EVENT APPLICATION: By definition, an event is any planned activity on Crown land involving more than fifteen (15) participants. Submitting this application form is the first step in applying for approval to stage your event on Bellarine Bayside managed land. All questions must be answered for your application to be processed. What are the stages to gain event approval? Stage 1 Stage 2 Stage 3 Stage 4 Submit your completed Event Application Form with preliminary Site Plan and Certificate of Currency for appropriately endorsed Public Liability Insurance. Completion of the form will assist you in identifying what you will be required to do to stage your event. Bellarine Bayside will then respond to your application to advise you of the site and date availability for your proposed event and whether a Risk Assessment is required. Begin the development of your Event Plan and asses your events risks and hazards. You may also need to apply for relevant permits through CoGG or Vic Roads. If you need help with this stage, or to know who to talk to you can give us a call on 5254 4000 for assistance. Event approval will be provided, once your Event Plan and associated documentation has been processed and all necessary permits granted. Please allow a minimum of eight weeks for your Event Application Form to be processed. Large or major events will require a minimum six-month planning period. Early notification to us may assist you in securing your preferred date and location for your proposed event. Large events may also require Committee of Management approval. We will advise you if Committee approval is required for your event. A Permit Fee will be determined based on the size of the event, the complexity of administration and assessment time required by Bellarine Bayside officers, and the level of usage of Bellarine Bayside resources. Name of the event? Proposed date(s) Day(s) Month(s) Year Proposed event location Alternate event location Melways Ref: Melways Ref: If an alternate location is not acceptable, please nominate an alternate date for the event. Alternate date(s) Day(s) Month(s) Year
SECTION 1 : Event Applicant Information Event Applicant refers to the business, club or group organising the event (if applicable) Event Applicant s Name Postal Address. Telephone Web Fax The following contact details relate to you and these will be used for most forms of communication related to your event. Your Name Your Event Role / Position Your Address Your Telephone Your Mobile Your Email The following contact details relate to persons on site on the day of the Event Name of Safety Officer Name of Event organiser Name of First Aid Officer Mobile Mobile Mobile Fax SECTION 2: Event Overview Briefly describe the event In describing your event, please include: Event details such as the proposed event program including times and activities Proposed start time AM / PM Proposed conclusion time AM / PM Proposed date of set-up DD / MM Proposed date of pack-up DD / MM Proposed time of set-up AM / PM Proposed time of pack-up AM / PM Who will attend your event? Approximately how many people will be at the event? (including participants or competitors, spectators and event organisers) If possible estimate what the percentage of local and non local may be. Estimated number of persons People % Local % Non-local Has this event been held before? No if so, when / where? Page 2 of 7
SECTION 3: Developing your Event Site Plan SITE PLANNING IMPORTANT: If you answer Yes to a question that is marked Site Plan, you MUST mark on your Preliminary Site Plan. Entry to the event? Free Ticketed Via Donation Do you propose fencing the event? No, see below Partially Fencing: Site Plan Mark on your preliminary site plan the proposed fenced area with entry and exit points > Do you propose using existing or temporary fencing for your event? Existing fencing Temporary fencing Unknown Do you propose using marquees? Marquee(s): Site Plan Mark on your preliminary site plan the proposed location of all marquee(s) > Number of marquee(s) proposed? > Size of marquee(s) proposed? Do you propose using stage(s)? Stage(s): Site Plan Mark on your preliminary site plan the proposed location of all stage(s) > Number of stage(s) proposed? > Size of stage(s) proposed? > Type of construction? Do you propose using any other structures? (eg seating/signage) No,, see below Unknown Other structure(s): Site Plan Mark on your site plan the proposed location of all other structure(s) > Description of structure(s)? > Size of each structure TRAFFIC MANAGEMENT Could your event impact the normal use of the foreshore or public open spaces in and around your event site? Could your event impact the normal use of roads in and around your event site? If Yes to either of the above: Show on your preliminary site plan: Site Plan 1. Mark and name which sections of the foreshore are proposed to be impacted or closed 2. Mark and name what roads are proposed to be impacted or closed 3. If applicable mark the direction and the course of the parade or sporting route and any start/finish lines 4. If applicable show where any equipment is proposed to be positioned on the foreshore or roadway 5. Mark where you suggest the public and participants park 6. Mark where you suggest contractors and event staff park NOTE:If you are proposing to close a road or change normal traffic conditions, you will be required to provide a traffic management plan that is developed by a qualified traffic management company. You will also be required to apply to the City of Greater Geelong for a road occupancy permit. Is vehicle access required for drop off / pick up purposes (for example caterers, deliveries etc)? If Yes: No. of vehicles: Time: Page 3 of 7
