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 3047 Email: [email protected]
Phone: 9205 2200 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
EVENT APPLICATION FORM
SECTION 1: CONTACT INFORMATION
Applicant details Your name:
Organisation:(if applicable) Name of Person organising event: Address:
Email: 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:
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
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 9205 2200
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
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:
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 Email sent Merits Completed Response Letter Tax Invoice Permit Provided Trust Release
Pre Site Inspection date: Post Site Inspection date: Staff signature:
