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 1 July 2008

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 and marketing of the event.

Appendix 1 - Risk register 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 - Sitemap
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 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 volunteer application form Example of Latrobe City Council's volunteer information form.

Appendix 5 - Volunteer sign in sheet
Volunteer sign in register to record the time your volunteers spend performing work at your event.

Appendix 6 - Temporary food premises application
This application is required for all food served at your event.

Appendix 7 - Mobile kiosk application Latrobe City has in its possession a Mobile Kiosk available for hire by the general public. Requests for use of this vehicle will need to complete this form.

Appendix 8 - 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 9 - Public toilet cleaning service

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 10 - Application for permit to busk
Latrobe City requires any performers/ buskers to complete the following form.

Appendix 11 - 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 12 - Community hirer - trust ticketing form
Latrobe City's Performing Arts Centre run the ticketing of the events at their venues. This form is the start of the process for this to happen.

This is a requirement if using a Latrobe City Theatrical Venue

Appendix 13 - Theatrical hire conditions Latrobe City's conditions under which their Theatrical venues maybe hired, these venues include - Latrobe regional performing arts centre, Kernot Hall and Moe Town Hall.

Appendix 14 - Regional event survey This is a quick 5 minute survey that can help provide event organiser's with an overall snapshot of who has attended the event and provides the basis for an economic impact to be conducted for the event.

Appendix 15 - Technical specifications for Kernot Hall
The technical requirements required for your event if staged at Kernot Hall.

The application must be submitted not less than 28 days prior to the proposed event.

Appendix 16 - Technical specifications for Latrobe Performing Arts Centre
The technical requirements required for your event if staged at the Latrobe Performing Arts Centre.

The application must be submitted not less than 28 days prior to the proposed event.

Appendix 17 - Technical specifications for Moe Town Hall
The technical requirements required for your event if staged at the Moe Town Hall.

The application must be submitted not less than 28 days prior to the proposed event.

Appendix 18 - Party Safe information kit (PDF, 5MB) An information kit produced by Roadsafe Victoria, Rotary International and Victoria Police. This kit contains information valuable to event organisers on holding a safe and enjoyable celebration.

Appendix 19 - Safe Work Method Statement 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 20 - Register of Incidents and Actions Taken A template to list all the incidents that occur during your event and what actions were taken to help minimise or eliminate the risk.

Appendix 21 - Risk Management for community groups Questions that can help aid a community group starting their risk management analysis for the first time.

Appendix 22 - 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 23 - Infrastructure
Latrobe City requires this form to be completed by event organisers requesting assistance with equipment and infrastructure. Costs may be incurred for this service.

The application must be submitted not less than 28 days prior to the proposed event

Appendix 24 - Self assessment public transport checklist
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 25 - 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 26 - Street sweeping
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 27 - Accessible events supplement Some tips to make your event more accessible to the entire community.

Appendix 28 - Incident & Accident Report
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.

Current as at 1 July 2008
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 and marketing of the event.
Appendix 1 - Risk register	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 - Sitemap	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 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 volunteer application form	Example of Latrobe City Council's volunteer information form.
Appendix 5 - Volunteer sign in sheet	Volunteer sign in register to record the time your volunteers spend performing work at your event.
Appendix 6 - Temporary food premises application	This application is required for all food served at your event.
Appendix 7 - Mobile kiosk application	Latrobe City has in its possession a Mobile Kiosk available for hire by the general public. Requests for use of this vehicle will need to complete this form.
Appendix 8 - 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 9 - Public toilet cleaning service	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 10 - Application for permit to busk	Latrobe City requires any performers/ buskers to complete the following form.
Appendix 11 - 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 12 - Community hirer - trust ticketing form	Latrobe City's Performing Arts Centre run the ticketing of the events at their venues. This form is the start of the process for this to happen. This is a requirement if using a Latrobe City Theatrical Venue
Appendix 13 - Theatrical hire conditions	Latrobe City's conditions under which their Theatrical venues maybe hired, these venues include - Latrobe regional performing arts centre, Kernot Hall and Moe Town Hall.
Appendix 14 - Regional event survey	This is a quick 5 minute survey that can help provide event organiser's with an overall snapshot of who has attended the event and provides the basis for an economic impact to be conducted for the event.
Appendix 15 - Technical specifications for Kernot Hall	The technical requirements required for your event if staged at Kernot Hall. The application must be submitted not less than 28 days prior to the proposed event.
Appendix 16 - Technical specifications for Latrobe Performing Arts Centre	The technical requirements required for your event if staged at the Latrobe Performing Arts Centre. The application must be submitted not less than 28 days prior to the proposed event.
Appendix 17 - Technical specifications for Moe Town Hall	The technical requirements required for your event if staged at the Moe Town Hall. The application must be submitted not less than 28 days prior to the proposed event.
Appendix 18 - Party Safe information kit (PDF, 5MB)	An information kit produced by Roadsafe Victoria, Rotary International and Victoria Police. This kit contains information valuable to event organisers on holding a safe and enjoyable celebration.
Appendix 19 - Safe Work Method Statement	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 20 - Register of Incidents and Actions Taken	A template to list all the incidents that occur during your event and what actions were taken to help minimise or eliminate the risk.
Appendix 21 - Risk Management for community groups	Questions that can help aid a community group starting their risk management analysis for the first time.
Appendix 22 - 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 23 - Infrastructure	Latrobe City requires this form to be completed by event organisers requesting assistance with equipment and infrastructure. Costs may be incurred for this service. The application must be submitted not less than 28 days prior to the proposed event
Appendix 24 - Self assessment public transport checklist	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 25 - 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 26 - Street sweeping	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 27 - Accessible events supplement	Some tips to make your event more accessible to the entire community.
Appendix 28 - Incident & Accident Report	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.