2024 Event Applications-Scoping Document 2024

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EVENT SCOPING DOCUMENT

* indicates a required field.

EVENT DETAILS

Please enter as dd/mm/yyyy
Must be a date. Please enter as dd/mm/yyyy
24 hour time only
24 hour time only
Word count:
Must be no more than 200 words. 
Word count:
Must be no more than 200 words. 
HAVE YOU GOT A CERTIFICATE OF CURRENCY FOR $20M PUBLIC LIABILITY AND $20M PRODUCT LIABILITY INSURANCE * Required

Council will require copies of Certificates of Currency. Council will review the Certificates of Currency as part of the application process. The event owner is responsible for ensuring that vendors, subcontractors and suppliers hold adequate insurance specific to the work or activity being carried out.

HAVE YOU COMMENCED DEVELOPMENT OF A SITE PLAN? * Required

Council will require a copy of the event’s site plan. The plan will be reviewed by Council as part of the application process and Council will want to see location of stages/structures, first aid box/tent, ingress and egress points of participants/attendees and emergency services.

More information: Consider safety and security when organising an event - Premier & Cabinet (nsw.gov.au)

HAVE YOU STARTED ASSESSING RISK? * Required

Council will require a copy of your Risk Management Plan. The Plan will be reviewed by Council as part of the application process. All plans must also include activities covering bump in and bump out. Considerations should include (but not limited to) safety to volunteers/patrons,  damage to property/equipment, incident reporting, wet weather contingencies, wind events, security of cash, potential vehicle/pedestrian clashes and public relations and financial risks. 

More information: Event risk assessment and management - Premier & Cabinet (nsw.gov.au)

Need a template?  See link to Event Organiser's Toolbox below.

HAVE YOU COMMENCED DEVELOPMENT OF AN EMERGENCY MANAGEMENT PLAN? * Required

Council will require a copy of your Emergency Management Plan. The Plan will be reviewed by Council as part of the application process. The Plan should include emergency contact number, access for emergency services and an emergency evacuation plan.

More information: Consider safety and security when organising an event - Premier & Cabinet (nsw.gov.au)

WILL ANY EVENT ACTIVITY OCCUR ON A ROAD OR HAVE AN IMPACT ON THE ROAD NETWORK? * Required

If yes, a Special Event Transport Management Plan is required by Transport for NSW. Applications must be received by Council at least four (4) months prior to the event.

More information:Traffic and transport issues at major events - Premier & Cabinet (nsw.gov.au)

Need to submit this Plan?  See link to Event Organiser's Toolbox below.

WILL THERE BE FOOD VENDORS? * Required

All food vendors must be aware of the Food Handling Guidelines for Temporary Events and be registered with Dubbo Regional Council or their home Council. A food vendor notification form is required.

More information: Manage the health of all people at your event - Premier & Cabinet (nsw.gov.au)

Need to complete this form?  See link to Event Organiser's Toolbox below.

WILL ALCOHOL BE SERVED? * Required

If yes, Council will want to know that you have contacted NSW Police's local licensing sergeant to discuss licensing requirements.

For more information regarding a limited license:

Limited licence - special event - Liquor & Gaming NSW

More information: Consider safety and security when organising an event - Premier & Cabinet (nsw.gov.au)

WILL THERE BE A JUMPING CASTLE? * Required

If yes, Council will need to sight the owner’s Certificate of Currency for $20M Public Liability and $20M Product Liability Insurance, and their Risk Management Plan to ensure actions to mitigate against risks associated with wind have been included. Approval for use of a jumping castle will be determined by Council upon review of the applicable documents.

Installing, securing and operating jumping castles should be in line with Australian Standard AS3533.4.1-2018: Amusement rides and devices: Part 4.1: Specific requirements - Land-borne inflatable devices.

More information: Event risk assessment and management - Premier & Cabinet (nsw.gov.au)

WILL THERE BE AMUSEMENT DEVICES? * Required

If yes, small amusement devices do not need the approval of Council. Small amusement devices are defined as ‘an amusement device that is designed primarily for the use of children 12 years of age and under and includes such amusement devices as mini-ferris wheels, battery operated cars and miniature railways but in the case of rotating amusement devices, includes only those devices that have a maximum rotation of 14 revolutions per minute. Small amusement devices must be registered with Safework NSW and have a minimum $10M insurance coverage.

