d) Marketing and promotional activities

marketing and promotional activities Application Form

Note: Information on venues available More>

2) Holding an event in Bayside

If you are holding an event in an open space area in Bayside that is open to the general public - and you are part of a commercial operation or community group you will need to complete an Event Registration,  please review the following information and complete the relevant steps.  If these events are to be conducted in Council owned 'Open Space' this application is incorporated in the Event Registration Form, go straight to 'Step 2' of 'Holding an Event'.  

2.1) Event Registration Enquiry (optional)

If you would like to investigate the 'feasibility only' of holding an event in an 'open space' within the municipality of Bayside City Council, please complete the following form.  If you simply wish to register your event go straight to step 2. 

2.2) Event Registration

If your event is a regular event or you as the applicant has a complete package of information which will enable Council to make a full evaluation of the submission than complete Step 2.  

This package of information should include, a site plan, risk assessment/management plan (see Step 3)and address Public Liability Insurance cover. 

Step 2.

Event Registration Form

2.3) Risk Management

As part of step 2 you will be required to submit a risk assessment/risk management plan.  It is necessary for each event organiser to fully assess risks associated with staging an event.  Risks must be identifyed and associated risks mitigated by putting in place a risk management/strategy plan. 

If you already have a Risk Management Plan this can be uploaded as a file in Step 2 or you can use the template below to assist with this assessment and management.

2.4) Marketing

To promote a community event within the municipality boundary of Bayside City Council, community groups may take advantage of Council's five static billboard locations.  Council will not charge for the use of these billboards locations, however it is the responsibility of the Community Group to engage a suitable supplier to install and de-install the approved artwork and board infrastructure (this may be negotiated with a relevant Real Estate Company).

Council will issue a permit for the agreed times, subject to the receipt of a Certificate of Currency for Public Liability (refer to the application below). Billboards are subject to location availability and Council's discretion and are not available for commercial events (this application is also incorporated within the event registration form as a compete pacakage of information).

You may also wish to advertise your event on Bayside City Council's community calendar of events. 

2.5) Post Event Report

After the completion of your event, Council would like to have an understanding your successes in the event planning and delivery, together with elements of the event that may not have worked well.  Post-event Council would like event organisers to review their 'event day' Risk Assessment/Management Plan and highlight elements of this plan that may have not gone well or if you identified other considerations that should have made up part of your 'pre-event' assessment.

Event Guidelines/checklist

Documents for review:

 Event Guidelines (PDF, 746KB)
 Event Checklist (PDF, 723KB)

If your event requires road closures the Event Organiser must submit to Council a Traffic Management Plan for consideration and approval. If the road is owned by Vic Roads approval is also required by this authority together with approval from Victoria Police.  If the road closure is proposed for Beach Road/Esplanade (Vic Roads is the relevant authority together with Council) it is important to consider the following conditions:

a) No road race events are permitted on the last weekend of November.

b) No road race events are permitted on consecutive weekends.

c) No road race events are permitted on the last 3 weekends prior to Christmas.

d) No more than 5 commercial road race events are permitted between the months of November and March each year.

e) No more than 5 commercial road race events are permitted between the months of April and October each year.

Road Race Event community communications

The Event Organiser is required to:

a) Advise by letter all residents, businesses and community groups impacted by the road closure 10 days prior to the event.This letter must provide the access solution together with two mobile phone contact numbers that will be dedicated to event day access concerns (this access provision and letter text must be approved by Council).

b) Place a community notification in the local newspaper 10 days prior to the event, depicting the location of road closure, the date and time of road closure and the road opening time (this text is to be approved by Council).

c) Place community notification signage 10 days prior to the event, depicting location, the date and time of the road closure and the road opening time (this signage placement location, signage look, signage text, and signage size is to be approved by Council).

Temporary Structure Siting Approval

If you are planning to erect a temporary structure for an event or function within the municipality of Bayside City Council you need to be aware of the Building Act 1993 and the Building Regulations 2006.  If the temporary structure includes any one combination of the following structures, then you will need to apply to the Municipality Building Surveyor for a Siting Approval.A temporary structure includes but is not limited to:

a) Stage or platform exceeding 150m2

b) Tent, marquee or booth with a floor area greater than 100m2

c) Seating stand that accommodates more than 20 persons, or;

d) Prefabricated building exceeding 100m2.

These forms need to lodged no less than 15 working days prior to the event. A fee of $440.00 applies, these fees will be reviewed 1 July 2011

If the proposed temporary structures will form part of an area used as a Place of Public Entertainment* (P.O.P.E.), checks must be made to ensure that the siting of these structures is covered in the P.O.P.E.

Siting Approval Application (PDF, 78KB)  Siting Approval Application (DOC, 37KB)

Place of Public Entertainment (P.O.P.E.)

If you are planning an event or function within the municipality of Bayside City Council that is considered a Place of Public Entertainment (POPE), the Building Act 1993 requires that an Occupancy Permit for a Place of Public Entertainment must be in existance on land.  A Place of Public Entertainment could be one:

a)  Which is enclosed or substantially enclosed;

b)  To which admission can be gained by payment of money or the giving of other consideration and which is intended or is to be used for the place of public entertainment.(to be lodged no less than 15 working days prior to the event. A fee of $735.00 applies, these fees will be reviewed 1 July 2011).

P.O.P.E. Application (PDF, 196KB)   P.O.P.E. Application (DOC, 118KB)

Shipping Container

Should you require to place a 'shipping container' for temporary storage or operational space in Council's Open Space, you will require a separate Permit.

Festivals and events presented by Bayside City Council.

Page last updated: 10 May 2012