Event Self-Assessment

Wellington Shire Council has an Events Coordination Team to help assist you through this process. This means that you will have one contact point with Council to help you through any permit and approval processes.

The first step is to see if you need any Council approval for your event. To do this, please complete the self-assessment questions below.

If you answer YES to any of the following questions;

You must notify Council of your event by completing and submitting the attached Notification of Event Form.

If you answer NO to all of the following questions;

You do not need to notify Council of your event. Note – while your event does not require Council approval you may require approval from other agencies and/or landowners i.e. liquor licence, fireworks approval, Crown land manager.

Is your event on Council managed land? *

YesNo

e.g. park, playground area, road, car parking area, road reserve, footpath, nature strip etc. Note – this does not include venues that are managed by a committee of management appointed by the Council. If you are hiring a venue through a committee of management, please treat this as a No to this question.

Is your event open to the public? *

YesNo

Your event is not by invitation only. Members of the public can attend your event, whether a fee is charged or not. You have advertised your event to promote attendance. This can also include one-off sporting events.

Is a fee being charged as entry to your event?

YesNo

An entry ‘fee’ includes, but is not limited to, a monetary fee, barter, exchange for services, trade and other similar payment arrangements.

Is the event location area greater than 500m2?

YesNo

As a guide, a sporting club venue, halls and function room locations would generally be 500m2 or greater in size.

Will you be using temporary structures?

YesNo

Temporary structures including tents, marquees or booths with a floor area greater then 100m2, seating stands for more than 20 persons, stages and/or platforms (including sky borders and stage wings) exceeding 150m2 in floor area, prefabricated building exceeding 100m2 other than ones placed directly on the ground surface.

Will your event impact on the normal use of public land?

YesNo

A public space that would not normally have this type of activity on a normal day, Normal daily access may be altered due to the event (e.g. event in a carpark open mall space, a road race, a private event at a public park etc.)

If you answered NO to all of the above questions

You do not need to notify Council of your event. Note – while your event does not require Council approval you may require approval from other agencies and/or landowners i.e. liquor licence, fireworks approval, Crown land manager. Please see our Event Management – Other things to consider information flyer.

Organiser Details

Organisation/Business Name *

Contact Name *

Position/Title *

Email *

Contact No. *

Organisation/Business Postal Address *

Event Details

Event Title *

Event Start Date *

Event Start Time *

Event End Date *

Event End Time *

Approx. number of attendees *

Number of staff and or volunteers *

Event Location / Venue *

Location description *

Land owner of location

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Have you obtained the required number of toilets for patrons? *

YesNo

Toilets available - Men *

Toilets available - Women *

Toilets available - Unisex *

Toilets available - Disabled *

Event description *

Event activities (eg. Jumping Castle) *

Do you have Public Liability Insurance that covers this event and its activities? *

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Is a fee being charged to your event? *

YesNo

Have you implemented an accessibility need plan, emergency or risk management plan? *

Emergency / Risk Management Plan

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Will you be using structures over 100sqm (tents, stages, seating, carnival machinery)? *

Will the event involve food stalls and food preparation? *

If yes, will there be a fee charged for any food? *

Will alcohol be sold, served or consumed? *

If yes, what is your liquor licence number? *

Will there be fireworks or pyrotechnics? *

Will there be amusement rides / carnival entertainment vendors? If so, please provide examples. *

Will your event impact on traffic or parking? If so, please provide details. *

Will your event require road closures? If so, please provide details. *

Will you be placing any signage on streets, roadsides, reserves or footpaths? *

If yes, please list the road names *

Will there be busking? *

Will there be camping? *

Will there be an animal nursery? *

Would you like a mobile Visitor Centre presence at your event? *Please Note: This service is subject to availability, Visitor Centre will confirm attendance within 7 days)

Declaration

Have you arranged the required number of toilet facilities for patrons? (Please refer to Events Guide for ratio information) *

Will there be ground markings or the use of stakes, signage pickets, fenced off areas and anchoring marquees, etc? *

I understand that it is my responsibility to organise rubbish removal/waste management. Has this been arranged? *

Will there be loud noise (e.g. music, PA systems etc)? *

I understand that it is my responsibility to notify all local emergency services of my event and will do so. *

I understand that it is my responsibility to manage risks. *

I understand that it is my responsibility to identify and manage accessibility access requirements. *

I understand that it is legislation for event staff and volunteers to have working with children clearance and it is my responsibility to ensure Child Safe Standards are in place *

I acknowledge that as the organiser I am responsible for this event, and I hereby declare that the information I have provided is true and correct. *

I acknowledge Wellington Shire Council's Privacy Statement. *