Vehicles on site

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.