Event Permit Application Form

Contact Details

Your Name *

Organisation Type *

Not for profit organisationCommunity group IndividualCommercial business

Name of Organisation *

Email Address *

Preferred Phone Number *

Street Number and Street Name *

Suburb *

Postcode *

Website

Event Details

Event Name *

Type of Event *

Free community event (free event open to the wider Merri-bek community)Ticketed event (event that requires attendees to pay for entry)Corporate event (event organised on behalf of a commercial business for its staff, employees or stakeholders)Private event (event that is for invited guests only)Wedding (less than 200 people)Street party

Event Location *

Event start date *

Event start time *

Event end date *

Event end time *

Set up date: *

Set up start time *

Pack down date *

Pack down finish time *

Event Overview

Brief description of the event including its purpose *

How many people do you expect to attend the event *

Audience demographics *

Has the event been held previously? *

YesNo

Please outline when and where the event was held? *

Event Logistics

Please answer the following questions to the best of your ability and include any additional information.

If unsure, please answer yes.

Will there be caterers or food vendors at your event? *

Yes, food will be sold at the eventYes, food will be provided for free at the eventNo

Please provide more information about food vendors at your event

Please note: every food vendor must obtain a separate Temporary Food Stall Permit from Council’s Environmental Health Unit. This application must be lodged no later than THREE WEEKS before an event.

Please contact Environmental Health Officers on 9240 2285 or environmentalhealth@moreland.vic.gov.au

Will alcohol be consumed at the event? *

Yes, alcohol will be sold at the eventYes, alcohol will be consumed but not sold at the eventNo

Please provide more information about alcohol consumed at the event

If you intend to sell alcohol at your event or serve free alcohol at an event subject to admission fees, you must get a Temporary Liquor License from Liquor Licensing Victoria.

Liquor Licence Victoria require one month’s notice for most events although larger events may take up to two months if Liquor Licence Victoria needs to obtain reports from the Police or Council.

Visit Liquor Licence Victoria or phone 1300 65 03 67 for conditions and application forms.

Please outline how many marquees and the size of each *

How many stages and what is the size of each stage *

What are the dimensions of the grand stand seating *

How many tables and chairs *

Please note, pegging is not allowed on any Council parklands or reserves. Marquees must be weighted.

Do you require use of onsite power? *

YesNo

If yes, please detail your requirements e.g. 3 phase, 15 amp etc

Will you be hiring in a generator? *

YesNo

Will there be amusement rides or inflatables? *

YesNo

What company will be suppling your amusement or inflatable? *

Please provide more information about the amusement or inflatable (i.e. name, size etc.) *

All ride and amusement providers must have Public Liability Insurance cover of minimum $20 million and provide evidence of appropriate insurances including JSA, SWMS, risk assessments and log books.

Please provide more information *

Council will require you to obtain a Controlled Burning Permit.

Ensure that the contractor you have hired holds a current pyrotechnician license from WorkSafe Victoria and liability insurance cover. The pyrotechnics contractor that you engage is responsible for completing a ‘Notification of Intention to Discharge Fireworks’.

This is a WorkSafe Victoria form and requires that notification is sent to:

Victorian WorkCover Authority
Metropolitan Fire Brigade, and
Merri-bek City Council – Local Laws.

You also need to retain a copy for inspection.

We recommend that the contractor you engage be a member of the Australian Pyrotechnics Association or the Pyrotechnics Industry Association of Australia.

Visit fireworks on Worksafe Victoria for further details.

Will your event include a PA system or any amplification? *

YesNo

Please describe what this will be used for. E.g. live bands, speeches only, DJs etc. *

Will your event impact changes to traffic conditions and/or parking? *

Please provide more information about your event impact on traffic and/or parking conditions *

If you need to close off any part of a road reserve, car park or laneway owned by Council, you will need a Temporary Road Occupation.

For more information, see how to apply for a Temporary Road Occupancy Permit.

Are there existing toilets are your event location? *

YesNo

Will you need to bring in additional portable toilets *

YesNo

How many portable toilets *

Many of Merri-bek's open spaces and reserves have public toilets which will be available for you to use during your event.

As the event organiser you are responsible for ensuring you not only clean and maintain toilets that are already there, but provide any additional toilets which we may specify.

The number of toilets to be provided will depend on things like:

anticipated crowd numbers
the gender of the patrons (women require more facilities than men)
the duration of the event, and
availability and consumption of alcohol.

Hired toilets must include accessible toilet facilities for people with mobility issues like wheelchair users

Will your event require security? *

YesNo

Security staff can be engaged to carry out a range of duties at an event.

Not all events will require security staff however you may wish to hire staff as part of your event production, or we may specify that it is a requirement of your event permit.

Will your event require first aid to be present? *

YesNo

What is the name of First Aid Company engaged

First aid resources are essential to your event production. First aid personnel and facilities must be easily identified by patrons and adequately equipped.

The number of first aid posts/stations required depends on the size of the event.

First Aid personnel should be trained to a Level 2 competency as a minimum. It is also recommended that portable first aid kits be available for use by the trained personnel.

Will you require vehicles to drive on site during set up or pack up of your event? *

YesNo

Please indicate on your site map where vehicles will travel on the event site.

Wedding Permit Fees

Permit fees cover the costs associated with the preparation of the site for groups to host events. This includes the cleaning and stocking of toilets, preparation of the grounds, including marking irrigation systems and other associated costs.

Wedding Permit Fee inc GST $474.00

Bond Requirements

It is a requirement of Council that all event organisers pay a bond prior to the grant of a Wedding Permit.

Wedding Bond Fee inc GST $500.00

The bond will be fully refundable, subject to:

Satisfactory compliance with all conditions listed in the event permit; and
Satisfactory post event inspection of the site being carried out by Council Officers within 48 hours of the nominated event.
Bonds will be refunded via cheque or EFT to a nominated bank account within 21 days of the date of the post event site inspection.

Fees

Fees are as follows:

Low Risk Events (+ 25% of permit fee for each bump-in and bump-out day ) - $211.00

Medium Risk Events (+ 25% of permit fee for each bump-in and bump-out day) - $474.00

High Risk Events (+ 25% of permit fee for each bump-in and bump-out day ) - $1,105.00

Non permit event

There are circumstances when an event does not require a permit. Please see Community Event Permit Guidelines for more information or contact the Festivals Officer at Merri-bek City Council. If your event does not require a permit, we do ask that you register your event with the Festivals Officer at to avoid conflicting with other events or site maintenance.

Bond Requirements

It is a requirement of Council that all event organisers pay a bond prior to the grant of an Event Permit. The bond will be fully refundable, subject to:

Satisfactory compliance with all conditions listed in the event permit; and
Satisfactory post event inspection of the site being carried out by Council Officers within 48 hours of the nominated event.
Bonds will be refunded via cheque or EFT to a nominated bank account within 21 days of the date of the post event site inspection.
The bond payable for site allocation for events is between $500 and $2,000.

Ticketed Events

An additional 1.5% of gross box office (ex GST) is payable to Council in addition to the Event Permit Fee.

Event Documentation

Council will review and assess the information provided in this application after submission to identify whether your event is Low, Medium or High Risk.

Council may require an Event Plan, Risk Assessment Plan, Site Map and evidence of Public Liability Insurance if your event is identified as Medium or High Risk. If you have completed any of these documents already, please upload below.

If Council identifies your event as Low Risk, you will need to provide a Risk Assessment Plan, Site Map and evidence of Public Liability Insurance - minumum cover of $20 million.

It is suggested that you provide as much information as possible for Council to accurately assess your event.

Council will review and assess the information provided in this application after submission and will identify next steps towards processing your permit.

Wedding permit applications will be required to submit a site map outlining where all of your activities and infrastructure will be located on the day.

Upload Evidence of Public Liability Insurance – Certificate of Currency minimum $20 million

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Upload Risk Assessment Plan

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Upload Site Map with detail of event

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Upload other files (for example, marketing examples, run sheets, schedules or links)

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Upload COVID-19 Safe Plan

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Any permit approved by Council for the event is based on the State Government restrictions relating to COVID-19 at that time of approval.

If the State Government restrictions change, the permit may no longer be valid. While Council will do its best to advise you of any changes which may impact on your event, it is your responsibility to ensure that you are complying with the State Government restrictions.

Council is not responsible for any loss resulting from changes to State Government restrictions.

Terms and Conditions

The following Terms and Conditions will apply for successful Event Permit Holders.

Council reserves the right to refuse to grant an Event Permit in its absolute discretion.
A Risk Management plan must be submitted no less than two weeks prior to the event and be adhered to throughout the event.
The Council Officer will assess the risk of the event and set conditions of the permit accordingly, including the amount of bond payable, the type of Event Permit required and whether a site induction will be required.
If food is being served, this must be provided from a registered mobile or temporary food premises. Applications for mobile or temporary registrations must be made through the state-wide database FoodTrader at https://foodtrader.vic.gov.au/. Applications must be made no less than three weeks before the event to provide sufficient time for the relevant Environmental Health Unit to process. Late applications will not be processed.
All relevant fees and bonds must be paid before Council issues an Event Permit.
All relevant policies and legislation must be followed including, but not limited to, MCC Local Laws, MCC Plastic Wise Policy, Liquor Licensing and EPA Regulations.
Council may request an Event Organiser to provide two referees that are able to verify the application.
Council Officers will conduct an audit of the safety and permit conditions during the event at their discretion.
Event Organisers must cooperate with Council Officers and give them access to the event site for the purpose of conducting an audit of the safety and permit conditions.
Council reserves the right to demand the cessation of event activities if they are deemed to be a risk to public safety. This is at the absolute discretion of the Council Officer conducting the audit of the safety and permit conditions.
Council reserves the right to require an experienced and reputable security company to be engaged to provide security services as a condition of the Permit if deemed necessary. The event organisers will be responsible for all costs associated with the provision of security services.
Council reserves the right to fine Event Organisers for any transgression of the Permit Conditions under the Local Law.

I certify that all the details supplied in this application form are true and correct to the best of my knowledge and that the application has been submitted with full knowledge and agreement of the Event Organiser and the applicant organisation.
*

I agree that by completing this application, my intent is to organise an event on Council land and thereby accept that an Event Permit may be required to undertake the proposed activity *

I agree to the Permit terms and conditions if Council deems it necessary *

I agree that the applicant organisation is responsible for any injury, accident, loss or damage sustained to any person or property and the applicant organisation agrees to indemnify and to keep indemnified and to hold harmless the Council, its servants, Councillors, agents and contractors and each of them from and against all actions, costs, claims, charges, expenses and damages whatsoever arising out of or in relation to the holding of this event.

The submission of the Event Application Form does not imply the event is approved – it is an application only.

Privacy Statement

Information requested on this form is collected for the purpose of Council’s event administration. The personal information will be used solely by Merri-bek City Council for that primary purpose, which may include sharing with Victorian Emergency Services (Victoria Police, Ambulance Victoria, MFB or SES), and will not be disclosed to any other party except as required by law.

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