SERVICES ON YOUR PROPOSED EVENT SITE Where possible please visit the proposed event site and assess the site. Is there power on site that you propose gaining access to? Power: Site Plan Mark on your preliminary site plan the proposed location of power on the event site > Describe what you intend using the power for on your event site > Do all electrical leads have current test and tag certification? Is there a water point on the site that you propose gaining access to? Water: > Describe what you intend using the water for on your event site No Unknown Mark on your preliminary site plan the proposed location of water on the event site Are you aware of any locked areas or bollards that you require access to? Access: > Describe access requirements Mark on your preliminary site plan the areas that you require access to WASTE MANAGEMENT: (Bins and Toilets) Are there public toilets on the event site that you propose to use? Public Toilets: Site Plan Mark on your preliminary site plan the location of existing public toilets at the event site Do you intend providing portable toilets on the event site? Portable Toilets: Site Plan Mark on your preliminary site plan the proposed location of portable toilets at the event site > How many additional cubicles? Are there existing bins on the proposed event site? Existing bins: Do you intend providing additional bins on the event site? Additional Bins: > How many additional bins? WASTE MANAGEMENT(Cleaning): Describe the provisions you intend making for cleaning of toilets during the event Mark on your preliminary site plan the location of existing bins at the event site Mark on your preliminary site plan the proposed location of additional bins at the event site Describe the provisions you intend making for the emptying of bins and removal of rubbish from the event site. Page 4 of 7
ENTERTAINMENT MANAGEMENT: Will there be amplified noise such as speakers or broadcast equipment? Amplified noise: Site Plan Mark on your preliminary site plan the location and direction of amplified noise on the event site > Describe what the sound equipment will be used for > If known, what time will the speakers be operating from? From: To: Unknown Will there be lighting equipment? Lighting equipment: Mark on your preliminary site plan the location of lighting equipment on the event site Will there be generators? Generators: Mark on your preliminary site plan the location of generators on the event site Do you propose to have an Air Castle at your event? Air Castle: Site Plan Mark on your preliminary site plan the location of the Air Castle on the event site Do you propose to have Mechanical Rides at your event? Mechanical Ride(s): Site Plan Mark on your preliminary site plan the location of the Mechanical Ride(s) on the event site Do you propose to have an Animal Nursery at your event? Animal Nursery Site Plan Mark on your preliminary site plan the location of the Animal Nursery on the event site Do you propose to have any other entertainment/activities at your event? > Describe proposed entertainment/activities FOOD AND ALCOHOL MANAGEMENT: Will food be available at your event? Food Vendors: Site Plan Mark on your preliminary site plan the location of food vendors on the event site > Describe who will provide food eg. Service Club BBQ or Registered food vendor > Will LPG be used for cooking? LPG bottles: Mark on your preliminary site plan the location of LPG bottles on the event site > Will food be served or sold? Served (free) Sold Unknown You may be required to apply to the Health and Local Laws Department of the City of Greater Geelong for Temporary Food Registration, phone 5227 0411. Once received you will need to provide Bellarine Bayside with a copy of the Permit. Will alcohol be available at your event? Alcohol areas: Site Plan Mark on your preliminary site plan the proposed location of the bar and consumption areas > Describe how alcohol will be available You may be required to apply to the Victorian Commission for Gambling and Liquor Regulation for a Temporary Liquor Licence. This can be done online at http://www.vcglr.vic.gov.au/. Once completed you will need to provide Bellarine Bayside with a copy of your Liquor Licence. Page 5 of 7
RISK MANAGEMENT As part of your event s risk management planning, the following must be provided For ALL events: 1. A copy of your Public Liability Insurance noting Bellarine Bayside, The Crown and the Department of Environment, Land, Water & Planning as interested parties. In addition, if determined by Bellarine Bayside: An assessment of the risks associated with the staging of your event you can use a template available online (e.g. CoGG http://www.geelongaustralia.com.au/events/planning) or use your own format. A Risk Assessment MUST be developed for all events held on Bellarine Bayside managed land which require Committee of Management approval. For more information, please contact Bellarine Bayside. A summary of OH&S policies and procedures that apply to your event, eg. heat policy ADDITIONAL INFORMATION: Is there anything else related to your Event that you would like to advise us of? SECTION 4: Finalising your Event Application Thank you for completing an Event Application to stage an event on Bellarine Bayside managed land. It is important that you understand the requirements of staging an event, our staff are available to answer any questions you may have. Event Application checklist: Once you have answered all the questions in your Event Application Form, use the following checklist to ensure you have provided and completed all the necessary documentation required to process your application: Have you checked the dates and site availability, and provided an alternate venue and or date? Have you visited the proposed event site to ensure it meets your proposed event needs? Please ensure you have completed your Event Application in full forms with unanswered questions will be returned. Have you attached a copy of your event s Certificate of Currency for Public Liability Insurance? This should note Bellarine Bayside, The Crown and the Department of Environment, Land, Water & Planning as interested parties and have a minimum value of $10 Million. OR I/We request Bellarine Bayside to arrange Public Liability Insurance on my/our behalf and I/we agree to the terms and pay the appropriate charge. Have you attached the preliminary site plan? Please note all infrastructure and site services as specified in your Event Plan Please provide a preliminary plan of the roads to be impacted, used or closed (if applicable) If you require assistance to complete your Event Application Form, please call Bellarine Bayside 03 5254 4000. Page 6 of 7
As soon as you have completed this form and each of the checklist items, send your Event Application to: Events, Bellarine Bayside, PO Box 40, Portarlington VIC 3223 or Email: contactus@bellarinebayside.com.au AUTHORISATION I have read and completed my Event Application in good faith and have adhered to all the requirements specified by Bellarine Bayside. All details provided are accurate and true and my event will be organised and managed as I have described unless advised otherwise by Bellarine Bayside. I understand that this Event Application does not constitute event approval. I also understand that a Bellarine Bayside staff member will advise me of the next steps required for my event to gain approval. Print your full name Signature Date Page 7 of 7