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Event Resource Guide

The following resources provide further assistance with the planning and delivery of your event.

Event Organiser Resource Guide

Below is a guide to assist event organisers in the Alpine Shire to find suppliers and resources for their event as well as contacts for local media outlets.

 

Supporting Documents & Templates

Each event taking place in the Alpine Shire, must include the following documents with their applications. To assist with planning, we have also included several templates, which you may wish to download.

Public Liability Insurance (minimum $20million)- All public events taking place on Council-managed land or facilities must hold the appropriate level of insurance before it will be permitted to proceed. Public Liability Insurance with an Australian Prudential Regulation Authority (APRA) approved insurer with a minimum of $20,000,000 coverage is required.

Event Management Plan - An Event Management Plan defines how an event will be executed. It addresses all the components of an event such as:

  • Event goals and objectives
  • Event details 
  • Schedule of all activities including bump in and bump out times
  • Detailed sustainable event plan. Plan must include the following key components - waste management & prevention, stallholders, food and beverage, transport, water wise, energy efficiency and your post event evaluation process.
  • Internal & external permits
  • Event budget
  • Marketing and promotion
  • Communication
  • Traffic Management
  • Key Stakeholders
  • Food and drink vendors
  • Emergency Management

Small Scale Event Template

Risk Management Plan - The development of a Risk Management Plan is considered best practice in event management, and it is a process that is widely implemented and utilised across the community, business, and emergency management sectors. The Risk Management Plan should include: 

  • event details 
  • stakeholders 
  • consequence and likelihood descriptors 
  • the risk matrix analysis 
  • risk register 
  • action response plans, which should include the initial and treated risk descriptors 

It is important to monitor event risks throughout the event and document any inappropriate treatments (which will show as injuries or disruption to plans). In response to any documented incidents, changes should be made to the Risk Management Plan and its implementation as the event progresses. Mitigation measures should be put in place upon the identification or realisation of a risk to prevent it happening again during the event. 

After the event, a debrief of the event, including a review of the Risk Management Plan should be carried out by the event manager. At the debriefing, improvements for future events are identified and successful elements should also be identified. The review process should be completed prior to when the stakeholders gather to plan the next event.  

Events in alpine areas will often be subject to inclement weather, and ways to mitigate such weather conditions should be included in a Risk Management Plan. High winds, snow and heavy rains can occur from time to time along with Code Red fire days, and these must be considered.  Council does not provide wet weather alternatives.

Risk Management Plan Template

Victorian Guidelines for Planning Safe Public Events

Emergency Management Plan - Your emergency management plan should include any actions which are to be undertaken by the management team in case of an emergency or incident. Please consider the following and include your action response plan:

  • Inclement weather (wind, heavy rain, extreme heat, storms)
  • Emergency Meeting Point
  • Evacuation plan
  • Emergency communication protocol and method
  • Emergency management personnel (eg event coordinator, event safety officer, first aid officer)
  • Incident reporting process

Detailed Site Plan & Course Map - Site plans and maps may be used by all stakeholders during the planning for and management of the event, including gridded maps, structure layouts, access and egress routes. Plans and maps must include: 

  • Activities 
  • Amenities (including existing toilet facilities and any additional facilities and disability access) 
  • Course locations 
  • Crowd control infrastructure 
  • Drinking water access 
  • Emergency access/egress 
  • Food outlets 
  • Infrastructure and equipment (temporary and permanent) 
  • Licensed areas 
  • Liquor and merchandise stalls 
  • Parking 
  • Pedestrian and vehicle access routes 
  • Power and/or generator/s 
  • Seating 
  • Smoking and non-smoking areas (if applicable)
  • Staging 
  • Waste and recycling bins (located in pairs on the map)
  • Water location point/s 

Course Plans for event activities are also required if you are cycling or running outside of your primary event village. Course plans must be submitted as a gpx file.

Marketing and Promotions Plan - A detailed plan that documents the marketing, public information and information sharing that occurs before and during an event including resident and business notifications. 

