Before you apply

Expression of Interest: Outdoor Commercial Recreation Licence

Before you apply

Applications must contain all the requested information, details and documentation to enable Council (in its sole discretion) to evaluate in accordance with the Outdoor Commercial Recreation Policy. An application that does not meet these requirements may be deemed by Council as non-compliant and the application rejected. Breach of any applicable laws or Council policies in connection with the preparation of an application will result in the submission being voided.

Applications must be lodged by 5 pm Tuesday 10 June 2025.

Council will not consider any applications lodged after the closing time stated above.

Please read before applying

Other forms you may need to complete with your application

Contact and business details

Name of business *

First name *

Last name *

Email *

Contact number *

Alternate number

Postal address *

Street address *

City *

State *

Postcode *

Hours of operation *

Daily set up time *Daily set up must not be before 7 am

Daily pack up time *Daily pack up must not be after 8 pm

Criteria 1: Opportunities for the community

Criteria 1: Commercial recreation activity provides social, recreation and active opportunities for the community

Provide a detailed overview of the commercial recreation activity proposed to be delivered within the City of Port Phillip. *

Detail how this activity provides a unique experience and encourages participation through varied methods of physical activity. *

Describe how the activity targets the Port Phillip community and how they will benefit from this activity being located within the City. *

Do any of the activities include in-water elements? *

YesNo

Activities that include in-water elements require Parks Victoria approval in addition to Council approval.

Please visit the Parks Victoria website Become a licensed tour operator – we will seek approval if your EOI is supported by Council.

Please provide details regarding in-water activities *

Criteria 2: Health and wellbeing benefits

Criteria 2: Activity provides health, wellbeing and educational benefits to the community

Read the Sport and Recreation Strategy 2015-24 (currently under review)

Explain how your activity responds to the Council Plan and/or Council’s Sport and Recreation Strategy 2015-2024* **The Sport and Recreation Strategy 2015-2024 is currently in review.

Outline the educational benefits the recreational activity provides for its participants *

Outline the health and wellbeing benefits the recreational activity provides for its participants *

Describe how the business measures and ensures accountability that these benefits are reaching participants *

Criteria 3: Promoting diversity

Criteria 3: Program design promotes accessibility and inclusivity, including gender equality

Read the Fair Access in Sport Policy

Describe what makes the business and/or activity accessible for diverse groups in the community *E.g. How do people from different ages, genders, abilities and backgrounds access this activity.

Detail what the business is doing to actively promote and support gender equality for participants in line with Council’s Fair Access in Sport Policy *

Criteria 4: Sustainable use

Criteria 4: Equitable, low impact and sustainable use of public open space

Attach a map of your preferred activity location, including a secondary location preference *

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Explain why this site has been chosen as most suitable to deliver the activity *

What measures are in place to ensure equitable use of public open space between the proposed activity, other operators, clubs, events and the community *

List all equipment required to deliver the activity and explain how operators will ensure equipment is:

Safe
Fit for use
Stored adequately
Maintained/repaired
Brought to/from site safely

Equipment details *

Estimate the amount of waste your activity will generate per session in the following categories:

Food waste *

Recyclable waste *

Environmental waste (i.e. carbon footprint) *

Other waste to landfill *

Please upload the following

Detailed site map *

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This should include exclusion zones, signage and temporary infrastructure

Photos of relevant equipment *

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Onsite storage: Trailer application

In accordance with Council’s Commercial Recreation Policy, operators may apply for up to one onsite trailer for the purpose of storage. Operators must complete the Commercial Recreation Trailer Application Form and meet a minimum criterion to be considered.

Please note: the proposed location must meet Local Laws; Environmental and Parking Policy requirements and not all sites will be eligible. An annual fee is applicable to successful trailer permits.

Would you like to apply for onsite storage? *

YesNo

Please complete and attach the Trailer Permit Application Form

Completed Trailer Permit Application form *

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Criteria 5: Safe practices

Criteria 5: Commercial recreation activity promotes safe and sustainable practices

Provide an overview of the risk management and safety procedures the business has in place for the proposed activity *

Upload a detailed Risk Management Plan *

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If your activity requires an in-water element, please provide details of entry and exit points and in-water safety procedures.

View this Risk & Emergency Management Plan Template as an example

Does your Risk Management Plan include an Incident Response Plan? *

YesNo

Incident Response Plan *

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Outline the business structure and attach an organisational chart outlining the relevant organisation/governing body, principal business owner and activity instructors *

Upload your organisational chart *

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Outline the proposed fee structure for participants for 2025/26 *At a minimum, include any subsidies/discounts to Port Phillip residents, community groups, etc.

Describe how the business ensures financial viability to cover operational costs, permit fees and other costs to ensure long term stainability *

Upload a copy of your fee structure and/or Financial Plan *

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Please upload the following

Certificate of Currency ($20 million) *

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Public Liability Insurance ($20 million) *

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First Aid Certificates *

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Occupational Health and Safety Guidelines *

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Medical/Participant Waiver Form *

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Staff accreditations *

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Include relevant memberships and qualifications

Does the business/activity work with children? *

YesNo

When the business works with children, all staff/operators must have current Working With Children Checks (WWCC) and Victorian Child Safe Standards in place.

Working With Children Check (WWCC) *

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Child Safe Standards *

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Criteria 6: Economic benefits

Criteria 6: Commercial recreation activity provides economic benefit to the community

Describe how the provision and location of the activity provides benefits to the local economy *E.g. Cafes, shops and restaurants etc.

Outline the number of participants estimated to participate in the activity across both peak and off-peak seasons *Include the percentage of participants that are expected to be from the City of Port Phillip.

Criteria 7: Relevant experience

Criteria 7: Relevant business experience or previous licence in City of Port Phillip

Describe history and previous experience for conducting similar activities at the following (if applicable):

City of Port Phillip *

Other Council areas *

Privately owned locations *

Referees

Referee 1

Referee name *

Organisation *

Position *

Email *

Contact number *

Referee 2

Referee name *

Organisation *

Position *

Email *

Contact number *

Declaration and agreement

Conflict of Interest

An applicant must immediately make a full disclosure in writing to Council of the existence, nature and extent of any actual or potential conflict of interest that the applicant, or any of its employees, agents or sub-contractors, may have with Council.

Do you need to declare a conflict of interest? *

YesNo

Please complete and attach this Conflict of Interest Disclosure Form.

Completed conflict of interest form *

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Data privacy and collection

The personal information requested on this form is being collected by the City of Port Phillip (CoPP) and will be handled in accordance with the Privacy and Data Protection Act 2014. This information will be used solely by the council for that primary purpose or directly related purposes. It will be treated in compliance with the CoPP Information Privacy Policy and the Information Privacy Act. During the application and assessment process, information will be kept confidential, however, some details of proposals may be made public as part of the Council meeting and decision-making process.

Yes, I give permission for the City of Port Phillip to store and process my data. *

Agreement

I certify that all details supplied in this EOI application form and the attached documents are true and correct to the best of my knowledge, and that the application has been submitted with the full knowledge and agreement of the management of the applicant organisation or auspicing body. *

I agree to contact the City of Port Phillip if any information regarding this application changes or is found to be incorrect. *

Signature *

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