Operations Manual A guide to event operations at Nyaal Banyul
V5.1 – Winter Edition 2026
Contents Welcome ............................................................................................................................................................ 6 Location ............................................................................................................................................................. 7 Plan your visit ..........................................................................................................................................................................7 Street address ....................................................................................................................................................................7 Opening hours ...................................................................................................................................................................7 Connection to Country ..........................................................................................................................................................7 Facilities and event services ............................................................................................................................... 8 Accessibility and inclusion .....................................................................................................................................................8 Assisted hearing .................................................................................................................................................................8 Crèche facilities ..................................................................................................................................................................8 Audio visual ............................................................................................................................................................................9 AV rights .............................................................................................................................................................................9 Entertainment .....................................................................................................................................................................9 Lighting ...............................................................................................................................................................................9 Network services ................................................................................................................................................................9 Car parking .......................................................................................................................................................................... 10 Car park bookings........................................................................................................................................................... 10 Parking vouchers ............................................................................................................................................................. 10 Customer service................................................................................................................................................................. 11 Cloak room ...................................................................................................................................................................... 11 Wheelchairs ..................................................................................................................................................................... 11 Cushions and reserved seating ...................................................................................................................................... 11 Session bells and public address system ...................................................................................................................... 11 Printing............................................................................................................................................................................. 11 Food and beverage ............................................................................................................................................................ 12 Catering rights................................................................................................................................................................. 12 Responsible service of alcohol (RSA) ............................................................................................................................ 12 Kudja Café ....................................................................................................................................................................... 12 Account cards.................................................................................................................................................................. 12 Catering infrastructure .................................................................................................................................................... 12 Event setups......................................................................................................................................................................... 13 Room turn-arounds ......................................................................................................................................................... 13 Furniture .......................................................................................................................................................................... 13 Sustainability and positive impact ..................................................................................................................................... 13 Sustainable stand design ............................................................................................................................................... 13 Safety ............................................................................................................................................................... 14 Venue approvals.................................................................................................................................................................. 15 Safety management plans .............................................................................................................................................. 16 Contractor and exhibitor requirements ......................................................................................................................... 16 Alcohol and drugs ............................................................................................................................................................... 17
Dangerous goods ............................................................................................................................................................... 17 Combustible fuel ............................................................................................................................................................. 17 Cooking demonstrations ................................................................................................................................................ 18 Combustible fuel storage ............................................................................................................................................... 18 Noxious waste ................................................................................................................................................................. 18 Drones and UAV .................................................................................................................................................................. 19 Electrical safety .................................................................................................................................................................... 19 Permits and documentation ........................................................................................................................................... 19 Test and tag ..................................................................................................................................................................... 19 Emergencies ........................................................................................................................................................................ 20 Medical and first aid ....................................................................................................................................................... 20 Emergency briefings ....................................................................................................................................................... 20 Evacuations...................................................................................................................................................................... 21 Emergency assembly areas ............................................................................................................................................ 21 Assisted evacuation ........................................................................................................................................................ 21 Shelter in place................................................................................................................................................................ 21 Emergency egress and fire safety equipment .............................................................................................................. 22 Exit signs .......................................................................................................................................................................... 22 Fire safety ............................................................................................................................................................................. 23 Additional fire safety measures ...................................................................................................................................... 23 Fire isolation .................................................................................................................................................................... 24 Occupancy numbers ........................................................................................................................................................... 24 Rigging ................................................................................................................................................................................. 25 Rigging safety and requirements ................................................................................................................................... 25 Venue capabilities ........................................................................................................................................................... 25 Aerial performers ............................................................................................................................................................ 25 Venue induction .................................................................................................................................................................. 26 Prior to arriving on-site ................................................................................................................................................... 26 On-site ............................................................................................................................................................................. 26 Safety and wellbeing of our team ...................................................................................................................................... 27 Security ................................................................................................................................................................................. 27 Responsible service of alcohol (RSA) guards ................................................................................................................ 28 Incidents .......................................................................................................................................................................... 28 Swipe cards ..................................................................................................................................................................... 28 Working at heights .............................................................................................................................................................. 29 Weapons .............................................................................................................................................................................. 29 Operational information................................................................................................................................... 30 Animals................................................................................................................................................................................. 30 Amusement rides ................................................................................................................................................................ 30 Operator requirements................................................................................................................................................... 30 Ride requirements........................................................................................................................................................... 30 Council permits ................................................................................................................................................................... 31
Beauty and body art activities ........................................................................................................................................ 31 Cleaning and waste management ..................................................................................................................................... 32 Types of cleaning ............................................................................................................................................................ 32 Additional cleaning charges .......................................................................................................................................... 33 Types of waste ................................................................................................................................................................. 33 Sustainable materials ...................................................................................................................................................... 33 Custom stand approvals ..................................................................................................................................................... 34 Engineering certificates .................................................................................................................................................. 35 Demonstrations and activations..................................................................................................................................... 35 Doors .................................................................................................................................................................................... 35 Controlled access ........................................................................................................................................................... 36 Meeting room doors ....................................................................................................................................................... 36 Back of house doors ....................................................................................................................................................... 36 Elevated structures .............................................................................................................................................................. 37 Steps and ramps ............................................................................................................................................................. 37 Exhibitor management ....................................................................................................................................................... 38 Floorplan approvals ............................................................................................................................................................ 39 Exhibition floorplans ....................................................................................................................................................... 39 No build zones ................................................................................................................................................................ 40 Clear aisles (Delama) ...................................................................................................................................................... 40 Drape lines (Delama) ...................................................................................................................................................... 41 Theatres and theatrettes ................................................................................................................................................. 41 Foyer builds ..................................................................................................................................................................... 42 Signage ............................................................................................................................................................................ 42 Floor load limits ................................................................................................................................................................... 42 Approvals and controls................................................................................................................................................... 43 Floor protection............................................................................................................................................................... 43 Motor vehicles ..................................................................................................................................................................... 44 Outdoor activations ............................................................................................................................................................ 45 Weather and wind management ................................................................................................................................... 45 Noise considerations .......................................................................................................................................................... 46 Pyrotechnics and Special Effects........................................................................................................................................ 46 Flutter-fetti ....................................................................................................................................................................... 47 Glitter ............................................................................................................................................................................... 47 Balloons ........................................................................................................................................................................... 47 Haze and fog ................................................................................................................................................................... 47 Laser shows ..................................................................................................................................................................... 47 Reconfigurations ................................................................................................................................................................. 48 Operable walls ................................................................................................................................................................ 48 Removable carpet ........................................................................................................................................................... 49 Retractable seating ......................................................................................................................................................... 49 Signage and adhesives ....................................................................................................................................................... 50
Signage requirements .................................................................................................................................................... 50 Permitted locations ......................................................................................................................................................... 50 Permitted adhesives ....................................................................................................................................................... 51 Digital signage ................................................................................................................................................................ 52 Content restrictions......................................................................................................................................................... 52 Smoking policy .................................................................................................................................................................... 52 Temperature control and air filtration ............................................................................................................................... 52 Ticketed events.................................................................................................................................................................... 52 Support rooms..................................................................................................................................................................... 53 Utilities and pits ................................................................................................................................................................... 54 Power ............................................................................................................................................................................... 54 Water and waste.............................................................................................................................................................. 54 Traffic management ............................................................................................................................................................ 55 Road closures .................................................................................................................................................................. 55 Large bus movements .................................................................................................................................................... 55 Traffic Marshals ............................................................................................................................................................... 55 Drop-off and pick-up zones............................................................................................................................................ 56 Loading times .................................................................................................................................................................. 56 Off-site holding zones..................................................................................................................................................... 56 Vertical Transport ................................................................................................................................................................ 57 Lifts ................................................................................................................................................................................... 57 Escalators ......................................................................................................................................................................... 57 Event logistics .................................................................................................................................................. 58 Access and Safety Requirements ....................................................................................................................................... 58 Loading Dock ...................................................................................................................................................................... 58 Deliveries and Collections .................................................................................................................................................. 59 Forklift and porter hire .................................................................................................................................................... 59 Scheduling ........................................................................................................................................................................... 59 Foyer build considerations ............................................................................................................................................. 59 Move in/move out (MIMO) schedule ............................................................................................................................. 60 Move out notices ............................................................................................................................................................. 60 Contractor management .................................................................................................................................................... 61 Toolbox and move out meetings ................................................................................................................................... 61 Plant, equipment and vehicles ........................................................................................................................................... 62 Plant and equipment ...................................................................................................................................................... 62 Operation of plant and equipment................................................................................................................................ 62 Pedestrian safety ............................................................................................................................................................. 62 Vehicle move in and move out ....................................................................................................................................... 63 Storage and freight ............................................................................................................................................................. 63 Freight forwarding .......................................................................................................................................................... 63 Venue condition report ...................................................................................................................................................... 64 Venue damage ................................................................................................................................................................ 64
Event sign off ....................................................................................................................................................................... 64 Resources ......................................................................................................................................................... 66 Appendix A: Dimensions ......................................................................................................................................i FOH Doors .............................................................................................................................................................................. ii BOH access ............................................................................................................................................................................ iii Lifts.......................................................................................................................................................................................... iii Wala mirr Theatre specs ....................................................................................................................................................... iv Signage specs........................................................................................................................................................................ iv Room specs............................................................................................................................................................................ iv Appendix B: Maps ...............................................................................................................................................ii Level 1 .................................................................................................................................................................................... iv Evacuation Maps .................................................................................................................................................................... v Traffic Management Maps .................................................................................................................................................... vi Bus route to Melbourne .................................................................................................................................................... vi Bus route from Melbourne .............................................................................................................................................. vii Southern Bus route ......................................................................................................................................................... viii Appendix C: Waste ............................................................................................................................................ix Waste streams ........................................................................................................................................................................ x Discouraged materials .......................................................................................................................................................... xi Appendix D: Vertical transport.......................................................................................................................... xii Lift locations ......................................................................................................................................................................... xiii Access and specs ................................................................................................................................................................ xiv
V5.1
Welcome This manual provides you with all the important information you need to plan and deliver your event at Nyaal Banyul Geelong Convention and Event Centre. It contains key details about our facilities and services, operating procedures, and venue requirements. Please ensure that the requirements set out in this manual are adhered to by all exhibitors, contractors, sub-contractors, and event staff. Venue policy often requires documentation to be submitted to the venue for review or approval. Customers should submit any such documentation to their Sales and Planning Manager, who will coordinate internal review with the relevant Nyaal Banyul teams. The information in this manual is correct at the time of publishing, however, is subject to change. Please refer to the most recent version provided to you by your Sales and Planning Manager.
Welcome
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Location Located just an hour’s drive from Melbourne, Nyaal Banyul sits on the stunning Corio Bay with views of the Western Beach cliffs.
Plan your visit Guests can travel to Geelong by air, road, rail, or ferry, with convenient connections via Avalon Airport (20 minutes away) and Melbourne Airport (around one hour), as well as regular V/Line train services, local buses, freeway access, and ferry routes including Port Phillip Ferries and the Spirit of Tasmania. For full details on transport, parking, and accommodation, please refer to our website.
Street address Main Entrance is located at 80 Western Beach Road, Geelong VIC 3220. Additional pedestrian entry points include Corio Bay Entry (Lower Foyer A) and Gheringhap Entry (Lower Foyer D). Nyaal Banyul Loading Dock is located at 25 Smythe Street, Geelong VIC 3220 Nyaal Banyul Car Park is located at 7 Cavendish Street, Geelong VIC 3220
Opening hours Building opening hours are event dependent. Customer, contractor, exhibitor and guest arrival times should be communicated in advance, so that venue and loading dock access can be scheduled around event movements. Site tours and visits outside of tenancy times must be organised with your venue contact in advance.
