Insurance requirements for events | City of Greater Geelong

Things to consider when planning your event

Insurance requirements for events

Event organisers must provide insurance and complete a Form of Indemnity, in addition to developing a risk assessment and risk management plan.

Insurance

Public Liability Insurance

All event organisers are required to have a current public liability policy of insurance. The policy must be in the name or business of the event organiser to the amount of $20 million. The policy should cover all of the activities at the event including the periods of setting up staging and dismantling the event.

Depending on the nature of your event and the level of risk your Events Officer may request that the Greater Geelong City Council is noted on your certificate of currency as an “Interested Party.”

The certificate of currency must state the level of cover period of cover and any exclusion clauses.

A certificate of currency can be obtained from your public liability insurer or insurance broker.

We must approve any conditions and exclusions. The policy must extend cover to the City for claims for personal injury or property damage arising out of negligence of the event organiser.

Approval for your event cannot be granted until your Events Officer has sighted the certificate of currency and/or a copy of the insurance policy.

Protecting your insurance

You should also ensure that you collect all of your contractors and service providers certificates of currency. Be sure to read this information and note any exemptions so you can manage the risk.

Indemnity

Indemnifying the City of Greater Geelong

All event organisers are required to complete and sign our Form of Indemnity.

This means that you agree to indemnify and to keep indemnified the City of Greater Geelong its servants and agents and each of them from and against all actions costs claims charges expenses penalties demands and damages whatsoever which may be brought or made or claimed against them or any of them in connection with the event organiser’s performance.

Your Events Officer will provide you with our Indemnity form to read sign and return along with the Events Application forms.

Please read the Form of Indemnity carefully and use the legend at the bottom of the form to complete it correctly.

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Fire management and prevention

The management of fire is an important element to manage for any event.

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Lost property at events

At any event, there are bound to be items 'lost' or 'found'!

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Working with children at events

In 2006 the Victorian Government introduced a new checking system to help protect children under 18 years of age from physical or sexual harm.

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Helicopters and events

Planning an event where helicopters are either required or desired can be challenging.

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Extreme weather and events

Your risk management plan needs to address 'weather' and what procedures are in place on the event day in the event of extreme weather.

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Events near or on the water

If you are planning to stage your event near or on a waterway, beach or swimming pool, then there are several risk factors that you need to consider.

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Gas safety for events

Liquefied Petroleum Gas (LPG) is the fuel used by many catering vendors for heating and cooling purposes.

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Handling and storage of fuel at events

You must comply with the Dangerous Goods Act 1985 and other relevant Australian Standards for handling and storing fuel at your event.

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Power management at events

You need to manage power for you event site - to ensure you have an adequate supply and that all uses of power are appropriately managed.

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Fireworks, pyrotechnics and Worksafe at events

If you propose using fireworks or any form of pyrotechnics at your event, there are a number of steps you need to be aware of including detailing the management of these activities in your risk management plan.

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Safe Work Method Statements (SWMS) for events

Any risks defined as part of your event's risk assessment as ‘High Risk Construction Work’ and undertaken by a contractor require a Safe Work Method Statement (SWMS).

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Public protection for event sites

It is your responsibility as event organiser to provide a site that is safe for the public, event staff, volunteers and contractors at all stages of the event.

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Constructions, structures and the Victorian Regulations

Some event sites may be deemed ‘construction sites’ which means you must meet Victorian Construction Regulations and the Occupational Health and Safety (OHS) Regulations 2007.

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Safely managing smaller structures at events

All structures no matter how big or how small, need to be safely secured. An umbrella can, if not become airborne in windy conditions if it is not properly secured.

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Stages and platforms

Stages and platforms are relatively common at events. It is important to understand your obligations as the event organiser for the construction of your stage and/or platform.

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Inflatable land-based devices at events

Jumping castles or inflatable land-borne devices are a popular addition to parties, school fetes, sporting activities, community festivals and events.