Depending on the scale and nature of your event, you may be asked to provide some, or all, of these supporting documents:

• Event approval(s) for all events consisting of a booking and/or permit
• Event Plan
• Site Plan
• Risk Assessment
• Emergency Management Plan
• Public Liability Insurance (minimum $20 million for all events)
• Workcover Insurance
• Traffic Management Plan (if using public roads, carparks or impacting traffic)
• Statement of Trade (SoT) for Temporary Food Stalls or Food Trucks
• Liquor Licence and Responsible Service of Alcohol (RSA) compliance
• Waste Plan
• Noise Plan for amplified sound
• Application for a Place of Public Entertainment (PoPE)
• Fireworks or pyrotechnic approval (via us, WorkSafe Victoria, Country Fire Authority/Fire Rescue Victoria).
• Stakeholder notification letter
• Other plans as requested.

Documents must be submitted by the dates we advise. Late or incomplete applications may delay approval.

Find templates and guidelines for some of these documents at our Event planning resources page.

An Event Plan is essential for more than just legal compliance – it helps clarify objectives, manage logistics, assign responsibilities and communicate effectively with stakeholders. 

The Event Plan is for the organiser’s benefit and should be treated as a working document. Think of it as the ‘manual’ for your event, with all key information in one place. It’s not something done for Council’s sake; it’s your tool to keep the event team, contractors and stakeholders aligned from planning through to delivery. It provides a single reference point for event staff, Council, Emergency Services and contractors to understand how the event will operate safely and effectively.

A well-developed event plan ensures:

• clear communication between organisers, contractors, staff and volunteers
• safety and emergency planning tailored to the scale and nature of your event
• compliance with legislation, permits, and Council requirements
• a safe, inclusive, and enjoyable experience for attendees.

We'll use your event plan and supporting documents to assess your application, advise on any additional approvals and monitor delivery as required. 

Download an event plan template

You can download a blank template to use for your event plan at our Event planning resources page.

All events, regardless of size, must have appropriate insurance in place. This protects not just the event organiser but also the public, contractors, volunteers and us (Council).

Insurance document checklist

When reviewing contractor insurance documents, always:

• sight the original certificate of currency (not just a copy embedded in a proposal)
• confirm the expiry date covers the event period (including bump in/out)
• check the insured business name matches the contractor you are engaging
• ensure the policy covers the activity being carried out (for example, amusement rides, pyrotechnics, food stall)
• confirm the limit of liability is at least $20 million, as required
• verify that the insurer is licensed to operate in Australia (for example, listed with APRA)
• keep copies of all certificates on file with your event documentation.

Disclaimer: We won't accept liability where organisers have failed to collect, verify and maintain current insurance documents for their contractors, suppliers or performers.

When choosing a venue for your event, consider:

• Is the event indoors or outdoors?
• How many guests can the venue accommodate?
• Will you need a liquor licence?
• What is included in the hire fee (for example chairs, tables, AV equipment)?
• Are there additional charges for parking or equipment?
• When can you gain access for set-up and pack-down?
• Are there sufficient toilet facilities onsite or will you need to hire more?
• Is the venue accessible for your intended audience?

Boroondara has many venues available for hire, including parks, gardens, sportsgrounds and halls. Visit Book a space or venue for more information.

Good financial management is essential to running a successful and sustainable event. Creating and managing a clear budget will help you plan responsibly, meet your obligations and avoid financial stress – whether your event is small or large and community-led or commercially operated.

Budget planning

Start by developing a comprehensive budget that includes all potential income and expenses. Your budget should be reviewed regularly throughout the planning process.

Common income sources

• Grants or funding from Council or other government bodies
• Sponsorships and donations
• Stallholder or vendor fees
• Ticket sales or entry fees
• Merchandise or food and beverage sales.

Typical expenses

• Venue or site hire fees
• Permit and licensing costs
• Insurance and Public Liability cover
• Infrastructure (for example, marquees, fencing, toilets)
• Staffing and contractor fees
• First Aid, security and safety measures
• Marketing and promotions
• Entertainment, performers or speakers
• Waste management and cleaning
• Equipment hire and transport
• Accessibility and inclusion measures
• Traffic and Road Management services.

Contingency allowance

Always include a contingency allowance in your budget (typically 10 to 15%) to cover unexpected costs such as weather-related changes, overtime or additional compliance requirements.

Record-keeping and reconciliation

Keep accurate records of quotes, invoices, payments and receipts. You may be required to provide evidence of expenditure, particularly if you’ve received funding or grants.

A post-event budget reconciliation is recommended to compare actual costs and income against your forecast. This is also useful for planning future events and improving financial management year to year.

If you receive funding from us or other bodies:

• ensure you understand the terms and conditions of the funding agreement
• submit all required financial and evaluation reports on time
• use funds in line with your approved application and budget.

Event organisers

• take full responsibility for event planning and delivery.
• develop and submit required event paperwork.
• ensure contractors are compliant and insured.
• engage with stakeholders.

Council staff

• assess and approve applications.
• consult with relevant services and authorities where applicable (for example, Traffic, Waste Open Space).
• provide guidance on compliance, safety and accessibility, where applicable.

Contractors

• comply with Occupational Health and Safety (OHS) legislation.
• perform inductions.
• make site rules to ensure equipment is safe and appropriate.

Volunteers and staff 

• receive briefings or inductions before the event 
• understand their roles.

Emergency services may need to be notified or involved, depending on risk and scale of the event.

Your event team is essential to delivering a safe and successful event. This includes paid staff, volunteers, contractors and anyone else performing duties during the event lifecycle, from bump-in to bump-out.

Even for small events, it’s important that all staff and volunteers understand:

• their roles and responsibilities
• who they report to
• what to do in an emergency
• how to keep themselves and others safe
• communication protocols.

All events must focus on safety for all attendees, workers, contractors and the public at large.

• A Risk Management Plan/Risk Assessment is mandatory and must include control measures and assign responsibility for ensuring they are in place. It needs to be reviewed regularly and each year the document should grow to include risks identified in post-event debriefs as well as new risks as they arise.
• Emergency Management Plans must identify response procedures and contacts.
• Traffic and Crowd Management Plans are required if roads, footpaths or car parks are affected.
• Events must comply with relevant laws, codes and guidelines.
• Fire safety must be considered, especially in parks and during summer.
• Security and crowd control measures must be appropriate to the event’s risk.
• Site inductions may be required for larger or high-risk events.

You can download templates for some of these essential documents at our Event planning resources page.

How to do a Risk Assessment

A good risk assessment isn’t complicated. It must be structured and specific to your event. 

A risk assessment is not about eliminating all risks – that’s impossible. It’s about showing that you understand the foreseeable risks, have taken action to reduce them as far as reasonably practicable, and have systems in place to respond if they occur.

Reflect what's actually happening

Your risk assessment must reflect what is actually happening at your event. It is not a theoretical document or a sales pitch to make your event look safer than it is.

If you include measures that you don't intend to implement, you are creating a false record. That can make things worse than having no plan at all, for these reasons:

• In the event of an incident, investigators, insurers, and (if serious enough) the courts will review your documentation. If they find measures listed in your risk assessment that were not in place, it will be treated as evidence of negligence or even deception.
• Insurers rely on your documents. If your plan says you had a trained first aid post or qualified traffic controllers, but you didn’t, your insurer may refuse cover.
• Investigations often become part of the public domain. A falsified or inaccurate risk assessment can damage your reputation and ours.
• Staff and volunteers rely on your documents. If the risk assessment says one thing but the reality on the ground is different, it can cause delays and mistakes in an emergency.

Golden rule

Only write down control measures that you have genuinely put in place, resourced and communicated to your team. 

If something is aspirational or under discussion, don’t include it until it is confirmed. For example:

• ‘All staff will complete fire warden training before the event.’ (Wrong if you don’t have that training arranged.)
• ‘At least one staff member per area will be briefed in basic fire response procedures and fire extinguishers will be available on site.’ (Right.)

Whether you're hiring an indoor venue or holding your event in an outdoor space, you must develop an Emergency Management Plan (EMP) specific to your event.

• If you are hiring an indoor venue, request a copy of the venue’s EMP. Clarify with the venue whether they will manage incidents using their Chief Warden or if they expect you to take on the role of Chief Warden. Integrate the venue's emergency procedures and your responsibilities into your event's own EMP.
• If you are holding an event in an outdoor space it is your responsibility as the event organiser to develop and document a specific EMP tailored to your event. A generic plan or a copied template is not sufficient. Your plan must reflect your site, your risks and your team’s capacity to respond.

Why you need an EMP

• Emergency services are not always immediate. In an emergency, it may take time for police, fire or ambulance services to arrive and until they do, you are legally responsible for managing the incident.
• Legal and insurance obligations. Regulators and insurers require evidence that you planned for foreseeable emergencies. Without a tailored EMP, you may be found negligent.
• Clear roles and communication. An EMP ensures everyone knows who is in charge, who to contact and what actions to take. In an emergency, confusion costs time and time costs lives.

How to document your EMP

• Use clear, simple language – avoid jargon and acronyms. Staff and volunteers must be able to understand it.
• Present information in tables and checklists where possible (for example, list of scenarios, controls, responsible person).
• Attach maps and diagrams to show evacuation routes, assembly points, first aid locations and vehicle access.
• Include a contact list with names, roles and phone/radio numbers.
• Keep a printed copy on site and ensure key staff carry it (or have it digitally accessible).

Share your EMP

• Submit your EMP to us as part of your permit application.
• Share it with emergency services where required (Victoria Police, Fire Rescue Victoria (FRV), State Emergency Service (SES) and Ambulance Victoria).
• Provide relevant extracts to contractors and suppliers (for example, evacuation routes to food vendors).
• Brief all staff and volunteers in advance and again on the day.

Your Emergency Management Plan must be real, site-specific and actionable. A generic document copied from another event will not protect you in an emergency and may expose you to legal and financial liability.

The presence of qualified first aid services is critical, especially for larger events or those involving physical activities, alcohol and/or food vendors. When planning first aid provisions, consider these key factors.

Licenses and qualifications

• All commercial first aid providers in Victoria must be licensed by the Department of Health. Ensure your first aid provider holds the appropriate licence by checking the Department of Health website.  
• Ensure that First Aiders have current qualifications and experience specifically related to public events.

First Aid Plan

Your first aid contractor should develop a detailed plan outlining the number of First Aiders, their qualifications, the location of first aid facilities and the types of equipment available.

Risk Assessment

A risk assessment should be conducted by the first aid provider to determine the level of coverage required based on the number of attendees, the nature of the activities and any potential hazards. For example, with a defibrillator be sure to brief your first aid provider thoroughly about the event to ensure proper planning.

Number of first aid personnel

The number of First Aiders required depends on the event’s size and risk level. A minimum of Senior First Aid (Level 2) staff should be present. 

The number of first aid posts should match the expected attendance and these posts should be clearly identified with a white cross on a green background. The following table, provided by St John Ambulance Australia, serves as a guide for staffing.

