Information Kit for Event Organisers

Information Kit for
Event Organisers

Events affecting public transport

Effective from April 2012

2 A Guide for Event Organisers Events affecting public transport

What event organisers need to do

STEP 1) Make a decision Decide whether your event is likely to have an impact
(i.e. additional services, delay, cancellation or diversion
STEP 2) Complete an to a service) on Public Transport Services.
Event Notification
You can use the Self-assessment Checklist to help
STEP 3) Receive advice you decide.
STEP 4) Develop a Public
If your event is likely to have an impact on Public
Transport Plan Transport services, then you need to submit an
Event Notification to Public Transport Victoria.
STEP 5) Obtain approval
Public Transport Victoria will advise you if a Public
Transport Plan (PTP) is needed and whether you need
to attend a multi-agency planning meeting.

Develop PTP in consultation with the relevant public
transport operators, and representatives of Public
Transport Victoria.

You can use the PTP Checklist to help you get started
or contact Public Transport Victoria.

Obtain approval of the Public Transport Plan from
Public Transport Victoria.

All forms and this document are available on the internet
ptv.vic.gov.au/eventnotification. For more information
post to Special Events, Network Operations,
Public Transport Victoria, PO Box 4724,
Melbourne VIC 3001, call 1800 800 007

or email [email protected]

A Guide for Event Organisers Events affecting public transport 3

Contents

Public Transport Victoria and Special Events 4

Guide 5

Event notification process 6
Introduction 7
Definitions 9
Event categories 9
Notification of an event 11
Public transport plan 12
Potential costs 13
In summary 14
Self-assessment Checklist (Form 1) 15

Event Notification (Form 2) 17

Public Transport Plan Checklist (Form 3) 20

Events legislation 22

Spare copies of Forms 1, 2 & 3 back pocket

4 A Guide for Event Organisers Events affecting public transport

Public Transport Victoria
and Special Events

Public transport plays a significant role in This Information Kit is designed to help
making Victoria’s many sporting, arts and event organisers understand what they
cultural events a success. Good public need to do.
transport services help participants get
to and from events easily, encourage Public Transport Victoria’s aim is to
greater attendance and help to minimise ensure that the processes required
traffic and parking impacts. of event organisers under the events
legislation fit in well with existing event
Public Transport Victoria seeks to planning procedures and to bring about
balance the needs of event organisers a better integration of public transport
and participants with those of regular planning, traffic management and
public transport users, pedestrians and event planning.
motorists who may be affected by an
event’s transport arrangements. The forms in the Information Kit may
be photocopied or downloaded
Victoria’s events legislation is aimed at from ptv.vic.gov.au/eventnotification
encouraging the earliest possible
discussions between event organisers Public Transport Victoria recognises that
and public transport operators so that there will be some need for flexibility and
your event can be appropriately serviced look forward to working with all event
and any impact on public transport stakeholders to deliver successful
services can be minimised. events in Victoria.

Under the events legislation event Public Transport Victoria seeks to
organisers need to notify Public balance the needs of event organisers
Transport Victoria if their event is likely and participants with those of regular
to have an impact on regular public public transport users
transport services. They may also be
required to prepare and get approval for
a Public Transport Plan as part of their
event management plan.

Guide

6 A Guide for Event Organisers Events affecting public transport

Event notification process

If you are an event organiser you will
need to do the following.

