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

Section 2. Event application information

(eg Business/Club/Group Name)

Event Co-ordinator details

Section 3: Overview

Event dates/Times

Has this event been held before?
Is entry to your event

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
Will you have stall holders or exhibitors at your event?

Section 5: Traffic management

Could your event impact the normal use of roads in and around your event site?
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
Do you wish to access water outlets from the venue

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?
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?
Will participants be able to recycle at your event?
Will you be reducing waste to landfill in other ways?

Section 8: Facilities

Have you considered toilet facilities for your event?
Please see section 5.2 of theEvent Planning Guide for toilet recommendations

Section 9: Food and beverage

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

Section 10: Entertainment Management

Will there be animals
Will there be fireworks or other pyrotechnics
Will there be amplified sound such as music, announcements or presentations

Section 11: Risk management

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

Section 13: Finalising your event application

To be read and signed by authorised Event Coordinator.
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.
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 agree to the terms and conditions as outlined above

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

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