Connection to Country Nyaal Banyul is located on Wadawurrung Country, and we encourage events to recognise the continuing connection of the Traditional Owners to Country through an Acknowledgement of Country or, where appropriate, a Welcome to Country. Incorporating these practices into meetings, gatherings, and events demonstrates respect for First Nations peoples and their cultural and ceremonial protocols. Guidance on Acknowledgement of Country, Welcome to Country, cultural engagement principles and best practice is available in the Nyaal Banyul Positive Impact Guide. Operational requirements for smoking ceremonies are detailed in this document under Fire Safety and Fire Isolation.
Location
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Facilities and event services Accessibility and inclusion Designed with universal access in mind, Nyaal Banyul ensures ease of access for everyone, removing physical barriers and embracing inclusivity. More information is available in our Positive Impact Guide and maps can be found in Appendix B. Accessible Features Patron Journey
• • • • • •
Accessible car parking spaces Accessible automatic doors to all meeting spaces and entrances Accessible sliding doors for amenities and parenting room High contrast signage for the visually impaired Integrated ramping Accessible seating options, including spaces for wheelchairs, companions, and wider seats
Programs and Initiatives
•
Guide dogs and other registered assistance animals welcome in all areas Hearing augmentation systems in all event spaces Wheelchair hire from customer service, including one wider wheelchair Hidden Disabilities Sunflower network training for all front of house employees
• • •
Spaces and Amenities
• • • • • •
Accessible and all gender bathrooms throughout the venue First aid room (on Ground Floor) Changing Places facility (on Ground Floor) Multi-faith room with washing facilities (on Level 1) Sensory room (on Level 1) Parents room (on Level 1), including a microwave, baby change tables, breastfeeding pods, an enclosed toddler play area and toilets
Assisted hearing All event spaces and foyers are equipped with a hearing assistance system. Guests can borrow a lanyardstyle infrared receiver that works directly with hearing aids fitted with a T-switch or can be fitted with standard headphones. Contact your AV Event Project Manager prior to your event to discuss your attendee requirements. Guests can pre-book a receiver by contacting Customer Service on +613 6145 9701.
Crèche facilities Should you wish to offer crèche facilities at your event, you will need to assign an appropriate room and engage a registered crèche or child-minding company, which will need to provide the following: • • • •
Contact details Crèche opening/closing hours Minimum $10 million Public Liability Insurance Provider Approval under the National Quality Framework OR Licenced Registration under the Victorian Children’s Services Act
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Audio visual AV rights Nyaal Banyul is the exclusive provider of audio-visual equipment and services within the venue, except for exhibitions and some touring events. Any proposal to engage external audio-visual providers or equipment must be submitted to the AV Project Manager for review and approval. External supply charges may apply.
Entertainment Entertainment proposals must be submitted to the venue for review. Performances are permitted in public foyers without amplification, subject to surrounding events. Amplified or large scale entertainment requires venue approval. Entertainment may include high-risk activities such as acrobatics, which must be supported by an event specific risk assessment and appropriate controls in place to protect performers and the public. Performance at heights In line with the venue rigging policy, performances at heights involve unique risks and must comply with Australian WHS and OHS requirements. Live Performance Australia (LPA) provides guidance aligned with these frameworks. Supporting documentation must be submitted for review before the activity is approved.
Lighting Adherence to safe and comfortable lighting levels is required in all spaces. The venue may conduct lighting tests and request adjustments where necessary. Your AV Events Project Manager can advise on the default lighting available in your space and assist in designing additional lighting using our state-of-the-art production services. • • •
Meeting rooms feature user-controlled lighting via the smart lectern with multiple preset modes for presentations and displays Foyer lighting adjustments can be arranged in advance upon request. Approval will depend on the impact to neighbouring events in shared foyer spaces Additional lighting needs or special requests may require extra lighting equipment, which can be supplied either by the venue’s AV team or an external authorised contractor. Additional costs may apply
Any temporary lighting installed at your event must be supplied and fitted by an inducted and authorised electrical contractor, production lighting provider, or stand builder.
Network services Your AV Event Project Manager will be able to provide a range of cabled and wireless options suited to your event specific requirements, with redundancy built in end to end on our network, and without internet data limits. We also have skilled technical event planners who will assist you in designing the environment to meet the needs of your event.
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Car parking Wilson Parking is the contracted operator of the public car park located beneath Nyaal Banyul. Entry is via 7 Cavendish St, and is open 24/7. Car park lifts provide access to Gheringhap Plaza, and internal venue foyers. The Nyaal Banyul car park has a height limit of 2.1m and contains 200 bays in total, including: • • • •
11 EV bays 1 Accessible EV Bay 4 Accessible bays 7 Senior/Family bays
Parking is available via drive-up or pre-booking, using the Wilson Parking app or website. Parking rates are subject to change without notice.
Car park bookings Parking bays can be booked online by public or event parkers, on a first come first served basis. Drive-up parkers can pay at the boom gate or on-site ticket machines, subject to availability. Redemption and payment terms: • •
The same payment method used to pre-book must be used to access the car park. Bookings must be made daily.
Parking vouchers Parking vouchers are available for purchase directly from the venue. • • • •
The customer covers the full cost of these vouchers and collects them on arrival. Event parkers use vouchers to exit the car park free of charge. The customer is responsible for distributing these vouchers to event parkers at their own discretion. Unused passes are non-refundable.
Attendees who will be using a parking voucher should take a ticket on arrival rather than tapping a credit card at the entry gate.
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Customer service A Customer Service Desk is located at the Main Entrance. Operating hours are subject to event requirements. Services available through the Customer Service Team include: • • • • • •
Cloaking facilities Wheelchairs and Assisted Hearing devices Printing and general business services PA system and Session Bells Door staff and ushering services Additional service and directional staff
Cloak room Cloakroom facilities are available at the Customer Service Desk located at the Main Entrance; however, space is limited. Depending on your event requirements, a dedicated cloakroom may need to be arranged.
Wheelchairs Complimentary wheelchairs are available for use within the venue. It’s recommended that guest's prebook by contacting Customer Service as wheelchairs are limited. Standard and bariatric wheelchair hire can be arranged in advance by providing the following information: • •
Date and time the wheelchair is required Name of the borrower and contact telephone number
Collection is from the Customer Service Desk and requires a proof of identity.
Cushions and reserved seating Cushions can be provided for events in the Wala Mirr Theatre to raise the height of an attendee, with 20 cushions available free of charge. Please speak to Customer Service on the day. Reserved seating hats are available for theatre and conference chairs and can be used to identify reserved seating in all spaces. These can be preset in advance, provided a floorplan is supplied.
Session bells and public address system Session bells and the public address (PA) system are available in all event spaces and foyers. In shared spaces, bells and announcements can be scheduled in advance and will be managed from the customer service desk. Background music will also be played throughout foyers. Within event spaces, customers can use the PA system to make announcements or play background music, including via Bluetooth connection to a phone or music device. Your venue contact can show you how to connect to and use the system.
Printing Printing services are available at the customer service desk, for customers, exhibitors and patrons. Charges apply. Availability and wait times may vary.
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Food and beverage Catering rights Nyaal Banyul holds sole catering rights, and any proposal to engage a food van or operate temporary food sales within the venue must be submitted for review. A loss of revenue fee may apply depending on the nature of the activity and its impact on venue-operated catering. All food vendors operating within the venue must comply with council requirements and register with FoodTrader, the Victorian Government’s statewide system for registering temporary and mobile food premises under the Food Act 1984 (Vic).
Responsible service of alcohol (RSA) All alcohol service at Nyaal Banyul must comply with Victorian Liquor Laws and the conditions of the venue’s liquor licence. Any exhibitor or event staff member serving or sampling alcohol must hold a valid Responsible Service of Alcohol (RSA) certificate. Where required for compliance, RSA Guards must be booked through the venue’s contracted security provider. These guards oversee responsible service obligations but do not replace the need for RSA-qualified servers. RSA certificates for serving staff must also be clearly visible or immediately accessible at any stand or activation where alcohol is provided.
Kudja Café Kudja Café is located at Main Entrance. Café opening times are determined by event activity and are available on our website. The café may also be used as a bar or service area for larger catered events.
Account cards Your Sales and Planning Manager can set up an account card which enables you to charge any purchases made at our onsite cafes, retail outlets and business services back to the master account. Any charges will appear on your final invoice.
Catering infrastructure Catered events require service furniture, which is supplied by the venue and configured to suit the selected menu. Event floorplans must allocate sufficient space for catering infrastructure, including buffet stations, activation stations, and tea and coffee facilities, which may require access to power and/or plumbing. Where exhibition floorplans are developed by an external contractor, catering station ratios, dimensions, and utility requirements can be provided by your Sales and Planning Manager. • • •
All catering locations are subject to venue approval. Catering locations must consider service pit locations, clear aisle requirements, and no build zones The customer is responsible for ensuring adequate access is maintained for venue set up, pack down and turnarounds.
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Event setups Room turn-arounds The rooms listed on your Space Hire Charge Plan come with an initial complimentary room set up (completed prior to your tenancy time). Should you wish to change the room set up during your event, this can be arranged in advance for an additional fee. The venue will be able to provide you with a customised quote, including the timeframe by which the turnaround is achievable. Retraction or deployment of operable walls can also be accommodated on request.
Furniture Standard venue furniture is included with your room hire, except for exhibitions, where furniture is organised separately: • •
Nyaal Banyul has a small selection of furniture items available for exhibitor hire. Customers may engage an external contractor to supply any additional or specialised furniture. A recommended supplier list is available on request.
On the day furniture or turnaround requests cannot be guaranteed unless organised in advance and may incur a service charge.
Sustainability and positive impact Sustainability is woven into the very fabric of Nyaal Banyul, guiding every element of our venue, our team and the events we host. We hold a 5-Star GreenStar building design rating and are targeting Climate Active Carbon Neutral Building certification. Key features include: • • •
100% renewable electricity Waste stream separation and diversion from landfill Rainwater capture and in-built water re-fill stations
Explore thoughtful ways to bring sustainable practices into every part of your event in our Positive Impact Guide.
Sustainable stand design To minimise waste, custom stand designs should prioritise reusable or recyclable materials and modular construction that enables multi-year use. • • • •
Materials with poor end-of-life outcomes, such as MDF, PVC, black plastic wrap and corflute, are strongly discouraged and may attract higher waste disposal charges Avoid year specific or single-use branding that reduces the lifespan of signage or merchandise Consider modular stand packages that use the same materials configured in different ways Work with your stand builder to ensure responsible set up and pack down. No materials are to be left onsite or in the loading dock. Waste management fees may apply.
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Safety Nyaal Banyul has a legal obligation to ensure the venue is a safe environment for all staff and guests. In accordance with relevant Australian Standards and legal requirements, Nyaal Banyul has developed stringent safety procedures/policies and is responsible for ensuring these are followed. As the customer, you share this responsibility, as do your event participants, exhibitors, and contractors. You must ensure that all the requirements specified in your licence agreement are met. In particular: • • • • • • •
Occupancy numbers Risk management Exit signs/egress provisions Fire protection Structural integrity of stands and displays Contractor compliance Public safety
We ask that you ensure everyone working on your event maintains the highest standards of safety, including employees, contractors, and exhibitors. It is the customer’s responsibility to notify the venue of any of the activities listed below, or any other activity that may present a risk, as these may trigger safety documentation or risk assessment requirements.
Safety
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Venue approvals Activities, works or demonstrations which may be classified as high risk require approval from the venue’s Safety and Operations team. To review high risk requests, all required safety documentation must be submitted to the venue at least 30 days prior to your event. Under Australian WHS/OHS Laws, safety documentation is a legal mandate. Risk management is a continuous process, not a one-time submission; if your event scope changes after initial approval, you are required to update your documentation and notify the venue before the change occurs. The level of documentation required to satisfy your Duty of Care depends on the complexity of your event.
Simple Events
(low risk)
Definition
Standard meetings or conferences using existing venue furniture and AV. No external contractors or installations.
Planning documentation
No formal submission. You are covered by the venue’s permanent controls. Security guards and ad-hoc documentation may be required for any specialised activations.
On-site requirement
Nyaal Banyul recommends an emergency briefing is provided to guests as they arrive in the space.
Major or Complex Events
Safety
(higher risk)
Definition
Events involving external vendors, physical builds, public events or events with 500+ attendees, or high-profile guests.
Planning documentation
A Master Safety Management Plan is required, which will include a risk assessment, and a variety of documentation depending on your event scope.
On-site requirement
Contractor and exhibitor venue induction, daily toolbox meetings, incident reporting, emergency briefing, security presence, dynamic risk monitoring.
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Safety management plans Customers are required to provide an event-specific Safety management plan, including a master risk assessment identifying all activities and associated risks during the event tenancy, and any supporting documentation required by the venue (e.g. SWMS, permits, maps, certificates of compliance). When an event’s requirements change prior to or on-site, updated documentation will be required. Document
Inclusions
Master risk assessment (RA)
•
A systematic list of event-wide hazards and controls.
• •
A risk assessment template is available here.
• •
Supporting documentation will depend on your event scope
• • • • • • • • • • • • •
The contents of the event, including any high-risk work occurring during event tenancy times Details of any dignitaries or high-profile guests Controversial aspects of the event, e.g. political, environmental, or social impact Movement and/or traffic management of plant, equipment, or vehicles Any high-risk activities which require safety controls
Detailed floor plans and rigging plans Any licenses or permits required by the venue or law SWMS for any high risk work Public liability and additional insurance policies Traffic Management Plan Amusement ride documentation Custom stand documentation Safety Data Sheets Engineering certificates Security roster and instruction brief Animal management plans Noise management plans Any other relevant safety measures or considerations specific to the activation
In addition to the above, emergency management is controlled by the venue’s facility manager. The venue’s Emergency management plan and procedures will apply to all events. Customers must ensure that any event-specific risks or conditions which may impact emergency response are identified and communicated to the venue as part of the planning process.
Contractor and exhibitor requirements While the customer collates the safety management plan, individual contractors are often legally required to provide specific documentation and permits for high-risk activations. These must be site-specific (not generic) and may include: •
• •
•
Safety
Safe Work Method Statements (SWMS): Mandatory for high-risk construction work such as large-scale staging, working at heights or rigging. These may also be requested for medium risk activities specific to your event build. Activity-specific RAs: Required for specialised activations such as amusement rides, pyrotechnics, or vehicle/product demonstrations Rescue plans: A site-specific procedure detailing the specialised equipment and trained personnel required for the immediate retrieval of a person in the event of mechanical failure, confined space entrapment, or suspension while working at heights Permits and certificates: Such as engineering certificates, hot works permits, certificates of currency, plant operation licenses and permits to work
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Alcohol and drugs It is prohibited for any contractor to be under the influence of alcohol or drugs while working at Nyaal Banyul or while performing site activities, including operating vehicles or equipment. Nyaal Banyul may conduct alcohol testing, and drug testing by a third-party provider where there is reasonable cause, or following an incident or near miss. The un-authorised manufacture, distribution, possession, use or sale of any illegal drug or unauthorised alcohol at Nyaal Banyul is strictly prohibited and will be dealt with promptly. For events serving alcohol, Responsible Service of Alcohol must be adhered to. Please refer to our security guide for RSA guard requirements.
Dangerous goods Venue approval is required for the on-site use of any dangerous goods. You must provide details of the type, quantity/volume, location and purpose of the dangerous goods, and supply the relevant Safety Data Sheets (SDS). No more than one day’s supply of any dangerous goods may be stored on an exhibition stand at any time. All dangerous goods must be kept in appropriate, correctly labelled containers and stored in full compliance with the Dangerous Goods Act and Regulations. This includes, at a minimum: • • • • • • •
Being clearly labelled and identifiable, including hazard warnings where required Stored in suitable, non-leaking containers designed for the substance Limited to approved quantities appropriate to the activity Separated from incompatible substances Kept away from ignition sources, public access areas and emergency exits Accompanied by current Safety Data Sheets (SDS) Stored and handled in accordance with manufacturer instructions and WHS controls
Specific requirements may vary depending on the type of dangerous goods involved, and additional controls may be required as part of the venue approval process.
Combustible fuel Use of any combustible fuels on-site, including gas cylinders and LPG, is subject to venue approval. A combustible fuel use permit form must be submitted 14 days prior to the first day of move in. Once approved, a permit will be issued and must be attached to the event safety management plan. To review and issue a permit, the venue may request additional documentation: • • • •
Safe Work Method Statement (SWMS) Safety Data Sheet (SDS) Manufacturers details, manuals and specification of the item utilising the fuel A risk assessment for any appliance demonstrations
Regulations and restrictions: The installation and use of gas appliances and gas cylinders must comply with AS/NZS 5601.1 and AS/NZS 1596:2014 (Storage and Handling of LPG). • • •
Safety
LPG cylinders shall not exceed 9kg in size with a maximum of two per 3m x 3m stand LPG cylinders need to be tested and inspected every 10 years Decanting of LPG cylinders is not permitted
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Cooking demonstrations The use of flued gas appliances inside the venue is prohibited, unless an exemption has been approved by Energy Safe Victoria. Food trucks with built in exhaust systems may operate in Delama Event Space and designated Ground Floor foyer locations. Alternate fuels (e.g. brickettes, wood, charcoal) are permitted for non‑flued appliance demonstrations, subject to an approved combustible fuel use permit form and the inclusion of risk mitigation strategies in your event risk assessment. Additional fire safety measures, including fire isolation, will also be required.
Combustible fuel storage All gas cylinders and combustible fuels must be removed from the event area overnight. Gas cylinders must not be left in a freely standing position in accordance with the Dangerous Goods (Storage and Handling) Regulations. These may include (but are not limited to): • • • • • •
LPG, propane or butane Carbon dioxide (CO₂) cylinders (e.g. beverage systems or special effects) Compressed air cylinders Nitrogen or oxygen cylinders Helium cylinders Any other pressurised gas used for cooking, demonstrations, displays, or special effects
All compressed gas cylinders are subject to venue approval and must be declared as part of the event’s safety documentation. For vendors that require gas for cooking operations, they are permitted to have 1x gas bottle remain on their stand overnight if it is connected to cooking appliances. A compliant gas cage is available outside the Western BOH corridor for secure overnight storage. The exhibitor is responsible for moving the cylinders to and from the gas cage. The venue logistics team can provide access.
Noxious waste No paint, oil, spirit, chemicals, or other noxious substance shall be discharged into the sewage system. All such substances shall be collected and disposed of off-site, and in a lawful manner.
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Drones and UAV The static display of drones or unmanned aerial vehicles (UAVs), including lightweight or microdrones, is permitted. Any operation or demonstration of UAVs—whether conducted indoors or outdoors—is subject to strict safety requirements to ensure the protection of guests, exhibitors, and venue infrastructure: Requirements Applicable to All UAV Operations Indoor and Outdoor
• • • • • •
Additional Requirements Outdoor / CASARegulated Operations
• • •
Certificate of Currency for Public and Products Liability Insurance with a minimum coverage of $20 million Event-specific Risk Assessment outlining identified hazards and mitigation controls Detailed UAV Flight Plan, including operating zones and key flight timings UAVs must remain within approved operating areas at all times and must not deviate from the agreed flight plan Appropriate safety briefings, alerts, and signage must be in place when UAVs are in use, with restricted areas clearly defined and enforced Where UAV operations occur over or in proximity to people, appropriate risk mitigation measures and formal approval must be in place Evidence of compliance with current Civil Aviation Safety Authority (CASA) regulations Copy of a current and valid Remote Operator Certificate (ReOC) or Air Operator’s Certificate (AOC), as applicable, or evidence of exemption under CASA rules Where required, evidence of CASA approvals or exemptions (e.g. Temporary Management Instrument)
Operation of UAVs may only proceed once all documentation has been reviewed and approved by the venue.
Electrical safety Temporary electrical installations must be carried out by a registered electrical contractor. All electrical installations must be in accordance with Victorian OHandS legislation and relevant standards.
Permits and documentation A Certificate of Electrical Safety (COES) is required only for prescribed electrical installation works (e.g. hardwiring, fixed electrical installations, installation of RCDs or modifications to permanent wiring). • •
Before commencing work, the contractor must present their Electrical Contractor License (REC) and the A-Grade Electrician's License to the venue operations or logistics team. A Certificate of Electrical Safety (COES) must be completed by the contractor after any installation works and submitted to the venue
Test and tag • • • •
Safety
Only unmodified appliances may be plugged into general-purpose electrical outlets All electrical leads and portable equipment must be tested and tagged in accordance with Australian Standards prior to use on-site Brand-new equipment does not require an electrical test but must be visually inspected and fitted with a 'New to Service' tag stating the date of first use The venue safety team will complete spot checks for test and tag throughout your event
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V5.1
Emergencies In an emergency, contact the Security Control Room, who will dial 000 to coordinate an emergency service response. Security Control Room contact: • •
From any mobile phone dial +613 6145 9788 From an internal phone dial extension 9788
Incident reporting is managed by MSS Security and should be prioritised when safe to do so.
Medical and first aid In any medical emergency or for first aid assistance: • •
Notify your event first aid provider, where one is engaged OR call the Security Control Centre on +613 6145 9788.
Nyaal Banyul’s first aid room is located on the Ground Floor, near the Corio Bay entrance. Defibrillators (AED) are located at first aid, and in pre-function areas on both levels. For school, sporting, or large public events where there is an increased risk of injury, customers may wish to engage a licensed first aid provider to deliver dedicated or tailored event first aid services.
Emergency briefings Nyaal Banyul encourages customers to provide an emergency briefing to guests and/or crew as they arrive in the space. Our operations team can assist with this. Example Emergency Briefing Scripts: 1. For guests: Welcome everyone. For your safety today, please take a moment to note your nearest emergency exits, which are located [Point to Exits]. In the unlikely event of an emergency, you will hear a 'Beep-Beep-Beep' tone and PA announcements for evacuation. If you hear these sounds, please remain calm and follow the instructions of our venue staff and wardens who will lead you to the most appropriate evacuation point. Thank you and enjoy the event. 2. Additional information for staff and volunteers: • • • •
Safety
First aid location Assembly Area location A reminder to follow warden instructions and assist guests if safe to do so A reminder to report any hazards or near misses
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V5.1
Evacuations All security officers on-site are trained in evacuation procedures. Please follow all directions and do not hinder or obstruct any member of the emergency services, medical staff, or security officers. Emergency alarms are operated from the building’s emergency warning intercommunication system (EWIS). In the event of an emergency one of two alarms may sound: Alert tone
Evacuation tone
BEEP - BEEP - BEEP
Faster Repeated BEEP - BEEP - BEEP
followed by "An incident has been detected in the building, please prepare to evacuate and await further instructions"
followed by "emergency, evacuate now".
Do not panic, prepare to evacuate.
When the evacuation alarm sounds, all occupants will be directed by wardens to leave via the emergency exits. Everyone must follow directions issued by the wardens and meet at the nearest evacuation assembly area.
The nature of the emergency may dictate which type of evacuation notice may be given. At times there may be no audible tones but rather an instruction from members of the emergency team or services.
Emergency assembly areas In case of an emergency, occupants should follow exit signage and the instructions of venue staff to the most suitable assembly area, outside of the building. A map is available in Appendix B, and should be included in your Safety management plan.
Area
Location
Primary
Corner of Gheringhap Street and Western Beach Road in front of Deakin University
Secondary
Corner of Smythe Street and Cavendish Street Deakin University car park
Assisted evacuation The Multi-Faith Room on Level 1 is a designated refuge location for occupants unable to use stairs, providing a fire-rated safe area where they can await assistance. Wardens will notify emergency services, who prioritise rescue from these locations.
Shelter in place Some emergencies require you to stay indoors. If this happens, find a safe place away from windows or doors and wait for instruction from the wardens or security.