Facility requirements

For major events, access to a first aid vehicle/ambulance or a dedicated facility may be necessary. The facility should include:

• hot and cold running water
• two separate rooms (or adequate partitions) for male and female patients with a bed and chair
• a hard stand floor area not less than 24 square metres
• chairs and tables
• clear, visible signage (including at night)
• power and adequate lighting
• contact details for the first aid provider and supervisor
• clear location on the site map
• a skills matrix of the First Aiders with their qualifications.

First Aid station location

Place the first aid station in a visible, shaded and accessible location. It should also have access to lighting, power and running water as ideally, air conditioning/heating would also be provided for comfort. Ensure it’s clearly marked on the site map and easy for event staff and attendees to find.

Equipment

First aid kits must be fully stocked with in-date items, clearly marked and easily accessible. Provide first aid staff with 2-way radios or other communication tools to stay in contact with event organisers.

Notification requirements

For larger events, notify Ambulance Victoria and your first aid provider at least 6 months prior to the event. For smaller events, provide one month notice in advance, particularly during the busy summer season. Notification can be emailed to Ambulance Victoria at [email protected].

Managing crowds safely is a core responsibility for event organisers, regardless of the size or style of your event. You must identify crowd-related risks early and put in place appropriate controls to prevent injury, overcrowding, confusion or disorder.

Security planning

Some events may require licensed security personnel to be present, especially where alcohol is served, crowd numbers are large or access needs to be controlled.

To determine if security is required, consider:

• event size and type
• age and demographics of attendees
• sale and service of alcohol
• overnight infrastructure on site
• proximity to residential or commercial areas
• history of similar events.

Security provider due diligence

The first thing you should check is whether the security company is qualified to do the job you need. 

Security guards must have the proper training and accreditation to perform their roles safely and legally. As the event organiser, you are responsible for ensuring that the security provider you engage is licensed, reputable and experienced in event environments.

Security briefing and role clarity

Security must be licensed and appropriately briefed on:

• entry and exit locations
• site hazards and emergency procedures
• communication protocols (for example, radio channels)
• incident escalation and reporting.

Security guards should be easily identifiable and must never exceed their legal powers under the Private Security Act 2004.

The security contractor must provide a Security Management Plan as part of the event documentation. This plan should outline:

• staffing levels and shift schedules
• patrol areas and responsibilities
• escalation procedures
• communication systems
• how the security team will respond to incidents.

Event organisers must also define the scope of the security team’s role within their operation. For example, are they expected to assist with lost children, crowd management or emergency evacuation? If so, this must be communicated in advance and be documented in the plan and reinforced through briefings and training.

Crowd management

Crowd Management Plan

A Crowd Management Plan may be required for events with high attendance or elevated risk. This plan should include:

• maximum capacity limits for different site areas
• entry and exit flow (including emergency exits)
• queue management
• monitoring of crowd density (especially around stages or food areas)
• communication strategies (for example, signage, PA announcements, roaming staff).

Visible signage 

You must provide clear, visible signage to assist with wayfinding and crowd movement. This includes:

• directional signs (for example, toilets, exits, information points)
• entry and exit points
• restricted or staff-only zones.

Training and identification

Staff and volunteers responsible for crowd management must be properly trained and clearly identifiable.

Evacuation and emergency situations

If an evacuation is needed, crowd movement must be calm, controlled, and safe. Your Emergency Management Plan should:

• detail evacuation routes and clearly identify assembly points for staff, contractors and (where appropriate) the public
• assign roles and responsibilities (for example, crowd marshals, wardens, first aiders)
• include a method for communicating with the public (for example, PA system, megaphone, loudhailer)
• consider people with disability or additional needs, ensuring accessible routes and support.

Event organisers are responsible for planning how an evacuation would be managed for their specific site. This may involve using one of our templates, engaging a consultant with emergency planning expertise or developing a plan in-house that reflects the scale and complexity of the event.

All workers, volunteers, contractors and performers must be given an appropriate site induction and pre-event briefing.

Why it matters

Inductions and briefings:

• help prevent injuries and incidents
• ensure compliance with workplace health and safety legislation
• means everyone understands the event layout, safety procedures and their individual responsibilities
• reduce confusion and improve coordination
• support emergency preparedness and communication.

Site induction 

Every person working on site (before, during or after the event) must complete a site induction before starting work. This includes event crew and staff, contractors (like staging, AV and infrastructure), stallholders, vendors, performers and volunteers. 

Induction should include:

• site layout, entry/exit points and emergency exits
• vehicle access and exclusion zones
• hazards and risk controls
• emergency contacts and procedures
• personal protective equipment (PPE) requirements
• show stop or emergency codes (if applicable)
• incident reporting
• location of first aid, toilets, water points and bins.

Induction can be delivered face-to-face onsite, or in advance (via email, app or video) with a sign-in on arrival.

You must keep a record of inductions including a sign-in sheet or digital confirmation.

Pre-event briefing 

In addition to inductions, run a short, pre-event briefing before the event starts. This is especially important if people are working for a short time or volunteering.

The pre-event briefing should cover:

• the schedule and key event timings
• roles and responsibilities
• crowd expectations and risk points
• weather or environmental considerations
• communication methods (for example radios, contact numbers)
• Emergency Response Plan, including code words or stop triggers
• lost persons and critical incident processes.

Practical tips

• Use maps or visuals where possible.
• Speak clearly and use plain language.
• Encourage questions.
• Reinforce that if in doubt, stop and ask.

All event organisers must have a clear process for reporting, recording and responding to incidents and emergencies that occur before, during and after the event.

Reporting incidents helps:

• ensure the safety and wellbeing of attendees, workers, and volunteers
• meet legal and insurance obligations
• identify risks or patterns for future planning
• provide evidence in the event of investigations or insurance claims.

What to include in your incident and emergency reporting process

• Designated personnel responsible for recording incidents
• Incident report forms available on-site (digital or hard copy)
• Clear reporting channels for contractors, staff, volunteers and attendees
• Emergency contact numbers readily available
• Process for escalation to Emergency Services or council if required
• Debrief and follow-up process after serious incidents.

Types of reportable incidents

• medical emergencies or injuries
• near misses or hazards
• property damage
• aggressive or antisocial behaviour
• crowd-related issues
• lost children or vulnerable persons
• environmental damage or pollution.

Reporting to WorkSafe Victoria

Some incidents are legally reportable to WorkSafe Victoria under the Occupational Health and Safety Act 2004. These include:

• death of a person
• serious injury or illness (for example, amputation, serious head or eye injury, electric shock)
• dangerous incidents (for example, collapse of a structure, explosion, escape of gas or hazardous substance).

WorkSafe must be notified immediately by calling 13 23 60. A written incident notification must be submitted within 48 hours.

The scene of the incident must not be disturbed until an inspector arrives or you are directed otherwise by WorkSafe (unless it's to preserve life or prevent further injury).

Weather can really impact the safety, success and delivery of your event – especially if it’s held outdoors. 

Weather contingency plan

All events must have a documented weather contingency plan that includes:

• weather thresholds for action (for example, high winds, heavy rain, lightning, extreme heat)
• decision-making process for postponing, modifying or cancelling the event
• responsible persons authorised to make weather-related decisions
• weather monitoring equipment and protocols (for example, who monitors wind levels on the day, how data is recorded and what actions are triggered)
• communication methods for alerting staff, volunteers, suppliers and attendees of changes (for example, text messages, signage, public address system, social media)
• contingency infrastructure (for example, shelters, extra water, sunscreen, shade)
• marquee and temporary structure management, including wind ratings, ballast, and safe dismantling if thresholds are exceeded
• emergency services contacts and procedures if severe weather impacts the event
• evacuation routes and refuge areas in the event of extreme conditions.

Download a Weather Contingency Plan template

Weather protocols should be part of your pre-event briefing. Ensure staff, volunteers, contractors and suppliers understand what to do if thresholds (such as wind limits for marquees) are reached, so actions are consistent and not dependent on one person noticing conditions.

Weather considerations to monitor

• Wind: High winds can destabilise marquees, inflatables, stages and signage.
• Rain: causes slippery surfaces, electrical hazards and water damage to equipment.
• Lightning: poses a serious risk to people and infrastructure. Outdoor activities must stop if lightning is within 10 km.
• Heat: Extreme heat can lead to heatstroke and dehydration, especially for vulnerable attendees, volunteers and children.
• Cold and wet conditions: impact attendance, comfort and safety.

Use reliable sources

You must monitor local weather conditions using:

• Bureau of Meteorology
• live radar and forecast updates
• event-day weather monitoring apps or services
• My Lightening Tracker app.

If your event affects how vehicles, pedestrians or cyclists move through an area, even temporarily, you must consider traffic management. This includes road closures, detours to traffic, changes to car park access, having loading zones or drop-off areas near the event and using vehicles on footpaths or shared zones.

Traffic Management Plan (TMP) 

You must provide a TMP if your event involves any of the following:

• closing or partially obstructing a road, footpath or public car park
• using traffic controllers or signage to manage vehicles
• large crowds or increased pedestrian flow that may conflict with vehicle access
• event bump-in or bump-out using heavy vehicles or equipment
• using buses or shuttle services to and from the event site.

Even if you don’t think a full TMP is required, we may request one if your event poses any potential disruption or safety concern.

Who should prepare the TMP

A Traffic Management Plan needs to be prepared by a qualified traffic management provider and must:

• comply with VicRoads Code of Practice for Worksite Safety – Traffic Management
• include a diagram of signage and traffic flow
• be submitted to us for review and approval
• be submitted to Victoria Police and Department of Transport if required.

We will advise if you need to notify Public Transport Victoria, VicRoads or Emergency Services.

Event permit

You will also need to apply for an event permit if your traffic plan affects any council-owned roads, footpaths or public car parks.

Key considerations

• Access for emergency vehicles must be maintained at all times, including sufficient width and clearance height for a fire engine.
• Consult directly with Fire Rescue Victoria (FRV) to confirm minimum access widths, turning radius and clearance requirements for their vehicles at your chosen site. Do not assume existing access is adequate without verification.
• Ensure clear pedestrian routes remain open and accessible at all times.
• Communicate road closures or access changes to affected residents and businesses well in advance.
• Temporary signage must not obscure permanent road or safety signs.
• Consult with all Emergency Services (FRV, Victoria Police, Ambulance Victoria, SES) to confirm what access and facilities they require to support your event.

If your event involves any vehicles entering or operating within the event site, including during set-up or pack-down, you must manage this safely and in line with legal requirements.

This applies to:

• delivery trucks
• crew vehicles
• emergency services access
• vendor and contractor vehicles
• event vehicles (for example, parade floats, displays).

Safety requirements

All vehicles entering a pedestrian-accessible site must comply with the following.

