How to plan an event

If you would like to have a road closed, or traffic altered as part of your event, you will need to include details of the proposed traffic alteration in your event notification form.

A traffic management plan (TMP) is a plan that describes how to manage the traffic flow and safety around, near or at a (event) site. A TMP includes details on the proposed measures, such as signage, barriers, diversions, and speed limits, that are to be implemented to ensure the safety and integrity of initial roads and paths.

A Traffic Management Plan must be completed by a Victorian licenced organisation. All costs associated with this plan and road closure are to be paid for by the applicant. The Traffic Management Plan must be submitted to Council. 

Who to contact for TMP advice:

• GAME 
• Riverina Traffic 
• Border Traffic Solutions
• Trafficking

The above companies are some local suggestions only, it is up to the event organiser to do their due diligence and ensure the company is the right one for you.  

To serve alcohol to event patrons you must ensure that you have an appropriate licence from the Victorian Commission for Gambling and Liquor Regulation, or from Indigo Shire Council if applicable, and adhere to all requirements of that licence.

Local and State laws prohibit the consumption and/or sale of alcohol in public places. If your event includes the consumption of alcohol in public places, you must indicate this in your Event Notification Form and indicate any alcohol providers on your vendor list. In determining whether a permit will be granted, Indigo Shire will consider the nature, duration, location, and the effect on nearby residents. Evidence of liquor licences, issued by VCGLR, will be required before a Local Law permit for the event will be issued. Any vendor or event organiser selling alcohol must also submit a Statement of Trade using Streatrader.

The following documents must be completed:

• Permit to Consume Liquor in a Public Place  
• Foodtrader

The following items must be submitted to Council:

• VCGLR Liquor Licence and approved red line map

Where an event utilises Indigo Shire parks and gardens, a site plan will be required to provide approval for proposed activities, including the location of temporary structures. Where structures are permitted, weights must be used in place of pegs to protect irrigation systems. Vehicles are not permitted to enter parks or gardens without approval. If your event requires vehicle movements, these should be clearly indicated on your sitemap.

Parks, gardens and streets must be returned to their previous state, with all litter removed following the event. Any damage to trees, lawns, flower beds or infrastructure due to the event, is the responsibility of event organisers. This includes any damage incurred by third parties, suppliers, contractors and event attendees. Reinstatement and repair costs will be the sought from the event organiser and may preclude an event being able to held there again.

Access to water taps and power is not permitted without prior approval. It is the responsibility of the event organiser to ensure that any contractors/stallholders using power and water provide appropriate safety covers for on-ground leads and hoses.

A Waste Management Plan will be required to be submitted to Council. 

It is the responsibility of event organisers to arrange extra bins for your event. 

Below are some local companies that may be able to help: 

• Cleanaway or email wodonga@cleanaway.com.au
• JJ Richard’s Waste and recycling
• Veolia
• Albury Wodonga Skips and Bins

The above companies are some local suggestions only, it is up to the event organiser to do their due diligence and ensure the company is the right one for you.  

Busking activities are restricted under Indigo Shire Council’s Local Law Number One. If you are planning to allow buskers in public at your event, please note this in your Event Notification Form.

Where a busking activity is occurring outside commercial or residential properties, the consent of the owner/occupier needs to be obtained. It is your responsibility as an event organiser to ensure you have obtained the permission of the owner/occupier prior to allocating a busking space for a performer during your event.

As an event organiser you should ensure that buskers have their own public liability insurance, are listed as a performer within your event plan and marked on your site plan.

Please complete an application here to apply for a permit to busk.

Information on conducting Acknowledgements to Country or a Welcome to Country can be found here

Occasionally a planning permit is required for events where the current land status has no provision for events to be held there.

You will require a planning permit if, as part of your event, you are doing any of the following;

• Changing the use of a property (If it is currently a residential property and you want to hold events there) or if it is a business of a different nature and you want to hold events there.
• Applying for a liquor license.
• Erecting a sign that is:

• More than 1m off the ground and within 3m of the street alignment.
• More than 8m above ground level and more than 6m2 in display area.
• Starting a business on the property

Events can have a significant effect on the convenience of your neighbours and the local environment because of noise, odour, traffic, dust, waste, lighting etc. Because of this, it is important to consult with Indigo Shire Council’s Planning Department as far in advance of the proposed event as possible, in order to consult with stakeholders who may be affected during the planning permit process.

A planning permit for an event may take between 3 – 12 months, as there are a number of factors that can affect the planning permit process, particularly when there are objections to the proposed application. 

It is your responsibility as an event organiser to ensure there are sufficient toilet facilities to cater for the number of patrons at your event. If your venue does not have a sufficient number of toilets, or the public toilets available are not sufficient, it is your responsibility to hire additional toilets. The expense of portable toilets is the responsibility of event organisers and must include accessible toilets. 

The required number of toilets for your event can vary depending on a number of factors including duration of events and whether alcohol will be available.

You can use this guide here from the ACT Health Website to help determine how many toilets will be required. Your local hire company should also be able to support you with requirements.  

It is essential that public bathroom facilities are maintained in a clean state during and after an event. Indigo Shire Council has a regular schedule of cleaning for our public toilets. Events may create additional demand on public toilets that require additional cleaning outside of these scheduled cleanings. As an event organiser you are responsible for coordinating this. You may allocate a resource to be responsible for cleaning the facilities, or Indigo Shire can coordinate contracted cleaning staff for extra cleanings. Additional cleaning will be at the expense of event organisers.

Stakeholder notification may be requested for events that have the potential to affect nearby residents or businesses and is essential for major events and events altering traffic.

It is the responsibility of the Organiser to ensure stakeholder notification has occurred. Communications must include:

•  The name, date and location of your proposed event (and site plan if available).
•  The purpose of the event.
•  Expected number of participants.
•  Activities happening during the event.
•  The effect it is likely to have on stakeholders.
•  Contact details of the event organiser.  

Promotional signage is only permitted on Indigo Shire land for the duration of an event, and can only be displayed with prior permission from Indigo Shire Council. Any signage on Indigo Shire land must be noted on a site plan. At the conclusion of your event, it is your responsibility to ensure all signage is removed and disposed of.

Event advertising signage may only be erected on the premises/property on which the activity is to occur, or on official town entry signs. Major events may be eligible to advertise their event on town entry signs. If you would like to request advertising of your event on the town entry signs, contact the Creative Communities Team. Submission of a request does not guarantee that your event will be able to display a sign.

The production cost of any new sign will be the responsibility of the event organiser and must comply with design guidelines provided by the Creative Communities Team.