Marketing & Promotions Plan Template

Depending on your event, you may also be required to submit the following with your event application:

Traffic Management Plan - The plan details the measures taken to manage traffic and road closures, mitigating risk to vulnerable areas including aspects for roads, traffic, pedestrians, transportation of pedestrians and parking. The traffic and pedestrian management plan must conform to Australian Standard AS1742 and be prepared by a qualified traffic management company engaged to provide traffic management services for your event. Implementation and traffic control can only be carried out by certified traffic controllers. The plan is to be prepared in consultation with the Alpine Shire Council and, if applicable, VicRoads and Parks Victoria. 

Once finalised by a licensed traffic management company, please upload your plan HERE for approval and to obtain your Occupancy of Council Land Permit.

It is a requirement that all road closures are advertised locally. If your event involves a road closure and/or impacts the public transport network, the Alpine Shire Council is required to advertise these details. 

First Aid Plan - A plan than demonstrates the first aid provision at a planned event. It should include the number of first aiders, location of first aid posts and equipment available.

Noise Management Plan - A plan that outlines mechanisms to ensure compliance with the State Environment Protection Policy requirements.

Alcohol Management Plan - A plan to demonstrate the strategy for the management of alcohol and associated risks,  this is usually required when applying for liquor licence.

Alpine Shire Council Permits & Approvals

You may need one or more of the following Alpine Shire Council permits and approvals depending on your event requirements:

  • Film and photography permit Permission is needed for professional filming or photography taking place in public spaces within the Alpine Shire Council.
  • Place of public entertainment permit A Place of Public Entertainment (POPE) permit is required for events that include places with an area of greater than 500 square metres, which is substantially enclosed and where admission is charged. (Exemption may apply for an event or activity which is organised and controlled by a community-based organisation and the number of persons in the place at any one time during the event or activity does not exceed 5,000.) Class 9b buildings with an area greater than 500 square metres and/or prescribed temporary structures.
  • Temporary occupancy permit
  • Portable advertising signage permit & raffle permit If you intend to place advertising signage on a footpath, roadside or on Council land outside of the event precinct, a Portable Advertising Signage Permit will be required. Directional signage such as non-promotional signage informing the public of the location of parking or entry gates, will require Council and/or VicRoads approval.
  • Foodtrader registration All food vendors must notify or be registered with their local government under the requirements of the Food Act 1984. Generally, it is the food vendor’s responsibility to seek approval individually. It is the event organiser’s responsibility to ensure that the relevant vendors have obtained appropriate approvals.
  • Works/occupation on Council land approval Approval is required for events that impact or take place on Council land, including public roads, carparks and driving oversized/over-mass vehicles. Approval will form part of the event permit application. You will be asked to provide Traffic Management Plans that conform to Australian Standard AS1742 as part of the approval process.
  • Planning Permit If an event is to be conducted on a site and/or private land on which event activities are not currently permitted under the relevant planning scheme requirements, then you may require a separate planning approval. You are encouraged to call Council’s Planning Team on (03) 5755 0555 or email planning@alpineshire.vic.gov.au to determine if your event needs this type of approval.
  • Events risk management panel approval. Events deemed to be rated as high risk will be assessed by the Events Risk Management Panel. The Panel is made up of representatives from Council, Victoria Police, Ambulance Victoria, Country Fire Authority (CFA), State Emergency Service (SES) and Alpine Health. Other agencies may be involved depending on the events proposed use of land/asset such as Parks Victoria, VicRoads and Department of Environment, Land, Water and Planning (DELWP). The Events Team will be able to let you know if your event is required to be assessed by the panel
External Permits, Approvals & Stakeholders

You may need other permits and approvals that fall outside of the Alpine Shire Council from the following authorities:

  • Ambulance Victoria - Ambulance Victoria strongly encourages all event organisers to consider possible Occupational Health and Safety issues with regards to their event, the general safety and wellbeing of the event’s participants and the safety of both the local and broader communities. The Ambulance Victoria Events team will conduct a risk assessment of your event to establish the most appropriate level of response for an event and if applicable develop a Health Emergency Management Plan.
     
