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We expect event sites to be returned in the same condition they were received. Use a comprehensive Asset Protection Plan to document protection of the site during event setup, delivery and pack-down.

Protecting the site

Write an Asset Protection Plan to cover the following:

  • Assess the site with a council officer to identify and document areas that need special care or protection during setup or pack-down (for example specific surfaces, trees, animals or other sensitive features)
  • Use mats under food stalls and cooking areas to prevent stains or damage from oil, grease and waste.
  • Place boards under skips, stages and generators to reduce damage to the ground or delicate flooring.
  • Use temporary matting or tracking to protect sensitive surfaces like turf or grass, especially in high-traffic areas like walkways and access points.
  • Avoid pouring liquids like ice melt, oil or cleaning chemicals directly onto grass, vegetation or drains. They cause long-term environmental damage and affect the health of plants.
  • Appoint a site supervisor to oversee the bump-in and bump-out process, to make sure that site protection measures are adhered to and to immediately flag and address any potential damage.
  • Outline a plan for the immediate repair of any damage to the site in consultation with us. Your plan should include procedures for repairing turf, trees, paths and other assets.
  • Consider implementing vendor bonds, especially for high-risk areas or equipment. If damage occurs during the event you can deduct the cost of repairs from the bond.

Other considerations

  • You might choose to erect temporary fencing or barriers to protect certain areas of the site from foot traffic or vehicle access, especially for delicate areas or equipment.
  • After the event, inspect the site to check that it's been restored to its original condition. Document any damage and your repair plans. We need to see this before we release your bond payment. Council officers may inspect the site and this incurs a fee if conducted out of hours.
  • Inform your contractors, vendors and staff about the asset protection requirements before the event. This includes guidelines for equipment placement, waste management and site cleanup responsibilities.
  • Set clear expectations for contractors to adhere to the protection plan and use appropriate methods for setting up and packing down.