Safety
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V5.1
Emergency egress and fire safety equipment To ensure safe evacuation and effective response in the event of a fire, all fire equipment and egress points must remain visible, accessible and unobstructed at all times, including built-in fire extinguishers, hose reels, hydrants, and fire indicator panels, to ensure they can be accessed immediately in the case of a fire. • • • •
Pre-installed venue safety signage must be visible at all times Customers must install temporary exit signage wherever the event build obstructs permanent exit signs No stand, vehicle, or display is to block aisles, emergency exits, fire cupboards, hydrants, air returns, or sensors Clear aisles must be a minimum of 3 metres wide and allow for two means of exit
Exit signs The venue has overhead signage to ensure that visitors can identify their nearest exit from anywhere in the event space. If obstructed by stand, draping or build elements, the customer must install temporary exit signage. • • • •
Safety
Signage should be illuminated for concerts or presentations with dimmed lighting The positioning and number of temporary exit signage must be included on your floor plan and approved by the venue prior to being installed. Please refer to floorplan approvals guide. Exit signs are to comply with Australian Standards and mounted between 2m and 2.7m above ground with a viewing distance that does not exceed 24m. The design should be consistent with AS/NZS which is a running person graphic as per below.
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V5.1
Fire safety Fire safety controls at Nyaal Banyul are determined through a risk assessment. Customers must ensure all potential risks are included in the event risk assessment, with appropriate controls in place.
Additional fire safety measures Additional fire safety measures may be required where an event element is deemed higher risk. The below controls must be compliant, in‑date, and supplied by the customer, exhibitor or contractor responsible for the activation. Trigger • •
Requirements •
Use of pyrotechnics, including haze, smoke or flutter-fetti Display Vehicles
• • •
Smoking ceremonies (outdoor* or indoor) Permitted locations: • • •
Gheringhap Plaza, Main Entry, Corio Bay Entry Delama Event Space Wala Mirr Theatre
Minimum 2.3kg A:B(E) dry powder fire extinguishers compliant with AS/NZS 1841:2007, or another suitable extinguisher Quick access to first aid equipment and first aid trained personnel The presence of a fire warden
Minimum 2.3kg A:B(E) dry powder fire extinguishers compliant with AS/NZS 1841:2007, or another suitable extinguisher • All burning materials to be contained in a suitable vessel or coolamon (wood, tree, bark), with a fire-resistant mat placed underneath • The presence of a fire warden
*The venue may cancel outdoor activations where wind or weather creates a safety concern Certain temporary structures or custom stands with enclosed roofs
• •
Temporary smoke detector installed Venue approval for cardboard stands
Naked flames, including:
• •
Flames must not be left unattended at any time Keep all flammable materials at least 1m away from the flame Flames must be extinguished 15 minutes before the area is vacated each day Flames must be positioned and guarded to prevent contact with flames or hot surfaces
• •
Heaters Candles or oil burners
• •
•
Cooking equipment including food trucks
In addition to the above, • • •
All of the above, where activation is indoors. Exceptions apply for small, enclosed candles.
An automatic emergency cut‑off switch A fire blanket A wet chemical fire extinguisher compliant with AS/NZS 1841:2007, or another suitable extinguisher
Fire isolation is required where activities could trigger the EWIS. Details below.
Safety
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V5.1
Fire isolation To ensure appropriate safety controls can be arranged, customers must notify the venue in advance of any activities that may trigger the EWIS. This allows the venue to schedule a fire warden and coordinate the temporary isolation of smoke detectors. Fire isolation is required when operating any of the following activities: • • • • • • •
Cooking demonstrations Vehicle movements involving running exhausts Indoor smoking ceremonies Smoke, fog, or haze effects Naked flames or candles, except where candles are small (e.g. tea lights), single-flame, and fully enclosed in a stable holder extending above the height of the flame. Pyrotechnics and SFX, including flutter-fetti cannons Any other activity that may impact smoke or heat detectors
All fire isolations require a fire warden provided by the venue’s event security provider, with a minimum four-hour charge applied. These activities must not commence until isolation has been confirmed and the allocated fire warden is in position. Extensions to isolation periods may incur additional charges and cannot always be accommodated. Additional fire safety measures may be required in addition to a warden. Fire isolation for food trucks Food trucks may only operate in Delama Event Space and designated high-ceiling foyer locations on the Ground Floor. Fire isolation is required for all food truck operations, and all standard venue fire isolation procedures apply.
Occupancy numbers The venue is bound by the conditions of the building’s occupancy permit which limits the total number of people allowed in the various event spaces at Nyaal Banyul. The customer is responsible for ensuring that occupancy within the licensed area does not exceed the maximum limits specified in the space hire charge plan. These limits are based on available clear floor space and will be advised by your Sales and Planning Manager. Occupancy capacities may vary depending on changes to the floor plan and associated infrastructure. Occupancy tables should be shown on exhibition floor plans, in accordance with venue floorplan approvals requirements. If Nyaal Banyul believes on reasonable grounds that the occupancy numbers are being exceeded, we reserve the right to stop admittance into the licensed area until excess numbers are cleared and/or request the excess numbers are removed.
Safety
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V5.1
Rigging Rigging at Nyaal Banyul is a high risk activity and must be carried out safely and in accordance with Victorian OHS legislation and venue requirements. • • •
Only accredited riggers approved by the venue may undertake any rigging work, and permits to work must be sighted by the venue prior to commencing work. All rigging must use approved methods and existing venue infrastructure All rigging activities must comply with WorkSafe Victoria requirements and applicable workplace safety legislation
Rigging safety and requirements Under the Occupational Health and Safety Act 2004 and the Occupational Health and Safety Regulations 2017, riggers must hold the appropriate High Risk Work Licence for rigging activities. Venue approval is required for all rigging plans. The venue also requires that: • • • •
All top rigging points must be installed by the venue’s in‑house rigging team Any additional or suspended points must only be installed by accredited riggers approved by the venue All rigging plans and associated safety documentation must be submitted to the venue for review prior to your event Temporary exit signage must be installed wherever draping or rigger banners obstruct permanent exit signs
Customers are responsible for any damage to rigging systems, structural points, or surrounding venue infrastructure.
Venue capabilities Rigging points are available throughout Delama Event Space, Wala Mirr Theatre, meeting rooms, and foyer spaces. • •
Delama Event Space includes a pre-installed motorised truss system suitable for lighting, signage, and overhead displays. This system cannot be de-rigged The Wala Mirr Theatre includes stage rigging and a FOH truss system. The latter cannot be derigged.
Refer to our signage and branding guide, or speak to your AV Events Project Manager, for a full list of approved locations, load limits and technical rigging information.
Aerial performers Aerial artists and acrobats will need to provide a copy of their Public Liability Insurance and be included in the event risk assessment. They will also be required to complete the online venue induction. Any associated rigging for performers will need to be carried out in collaboration with the venue accredited rigging company with plans submitted for review within 14 days of your event start date. Speak to your AV Project Manager for more information.
Safety
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V5.1
Venue induction The Nyaal Banyul venue induction is managed through LinkSafe and can be completed online. Inductions are valid for 12 months from completion date.
Prior to arriving on-site All event personnel working on-site during move in and move out periods must complete the online venue induction at least 72 hours prior to arrival. This includes customers or volunteers, customerengaged contractors and subcontractors, exhibitors, and any personnel undertaking works or activities on-site. This includes but is not limited to: • • • • • • •
Customers directly managing event contractors Event-engaged contractors Exhibitors building or constructing their stand during the exhibition build (including building stands, the use of food trucks, hazardous materials etc) Exhibitors displaying product Any person on-site during move in/move out Any person who requires access to the loading dock while on-site Any venue-engaged contractors or subcontractors
VCET staff, and individuals attending during event open hours only are not required to complete the venue induction. Venue engaged contractors Companies engaged directly by the venue or facility manager will follow a different process. • •
VCET engaged contractors will complete a Linksafe pre-qualification and receive a company specific induction link to distribute to all personnel. BGIS engaged contractors report to the Security Control Room to complete the BGIS induction on arrival
On-site All event personnel must sign in and out using the LinkSafe Contractor Management System via kiosks at loading docks and key entry points. Spot checks will be carried out by venue safety representatives during event tenancy, and personnel must present proof of induction on request.
Safety
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V5.1
Safety and wellbeing of our team Nyaal Banyul strives to provide our employees with a safe work environment. This includes providing an environment free from aggression, harassment, discrimination and abuse, or any breaches of privacy, physical safety, or mental safety in any manner. In supporting a mentally healthy work environment, everyone working at your event must be familiar with the below standards of behaviour towards our employees: • • • • • • • •
Treat all employees and contractors with respect and courtesy Do not use profanity or abusive language, or tone of voice Do not use or attempt to use force or physical violence Respect the privacy of our employees Follow reasonable directions from the employees to let the event flow smoothly Follow all applicable laws Speak up if you witness poor behaviour towards our employees if you feel safe to do so. Alternatively, alert security In case you have an issue that needs intervention, please ask the employee to direct you to a manager or team leader
Please view our Conditions of Entry for further information.
Security Where security services are required, all events must utilise the venue’s contracted security provider, MSS Security, for event security, guest management and RSA coverage. The engagement of external security providers is not permitted. All security services must be booked through the venue, and personnel are deployed in alignment with Nyaal Banyul’s safety protocols, emergency procedures, and operational standards. A customised security quotation will be provided based on your event’s specific requirements. Quotations are shaped by a variety of factors, including but not limited to: • • • • • • • • •
Event timings Event type Attendance numbers and demographics Responsible service of alcohol (RSA) requirements Fire warden requirements Move in and move out coverage Asset protection Safety requirements in shared/public spaces such as foyers Potential and known security risks or vulnerabilities
A minimum call‑out of four hours applies to all security personnel A security supervisor may be required for higher‑risk events or where multiple guards are rostered.
Safety
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V5.1
Responsible service of alcohol (RSA) guards All alcohol service at Nyaal Banyul must comply with Victorian Liquor Laws and the conditions of the venue’s liquor licence. Any exhibitor or event staff member serving or sampling alcohol must hold a valid Responsible Service of Alcohol (RSA) certificate. Where required for compliance, RSA Guards must be booked through the venue’s contracted security provider. These guards oversee responsible service obligations but do not replace the need for RSA-qualified servers. RSA certificates for serving staff must also be clearly visible or immediately accessible at any stand or activation where alcohol is provided.
Incidents All medical, security, or safety incidents that occur on-site must be reported immediately to venue security so they can respond and document the incident. To report an incident, contact security on +613 6145 9788. If an incident is not reported on-site (for example, if it is identified after the event or occurs offsite but is relevant to the event), a written incident report must be submitted to nbgcecsecurity@msssecurity.com.au within 24 hours. Timely reporting is essential to ensure all incidents are accurately documented and appropriately managed.
Swipe cards Swipe cards can be issued to control access to your licensed area, and supplementary BOH spaces. Doors can remain locked, allowing swipe‑card‑only entry so you can manage who has access to the space. • •
Swipe cards must be ordered 7 days in advance and will be available for collection at the start of your licensed period Swipe cards are your responsibility for the duration of your event, and a $50 replacement fee applies per lost or unreturned card
Cards can be programmed with customised access levels, allowing different users to access specific rooms or areas as required.
Safety
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V5.1
Working at heights Nyaal Banyul requires all customers, contractors, and suppliers to comply with the Occupational Health and Safety Regulations 2017 (Vic), Part 3.3: Prevention of Falls. To ensure a safe workplace and meet legal obligations, any activity involving work at height must follow these expectations: Height thresholds • • •
Work at or above 2 metres: A Safe Work Method Statement (SWMS) and specific risk controls are mandatory Less than 2 metres: A risk assessment must be completed and appropriate controls applied Ladder use (any height): Requires a risk assessment and justification that safer alternatives are not reasonably practicable
Hierarchy of Controls Falls must be prevented in order of priority. Any person working at heights must apply the following hierarchy when planning and completing work at height: • • • • •
Eliminate the need to work at height where possible (e.g. build on the ground and lift into place) Use passive fall-prevention devices such as guardrails, scaffolds, or elevated work platforms Use work-positioning systems such as travel restraint or rope access systems Use fall-arrest systems such as harnesses, nets, or catch platforms Use ladders or administrative controls (procedures, supervision, training) only when higher-order controls are not reasonably practicable
Responsibilities • • •
Customers must ensure their contractors and exhibitors provide all required documentation (risk assessments, SWMS, training evidence) pre-event during the planning stage Contractors and exhibitors must implement the agreed risk controls on-site and ensure all workers are trained and competent for the task Nyaal Banyul reserve the right to stop any unsafe work at height and require corrective actions before work continues
All incidents or near misses involving work at height must be reported to Nyaal Banyul immediately.
Weapons The venue weapons policy may restrict the use, display, and/or sale of weapons within the licensed space. Venue approval is required for any event involving weapons, including replica, ceremonial or imitation items, or where weapons may be sold, demonstrated, or incorporated into displays. Customers must identify and declare any use, display, sale, or likely presence of weapons during the event planning process. Additional controls may be required where weapons are involved, or where event scale, public access, or entry screening may impact safe operations.
Safety
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V5.1
Operational information Animals Animals or pets (other than service animals) are only permitted at the venue as an approved exhibit, activity or performance requiring the use of animals. Animals must always be on a lead or in an enclosed pen under the control of a handler and comply with all requirements prescribed by law for the exhibition of such animals, and in compliance with the Prevention of Cruelty to Animals Act 1986. An animal management plan detailing the purpose of the animal, conditions on-site and removal of waste must be submitted to the venue prior to approval. An appropriate animal relief area with bins is located near the skate park on Western Beach Road.
Amusement rides The use of amusement rides and inflatables is permitted in the Delama Event Space. However, rides are subject to review and must be approved by the venue. Beyond LinkSafe induction for contractors and the event safety management plan, Nyaal Banyul requires additional ride-specific documentation to satisfy Australian Standard 3533 and WHS Regulations. These standard industry documents should be readily available from all experienced and authorised operators.
Operator requirements In addition to completing the venue induction, each operator must provide: • • • •
Certificate of currency for the operator’s WorkCover policy Certificate of currency for the operator’s Public Liability Insurance SWMS where any high-risk work is required Individual worker inductions + relevant licenses
Ride requirements The following must be submitted for each ride: • • • • • • •
WorkSafe Registration Number (unless manufactured prior to 1995) Up to date annual inspection certificates Site- and event-specific Safe Work Method Statement (SWMS) or Job Safety Analysis (JSA) for the safe installation and pack down of infrastructure and machinery Risk Assessment detailing preventative safety controls during operation, including a weight system design for inflatable structures Ride-Specific Emergency and Rescue Procedures outlining technical responses to potential failures. This will be annexed to the master event EMP and RA, to ensure a coordinated response Location on floorplan, dimensions and weight load specifications: total gross weight, max point load, dynamic load factors Engineering Certificates, signed by a mechanical engineer. This includes an inspection certificate, to be issued and submitted post-install
Special conditions exist when an amusement is erected outdoors, where wind management plans will need to be put in place. A CoGG Event Permit may also be required.
Operational information
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V5.1
Council permits Most indoor events at Nyaal Banyul do not require council permits. Permits apply only when activities extend into public space or involve regulated food/health services: If your event…
Permit required
Notes
Uses public land
CoGG Event Permit:
e.g. anywhere beyond the Nyaal Banyul perimeter
• • • Occupies or closes a road
Event application form Indemnity form Site plan
Event Application to close a road A professional traffic management company will provide: • • •
More information here
e.g. traffic treatments, infrastructure placed on the road Sometimes, but not always, required in conjunction with an Event Permit.
Traffic Management Plan Traffic Guidance Scheme Risk Assessment
Has beauty or body art services operating on-site
CoGG Health premises registration
Registrations are location-based.
Involves any food businesses selling food or beverage to the public
Foodtrader Statement of Trade
RSA, liquor license and food safety rules must be observed at all times.
Operators must “register a new health business” for the event.
More information here
Please note: • •
Food and health businesses trading on-site may be subject to unannounced compliance inspections conducted by the City of Greater Geelong. Approval timeframes for the above permits are typically 4–6 weeks. These permits are issued directly by the City of Greater Geelong (or relevant external authority) and are not administered or expedited by Nyaal Banyul
Beauty and body art activities Beauty and body art activities may include hairdressing, barbering, tattooing, body piercing, waxing, IPL, laser treatments, nail services, and skin-care services such as facials, eyelash extensions, tinting, tooth gems and makeup application. In addition to the council permits listed above, operators must • •
Install hand-wash facilities at each stand (these must be provided by the exhibitor and installed by our venue plumber) Ensure skin penetration businesses have a handsfree tap at the handwash basin
Face painting and makeup applications do not require registration under the Public Health and Wellbeing Act 2008. However, we strongly recommend that the face painter or make up applicator has access to an adequate hand wash facilities and uses single use applicators.
Operational information
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V5.1
Cleaning and waste management Nyaal Banyul’s exclusive cleaning and waste management provider for all licensed event areas is IKON Services Australia.
Types of cleaning All events receive Regular Cleaning as part of their venue hire or contract. Exhibition and Stand Cleaning is added only when an event includes a public exhibition or stand component. Additional cleaning charges also apply where waste volumes, special activities, or event scope exceed standard inclusion. Cleaning type
Inclusions
Regular Event Cleaning
Regular cleaning covers maintenance throughout the event and the post event clean required for standard events:
Included in venue hire for all non-public events. Covers standard cleaning needs for conferences, meetings, dinners, and events with up to 10 trestle‑table displays.
• • • • • •
Exhibition and Stand Cleaning
Exhibition Cleaning includes: •
Added when an event includes a public exhibition component: • • • •
Exhibition builds Trestle table displays over 10 trestles Poster board/displays Any area where exhibitors generate waste
• • •
Booth cleaning is optional and charged only if requested. For exhibitions within a conference, all cleaning except stand cleaning is included in venue hire.
Operational information
End‑of‑day vacuuming and rubbish removal in licensed areas Spot‑cleaning of carpet throughout the event Monitoring and cleaning venue amenities and pre-function areas Rubbish removal for up to 10 trestle‑table displays Cleaning configurable seating in Wala Mirr Theatre Standard post-event clean
Pre‑opening clean: removal of build waste, vacuuming, aisle/bin setup During event: servicing of rubbish and recycling bins in exhibition zones Post‑event clean: removal of breakdown waste, final floor cleaning in exhibition areas, final rubbish collection Exhibitor spaces (booths, trestles, poster areas) are not covered by Regular Cleaning and fall entirely under Exhibition and Stand Cleaning
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V5.1
Additional cleaning charges Certain activities, wastes, or event formats may require additional IKON resources. These items should be forecast in the cleaning quote where planned, but final charges may be adjusted based on actual conditions. Additional charges may apply for: Waste volumes or materials beyond standard levels, including high volumes of cardboard or packaging, build/breakdown materials (timber, MDF, PVC, carpet, booth components), or other non-recyclable/problematic items Left behind items, such as furniture, fittings, cables, signage, lanyards, brochures, merchandise, or e-waste Special effects or unusual waste, including flutter-fetti, glitter, and balloon retrieval Additional servicing or waste streams, such as extra bin turns or specialty waste options requested by the customer Major spills or damage resulting from event installations, activations or adhesives Stains or markings left from move in or move out activity For events where carpet has been removed in Delama or Wala Mirr Theatre, and a bay scrub is required to rectify spills, stains or left over adhesive.
•
• • • • • •
Types of waste To maintain cleanliness, safety, and sustainability outcomes, the venue will provide and service: During exhibition move in/out • • •
During events • • • • • •
General waste Commingled recycling Paper and Cardboard
Specialty waste streams can be arranged on request.
General waste Commingled recycling Paper and Cardboard Organic Waste Soft Plastics and Recycling Glass Recycling
Refer to Appendix C for more detail
Sustainable materials To support Nyaal Banyul’s sustainability objectives, customers are encouraged to minimise the use of non-recyclable and environmentally harmful materials and consider sustainable alternatives. Discouraged materials and potential alternatives are laid out in Appendix C.
Operational information
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V5.1
Custom stand approvals Stands must be safe, stable, and hazard free. The venue may request modifications or close any stand that presents a safety risk. Trigger
Requirements
Raised flooring
Must provide safe access, stable walking surfaces and compliant fall protection in line with AS 1657 and AS 1428.1.
Platforms and stages Elevated structures
• •
Floors 32–115 mm require a bevelled edge within stand boundaries Floors >115 mm are considered steps and public accessible stands must provide an internal ramp
Refer to elevated structures guide Enclosed structures with a ceiling
A temporary smoke detector must be installed
Two storey structures
Regulation 126 Certificates of compliance (26A and 26B), including on-site sign off by an engineer
Steel structures
Stand materials
Refer to engineering certificates guide Requiring venue approval:
Consider fire safety and the environment when designing your stand
• • • • •
Crepe paper Corrugated cardboard Straw or hay Untreated hessian PVS sheeting
Decorative ground coverings
• •
A protective membrane must be installed Materials to be kept slightly moist to prevent dust
Water displays
•
Includes: pools, spas, fountains or any other water filled activation
•
Must include suitable water containment measures to protect flooring Items likely to injure the public or containing water must be supervised, and separated from attendees by a physical barrier Water weight and floor load limits must be considered
Sawdust, tanbark, wood chips etc.
• Heavy or unusual items Demonstrations Includes: vehicles, robots, medical equipment, manufacturing equipment, 3D printers, remote operated items, and items emitting steam/smoke.
Exhibitors must provide a description of the display, including: • • • • • •
Dimensions and weight Delivery method Move in/out method Static or moving components Photo, design drawing or video Stand-specific risk assessment
Venue approval is required in advance and may be revoked if risks are not adequately controlled or managed on-site.
Operational information
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V5.1
Engineering certificates Regulation 126 Certificates of compliance (26A and 26B), including on-site sign off by an engineer is required for builds involving: • • • •
Steel structures Large, occupied structures Multi-levelled structures, or where the floor of any occupied area is more than 1.5m above the ground level Amusement rides
Certification must confirm the stand meets Australian Standards and the Building Code of Australia 2006, with an engineer inspecting the completed build. All certification costs are the exhibitor’s or stand builder’s responsibility, and the customer must submit all documentation to the venue before opening to public.
Demonstrations and activations Any demonstration, activation, or activity involving public interaction with, or proximity to potentially hazardous, operational, or moving elements must receive prior approval from the venue. Examples include, but are not limited to: • • • • • •
Vehicles and mobile plant Tools, equipment, and machinery Technology, robotics, and automated systems Product demonstrations Drones and remote-controlled devices Simulators, ride-on experiences, and interactive displays
An activation-specific risk assessment must be submitted to the venue, detailing the activity, associated hazards and control measures. Activities must not proceed until venue approval has been granted. Activations must remain within approved booth boundaries. Other controls may include: • • • •
Restricted or managed public access, including barriered operating areas and exclusion zones Supervision by trained and competent personnel Safety signage, instructions, and emergency controls where required Emergency stop procedures where applicable
Doors Doors throughout the venue’s FOH spaces can be adjusted to suit different event modes, allowing us to tailor access and guest flow to your needs. These settings are managed by our security and customer service teams. Across the venue, doors can be configured in a range of ways, including: • • • • •
Sensor-activated entry doors, including rotating air locks at Corio Bay Entry and Main Entry Push-button operated for general use Swipe access only to restrict entry to authorised users Held open to support high-volume guest movement Air lock mode for discreet entry where acoustic separation is required
During whole-venue events with complex security needs, one or more entry doors may be locked to manage patron flow.
Operational information
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V5.1
Controlled access Doors to Delama Event Space and Wala Mirr Theatre must be actively monitored by event staff whenever unlocked. Doors may be monitored by a Customer Service team member for ticketed and theatre events, or by Security for exhibitions, move in/move out and other event formats as required.
Meeting room doors Doors to level 1 meeting rooms include a customer control panel, giving you the flexibility to manage access throughout your event, with options such as hold open, swipe access only, or push-button entry.