• Speed limit: Travel at walking pace (under 10km/h).
• Vehicle lights: Use headlights or daytime running lights (not hazard lights) when driving through event areas to improve visibility.
• Spotters: A designated spotter must guide all vehicle movements when reversing or operating in areas with pedestrians or blind spots.
• Traffic controllers/wardens: Qualified traffic controllers or wardens must be positioned at entry and exit points to always monitor and manage vehicle movements during set-up and pack-down.
  • Controllers must hold the appropriate VicRoads-accredited traffic management training (for example, Traffic Controller or Implement Traffic Management Plan qualification).
  • Neither volunteers nor untrained staff are permitted to act as traffic controllers.
• Restricted times: Vehicle movements must only occur during designated set-up and pack-down periods. No vehicle access is allowed during public event hours unless:
  • explicitly approved by us
  • it's a registered emergency vehicle.
• Barriers and signage: Use temporary fencing, cones, bollards and clear signage to separate vehicle routes from pedestrian areas.
• Weather considerations: Avoid driving on grass or soft ground in wet conditions unless suitable ground protection (for example, track mats) is in place.

Site plan and traffic flow

Your site plan must show:

• vehicle entry and exit points
• directional flow of vehicle traffic
• loading and unloading zones
• vehicle holding areas
• pedestrian walkways and crossing points.

Access permits and conditions

• If vehicles need to access parks, reserves, footpaths or other Council-managed public land, you must apply for an event permit.
• Vehicle access must be coordinated with Council teams to prevent surface or landscaping damage.
• An Asset Protection Bond may be required depending on your event footprint and risk level.

Emergency vehicle access

Emergency Services access must be maintained at all times. Clearly show these routes on your site plan and emergency management documents.

Power and lighting are essential for all events. Proper planning and management of power and lighting leads to a better attendee experience, prevents hazards and ensures regulatory compliance.

Power safety requirements

Ensure safe power usage at your event by adhering to these guidelines, which are consistent with legislation and standards including the Occupational Health and Safety Act 2004 (Vic), Electrical Safety Act 1998 (Vic) and AS/NZS 3002:2021 – Electrical installations for shows and carnivals.

• Test and tag equipment: All power leads must be tested and tagged by a certified test and tagger and/or an electrician. Only certified equipment should be used to avoid electrical hazards.
• Secure power leads: Power leads must be secured to prevent trip hazards and should not be run across pedestrian walkways or through water without appropriate protection.
• Avoid overloading circuits: Distribute loads across multiple phases or generators to prevent overloading circuits and minimise the risk of fire or equipment failure.
• Generator placement:
  • Place generators away from public areas to reduce exposure to exhaust fumes and noise.
  • Ensure generators are fenced or barricaded to prevent unauthorised access.
  • Position generators on level ground with drip trays to catch any fuel or oil leaks.
  • A dedicated fire extinguisher must be available near each generator to ensure quick response in case of a fire.
• No daisy-chaining of extension leads: Extension leads must not be daisy-chained (ie connecting multiple extension leads together) to avoid overloading and prevent potential fire hazards.
• Prohibition of double adapters: The use of double adapters is strictly prohibited to prevent overloads and electrical risks.

Lighting requirements

Adequate lighting is crucial for the safety and smooth operation of the event. Provide lighting for the following areas:

• event entry/exit points
• paths and accessways
• food and beverage stalls
• toilets and waste stations
• emergency assembly areas
• car parks and pedestrian crossing points.

Where possible, use:

• LED or solar lighting for energy efficiency and reduced environmental impact
• Battery-powered lighting towers to reduce noise and provide quiet operation.

All lighting installations should:

• be weatherproof, especially for outdoor use.
• be stable and securely rigged. To prevent tipping or accidental movement, all lighting should be securely attached to appropriate rigging points, and rigging equipment must be rated for the weight and type of lighting used.
• avoid causing glare or light spill. Direct lights away from residential areas and traffic sightlines, using shielding or baffles where necessary.

Rigging and hanging

All lighting installations must be rigged and hung safely according to the manufacturer’s specifications and relevant safety guidelines. A certified rigger or technician must oversee the installation process to ensure compliance with safety standards.

Power Management Plan

Your Power Management Plan should outline how you will safely provide and distribute power for:

• vendors (for example food, merchandise)
• entertainment and staging
• site operations (for example lighting, communications, first aid)
• infrastructure (for example toilets, fridges, AV equipment).

Steps to prepare for power requirements:

1. Identify power needs: determine who needs power and for what purpose.
2. Assess on-site supply: check if the site has existing access to power and whether it’s sufficient.
3. Calculate load: use an electrician to calculate the required load and prevent circuit overloads.
4. Decide on supply method: determine whether mains, generators or battery packs will be used. Solar is not considered a reliable option for event operations and should not be used as a power source.
5. Plan cabling and distribution: ensure cables are safely laid out to avoid tripping hazards and water-prone areas.

Include the following in your Power Management Plan:

• location of all power sources (clearly marked on your site plan)
• type and number of generators (if used)
• use of Residual Current Devices (RCD) for all circuits
• cable protection measures (for example, cable trays or covers)
• set-up and pack-down procedures
• contact details for contractors/electricians.

Get a licensed electrician to do works

All electrical works must be carried out and signed off by a licensed electrician. This includes:

• installing or connecting generators
• running or connecting distribution boards and switchboards
• installing temporary or hard-wired cabling across the site
• connecting to mains supply
• setting up lighting towers or large powered infrastructure.

Event organisers should obtain written confirmation of compliance (for example, a Certificate of Electrical Safety) from the electrician. This provides assurance that installations are safe and gives organisers documented evidence for Council, insurers and regulators as required.

For smaller events where existing site power is used, plugging in standard appliances (for example, an amplifier, laptop or PA system) may be acceptable, provided the equipment is tested and tagged and the available supply is not overloaded.

Lighting plan

Ensure your event has sufficient and safe lighting in key areas:

• event entry/exit points
• pedestrian walkways and key routes
• toilets, bins and first aid locations
• stage and audience areas
• emergency exits and assembly points.

At a minimum, make sure:

• lighting is functional before dark
• lighting is weatherproof, stable and non-obstructive (to avoid glare hazards)
• you have backup lighting for large or critical events.

If your event runs into the evening or early morning, you must provide a detailed lighting plan and mark the locations on your site plan.

If your event involves the use of gas for cooking, heating or anything else, follow safety procedures to prevent accidents or emergencies. Gas leaks, fires or explosions cause serious harm to people, property and the environment. You should read and understand Energy Safe Victoria’s Code of Practice for the safe use of LPGas at public events in Victoria.

Gas equipment and appliances

• All gas-powered equipment (including stoves, heaters and grills) must be certified by a licensed gas fitter and comply with Australian Standards (AS/NZS 5601 for gas installations). Regularly inspect and service gas appliances.
• Fully train all staff and contractors using gas-powered equipment on how to operate it safely. Provide instructions on lighting, operation and emergency shutdown procedures.

Prevent gas leaks

• Before the event, and during the event if necessary, test for leaks on all gas connections. You can use a soapy water solution to check for bubbles or use a commercially available leak detection product.
• Make sure gas shutoff valves are accessible and operational at all times. Label them clearly and make sure they're easy to locate in case of an emergency.

Safe storage

Designate a specific area for gas cylinders and equipment where there's no risk of physical impact (such as in walkways or crowded areas). Secure it and mark the area clearly. 

• Store gas cylinders:
  • in a well-ventilated, upright position
  • at least 3m away from open flames, ignition sources or flammable materials
  • away from areas where the temperature exceeds 50°C or in direct sunlight
  • secured with safety chains, cages or brackets so they don't fall over.
• Before the event, inspect gas cylinders for signs of damage, corrosion or leaks. Only use cylinders that are in good condition and have been tested and tagged by a licensed professional.
• When transporting gas cylinders make sure they're upright and properly secured.

Ventilation and exhausts

• Gas-powered appliances need proper ventilation to avoid dangerous gases like carbon monoxide building up.
  • For outdoor events, set up gas appliances in areas with natural airflow.
  • For indoor events, use proper extraction fans or ventilation systems.
• Appliances like generators, heaters and cooking equipment need to have exhaust hoses in good condition and correctly installed to direct gases away from the event site. This is especially important for food stalls or kitchen areas.

Emergency procedures

• Prepare an evacuation plan and make sure staff, volunteers and contractors are familiar with it in case of a gas leak or related emergency.
• Provide appropriate fire extinguishers for areas where gas is used (for example, foam or dry powder extinguishers for cooking equipment). They need to be easily accessible, clearly marked and regularly checked.
• Make sure First Aiders are trained to respond to gas-related emergencies including gas inhalation, burns or injuries from equipment failure.

Workplace health and safety compliance

• Check that contractors and vendors using gas-powered equipment hold the necessary WorkCover insurance. All equipment must meet local health and safety regulations and relevant certification must be provided before the event.
• All gas installations, modifications or repairs must be carried out by a licensed gas fitter. This includes setting up or maintaining gas appliances, pipes and connections.
• Contractors using gas equipment must provide a Risk Assessment and Safe Work Method Statement (SWMS) to identify and manage any potential hazards. Find out more about SWMS using the SWMS interactive guidance tool.

Gas safety signage

• Clearly label gas cylinders, appliances and storage areas with signs indicating the presence of gas and instructions on emergency procedures (for example, 'Gas Cylinder Storage Area – No Smoking').
• Display clear operating instructions for gas appliances or equipment including lighting procedures, safety precautions and emergency shut-off instructions.

Post-event considerations

• Safely store or dispose of empty or unused gas cylinders after the event in line with local regulations.
• Conduct a post-event inspection to check that gas-related equipment and cylinders are properly secured and that no hazardous conditions remain on-site.

Event noise can impact nearby residents, businesses or the environment. 

Noise limits are governed by the Environmental Protection Authority (EPA) Victoria under the State Environment Protection Policy (SEPP N-2). These regulations outline permissible noise levels and timeframes for outdoor sound:

• Monday to Thursday: up to 5 hours of amplified sound between 9 am and 10 pm
• Friday and Saturday: up to 10 hours of amplified sound between 10 am and 11 pm
• Sunday: up to 10 hours of amplified sound between 10 am and 10 pm.

The maximum permitted volume is 65 dB(A), as measured inside the nearest residential or commercial property. If your event will exceed these limits or take place during sensitive times, you may need to apply for an exemption or approval from the EPA.

Measure noise levels

• Use a qualified acoustic consultant or a calibrated sound level meter to monitor noise during the event.
• Record readings at agreed monitoring points to demonstrate compliance.
• Include clear procedures in your plan for adjusting sound levels if limits are exceeded.

Communicate with the community 

• Notify nearby residents and businesses in advance about event dates, times and expected noise.
• Provide a community contact (for example a hotline or dedicated email address) for complaints or concerns during the event.
• Respond quickly to community feedback to minimise escalation to council or EPA.

Develop a Noise Management Plan (NMP)

You'll need a NMP if your event includes (noting, this list is not exhaustive):

• amplified music or announcements
• mechanical equipment
• mobile vendors
• large crowds
• fireworks or pyrotechnics.

Download a Noise Management Plan template

A well-structured NMP ensures that your event complies with state regulations like the Environment Protection Act 2017 (Vic) and the EPA Noise Regulations 2021 as well as any local council requirements. We (Council) may impose additional permit conditions.