1. Determine whether your event will 2. If an impact on public transport has 5. Submit your Public Transport
have an impact on public transport. been identified or is considered Plan to: Special Events, Network
likely, complete an Event Operations, Public Transport Victoria
>> If your event is likely to have Notification and send it to: PO Box 4724, Melbourne, VIC, 3001
an impact on public transport or [email protected]
then you need to notify Public Special Events, Network
Transport Victoria (see Step 2) Operations, Public Transport 6. Obtain approval from Public
Victoria, PO Box 4724, Transport Victoria for the Public
>> If your event does not have Melbourne, VIC, 3001 or Transport Plan. If you have not
an impact on public transport [email protected] already met with Public Transport
then this legislation does not Victoria you may need to do so at
apply to your event and you 3. Receive advice from Public this stage. Your Public Transport
do not need to notify Public Transport Victoria as to whether Plan forms part of your overall event
Transport Victoria. you need to prepare a Public management plan. Public Transport
Transport Plan (see Step 4). Victoria will endeavour to approve
>> If you are unsure whether your Public Transport Victoria will your Public Transport Plan within
event is likely to have an impact endeavour to advise you of this one month of receiving it.
on public transport please use within one week of receiving
the Self-assessment Checklist your Event Notification. 7. Attend a debrief session after
(Form 1) or consult with Public the event.
Transport Victoria to decide 4. Prepare your Public Transport Plan
whether you need to complete as part of your traffic and transport
an Event Notification (see step 2) management plans by consulting
with the relevant public transport
operators, the relevant Public
Transport Victoria representative
and other agencies and if applicable
attend a multi-agency meeting.

A Guide for Event Organisers Events affecting public transport 7

Introduction

Why was the event To accommodate all these requirements
legislation introduced? and deliver world-class events, it is
imperative to continually improve and
The purpose of the legislation is to: refine event planning processes.

>> Encourage better communication What is the main requirement
between event organisers and those of the legislation?
who operate Victoria’s train, tram
and bus services Event organisers are required to notify
Public Transport Victoria in writing and in
>> Ensure that sufficient notice of an line with specified notification timelines
event is given to enable the best if their event is likely to have an impact
possible management of public on public transport. Event organisers are
transport needs and required to consult with Public Transport
Victoria and the relevant train, tram and
>> Minimise disruption to the non-event bus operators even if not all event details
going community, particularly those are known at the time of notification.
reliant on public transport services. This is to ensure that the event can run
smoothly and that the travel needs of
Victoria and in particular Melbourne play the community can be met with minimal
host to a large number of events every disruption to transport services.
year. It is common that multiple, large
scale events take place concurrently, all
requiring the arrangement of appropriate
public transport services.

In the past, due to late or inadequate
notification there have been unplanned
delays or cancellations of tram and
bus services that have affected regular
public transport users. In other cases,
insufficient planning has meant event
participants have not had the level
of service needed to get them to or
from the event.

8 A Guide for Event Organisers Events affecting public transport

Who are the main beneficiaries Event participants Ordinary commuters
of the legislation? (not involved in the event)
>> early and reliable communications
Event organisers about event services >> Level of disruption to regular
services is minimised
>> Improved public transport planning >> Provided with sufficient public
transport services to take them >> Early communications about
>> Good relationships with public to and from an event service changes
transport operators and Public
Transport Victoria Public transport operators >> Accurate advice about alternate
travel arrangements
>> Fewer planning headaches in >> Provided with enough notice of an
trying to meet the transport needs event to be able to plan and provide All Victorians potentially benefit from
of event patrons the services needed to minimise the well-organised events that bring social
level of disruption to commuters and economic benefits to communities.
>> Potential benefits of attracting better The events legislation helps maintain
attendance and increasing the Local councils this high standard of event planning
longevity of the event and management.
>> Organisation of events becomes
more efficient

>> Are able to assist Event Organisers
better because more information is
gathered about an event at an earlier
stage in the planning process

