Your Event Checklist

With so many events on in the coming months, we thought it would be useful to create a checklist of the areas you need to consider and potentially manage for any event big or small. 

Site requirements

Have you done a site inspection to ensure that your venue or intended site:

• can hold the intended number of people for your event
• has appropriate exits, toilet facilities, emergency service access
• does not have noise or access restrictions which may affect setting up or running your event. 

Take a look at the  Pre-event Site and Venue Assessment article for more details on these issues.

Rules, rules, rules

Have you organised any necessary permits required for your event: liquor licensing, POPE permit? Are any of your marquees over 100m2 and therefore require siting permits from your local council?

Are you complying with all regulations for food safety, fire safety, first aid  and emergency procedures.

Who else do I need?

Will you need other services or contractors:

• security for equipment outside event hours
• security during the event
• food & drink vendors
• first aid officers
• entertainers
• audio/visual services
• volunteers/staff.

And if something goes wrong…

Have you organised insurance for your event?

Does your venue have public liability insurance or do you need to organise that for your event?  Do you need personal injury insurance for volunteers or workcover for staff employed for the event? Do your contracted security services hold their own public liability insurance? Should you consider other types of insurance relating to fund-raising events/entertainment.

And finally…

Not all of the above may apply to your event but some of these things will need to be managed to ensure that your event is as successful, trouble-free and enjoyable as possible.

Liquor licensing in Victoria

A liquor licence is required at any event that intends to sell alcohol. Either the liquor vendor/s at your event must hold the appropriate liquor licence or the event must apply for a temporary liquor licence.  Liquor licences are obtained by application from Consumer Affairs Victoria.

 

Once you have determined the best licence to apply for, you can either lodge your application using the application form available for download) or via the online lodgement facility.

 

Depending on what type of licence you are applying for you will need to supply some additional supporting documents.  One of these is certification that the Nominee of the Licensee has completed New Entrant Training for Licensees. If you are running an event and applying for a temporary liquor licence then your Nominee will need to complete this training prior to the event.

 

Temporary Limited Licences can obtained by individuals, businesses, clubs or other organisations intending to hold:

• a single event, such as a product launch,
• a single event requiring an extension of trading hours, or
• a series of events over a limited period of time, such as a music festival or sporting carnival.

There are certain conditions to temporary licences relating to time periods, patrons of the licensed premises and staffing. There are also fees associated with the licence applications. You will need to lodge your application at least 35 days before the event commences in order to ensure it is granted in time.

 

You should also make sure you understand the responsibilities of a liquor licensee which include:

 

• Understanding the terms and conditions of your liquor licence
• Understanding and complying with Victoria’s liquor laws
• Displaying your liquor licence and the required signage
• Arranging and undertaking any necessary training including New Entrant Training for Licensees and Responsible Serving of Alcohol.