What to include

• Assessment of impact. Identify which groups may be affected (for example local residents, businesses, wildlife). Consider the proximity of your event to residential zones, schools, hospitals or sensitive environments. Proactively assess how noise may impact these groups and take steps to minimise disturbances.
• Site layout. Mark the location and direction of all speakers on your site plan. Where possible, direct sound away from residences (toward open spaces or water) to reduce noise disturbance to nearby areas.
• Sound testing schedule. List specific times for sound testing and performances. Include these times in your event build-up schedule and ensure that sound tests are completed before the event opens to the public. This allows time for any necessary adjustments.
• Sound level monitoring. Engage a qualified noise consultant to monitor sound levels during both soundchecks and live event operations. Regularly monitor and document decibel levels to ensure they stay within the allowable limits.
• Real-time adjustments. Nominate a contact person (usually the sound engineer or site manager) to monitor noise levels during the event. They should respond promptly to noise complaints or any instructions from Council or EPA officers to make immediate adjustments if needed.
• Post-event reporting. Some events may be required to submit a post-event noise report to Council. This report should document noise levels, any incidents, and how effectively noise was managed.

Tips for effective noise management

• Consider using directional speakers and sound baffling to help focus sound where it's needed and reduce impact on nearby residents and businesses.
• Proactively notify residents and local businesses about the event, especially if there will be amplified sound. This helps to manage expectations and reduce the likelihood of complaints.
• Put a system in place for receiving and addressing noise-related complaints during the event. Having a designated noise contact person available allows for quick resolution of any issues that arise.

Marquees and tents are useful for providing shelter and spaces for activities and food/drink stalls, provided their installation and use meet safety standards.

Planning and permits

• Determine a suitable location for a marquee on your site. The ground should be flat, clear of obstacles and free from hazards (for example, underground utilities).
• Depending on its size and location, you may need to apply for a permit to install a marquee.

Structural integrity

• Get a marquee from a reputable supplier. It should be tested and certified to meet relevant Australian Standards and be in good condition (no signs of damage, wear or weakened joints).
• Consider anchoring and stability.
  • Marquees must be anchored securely to the ground so they don't move in strong winds.
  • We don't permit marquees to be pegged into the ground. Use alternative anchoring methods such as concrete weights, water weights or sandbags.
  • Anchoring methods should match the structure size, surface and expected weather conditions. Use additional weights where there is any doubt.
  • Refer to the Hire And Rental Association's Weighting Guide as a general guide but always confirm the minimum requirements with your marquee supplier.
• Know the wind speed limits.
  • Check the manufacturer’s specifications for the wind speed rating of the marquee.
  • If forecast wind speeds are likely to exceed this rating, you must postpone or cancel the event, or secure further safety measures (for example remove side walls, install windbreaks or reinforce with extra weights).
• Get engineering certification (major events/large structures).
  • For major events, or where large temporary structures are used (for example big tops, stages or tiered seating), you may need to engage a qualified structural engineer to inspect and certify the installation before the event.
  • Certification should confirm that the structure is installed according to manufacturer’s specifications and is safe for use under expected conditions.
• Make sure the marquee is weatherproof with secure seams and proper covering.

Fire safety

• The marquee must be made from fire-resistant materials.
• Provide adequate fire extinguishers within the marquee, especially if it is being used for cooking or heating purposes. Regularly check them and make sure they're easy to access.
• Clearly mark fire exits and always keep them clear. Fire exit routes should be direct, unobstructed and easy for people to use.

Entry and exit

• The entrance and exit to the marquee should be wide enough to accommodate wheelchairs and prams. Avoid steps.
• Place clear, visible signage to show the entry and exit points, particularly in case of emergency evacuation.

Lighting

• Position lighting to illuminate dark areas that could otherwise become tripping hazards.
• Use weatherproof, stable lighting that won’t be affected by wind or rain.
• Secure lighting fixtures so they don't get knocked over or cause hazards.

Ventilation

• Avoid having an overheated, stuffy marquee by providing enough airflow (through side walls, windows or air conditioning).
• If gas-powered heaters or stoves are used inside the marquee, make sure there's proper ventilation to prevent carbon monoxide build-up. See more under Gas safety.

Emergency planning

• Keep an eye on weather conditions leading up to and during the event. High winds or heavy rain can affect the safety of the marquee and the people inside.
• Your site plan should identify routes for ambulances and emergency responders to get to the marquee.
• Have an Evacuation Plan that shows clear exit points. Brief staff on how to evacuate attendees in an orderly and safe manner. 

Temporary structures and additional features

If you're putting furniture in the marquee, it should be sturdy and well-secured to avoid tipping.

Flooring must be non-slip and stable. 

Electrical cables and equipment should be managed to prevent tripping hazards. Power sources must be securely installed and generators should be located away from the marquee, if possible.

Compliance and responsibility

Contractors

We recommend you engage a reputable supplier or contractor to install multiple marquees, or any marquee larger than 3m x 3m. Professional installation guarantees compliance with safety standards and correct anchoring. Make sure you obtain their Certificate of Compliance.

BYO marquees

For smaller ‘bring your own’ (BYO) marquees (typically 3m x 3m or smaller), check that it:

• in good condition and free from damage
• is anchored with the manufacturer’s recommended minimum weights per leg (noting that it's not permitted to peg marquees into the ground)
• is only used in weather conditions within the manufacturer’s specified limits.

Due diligence

• Check all marquees before the event to confirm they comply with safety requirements.
• For larger structures or higher-risk events, you may need to coordinate with Council or independent engineers to verify compliance.
• Even when marquees are supplied or brought in by vendors, stallholders or attendees, the event organiser is responsible for ensuring all structures on site are safe, compliant and secured in line with Council requirements.
• Confirm your event insurance policy covers temporary structures, including marquees.

If your event includes food vendors or catering, you're responsible for managing their safe participation in compliance with relevant regulations. 

Before confirming your food vendors, take these steps:

1. Work with your Event Concierge to determine how many and what types of food vendors can be accommodated at your event site based on available space, utilities and safety requirements, as well as the applicable mobile food fees.
2. Ask vendors to submit an Expression of Interest that includes:
   1. current Food Registration Certificate (required for all food businesses)
   2. menu and type of food they'll offer (for example, pre-packaged, cooked on-site)
   3. dimensions and structure of their setup (for example, food van, marquee, cart)
   4. their requirements for utilities including power, water and waste disposal.
3. Check that food stalls and vendors, whether selling or sampling, are registered with Food Trader (an online platform used by local councils in Victoria to manage food safety compliance) and have submitted the necessary food safety details. 

Utilities and services

As the event organiser, you're responsible for providing these utilities and services for food vendors:

• Power. Identify where on-site power is available and match it to vendor requirements. If necessary, arrange for additional power sources like generators and distribution boards.
• Water. Provide access to potable (drinkable) water for food vendors. Mark potable and non-potable outlets clearly.
• Gas. If vendors use LPG for cooking or heating, ensure that the appropriate gas safety measures are in place. Visit our Gas safety page for details.
• Waste management. Ensure your Waste Plan and Toilets Plan includes vendor-generated waste, particularly for organic materials, oil and other waste types that require special disposal.

We strongly recommend that you appoint a Food Safety Supervisor to oversee vendor operations, coordinate power and water access and ensure food safety measures are adhered to during the event.

Food vendor site plan requirements

For each food vendor setup, your site plan should clearly show locations of:

• Power source and cabling. Indicate where power will be supplied, along with cabling routes and any necessary safety precautions.
• Cool rooms or fridges to store food at the correct temperature to meet food safety standards.
• Fire extinguishers and fire blankets. Vendors must have fire safety equipment based on the nature of their food preparation and cooking methods.
• Waste bins and oil disposal.
• Gas bottles and generators.
• Hand washing and dishwashing stations. These should be separate from toilet facilities and easily accessible to vendors.
• Cooktops, ovens or bain-maries.
• Barriers between hot equipment and public areas.

Key points for food management

• Food safety training 
  Food vendors should provide proof that their staff have completed appropriate food safety training. Some vendors may need to complete a food safety course if they haven't already, particularly for those handling perishable or high-risk food items.
• Insurance 
  Before the event date, food vendors must provide proof of Public Liability Insurance to show that they are covered for food safety and any incidents that may arise during the event.
• Food sampling guidelines
  Vendors must follow proper safety protocols for food handling and storage if they will be offering free samples or tastings. Include food sampling guidelines in your Risk Management Plan.
• Health and safety compliance 
  Vendors must follow proper food handling, storage and waste disposal practices and have a clean workspace to prevent cross-contamination. 

Sustainability requirements

Vendors should use compostable or recyclable packaging and avoid single-use plastics.

Event organisers should provide appropriate waste streams (for example, composting and recycling bins) to support vendors in managing waste responsibly.

Providing access to clean drinking water is essential, particularly for outdoor or large-scale events, physical activities and during warm weather. 

Drinking water requirements

As the event organiser, you are required to:

• provide access to free, potable (drinkable) water for attendees throughout the event
• clearly signpost drinking water locations so they are easy to find
• ensure water is available near key areas like food stalls, licensed areas and activity zones to encourage regular hydration.

Recommended minimum provision

We recommend at least 1 water station per 500 attendees for adequate hydration. Put in more stations than that if the event involves physical activity, occurs during hot weather or runs for extended hours.

Types of drinking water setups

Depending on the size and nature of your event you can choose various options.

• Permanent taps or bubblers (for example, in parks or venues).
• Temporary water stations (for example, hired hydration units or refill stations).
• Water tankers for larger events or events in remote locations where permanent water sources aren’t available.

Encourage reusable water bottles

Encouraging attendees to bring their own reusable water bottles reduces waste and minimises reliance on bottled water.

Include messaging about free drinking water in your promotional communications ahead of the event, for example, ‘Free water refill stations will be available. Please bring your reusable bottle’. This encourages attendees to bring reusable bottles and reassures them that hydration has been planned for. 

Provide convenient refill stations to support this initiative on-site and ideally locate these near food and beverage zones.

Discourage vendors from selling bottled water. If they do, they must:

• offer recycling bins nearby
• avoid single-use plastics where possible, using eco-friendly alternatives.

Water supply for vendors

If you are providing access to water for food vendors, stalls or coffee carts, you must:

• map tap locations on your site plan to ensure vendors have easy access
• include hose distances and connections to ensure adequate water flow for vendor needs
• ensure backflow prevention devices are in place to maintain water safety and quality
• provide clear access for refilling during the event.

Water conservation and sustainability

• Encourage responsible water use by reminding attendees to drink responsibly and avoid waste. Place signage around water stations to encourage this and to provide tips on water-saving practices.
• Promote reusable hydration systems over bottled water, where possible. Consider offering branded reusable water bottles or cups, that can be purchased and used for refills throughout the event.
• Work with local water suppliers to ensure that water is sourced sustainably and does not cause environmental damage.

Accessibility considerations

Make water stations accessible to people with disability by:

• having low-level water fountains or refill stations
• placing them on even ground
• providing clear paths for people with mobility devices.

Considerations for water shortages or emergencies

• Contact us (or the site owner) early to find out if there is reliable access to water onsite. Not all sites have infrastructure (such as taps or mains access) and some connections may require permits, additional equipment or water testing. 
• Make sure you have enough water storage capacity, particularly for larger events.
• Organise backup water stations or water tankers to accommodate higher-than-expected demand or issues with primary water sources.
• Consider how attendees and vendors will get access to clean drinking water in an emergency and document this in your Emergency Plan. 

