in Melbourne‟s public spaces and assists in the sustainable

    management of our parks and gardens.

    This guide deals primarily with the requirements involved in the application and approval of low impact events and large scale events. For more information on how to apply for the activities listed in Section 1.1, please refer to

    Section 2.8 Event permit application process, which goes into further detail. Alternatively, you can visit

    www.melbourne.vic.gov.au and search for more information on the relevant activity or contact the SP&L team on 03 9658 8008 to discuss in person.

Please refer to Page 4 of this guide to determine if you require an event permit.

     2.1.Why an event permit is required

    To hold an event within the City of Melbourne‟s public open spaces, a permit for use of public space is required. This ensures your activity is conducted in accordance with the Melbourne City Council‟s Activities Local Law 2009 and the

    Crown Land (Reserves) Act 1978. It also ensures that any disruption to stakeholders is minimal and parties that may be impacted may be appropriately notified.

2.2. What locations/sites are available to book?

    Within the City of Melbourne there are many public open spaces parks, gardens, promenades and reserves that are

    available to book. The sites available vary depending on the type of event or activity and due to the sensitive nature of these locations. Please refer to the following boundary map to ensure that your desired location falls within our municipality and then refer to the links below for more detailed maps on each event site. If you require more information please contact the SP&L team on 03 9658 8008.

    It is also important to note that an online application form must be filled out in order to book a site for your event.

    ; Park Location Maps

    ; City of Melbourne Maps

    ; Guide to City of Melbourne Parks

    ; City of Melbourne Boundary Map

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2.3. When to apply for an event permit

    Depending on the size and requirements of your event, sufficient notice is required in order to process your application. This will ensure all requirements are able to be addressed to deliver a safe and successful event.

    The City of Melbourne reserves the right to decline an application if insufficient notice is provided. A good guide is to allow a minimum of 2 weeks notice for any low impact events and 6-12 months for large scale events, depending on

    size. Please discuss this with the SP&L team on 03 9658 8008.

     2.4.No event permit required

    Where your event falls outside of requiring an event permit, there is no need to contact the SP&L team and there are no fees applicable. While you may find that your event does not require an event permit, you may still decide to apply for one. Two of the key benefits are that you will be able to book your preferred location and that the SP&L team will be able to advise if there are any conflicting activities/event bookings already scheduled.

2.5. Low impact events

    Low impact events require a permit and are those events that fit within the following guidelines;

An event that:

    ; has more than 50 people, but less than 1000 people; or

    ; has less than 50 people, but has catering and/or infrastructure and/or vehicle access required; or

    ; has less than 50 people, but would like to book a preferred location.

    Low impact events are still subject to the standard event terms and conditions and will still be required to provide an event plan and obtain an event permit, however not all items on the event checklist will apply. Refer to Section 2.8 -

    Event permit application process for more information or speak to your SP&L coordinator for further guidance.

In general, applications for low impact events are required to submit:

    ; Event details/description;

    ; Running sheet;

    ; Contact list;

    ; Public Liability Insurance;

    ; Site plan;

    ; Risk management plan;

    ; Fee applicable (refer to Section 2.9 Fees and charges).

    Please note that this is only a general guide and in some circumstances you may be required to provide more details and attend a site meeting.

DID YOU KNOW

    Holding a Christmas party in one of Melbourne‟s parks or gardens is a popular way for families and businesses to celebrate the holiday season. It is advisable that you make a booking well in advance if you wish to ensure access to a particular park or garden. Please refer to the Christmas Parties page on the City of Melbourne website for more

    information.

2.6. Large scale events

    Large scale events require an event permit and are those events that fall outside of the low impact event guidelines detailed in Section 2.5 Low impact events. A large scale event will generally have one or more of the following triggers;

    ; over 1000 people; and/or

    ; significant impact on stakeholders; and/or

    ; significant levels of infrastructure or vehicle access required.

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     Activity permits weddings, promotions, filming and personal training 2.7.

a. Weddings

    Bookings are required for wedding ceremonies in the City of Melbourne's parks and gardens. Applicants are required to apply for a wedding permit online. The wedding permit entitles the applicant use of a nominated section of the garden/park, with the exception of the Fitzroy Gardens Conservatory, which is not available for private use or wedding photography during opening hours (9am 5.30pm). The Conservatory can be booked for

    private use outside of these times for 1.5 hours - 3 hours maximum, including set-up and pack-down. Please ensure you have read the terms and conditions and viewed the fees before applying.

Application Form: Wedding application form

    Email: weddings@melbourne.vic.gov.au

    Phone: 03 9658 8008

b. Promotions

    Promotional activity includes any concept that promotes a product or service but does not include the selling of the product, service or any associated merchandise. Giveaways of a product and/or merchandise are acceptable if they are sample size and the City of Melbourne offers businesses access to specific promotional sites for the promotion of new products to consumers, as roaming is not permitted. Applicants are required to apply for a promotional permit online. Please ensure you have read the terms and conditions and viewed the fees before applying.

Current promotional sites

    Application Form: Promotional application form

    Email: promotions@melbourne.vic.gov.au

    Phone: 03 9658 8008

c. Filming and Photography

    For people wishing to film or photograph within the City of Melbourne a film permit is required. Please refer to the filming guide - „A World of Locations‟ for all the information filming applicants need to know. Filming applicants are

    required to apply for a filming permit online, a minmum of five business days notice is required, seven business days where traffic management or major pedestiran management is required. Please ensure you have read the terms and conditions and viewed the fees before applying.

Filming Guide A world of locations

    Application Form: Filming application form

    Email: filming@melbourne.vic.gov.au

    Phone: 03 9658 8008

d. Personal Training

    Personal trainers wishing to use Melbourne‟s parks must apply for an annual licence via the online personal

    training application form. The Victorian State Government (via the Department of Sustainability & Environment) has set standardised fees for all personal trainers using Crown Land. Council is responsible for issuing licences, collecting fees and managing personal training across the City of Melbourne. The system provides the opportunity for people to exercise, while also making sure commercial fitness activities do not prevent others from enjoying Melbourne‟s parks. To keep lawn areas in good, sustainable condition, the available personal training sites are continuously changed without notice. Applicants are required to apply for a personal training licence online. Please ensure you have read the terms and conditions and viewed the fees before applying.

Current personal training sites

    Application Form: Personal training application form

    Email: personaltraining@melbourne.vic.gov.au

    Phone: 03 9658 8008

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