Ballarat event planning toolkit

Got a great event idea but not sure where to start? 

We can help with that.  

The documents below make up our event toolkit – everything you need to organise your event, let people know about it, and to measure your success afterwards.  

City of Ballarat Event Toolkit 

Part A - Event Planning and Management

• Budget template
• Committee structure template 
• Event operations manual template 
• Risk assessment template 
• Sponsorship prospectus template 
• Strategic business plan template 

If you're looking for information on available grants, please visit our Grants page. 

Part B - Event Compliance

The following permits or approvals may be required at a community event.

Please click on the following items for useful related links.

Booking of public open space 

Fireworks and pyrotechnics

Food registration/approval 

Food Vendor and Event Organisers' Guide

Itinerant sales/commercial activity

Marine safety

Liquor licenses  

Noise

The Australasian Performing Right Association (APRA) and Phonographic Performance Company of Australia (PPCA)

Places of Public Entertainment (PoPE)

Public Liability  

Signage 

Read Hire and Rental's Code of Practice for Portable Toilets

Civil Aviation Safety Authority (CASA)

Part C - Event Marketing
(ATDW is the Australian Tourism Data Warehouse - the national online database for tourism and event information.) 

• How to create an ATDW listing 
• How the ATDW works 
• Getting the most from your ATDW listing 
• Social media tips 
• Media guidelines 
• Marketing action plan template 
• Websites to list your event on for free 

Part D - Post Event Reporting

• Post-event report template
• Sponsor survey template 
• Stakeholder survey template 
• Visitor survey template 

Other useful links and information 

• Crowd control and venues and events
• Department of Health Code of Practice for running safer music festivals and events 
  Page 10-12: Security ratio 
  Page 15: First aid ratio 
  Page 17: Music festivals and noise management 
  Page 19, table 4: Toilet ratio 
• First aid
  The appropriate number of qualified on-site first aid and medical personnel can be estimated using the following formula: 
  - Two Level 2 First Aid qualified people for events catering for less than 500 patrons 
  - Two Level 2 First Aid qualified people (or higher) for each additional 1,000 patrons up to 5,000 
  - One Level 2 First Aid qualified person for each additional 1,000 over 5,000 patrons
• Read Hire and Rental's marquee weighting and pegging guide
• Smart guide for outdoor events
• Waste management guide for events 

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