If your event includes selling or serving alcohol, you must comply with the Liquor Control Reform Act 1998 and relevant Council conditions.

You'll also need to obtain 2 separate approvals:

• An event permit issued by us that allows alcohol to be sold or served as part of your event. Apply for an event permit **********LINK***********
• A liquor licence (type 1 or 2) issued by Liquor Control Victoria. The vendors who will actually be selling or serving the alcohol should apply for this at least 8 weeks before the event (12 weeks for major events).

Liquor Management Plan

Include these elements in your Liquor Management Plan:

• Briefly describe your event and the audience to help determine the appropriate level of liquor management and risk assessment.
• Include a site plan that shows where alcohol will be sold or served, as well as designated entry points for alcohol consumption.
• All staff serving alcohol must hold a Responsible Service of Alcohol (RSA) certificate. Ensure staff are trained and briefed on responsible alcohol service practices.
• Clearly define the types of alcohol that will be sold or served, including alcohol strength, packaging (for example, no glass bottles), and any restrictions on alcohol (for example, no alcohol above a certain ABV).
• List the hours when alcohol will be served, along with the pricing structure. Alcohol should not be served past the designated closing time.
• Specify the roles of security personnel including crowd control, handling intoxicated patrons and managing exits.
• Implement a wristband system or ID checks at entry points to ensure that only patrons of legal drinking age are served alcohol. Clearly outline the process for checking IDs and issuing wristbands.
• Establish clear strategies for handling disruptive or intoxicated individuals, including de-escalation tactics and procedures for removing individuals if necessary.
• Develop a plan to ensure the safe departure of patrons, especially at closing time. Consider providing transport options such as taxis, ridesharing or shuttle buses.
• Define the maximum number of patrons allowed in alcohol-serving areas. Mark off areas where alcohol can be consumed using clear, visible fencing or boundaries (redline areas).

Signage

You must display clear signage near and in alcohol-related areas.

• Have signs visible at the entry, exit and throughout the area to show that alcohol is served and consumed here.
• Display Responsible Service of Alcohol (RSA) signs near alcohol-serving areas to remind patrons to drink responsibly.
• Place signs at entry points to alcohol-serving areas to inform patrons that ID checks will be performed and that only RSA-certified staff will serve alcohol.
• Clearly mark any alcohol-free zones so attendees know where alcohol consumption is not permitted.
• Display sign indicating the maximum capacity for alcohol-serving areas to help ensure compliance with safety regulations.
• Near alcohol-serving areas, display the hours when alcohol will be served and when service will stop.
• Make sure emergency exit signage is clearly visible near alcohol-serving areas and complies with fire safety regulations.
• Put signs near bins for bottles and cans to encourage responsible disposal.
• It's recommended to use signs that are weatherproof and easy to read. If your event runs into the evening, ensure that the signage is well-lit.

You need to provide toilet and handwashing facilities for all attendees, workers, contractors, volunteers and participants at your event. Council does not provide portable toilet facilities so it is the event organiser's responsibility to hire them.

Factors to consider

The number and type of facilities you need depends on several factors:

• Larger crowds need more toilets and handwashing stations.
• Longer events need more frequent access to toilets.
• Toilets should be allocated to accommodate the gender ratio of attendees.
• Alcohol can increase the frequency of toilet visits because of its diuretic effect,.
• Facilities should cater to attendees with varying needs, including those with mobility issues and families with small children.

Toilet requirements (without alcohol)

Toilet requirements (with alcohol)

Adjusting the numbers for event duration

Accessible toilets

Toilets must cater for people with disability. Accessible, portable toilets must be:

• positioned on a flat, firm surface with sufficient circulation space
• located near accessible paths and parking
• clearly signed, with visibility at night
• available for the duration of the event. 

Baby changing facilities and hygiene stations must also be available in toilets, especially in family-friendly areas.

Other considerations

• Toilets must be cleaned and serviced regularly throughout the event. Assign dedicated staff to monitor toilet cleanliness.
• Toilets should be well-lit.
• Use clear signage to direct people to the toilets and include this on the site plan.
• Dispose of greywater (from washing or waste management systems) according to EPA guidelines.
• Make sure waste is promptly removed from toilets and be prepared to remove larger quantities during high-traffic periods.
• Consider designing a queue management system for toilets in high-traffic areas.
• Allocate separate toilet facilities for staff and volunteers behind the scenes.
• Make gender-neutral and inclusive toilets available in addition to gendered toilets.
• Update signage during the event if the toilet locations change or if toilets become temporarily unavailable.
• Increase the number of available toilets in hot weather, especially near food or drink areas. 

Clear, visible signage is critical for making an event that's safe, accessible and easy to navigate for all attendees, staff and contractors. 

Signage requirements

At a minimum, your event should include signage for:

• Entry and exit points including public entrances, staff/crew access and emergency exits.
• Emergency assembly areas clearly marked with the appropriate symbol and be visible from multiple directions.
• Toilets with signs for accessible toilets and baby change facilities.
• First Aid station with a cross symbol and directional signs where needed
• Information point if your event has a central help or information hub.
• Lost children
• Food and drink areas
• Licensed areas to show where alcohol is served or consumed. Also include signs for:
  • No BYO alcohol
  • Responsible Service of Alcohol
  • Age restrictions for entry (for example, 18+ areas).

Depending on your event’s nature and complexity, you may also need signs for:

• Parking and transport: Shuttle bus locations, disabled parking, bike racks, ride share drop-offs.
• No entry/Restricted access: For back-of-house, staff-only or dangerous areas.
• Hazards or site safety warnings: Trip hazards, uneven ground, low clearance, fire bans and so on.
• Public health signage: According to current Government health directives.
• Waste and recycling: Clear labelling of general waste, recycling and compost bins.
• Smoking/Vaping rules: Including ‘Smoke-free zone’ signs.

Design and placement tips

• Use large, high-contrast fonts and symbols.
• Position signs at eye level and in well-lit areas.
• Include braille or tactile signage where required by accessibility standards.
• Use multilingual signage or universal symbols for diverse audiences.
• Ensure temporary signage is weatherproof and securely fastened.
• Where possible, use signage that can be re-used for future events or recycled after use to reduce waste.

City of Boroondara requirements

Some signage (for example, directional or promotional signs on roadsides or public spaces) may require our pre-approval. Talk to your Event Concierge.

Pyrotechnics and fireworks can be an exciting feature of an event but they carry risks and must be strictly controlled to protect the public, staff, contractors, animals and surrounding property.

Before the event

If you plan to include pyrotechnics or fireworks in your event, you must follow legal and safety requirements set out by WorkSafe Victoria and City of Boroondara. Before your event, submit the following:

• A copy of the licensed pyrotechnician’s WorkSafe Operator Licence
• A notification to discharge fireworks, submitted to WorkSafe Victoria (at least 7 days before the event)
• A copy of the pyrotechnician’s Public Liability Insurance (minimum $20m)
• A detailed Risk Assessment and Emergency Management Plan covering:
  • fallout zones and exclusion areas
  • crowd management and barrier controls
  • fire safety equipment and trained fire spotters
  • communication protocols with security, event organisers and emergency services
• Evidence that local emergency services (Fire Rescue Victoria, Police, Ambulance Victoria) have been notified.
• A draft letter to notify surrounding residents and businesses about the fireworks display. We need to approve the letter and you need to distribute it at least 2 weeks before the event. We will advise the appropriate notification zone based on the location and size of the display.

Other considerations

• Fireworks and pyrotechnics are not permitted during a Total Fire Ban unless you have a valid CFA Section 40 permit.
• Consider the proximity of residential areas, animals and livestock and put in place mitigation strategies where appropriate.
• You may need to adjust the time or type of pyrotechnics to manage noise impacts.
• Keep public viewing areas at a safely distance.
• Clearly mark and secure fallout zones.
• Have clear signage, public announcements (if appropriate) and staff briefings on the fireworks display and emergency procedures.

After the display

• The pyrotechnics provider should safely collect and remove all debris.
• Inspect the site for any unexploded devices or fire risks before reopening to the public.

Due diligence when engaging contractors

While the pyrotechnician is responsible for safely conducting the display, you, as the organiser, are responsible for showing due diligence in selecting and monitoring them. Failure to do so can leave you legally and financially liable if something goes wrong.

As the event organiser, it's your responsibility to:

• Engage only reputable and licensed suppliers. You must sight and verify that the pyrotechnician holds a valid WorkSafe Operator Licence and that the business is appropriately insured. Don't accept proposals from unlicensed operators. 
• Check their documentation is current and valid. Ensure insurance, licences and risk assessments are current and specific to your event. Don't accept generic paperwork.
• Confirm experience and reputation. Only engage pyrotechnicians who have demonstrable experience with the type and scale of display you are planning. Ask for references, past event examples or Council approvals from other displays.
• Keep copies of all licences, certificates, notifications and approvals.

Events held outdoors must consider Victoria’s fire danger ratings and total fire ban declarations, especially during the fire season (usually October to April). These restrictions are in place to protect lives, property and the environment.

Fire Danger Ratings (FDR)

The FDR tells you how dangerous a fire could be if one started. The Australian FDR system has 4 levels:

• Moderate – Plan and prepare
• High – Be ready to act
• Extreme – Take action now to protect life and property
• Catastrophic – For your survival, leave bushfire risk areas.

As the rating increases, so does the risk to your event. In the leadup to your event, you must monitor the FDR daily on the CFA website or VicEmergency app.

Total Fire Ban days (TFB)

On TFB days, strict restrictions apply to activities involving flame or heat, including:

• pyrotechnics or fireworks
• open fires (campfires, barbecues using solid fuel)
• outdoor cooking using gas or LPG (only permitted if strict safety controls are in place)
• use of machinery or equipment that may cause sparks
• welding or grinding outdoors.

If your event involves any of these activities, you must:

• cease them on TFB days, unless you've received a CFA Section 40 Permit (see below)
• have fire extinguishers and trained staff on hand for high-risk areas
• ensure that emergency access is clear, particularly for fire appliances
• liaise with the CFA/Fire Rescue Victoria about your event plans and any permit requirements.

Event planning responsibilities

As an event organiser, you are responsible for:

• checking the Fire Danger Rating and Total Fire Ban status each day in the lead-up to your event
• having contingency plans in place (for example, cancelling high-risk activities)
• clearly communicating fire safety protocols to staff, contractors and vendors
• including fire risk in your Risk Assessment and Emergency Management Plan.

CFA permits

A Section 40 Permit may allow certain flame-based activities on TFB days, but strict conditions apply. Learn about TFB permits on the CFA website.

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. 

Working at heights is one of the highest-risk activities in event setup and delivery. 

If your event involves any work where someone could fall from one level to another – such as setting up lighting, rigging, marquees, staging or signage – appropriate safety controls must be in place.

What is working at heights?

In Victoria, working at heights generally means any work where there is a risk of falling from one level to another, typically 2 metres or higher. However, even lower-level falls (from trucks, steps, stages or small platforms) can cause serious injury and must be assessed.

Common event examples

• Installing lighting or audio equipment on trusses or scaffolding
• Assembling stages, marquees, or temporary structures
• Hanging banners or decorations
• Accessing roofs or high platforms
• Working from elevated work platforms (EWPs) or scissor lifts.

Minimum safety requirements

Event organisers must ensure:

• a Safe Work Method Statement (SWMS) is developed for all work at heights
• trained and competent personnel are engaged to carry out high-risk tasks
• appropriate fall protection equipment is used (for example, harnesses, guardrails)
• Elevated Work Platforms (EWP) are operated only by licensed workers
• all equipment used (for example ladders, harnesses, scaffold) is fit-for-purpose and regularly inspected.

Event organiser responsibilities

You are responsible for:

• ensuring all contractors and staff understand the risks of working at height
• checking that safety documentation and licences are in place
• providing adequate time in the event schedule for work to be done safely (for example, not rushing bump-in)
• monitoring compliance on-site – unsafe work must be stopped immediately.

Contractor management tip

Ask your contractors to:

• provide evidence of relevant high-risk work licences or EWP training
• supply a task-specific SWMS that reflects the actual conditions of your event site
• identify all activities that may involve working at height in their risk assessment.

Drones

Drones can be used for filming, photography or media opportunities but must be operated in compliance with all relevant regulations and safety guidelines.

If drones are to be used at your event, you must ensure that:

• Approval: Obtain any necessary approvals or permits for drone usage from the Civil Aviation Safety Authority (CASA) or any relevant aviation authority.
• Safety: Ensure that drones are operated in safe areas away from crowds, and that operators follow strict safety protocols. Drones must not fly over attendees or in areas that pose a risk to people or property.
• Insurance: Ensure the drone operator holds appropriate insurance for both liability and property damage, including coverage for accidents involving third parties.
• Operator credentials: Only qualified and licensed drone operators should be allowed to operate drones at your event. Operators must hold a valid Remote Pilot Licence (RePL) as per CASA requirements.
• Risk Assessment: A risk assessment should be conducted to identify potential hazards associated with drone usage and to implement control measures, such as no-fly zones and emergency protocols for drone malfunction.
• Drone-free zones: Define and clearly mark any drone-free zones within the event site, particularly around sensitive or high-risk areas like stages or crowd-controlled spaces.

Events which children are expected to attend must adhere to child safety standards. Compliance with the Victorian Child Safe Standards is a legal requirement in Victoria. 

These are not optional guidelines. Event organisers have a duty of care to ensure children are protected from harm. Failure to comply may result in regulatory action and liability.

Key considerations for child safety

• Victorian Child Safe Standards. The City of Boroondara complies with the Victorian Child Safe Standards, which provide a framework for organisations to create safe environments for children. Event organisers are strongly encouraged to use these Standards as guiding principles when planning and delivering events.
• Child Protection policies. Ensure your event has policies in place to safeguard children and respond to any concerns regarding their safety. These policies should be communicated to staff, volunteers and contractors.
• Working with Children Checks (WCC). Any personnel interacting with children (including volunteers, entertainers, and contractors) must hold a valid WWCC. Organisers are responsible for checking compliance with state law. Learn about Working with Children Checks.
• Role designation and escalation. Clearly define roles, escalation points, and key contacts for child safety. For example, appoint a nominated Child Safety Officer or designate a specific staff member (for example, ‘Janet is the contact if a child safety incident occurs’).
• Safe child-to-adult ratios. For events involving children, maintain appropriate ratios of adults to children. Ratios should be based on the age group and the type of activity being offered.
• Develop clear procedures for managing lost children. This should include:
  • a designated safe area (well-marked and staffed)
  • trained staff or volunteers to support the child
  • a secure process for reuniting children with their guardians.
• Design the event site for child safety. Consider:
  • placement of children’s activity areas away from traffic, water hazards, or areas serving alcohol
  • barriers and clear boundaries around children’s zones
  • provision of shade, weather protection, and seating suitable for families.
• Activity supervision. All child-focused activities (rides, workshops, performances) must be properly supervised by trained staff or volunteers. Ensure the activities are safe, age-appropriate and inclusive.
• Child-friendly spaces. Where applicable, provide areas for children and families that include age-appropriate entertainment, breastfeeding spaces and baby-change facilities.
• Photography and filming consent. If children may be photographed or filmed at your event, you must:
  • display signage informing attendees that photography/filming is taking place
  • obtain signed parental/guardian consent before using or publishing identifiable images of children
  • ensure images are stored and used in line with privacy obligations.

Download a Child Safety Plan template

Your event plan must include a clear and documented process, such as the steps outlined here, for responding to lost or missing persons. 

Before the event

• Nominate a central point for lost persons (for example, the First Aid post, Info tent or Event Operations Centre).
• Brief staff and volunteers during induction or before the event on the lost child procedure.
• Display signage at key areas showing where lost children should be taken or reported.

Download a Vulnerable Persons/Child Safety Plan template

During the event

• If a child is found without a parent or guardian, the child should be taken to the nominated Lost Child Point by a uniformed or clearly identified staff member with appropriate credentials.
• Two responsible adults should always remain with the child. Never leave a child alone or in the care of a single adult.
• Do not announce the child’s name over a PA system. Instead, announce a generic message for the parent/guardian to attend the Lost Child Point.
• Ask the child for any identifying information, such as their name, guardian’s name or phone number and document on a lost persons checklist form. Don't share this information publicly.
• If the child is not collected within a reasonable time or appears distressed, inform event security and/or the Victoria Police immediately. Note: If not located within 20 to 30 minutes or if person is particularly vulnerable, call emergency services.

If a child Is reported missing

• Record the child’s name, age, physical description, last known location and any other helpful details.
• Notify all relevant event personnel immediately, including security, crowd managers and the Operations Centre.
• Monitor entrances/exits and advise security or police if the child is believed to have left the site.
• Maintain clear communication with the reporting guardian throughout the search process.

Download a Lost Found Person checklist template

After the incident

• Document the incident using the event’s incident reporting procedure.
• Review procedures post-event to identify any improvements needed in child safety or communication processes.

You should consider the health and safety implications of smoking and vaping at events, particularly in public spaces and around vulnerable populations.

• Establish clearly marked smoking areas away from high-traffic areas, food vendors and entrances. Make these areas comfortable, properly ventilated and with appropriate disposal facilities for cigarette butts and other waste.
• Designate smoke-free zones in areas such as children’s zones, medical tents, food stalls and seating areas. Include signage clearly indicating non-smoking and vaping areas to protect non-smokers.
• Designate specific areas for vaping and isolate these from the public and those who may be affected by vapour. Note that while vaping may not have the same direct health concerns as smoking, it can still pose risks to vulnerable populations (such as asthma sufferers).
• Make the Smoking/Vaping policy clear through prominent signs around the event. Communicate the policy in pre-event communications (for example on the website, emails) and during the event (for example via event staff, PA announcements).
• Organise staff or volunteers to monitor smoking and vaping areas and enforce the designated smoking policies. Consider including these requirements in your code of conduct for vendors, staff and attendees.

Read more about smoke-free and vape-free areas at the Department of Health website.  

Amusement rides and inflatables are a popular attraction at many events. They require additional safety measures and compliance to make sure everyone who uses them is safe, particularly children.

Compliance 

• All amusement rides and inflatable structures must comply with relevant safety standards and regulations, including the WorkSafe Victoria regulations which mandate that amusement rides and inflatables are safe for public use.
• Inflatable or motorised rides must comply with Australian Standards (AS 3533) for amusement devices.
• Rides and inflatables must also meet engineering certification and be inspected regularly to ensure they are in good working condition.

Operator certification

• All rides and inflatables must be inspected by a qualified technician or operator before and after each use to cover structural integrity, electrical systems, anchoring and any other potential hazards. Suppliers are responsible for maintaining their equipment in accordance with manufacturer instructions and safety guidelines and for conducting regular safety checks during the event.
• We strongly encourage event organisers to engage a registered engineer, registered building practitioner or erector of prescribed structures to inspect and provide a certificate of compliance prior to operation. This goes beyond the supplier’s internal checks and provides independent assurance that the structure is safe. Our Outdoor Event Policy and Guidelines require this certification as a mandatory requirement for some structures. Organisers should plan for this and budget accordingly.

Inspection and maintenance

• All rides and inflatables must be inspected by a qualified technician or operator before and after each use to cover structural integrity, electrical systems (if applicable), anchoring and any other potential hazards.
• Look after equipment according to manufacturer instructions and safety guidelines.
• Conduct regular safety checks during the event.

Age and height restrictions

• Clearly define and communicate age and height restrictions for each ride or inflatable. This helps keep people safe by preventing individuals from using equipment that they are not suited for.
• Have staff at each ride/inflatable to enforce these restrictions and properly supervise participants.

Safety barriers and supervision

• Safety barriers should be installed around the perimeter of the ride or inflatable to keep attendees a safe distance from the moving parts, generators, electrical components or bounce areas.
• Ensure there are sufficient staff to monitor the ride, help manage queues, enforce safety rules and provide assistance in case of an emergency.

Emergency procedures

• Put clear emergency procedures in place in case of an accident or equipment failure.
• Train staff in basic first aid and evacuation procedures for the ride or inflatable in use.
• Place a first aid station nearby and clearly display emergency contact information for attendees and staff.

Weather considerations

• If the event is outdoors, always have a plan for how to manage amusement rides and inflatables in the event of adverse weather conditions like high winds, rain or lightning. Many inflatables, for example, can be dangerous in wet conditions and rides may need to be shut down during storms.
• Have protocols for suspending operations during bad weather and promptly inform attendees about these.

Insurance and liability

• The amusement ride or inflatable provider must carry appropriate Public Liability Insurance to cover accidents or injuries related to their equipment.
• The insurance should cover both participants and spectators in case of malfunction or operator error.

Location and space requirements

• Carefully consider the location of rides and inflatables so there's enough space for safe operation and movement of attendees. For example, inflatable structures should be placed on level ground with sufficient space around them for participants to enter and exit safely.
• Don't locate rides or inflatables in high-traffic or emergency evacuation routes. Make sure there are proper pathways in and out. 

Other considerations

• Use clear and visible signage to communicate safety guidelines, age/height restrictions and emergency procedures to attendees. Place these signs at the entrance to each ride or inflatable.
• Ensure your overall event insurance covers incidents related to amusement rides and inflatables. This is particularly important if there are third-party providers involved in the operation of these attractions.
• Where possible make rides and inflatables accessible to people with disability. This may include providing ramps for wheelchair users or training staff to assist attendees with disability.
• If you are hiring amusement rides or inflatables from a third-party provider, your contracts should clearly outline the vendor’s responsibilities including setup, maintenance, insurance and safety protocols.

If your event includes animals for entertainment, display, rides or promotional activities, you are legally and ethically responsible for their safety, welfare and proper management as well as the safety of attendees and staff.

You must confirm with us before you plan any activity involving animals. In most cases, we don't permit petting zoos and similar interactive animal attractions. 

In limited circumstances we may make exceptions with additional conditions attached, such as requiring higher levels of Public Liability Insurance, veterinary certification or enhanced hygiene and barrier controls.