  • CASA - Drones
  • Country Fire Authority (CFA) Victoria - An event taking place during the declared Fire Danger Period must comply with all fire restriction laws. Certain events with a large number of attendees in one location and/or taking place in remote areas such as National Parks may also have to consult with the Country Fire Authority (CFA) to determine appropriate emergency management plans in the event of a fire. Events may require a CFA permit if planning to use fire in the open air during the Fire Danger Period or on a day of Total Fire Ban. 
     
  • Department of Energy, Environment and Climate Action (DEECA) - Any event taking place within a State Forest or certain Crown land locations may need to apply for a DEECA event permit.
     
  • Goulburn-Murray Water (GMW) - Any events held on or near GMW waterways require an Event Permit. In the Alpine Shire this applies to Lake Buffalo and the surrounding recreation areas.
     
  • North East Catchment Management Authority (NECMA) - Works and activities in, under, on or over the bed and banks of designated waterways in Victoria require a NECMA Works on Waterways Permit.
     
  • OneMusic - Any event involving live music, sound recordings (including background music) and/or music videos, may require a OneMusic Australia licence to cover the public performance copyright.
     
  • Parks Victoria - Any event taking place within a Parks Victoria-managed park, reserve and waterways is to apply for a Parks Victoria event permit.
     
  • Public Transport Victoria (PTV) - If you are organising an event which is likely to have an impact on public transport services, it is a requirement under Victorian legislation to notify PTV. The Events Team will submit these changes to PVT on your behalf, it is extremely important Traffic Management Plans are submitted 60 days prior to your event.
     
  • Victorian Liquor Commission - Liquor Licencing (temporary or ongoing) is required at events where alcohol is served. The Victorian Liquor Commission request that applications are lodged at least 8 to 12 weeks in advance.
     
  • Victoria Police - A Victoria Police Highway Permit is be obtained by anyone wishing to conduct a foot or bike race or similar (including rolling road closures) on a Victorian road. Applications must be made two months prior to the collection date. 
     

  • VicRoads - Any event impacting a VicRoads-managed road or needing an exemption from Road Rules (e.g. road race or parade) must apply for a VicRoads permit. VicRoads requires a complete permit application to be submitted at least 90 days prior to the event commencing.

    Signage placed on a VicRoads-managed road will require approval from VicRoads by submitting a Memorandum of Understanding.

    As per VicRoads checklist documentation such as an Event Management Plan, including a Traffic Management Plan, Risk Management Plan and a copy of the Certificate of Currency will be required. Permits are processed at ner.enquiries@roads.vic.gov.au or the centralised Melbourne office vicroadsmetromoa@road.vic.gov.au.

    VicRoads‐managed roads within the Alpine Shire include:

    Great Alpine Road
    Gavan Street
    Delaney Avenue
    Tawonga Gap Road
    Prince Street
    Myrtleford‐Yackandandah Road
    Myrtle Street
    Standish Street
    Happy Valley Road
    Kiewa Valley Highway
    Bogong High Plains Road
    Mount Buffalo Road
    Buffalo River Road
     

  • WorkSafe Victoria - All workplaces (including event spaces) must comply with the relevant health and safety standards to ensure a safe work environment for employees and visitors.
  • WorkSafe Victoria - Fireworks - Any person operating or releasing fireworks must hold a current licence from WorkSafe Victoria and submit a Notification of intention to discharge fireworks prior to the event. Notification must be no less than 7 days prior to your display.
  • WorkSafe Victoria - Amusement rides - If you are hiring amusement rides please go through the Amusement ride hire checklists from WorkSafe Victoria to ensure the safety of both the equipment and the operator prior to set up and use.
Promote your Event

We encourage you to Promote your event on the Australian Tourism Data Warehouse (ATDW). 

Approved listings will be listed on:

Other useful information:

Other Useful Resources

The following resources provide further assistance with the planning and delivery of your event:

Sustainable Events Guidelines
Event Calendar