Traffic Management - events on roads

You will need approval to use the road and you will also need to obtain permits to conduct an event on a road, this also includes a cycling road race.

On road event planning

For 'major' events to be held on roads, a pre planning meeting should be held with the relevant agencies/stakeholders 12 - 18 months prior to the event date. This provides an opportunity to receive advice from the agencies, prior to your application for permits being made.

At the pre planning meeting the you should present a colour Google Earth Map (or similar) noting the proposed roads to be used with direction of course overlaid on the proposed road ways if a cycling event.

This map should show at a minimum, Fire services headquarters, hospitals, ambulance stations, schools, train lines and stations, bus routes, and bus stops.

The map should be accompanied with the dates and times that the event will start and finish and include the number of participants and the type of race and detail regarding the start/finish area and duration of build and dismantle schedule.

This pre planning meeting will cover the following topics:

1. If the course is available and what any conditions may be.
2. If the road managers can provide in principal approval of the proposed road closures and what any conditions may be.
3. If the Transport representatives can provide in principle support to the impacts on public transport and what the event organisers will be required to do during the planning and implementation.
4. If the Victoria Police are prepared to issue an On Road Cycling Permit.
5. If VicRoads are prepared to issue an Exemption to the Road Rules.
6. If part of the course is required to be declared a 'tow away zone' or a clearway and what the requirements of the event organiser will be to facilitate the clearway.

You should also be made aware of the communications requirements and given an estimate cost (paid by you as the event organiser).

Certain businesses or access arrangements may be discussed and form part of the in principal approval to proceed with the permits stage of the planning phase.

*If the agencies are comfortable with your initial plans and you accept the conditions of the in principal approvals, then you will be directed to apply for the relevant permits listed below.

The following information provides advice about who manages which roads in the region and when permits may be required.

1. Closing or changing the traffic conditions of a City of Greater Geelong road

We are generally responsible for major roads, collector (service) roads and local roads. If your event impacts a council road by changing the normal traffic conditions, then you need to get approval from our Traffic Engineering Department.

Once you have been given in-principle approval from us to use the road and an Event Permit Application has been submitted, you need to employ a Traffic Management Company to:

• develop a Traffic Management Plan
• implement and manage the road closure
• provide insurance cover for the treatments to the traffic during the road closure

A meeting may be held with the you, your traffic management contractor, Department of Transport, Victoria Police, Public Transport Victoria, our relevant Asset Manager, and our Traffic Engineering Department to assess your draft Traffic Management Plan.

It is then submitted to our Traffic Engineering Department for approval.

You will to need to complete the City of Greater Geelong Event Application to occupy roads.

During the planning stages you will be given advice from the relevant agencies as to what the impacts are, and what is expected of you to manage and minimise impacts on the community.

2. Closing or changing the conditions of a VicRoads road

Department of Transport (formerly VicRoads) are generally responsible for freeways and primary and secondary state arterial roads.

Refer to the Melways ‘map symbols’ page to help identify if the road you want is a VicRoads road.

If your event impacts a Department of Transport road, you need to contact them directly and discuss the proposal. If the Department of Transport supports the use of the road for your event, they will supply you with an application for consent to use a road.

Their permit is issued under the Road Management Act 2004 – Worksite – Traffic Management Code of Practice.

3. To reduce the speed limit on any road

If your Traffic Management Plan includes the temporary reduction of existing speed limits, you need to apply to Department of Transport for permission.

Department of Transport  will supply you with an application for consent to use a road. This permit is issued under the Road Management Act 2004 – Worksite – Traffic Management Code of Practice.