If animals are approved for your event, you must:

• provide evidence of compliance with animal welfare legislation and codes of practice
• humanely house, transport and display animals
• maintain appropriate barriers between animals and the public
• provide hand-washing or sanitising facilities for attendees after animal contact
• give animals access to food, water, shade and rest
• prepare an emergency plan for animal-related incidents (for example escape, injury, illness or heat stress).

Common animal-related event activities

• Animal farms or petting zoos
• Pony or camel rides
• Wildlife displays
• Animal shows or exhibitions
• Dog-friendly community events
• Mascots or costumed animals.

Requirements and considerations

Animal welfare compliance

• All animal providers must comply with the Prevention of Cruelty to Animals Act 1986 and relevant Codes of Practice.
• Animals must have access to food, water, shade and shelter at all times.
• Transport and handling must be humane and minimise stress.

Provider documentation

You must provide us  with:

• name and contact details of the animal handler/provider
• Public Liability Insurance (minimum $20m cover)
• a documented animal welfare and handling plan
• relevant permits or licences (for example, wildlife or domestic animal exhibitor permits).

Supervision and safety

• Animals must be always supervised by experienced handlers.
• Clear signage should be displayed outlining safety instructions (for example, hand washing, do not feed).
• Physical barriers must be used to separate animals from public areas where necessary.

Hygiene and risk control

• Provide handwashing stations with soap and water near animal areas.
• Clean and remove animal waste regularly and dispose of it safely.
• Prevent contamination of food areas by locating animal enclosures well away from stalls or catering areas.

Noise, heat and crowd considerations

• Consider the potential stress of loud music, large crowds and hot weather on animals. Provide breaks and limit exposure times.
• Avoid scheduling animals for long periods without rest.

Prohibited practices

• The use of exotic or wild animals for entertainment is not permitted.
• Events must not encourage unsafe or unnatural animal behaviours (for example, forcing animals to perform tricks).

It's essential to manage your contractors – such as vendors, entertainers, suppliers and any other service providers working on your event – to make sure their services or equipment meet safety, quality and compliance standards. 

Before the event

• Make sure your contractors and service providers are qualified, experienced and compliant with relevant legislation and industry standards. This includes checking that they have the required insurance and licenses, where applicable.
• Put formal contracts in place that outline your individual contractors' roles, responsibilities, deliverables, payment terms, timelines and safety requirements. Clearly define the scope of work, expectations and deliverables.
• Give contractors an event-specific induction so they understand safety protocols, site-specific procedures and any particular risks related to the event. Also train them in emergency procedures.

Health and safety compliance

• Contractors must provide a Risk Assessment and Safe Work Method Statement (SWMS) for the tasks they will perform. This shows they are aware of the potential hazards and have a plan in place to manage them.
• Contractors must comply with relevant Workplace Health and Safety (WHS) regulations and have appropriate safety equipment, personal protective equipment (PPE) and procedures in place to safeguard themselves and others on-site.
• Contractors must adhere to safety standards during the event. Assign a site supervisor or safety officer to monitor their activities and intervene if necessary.

Insurance and licenses

• All contractors should carry sufficient Public Liability Insurance to cover any potential claims arising from their activities at your event. The minimum insurance cover is $20 million, depending on the scale and risk of the event.
• All contractors must have WorkCover insurance to protect themselves and their employees while working at the event. Confirm that the contractor’s WorkCover policy is up-to-date and that coverage applies for the scope of work being carried out. If they are a sole trader they may be exempt, but you will need this in writing from them.
• Check that contractors hold the required licenses or permits for the service they provide (such as selling food, operating rides, providing electrical services). For example, food vendors must be registered with Food Trader (or equivalent) and electrical contractors should be licensed to perform electrical work.

Contractor communication

• Establish and document the communication structure between event organisers and contractors. This should include:
  • assigning each contractor a primary point of contact within the event team (for example, Event Manager, Site Manager)
  • providing contractors with a full contact list, including escalation points for emergencies
  • using 2-way radios or a dedicated messaging channel (for example, WhatsApp, Slack, SMS group) for fast and reliable updates during bump-in, event delivery and bump-out.
• Keep contractors regularly informed of changes to schedules, layouts or procedures. Examples include:
  • holding a contractor induction session before bump-in to cover site rules, safety requirements and communication protocols
  • scheduling daily or pre-shift toolbox talks to confirm tasks, timelines and hazards
  • using site maps and briefing notes to convey access points, exclusion zones and emergency procedures
  • conducting check-ins with contractors throughout the event to monitor progress and resolve issues quickly.

Compliance with event policies

• Contractors must comply with the event’s site-specific rules, including load-in and load-out procedures, waste disposal, noise regulations and traffic management.
• If your event has sustainability goals, ensure that contractors understand and adhere to the event's environmental standards (for example, waste management, energy efficiency and sustainable practices).
• Contractors must follow the event’s health and safety standards, particularly those involving crowd control, emergency response and equipment safety.

Onsite management

• Contractors should only have access to the areas of the site they are working in. Make sure their work zones are clearly defined and they understand any restricted areas (for example, where public access is prohibited or where safety risks exist).
• Have contractors check in with the event team at the beginning and end of each working day. This ensures everyone is accounted for and any changes to the schedule or site are effectively communicated.
• Conduct random checks during the event to check that contractors comply with their safety and operational responsibilities, including using the right equipment, following safety procedures and wearing appropriate PPE.

After the event

• Contractors are responsible for cleaning up their work areas at the end of the event, including removing all equipment, waste and materials and returning the site to its original condition.
• Debrief with contractors to assess their performance, identify any issues and gather feedback for future events. This can improve the process for subsequent events and maintain a good relationship with your contractors.
• Contractors must report any incidents or accidents that occured during their work. Document these and take appropriate corrective actions where needed.

Termination of contractor agreement

• If a contractor is found to violate safety protocols or fail to meet contractual obligations, you should review their agreement and take appropriate action. In extreme cases this may involve removing them from the site and terminating their services.

Integrate sustainable practices into your event to minimise waste and resource consumption. 

Reducing the environmental impact of your event is a key part of planning. Refer to the Boroondara Climate Action Plan for guidance. This plan outlines our goals and strategies for sustainability including renewable energy, circular economy, water saving, biodiversity and resource use.

Strategies to reduce waste

• Ask attendees to bring their own reusable coffee cups, plates and cutlery to avoid disposables. Provide clear information in advance about your efforts.
• Eliminate disposal one-time-use items like condiment sachets, plastic-wrapped giveaways or coffee pods at your event.
• Install drinking fountains or hydration units to minimise bottled water use and encourage attendees to bring their own bottles.
• If using disposable cups, implement a system where cups or tokens can be returned or exchanged.
• Separate food waste from other bins so it can be composted instead of going to landfill.

Single-use plastic ban in Victoria

In line with Victoria’s regulations, single-use plastics are banned. This includes:

• plastic straws (except for those with disability or medical needs)
• plastic cutlery
• polystyrene food containers
• plastic plates and bowls
• plastic stirrers and cotton bud sticks.

Don't distribute or sell these items at your event or you may be fined.

Balloons

Balloons significantly contribute to environmental harm. They are non-biodegradable and can end up as litter in waterways and on land, posing a risk to wildlife. Avoid using balloons at your event. If you must, use only helium-free and biodegradable balloons. Adopt clear procedures for balloon disposal to minimise their environmental impact.

Waste sorting

• Set up clearly labelled bins for landfill, recycling and composting.
• Place bins in convenient, high-traffic locations (for example near food stalls, seating areas and exits).
• Clearly sign which bins are for different types of waste.
• Consider appointing bin attendants during peak periods to guide patrons on correct disposal and reduce contamination between waste streams.
• Partner with local green waste services to efficiently handle organic waste so that it's composted instead of going to landfill.
• Choose vendors who offer compostable or recyclable packaging to align with your sustainability goals.

Other sustainability tips

• Consider using LED lighting, solar-powered equipment and other energy-saving technologies to reduce your event's carbon footprint.
• For signs and decorations, choose materials that can be reused at future events to avoid waste.
• Avoid damaging grass, trees and water systems when you set up equipment.
• Return the site to its original or better condition after the event.

Download a Waste Management and Sustainability Plan template

Community engagement is a crucial part of the planning process for events that will impact residents, businesses or public spaces. Early and effective engagement with stakeholders helps build positive relationships, addresses their concerns and promotes smoother event execution.

Speak to your Event Concierge early in the planning process. We can discuss potential impacts on the community such as road closures, noise and parking arrangements and explore options for accessible parking to give equitable access to people with disability and mobility needs.

Practice effective engagement

• Depending on the scale of your event, we might require you to inform the local community. A letterbox drop or public notification plan helps residents and businesses in the area understand event details including dates, times, road closures and potential impacts. This gives people a chance to raise concerns in advance.
• Respect and acknowledge the cultural and religious needs of the local community. This includes adhering to Traditional Owner protocols and consulting with local Indigenous groups if your event is on or near traditional lands. It’s also important to consider other cultural or religious events that may overlap with your event’s timing or location.
• Provide clear and accessible contact details for any complaints or queries. Include contact details for both phone and email. Have a dedicated team member or event liaison who can respond promptly to any issues that arise.
• Address concerns quickly and professionally, both before and during the event. Listen to community feedback and make adjustments as needed to maintain goodwill. It's important that stakeholders feel heard and respected through the entire process.
• For large-scale events or those which will have significant local impact, consider holding a community meeting or stakeholder consultation beforehand. This gives an opportunity to present detailed information, answer questions and address concerns in person.
• Any changes to traffic flow, parking or road closures should be communicated clearly in advance. Provide alternative routes and parking options to minimise disruptions for local residents and businesses.
• Regularly update stakeholders about any changes in event planning, scheduling or logistics that may affect them. Transparent communication reduces misunderstandings and builds trust.
• Inform local stakeholders about the environmental measures you're taking to minimise waste, noise and potential damage to the local area. 
• Engage with local authorities like police, fire services and council departments to ensure compliance with local regulations and to gain their support for the event.
• Consider inviting local authorities to have an information stall or presence at the event (where appropriate) – this strengthens relationships and also provides valuable resources and visibility to the community, such as safety information, local services and recruitment initiatives.
• Be prepared for some negative feedback, especially in residential or business-heavy areas. Handling concerns professionally, showing empathy and providing solutions where possible will help maintain a positive relationship with the local community.
• After the event, follow up with local residents and businesses to gather feedback. This shows that you value their input and are committed to improving future events. Document this feedback for future reference.

Effective marketing is key to attracting attendees and ensuring your event is a success. Consider using a mix of these promotional strategies to maximize reach and engagement.

Online 

• Use social media platforms most relevant to your target audience to promote your event.
  • Whether it’s Facebook, Instagram or TikTok, make sure your content is suited to the platform’s strengths and the habits of your audience.
  • Use appropriate hashtags, engaging visuals and event countdowns to build excitement.
• List your event details on local 'What's on' websites like Eventbrite, Meetup and local council websites. List your event on our website.
• Use email marketing and social media to send out 'Save the Date' reminders well before your event. This helps build awareness early on and allows your audience to plan for the event.
  • Offering early bird tickets or special perks for early RSVPs can further encourage commitment.
• Create an email marketing campaign with clear calls to action such as ticket sales, RSVP confirmations or reminders.
  • Be sure to segment your audience (for example, previous attendees, local residents and so on) to personalise messaging.
• If possible, engage local influencers, bloggers or public figures to help promote your event. They can create buzz on social media and encourage their followers to attend.

