Many things must be considered when planning an event to ensure it runs smoothly and is safe for those attending. In addition to permits and other requirements, Council also requires evidence that event planning has been completed and documented by providing an Event Management Plan.
To assist event organisers, an Event Management Plan form has been created detailing areas that should be considered. Some of these areas have been outlined in this section.
Event details
It is important that the event organiser provide details of the event to Council using the online Event Management Application form (which can be downloaded from Council’s website). This will allow Council to determine if the event is safe, well organised and suitable to be run on Council owned or managed property.
Event organiser
The event organiser is the person responsible for the overall organisation of the event. They must ensure that all the required insurances, permits and measures are in place with those participating i.e. vendors, stallholders, volunteers and attending the event.
The event organiser is the name that appears on the public liability insurance certificate of currency. Any legal liability for injuries or property damage sustained to third parties as a result of the event will in most cases rest with them.
Security
A larger size event and/or the presence of alcohol will require security. It is important that the presence of licensed security personnel be considered for events on a case-by-case basis for crowd control and
equipment and cash protection.
To enable security to perform their duties effectively it is vital that they are appropriately briefed prior to the event. The briefing should include:
- A site map including entrances, exits, first aid posts and any potential hazards
- Direction on the management of unacceptable behaviour
- Details of emergency management plan in the event of an evacuation, and their role
- Communication plan
Hire of facility and grounds
Council owns or manages a number of facilities and grounds that are available to third parties to hire to hold events.
To hire one of these facilities and grounds
Customer Service Department
Call: 03 5036 2333
Email: council@swanhill.vic.gov.au
To hire a facility from Council for a promoted public event you will be required to provide Council with the necessary insurances, permits/licences, risk assessment and event management plan before your event will be formally approved.
Inspection of facility and grounds
An event held on Council owned or managed property must be inspected by the event organiser and a Council officer before and after the event. This will enable any problems or hazards to be identified and
addressed.
Property damaged as a result of the event is the responsibility of the event organiser. Refer to the Facility/Grounds Inspection form in the application section.
Emergency Management/Response Plan
It is important that event organisers consider how they will respond to an emergency during the event and how they will ensure the safety of workers, volunteers and patrons. A copy of the event’s Emergency
Management/Response Plan should be provided to all event organisers, key stakeholders, police and emergency service personnel.
The following should be considered in the plan:
- Advising or having emergency services personnel available at the event.
- A list of emergency personnel, and their contact details, who are authorised to evacuate people.
- Clear access and exit points available for emergency services personnel to reach patrons.
- Meeting point for emergency personnel (if required).
- Evacuation routes and designated evacuation assembly areas. These are to be included in the site map.
- A Communication Plan including how communication take place between chief , wardens, emergency services personnel and patrons
First aid arrangements
The provision of first aid is critical at any event and will depend on the number of attendees expected. First aid posts must be equipped and easy for patrons to find. The table below is a guide suggested by St John’s Ambulance.
A record of first aid injuries requiring treatment is to be kept by the first aid officers, and provided to the event organiser at the end of the event. This document may be required should a claim be made after the event.
| Patrons |
First Aiders |
First Aid Posts |
| 500 |
2 |
1 |
| 1,000 |
4 |
1 |
| 2,000 |
6 |
1 |
| 5,000 |
8 |
2 |
| 10,000 |
12 |
2 |
| 20,000 |
22+ |
4 |
From October 2021, all First Aid Service providers in Victoria require a first aid licence under the Non-Emergency Patient Transport and First Aid Services Act 2003. Having a licenced first aid service is important to ensure the provision of quality and safe patient care.
Licenced first aid services will be required to comply with the Non-Emergency Patient Transport and First Aid Services (First Aid Services) Regulations 2021.
The register of licenced first aid services and a FAQ on engaging a first aid service provider is available on the Department of Health website.
A first aid service is an individual or organisation that offers or provides first aid in exchange for payment. The following do not operate as a first aid service, and therefore do not require a first aid service licence:
- A volunteer first aid association (including any individual who provides first aid as part of that volunteer first aid association), unless payment has been made for the service provided.
- A medical clinic or other health services. For example, a hospital
- An individual who provides first aid in the course of their work at a hospital, medical clinic or allied health service
- An employee of an organisation who provides first aid to other organisation employees or volunteers as part of the organisation’s business. For example, a person who is employed by amine operator to provide first aid to staff of that mine operator.
- An individual who provides first aid on an adhoc basis, in their day-to-day life.
Who to contact
Department of Health
Email: neptfirstaidregulation@health.vic.gov.au
Visit: First Aid Services – Department of Health
Incident reporting
The event organiser should keep a record of all injuries or property damage that occurs at the event in case a claim is made. If an incident does occur, an Incident Report Form should be completed by the event organiser and anyone else affected to gather as much information as possible. Photos should also be taken if possible and attached to the incident report form. A copy of the form must also be submitted to Council.
Toilets
Every event should aim to provide adequate toilet facilities. For small events, public toilets may be adequate but larger events may require the hire of additional toilet units. The number of toilets required will depend on the anticipated crowd numbers, patron gender and whether alcohol will be served at the event. Toilets should be located in a space which allows clear access for patrons.
It is recommended that toilets be cleaned every two to three hours during the event, depending on volume. An extra charge may apply for additional cleaning to Council’s public conveniences.
Outdoor events require a ratio of approximately one toilet to every 200 people, plus one toilet with wheelchair access and baby change facilities.
The provision and number of toilets may be part of your POPE permit conditions.
Who to contact
Building Department
Phone: 03 5036 2396
Email: building@swanhill.vic.gov.au
Waste management
Council’s public place litter bins are not provided for use by the event holder or their participants. Event organisers are solely responsible for the waste and litter generated by their event and must arrange and provide satisfactory waste management services to the satisfaction of the Council. For catered events, it is recommended that waste stations consist of both general waste and recycling bins. A standard formula for determining how many waste stations to provide is one 240-litre wheelie bin per 50 patrons. Waste stations should be located near eating areas, exits and entrances.
Additional waste bins and pick up services can be arranged with a local waste provider. Event organisers must ensure that the facility is left clean and tidy. Any costs incurred by Council to address remaining waste after the event will be passed onto the event holder.
Who to contact
Local Waste Management Provider
Signage
Clear and appropriate signage should be used to help inform and direct patrons to:
- Parking
- Entrance conditions
- Toilet facilities
- Site and safety rules
- Rules relating the serving and consumption of alcohol
Signs should be strategically placed so patrons are informed before entering the event. This minimises confusion, conflict and congestion at entry and exit points.
Lighting and power
Lighting for an event should be adequate to identify exits as well as corridors and aisles leading to them. The event organiser should become familiar with the location and operation of controls for lighting.
If on-site electricity is required for an event, it is essential to check which services are available and where they are located. It is the event organisers responsibility to ensure all leads, equipment and appliances
used are tested, tagged and comply with all legislative requirements including Electrical Safety (Installation) Regulations 2009 and relevant standards. All events with electrical installations must have
suitable fire extinguishers or other devices present.
Who to contact
Council’s Parks and Gardens Unit
Call 03 5036 2333
Water
Event organisers need to consider the health and comfort of patrons, especially during the summer months. It is recommended that drinking water be made freely available. If this is not feasible, water should be sold as the cheapest option.
BBQ gas bottles
Event organisers are required to ensure gas cylinders used at events comply with the Australian Standard: The Storage and Handling of LP Gas (AS/NZS 1596:2014)
Check that all portable gas cylinders before using are:
- Located in a well ventilated outdoor area (never indoors)
- safely secured and anchored by a safety chain to prevent falling
- checked for leakages by inspecting the hose and regulator for cracking, splitting or other damage
- at least 20 metres away from any flammable objects or sources of ignition.
Volunteers
The use of volunteers to support the staging of events is a great way to boost resources, spread the workload and increase participation. Staff and volunteers should be provided with pre event training, including clarifying roles, responsibilities and procedures especially in communication, emergency and security.
Use of volunteers must be included and covered under your insurance policy. (Refer to Section 3a Volunteers Insurance) A volunteer sign in/sign out register must be in place and include the date, name of volunteer, start and end times, duties and space for the volunteers signature. This register is required to support the volunteer insurance policy.
Amplified music and licensing
Under the Australian Copyright Act 1968, music is protected by copyright law and you require a licence to publicly perform either live and/or recorded music at a festival or event.
Permission is provided in the form of licenses from the Australasian Performing Rights Association (APRA). The most common licence is a free event licence, for events that are free to the public.
Who to contact
APRA Website
Noise
Consideration must be given to how noise from your event impacts on surrounding areas i.e. neighbors, other businesses etc. Negative impacts should be minimised by careful planning and communication to those who may be affected. It is suggested you notify these people in writing of the event and duration and
times of music.
The Environment Protection Authority (EPA) regulates noise for large outdoor music events.
Who to contact
EPA website
Call: 1300 372 842
Helium balloon release
Releasing balloons into the environment is littering and illegal in Victoria. There are penalties for releasing balloons into the environment. The EPA recommends that you don’t use balloons outdoors. If using balloons is unavoidable make sure you strongly secure them and correctly dispose of accessories like clips and ribbons.
Alternatives to balloons include blowing bubbles, floating flowers and paper decorations.
Who to contact
EPA website
Call: 1300 372 842