Event Application Process

To ensure your event runs smoothly and all relevant stakeholders are notified in advance, we ask that you adhere to all steps outlined in the event application process.

To assist with this process, Frankston City Council has provided you with an induction kit covering all areas of compliance for an event permit to be issued.

If you have any questions in regard to this process, please contact Frankston City Council's Events Co-ordinator Kylie Wood on 9784 1968, or e-mail kylie.wood@frankston.vic.gov.au

APPLICATION FORMS - THE ESSENTIALS

Step1.

Important informatin for event organisers is contained in the following link: Important Information for Event Organisers  (Acrobat PDF file - 27 KB)

Step 2.

In order to understand the Event Application process, we ask that you peruse the Event Application Process - flowchart   (Acrobat PDF file - 21 KB). This flow diagram will give you a visual representation of the things you need to do, forms you need to fill out, and rules that need to be adhered to in order to secure permission and a venue for your event.

Step 3.

For further information on how to process your application, what happens to it after it is submitted; who at Frankston City Council and other major stakeholders are involved; and other important information, please download and read the Event Application Process version 2  (Acrobat PDF file - 213 KB)

Step 4.

Having read the above forms, you are now ready to complete and submit your Event Application Form  (Acrobat PDF file - 34 KB)

Step 5.

Together with the Risk Management Inspection Checklist  (Acrobat PDF file - 45 KB), the event organiser will need to complete an Event Management checklist, which is self explanatory. This form can be accessed by clicking on the following link: Event Management - Checklist  (Acrobat PDF file - 38 KB)

SAFETY AND RISK MANAGEMENT

YOUR EVENT MUST BE A SAFE EVENT!

Frankston City Council has a strict policy when it comes to events and safety. Your event must adhere to these guidelines and conditions as set out in the Event Application Form(Acrobat PDF file - 34 KB) and Risk Management Inspection Checklist  (Acrobat PDF file - 45 KB) below. But don't worry, it's not hard to be safe and have fun too!

First, to gain an understanding of our requirements and your obligations, please refer to the details in the following link: General Safety Guidelines  (Acrobat PDF file - 39 KB)

You need to manage your Hazard and Risk issues and present us with some documentation that proves this. Click on the following link Sample - Hazard & Risk Assessment   (Acrobat PDF file - 63 KB) for an example of how to document your Hazard and Risk Assessment. This template is based on a standard Events Hazard & Risk Assessment used by many organisers and should be used as a basis for your own.

On the day of your event you will need to complete a Risk Management Inspection Checklist to make sure there are no safety risks to your event participants, staff or yourself. The Risk Management Inspection Checklist  (Acrobat PDF file - 45 KB) is specifically for this purpose and should be filled out before the event and retained by a responsible organiser at all times during the event - you may be called upon to produce it by Council authorities.

If your event involves any sort of sporting or similar activity that the public is invited to participate, you should seriously consider enlisting the presence of St John Ambulance personnel. St John Ambulance event vans and staff are available for a small fee and will give you (and your participants) peace of mind in the event of something going wrong. Click on the following link for the St John Ambulance Event Notification Form  (Acrobat PDF file - 16 KB)

An essential part of your events kit should always be an "Emergency Contact List". Such a list can save precious time in the event of it being needed and should be carried by all event personnel at all times. For ideas on how to set up your Emergency Contact List, click on the following link: Community Events - Emergency Contact List template  (Acrobat PDF file - 32 KB)

It is important that at every event no matter how small or big that the event organiser has a chain of command. Click on the sample contained in the following link to view the sample and alter to suit your event/committee: Sample Chain of Command  (Acrobat PDF file - 10 KB)

Volunteers play an important part in the running of events. We recommend that you hold briefing sessions for volunteers who are working at your events and on your event days have them sign in/out and be easily identified bye wearing either some uniform or highly visible vests. For more information about working with volunteers, click on the following link: Working with Volunters  (Acrobat PDF file - 40 KB)

Kids are adventurous, carefree and very good at getting lost in crowded or busy environments. Your guide on how to deal with this fact of life can be found by clicking on the following link: Lost Child-Missing Person Response Guide   (Acrobat PDF file - 68 KB). This form should be printed out, studied and kept onsite with other important documents by all event organisers and wardens.