A Guide for Event Organisers Events affecting public transport 9

Definitions Event categories

This section looks at how How are events categorised Commercial events – run primarily for
different terms are defined by Public Transport Victoria? profit. These events are generally fee-
in the legislation. paying activities organised by business or
Charitable events – run primarily for commercial entities. In these cases cost
What is meant by an ‘event’? charitable or non-profit purposes. In these recovery may be made a condition of
cases, all or nearly all of the proceeds approval of the Public Transport Plan.
The legislation defines an event as are directed to a registered charity. Cost
‘a gathering of people for a common recovery would not normally be made Special events – generally planned
purpose or purposes that is organised a condition of approval of the Public activities that involve significant numbers
by a person or body’. While this is broad, Transport Plan. of people, require special transport and
it is important to remember that the traffic management arrangements and
focus of the legislation is only on those Community events – run primarily for involve multiple agencies. Such events
events that are likely to have an impact on community entertainment purposes. can overlap with other categories. In
regular public transport services. There These events provide free or low such cases cost recovery may be made
are numerous community events across cost entertainment for general public a condition of approval of the Public
Victoria that have little or no impact on participation and are generally not-for- Transport Plan.
public transport. profit events. Cost recovery would not
normally be made a condition of approval Where there is disagreement regarding
Are protest rallies of the Public Transport Plan. how an event is categorised or if cost
and demonstrations recovery would be made a condition of
considered events? Rallies and protests – organised for a approval of the Public Transport Plan
specific political or industrial purpose. then the discretionary power of Public
The legislation applies to any event, Such events are not-for-profit and entail Transport Victoria will apply.
including protest rallies and demonstrations, freedom of speech and association. In
which are likely to have an impact on such cases a Public Transport Plan, if Note: For all categories, cost recovery
public transport. Public Transport Victoria required, would be prepared by Public may result if an event organiser does
recognises the importance of groups Transport Victoria in consultation with the not comply with the legislation.
and individuals being able to engage in event organiser. In such cases the issue
freedom of expression; it also recognises of cost recovery will not arise.
the need to have adequate planning and
consultation prior to such events to Days of National Significance – include
ensure minimal inconvenience to the Anzac Day, Australia Day, Remembrance
broader community. Day, official days of mourning, State
funerals. In such cases cost recovery
Are film shoots would not be made a condition of
considered events? approval of the Public Transport Plan.

The legislation applies to any event,
including film shoots, which are likely
to have an impact on public transport.
Public Transport Victoria recognises the
benefits that film shoots can bring to
a community; it also recognises the
importance of managing such events
so that inconvenience to commuters
is minimised.

10 A Guide for Event Organisers Events affecting public transport

What is meant by an ‘organiser’? The impact on public transport services What is meant by ‘approval’
will vary from event to event and will of a Public Transport Plan?
The legislation defines the organiser of depend on a range of factors, including
an event as ‘the person or body that is whether the event is: Approval extends only to the Public
primarily responsible for organising the Transport Plan itself and not to the event
event’. This means the person or body >> held on a public holiday, school as a whole. Approval is given when Public
with ultimate responsibility for holding holidays, a weekday or weekend Transport Victoria is satisfied that a Public
the event rather than the person or Transport Plan provides sufficient and
body managing the detail of the event >> held at night-time or during the day appropriate detail to allow public transport
on their behalf. operators to organise the required level of
>> held during peak or off-peak times service and to ensure any other impacts
For example, in the case of a local of the event on regular public transport
council contracting out an event the >> located at a busy city intersection, services are minimised.
‘event organiser’ would be the council along a major road, or at a venue
rather than the contracted individual or adjacent to a public transport route What is meant by ‘Public
organisation. Whether the council uses Transport Victoria?
an agent to carry out the organisation of >> located in a local park, civic centre
an event or undertakes this organisation or a farm paddock Public Transport Victoria means the
itself, under the legislation it is the Public Transport Development Authority,
responsibility of the council to ensure >> located near or adjacent to a bus a body corporate established under the
compliance with the legislation. interchange Transport Integration Act 2010 (Vic).
Public Transport Victoria is responsible
What is meant by ‘impact’? >> happening at the same time as for ensuring that the events legislation is
other nearby events implemented as smoothly as possible.
In the legislation impact means the effect
that an event has on public transport. >> mobile or multi-sited

For example, an event could result What is meant by ‘regular public
in the delay, replacement, deviation transport services’?
or cancellation of a particular service.
It could mean the need to put on The legislation refers to the likely impact
additional services. on ‘regular public transport services’
which are services that occur on a
regular basis at fixed times or frequencies
on fixed routes. This means train, tram
and bus services that are contracted
to the government to provide transport
for the public.

