Post-event requirements

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.