Templates and Tools

You can create a basic Event Plan, by referencing the Event Management Guidelines and using the basic Event Plan below. 

When you have collated the necessary information as outlined in the template, you can Apply for an Event using our online form.  We will then review your application, and be able to give you further information regarding your event requirements, permits and any legislative requirements.   

You may also benefit from using the Business Victoria Guided Event Planning tool, as an additional planning resource. 

TEMPLATE - BASIC EVENT PLAN(DOCX, 27KB) 

One of the best ways ensure your event is planned properly is to create an event-planning tasklist.

An event-planning tasklist should be one of the first things you do when you decide to run an event.

If you need assistance with your event planning, please contact our Events Team for support.  

TEMPLATE  - BUDGET AND TASK LIST(XLSX, 35KB)

Organisers are responsible for notifying emergency services of their event. It is important to notify services to ensure they are ready for and can minimise any impact your event may have to their services and the community.   You can utilise the template below to create notification letters. 

Large events may require the allocation of additional emergency services resources, the development of alternative arrangements when an event will impede access to local roads or properties, or a dedicated presence at the event.

We encourage event organisers to review the following pages, for information relating to Emergency Management.  

• Fire Danger Period Permit
• Fire Ready
• Catastrophic Fire Danger Days
• Smoking and ceremonial fire safety
•  FRV presence at community events

You may also wish to refer to the Glenelg Shire Council Emergency Information  and Emergency Services Contact Details

TEMPLATE - EMERGENCY MANAGEMENT EVENT NOTIFICATION LETTER(DOCX, 26KB)

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Having a Risk Management Plan and conducting a risk assessment prior to conducting an activity or event means potential risks can be identified and rated according to probability of occurrence and severity of damages. Controls and actions can then be taken to help reduce or mitigate any potential risks prior to the activity or event taking place.

Risk Management is the process of identifying, assessing, and treating of risks. This process also includes the monitoring of those risks to ensure that the desired outcome has been reached and that any unacceptable risk has been eliminated or reduced as far as practicable.

This process is in accordance with the Australian Standard on Risk Management AS/NZS ISO31000:2009 Risk Management Principles and Guidelines. 

For further information please refer to the Event Management Guidelines (Section 3 - Risk Management).   

TEMPLATE  - RISK ASSESSMENT TOOL(DOC, 84KB)

Some Event organisers will be required to complete a post event review. This review will analyse how effective the planning of the event was, and how well the event was executed.

Please refer to the After Your Event page for more details on how to best review and assess your event.   

TEMPLATE - Community Post Event Review.docx(DOCX, 24KB)

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A Site Plan may be required for your Event Plan or if you are applying for an Event Permit.

If you need assistance with your event planning, please contact our Events Team for support.  

TEMPLATE  -  Site Plan Template (pdf)(PDF, 25KB)

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Business Victoria have developed a guided planning tool to help anyone organise an event or festival in Victoria. It brings together up-to-date resources and information on each step of the process; from the permits you may need to apply for to available grants and support - making it easier for anyone to plan and gain approval to run a safe and successful event. 

By answering a few questions about your event you will be provided a task list to download that will give you contacts in approving organisations.

Business Victoria Guided Event Planning Tool 

Within each section of these guidelines, you will find useful information, tips, and examples to help make the task of planning your event easier.

Event Planning Management Guidelines

Apply for an Event

These Victorian Guidelines have been developed through the collaboration of multiple agencies to present best practice for event organisers and agencies involved in the planning of events within Victoria.

They are designed to present basic guides and safety measures that an event organiser is required to consider when planning an event. This document contains a broad range of topics and guides, from risk assessment tools to check-lists, to ensure event organisers engage with all relevant stakeholders and create a safe and well managed environment for all parties to enjoy.

Download the guidelines here

Glenelg Shire provides the Waste Wise Events trailer for community events held within the Shire.

The trailer contains 6 waste bins, 6 recycling bins and bin caps which may be borrowed free of charge by event organisers to provide waste and recycling bins at community events.

Event Organisers can book the Waste Wise Trailer free of charge (subject to availability) by completing the online form booking form. 

If you require further information, please contact the Resource Management Officer on (03) 5522 2299.

We encourage you to consider accessibility to your event, to ensure that it can be attended by all community members. 

The following checklist provides information of the steps recommended in planning, promoting, implementing and evaluating your event.

More details can be found in the Checklist(PDF, 3MB) and the Events Program(PDF, 7MB).

If you would like further information regarding  your One and All inclusive Events, please contact our Events Team. 

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