Event Application Form

Transcription

1 Event Application Form Please ensure you have read the External Events Guide before you complete this application. The guide will explain the key considerations when planning your event. It also includes a number of appendices and templates which will be useful to you. Your event application will fall into one of three categories and require a certain amount of notice for the Festivals and Events to approve: Small event - crowds of under 500 people (6 week processing period) Large events - crowds over 500 people (8 week processing period) Major Events - crowds over 5,000 people (10 week processing period) For your application to be processed you MUST submit the following documents: Copy of your Public Liability Insurance Site Map Risk Management Plan Emergency Response Plan PLEASE NOTE: Incomplete Applications will not be processed until all required information and documentation is made available to Council. Submit your application to: Festivals and Events Team Via post: PO Box 119, Dallas VIC 3047 In person: Broadmeadows Office, 1079 Pascoe Vale Road Broadmeadows VIC [email protected] Phone: Checklist Read the Guide Complete this Events Application Submit required documents Wait for Council s response Council will then advise If the site is available If you need to complete any further permits / approvals The bond and fees required A list of any outstanding information

2 SECTION 1: CONTACT INFORMATION Applicant details Your name: Organisation:(if applicable) Name of Person organising event: Address: EVENT APPLICATION FORM Mobile: SECTION 2: EVENT DETAILS Name of Event: Date(s) of Event: Start Finish Day(s) of week Date(s) Month Year Event set up Event day(s) Event pack up Type of Event: (Please tick all applicable boxes) Community Festival Private Party Sporting Event Market Circus Other (please specify) Event Description: Expected Attendance: Proposed Event Location:

3 Event Details Is the event on Council land? Yes No Is the event on Private land? Yes No If yes, you must attach letter of consent to use land to the application Is this a new event to Hume? Yes No Is this an annual event? Yes No Is there an entry fee for the event? Yes No If yes, please list admission charges: Public Liability Insurance Copy of your Public Liability Insurance attached? Yes No Marquees Will there be marquee(s) at your event? Yes No Jumping Castle Will there be a Jumping Castle at your event? Yes No Performers Will there be performers such as a clown or balloonist at your event? Yes No Fireworks/Firecrackers Will your event feature firecrackers and/or fireworks? Yes No WorkSafe Notification to Discharge Form attached? Yes No Site Plan Site plan attached? Yes No Your application will not be processed without a detailed site plan Traffic Management Traffic Management Plans are only required if your event impacts on local traffic or requires road closures. Plans must include vehicle entry and exit points, road closures and how you will manage traffic flow and parking. Does your event affect local traffic? Yes No Does your event require road closures? Yes No Traffic Management Plan attached? Yes No

4 Risk Management Your application will not be processed without copy of your Risk Management Plan and Emergency Response and Evacuation Procedures. Risk Management Plan attached? Yes No Emergency Response and Evacuation Procedures attached? Yes No First Aid Please list your First Aid provider: Security Does your event have security guards? Yes No Contractors Public Liability Insurance for attached? Yes No Please list number of guards: Notification to Emergency Services You must notify the local Police, Ambulance & Fire Brigade about your event. Copy of your Event notification correspondence to emergency services Yes No Food All proprietors selling food at your event are required to be registered with the Food Act Streattrader. For further information please contact our Health Department on Will there be food sold at your event? Yes No Please list stallholders: Alcohol Are you planning to sell/serve alcohol to the public at your event? Yes No POPE Permit A POPE Permit is required is where the event site is 500M2 or larger and/or a fee/entry is being charged. Does your event require a POPE Permit? Yes No POPE Application Form completed and attached? Yes No

5 SECTION 3: INFASTRUCTURE Toilets Does the venue have permanent public toilets that you require access to? Yes No Do you require these toilets to be cleaned during your event? (Fees apply) Yes No If the venue does not have public toilets you will need to hire them for your event. Please list name of Hire Company: Please list how many toilets you have hired: Water Is there access to drinking water at the event site? Yes No Do you require a tap head connection? (Fees apply) Yes No If you do not have access to drinking water you must supply bottled water at your event. Waste Management Please note: Bins can only be hired for community organised events. Does the site have permanent bins? Yes No Do you need to hire bins from Council? (Fees Apply) Yes No How many bins do you wish to hire? Garbage: Recycling: When do you require the bins to be delivered and collected, please list time and date: Waste Management Plan attached? Yes No

6 SECTION 4: AGREEMENT Liability Hume City Council is not liable for any claims for loss or damage sustained or incurred to any person or property due to the: Use or occupation of the event area Conduct of the event Granting of the event application. Indemnity The Applicant/s agree to indemnify and keep indemnified the Hume City Council, its officers, servants and agents, in respect of any damage, injury or loss, claims, demands or expenses whatsoever which may be instituted or made against the Hume City Council, its officers, servants or agents by any person or persons or agents for any damage injury or loss to any person or property whatsoever caused directly or indirectly from the proposed event. The Applicant/s liability to indemnify Hume City Council shall be reduced proportionally to the extent that any act or omission of Hume City Council its servants or agents, contributed to the loss or liability. I have read and understand the terms and conditions, as well the External Events Guide and have provided required documentation with this application. Required Supporting Information checklist Public Liability Insurance Site Plan Risk Management Plan Emergency Response & Evacuation Procedures Notification to Emergency Services POPE Permit Waste Management Plan Signature of Applicant: Date: / / OFFICE USE ONLY Site Available/Site Booked Notification sent Merits Completed Response Letter Tax Invoice Permit Provided Trust Release Pre Site Inspection date: Post Site Inspection date: Staff signature: Date: