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The Event Planner

The Event Planner is a guide to running a successful event for organisations and community groups in Latrobe City. It has been developed through partnership between a number of departments at Latrobe City Council and will enable event organisers to identify the major elements required to successfully and safely run their event.

Events held on Latrobe City owned and/or managed land or events receiving Latrobe City sponsorship will have to comply with requirements detailed in The Event Planner prior to permission being given to hold the event. People planning events on private land not owned by council are welcome to use this as a guide. The Event Planner is a 'one stop shop' for event organisers. Click on the links below to download your copy.

A copy of The Event Planner in Microsoft Word format can also be requested by sending your details to events@latrobe.vic.gov.au.

Please remember to visit this page prior to your event to check for updated forms.

Downloads

Current as at 17 November 2010
The Event Planner	The One Stop Shop for Event organisers containing information on everything from event management to disability access, emergency planning, food management, first aid and public safety, infrastructure, marketing of the event and compliance documents.
Appendix 1 – Sample Risk Matrix and Sample Risk Assessment	The Risk Management register is a simply and easy to use Matrix which allows users to complete their risk assessment and determine what action needs to be taken to effectively managed those risks identified.
Appendix 2 – Sample Site Plan Japanese Day 2007	Latrobe City requires a site map of the planned event, this also allows the event organisers to properly plan the layout of their event.
Appendix 3 – Latrobe Regional Hospital Event Notification Form	This form will inform the Latrobe Regional Hospital Emergency Department (ED) in advance of event so that the ED is aware when and where your event is taking place and the likely number of participants.
Appendix 4 – Sample Emergency Management / Evacuation Plan	A sample of an emergency management / evacuation plan that Latrobe City Councils’ events team uses at events.
Appendix 5 – Economic Impact Template	Easy explanation and breakdown on how to do an economic impact.
Appendix 6 – Sample Latrobe City Council Volunteer Registration Form	Example of Latrobe City Council's volunteer information form.
Appendix 7 – Sample Volunteer Sign in Sheet	Volunteer sign in register to record the time your volunteers spend performing work at your event.
Appendix 8 – Latrobe City Council Volunteer Manual	This manual outlines both volunteers’ and Latrobe City Council’s rights and responsibilities. It also ensures all members of the community have the opportunity to participate in a variety of volunteering activities.
Appendix 9 - Application for the Operation of a Temporary Food Premises	This application is required for all food served at your event. This application must be submitted not less than 14 days prior to the proposed event.
Appendix 10 – Mobile Kiosk / Mobile Caravan Application Form	Latrobe City has in its possession a Mobile Kiosk / Mobile Caravan available for hire by the general public. Requests for use of this vehicle will need to complete this form.
Appendix 11 – Application for Permit to Hold a Street Stall	This is the permit that Latrobe City requires if you are wishing to have a street stall.
Appendix 12 – Red Cross First Aid Event Booking Form	First aid booking form to have Red Cross attend your event.
Appendix 13 – St John Ambulance Event Notification Form	First aid booking form to have St John Ambulance attend your event.
Appendix 14 – Gippsland Water Mobile Water Fountain Application Form	Information and application form for the Gippsland Water Fountain.
Appendix 15 – The Code of Practice for the Safe Use of LPGas at Public Events In Victoria	The full comprehensive guide to managing the risk of using LPGas at your event.
Appendix 16 – CFA S40 Permit	Application form for a S40 Permit to use fire in the open air on a day of total fire ban.
Appendix 17 – Sale of Goods from Council Properties’ Questionnaire	This form will need to be completed and submitted if you wish to sell goods form a Latrobe City council venue.
Appendix 18 – Public Toilet Cleaning Services	This form is to be completed by event organisers who are requesting additional cleaning of Latrobe City public toilets prior to their event, costs may be incurred for this service. This application must be submitted not less than 14 days prior to the proposed event.
Appendix 19 – Application for Permit to Busk	Latrobe City requires any performers/ buskers to complete the following form.
Appendix 20 – Casual Hire of Sporting Reserve Application	Event organisers wishing to hire a Latrobe City sporting reserve as part of their event will need to complete the following application.
Appendix 21 – Latrobe Performing Arts and Venues Information	List of all venues the Latrobe Performing Arts and Venues team administers. For further information, contact the Latrobe Performing Arts and Venues team on the numbers listed on this appendix.
Appendix 22 – Party Safe Information Kit	An information kit produced by Victoria Police which contains information valuable to event organisers on holding a safe and enjoyable celebration.
Appendix 22 – Party Safe Registration Form
Appendix 23 – Safe Work Method Statement (SWMS)	The Safe Work Method Statement worksheet is crucial for subcontractors entering the event site to perform works. It is a vital tool to aid in the successful implementation of the risk management strategy.
Appendix 24 – Incident/Accident report form	A form to record for each individual incident or accident. It is important to record every incident, large or small, that occurs during your event to ensure you know exactly what happened.
Appendix 25 – Sample Communication Plan	A sample of a communication plan that Latrobe City Councils’ events team uses at events.
Appendix 26 – Application for a Division 2 Occupancy Permit (For a Place of Public Entertainment)	Application form for a division 2 occupancy permit for a Place of Public Entertainment (POPE) with a step by guide on how to fill in and submit the POPE.
Appendix 27 – Risk Management for Community Groups	Questions that can help aid a community group starting their risk management analysis for the first time.
Appendix 28 – Sample Security Plan	A sample of a security plan that Latrobe City Councils’ events team uses at events.
Appendix 29 – Street Processions and Temporary Road Closures	Latrobe City requires this form to be complete by event organisers requesting approval for the temporary closure of streets and roads for events such as street processions, street parties and festivals, motor vehicle, bicycle and foot races. The application must be submitted not less than 150 days prior to the proposed event.
Appendix 30 – Self Assessment Checklist for Public Transport	This checklist is to help Event Organisers decide whether or not the Public Transport Division (PTD) of the Department of Transport needs to be notified of your event. Events that will affect public transport will need to notify the Department of Transport. The application must be submitted not less than 150 days prior to the proposed event.
Appendix 31 –Litter Bin Services	Latrobe City requires this form to be completed by event organisers requesting assistance with the provision of litter bins. Costs may be incurred for this service. The application must be submitted not less than 30 days prior to the proposed event.
Appendix 32 – Street Sweeping Services	Latrobe City requires this form to be completed by event organisers requesting assistance of street sweeping prior to their event. Costs may be incurred for this service. The application must be submitted not less than 30 days prior to the proposed event
Appendix 33 – Events Roadside Signage System Application Form	Application form to have your event displayed on the Latrobe City Council highway signage boards. Cost will be incurred for this service.
Appendix 34 – Accessible Events Supplement	Some tips to make your event more accessible to the entire community.
Appendix 35 – Sample Layout for a Registration Form Suitable for All Abilities	Example of a layout for a registration form suitable for all abilities.
Appendix 36 - Latrobe City Council Corporate Style Guide (logo section only)	Information on the correct use of the Latrobe City Council logo.
Appendix 37 - Latrobe City Council Logo Permission Form	Application form for permission to use the Latrobe City Council logo.