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Event Applications

Introduction

The Otway Coast Committee (OCC) is responsible for the management of beaches and coastal reserves along 28.5 km of the Victorian coast between Marengo/Apollo Bay and Wye River/Separation Creek.  The reserves complement the Great Otway National Park, and the Great Ocean Road, which is recognised as being of National Significance for its landscape and heritage values.  The reserve network also protects important natural and cultural values, while providing for a wide range of recreational activities.  The Committee's work is overseen by the Department of Sustainability and Environment and guided by the Victorian Coastal Strategy (2008).

Events on Coastal Reserves: Each year, groups and individuals conduct numerous events and organised activities on the beaches and in the coastal reserves managed by the Committee.  These events include sporting, social, promotional, educational and cultural events, some of which may be commercial (for profit) or non-commercial (not for profit).  We welcome your interest in holding your event on land managed by the Otway Coast Committee.

As you will appreciate, all events have both positive and negative impacts on the natural, aesthetic and social values of the coast, and one of the Committee's responsibilities is to assess and either approve or reject applications for events and other organised activities on beaches and coastal reserves.  The Committee's events approval process aims to minimise the risks of unacceptable impacts from events and to maximise the benefits flowing from events.  The Committee charges fees for some events, such as weddings, with larger, higher impact commercial events attracting higher fees.

The areas which are the main focus of organised events which require Committee approval are the beaches and coastal reserves adjacent to the seaside towns of Marengo and Apollo Bay, Skenes Creek and Kennett River, and Wye River and Separation Creek.

Large, complex events may require a longer planning and approval period, involving other agencies and community consultation.  Approvals from other authorities may also be required, for example Colac-Otway Shire, Vic Roads and Police for approvals for road closures, and Liquor Licensing approvals for the sale of alcohol.  It is the responsibility of event organisers to obtain all relevant approvals, including Public Liability insurance.

All event organisers must seek written approval from the Otway Coast Committee using the Application Form.

For further information contact Anthony Alfirenko, Executive Officer, Otway Coast Committee on 0419 301 311 or email.

Approval Process
Fee Structure
Conditions
Application Process
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Event Assessment and Approval Process

The Otway Coast Committee assesses event applications against the guiding principles outlined below.  This allows us to weigh up risks against likely benefits.  Where appropriate we collaborate with the Colac Otway Shire, community individuals and groups to assess impacts and decide on any conditions that may be imposed on approved events.  Major organised events will be required to also make an application to the Colac Otway Shire's 'E' (Events) Team.  Organisers can duplicate the same information that will be required by the Shire for consideration by the Committee.

Our decision making is based on a number of guiding principles and criteria, including the following:

  • Coastal reserves are public land and events must be compatible with the purposes and values of these public reserves.

  • Demand for events on the Otway Coast is moderate, but we need to be careful about how many and what sort of events we approve without sustaining any unacceptable impacts.

  • Conservation of natural and cultural heritage, aesthetic and social values are paramount in our consideration of event applications.

  • Events must not pose unacceptable risks to persons, property and the values of beaches and coastal reserves.

  • Events must deliver clear public benefits to offset their impacts on public land, whether economic, social, health and wellbeing, cultural or a combination of these.

  • Activities using coastal reserves for commercial gain (eg. commercial filming), should 'give back' to the coast either economically or in kind.  With respect to setting tariffs and rents the Committee is guided by State Government policy as set out in the Committee of Management Responsibilities and Good Practice Guidelines (DSE March 2011), ie.

"In general terms, commercial use of Crown Land attracts full market rates as determined by valuation from a qualified valuer and approved by the Valuer-General Victoria.  Community use of Crown land under lease or licence will be discounted."

  • Events should celebrate and enhance the special values of the coast rather than detract from them.

  • Events should not jeopardise the use and quite enjoyment of the coast by non-event participants.

The Committee's decision is final with regard to event approvals/non approvals, however we are happy to discuss the reasons for our decisions with unsuccessful event applicants.

We look forward to receiving your application.

Fee Structure Guidelines

Download Fee Table

Standard Conditions of Use

The following fees are guidelines only, and fees charged for events are at the Committee's discretion.

Please note that GST is additional and will be added when the invoice is issued.

