Are you planning an event in Warrnambool? There are a number of things you will need to consider.
Warrnambool is home to a number of recreation reserves, waterways and sporting grounds that can be utilised for events.
To manage these resources on behalf of the community, those responsible for the planning and delivery of an event (Event Manager), must apply for permission to use the public space (Venue).
Whether you are organising a public or private event, if it occurs in any of Warrnambool’s public open spaces you need to get an event permit or permission.
To find out more, please visit this page before proceeding with your event planning:
- Warrnambool Event Venue guide
- Warrnambool events planning guide
- Casual hire of recreation reserves application form
Business Victoria have created the free Event Planner, to help anyone organise an event or festival in Victoria.
It brings together up-to-date resources and information on each step of the process; from the permits you need to apply for to available grants and support – making it easier for anyone to plan and get approval to run a safe and successful event.
Use the tool by answering a few questions about the event or festival you have in mind.
This will provide you with a to-do list and give you an idea of the approving organisations you need to consult, the planning documents you need to prepare and permits and licences you may need to apply for.
Prepare - What is your event idea?
Discuss your event idea with Events & Promotions Branch, check availability of space.
Contact us on events@warrnambool.vic.gov.au
Spend time now preparing to get your application right.
Providing the right information the first time can save time on the assessment and will make event planning smoother.
Apply - Submit an Event Application
Your application form must be provided to Council a minimum of six weeks prior to the event.
If your event is within the next 6 weeks, please contact the events team on events@warrnambool.vic.gov.au to discuss the details of your plans.
Assess/ Decision
Gaining in-principle approval and application feedback
Once the Event Application has been received an Events Officer / Coordinator will be allocated to your event.
Your Events Officer / Coordinator will liaise with our internal representatives and other agencies. Your Events Officer / Coordinator will provide you with feedback, put you in direct contact and/or set up meetings to discuss your application.
Depending on the suitability of your event concept, availability of date and venue – you may receive in-principle approval to continue planning for your event.
Planning
Applying for permits and developing event plans
Now that you have in-principle approval, refer to feedback and Event Planning Guide to understand what permits and plans you will need in order to receive final approval from the City and other agencies.
As soon as you have in principal approval for your event to proceed, you can promote your event on our web calendar under visitwarrnambool/events.
- Update your event information in our calendar
- Emergency management plan template
- example event notification letter
- POPE - flow chart
- Risk assessment template
- WCC waste management plan template
- Welcoming events checklist
Staging Event
Receiving approval and staging the event
Once all permits have been issued and the Event Plans have been accepted by the City and relevant agencies, you will receive a final approval letter.
Review
Post event
Depending on the nature of your event, there may be different requirements for post event reporting.
The events team can assist you with templates and advice with reporting if required.