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This section includes information on a range of permits and approval processes related to organising events. Please note this is just a guide and other permits may apply. The processes included in this section are:
Liquor Licence Permit If you are selling or providing alcohol at an event you will require a permit. Permits for sale or consumption of alcohol are issued from the South Australia Commission for Gambling and Liquor Regulation. The process for obtaining a licence can take up to 8 weeks. You will need to develop a management plan to avoid the supply of alcohol to minors and ensure that the responsible service of alcohol must be in accordance with the Liquor Control Reform Act 1998. If you decide to have alcohol at your event and are successful in obtaining a licence you need to plan for the effects of alcohol consumption. These include:
In your event plan include a copy of the Liquor Licence Permit and any additional resources you may require in order to hold a safe and responsible event. Consumption of liquor or possession in unsealed container and behaviour near licensed premises A person must not, without a Permit, on a Road, any Council Land or any open space to which the public have access: consume or ingest any Liquor; or have in his or her possession a bottle, can, wine cask or other receptacle, which contains Liquor and has been opened. PENALTY: MAXIMUM TWENTY (20) PENALTY UNITS Clause does not apply: to a person in licensed premises or authorised premises under the Liquor Control Reform Act 1998; or where the consumption of Liquor is taking place at an organised function conducted with Proper Authority or as part of a picnic with family and/or friends within a Municipal Reserve, provided that no nuisance is caused to other persons in the area and the persons concerned leave the area in a clean and tidy condition afterwards. Provision of Food and/or Temporary Food Event Permit Please see the above Provision of Food for details on Food and/or Temporary Food Event Permits. Australasian Performing Rights Association Permits (APRA) Phonographic Performance Company of Australia (PPCA) Entertainers at any event or festival performing songs that are not their own original songs must obtain a permit from the Australasian Performing Rights Association (APRA) prior to the event. Contact APRA on:
If you're using recorded music or music videos to enhance your event in any way, then you will usually need a licence and permission from the copyright holder to do so. Examples of such uses include:
Roadside Promotional Boards Permit Approval is required from Council to erect signage for promotional purposes around the municipality on any Council owned land. If you wish to erect promotional signs on private property (residential or business) you will need to seek the permission of the landowner. The following addresses the size and duration requirements:
Temporary Banning of Dogs, Alcohol and other items In order to hold an event in a safe and responsible environment it may be necessary to apply for a temporary ban of dogs, alcohol and other items. Council owned land may already have particular bans in place and it is worth checking this prior to confirming your arrangements. Fireworks and Pyrotechniques Displays If you are planning on having Fireworks and/or Pyrotechniques Displays at your event you must contact the Council Community Events Officer Road and Footpath Closure Permits If you are planning on closing any road or footpath approval is required from Council’s engineering department. Traffic Management Plans including any road or footpath approval require approval from Council’s Engineering department. The following items are required when applying for a Road and/or Footpath Closure Permit:
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Extreme weather must be taken into consideration when you are planning your event for both indoor and outdoor events.
Extreme weather situations to consider include but are not limited to:
Here is a list of recommendations to include in your extreme weather plan:
Event organisers are responsible for all security and crowd control aspects of their event. Based on the program (i.e. well known artist or presenter), number of visitors/audience and/or the target audience and whether alcohol is available will determine if security is required. Choosing an appropriate security provider is essential to the success of an event and the safety of the public. Privately uniformed security must be licensed under the Private Agents Act 1966. It is also worth investigating whether the security providers have event and crowd control experience. You want to make sure that all security personal are trained to diffuse a situation as a first measure. If you are organising a major event, it is also useful to include the contracted security provider when planning the event from an emergency response point of view. A representative should attend a meeting with the event organiser, Police and emergency services who will be attending the event.
Developing a security plan (make sure evacuation routes and points, emergency response plans and a clear site map detailing first aid and Police points are included in the plan) and brief the security provider. Make sure all roles and responsibilities are clarified for the security providers to undertake their duties effectively. It should also be stressed that all security personal working your event, must be briefed by their representative involved in the planning of your event before commencing their shift. Keep in mind, if you are having temporary infrastructure such as staging or portable toilets security may be required for bump in and/or bump out to be sure they are not vandalised or stolen. If you are organising a major event, SAPOL must be advised of your event and invited to be involved in the planning stages of your event. For a guide on how many security officers you should have present at your event contact an accredited Security Company such as Weslo Staff and ask for a quote based on your event specifics. The provision of First Aid facilities is essential and critical to any event or festival, and must be appropriately equipped and easy to find by patrons. The number of first aid posts and personnel required depends on the size of the event and the level of risk involved with the activities at the event. St John Ambulance has provided a guide based on the number of patrons, however as an event organiser you will need to assess the risk of the activities. If considerable risk activities are included as part of your event program, the emergency support services such as first aid providers should be included in the planning stages of your event and they can provide advice as to how many personnel and posts you may require. St John Ambulance Australia has suggested the following as a general guide:
* The number of First Aid posts required depends on what First Aid room facilities are available on site.
First Aiders should be trained to Level 2 competency as a minimum. Events naturally necessitate the substantial movement of goods and people. The influx of freight and people to one centralised location presents event organisers with transportation conflicts that need to be managed.
People and vehicles do not share spaces particularly well and need to be separated. All deliveries and unloading of goods and equipment need to be conducted before the event opens to patrons. Once the event begins, all delivery vehicles should be off site and access limited to emergency vehicles only. Any vehicle movements within the event pedestrian zone during the event should be kept to a minimum, the speed limited to walking pace and whenever possible be escorted by event staff. The aim of any great event is to attract the attendance of people. The travel practices of event attendees can place unduly pressure on the existing transport services and transport infrastructure. Therefore, event organisers need to consider how patrons are going to commute to and from the event, the effect on public transport services, parking and local street network operation. If your event is likely to affect the operation of public transport services by causing an alteration in route, delay in services or requiring additional services, you must notify Public Transport Victoria. If you are planning a large event that will attract significant attendance it is recommended that you contact Public Transport Victoria to discuss the provision of extra public services on event day. Car parking is often an issue for event’s organisers, local residents and businesses surrounding the event site. Ensuring your event is accessible via public transport will assist patrons to access your event without being dependant on the car. The suggestions listed below can reduce car use, demand for parking, congestion of local street network and associated emissions. They can also make the event more enjoyable for patrons and residents, vendors and patrons of streets surrounding the event.
Clear, prominent signage will add to the visitors’ level of enjoyment at an event. It can also reduce enquiries to staff in the information stand as signage can assist patrons in locating services and attractions.
It is worthwhile investing in cor flute signs indicating where essentials such as toilets, drinking water and food areas are located and having stage program times. Signage font should be large and clear to read, contrasting colours and the use of universally recognised symbols are also effective. If you would like to organise roadside promotional boards for your event please refer to the below permit section. Power is more often than not required to run an event. The options for power are either established mains power or temporary power i.e. Generators. Some of Council’s parks and reserves have mains power. With the use of power for events comes an increase of risk and you will need to consider this when you are undertaking your Risk Management Plan. The following suggestions need to be taken into consideration to maintain a safe and successful event site.
Power considerations for all events (indoor and outdoor):
The three main generators of greenhouse gas emissions at events are patrons’ cars; food kilometres traveled by non-local products; and power used by event equipment including but not limited to lighting, sound systems, power generators. It may be possible to reduce direct consumption of power by people providing goods and services at the event by addressing the following:
Events must have a sufficient supply of freely available drinking water.