A Guide for Event Organisers Events affecting public transport 11

Notification of an event

What does notification involve? Where these timelines cannot be met
because the date of the event is not
If an event organiser knows an event is known so far in advance then event
likely to have an impact on public transport organisers must notify Public Transport
then an Event Notification (See Form 2) Victoria as soon as practicable after
needs to be completed and sent to Public the date is set or known to ensure that
Transport Victoria. The Event Notification adequate planning of public transport
identifies the nature of the impact that the services can take place.
event is likely to have and may form the
basis for further discussion between the What happens if an event
event organiser, public transport operators organiser is unsure whether a
and Public Transport Victoria. notification is needed or not?

Under the legislation notification must be An event organiser may do any of
in writing, in line with specified notification the following:
timelines and must contain basic details
of the event. >> Complete the Self-assessment
Checklist (See Form 1);
How long will it take for Public
Transport Victoria to process the >> Contact Public Transport Victoria
notification? to discuss the proposed event via
telephone on 1800 800 007 and/ or

Public Transport Victoria will endeavour to >> Discuss the proposed event with the
process the Event Notification within one relevant local council(s).
week of receipt.
>> When in doubt it is better to complete
By when do event organisers an Event Notification than to run
need to notify the Public Transport the risk of not complying with the
Victoria? legislation.

For an event with more than 10,000 What is the purpose of the
expected attendees, the event organiser Self-assessment Checklist?
must notify Public Transport Victoria at
least 150 days before the event if the The Self-assessment Checklist (See Form
date of the event is known at that time. 1) is designed to help event organisers
decide whether their event is likely to have
For an event with fewer than 10,000 an impact on public transport. If after using
expected attendees, an event organiser the Checklist an event organiser is still
must notify Public Transport Victoria at unclear as to whether an Event Notification
least 120 days before the event if the needs to be submitted then advice should
date of the event is known at that time. be sought from Public Transport Victoria or
the relevant council. The Self-assessment
Checklist does not need to be returned to
Public Transport Victoria.

12 A Guide for Event Organisers Events affecting public transport

Public Transport Plan

What is a Public Transport Plan? As part of the development of the plan, What if the local council
an event organiser is required to advise already has a process in
Whereas the Event Notification identifies all affected public transport operators of place that brings together
the impact an event is likely to have, a the event and its expected impact and all the relevant parties?
Public Transport Plan shows how this to seek proposals from them as to how
impact is going to be managed. The this impact can be handled. The public Where this is the case a representative
Public Transport Plan Checklist (see transport operator is required to provide of Public Transport Victoria would attend
Form 3) is designed to help determine a reasonable proposal and negotiate these meetings rather than convene
public transport requirements and to with the event organiser. separate meetings. Public Transport
manage the impact so that disruption Victoria has representatives in each of
to regular public transport users is The event organiser is also required to the five regions in Victoria shown on the
minimised. The Public Transport Plan consult with the affected council(s) and map below.
must document how event organisers with Public Transport Victoria.
and public transport operators have What if the event organiser has
agreed to address the impact on public If an event organiser has been asked by already been asked to prepare
transport services. Where there is an Public Transport Victoria to prepare a a traffic management plan?
existing Traffic Management Plan, event Public Transport Plan then either of the
organisers do not need to prepare a following may occur: Public Transport Victoria encourages
separate Public Transport Plan but can event organisers to work closely with
include the public transport management >> Public Transport Victoria may organise their local council so that the Public
details in the overall traffic or event a meeting with the event organiser Transport Plan can be readily integrated
management plan. This can then be prior to the Public Transport Plan into their overall event plan.
submitted to Public Transport Victoria being prepared. This meeting would
as well as the council. generally include the event organiser, By when does the Public
relevant public transport operator(s), Transport Plan need to
What does the preparation of a representatives from the local council be submitted?
Public Transport Plan involve? and other agencies as needed, such
as Victoria Police or VicRoads. The legislation requires a Public
Once Public Transport Victoria has Transport Plan to be submitted at least
determined that a Public Transport Plan The Event Notification and Public 60 days prior to the event. If this is not
is needed, the event organiser will be Transport Plan Checklist will generally possible the event organiser will need
advised accordingly. be used as the basis for preparing to contact Public Transport Victoria as
the Public Transport Plan. If there soon as possible to agree on a date for
Loddon Mallee is an existing traffic and transport submission. It is important that public
management plan for the event then transport operators have sufficient
the event organiser may use this as time to make the necessary service
the basis for planning. arrangements to ensure a well-run event.

