Plan and stage your event

Events on Council land

If your event is held on Council owned or managed land or at its facilities, you need to submit an event application at least 2 months prior to the event. Events are not permitted to be staged on Council land without Council's written approval.

Depending on the event or its location, you may also need other permits from Council, such as an Occupancy Permit for a Place of Public Entertainment or a Planning Permit.

Events on private or Crown land

If your event is held on private or Crown land, you do not need to submit an event application, however, you may need other permits from Council, such as an Occupancy Permit for a Place of Public Entertainment or a Planning Permit.

Event Planner

This step-by step guide is designed to assist event organisers with the planning and staging a safe and successful event and advise them of any permits, approvals or notifications required.

Contact

We recommend event organisers contact the Events Officer at least 2-3 months prior to the event. The Events Officer can advise on requirements, assist with the application process and promotion of the event. 

Events Officer

(03) 5624 2497

Email the Events Officer

If you would like a document and form listed below posted to you, please email your name and postal address to the Events Officer.

Forms & Guidelines

Event Planner & General Event Permit

• Event Planner (pdf document)
• Event Planner (Word document)
• Event Application Form (Word document)

Event & Risk Management

• Event Risk Management Guidelines - up to 20 people (pdf document) (Word document)
• Event Risk Management Guidelines - 20 to 100 people (pdf document) (Word document)
• Event Risk Management Guidelines - 101 to 500 people (pdf document) (Word document)
• Event Risk Management Guidelines - more than 500 people (pdf document) (Word document)
• Project Plan Template
• Sample Event Personnel Plan 
• Contractor List
• Example Letter Road Closure
• WorkSafe Major Events Organisers Advice
• Public Transport Division Info Kit Events 

Food Management

• Contact Council's Public Health Unit in the first instance on 5624 2411 or visit the Streetstalls, Festivals and Fetes page
• Guide to food safety regulations - cake stalls
• Guide to food safety regulations - fundraisers
• Guide to food safety regulations - sausage sizzle
• Statement of Trade
• Community group temporary and mobile food premises template – class 2 

POPE and other Permit Application Forms

• Application for an Occupancy Permit for places of public entertainment (POPE)
• Busking Permit (no fees) 
• Liquor Permit Form
• Permit to light a fire on a total fire ban day (Section 40 permit)
• Sausage Sizzle Permit 

Occupational Health & Safety

• Code of Practice for the Safe Use of LPGas at Public Events in Victoria
• Job Safety Analysis (JSA) 
• Example Gas Safety Check List
• Safe Work Method Statement

First Aid & Emergency Services

• Forecasting First Aid and Medical Requirements
• FAQ First Aid Stand By Service at events
• Ambulance Victoria at Public Events
• Red Cross First Aid Booking Form
• St John Ambulance Event Notification 
• Emergency Services Details

Accessibility

• Accessibility Checklist

Alcohol Management

• Party Safe Brochure
• Party Safe Registration Form
• Standard Drinks Chart

Other Helpful Resources

• Baw Baw Shire Council Community BBQ Trailer: available for hire free of charge by community groups of Baw Baw Shire for community engagement activities and events. It is not available for private parties or selling snags for profit. To book the trailer call 5624 2409 or 5624 2599 or email
• Gippsland Water Mobile Fountain Application
• DPCD's Not For Profit Complaince Support Centre:

  By answering a few simple questions the step-by-step guide to Not For Profit event compliance will create a customised checklist of regulatory considerations for your event