Guide to holding a Laneway Event for the

Melbourne Food and Wine Festival

Laneway events are a key component of the Melbourne Food and Wine Festival and

feature in the Uniquely Melbourne segment of the Festival Guide. There are many factors

to consider when coordinating a laneway event. This laneway event information kit is

designed to assist you in planning and assessing the viability of your event.

STEPS INVOLVED

1 August 2011 Submit your event to Melbourne Food and Wine for

approval including event details and blurb for inclusion in

the Festival program.

September – October 2011 Source all event details such as outdoor infrastructure,

entertainment, product such as wines and key ingredients

etc.

Early October 2011 Apply for your event liquor license and food safety permit.

October – November 2011 Complete traffic management plan (in conjunction with

relevant authorities).

December 2011 Events posted on MFW website, Festival Guide distributed

and event bookings open.

January – February 2012 Complete and submit an ‘event plan’ to your local council

in order to receive an event permit.

2 – 21 March 2012 Melbourne Food and Wine Festival

KEY CONSIDERATIONS

MFW can provide you with suggestions for laneway events and a list of laneways that

have been assessed by the City of Melbourne (COM) as suitable for Festival events.

MFW initiates the event permit process with the COM to gain provisional approval. Event

organisers are then required to complete the permit process by submitting an event plan

to COM and liaising directly with a COM representative.

MFW cannot submit information on your behalf for liquor licences and food permits.

Ensure your applications have been submitted by early October to avoid any delays.

You are responsible for the event coordination, ticketing and event delivery.

PERMIT PROCESS

To hold an event outdoors everyone must apply for ‘Use of Public Space.’ The sections

and information below form the basis of the event plan you need to submit to your local

council.

EVENT DETAILS

• Event outline – event date/s, location, times and summary of event activities

• Running sheet – dates and times of road closure, event set up and clean up

• Contact list – names, phone number and email of key staff, suppliers, contractors

• Site Plan – a draft of the event layout including:

Tables

Chairs

Banners

Temporary structures

Audio equipment

Power access points

INFRASTRUCTURE AND FACILITIES • List of equipment, marquees, stage, lighting and power etc.

• State where patrons will use bathroom facilities and where you will access power

from.

PUBLIC LIABILITY • Include copy of proof of insurance (Certificate of Currency).

You will need at least $10, 000,000.

RISK MANAGEMENT PLAN • Complete the COM risk assessment plan. COM has a template that you complete

with information relevant to your event.

EMERGENCY MANAGEMENT PLAN

• List emergency contact list (wardens, safety officers, emergency services numbers

etc)

• List your evacuation plan for the outdoor event and mark on your site plan the exit

areas in case of emergency.

COMMUNICATION

• Your local council will want to know how you will notify parties affected by the

event e.g. surrounding business and residents etc.

TRANSPORT AND TRAFFIC MANAGEMENT

• If your event involves road closures you need to document your traffic

management plan – times of road closure, how you will redirect foot and vehicle

traffic, how you will notify people of the closure, how you will ensure patrons safety

• COM requires events employ services from professional traffic management

companies – COM will provide contact details.

SECURITY

• A requirement of your liquor license and should be a part of your general event

plan.

• List the security company, times and qty of security guards present at event.

ALCOHOL • Ensure your liquor licence covers your outdoor event – if not, you will need to

apply for a temporary liquor licence for the specific event.

WASTE MANAGEMENT • List how and when waste will be removed during the event and following the

event (to restore the laneway).

NOISE MANAGEMENT • List the activity that will generate noise at the event e.g. live music, film, general

crowd chatter etc. List times of the noise and how you will ensure noise remains

within COM restrictions so it does not disturb surrounding residents and businesses.

FOOD SAFETY • List all the food and beverages to be prepared and served at the event. COM will

facilitate the permit process required.

POWER AND LIGHTING • Is there adequate power available? Will there be any temporary lighting or power

sources installed for the event? List the power source and the contractors

involved.

INCLEMENT WEATHER

We advise that you have a contingency plan for wet weather or very windy conditions.

This could involve having umbrellas or marquees on standby or an alternative venue that

you could relocate the event to. It’s a good idea to plan a timeline for making decisions

about weather forecasts and what would be involved if a sudden change of plan is

required.

EQUIPMENT/ POWER/ PA HIRE

Below are some suggestions for event hire companies and sample budgets for outdoor

events. Please note that this information is given as a guideline only. All costs are based

on estimates and it is vital that you seek your own quotes.

EVENT HIRE COMPANIES: Harry the Hirer http://www.harrythehirer.com.au/

Hart’s Party Hire http://www.hartspartyhire.com.au/

Turner Hire http://www.turnerhire.com.au/

Pages http://www.pageseventhire.com.au/

Place Settings http://www.placesettings.com.au/

BUDGET

Most laneway events cover costs with ticket price and product sponsorship.

Below is a list of possible operational costs for an outdoor event (we have listed a

standard market rate for each item without any kind of trade discount).

This is not an exhaustive list and is intended as a guide only.

Event Expenses Estimated prices

Equipment hire

Marquee Hire 3x3 $145- $600

Trestle tables $16.75 each

Chairs $5.00 each

High Bar (for drinks service) $125.00 each

Ice Tubs $7.75 each

Pedestrian barricades $32.50 each

Stage $150- $300

Catering and table ware hire

Waiting Trays $5.00 each

Cutlery $3.40 each

Crockery $2.60 each

Glassware $2.60 each

table clothes $12.00 each

Napkins $1.30 each

Audio & lighting

PA & Speakers $1500- $3000

Mixing desk $500- $1500

Lighting $500- $3000

Entertainment

MC/DJ etc $500.00+

Band $1,000- $2000

Styling/ Themeing $1000+

Event Services

Security $35/hr- $45/hr

Waste Management $1500

Road/ Traffic Management $2500

Event General Expenses

Public Liability Insurance -check event is covered

Food and Wine costs variable

Examples of previous laneway events: