You will need to engage and/or prepare a number of services and documents to safely run your event.
The Victorian State Government Public Events Framework has classified events into three tiers. You can complete the self-assessment tool to see whether your event is a tier 1, tier 2 or tier 3. You will then need to complete either of the following:
You will need to source Public Liability Insurance with coverage of at least $20 million. Adequate insurance cover will also be required for event staff, volunteers, stallholders and entertainers.
It is preferred if a qualified first aid service is engaged for your event, but in some circumstances, this may not be feasible. A suitably trained first aid event staff member or members, with an suitable first aid kit must be present at all events as a minimum. Numerous companies provide first aid services, and will provide a quotation for your event. It is recommended that first aid services cover event set-up and pack-up.
Your Site Plan is an essential part of your event. It must cover:
- Power: Location(s), source(s) (i.e. single/three-phase) and the distance from the power outlet to where you will be using the power.
- Shelter: Location(s), size, type, direction of openings and line of sight blockages.
- Water: Location(s), type, number of outlets and wash basins.
- Access and exits: venue entry and exit points, traffic flow blocks, accessibility, stairs and ramps, and vehicle access.
- Permanent structures: Location(s), entries and exits, foyer, toilets, and kitchen or catering facilities.
- Floor or ground: Undulating ground and the floor surface.
- Parking: Location, car spaces available and accessible parking.
- Fire services: Exit doors and signs, extinguishers and fire hose reels.
- Other: Trees, paths, signs, roads, fire hydrants, blankets and extinguishers.
You need to minimise the risks and potential hazards at your event. Holding a meeting onsite will help you achieve this. We have provided an example of a risk assessment and a template for you to complete below.
Emergency Management Plan
You must ensure you can deal with any type of emergency. Preparing an Emergency Management Plan will help you do this. It must cover evacuation procedures for:
- medical emergencies
- structural problems
Your plan should also:
- be flexible and simple to follow
- clearly outline roles and responsibilities
- show a clear and well-sized path for emergency vehicles, including fire trucks
- include contingencies for dealing with Code Red Fire Days
Code Red Fire Days and heatwaves
Code Red Fire Days may be declared by the State Government during extreme heat periods.
Consecutive temperatures that average 30 degrees (or more) over a day and night will have health implications for your event. Preparing for heatwave information is available on the City of Casey website or by calling the Events Unit.
Traffic Management Plan
If it is likely the event may affect local traffic or public transport services, a Traffic Management Plan (TMP) may be required. Traffic Management Plans may be prepared by an approved or ticketed Traffic Management Contractor.
VicRoads approval may also be required if conducting the event on an arterial or local road.