Event safety is a joint responsibility between event organisers and Victoria Police.
- Event organisers have a responsibility to provide adequate measures to ensure the safety of event participants, spectators, and the general public.
- Victoria Police has a responsibility to preserve the peace, and to detect and prevent offences.
Victoria Police can provide police attendance at an event. Victoria Police may also be aware of a proposed event and will consider if police resources are required to maintain public order or uphold the law.
Planning your event in advance with Victoria Police may minimise the need for police attendance.
Responsibilities of the event organiser
Event organisers must provide a safe, secure, and orderly event, in line with legal obligations and community expectations.
Event organisers should ensure that:
- the venue and facilities are suitable for the expected crowd, including access in emergency situations and proximity to public transport
- appropriate stakeholders are briefed and involved in the event planning process, such as state and local government bodies and emergency services
- movement of crowd and traffic directly resulting from the event is managed safely
- the event organiser must engage with local police in the area in which the event is to be held.
Local police will request that the event organiser provide them with event specific management plans. These plans are required to address:
- strategies to manage and regulate crowd behaviour, such as the employment of private security staff familiar with venue risks and statutory responsibilities
- management of traffic and the potential impact on local amenities
- the responsible service and regulation of alcohol during the event
- identification and management of risks and hazards
- appropriate plans for response to emergency management situations, and safe evacuation of patrons
Regardless of the level of police you would prefer, public safety remains a priority at all times. Police will ultimately determine the level and nature of police resources needed for the event.
Responsibilities of Victoria Police
Victoria Police will assist in assessing event management plans to ensure that the risk control measures being applied by the event organiser are sufficient for the nature of the event. Any additional risks that are identified will be communicated to the event organiser so that they can take the required action to mitigate these risks.
Where Victoria Police identifies a need to allocate police resources to an event, these resources will be provided where:
- there is a demonstrable operational risk at the event, and the risk cannot be reasonably mitigated by the event organiser and as such the use of police resources is required, or;
- the community or government has an overriding expectation that police will attend the event.
Victoria Police may impose charges for services provided by police officers who are deployed for sporting, entertainment, and other events if:
- charges are made for admission to the event or participation in the event;
- the event is commercial in nature;
- the event is commercially promoted or sponsored.
Where police services are necessary to ensure safety at an event, Victoria Police will provide the event organiser with an estimated quotation of costs.
Once the estimation of costs has been conveyed to the event organiser, both the event organiser and Victoria Police will sign a cost agreement. The event organiser will then receive an invoice from Victoria Police, with payment terms outlined.
In some instances, events may qualify for a waiver of police costs. The event organiser should consider whether the imposition of police charges threatens the viability of their event, or its staging in Victoria.
Event organisers can apply for a waiver by completing the application form and emailing it to:
Waiver applications are assessed by the Victoria Police Chief Financial Officer and event organisers will be advised of the outcome.
For certain types of events, a Highway Permit application may need to be made to Victoria Police. Permits are required by any event organiser wanting to:
- conduct a foot or bike race or similar on Victorian roads (including rolling road closures)
- collect money from vehicles on a public road at an intersection
The Victorian Guidelines for Planning Safe Public Events have been developed through the collaboration of multiple agencies to present best practice for organisers in planning and executing events across Victoria.The publication contains:
- risk assessment tools
- compliance guidelines
- public order and security
- health and safety
- relevant checklists.
The Victorian Government has a policy of automatically indexing certain fees and charges each year for inflation, so that the value of those fees is maintained. To calculate costs for police attendance at events Victoria Police utilises a schedule of fees and charges, which is published by the Victorian Government.
Contact your local police station for more information and costs associated with planning safe events
Reviewed 20 June 2019