We require specific information in the 'events information' section when you complete our event permit application form.
On this page you will also find information regarding the identification of a suitable location for your event and some other relevant factors to consider.
Name of event
Write the name of the event as it will be promoted or advertised.
Proposed dates of the event
When considering the event date check relevant websites and event calendars to see what other similar activities could be taking place in and around the region at the same time.
Proposed event location, alternative event location and contingency plan
The Event Permit Application Form asks for two locations (venues or sites). This is in case the preferred location is not available or suitable for the event. When the location has been confirmed by your Events Officer, a contingency alternative and relocation plan may be required.
A contingency site and relocation plan may be necessary if the location unexpectedly becomes unavailable. This is a rare occurrence but it can happen as a result of extreme weather conditions such as a drought or flood.
Selecting a site - factors to consider
- Size of site – will the event fit in the proposed space? Is there enough room for equipment and patrons?
- Does the event need access to toilets, water, electricity, and parking?
- Is there shelter available/weather protection?
- What will be the impact on the local environment i.e. flora and fauna?
- What is the proximity of the site to residences?
- What is the proximity to local businesses and are they supportive of the event concept?
- Are local businesses within close proximity to the site negatively or positively impacted by the event?
- What is the proximity to public transport?
- What is the proximity to accommodation and tourism attractions?
- Are there other activities and events at or near the site that would be impacted positively or negatively by the event?
- What are the site’s risks and hazards (eg. bodies of water, cliffs, industry)?
- When selecting the site give careful consideration to the above points in assessing if the site is the right site for the event.
Asset managers, hire fees and bonds
Not all of the land in the Geelong municipality is managed by Council. Before submitting your event application form, you will need to investigate who is the responsible land or water authority and seek their in principle approval to use the site.
It is worth noting that different authorities and asset managers have different processes for applying for permits. Depending on where the event is located, you may have to apply for more than one permit to use the area. Go to Section 7, Useful Contacts, of this guide for information regarding areas of the municipality that are managed by external agencies.
Like any venue, public open space may attract a hire fee or a bond.
Depending on the nature, location and scale of the event, the fees for hire of a venue may differ. Your Events Officer will advise you if a hire fee or a bond is applicable to a Council-owned site.
A bond may be required to cover repairs to a site that has been damaged as a result of the event. It is expected that there may be some general wear and tear on the asset as a result of the event. However damage to the site as a result of poor event management, eg. Oil spills, digging, unauthorised removal of site furniture, fences and bollards, haphazard placement of equipment etc., may result in the site needing to be repaired. Asset reinstatement and repair costs will be charged to the event organiser and/or deducted from the bond.
Thorough event planning will minimise the likelihood of asset damage. Depending on the site, an Asset Protection Plan may be required.
Go to the Event Planning Guide's section on Additional Event Plans for advice on protecting the asset.
Site responsibility - handing over and handing back the site
The Events Services Unit may ask you to prepare an Asset Protection Plan to demonstrate how you will protect the site and reduce the likelihood of damage during the set up, delivery and pack up of the event.
It is your responsibility as the event organiser to ensure that the site is safe for employees, contractors and the general public during the construction stage (set up) during the delivery of the event and during the pack up stage.
The event organiser is also obliged to return the site to the City of Greater Geelong in the same condition in which it was received. While general wear and tear is expected, any damage to the asset will need to be repaired at your expense.
Closer to your event date, the site will be ‘handed over’ by the asset manager and your Events Officer.
This hand over is an opportunity for you to discuss with the asset manager any small problems that haven’t been ironed out during the planning process.
The hand over is also an opportunity to assess and record the standard of the site pre-event. For example, any broken pavers, unclean areas etc. will be recorded and noted. Any areas damaged during the event will be recorded at the post event ‘hand back’ and arrangements may be made by the City to have the area reinstated at the cost of the event organiser.