Information Kit for Event Organisers - Public Transport Victoria

4 A Guide for Event Organisers Events affecting public transportPublic Transport Victoriaand Special EventsPublic transport plays a significant role inmaking Victoria’s many sporting, arts andcultural events a success. Good publictransport services help participants getto and from events easily, encouragegreater attendance and help to minimisetraffic and parking impacts.Public Transport Victoria seeks tobalance the needs of event organisersand participants with those of regularpublic transport users, pedestrians andmotorists who may be affected by anevent’s transport arrangements.Victoria’s events legislation is aimed atencouraging the earliest possiblediscussions between event organisersand public transport operators so thatyour event can be appropriately servicedand any impact on public transportservices can be minimised.Under the events legislation eventorganisers need to notify PublicTransport Victoria if their event is likelyto have an impact on regular publictransport services. They may also berequired to prepare and get approval fora Public Transport Plan as part of theirevent management plan.This Information Kit is designed to helpevent organisers understand what theyneed to do.Public Transport Victoria’s aim is toensure that the processes requiredof event organisers under the eventslegislation fit in well with existing eventplanning procedures and to bring abouta better integration of public transportplanning, traffic management andevent planning.The forms in the Information Kit maybe photocopied or downloadedfrom ptv.vic.gov.au/eventnotificationPublic Transport Victoria recognises thatthere will be some need for flexibility andlook forward to working with all eventstakeholders to deliver successfulevents in Victoria.Public Transport Victoria seeks tobalance the needs of event organisersand participants with those of regularpublic transport users

A Guide for Event Organisers Events affecting public transport 7IntroductionWhy was the eventlegislation introduced?The purpose of the legislation is to:> > Encourage better communicationbetween event organisers and thosewho operate Victoria’s train, tramand bus services> > Ensure that sufficient notice of anevent is given to enable the bestpossible management of publictransport needs and> > Minimise disruption to the non-eventgoing community, particularly thosereliant on public transport services.Victoria and in particular Melbourne playhost to a large number of events everyyear. It is common that multiple, largescale events take place concurrently, allrequiring the arrangement of appropriatepublic transport services.To accommodate all these requirementsand deliver world-class events, it isimperative to continually improve andrefine event planning processes.What is the main requirementof the legislation?Event organisers are required to notifyPublic Transport Victoria in writing and inline with specified notification timelinesif their event is likely to have an impacton public transport. Event organisers arerequired to consult with Public TransportVictoria and the relevant train, tram andbus operators even if not all event detailsare known at the time of notification.This is to ensure that the event can runsmoothly and that the travel needs ofthe community can be met with minimaldisruption to transport services.In the past, due to late or inadequatenotification there have been unplanneddelays or cancellations of tram andbus services that have affected regularpublic transport users. In other cases,insufficient planning has meant eventparticipants have not had the levelof service needed to get them to orfrom the event.

8 A Guide for Event Organisers Events affecting public transportWho are the main beneficiariesof the legislation?Event organisers> > Improved public transport planning> > Good relationships with publictransport operators and PublicTransport Victoria> > Fewer planning headaches intrying to meet the transport needsof event patrons> > Potential benefits of attracting betterattendance and increasing thelongevity of the eventEvent participants> > early and reliable communicationsabout event services> > Provided with sufficient publictransport services to take themto and from an eventPublic transport operators> > Provided with enough notice of anevent to be able to plan and providethe services needed to minimise thelevel of disruption to commutersLocal councils> > Organisation of events becomesmore efficient> > Are able to assist Event Organisersbetter because more information isgathered about an event at an earlierstage in the planning processOrdinary commuters(not involved in the event)> > Level of disruption to regularservices is minimised> > Early communications aboutservice changes> > Accurate advice about alternatetravel arrangementsAll Victorians potentially benefit fromwell-organised events that bring socialand economic benefits to communities.The events legislation helps maintainthis high standard of event planningand management.

A Guide for Event Organisers Events affecting public transport 9DefinitionsEvent categoriesThis section looks at howdifferent terms are definedin the legislation.What is meant by an ‘event’?The legislation defines an event as‘a gathering of people for a commonpurpose or purposes that is organisedby a person or body’. While this is broad,it is important to remember that thefocus of the legislation is only on thoseevents that are likely to have an impact onregular public transport services. Thereare numerous community events acrossVictoria that have little or no impact onpublic transport.Are protest ralliesand demonstrationsconsidered events?The legislation applies to any event,including protest rallies and demonstrations,which are likely to have an impact onpublic transport. Public Transport Victoriarecognises the importance of groupsand individuals being able to engage infreedom of expression; it also recognisesthe need to have adequate planning andconsultation prior to such events toensure minimal inconvenience to thebroader community.Are film shootsconsidered events?The legislation applies to any event,including film shoots, which are likelyto have an impact on public transport.Public Transport Victoria recognises thebenefits that film shoots can bring toa community; it also recognises theimportance of managing such eventsso that inconvenience to commutersis minimised.How are events categorisedby Public Transport Victoria?Charitable events – run primarily forcharitable or non-profit purposes. In thesecases, all or nearly all of the proceedsare directed to a registered charity. Costrecovery would not normally be madea condition of approval of the PublicTransport Plan.Community events – run primarily forcommunity entertainment purposes.These events provide free or lowcost entertainment for general publicparticipation and are generally not-forprofitevents. Cost recovery would notnormally be made a condition of approvalof the Public Transport Plan.Rallies and protests – organised for aspecific political or industrial purpose.Such events are not-for-profit and entailfreedom of speech and association. Insuch cases a Public Transport Plan, ifrequired, would be prepared by PublicTransport Victoria in consultation with theevent organiser. In such cases the issueof cost recovery will not arise.Days of National Significance – includeAnzac Day, Australia Day, RemembranceDay, official days of mourning, Statefunerals. In such cases cost recoverywould not be made a condition ofapproval of the Public Transport Plan.Commercial events – run primarily forprofit. These events are generally feepayingactivities organised by business orcommercial entities. In these cases costrecovery may be made a condition ofapproval of the Public Transport Plan.Special events – generally plannedactivities that involve significant numbersof people, require special transport andtraffic management arrangements andinvolve multiple agencies. Such eventscan overlap with other categories. Insuch cases cost recovery may be madea condition of approval of the PublicTransport Plan.Where there is disagreement regardinghow an event is categorised or if costrecovery would be made a condition ofapproval of the Public Transport Planthen the discretionary power of PublicTransport Victoria will apply.Note: For all categories, cost recoverymay result if an event organiser doesnot comply with the legislation.

12 A Guide for Event Organisers Events affecting public transportPublic Transport PlanWhat is a Public Transport Plan?Whereas the Event Notification identifiesthe impact an event is likely to have, aPublic Transport Plan shows how thisimpact is going to be managed. ThePublic Transport Plan Checklist (seeForm 3) is designed to help determinepublic transport requirements and tomanage the impact so that disruptionto regular public transport users isminimised. The Public Transport Planmust document how event organisersand public transport operators haveagreed to address the impact on publictransport services. Where there is anexisting Traffic Management Plan, eventorganisers do not need to prepare aseparate Public Transport Plan but caninclude the public transport managementdetails in the overall traffic or eventmanagement plan. This can then besubmitted to Public Transport Victoriaas well as the council.What does the preparation of aPublic Transport Plan involve?Once Public Transport Victoria hasdetermined that a Public Transport Planis needed, the event organiser will beadvised accordingly.Loddon MalleeAs part of the development of the plan,an event organiser is required to adviseall affected public transport operators ofthe event and its expected impact andto seek proposals from them as to howthis impact can be handled. The publictransport operator is required to providea reasonable proposal and negotiatewith the event organiser.The event organiser is also required toconsult with the affected council(s) andwith Public Transport Victoria.If an event organiser has been asked byPublic Transport Victoria to prepare aPublic Transport Plan then either of thefollowing may occur:> > Public Transport Victoria may organisea meeting with the event organiserprior to the Public Transport Planbeing prepared. This meeting wouldgenerally include the event organiser,relevant public transport operator(s),representatives from the local counciland other agencies as needed, suchas Victoria Police or VicRoads.The Event Notification and PublicTransport Plan Checklist will generallybe used as the basis for preparingthe Public Transport Plan. If thereis an existing traffic and transportmanagement plan for the event thenthe event organiser may use this asthe basis for planning.> > Alternatively, such a meeting may beconvened after the event organiserhas consulted with the relevantauthorities and public transportoperators and submitted a PublicTransport Plan. An existing trafficand transport management planmay be used as the basis for this.What if the local councilalready has a process inplace that brings togetherall the relevant parties?Where this is the case a representativeof Public Transport Victoria would attendthese meetings rather than conveneseparate meetings. Public TransportVictoria has representatives in each ofthe five regions in Victoria shown on themap below.What if the event organiser hasalready been asked to preparea traffic management plan?Public Transport Victoria encouragesevent organisers to work closely withtheir local council so that the PublicTransport Plan can be readily integratedinto their overall event plan.By when does the PublicTransport Plan need tobe submitted?The legislation requires a PublicTransport Plan to be submitted at least60 days prior to the event. If this is notpossible the event organiser will needto contact Public Transport Victoria assoon as possible to agree on a date forsubmission. It is important that publictransport operators have sufficienttime to make the necessary servicearrangements to ensure a well-run event.How long will it take for PublicTransport Victoria to process thePublic Transport Plan?GrampiansHumePublic Transport Victoria will endeavour toprocess the Public Transport Plan withinone month of receiving the document.Barwon South WesternGippsland

A Guide for Event Organisers Events affecting public transport 13Potential CostsIs there an administration fee?There is currently no administration feeassociated with submitting a notification orhaving a Public Transport Plan assessed.Are there any other costs?Under the legislation Public TransportVictoria may seek to recover from theevent organiser part or all of the netadditional costs incurred by either thepublic transport operators or PublicTransport Victoria. This can only happenif cost recovery has been made acondition of approval for the PublicTransport Plan or if the event organiserhas not complied with the requirementsof the legislation.For which events could costrecovery be made a condition ofapproval for the Public TransportPlan?Cost recovery may be made a condition ofapproval for the following types of events:> > Commercial events> > Special eventsThese events are generally fee-payingactivities organised by business orcommercial entities.Providing the impact on public transportservices is the same as in previousyears, any existing cost recoveryarrangements between event organisersand public transport operators or eventorganisers and Public Transport Victoriaare likely to remain unchanged.For which events would costrecovery not normally be madea condition of approval?Cost recovery would not normally bemade a condition of approval for thefollowing events:> > Charitable events> > Community eventsThese events are normally not for profitin terms of their primary intention orpurpose.For which events will cost recoverynot be made a condition ofapproval?Cost recovery will not be made a conditionof approval for the following events:> > Days of National Significance> > Rallies and protestsThese events are not for profit in termsof their primary intention or purpose.

14 A Guide for Event Organisers Events affecting public transportIn summaryWhat costs do public transportoperators have?There may be costs associated withputting on extra staff (such as drivers,customer service, authorised officers,cleaners, operations centre, maintenancecrews, etc.), additional services, supportservices and maintenance vehicles, aswell as commuicating and advertisingaltered public transport services to thepublic. Operators can be penalised by thegovernment for non provision of serviceseven when the circumstances – suchas the closure of roads or cancellationof services because of an event – arebeyond their control. Some eventscan severely disrupt a particular publictransport service to an extent where theoperator needs to recoup costs in orderto meet its contractual obligations.Who decides what thesecosts might be?Where cost recovery is made a conditionof approval the amount to be recoveredneeds to be negotiated between the eventorganiser, Public Transport Victoria andrelevant public transport operators. Wherecost recovery is sought by Public TransportVictoria because of non-compliance withthe legislation Public Transport Victoria willdecide costs in consultation with the publictransport operators.Any contingencies, such as delaying atransport service because the packingup time after an event has taken longerthan expected, need to be identified andagreed to by the event organiser, PublicTransport Victoria and public transportoperator as soon as possible so that theevent organiser has a clear idea of what, ifany, costs they might need to budget for.How much are these costslikely to be?It is difficult to provide an exact figure oreven a broad range as the amount willdepend on a range of factors, includingthe level of impact, and whether publictransport operators have had sufficientnotice to be able to plan early. If an eventorganiser already budgets for a particularcost it is likely that this will not change.In some cases, such as where the impactis minimal and/or the event organiser isgenuinely seeking to minimise any impact,the public transport operator(s) or PublicTransport Victoria may choose to eithermitigate or waive costs.> > Public Transport Victoria willfocus primarily on encouragingcompliance rather than penalising noncomplianceby seeking cost recovery> > Public Transport Victoria expectsevent organisers to genuinelyendeavour to comply with therequirements to notify as soonas possible and to work closelywith public transport operators.> > For commercial events and SpecialEvents existing costs and costrecovery arrangements remain thesame under the legislation (unlessthe likely impact on public transportservices has changed)

A Guide for Event Organisers Events affecting public transport 15Self-assessment Checklist (Form 1)All forms are available on the internet: ptv.vic.gov.au/eventnotificationA Guide for Event Organisers: Events Affecting Public Transport15

Self-assessment ChecklistThis checklist is to help Event Organisers decide whether or not Public Transport Victoria needs to be notified of your event.This checklist is a self-assessment tool only and does not need to be returned to Public Transport Victoria. To make theprocess easier, events have been classified into two categories on this checklist.Tick the relevant boxesCategory 1A Category 1 event is likely to have an impacton the public transport system by:Category 2A Category 2 event is not likely to have an impact on the publictransport system but may:requiring additional servicesdelaying a servicecausing an alteration in routecausing the cancellation of a servicecausing a service to be replaced.have an impact on traffic managementrequire advertising of the event’s traffic management aspectsto a wide audiencedisrupt the non-event communityinvolve VicRoads, Citylink, EastlinkThese outcomes may occur, for example, if an event:• requires a road closure• requires additional parking• causes possible congestion in the area or roads leading into the area• limits or prevents pedestrian access.A Category 1 event is also likely to:require the involvement of one or more public transport operators(tram, train and bus).Does your event fall into Category 1 or Category 2?If you ticked any of the boxes in Category 1, then you are required to complete an Event Notification and send it to Public Transport Victoria.This can be found in the information kit or downloaded from the Public Transport Victoria events legislation web site (ptv.vic.gov.au/eventnotification).If you ticked any of the boxes in Category 2, or if you are still uncertain, then you are advised to discuss this with Public Transport Victoriaor your local council to make sure that a notification is not needed.Page 1 of 1

Event Notification (Form 2)All forms are available on the internet: ptv.vic.gov.au/eventnotification

Event Notification Form1. The eventName/nature of event:Location (incl. map reference and name of directory, for example, Melways Ref Map 72 H4 ):Event day/s and date/s: from toEvent times: start time toEvent set-up to begin: start time toEvent pack-up to finish: date timeBrief description of event:Estimated attendance at event:2. Responsible organisationOrganisation:Contact:Address:Telephone:Fax:Mobile:Email:Website:3. Event organiser (the person/body, if any, organising the event on behalf of the above)Organisation:Contact:Address:Telephone:Fax:Mobile:Email:Website:Page 1 of 2

4. Public Transport Impact (Tick the relevant boxes)What type of public transport service will be affected?Train Tram BusHow will the public transport service be affected?by causing an alteration in routeby delaying a serviceby causing a service to be replacedby causing the cancellation of a serviceby requiring additional servicesby restricting the use of one or more bus stopsby requiring a road closureby requiring additional parkingby causing possible congestion in the area or roads leading into the areaby limiting or preventing pedestrian accessotherPlease provide further details of the anticipated impact:5. Council consultation (Tick the relevant boxes)Have you discussed this notification with the local council(s) in which your event will be taking place? YES NOName of local council(s) in which event will take place:Office use onlyCouncil(s) contact details:Registration no.File no.Postal address: Special Events, Network Operations, Public Transport Victoria, PO Box 4724 Melbourne, Victoria 3001Email: event.notification@ptv.vic.gov.auPlease refer to ptv.vic.gov.au for information about Public Transport Victoria’s privacy policy.Page 2 of 2