At outdoor events, organisers must:
Bottled drinking water is an unsustainable way of quenching thirst and another large generator of waste. Consider establishing hydration stations and encourage patrons to bring their own non-disposable drinking bottles. Please take into consideration if you are holding an outdoor event and you need to erect temporary structures or provide heavy vehicle access; know where the water pipes/mains are located. A burst water main is not ideal prior to or during an event and the event organiser will be liable for any associated costs. Be proactive and familiarise yourself with the event site. It should be noted for an indoor licensed venue, free or low cost water must be provided. Incorporating the waste hierarchy for your event (see below) is a good way to reduce waste, especially landfill waste. It will make your event a more pleasant place to be and reduce your clean up time and costs.  Avoiding Waste One area likely to generate significant volumes of waste and litter at your event is single use and disposable food packaging and entertainment goods such as balloons, plastic bags, silly string and pamphlets. Avoiding these items where possible is a good place to start. Gain written commitment from stallholders (especially food vendors) to use recyclable, compostable or recycled packaging or other Waste Wise alternative. Reducing Waste and Litter Avoiding disposable packaging items, will reduce the amount of litter and waste being produced and going to landfill. To further reduce waste and litter, you could:
Re-using and Recycling Waste It is worth asking what sort of waste is likely to be generated by your festival stallholders in their internal operations and providing ‘back of house’ waste systems for the most voluminous of that waste. Food vendors, for instance, are likely to produce a lot of food waste. Consider:
Waste and Recycling Bin Caps and Signage
Check what signage is available for your waste, recycling and food organics bins. A clear indication of what goes in each bin will educate patrons and reduce the costs associated with having to tip contaminated recyclables into landfill. Signs suitable for your event can be made up. Coloured bin caps which sit on top of open bins make it easy for patrons to identify waste and recycling bins. The caps are usually covered with pictures indicating which items go into which bins. Alternatively, you can custom-make your own signs as indicated in the above paragraphs. If your bin hire company does not have suitable bin lids, ask Waste Management or Integrated Planning departments whether they can access them for you. The numbers of toilets required at your event will depend on a number of factors including:
Below are a required number of toilets at events.
Toilet Facilities for events where alcohol is available:
The above figures may be reduces for short events as follows:
8 + hours - 100% 6-8 hours - 80% 4-6 hours - 75% Less than 4 hours - 70% Ninety percent (90%) of water consumed at the average event is by flushing toilets, however, it is possible to reduce water consumption for toilets by:
The following should also be considered for existing or additional toilet facilities:
Whether you are running an indoor or outdoor event, a detailed site plan must be completed. You may find that a number of maps are required such as a general information map, access map and evacuation/emergency map. The following is a suggested list of items that should be clearly located on the map. The items underlined are essential for all events and must be included:
It is useful to have this information at your event on a map for visitors or on boards, particularly if it is a major event and covers a reasonably large area or if there are different precinct areas. It will also assist in providing an ‘Access for All’ event if your make your site map available prior to the event clearly marking accessible elements of your site. When deciding upon layout, think about how different areas and attractions will complement each other. The layout of your event whether it is indoor or outdoor can provide a different experience for your audience. The following is a list of suggestions to consider when deciding your layout:
Developing a budget for your event is an essential part in effective event planning. Your budget may be set in terms of an allocation of funds however there are other initiatives you can undertake to increase the overall event budget. An event budget relying on a source of income will need to be regularly monitored and updated, as it may affect expenditure. Plan for the unexpected and provide a 10-15% contingency plan. Your budget may include the following:
Expenditure
Every dollar spent in the organisation of an event has an impact. Every event service provider must have appropriate Public Liability Insurance to ensure that you are financially protected and there is protection against loss should an incident occur. Public Liability Insurance is a critical part of responsible management of an event and is an important part of managing risk.
An event organiser should only use companies that have appropriate and current insurance.
In the section of your Event Plan you should keep an accurate and up to date table of all relevant insurance details of the service providers you are using. You can also keep a copy of the Certificate of Currency of the relevant providers. If you are considering organising amusement rides as part of your event program then you need to first gain approval from the venue and/or local council before confirming the booking. If approved consider the associated risks and ensure that adequate controls are in place to provide safe amusement rides.
The following excerpt has been taken from the WorkSafe document ‘Advice for Managing Major Events Safely’ 1st edition, April 2006 Hazards
Risk Controls While the formal approach to controlling risk involves applying the hierarchy of controls, some standard controls normally considered include:
Inflatable Rides Specifically related to inflatable amusement rides the following are requirements:
Any event that sells food must have a registration under the Food Act 1984.
All food vendors must be registered and appropriate government bodies notified. Any vendor who is:
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