Power and lighting

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.