Back of house doors Back-of-house spaces, support rooms, and amenities can also be configured. Access to these areas is managed by our logistics and safety teams to support efficient operations while maintaining appropriate access control. Loading dock doors, including the Delama BOH doors, can only be operated by trained venue staff. Door measurements can be found in Appendix A.
Operational information
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V5.1
Elevated structures Flooring, stages and elevated structures must provide safe access, stable walking surfaces, and compliant fall protection in line with AS 1657, with any public or accessible routes also meeting AS 1428.1. Requirements
Notes
Raised flooring or level changes over 5 mm must be constructed to prevent trip hazards and, wherever the stand is intended for public use, to ensure accessibility.
To prevent trip hazards, non-accessible flooring up to 32 mm may use a steeper edge (approx. 1:1.3), and flooring between 33–115 mm may use a shallower bevel (approx. 1:1.8).
Platforms or stages must be at least 600 mm wide, or 1000 mm on an accessible route.
For the purposes of this guide, any raised area over 300 mm is treated as an elevated platform and must be accessed via compliant stairs or, when the public requires access, a ramp.
Guardrails are required on exposed edges. These must be 900–1100 mm high with mid-rails or solid panels.
Steps and ramps For public access areas, accessibility requirements (such as a step ramp or accessible ramp) must be made available. Accessibility requirements apply only where an area is open to the public. If an area is not open to the public (e.g., restricted to known users such as crew or scheduled speakers), AS 1428.1 does not apply. Any required ramps, steps edges or lifts must not encroach into aisle space. Requirements
Notes
Steps or stairs are required where height differences exceed 300 mm. Step height must be 150–215 mm and step depth 215–305 mm. All steps must be even.
Handrails (1 per set of stairs, 2 on an accessible route) must run continuously along the stairs or ramp, positioned 800–1000 mm high, and must allow enough space for a safe, comfortable hand grip.
Where raised flooring exceeds 5 mm and is intended for public use, step ramps must have a maximum gradient of 1:8, and a maximum length of 1520 mm.
When a feature stair (e.g. Tivoli stair) is in use at the front of the stage, handrails will not be enforced provided a secondary stair with handrail is provided at the side of the stage.
Where a step ramp is not viable (floors higher than 199 mm), accessible ramps must have a maximum gradient of 1:14, a minimum clear width of 1000 mm, landings at the top and bottom, and handrails on both sides.
Operational information
Surfaces must be slip-resistant; sloped surfaces steeper than 1:8 require grating. A wheelchair lift may also be installed in lieu of a ramp.
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V5.1
Exhibitor management Customers are responsible for ensuring their exhibitors have all the information they need to participate in the event. It is recommended that you compile and distribute an Exhibitor Manual, which should be reviewed by the venue prior to distribution. Move out notices are another useful way to communicate venue rules with exhibitors. Relevant information can be found in our Exhibitor Services Guide, including: • • • • • •
Venue induction Stand catering AV and technical services Exhibitor Wi-Fi Key venue requirements Delivery and logistics information
Operational approval is required for any high-risk or nonstandard activities. Exhibitors must comply with all venue rules and guidelines in this Operations Manual, including the Custom stand guide and all relevant safety requirements.
Operational information
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V5.1
Floorplan approvals All infrastructure, including items supplied by subcontractors and by the venue, must be clearly shown on event floorplans and accurately represented to scale and specification. Contracted stand builders will be provided with venue drawings, including pit locations, rigging points and no build zones.
Exhibition floorplans Prior to approval, floorplans must clearly show all checklist items and reflect the applicable design principles. Requirement checklist
Design principals
Event details
Event name, event location, event dates
Name of stand builder
Version number/date drawn
No build zones should be clearly marked
Designated no-build areas must be kept clear to ensure adequate access and egress is always maintained
For exhibitions in Delama Event Space, clear aisles should be clearly marked
Stand numbers and dimensions
Clear access to emergency exits, toilets, house telephones, stairwells and lifts must be maintained Stand numbers and dimensions must be clearly shown to support accurate floor planning and safe circulation
Location of feature areas/displays Occupancy table (template below) Area
Occupancy
%
Aisle
m2
pax
%
Build
m2
pax
%
Total
m2
pax
100 %
Details of drapes, baffles, nibs, and block-off walling Layout and configuration of theatrette areas including walls, seating arrangements, aisles, and entry/exit points
Occupancy will change depending on the event build, because these elements affect usable public space and therefore the allowable density Occupancy is calculated at 1 person per 1.5 m² of accessible floor space (aisles and other public circulation spaces) Stand footprints, catering infrastructure and back-of-house areas are excluded from “accessible floor space” Refer to drape line guidelines Refer to theatrette guidelines A minimum of 2 exit signs must be visible from any point on the exhibition floor
Location of temporary exit signs Items such as audio-visual and electrical cupboards, air returns, and fire hydrants
A minimum of 1m clearance must be maintained on either side of fire safety equipment and service cupboards
Location of storage areas and access
Storage areas must be enclosed
Service pit locations must be marked
Please consider service pits when plotting catering stations
Location of catering stations, food trucks and seating areas
Catering station ratios, dimensions, and power/water requirements can be provided by your Sales and Planning Manager
Operational information
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V5.1
No build zones Venue wide build zone maps are available upon request and must be strictly adhered to when planning and plotting floorplans within all licensed spaces. These zones are standardised for all events and are critical to ensuring event builds comply with the venue’s occupancy permit. They also support safe patron movement throughout the space and maintain clear, accessible egress pathways in the event of an emergency.
Clear aisles (Delama) In addition to keeping no build zones clear, our venue's Occupancy Permit requires clear aisles on the exhibition floor to meet the following criteria. The below is only applicable for exhibition plans in Delama event space. Clear aisle placement is flexible, provided aisles: • • • • • •
Minimum of 3 metres wide* Straight and continuous (no dramatic doglegs or jogs) Unobstructed and clearly defined (including catering buffets and seating) Evenly distributed so that no point on the floor is more than 20 metres from an aisle Run in a North–South and East–West directions with a minimum of two in each direction May include the East–West aisle at the South end of the event space
*Where aisles exceed 3 metres in width, catering furniture, bins or small items may be located within the aisle, provided an aggregate unobstructed width of 3m is maintained. Service doors must remain unobstructed when required for event operations. If the service door on Delama’s Western wall is not required for service, it may be blocked by the event build as it is not an emergency exit. In this case, the door must remain locked and display ‘No Access’ signage.
Operational information
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V5.1
Drape lines (Delama) Any drapes installed around the perimeter or within the event build of Delama Event Space must allow safe egress in all directions. • •
• • •
No‑build zones must be observed when plotting drape lines When the stage is positioned on the southern wall of Delama Event Space, the drape may fall within the no‑build zone behind the stage provided 2m wide gaps or baffles are installed to maintain access to loading dock egress paths All emergency exits must remain clear when draping the space. Drapes must not be positioned across exit doors Drape baffles may be installed to mask sight lines while keeping all exit pathways unobstructed If permanent exit signage is blocked by draping, temporary exit signs must be installed
Your AV Events Project Manager can provide draping options and costs for Delama Event Space and Wala Mirr Theatre.
Theatres and theatrettes Any enclosed theatre or theatrette area on the exhibition floor will require signposted emergency exits as follows: Number of seats
Number of exits required
Aggregate width of exits
1-25 pax
1
1000mm
26-50 pax
2
1500mm
51-75 pax
2
2000mm
76-100 pax
2
2500mm
101-200 pax
2
3000mm
201-400 pax
3
4500mm
401-600 pax
4
6000mm
601-800 pax
5
7500mm
801-1000 pax
5
9000mm
1000+ pax
5
9000mm + 500mm for each additional 50 pax
Theatre style seating must: • • • •
Provide at least 2m clearance between the stage and front row of seating Limit seating to 8 seats per row when accessed from one aisle, or 16 seats per row when accessed from aisles at both ends Maintain a minimum of 300mm clearance between rows for safe egress Provide aisles at least 1.5m wide, with a 2.5m centre aisle for setups over 1,000pax
We also recommend a minimum of 950mm back-to-back chair spacing to allow comfortable access during sessions
Operational information
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V5.1
Foyer builds Builds, signage, displays and activations are permitted in foyer areas within the licensed space. All foyer builds must comply with the requirements set out for exhibition plans. Neighbouring events and patron flow should be considered in shared spaces, in consultation with the venue. All move in/move out activity in shared spaces must be scheduled and approved by the venue. Exclusion zones must be set up in construction areas, in line with venue move in and move out rules.
Signage Exemptions to no build zones may be granted for small footprint items such as entrance features, signage towers, media walls, and similar lightweight structures. These pre-approved locations are marked blue on no build zone maps, which are available on request. To be considered for approval within these conditional zones, proposed builds must meet the following criteria: • •
Where builds are placed in build zones, minimum 3m egress must be maintained All structures and signage must be self-supporting and not lean against walls
Where an entrance feature crosses a doorway: • •
A clear access/egress gap must be no less than the doorway width or 3m (whichever is smaller) Maximum 500mm depth (including supports) applies
Floor load limits Approval is required for any heavy, oversized, or vibrating equipment that may impact the floor, carpet, or surrounding structures. In some cases, further engineering assessment may be required. Refer to the table below as a general guide to load limits for each space. However, it does not apply to items with concentrated loads such as wheels, outriggers, or point supports Location
kPa limit
Tonne per sqm
Delama Event Space*
20.0
2.0
Wala Mirr Theatre*
12.5
1.25
Lower and Upper Foyers
5.0
0.5
Level 1 Meeting Rooms
5.0
0.5
Gheringhap Plaza
5.0
0.5
Turtbarrama Terrace
4.0
0.4
Loading Dock
20.0
2.0
Kitchen
6.0
0.6
Operational information
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V5.1
Approvals and controls All items brought into the venue must comply with applicable floor loading limits, which vary by location. Heavy, oversized, vibrating or unusual items must be submitted for venue review prior to arrival. This applies to both static display items such as vehicles or machinery, and mobile plant used during move in/out periods. Please provide the following for assessment: • • • • • • • •
Exact location, including intended path of travel A detailed drawing or photograph of the item Total weight (kg) Dimensions (L x W x H) Type of contact points (e.g. wheels, legs, base plates) Quantity and spacing of contact points (e.g. wheelbase, axle configuration) Whether the item is mobile or static Duration of use (temporary or long-term)
Concentrated loads must be managed to ensure loads are appropriately distributed and do not exceed floor capacity. Suggested controls may include: • • • • • •
Spreader plates Outriggers Load-distribution boards or mats Reduced duration or repositioning requirements Use of alternate equipment (e.g. trolleys instead of forklifts where possible) Restrictions on movement paths or locations within the venue
Floor protection The removable carpet in Delama Event Space and Wala Mirr Theatre is not designed to support heavy plant loads. To prevent damage during move in and move out, 3mm corflute or 12mm plywood must be installed along all carpeted travel paths under equipment or loads exceeding 250kg per point load. These include: • • • •
Forklifts, EWPs or other mobile plant Motor vehicles Motorbikes Heavy machinery
Where possible, it is recommended that items are unloaded by forklift in the loading dock and transferred across the event space using trolleys or pallet jacks, provided they do not cause damage. To assist with this, the venue can provide on request: • •
Plywood boards, subject to availability. Logistics assistance, with charges applied for multiple movements.
Alternatively, customers may provide and manage their own protective boards, or arrange to have the carpet removed at additional cost.
