Print full document Table of contents Content 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 volunteerssafety and emergency planning tailored to the scale and nature of your eventcompliance with legislation, permits, and Council requirementsa 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. What to include in an event planEvery event is unique and the documentation required will vary based on its size, risk and impact. Your Events Concierge will guide you on the necessary documents during the application process. Most events require the following basic documentation:Event program and schedule (run sheet)Bump-in and bump-out scheduleSite planEvent contact details and key personnelRoles and responsibilitiesRisk Management Plan and Risk AssessmentEmergency Management and Communication PlanInsurance certificatesWaste and cleaning arrangementsAccessibility and inclusion considerations. Other documents to submitYou may need to submit more detailed planning documents for specific aspects of your event, including:Traffic and Transport PlanWater Management PlanToilet PlanWaste Minimisation and Sustainability PlanVulnerable Persons and Child Safety PlanNoise Management PlanFood/Vendors Management PlanLiquor Management PlanAsset Protection PlanSecurity PlanAccessibility PlanInclement Weather PlanCancellation Plan.Note, this list is not exhaustive. Download an event plan templateYou can download a blank template to use for your event plan at our Event planning resources page. Pagination links Event approvals and permits Boroondara outdoor event guide Insurance requirements