Your event may involve some sort of "Come-and-Try" activity for the public. This may take the form of a sport, cooking, a ride, fun and games ... anything. This is where an "Indemnity Form" is needed; it's a legal requirement. Please have plenty of copies of the Sample - Indemnity Form   (Acrobat PDF file - 42 KB) on hand to be completed by all potential participants before they participate.

The Daily Incident Report Form is another essential form that should be printed and kept onsite by event organisers and wardens. In the event of a significant incident or injury occuring during the course of the event, or during the event's 'bump-in" or "bump-out" (setting up and packing up), this form must be completed and given to Frankston City Council's Event Co-ordinator. This is to help us take steps to prevent similar occurrences in the future and it also shows that the event organisers have displayed a degree of responsibility in the event of something gone wrong. Click on the following link for the Daily Incident Report Form  (Acrobat PDF file - 48 KB)

 FOOD AND BEVERAGES - YOUR OBLIGATIONS

If you are planning to sell or serve food and beverages at your event then you will need to go through some processes in order to legally do this. Below you will find a selection of guides and forms to help you with these processes. Please take time to study them carefully and submit all necessary paperwork complete and on time.

• Application to Cook Food in the Open Air on Days of Total Fire Ban  (Acrobat PDF file - 22 KB)
• Application for a Limited Licence  (Acrobat PDF file - 75 KB)
• Food safety guide  (Acrobat PDF file - 203 KB)
• BBQ-Sausage Sizzle Guidelines  (Acrobat PDF file - 41 KB)
• Sample - Food Vendor Application Form  (Acrobat PDF file - 119 KB)

If your event is sizeable you may want to consider a wonderful facility available from South East Water - the Hydration Station. The Hydration Station is a mobile water-fountain trailer you may have seen and used at other Frankston events such as the Frankston Sea Festival or Christmas Festival of Lights. It is available via an application form which you will find by clicking on the following link: Hydration Station Application Form  (Acrobat PDF file - 35 KB)

EVENT EQUIPMENT

Frankston City Council has a fantastic selection of event related equipment available for your use. All you need to do is book it early, get approval from us, pay a small bond, and it's yours for the day. For more details, click on the following link:  Application for use of Council equipment for events.pdf(Acrobat PDF file - 32 KB)

SIGNS, NOISE AND NEIGHBOURS

There is a good chance that your event may involve promotion, noise (the sounds of fun of course) and the need for just a few extra car parks. If any of these are a likely part of your agenda you will need to consult and complete the forms below.

Residents like to be pre-warned if their neighbourhood is going to be disrupted by an event. If your event involves any sort of public broadcast - vocal or musical - or road closures, after-hours lighting, mechanical noise or anything else that may change the established and accepted ambience of a neighbourhood, you must notify the local residents first. 

How soon should you do this? While there is no set law governing this procedure, a courteous rule-of-thumb would suggest that a month's notice is ample enough to allow any issues to be tabled and aired.

Please refer to a sample of resident notification by clicking on the following link: Sample - Resident Notification  (Acrobat PDF file - 32 KB)

Signs of any description may not be erected on roads without Frankston City Council permission. For this reason we ask you to fill out and submit to us the Place Advertising Signs on Roads - Permit Form  (Acrobat PDF file - 17 KB)

Your event may require the erection of a "static display". Static displays can come in many forms, usually a marquee or tent or similar, but occasionally crossing over into the realms of a "playing area", stage, sculpture or similar. As some static displays require building permits, must be checked for safety or may impact the environment, all static displays must be documented and applied for in the proper manner.

Please refer to the Sample - Static Display Application Form  (Acrobat PDF file - 58 KB)

HAVE A GREAT EVENT!

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