Operational information
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V5.1
Motor vehicles Motor vehicles may be displayed as part of your event, provided floor load limits are observed and your licensed space allows for access. Vehicle movement within the venue requires coordination with the venue to ensure safe operations. All movements must follow venue procedures, including fire isolation, floor protection and the use of a dedicated spotter. It is the exhibitor’s or vehicle owner’s responsibility to supply, maintain and comply with the following requirements. Type of vehicle
Requirement
All motor vehicles
Keys removed and provided to the customer for emergency access. Contact details for the person(s) delivering and collecting the vehicle. Protective carpet or boards placed under tyres when displayed on venue carpet. Tyre shine should be avoided where possible. No decanting, refuelling or charging is permitted inside the event space or on the loading dock. An A: B(E) dry powder fire extinguisher (or an F500 lithium-ion extinguisher for EVs), supplied at the following minimum ratio: • One 2.3kg extinguisher per vehicle, or • One 2.3 kg extinguisher per cluster of up to four (4) vehicles, where vehicles are grouped.
Motor vehicles with fuel tanks
A drip tray placed underneath each vehicle.
Petrol and diesel vehicles, including hybrids
A sealed or secured fuel filler cap to prevent unauthorised removal.
Electric Vehicles
Must show no signs of battery damage, no accident history, and must not be subject to any active battery recalls.
Including hybrids
Must be staggered or spaced at least 2 metres apart. An F500 lithium ion fire extinguisher must be supplied (in place of an A:B(E) dry powder extinguisher). Motor vehicles with other fuel systems Ethanol, methanol, LPG, and nitro-methane vehicles
Operational information
Ethanol, methanol, or nitro‑methane vehicles: Fuel tanks must be completely emptied/purged. LPG/CNG vehicles: Gas systems must comply with relevant Australian Standards.
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V5.1
Outdoor activations Nyaal Banyul offers three bookable outdoor event spaces - Gheringhap Plaza, Corio Bay Terrace and Turtbarrama Terrace. All standard venue requirements apply in these areas, with the following key considerations specific to outdoor event activations: • • • • • •
If your event extends beyond the venue perimeter, the City of Greater Geelong must be engaged. Road closures are possible on Gheringhap Street, with traffic management and council permits required. Temporary fencing may be required to define the event perimeter in Gheringhap Plaza, and must be included in your MIMO Schedule and floorplan. Gheringhap Plaza is accessible via the Smythe Street breezeway, and removal of the Smythe Street bollards must be pre-arranged with the venue. Outdoor move-in and move-out is restricted to 07:00-22:00 due to council noise limits. Mobile plant, except for small scissor lifts, is not permitted in the Plaza due to load limits.
Weather and wind management Weather and wind safety must be actively managed, including monitoring conditions, securing all structures, and adjusting or removing equipment if thresholds are exceeded. Gheringhap Plaza is partially protected by a retractable breezeway door, deployed by the venue when forecast wind speeds reach or exceed 36 km/h. Additionally: • • •
Alternate spaces may be booked in advance as a backup for wet or windy conditions. The venue reserves the right to cancel an outdoor activation due to weather related safety concerns at any time. All outdoor structures must be appropriately weighted in accordance with the relevant Australian Building Code and any applicable engineering standards. It is the responsibility of the customer, contractor, or builder to ensure all installations are compliant, certified where required, and fit for purpose under forecast weather conditions.
Operational information
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V5.1
Noise considerations Amplified noise can affect adjoining events, staff, and the public. Under Victorian environmental regulations, customers must minimise noise impacts and avoid generating “unreasonable noise”. Machinery operation, outdoor activations and extended move-in/out periods should also be managed to keep noise at reasonable levels. Sound pressure levels Managed in line with EPA recommendations Maximum levels: 96 dB continuous / 106 dB peak (A weighted) SPL metering is available from our in-house AV team
• • •
Recommendations Identify and control noise risks during planning Keep loading dock doors closed where possible Use appropriate audio controls (e.g., speaker direction, bass management) Monitor levels during the event and adjust as needed
• • • •
Wala Mirr Theatre and Delama Event Space include integrated acoustic treatment and sound-proofing to help reduce noise transfer.
Pyrotechnics and Special Effects Proposals to use pyrotechnics, flammable gas, smoke generation, lasers, naked flames or other special effects must be submitted to the venue, along with the contact details of the engaged pyrotechnician or SFX contractor. Approval checklist Event-specific risk assessment, including details of any controls i.e. exclusion zones Activity related Safe Work Method Statement (SWMS) Safety Data Sheet (SDS) for use of any chemicals or flammable substances Pyrotechnicians license Permit to work
• • • • •
Approval timelines Low risk
Medium risk
High risk
requiring a 5-day notice period:
requiring a 10-day notice period:
requiring a 30-day notice period:
• • • •
Cold sparks Jets/cannons (CO2) Flutter-fetti Smoke jet/vertical fogger
• •
Flame/fireball Theatrical pyrotechnics
• • • • •
All aerial shells Chinese firecrackers Ground display fireworks Aerial salutes Laser shows
This is not a comprehensive list. Individual requests will be reviewed on a case-by-case basis, as there can be subtle differences between activities given the diversity of the contractors undertaking them.
Operational information
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V5.1
Flutter-fetti The use of flutter-fetti is permitted, provided: • • • • •
Flutter-fetti is contained to the stage area, and not shot into the audience Flutter-fetti is fire retardant and a minimum size of 40mm x 25mm Smoke isolation and a fire warden are in place Flutter-fetti machine is included in event risk assessment Additional cleaning charges will apply
Glitter Glitter is permitted for decorative use only. It must not be thrown, dispersed, or used as part of any interactive or celebratory effect. Additional cleaning charges will apply.
Balloons Balloons are permitted in all spaces but the Wala Mirr Theatre, provided they are weighted appropriately. • • • •
The release of balloons is not permitted. A charge applies if a boom lift is required for retrieval Any activation of the fire protection system caused by balloons will result in all associated costs being charged to the customer If inflating helium balloons on-site, gas cylinders must be stored in the loading dock gas cage and disposed of safely
Customers are encouraged to consider the environmental impact of single-use plastics when using balloons.
Haze and fog Haze is permitted for use within your event space. Measures must be in place to ensure fluid is not spilt onto stage or floor surfaces. Smoke isolation is required, and a fire warden must be provided by the venue’s event security provider.
Laser shows Laser effects are permitted in Delama Event Space and Wala Mirr Theatre. Where entertainment lasers are to be shone into the audience the beams must be aimed above head height to avoid any exposure to eyes or skin.
Operational information
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V5.1
Reconfigurations Additional time will be required for reconfigurations involving operable walls, carpet, retractable seating, or the Wala Mirr Theatre stage. These venue elements are managed by an external contractor and must be booked in advance.
Operable walls Operable walls are installed in all event spaces except the Barbarka Room and Wala Mirr Theatre. These walls fold away completely to open and connect spaces, and the following requirements apply to all rooms: • • •
Nothing may be leaned against operable walls, and they must remain clear of exhibition stands, equipment, and build elements In all spaces except Delama Event Space, operable walls do not contain doors, meaning there is no access between rooms when the wall is closed Operable walls can also be deployed to cover the Kudja Café or Delama Kiosks when these outlets are not in use
Delama Event Space features a flexible operable wall system that allows the space to be configured as one or two rooms, depending on event requirements. • •
Two operable walls separate Delama A and Delama B. Each wall comprises 33 panels, approx. 1.12 m wide per panel. Panels are stored in stack bay cupboards at the loading dock end when not in use
Mode
Requirement
Separate spaces
•
Booked for separate events
•
Booked for one event
When Delama A and B are used for different components of the same event, the customer may choose whether to deploy one or two walls, depending on layout and acoustic requirements • •
Combined
Operational information
Both walls are deployed without gaps for maximum acoustic separation between events (~50 dB) Doors cannot be removed, but will be closed to maintain acoustic separation and prevent patrons moving between spaces
• •
Double doors in each wall at north and south ends can be configured to be aligned or offset. Wall openings of ~3m can be created by removing panels The walls can be completely removed for maximum flow A half wall can be deployed to partially divide the open space
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V5.1
Removable carpet The venue features high-quality, non-slip event carpet designed in partnership with Wadawurrung, reflecting the cultural story of Nyaal Banyul while providing a durable, safe and visually distinctive finish throughout the space. Carpet removal is available only in Wala Mirr Theatre and Delama Event Space: Carpet tiles may be removed and replaced by trained personnel, with care taken to ensure proper reinstatement Removal requests must be submitted at least 2 weeks in advance and will incur an additional fee Individual tiles or sections of carpet can be removed for custom stand builds, heavy items or pit access There are limits on whether plant or machinery can operate on carpet tiles, and floor protection is required for heavy items and vehicles.
• • • •
Level 1 meeting rooms and foyers are carpeted, but the carpet cannot be removed in these spaces.
Retractable seating Wala Mirr Theatre features a flexible retractable and removable seating system that can be customised to suit a wide range of event formats. Seating, staging, accessibility and camera locations can all be configured to support presentations, performances or flat floor events. Element
Options
Fixed Tier Seating
The upper fixed tier seating bank forms the permanent structure of the theatre, accessible from Level 1 and the Ground Floor in Standard or Accessible mode.
Motorised blinds
While this section cannot be removed or retracted, it may be placed out of use when a reduced seating capacity is required. Blinds can be lowered at the fixed tiered seating level to conceal seating not used for your event. Gates can also be installed to prevent access.
Retractable Seating
Retractable tiered seating must be either fully deployed or fully retracted, with seat removal available for camera placement where required.
A.
Standard Layout (with or without ramp)
B.
Accessible Layout
Customisations available
Flat floor seating in the front rows closest to the stage can be adjusted to support accessibility needs, crowd control barriers or furniture placement. A removable ramp can be installed or removed as needed.
Flat Floor Mode
All removable and retractable seating can be cleared to create a full flat floor mode, ideal for exhibitions, banquets, workshops, or custom builds. When seating is retracted, fixed tier seating may be in use (accessible from Level 1 only) or not, depending on tenancy.
Stage Options
Two standard stage depths (6 m or 8 m) are available, with staging able to be installed, removed, or customised depending on event requirements.
Full retraction or deployment of the seating bank takes a minimum of 4 hours, with more time required for customisations and space set up, including furniture and AV.
Operational information
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V5.1
Signage and adhesives All signage must be securely constructed and installed so it does not pose a risk of tipping, falling, or obstructing safe movement through the venue. Safe work practices must be adhered to when installing and removing signage.
Signage requirements Signage type
Requirements
Freestanding signage
Must be securely weighted to prevent tipping or trip hazards, especially in outdoor or busy areas
e.g. tear drop flags, pull up banners, media walls, Aframes Banners and rigging
100kg hanging points (straight load) are located on a 6m grid throughout foyer areas. All rigging must be carried out by an accredited rigger. Refer to the venue rigging guide for options. Brass eyelets and a pocket for a straightening rod should be added to banners.
Adhesive decals
Refer to permitted adhesives guide below. Wayfinding decals must not extend into neighbouring event spaces or shared pre-function areas without prior approval.
Permitted locations Unless otherwise advised: • •
Signage must be located only within licensed space and approved build zones Shown on the floorplan (or separate signage plan) with all positions clearly mapped
Please refer to the Nyaal Banyul Branding Opportunities Guide for a complete list of pre-approved locations and marketing opportunities.
Operational information
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V5.1
Permitted adhesives Materials must be suitable for the surface and meet the specifications and product list below to reduce the risk of venue damage. Specification sheets must be provided on request for materials not listed below. Any damage or additional cleaning may be charged to the customer or contractor. Decals • • • • •
Decals are not permitted on carpeted areas or wooden surfaces (i.e. meeting rooms doors). Temporary walling or display boards should be used to display posters, rather than venue walls A small test patch must be applied to confirm clean removal with no residue Install must be included in the move-in/move-out schedule and fully removed at event conclusion Permanent service desks and timber feature walls are designated protected surfaces and must remain decal free
Decal and adhesive specifications
Pre-approved examples
Floor grade vinyl (PVC or PET), wall vinyl, and glass safe decals, suitable for the surface.
This is not an exhaustive list
Adhesive must be removable/low tack, leaving no residue and causing no surface damage. High tack, permanent, solvent based or spray adhesives are not permitted.