Events legislation

A Guide for Event Organisers Events affecting public transport 23Transport (Miscellaneous and Compliance) Act 1983Part VIDivision 10—Events Affecting Public Transport(Effective from 1 January 2006)192. Meaning of ‘event’ and ‘organiser’(1) In this Division, an ‘event’ is a gathering of people for a common purposeor purposes that is organised by a person or body.(2) For the purposes of this Division, the ‘organiser’ of an event is the personor body that is primarily responsible for organising the event.193. Events to which this Division appliesThis Division only applies to an event if it is reasonable to expect that the eventwill require the deviation, delay, replacement, supplementation or cancellation ofa regular public transport service provided by a passenger transport companyor a bus company.194. Meaning of ‘regular public transport service’For the purposes of this Division, a public transport service is regular if itis scheduled to occur on a regular basis at fixed times or frequencies onfixed routes.195. Organiser must give notice of proposed event(1) The organiser of an event must notify Public Transport Victoria that the eventis to be held:(a) in the case of an event that is reasonably expected to attract anattendance of no more than 10 000 people, at least 120 days before theevent starts, if the date of the event is set or known by the organiser atleast 120 days before the event is to start; or(b) in the case of an event that is reasonably expected to attract anattendance of more than 10 000 people, at least 150 days before theevent starts, if the date of the event is set or known by the organiser atleast 150 days before the event is to start; or(c) as soon as is practicable after the date of the event is set or known bythe organiser, if that date is only set or known less than 120 or 150 days(as the case may be) before the event is to start.(2) The notification of the event:(a) must be made in writing; and(b) must contain a description of the event and any other details required byPublic Transport Victoria by notice published in the Government Gazette.196. Public Transport Victoria may ask that a public transportplan be submittedAfter receiving notification of an event, Public Transport Victoria may, afterconsultation with each municipal council in whose municipal district the eventis to be held, ask the organiser of the event to submit a public transport planfor the event to Public Transport Victoria.

24 A Guide for Event Organisers Events affecting public transport197. Public transport plans(1) A public transport plan is a document that identifies the impact an event isexpected to have on regular public transport services and that sets out:(a) the measures by which it is proposed to mitigate that impact; and(b) any proposals to modify the affected services to provide for any additionalpublic transport needs generated by the event.(2) Without limiting the generality of sub-section (1), a public transport plan mustaddress the following issues arising from the event to the extent that theycontribute to the impact of the event on public transport:(a) the management of vehicular traffic;(b) the management of the movement of pedestrians;(c) the provision of public transport services;(d) the safety of people in relation to public transport services;(e) the provision of access by emergency services to, or through the areaaffected by, the event;(f) the maintenance of access to public transport services from properties in,or next to, the area affected by the event;(g) the existence, or provision, of parking facilities.198. Preparation of public transport plans(1) If the organiser of an event is asked by Public Transport Victoria to preparea public transport plan for the event, the organiser must:(a) advise all affected passenger transport companies and bus companiesof the event and its expected impact, and seek proposals from them asto how to deal with that impact; and(b) in the light of those proposals, attempt to negotiate an agreement withthose companies on how to deal with that impact; and(c) consult, in respect of the plan, with:(i) all affected municipal councils; and(ii) if asked by Public Transport Victoria, with Public Transport Victoria.(2) If the organiser of an event seeks a proposal from a passenger transportcompany or bus company under sub-section (1), the company must takeall reasonable steps to provide a reasonable proposal and must attempt tonegotiate an agreement with the organiser as to how to deal with the impactof the event on its regular public transport services.