>> Alternatively, such a meeting may be How long will it take for Public
convened after the event organiser Transport Victoria to process the
has consulted with the relevant Public Transport Plan?
authorities and public transport
operators and submitted a Public
Transport Plan. An existing traffic
and transport management plan
may be used as the basis for this.

Grampians Hume Public Transport Victoria will endeavour to
process the Public Transport Plan within
one month of receiving the document.

Gippsland

Barwon South Western

A Guide for Event Organisers Events affecting public transport 13

Potential Costs

Is there an administration fee? For which events could cost For which events would cost
recovery be made a condition of recovery not normally be made
There is currently no administration fee approval for the Public Transport a condition of approval?
associated with submitting a notification or Plan?
having a Public Transport Plan assessed. Cost recovery would not normally be
Cost recovery may be made a condition of made a condition of approval for the
Are there any other costs? approval for the following types of events: following events:
>> Charitable events
Under the legislation Public Transport >> Commercial events >> Community events
Victoria may seek to recover from the
event organiser part or all of the net >> Special events These events are normally not for profit
additional costs incurred by either the in terms of their primary intention or
public transport operators or Public These events are generally fee-paying purpose.
Transport Victoria. This can only happen activities organised by business or
if cost recovery has been made a commercial entities. For which events will cost recovery
condition of approval for the Public not be made a condition of
Transport Plan or if the event organiser Providing the impact on public transport approval?
has not complied with the requirements services is the same as in previous
of the legislation. years, any existing cost recovery Cost recovery will not be made a condition
arrangements between event organisers of approval for the following events:
and public transport operators or event >> Days of National Significance
organisers and Public Transport Victoria >> Rallies and protests
are likely to remain unchanged.

These events are not for profit in terms
of their primary intention or purpose.

14 A Guide for Event Organisers Events affecting public transport

In summary

What costs do public transport Any contingencies, such as delaying a >> Public Transport Victoria will
operators have? transport service because the packing focus primarily on encouraging
up time after an event has taken longer compliance rather than penalising non-
There may be costs associated with than expected, need to be identified and compliance by seeking cost recovery
putting on extra staff (such as drivers, agreed to by the event organiser, Public
customer service, authorised officers, Transport Victoria and public transport >> Public Transport Victoria expects
cleaners, operations centre, maintenance operator as soon as possible so that the event organisers to genuinely
crews, etc.), additional services, support event organiser has a clear idea of what, if endeavour to comply with the
services and maintenance vehicles, as any, costs they might need to budget for. requirements to notify as soon
well as commuicating and advertising as possible and to work closely
altered public transport services to the How much are these costs with public transport operators.
public. Operators can be penalised by the likely to be?
government for non provision of services >> For commercial events and Special
even when the circumstances – such It is difficult to provide an exact figure or Events existing costs and cost
as the closure of roads or cancellation even a broad range as the amount will recovery arrangements remain the
of services because of an event – are depend on a range of factors, including same under the legislation (unless
beyond their control. Some events the level of impact, and whether public the likely impact on public transport
can severely disrupt a particular public transport operators have had sufficient services has changed)
transport service to an extent where the notice to be able to plan early. If an event
operator needs to recoup costs in order organiser already budgets for a particular
to meet its contractual obligations. cost it is likely that this will not change.