An administration fee may be charged for late cancellation of your event.

Public Liability Insurance: You must have Public Liability insurance to the value of at least $20 million.  The Committee must receive a copy of the policy 'Certificate of Currency' prior to occupation of the site and it should note the Otway Coast Committee Inc. and the Department of Sustainability & Environment (DSE) as interested parties.

Permits: You must obtain all necessary permits and approvals from the relevant agencies, such as Colac Otway Shire, DSE, and VicRoads, etc..

Event Fee: You must pay the site rental fee set by the Committee no later than 14 days prior to the event.

Event Management Plan: Large or complex events must provide the Committee with an Event Management Plan which includes a traffic management plan, risk management plan, and an emergency management plan.

Other Users: At all times you and your party/group/participants must be mindful of other beach and coastal reserve users and in no way hinder their peaceful enjoyment of the beach or reserve.

No Damage: You must leave the beach or reserve neat and tidy, with no damage. Any damage arising from the event must be made good by the permit holder, to the Committee's satisfaction, or the Committee may seek to recover costs if not satisfied with the permit holder's efforts to make good. A bond may be required depending on the nature of the event.

For any event using large tent pegs, it is the organisers responsibility to 'Dial before you Dig' to establish the location of underground services.

  • No damage to any fixtures, taps, irrigation pipes, underground electrical wires or the like.

  • No damage to garden beds, trees or shrubs.

  • No posts or bollards are to be removed unless authorised.  If removal is authorised, such fixtures must be replaced to the Committee's satisfaction.

  • Any items supplied by the Committee for use of the event must be removed and returned (eg. temporary fencing, litter bins, cables and the like).

  • There must be no damage to lawn or ground conditions other than general wear and tear in relation to the type of event held (ie. no tyre ruts, dead grass from oil spills, burns etc., or ripped turf, sods, etc).

  • There must be no excessive compaction or vehicle tracks over lawn areas.  Only an agreed number of vehicles are permitted on lawn areas to unload equipment and to set up structures for the event.  Trucks and cars used for transport only are to be kept off the lawn areas.

  • No parking outside the designated parking areas as specified in the event management plan.

  • All litter and rubbish associated with the event must be removed during and after the event.

The Application Process

Step 1: Complete an Application (click here)

Applicants must provide enough information to allow the Committee to accurately judge the risks and benefits of the event.  A lack of effort or disclosure will automatically jeopardise applications, particularly if the event proposed is large and complex.  The information required includes the following:

1. Name of organisation, address, phone numbers (business and mobile), email address and the name of the contact person(s) dealing with the application.

2. All specific event details including:

  • proposed event date (specify alternative date as well);

  • a detailed map highlighting the location of all stages or aspects of the event;

  • a map giving specific details of where/how all structures will be set up during the event;

  • other details as set out on the form, plus any other information you think will help the Committee assess your application.

3. Evidence that you have carefully considered event impacts and risks and have appropriate event management strategies in place.

4. Referees and other evidence of your event management capacity and credentials (particularly for larger, complex events).

 
Step 2: Lodge Application

Please send your written application and maps, etc., to:

The Executive Officer
Otway Coast Committee
Events Assessment & Approvals
PO Box 146
APOLLO BAY  VIC  3233

Or email your application to aalfirenko@otwaycoast.org.au.

 
Step 3: On-Site Meetings and Interviews

In certain circumstances the Committee Executive Officer may wish to interview event applicants, and/or meet them on-site, to discuss issues such as event layout and impacts.  Failure to attend or agree to a meeting may jeopardise the event application.  Regular events require approval each time they are held, but those and other simple events can expect a quicker reply to their application.  More complex events are likely to require consideration and consent from a meeting of the Committee.

 
Step 4: Event Approval

You will usually be advised of event approval or rejection within eight weeks from the day your application is received.  However, large or more complicated events may require more time.

It should not be assumed that an event has been approved until written advice is received.

 
Step 5: Site and Community Impact Fee Payment

A fee may be charged according to the size and nature of the event (see attached fee guidelines).  Additional fees may be charged for other services provided by the Committee (eg. waste and recycling bins).  The Committee reserves the right to vary the fee as appropriate.