A Guide for Event Organisers Events affecting public transport 25199. By when public transport plans to be submitted(1) If asked to provide a public transport plan to Public Transport Victoriaunder this Division, an event organiser must submit the plan to PublicTransport Victoria:(a) if notification of the event was given to Public Transport Victoria undersection 195(1)(a) or 195(1)(b), at least 60 days before the event is to start;or(b) if notification of the event was given to Public Transport Victoria undersection 195(1)(c), by the date specified by Public Transport Victoria.(2) In specifying a date for the purposes of sub-section (1)(b), Public TransportVictoria must ensure, having regard to the time available before the event isto start, that the date specified will enable the organiser to have sufficienttime to prepare the plan.200. Public Transport Victoria may impose fee(1) Public Transport Victoria may, by notice published in the GovernmentGazette, set a fee that is to be paid by an event organiser who submits apublic transport plan to Public Transport Victoria.(2) If Public Transport Victoria has set a fee under sub-section (1), an eventorganiser who submits a public transport plan to Public Transport Victoriamust pay the fee to Public Transport Victoria.(3) If Public Transport Victoria has set a fee under sub-section (1), PublicTransport Victoria may refuse to consider a public transport plan untilthe fee payable in relation to the plan has been paid.201. Alternative arrangements if time limited(1) This section applies if:(a) Public Transport Victoria receives notification of an event under section195(1)(c); and(b) in the opinion of Public Transport Victoria.(i) it would be desirable to minimise the impact the event will have onregular public transport services; but(ii) there is insufficient time to require the organiser of the event to submita public transport plan for the event.(2) Public Transport Victoria may require the organiser of the event, for thepurpose, in the time available, of minimising the impact the event will haveon regular public transport services, or of providing for any additional publictransport needs that may be generated by the event, to do all or any of thefollowing:(a) to liaise with specified passenger transport companies or bus companies;or(b) to attend meetings organised by Public Transport Victoria; or(c) to take any other action specified by Public Transport Victoria.202. Public Transport Victoria may waive or reduce time limits(1) Public Transport Victoria may waive or reduce any time limit referredto in section 195 or 199.(2) Public Transport Victoria must exercise the power conferred by thissection reasonably.

26 A Guide for Event Organisers Events affecting public transport203. Approval of public transport plans(1) Public Transport Victoria must approve or not approve a public transportplan that has been submitted to Public Transport Victoria.(2) In approving a public transport plan, Public Transport Victoria may imposeconditions to which his or her approval is subject.(3) Without limiting the generality of sub-section (2), Public Transport Victoriamay make the approval of a plan subject to the condition that the eventorganiser who submitted the plan meet all or part of any net additionalcosts incurred by Public Transport Victoria or a passenger transportcompany or bus company as a result of the holding of the event.204. Consequences of a failure to comply with this Division(1) This section applies if an event to which this Division applies is held andthe organiser of the event:(a) fails to comply with section 195; or(b) fails to submit a public transport plan to Public Transport Victoria afterbeing asked to do so; or(c) fails to comply with any conditions to which the approval of a publictransport plan is subject; or(d) unreasonably fails to comply with any requirements imposed by PublicTransport Victoria under section 201.(2) This section also applies if an event to which this Division applies isheld after:(a) Public Transport Victoria has refused to approve a public transport plansubmitted to Public Transport Victoria in relation to the event; or(b) a public transport plan is submitted to Public Transport Victoria, but itis not approved either because:(i) it was not submitted in accordance with this Division; or(ii) any fee payable in relation to the plan was not paid:and no such plan approved by Public Transport Victoria exists at the timethe event is held.(3) Public Transport Victoria may recover from the organiser as a debt the wholeor part of any net additional costs incurred by Public Transport Victoria or apassenger transport company or bus company as a result of the holding ofthe event or of the breach of conditions.(4) If Public Transport Victoria recovers under this section any costs incurred bya passenger transport company or bus company, Public Transport Victoriamust remit those costs, less any reasonable costs incurred by Public TransportVictoria in recovering the costs, to the company as soon as is practicable afterreceiving them.(5) Except as provided by this section, the organiser of an event is not otherwiseliable either criminally or civilly for any failure to comply with this Division.(6) The organiser of an event is not liable to be stopped from holding the eventby way of injunction merely because there has been a failure to complywith this Division in respect of the event.

A Guide for Event Organisers Events affecting public transport 27

28 A Guide for Event Organisers Events affecting public transportFor more information visit ptv.vic.gov.auor call 1800 800 007 (6am – midnight daily)All forms and this documentare available on the internetptv.vic.gov.au/eventnotificationPublic Transport Victoria is your central stopfor information on public transport services,fares, tickets and initiatives. Up-to-dateinformation is available via our website,call centre and mobile applications.This publication is copyright. No part maybe reproduced by any process exceptin accordance with the provisions of theCopyright Act 1968.© State of Victoria 2012PTV6774/12