If an application is required, more information: Approval to Install or Operate Amusement Devices - Dubbo Regional Council - NSW - Australian Business Licence and Information Service

Need an Amusement Device Application?  See link to Event Organiser's Toolbox below.

IS THE TOTAL FLOOR AREA OF ALL YOUR STALLS, TENTS, MARQUEES GREATER THAN 300SQM? * Required
IF YOU ARE HAVING A STAGE IS THE FLOOR AREA LARGER THAN 50SQM? * Required

In some cases large events may require a Development Application (DA) for the erection of temporary structures, which exceed the exempt development size limits contained in State Environmental Planning Policy (Exempt and Complying Development Codes) 2008 (SEPP).
A DA can take between 4-8 weeks to process. 

More information: Temporary uses and structures | Planning Portal - Department of Planning and Environment (nsw.gov.au)

WILL YOU BE ARRANGING ADDITIONAL TOILETS ON SITE? * Required

The number of toilets required will depend on the expected crowd and whether or not alcohol is being provided.

More information and handy matrix: Manage the health of all people at your event - Premier & Cabinet (nsw.gov.au)

HAVE YOU COMMENCED WORK ON A WASTE MANAGEMENT PLAN? * Required

The event owner is responsible for collecting and disposing of waste. Bins located on site are not to be used to collect waste from event activity. You can order bins from Council via the booking form which will be sent to you following submission of this form.

As a guide, minimum number of additional bins for attendee use (not including existing public bins) at events are:

  • 1 x 240L bin per 100 attendees (if no food or drinks served/sold)
  • 2 x 240L bin per 100 attendees (if food or drinks served/sold)

For events over 1,000: add 2 x 3m front load skip bins.

More information: Consider safety and security when organising an event - Premier & Cabinet (nsw.gov.au)

HAVE YOU COMMENCED WORK ON AN ACCESSIBILITY PLAN * Required

Council expects that all events held on public land are supported by actions to meet the needs of  participants/attendees with special needs. Considerations include (but not limited to) accessible parking and toilets.

More info: Accessibility of major events - Premier & Cabinet (nsw.gov.au)

HAVE YOU COMMENCED WORK ON A SUSTAINABILITY PLAN? * Required

In 2022, the NSW Government  is banning certain single use plastics. Including ban on single use plastic straws, stirrers, plates, bowls and expanded polystyrene foodware.

More info:  Plastics ban nsw | Social Pinpoint (mysocialpinpoint.com.au)

More info:  Sustainability at major events - Premier & Cabinet (nsw.gov.au)

DO YOU INTEND TO ENGAGE A DRONE OPERATOR TO TAKE IMAGES OF YOUR EVENT? * Required

If yes, Council will need a copy of the drone operator’s Certificate of Currency and a copy of the operator’s licence.

Must be operated within CASA regulations - https://www.casa.gov.au/drones/drone-rules/drone-safety-rules#

Must be operated outside No-Fly Zones - https://www.curouav.com/flight-advisory

The Drone Operator must be aware of the following of controlled air space within the Dubbo Regional LGA  (Remotely piloted aircraft operator's certificate | Civil Aviation Safety Authority (casa.gov.au)) and know where to fly and what to film as set in the Drone Operators Licence. Drone must not be operated over built up areas, crowds of people or residential premises.

WILL THERE BE FIREWORKS? * Required

If yes, Council will require the fireworks notification at least 7 days prior and confirmation in writing that all related documentation for the pyrotechnician contains and considers the SafeWork operational conditions.

WILL THERE BE HELICOPTER ACTIVITY? * Required

If yes, approval to operate on Council land is required. Council will need a copy of the operator’s license and a site and event specific risk assessment covering the helicopter activity (including flight paths and pilot check for landing areas).

WILL THERE BE LIVE MUSIC AT THE EVENT? * Required
WILL ANY PARTICIPANTS BE WORKING DIRECTLY WITH CHILDREN? * Required

If yes, the Working with Children Check is a requirement for anyone who works or volunteers in child-related work in NSW.

More information: Apply for a Working with Children Check | Service NSW