Who decides what these In some cases, such as where the impact
costs might be? is minimal and/or the event organiser is
genuinely seeking to minimise any impact,
Where cost recovery is made a condition the public transport operator(s) or Public
of approval the amount to be recovered Transport Victoria may choose to either
needs to be negotiated between the event mitigate or waive costs.
organiser, Public Transport Victoria and
relevant public transport operators. Where
cost recovery is sought by Public Transport
Victoria because of non-compliance with
the legislation Public Transport Victoria will
decide costs in consultation with the public
transport operators.

A Guide for Event Organisers Events affecting public transport 15

Self-assessment Checklist (Form 1)

All forms are available on the internet: ptv.vic.gov.au/eventnotification

A Guide for Event Organisers: Events Affecting Public Transport 15

Self-assessment Checklist

This 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 the
process easier, events have been classified into two categories on this checklist.

Tick the relevant boxes

Category 1 Category 2

A Category 1 event is likely to have an impact A Category 2 event is not likely to have an impact on the public
on the public transport system by: transport system but may:

requiring additional services have an impact on traffic management
delaying a service
causing an alteration in route require advertising of the event’s traffic management aspects
causing the cancellation of a service to a wide audience
causing a service to be replaced.
disrupt the non-event community

involve VicRoads, Citylink, Eastlink

These 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 Victoria
or 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 Form

1. The event

Name/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 to
Event times: start time to
Event set-up to begin: start time to
Event pack-up to finish: date time

Brief description of event:

Estimated attendance at event:

2. Responsible organisation

Organisation:
Contact:
Address:

Telephone: Mobile:
Fax: Email:
Website:

3. Event organiser (the person/body, if any, organising the event on behalf of the above)

Organisation:
Contact:
Address:

Telephone: Mobile:
Fax: 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 Bus

How will the public transport service be affected?
by causing an alteration in route

by delaying a service

by causing a service to be replaced

by causing the cancellation of a service

by requiring additional services

by restricting the use of one or more bus stops

by requiring a road closure

by requiring additional parking

by causing possible congestion in the area or roads leading into the area

by limiting or preventing pedestrian access

other

Please provide further details of the anticipated impact:

5. Council consultation (Tick the relevant boxes) YES NO

Have you discussed this notification with the local council(s) in which your event will be taking place?

Name of local council(s) in which event will take place: Registration no.
File no.
Office use only
Council(s) contact details:



Postal address: Special Events, Network Operations, Public Transport Victoria, PO Box 4724 Melbourne, Victoria 3001
Email: [email protected]

Please refer to ptv.vic.gov.au for information about Public Transport Victoria’s privacy policy.

Page 2 of 2

PublicTransport Plan Checklist (Form 3)

All forms are available on the internet: ptv.vic.gov.au/eventnotification

Public Transport Plan Checklist

PLEASE NOTE: for most events, the Public Transport Plan will form one part of an overall events plan required by the local council.
If information about the event has already been provided as part of a broader plan, then this information does not need
to be included again in the Public Transport Plan.

1. I mpact

Using the following items as a guide, please provide a more detailed description of the nature of the impact
on public transport where relevant and how it is going to be addressed:

