Event Planning and Assistance

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:

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.

Section 1. Event Information

Name of Event

Type of event

Proposed dates

Location of event

Section 2. Event application information

Event applicants name

(eg Business/Club/Group Name)

ABN/ACN (if applicable)

Postal Address

Phone

Event Co-ordinator details

Event Coordinator Name:

Position

Address

Phone

Coordinator email

Section 3: Overview

Briefly describe your event

Event dates/Times

When will you be setting up?

Until

When does your event start

When does your event finish?

When will you finish packing up

Has this event been held before?

Yes

Year

City/Town

Who will attend your event

Estimated number of spectators

Estimated number of participants

Estimated (combined) peak attendance number at any given time

Is entry to your event

Free

Ticketed

Gold coin donation

Will the event be enclosed or substantially enclosed by a fence, barrier, or other feature?

Is the event footprint/area greater than 500m2?

Section 4: Event Infrastructure

*Please email an aerial view Site Plan of your event to events@warrnambool.vic.gov.au with the location of each item below that you are planning to include.

Are you installing any of the following

fencing or temporary barriers

marquee(s)

stage(s)

temporary grandstand style tiered seating

prefabricated building(s) exceeding 100m2

jumping castles/inflatable items

mechanical rides

What other infrastructure are you using? List type, size and number of additional infrastructure

Section 5: Traffic management

Could your event impact the normal use of roads in and around your event site?

Yes

If yes, show on your Site Map, or separate Traffic Management Map:

What roads and/or car parking bays may be impacted or closed
Show the direction /course/usage of the roads including any start/finish areas
Show where you suggest the public and participants park
Show where you suggest contractors and event staff park

Section 6: Amenities and Services

where possible please visit the site before submitting your application

Do you wish to access the venue’s electrical outlets

Yes

If yes, list each piece of electrical equipment you will use and their amperage requirements (Include power outlet location(s) on your proposed site plan)

Do you wish to access water outlets from the venue

Yes

If yes, list what you will use the water for, and which water points/taps do you wish to access

Section 7: Waste management

Depending on your event and expected attendance numbers you may be required to provide additional toilets and bins

Will your event generate any waste?

Yes

If yes, please read section 5.1 of the Event Planning Guide. A Waste Management Plan will be required – Download a template here

Do you wish to access existing bins at the venue?

Yes

If yes, are they adequate for the expected level of waste

Will participants be able to recycle at your event?

Yes

If yes, how you will encourage recycling through access to bins, extra signage, education etc

Will you be reducing waste to landfill in other ways?

Yes

If yes, how?

Section 8: Facilities

Have you considered toilet facilities for your event?

Yes

Please see section 5.2 of theEvent Planning Guide for toilet recommendations

If Yes, Please state the arrangements you have in place for toilet facilities

Section 9: Food and beverage

Will food be available at the event

Yes

If yes, please list food providers below:

*you or any other persons selling food and/or beverages at your event must be registered via Streatrader.
Please refer to Permit Guide for more information regarding Liquor Licensing.

Will alcohol be available at your event

Yes

If yes, please list beverage providers below:

*you or any other persons selling food and/or beverages at your event must be registered via Streatrader.
Please refer to Permit Guide for more information regarding Liquor Licensing.

Name and contact details of the party holding the liquor licence

Will alcohol be sold

Yes

How many individual alcohol outlets will there be?

What serving sizes will the alcohol be available?

What types of alcohol will be available?

Section 10: Entertainment Management

Will there be animals

Yes

list nature of animal involvement and details for trained operator

Will there be fireworks or other pyrotechnics

Yes

list type of fireworks and details of trained operator (Include the fireworks launch site and fall out area on your proposed site plan)

Will there be amplified sound such as music, announcements or presentations

Yes

list the following; Duration of amplified sound (occasional announcements, ongoing music etc.)

Section 11: Risk management and COVID safety

As part of your Risk Management obligation, the evidence of the following must be emailed to events@warrnambool.vic.gov.au :

A copy of your Public Liability insurance (Certificate of Currency) which must be valid at the time of your event and provide indemnity for not less than 20 million dollars
Evidence of an assessment of the risks associated with staging your event. Download a Risk Assessment Template here

Please note, your event will not be approved without evidence of the above mentioned items.

Section 12: Additional Information

Is there anything you would like to tell us about your event?

Section 13: Finalising your event application

To be read and signed by authorised Event Coordinator.

I have read and completed the Event Application in good faith. All details provided are accurate and true and I am authorised to act on behalf of the applicant / event organiser.

The event will be organised and managed as I have described unless advised otherwise by Warrnambool City Council and/or its authorities.

Indemnity

By signing this Event Application form, the Applicant agrees to indemnify and to keep indemnified Warrnambool City Council, its servants and agents (the Council), and each of them from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, or any of them, in connection with the Event being applied for. The Applicant’s liability to indemnify the Council shall be reduced proportionally to the extent that any act or omission of the Council directly contributed to the loss or liability.

Claims

By signing this Event Application form the Applicant agrees to hold harmless Warrnambool City Council its servants and agents (the Council), and each of them in connection with all claims resulting from damage, loss, death or injury in connection with the Event being applied for, which may otherwise be brought or made or claimed by the Applicant against the Council, except to the extent that the Council is grossly negligent.

I understand that this Event Application does not constitute event approval.

I understand that a Council Officer will advise me of the next steps required for my event to gain approval.

I have read the Event Planning Guide and understand my responsibilities relating to organising an event on Council managed land

Download the Event Planning Guide here

Event Coordinator Full Name

I agree to the terms and conditions as outlined above

Yes

Date

Privacy Policy

The information collected on this form is required by Council to ensure measures are in place for events management within the Warrnambool City Council. If this information is not collected the application cannot be processed. Council
is required to notify various parties (e.g. authorities and emergency services) of upcoming events and may disclose this information to these parties in accordance with the Privacy and Data Protection Act 2014. The applicant may apply to Council for access and/or amendment of the information by contacting Council’s Freedom of Information/Privacy officer on 03 5559 4800 or privacy@warrnambool.vic.gov.au

CAPTCHA

This question is for testing whether or not you are a human visitor and to prevent automated spam submissions.

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.

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.

Warrnambool | A City for Living