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Event Planning & Assistance

Event Planning & 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.

If you are planning a public event in Victoria, it is your legal responsibility to ensure that you are designing a COVIDSafe event that does not risk the spread of coronavirus (COVID-19).
All public events must comply with the requirements of the Public Events Framework, including the attendee limits and density requirements. Depending on the scale and risk involved in running the public event, the event organiser must seek approval from the Victorian Government to run the event.

The Victorian Government has established a review process to review and approve events, ensuring public event organisers consider the appropriate infection prevention controls and public health advice as part of planning and delivery of the event.

To find out more, please visit this page before proceeding with your event planning:
www.coronavirus.vic.gov.au/public-events-information-for-organisers

Prepare

What is your event idea?

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. Discuss your event idea with Events & Promotions Branch / check availability of space.

Contact us on events [at] warrnambool [dot] vic [dot] gov [dot] au 

Review Events Planning Guide Checklist

A Guide to Event Permits

Apply

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

Event Planning Templates to assist you can be found here

Plan to be a Welcoming Event

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.

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