additional train, tram and/or bus services required
any expected delays in train, tram and/or bus services (if so, for how long?)
any train, tram and/or bus services that will need to be diverted (location/s?)
a ny cancellation of services that will need to be made (which ones? for how long? how is this impact going to be managed?)
any services that need to be replaced
a ny public transport signage or stop information that needs to be changed, covered or relocated
o ther aspects of your event that are likely to have an impact on public transport and how these are being managed
c ouncil parking facilities (will parking facilities adjacent to or near public transport routes be affected? will buses/coaches
require parking facilities?)
proposed road closures (location, duration, traffic management measures)
public transport staff (what roles will they be expected to have?)
crowd control/marshalls around public transport areas
c rowd dispersal after an event (how will this be managed? will public transport services be affected?)
e vents parking (patrons, bus or coach parking; will public transport services be affected?)
m anagement of pick-up and drop-off facilities for event patrons (will public transport services be affected?)
vehicle access and management (will public transport services be affected?)
pedestrian management (will public transport services be affected?)
disability access management (will public transport services be affected?)
emergency access management
a dvertising (is public transport going to be promoted? how will the public be notified of any changes to public service arrangements?)
c ontingency plans (for example, how will participants leave the event if a public transport service is temporarily unavailable?)

2. Map

Attach a map or maps of the area showing:
the location or route of the event
a site plan if relevant
the location(s) of the public transport services affected and how this impact is being managed.

The completed Public Transport Plan needs to be submitted 60 days before the event. If this is not possible, then please contact
Public Transport Victoria to arrange a mutually acceptable date for submission.

Postal address: Special Events, Network Operations, Public Transport Victoria, PO Box 4724 Melbourne, Victoria 3001
Email: [email protected]

Please refer to ptv.vic.gov.au for information about Public Transport Victoria’s privacy policy.

Page 1 of 1

Events legislation

A Guide for Event Organisers Events affecting public transport 23

Transport (Miscellaneous and Compliance) Act 1983

Part VI Division 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 purpose

or purposes that is organised by a person or body.

(2) F or the purposes of this Division, the ‘organiser’ of an event is the person
or body that is primarily responsible for organising the event.

193. Events to which this Division applies
This Division only applies to an event if it is reasonable to expect that the event

will require the deviation, delay, replacement, supplementation or cancellation of
a regular public transport service provided by a passenger transport company
or a bus company.

194. Meaning of ‘regular public transport service’
For the purposes of this Division, a public transport service is regular if it

is scheduled to occur on a regular basis at fixed times or frequencies on
fixed routes.

195. Organiser must give notice of proposed event
(1) The organiser of an event must notify Public Transport Victoria that the event

is to be held:

(a) in the case of an event that is reasonably expected to attract an
attendance of no more than 10 000 people, at least 120 days before the
event starts, if the date of the event is set or known by the organiser at
least 120 days before the event is to start; or

(b) in the case of an event that is reasonably expected to attract an
attendance of more than 10 000 people, at least 150 days before the
event starts, if the date of the event is set or known by the organiser at
least 150 days before the event is to start; or

(c) a s soon as is practicable after the date of the event is set or known by
the 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 by
Public Transport Victoria by notice published in the Government Gazette.

196. P ublic Transport Victoria may ask that a public transport
plan be submitted

After receiving notification of an event, Public Transport Victoria may, after

consultation with each municipal council in whose municipal district the event

is to be held, ask the organiser of the event to submit a public transport plan

for the event to Public Transport Victoria.

24 A Guide for Event Organisers Events affecting public transport

197. Public transport plans
(1) A public transport plan is a document that identifies the impact an event is

expected 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 additional

public transport needs generated by the event.
(2) W ithout limiting the generality of sub-section (1), a public transport plan must

address the following issues arising from the event to the extent that they
contribute 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 area

affected 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 prepare

a public transport plan for the event, the organiser must:
(a) advise all affected passenger transport companies and bus companies

of the event and its expected impact, and seek proposals from them as
to how to deal with that impact; and
(b) in the light of those proposals, attempt to negotiate an agreement with
those 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 transport
company or bus company under sub-section (1), the company must take
all reasonable steps to provide a reasonable proposal and must attempt to
negotiate an agreement with the organiser as to how to deal with the impact
of the event on its regular public transport services.