Local 

• Promote your event in local newspapers, community newsletters and radio stations.
  • Reach out to journalists or community radio stations for coverage or interviews as well as ads.
  • Consider submitting a press release or event announcement for further exposure.
• Reach out to local schools, clubs, charities or other community organisations and invite them to promote or participate in your event. Local collaboration will broaden your audience and create a sense of local involvement and support.
• Partner with other local events, businesses or influencers to cross-promote. This can be especially effective if you’re hosting a recurring event because it creates a network of local supporters. By pooling marketing efforts, you’ll gain access to wider networks and increase event visibility.
• Distribute physical marketing materials at local shops, libraries, community centres and other high-traffic spaces.
  • Ask businesses or venues for permission before posting materials.
  • Flyers and posters should include essential event details and be visually appealing to grab attention.
• Consider encouraging the local community to get involved in promoting your event. This can be through user-generated content, event-specific hashtags or running a competition where attendees can win tickets by sharing the event on social media.

Recommended for large events

• For larger or high-profile events, or if you lack in-house marketing expertise, consider engaging a professional agency. Agencies can assist with branding, campaign strategy, media engagement and paid advertising, helping maximise reach and ensure consistent messaging.
• Create a dedicated event website or landing page where people can get all the information they need about the event, including location, time, schedule and ticketing. This is essential for larger events to build credibility and provide a central hub for your promotional materials.
• If you have event sponsors or partners, use their marketing channels to promote the event. Ask sponsors to share the event on their websites, social media pages or in email newsletters.

If your event is supported by City of Boroondara or you are using council-managed spaces, you must follow these guidelines and expectations related to promotion and branding.

Council support

We may offer event promotion through our website, social media, community newsletters or local media contacts. We may include your event in broader regional or city-wide promotions to further increase visibility.

Council support is typically conditional on meeting certain criteria. Check with us to see if your event qualifies for this support. 

Acknowledgement of Council support

If your event receives funding, in-kind support or resources from us, you must acknowledge this support appropriately in all event marketing materials, including:

• Digital media: Social media posts, email campaigns and event websites should include the City of Boroondara logo and any relevant acknowledgements.
• Printed materials: Flyers, posters and programs should feature the City of Boroondara logo and any required taglines or acknowledgements that we specify.
• Event signage: Signage at the event should acknowledge our contribution. This can be done through logo placement, sponsor banners or specific mentions in your branding materials.

Failure to appropriately acknowledge our support appropriately can lead to compliance issues or the withdrawal of funding.

City of Boroondara logo

• We have guidelines and a style guide on how to display City of Boroondara branding.
• The City of Boroondara logo must not be altered, stretched or used in a way that does not comply with our branding guidelines.
• You'll need to submit all uses of our logo to our review and approval before you go to print or publish. 

Event signage

All the signage at your event must be professional in appearance and compliant with our guidelines. 

Event signage should always:

• clearly communicate key event information, such as schedules, safety instructions and venue layouts and amenities, in a readable and accurate manner.
• be secured properly so it won't become a hazard to pedestrians or vehicles, or blow away in the wind.
• be inclusive and accessible for all attendees
  • Use large, high-contrast fonts that are easy to read at a distance.
  • Write in plain, simple language.
  • Place signs at heights that suit both standing adults and wheelchair users.
  • Add tactile or braille signage where required.
  • Add pictograms or universal symbols to help non-English speakers or those with low literacy.
• be visible at night or in low-light conditions.
• follow our rules on the type and placement of signage. For example, you may need a temporary permit to place some banners in public places.
• be in line aesthetically with event branding and our expectations. For example, you may be required to use specific fonts, colours or logos.

It's a legal requirement to factor accessibility and inclusivity into your event so that everybody has equal opportunity to participate. It's also best practice. By removing barriers and designing for everyone, you reach a broader audience, increase participation and enhance the experience for everybody.

Who benefits from accessible events

Everybody benefits, plus you open your event to people who might otherwise be unable to attend, including:

• people with disability
• older people
• carers
• families with prams or small children
• people from multicultural and non-English speaking backgrounds.

City of Boroondara demographics

• Around 32.5% of residents were born overseas
• Over 28.7% speak a language other than English at home
• Around 11.4% (20,500) of residents have disability
• Around 11.8% of residents identify as LGBTQIA+.

By embedding accessibility and inclusion from the start, you create events that are compliant, safer, financially smarter, better attended and more enjoyable for the whole community.

How to plan an inclusive event

Refer to our Accessible Events and Projects Guide which offers:

• an access and inclusion checklist
• best practice advice
• contacts for local support organisations.

We recommend you include all of the elements below in your event plan.

1. Accessible parking and drop-off areas. Place ample, clearly marked parking spaces and drop-off points close to the venue. Talk to your Event Concierge for help with this.
2. Step-free, wide paths. All paths, walkways and entrances should be:
   1. free of steps or stairs
   2. wide enough for wheelchair access
   3. safe for people with mobility aids or prams.
3. Accessible toilets. Provide a suitable number of accessible toilets throughout the event site. Place clear signage to mark their location.
4. Quiet zones. Designate areas where attendees with sensory sensitivities can take a break. Make the spaces calm and quiet, with low lighting if indoors and free from loud noises or flashing lights.
5. Clear signs. Use large, legible fonts and simple language on all event signage. Include universally recognised symbols where possible and give information about accessibility features.
6. Information in advance. Share access-related details with attendees ahead of time, including venue layouts, access routes and parking availability (for example, access maps or website updates).
7. Interpretation or translation services. Offer language translation or interpretation services (for example, sign language interpreters or multilingual materials) for non-English speakers or people with hearing impairments.

Creating a culturally safe and inclusive event involves respecting the Traditional Custodians of the land and providing a welcoming space for First Peoples, as well as people from all cultural backgrounds.

Acknowledgement of Traditional Owners

An Acknowledgement of Traditional Owners is a formal recognition of the Traditional Owners of the land on which your event is held. In Boroondara, the Traditional Owners are the Wurundjeri Woi-wurrung people.

You are encouraged to:

• include a spoken Acknowledgement of Traditional Owners at the start of your event
• include a written Acknowledgement of Traditional Owners on your signage, program or event website.

Example

We acknowledge the Traditional Owners of the land on which this event takes place, the Wurundjeri Woi-wurrung people, and pay our respects to Elders past and present. We recognise their ongoing connection to land, waters and culture.

Welcome to Country and Smoking Ceremony 

For larger events or culturally significant occasions, you may choose to arrange a Welcome to Country. This is conducted by an Elder or authorised representative of the Wurundjeri Woi-wurrung community. 

These ceremonies can include singing, traditional dancing, smoking ceremonies or speeches and is a powerful way to show respect and acknowledge the ongoing spiritual, physical and cultural connection of Wurundjeri Woi-wurrung people to their Country. 

A Smoking Ceremony may also be included alongside a Welcome to Country if it can be held in a suitable outdoor space. This is a traditional practice that uses smoke to cleanse and protect people and places, clear away bad spirits and promote wellbeing and positive energy. 

If you wish to organise a Welcome to Country and Smoking Ceremony, contact the Wurundjeri Woi-wurrung Cultural Heritage Aboriginal Corporation. Allow adequate time for booking and confirmation. An Elder or Wurundjeri representative will be allocated 7 days prior to your event date. 

Elders will bring all the materials they need to perform a ceremony – you do not need to supply anything for a Welcome to Country or Smoking Ceremony. Please ask the Elder or Wurundjeri representative when they arrive what title they prefer to be introduced by. 

• A Welcome to Country can take anywhere from 5 to 15 minutes to complete.
• A Welcome to Country with a Smoking Ceremony can take between 5 to 20 minutes, depending on how many guests are in attendance.

When planning your event budget, consider the cultural significance of a Welcome to Country and Smoking Ceremony. These are meaningful traditional practices that honour the Traditional Owners of the land. As a general guide, budget between $700 and $1200 for these ceremonies.

Cultural inclusion and safety

In addition to formal acknowledgements and ceremony, your event could:

• use a flag stand that holds the Australian, Aboriginal and Torres Strait Islander flags.
• include signage at your event entrance recognising the Traditional Owners of the land.
• avoid stereotypes or imagery that could be offensive, and use inclusive, strengths-based language.
• discuss expectations early and ensure fair payment and recognition when engaging First Peoples artists, performers or organisations, 

Reflect diversity

Welcome and represent people from diverse cultural backgrounds in your event planning, programming and promotion. For support, contact us or Wurundjeri Woi-wurrung Cultural Heritage Aboriginal Corporation. 

There are still some important tasks to complete after your event is finished.  These steps help ensure accountability, maintain a positive relationship with council and support continuous improvement for future events.

Restore the site

• The event site must be cleaned and restored to its original condition or better.
• The area must be safe, clean and fully operational for public use.
• If any areas have been damaged (for example turf, facilities, infrastructure), the event organiser is responsible for the cost of repairs or replacement.

Bonds

• If you paid a bond before the event, we may withhold it if the site restoration isn't completed to our satisfaction or if the site was damaged.
• Thoroughly carry out and document all repairs and cleaning to avoid financial compensation.

Post-event report and evaluation

We might require a post-event report. This should include:

• Event overview and objectives
• Health and safety compliance
• Attendance figures and demographics
• Environmental sustainability outcomes (for example waste, recycling, zero-waste goals)
• Community engagement and stakeholder feedback
• Summary of incidents, disruptions or emergency responses
• Key learnings and recommendations for future improvements.

A strong evaluation process helps event organisers:

• identify what worked and what didn’t
• improve safety, logistics and planning next time
• build a case for funding, sponsorship or ongoing support
• strengthen relationships with stakeholders and council.

Ongoing event planning

If you plan to deliver the event again in future years, you will need to review and update your documentation including Event Plan, risk assessments, site plans and supplier details. Events grow and change over time. What worked last year might not suit the next one.

Use your post-event evaluation to:

• refresh plans based on lessons learned
• adjust traffic, waste, crowd or noise management as needed and in preparation for your next event
• reflect on feedback from the community, suppliers and staff
• incorporate improvements into permit applications and planning documents.

Incident reports

• You must report any incidents (for example medical emergencies, crowd safety issues, equipment failure, property damage) to council within 48 hours.
• Where applicable, include any reports from emergency services, contractors or security teams.
• Serious incidents may also need to be reported to WorkSafe Victoria, particularly if they meet the criteria for a reportable incident under the Occupational Health and Safety Act.

Feedback

Feedback is a powerful tool to help guide your next event and demonstrate community impact.

• We welcome feedback on your experience. We encourage you to collect feedback from attendees, contractors, staff and community members and to pass the feedback on to us.
• Consider using surveys, short interviews or a post-event debrief meeting to capture reflections and suggestions for improvement.