How to plan your event

Are you planning an event in Darebin? The Festivals and Events Unit can help you put on a safe event for our community.

Things to consider

If your event involves any of the following, please contact the Festivals and Events Unit to obtain formal permission to go ahead with any events on Council property expecting:

over 200 people and/or
significant noise levels and/or
the serving of alcohol
closing a road or impacting traffic and public transport
fireworks or firecrackers
large temporary structures

Determine the risk

Determine your risk rating by undertaking an Event Risk Evaluation Process using our self-assessment tool.
Once this is determined, please review your requirements in the table below:

Low risk	Medium risk	High risk
Your event should have: • Risk Management Plan • Simple Emergency Management Plan for use on the day You must provide a copy of your: • Event Management Plan • Public Liability Insurance/Certificate of Currency ($20 million) *Templates are available for your use. See below. Due: •One month prior to your event	Your event should have: • Stakeholder meetings During your event you must: • Have a EOC • Keep a EOC Log You must provide a copy of your: • Event Management Plan • Risk Management Plan • Simple Emergency Management Plan for use on the day • Site Plan • Public Liability Insurance/Certificate of Currency ($20 million) *Templates are available for your use. See below. Due: •One month prior to your event	Your event should have: • All affected stakeholders involved in planning including all emergency services • A Safety and Emergency Management Planning Committee • Table Top Scenario testing is recommended During your event you must: • Have a fully functioning EOC • Keep a EOC Log You must provide a copy of your: • Comprehensive Event Management Plan • Risk Management Plan (including principal risk assessment and sub risk assessments) • Safety and Emergency Management Plan (including Warden Handbook) • Site Plan • Public Liability Insurance/Certificate of Currency ($20 million) *Council expects that you will have your own templates that are of a professional standard and reflect best practice Due: • Two months prior to your event • You may also be required to present your plans and respond to questions in person

Low risk

Medium risk

High risk

Your event should have:

• Risk Management Plan
• Simple Emergency Management Plan for use on the day

You must provide a copy of your:
• Event Management Plan
• Public Liability Insurance/Certificate of Currency ($20 million)

*Templates are available for your use. See below.

Due:
•One month prior to your event

Your event should have:
• Stakeholder meetings

During your event you must:
• Have a EOC
• Keep a EOC Log

You must provide a copy of your:
• Event Management Plan
• Risk Management Plan
• Simple Emergency Management Plan for use on the day
• Site Plan
• Public Liability Insurance/Certificate of Currency ($20 million)

*Templates are available for your use. See below.

Due:
•One month prior to your event

Your event should have:
• All affected stakeholders involved in planning including
all emergency services
• A Safety and Emergency Management Planning Committee
• Table Top Scenario testing is recommended

During your event you must:
• Have a fully functioning EOC
• Keep a EOC Log

You must provide a copy of your:
• Comprehensive Event Management Plan
• Risk Management Plan
(including principal risk assessment and sub risk assessments)
• Safety and Emergency Management Plan
(including Warden Handbook)
• Site Plan
• Public Liability Insurance/Certificate of Currency
($20 million)

*Council expects that you will have your own templates that are of a professional standard and reflect best practice

Due:
• Two months prior to your event
• You may also be required to present your plans and respond
to questions in person

Templates available for download

Event Risk Evaluation Process – Self Assessment
Event Planning Guide
Event Management Plan
Risk Management Plan
Simple Emergency Management Plan
EOC Log (editable version available on request)

Access enabled events

A guide to help event managers and committees plan and manage successful, accessible events and to guide them through the necessary steps to ensure the event is accessible.

Access Enabled Events Guide

Free bike parking hire for community events

We offer free bike parking hire for schools and organisations in Darebin to use at local events. The attractive 'flat raq' bike rack provides parking for up to 10 bikes. It is portable, easily fits into the back of a car and is easy to set up and pack down. It is great for encouraging visitors to ride to your event.

Contact our Sustainable Transport Officer on 03 8470 8683 for details.

Bin cap loan

It is important for all events to consider the impact their event will have on the environment. Bin caps are an effective way of ensuring that waste is disposed of in the correct manner.

Bin Cap Loan Breakdown

Advertising signs

Do you want to install advertising signs in Darebin? Find out how to apply and what to include in your application on our Signs page.

Temporary signs for non-commercial events in parks and open spaces

If you plan to erect temporary signs on Council land to publicise a non-commercial, community event you can apply online:

Apply for temporary signage for community events

Note: the application process provides information about the type of signage, locations, artwork and other requirements.

More information

Festival and Event Officer
Phone: 03 8470 8726
Email: eventpermission@darebin.vic.gov.au

The Festivals and Events office will be closed between 24 December 2021 and 4 January 2022. No event permits will be processed or issued during this time.