A Guide for Event Organisers Events affecting public transport 25

199. By when public transport plans to be submitted
(1) If asked to provide a public transport plan to Public Transport Victoria

under this Division, an event organiser must submit the plan to Public
Transport Victoria:
(a) if notification of the event was given to Public Transport Victoria under

section 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 under
section 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 Transport
Victoria must ensure, having regard to the time available before the event is
to start, that the date specified will enable the organiser to have sufficient
time to prepare the plan.

200. Public Transport Victoria may impose fee
(1) Public Transport Victoria may, by notice published in the Government

Gazette, set a fee that is to be paid by an event organiser who submits a
public transport plan to Public Transport Victoria.
(2) If Public Transport Victoria has set a fee under sub-section (1), an event
organiser who submits a public transport plan to Public Transport Victoria
must pay the fee to Public Transport Victoria.
(3) If Public Transport Victoria has set a fee under sub-section (1), Public
Transport Victoria may refuse to consider a public transport plan until
the 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 section

195(1)(c); and
(b) in the opinion of Public Transport Victoria.
(i) it would be desirable to minimise the impact the event will have on

regular public transport services; but
(ii) there is insufficient time to require the organiser of the event to submit

a public transport plan for the event.
(2) P ublic Transport Victoria may require the organiser of the event, for the

purpose, in the time available, of minimising the impact the event will have
on regular public transport services, or of providing for any additional public
transport needs that may be generated by the event, to do all or any of the
following:
(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 referred

to in section 195 or 199.
(2) P ublic Transport Victoria must exercise the power conferred by this

section reasonably.

26 A Guide for Event Organisers Events affecting public transport

203. Approval of public transport plans
(1) Public Transport Victoria must approve or not approve a public transport

plan that has been submitted to Public Transport Victoria.
(2) In approving a public transport plan, Public Transport Victoria may impose

conditions to which his or her approval is subject.
(3) W ithout limiting the generality of sub-section (2), Public Transport Victoria

may make the approval of a plan subject to the condition that the event
organiser who submitted the plan meet all or part of any net additional
costs incurred by Public Transport Victoria or a passenger transport
company or bus company as a result of the holding of the event.
204. Consequences of a failure to comply with this Division
(1) T his section applies if an event to which this Division applies is held and
the organiser of the event:
(a) fails to comply with section 195; or
(b) fails to submit a public transport plan to Public Transport Victoria after

being asked to do so; or
(c) fails to comply with any conditions to which the approval of a public

transport plan is subject; or
(d) u nreasonably fails to comply with any requirements imposed by Public

Transport Victoria under section 201.
(2) T his section also applies if an event to which this Division applies is

held after:
(a) Public Transport Victoria has refused to approve a public transport plan

submitted to Public Transport Victoria in relation to the event; or
(b) a public transport plan is submitted to Public Transport Victoria, but it

is 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 time
the event is held.

(3) P ublic Transport Victoria may recover from the organiser as a debt the whole
or part of any net additional costs incurred by Public Transport Victoria or a
passenger transport company or bus company as a result of the holding of
the event or of the breach of conditions.

(4) If Public Transport Victoria recovers under this section any costs incurred by
a passenger transport company or bus company, Public Transport Victoria
must remit those costs, less any reasonable costs incurred by Public Transport
Victoria in recovering the costs, to the company as soon as is practicable after
receiving them.

(5) Except as provided by this section, the organiser of an event is not otherwise
liable either criminally or civilly for any failure to comply with this Division.

(6) T he organiser of an event is not liable to be stopped from holding the event
by way of injunction merely because there has been a failure to comply
with 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 transport

For more information visit ptv.vic.gov.au PTV6774/12
or call 1800 800 007 (6am – midnight daily)

All forms and this document
are available on the internet
ptv.vic.gov.au/eventnotification

Public Transport Victoria is your central stop
for information on public transport services,
fares, tickets and initiatives. Up-to-date
information is available via our website,
call centre and mobile applications.

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be reproduced by any process except
in accordance with the provisions of the
Copyright Act 1968.

© State of Victoria 2012