4. Using classified roads

Under the Road Safety Regulations 2009, certain roadways have been designated for use by specific classes of vehicles. The classifications are:

• Class 1: oversize or overmass, special purpose, agricultural, vehicles carrying large items
• Class 2: B doubles, controlled access buses, car carriers, livestock carriers
• Class 3: truck and dog combinations travelling at gross mass higher 42.5 tonnes, hay trucks, container trucks

If your event is planning on closing a classified road, then the following process applies:

1. seek in principle approval from Department of Transport and identify appropriate alternate route
2. update your traffic management company of Department of Transport conditions
3. draft the wording required to be placed in the Victorian Government Gazette and submit to Department of Transport for approval (one of our Events Officers can assist you with the wording for the gazette).
4. Department of Transport approves and submits the gazette to the minister of Roads and Transport for approval under the Road Safety (vehicles) Regulations, 2009. The costs for gazetting the roads are to be paid by you as the event organiser. VicRoads can advise during the planning phase what these costs are likely to be.

For further information visit the Victorian Legislation and Parliamentary Documents website.

Department of Transport  – South Western Victoria
Road Safety / Events Advisor
180 Fyans Street, South Geelong Victoria 3220
PO Box 775 South Geelong VIC 3220
Email: [email protected]

5. To conduct a competitive event on any road

If you are planning on staging a competitive on-road event, or a large recreational ride or activity, and require police support, you should submit an Event Application Form to the City’s Events Unit at least six months prior to your event date in order to meet Victoria Police timelines.

You need to contact the local Victoria Police Geelong Highway Patrol Unit no later than six months prior to your event date to seek their advice and support. In some cases, road events that have a significant impact on the road require a 12 month pre planning period.

An Event Officer will advise you what time frames are required. Once in principle support has been gained, you need to submit an application to Victoria Police – Road Safety Strategic Services Division for permission to conduct a race under the provisions of:

• Regulation 27(1) of the Road Safety (Traffic Management) Regulations 2009 applies to competitors for any part of the race.
• Regulation 27(2) of the Road Safety (Traffic Management) Regulations 2009 applies to marshals and competitors if they are contained within the approved police rolling road closure. Cyclists may pass through a school zone at a speed greater 40km/h however, police may decide not to permit this and the competitors would need to obey the police.

You will also need to apply for permits relevant to the road authority (City of Greater Geelong and/or Department of Transport) and you will need to get in principal support six to twelve months from your event date.

6. To conduct a non-competitive recreational ride or activity on any road

If you are planning on staging a non-competitive recreational activity for less than 30 participants, you may need to apply to the relevant road authority for a permit to close or change the conditions of a road.

The Victoria Police Geelong Highway Patrol Unit should also be advised of your plans.

A Cycling Signage and Marshal Plan may need to be developed in accordance with the Road Management Act 2004 – Worksite – Traffic Management Code of Practice and be implemented by a qualified traffic controller in accordance with section 99A(3) of the Road Safety Act 1986.

The plan should include the positioning of marshals and traffic controllers, as well as the location of advisory signage (such as Cyclist Race in Progress / Cycling Event Ahead / Cyclist Ahead).

7. To apply for a tow away zone/clearway

Tow Away Zones are sometimes required for major sporting events. If the City of Greater Geelong and/or Department of Transport agree that this is an event requirement, then the proposal will be considered. If in principle approval is provided, an application to the Minister for Transport would be made on your behalf by us.

You will be advised what the communications requirements will be and given an estimate cost which you must pay as the event organiser to set up and facilitate the clearway.

8. To apply for an exemption to the Road Rules Act – Competitors, Race Organisers and Commissaries

Exemptions to the Road Rules Act are sometimes required for major sporting events.

If the City of Greater Geelong, Department of Transport and the Victoria Police Geelong Highway Patrol Unit agree that this is an event requirement, your proposal will be considered.

You will need to write a letter of request to Department of Transport (the Minister for Transport has delegated this authority to Department of Transport). This exemption is only available for ‘rolling road closures’.

An application to the Victoria Police to Conduct a Race under the Provisions of Regulation 26 of the Road Safety (Traffic Management) Regulations 2009 also needs to be completed.

9. Events that affect public transport – notification to Public Transport Victoria

If your event is likely to impact regular public transport services, you need to complete the Public Transport Victoria Event Notification Form. This needs to be sent to Public Transport Victoria, and you will need to comply with their planning requests.

There are penalties for not complying with the notification and planning process.

Our contacts list has details for the above listed agencies.