• • •
Floor tiles: JT 8300 WG - RT - DOT Floors Windows: Supadot SD4000 Matt White Vinyl with Dot Adhesive Painted surfaces: WN628 WallNOODLE
Tapes • • •
Only floor safe tapes to be used; no blue-tack or adhesive tapes to be applied to walls or ceilings. All adhesives must have a maximum peel adhesion not exceeding 3.5 N/cm on the surfacecontact side. A protective layer (e.g., PPS surface protect) is used where required for certain products such as Astro Turf, with double-sided tape applied on top
Approved tapes list
Pre-approved examples
Gaffer tapes
K969 Super matte gaffer (48mm x 30m) K969 Super matte gaffer (72mm x 30m) K969 Super matte gaffer (24mm x 25m)
Hazard tapes
K185 Cloth hazard (48mm x 25m) K185 Cloth hazard (72mm x 25m)
Surface Protection tape
PPS Surface protect yellow (72mm x 50m)
Double Sided Cloth Tape
K330 D/S Cloth tape (48mm x 25m) S1362 D/S Cloth tape (48mm x 25m)
Operational information
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V5.1
Digital signage Digital door cards and wayfinding signage are available throughout the venue to display event and session information and guide attendees to their designated spaces. Signage can be customised to align with your event branding on request. In addition, a range of complimentary marketing and promotional platforms are available to support your event. Please refer to the Nyaal Banyul Branding Opportunities Guide for a full overview of available online and on-site options.
Content restrictions • •
Obscene, indecent, inflammatory, pornographic, misleading, deceptive, nudity, malice, swearing or potentially defamatory material is not permitted Promotion of racist, violent, sexual, religious or political messages is not permitted
LED or illuminated outdoor signs on the building exterior must meet Victorian safety and brightness rules so they don’t distract drivers. Council approval may be required for moving images. For details, visit the Victorian Government’s official guidelines.
Smoking policy Nyaal Banyul, including Gheringhap Plaza and the hotel precinct, is a smoke free venue. This also applies to the use of electronic cigarettes and vaporisers. All requirements are outlined in Smoke-free Environment Act 2000 and the Smoke-free Environment Regulation 2016 apply. Guests may leave the precinct to smoke in any public space where smoking is permitted. Please note that Deakin University, to the East of the venue, is also a no smoking precinct.
Temperature control and air filtration The venue utilises a modern HVAC system to deliver consistent air circulation and high-quality filtration, ensuring a comfortable environment for all events. The system is activated 1 hour prior to guest arrival to allow the space to reach optimal conditions in advance. The standard operating temperature is set between 18 - 21°C, aligned with Nyaal Banyul’s sustainability commitments. Temperatures may fluctuate slightly depending on external weather conditions, occupancy levels and room activity. The operations team will monitor conditions throughout the event and respond to reasonable comfort requests as required.
Ticketed events All ticketed events in the Wala Mirr Theatre and Delama Event Space require ticketing. The venue is not contracted to a ticketed company and does not take ticket sale commissions. The customer should engage a ticketing agent directly. Prior to going on sale, a ticket proof must be submitted for approval to ensure information is correct. Refer to the venue Ticketing Proof Guidelines for more information. A box office staffed by the ticketing agent is required to manage ticketing enquiries during the event.
Operational information
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V5.1
Support rooms Support rooms are auxiliary spaces that sit alongside a main event space and provide additional capacity for preparation, holding, and backstage requirements. A range of support rooms is available depending on your event location and needs. These spaces are lockable and can be set in a variety of ways. Room dimensions can be found in Appendix A Primary Space
Support Rooms
Delama Event Space
Registration Desks / Customer Offices A and B Located front of house between Doors 1 and 2, these rooms sit directly behind the Delama registration desks and are suitable for registration, event management, administration, or small meetings. Furniture Store Rooms A and B Located at the rear of Delama and accessible from the loading dock. These rooms provide dedicated storage space to support event operations in Delama. When the loading dock doors are closed during an event, access to the Furniture Store Rooms is restricted as follows: • •
Store A (~14 m²) is accessible only via the loading dock/BOH corridors and has no internal access from Delama. Store B (~13 m²) remains accessible from both the loading dock/BOH corridors and internally from Delama.
Kiosks A and B Can be activated as a food and beverage outlet or service area Wala Mirr Theatre
Dressing Rooms A and B
Located along the theatre’s backstage corridor between the lifts in Lower Foyer C, and Stage rear BOH.
Equipped with full‑length make‑up mirrors, showers, and toilets. Suitable for up to 7-10 performers, presenters, or crew requiring dedicated preparation space. Green Rooms A and B These spaces are separated by an operable wall and can be booked separately or as one combined space. Each room accommodates 10-12 people and includes toilets, showers, change rooms, and a kitchenette with a fridge. Ideal as holding rooms for performers, talent, speakers, or production staff. Speakers Preparation Room A dedicated space with 3 work stations, for presenters to prepare, rehearse, and review content prior to taking the stage.
Operational information
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V5.1
Utilities and pits Nyaal Banyul provides floor, wall and ceiling service pits across the venue. A detailed services floorplan including patch points, power lock locations, three phase outlets and cable pull through pathways, is available on request. The table below outlines where each utility is available. Utility type
Locations available
Specifications
Power
All spaces, foyers, and outdoor areas
• • •
15A single phase 32A 3 phase 50A 3 phase
Hydraulics
Delama Event Space, Wala Mirr Theatre, foyers, and outdoor areas (via in-floor and wall pits)
• •
Water connection Plumbed drainage
Water cannot be taken from fire hydrants or hose reels Compressed air
Delama Event Space only (via in floor service pits)
• •
Set point: 7.0 bar Actual pressure: 7.3 bar
Network/Cable reticulation
Venue wide fibre and Cat 6A cabling infrastructure.
• •
Cat6A data Fibre (single mode & multi-mode)
Power Power connections using existing outlets or pit infrastructure may be carried out by exhibitors or their appointed contractor (e.g. licensed electrician, stand builder, or production company). The party completing the connection is responsible for ensuring all equipment and leads are tested and tagged and compliant. • • •
Any fixed or hardwired electrical work (e.g. new circuits, distribution boards, RCD installation) must be completed by a licensed electrician. Where the venue is supplying powered infrastructure, arrangements must be made in advance with the venue. Please note floor and roof power is isolated overnight and reinstated two hours prior to show open.
Water and waste All water and waste connections must be carried out by the venue-accredited plumber. Wilson Plumbing can be booked through our exhibitor services team at exservices@nyaalbanyul.com.au. Exhibitors and contractors are not permitted to access or connect to water and waste pit services.
Operational information
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Traffic management Road closures Road closures around the venue should be avoided wherever possible. Where event-related activities require the closure or occupation of a public road, the following must be submitted for council approval: • • • • •
Event Application to close a road Traffic Management Plan (TMP) Traffic Guidance Scheme (TGS) Risk Assessment (RA) $20 million public liability insurance (PLI)
These documents are prepared by a qualified traffic management company and submitted directly to the council by the event organiser. Your traffic management company which will also provide the personnel, signage and equipment required on event day. Recommended traffic management companies familiar with our venue: • •
GO Traffic Barwon Traffic Management
Large bus movements For movements that exceed the venue’s bus zone capacities or involve multiple pick-ups and drop-offs across one day, a detailed bus schedule must be provided to the venue. Consider using a combination of the below controls to ensure patron safety. • • • •
Stagger arrival and departure times Use clear signage at bus zones and on vehicle dashboards On site passenger holding zones, such as Gheringhap Plaza or Lower Foyer A. Traffic marshals for outdoor passenger management.
Recommended bus companies familiar with our venue: • • • •
Gull Coach Charter McHarry’s Busline Murrell Group Coles Coaches
Large events with 500+ attendees may require more than one bus company.
Traffic Marshals Events with increased traffic, high volume bus movements or complex bump ins with multiple large deliveries do not require a road closure, traffic management or council approval. However, the venue may recommend engaging traffic marshals to: • • • •
Assist bus movements Manage passenger drop-off and pick-up areas Assist pedestrian movements around event traffic Coordinate vehicle movements within venue-controlled areas
Traffic marshals may be provided by a professional traffic management company, venue security, or the event's own staff or volunteer workforce. Nyaal Banyul staff do not perform traffic control duties outside of the venue. Traffic marshals cannot direct traffic.
Operational information
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V5.1
Drop-off and pick-up zones Site maps including bus zones and travel routes can be found in Appendix B Location
Capacity at any one time
Access and availability
Western Beach Road
3 x coaches
Northwest bus zone*
OR 6 x minibus
Vehicle access via Gheringhap Street with left turn onto Western Beach Road. U-turn not possible on Western Beach Road.
Smythe Street
1-2 x coaches
Southern bus zone
OR 3 x minibus
Crowne Plaza Geelong frontage, subject to availability. Enter via Cavendish Street.
Loading times Designated loading zones are for drop-off/pick-up only, with a strict no standing policy. Where there are multiple drop-offs or pick-ups, a bus schedule should be provided to the venue. Allow 15-20min for each cycle of busses to load/unload passengers. Additional time per set of buses may be required if any of the following factors are present: • • • •
Children, older adults, guests with accessibility needs Multiple destinations VIP customers Unloading/loading of baggage
Public car parks on Western Beach Road are managed by the City of Greater Geelong, and are not available for event use.
Off-site holding zones Use an off-site holding area to stage buses and control their arrival sequence. Buses should remain in the holding zone until called forward to the venue. Direct and live communication between the customer and the bus company operations team is essential to manage timings effectively. Your contracted bus company can determine the most suitable holding zone for your specific event dates and requirements. Potential holding zones include: • • •
Eastern Beach Reserve (1.1km), Geelong Waterfront Rippleside Park (1.8km), Bell Parade, Rippleside South Geelong Railway Station (2.3km), Yarra St, South Geelong
Off-site holding zones may also be useful during complex move in/move out periods, where truck movements exceed loading dock capacity.
Operational information
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V5.1
Vertical Transport The venue’s vertical transport system is designed to support efficient, safe and seamless movement of guests, staff and goods throughout the building. Appendix D includes details about access, dimensions and load limits.
Lifts • • • • •
The venue includes 3 passenger lifts, 2 goods lifts and 1 staff access lift The staff access lift on Smythe Street connects directly to Level 1 security A public access lift in Gheringhap Plaza provides direct access to the car park without entering the venue The largest goods lift is located at the loading dock with a 4000kg capacity Lifts access can be controlled for events with a security overlay, in consultation with the venue.
Escalators • • •
Escalators provide continuous, high-capacity movement between key public levels. Designed to support efficient guest flow during peak periods Direction can be reversed to maximise traffic flow, particularly from Ground Floor to Level 1 during peak arrival periods.
Operational information
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V5.1
Event logistics The Venue Logistics Team supervise the safe move in and move out of all events across Nyaal Banyul and are responsible for the management of the loading dock and associated operational activities.
Access and Safety Requirements To ensure a safe and efficient move in and move out, all customers, contractors, exhibitors and suppliers must follow the requirements below: • • • •
Complete the venue induction prior to commencing work Move in and move out activity must occur via back of house doors, except where handheld items or small collapsible trolleys are used Children under 15 are not permitted in any build area or on the loading dock during move in and move out All personnel involved in build or dismantle activity must always wear high visibility vests and closed toe shoes
High visibility vests are available for purchase from a vending machine, located in Lower Foyer A.
Loading Dock The loading dock is a shared operational zone servicing all event spaces at Nyaal Banyul. It is not intended for event activations. The information below outlines its capabilities and physical constraints. Item
Capability
Location
Entry is via Smythe Street, with an intercom available when the dock is unstaffed. The dock is at street level, with a dock leveller on the eastern side and stage lifts behind the Wala Mirr Theatre.
Capacity
• • •
2 × semi-trailers (20m) 2 × heavy rigid trucks (12m) 2 × medium rigid truck (8–9m)
Broadcast capability
For concerts, up to two broadcast trucks can be accommodated in the semi-trailer bays.
Parking restrictions
The loading dock is a no parking zone • •
Storage
Event logistics
A 30-minute limit applies for loading and unloading One VIP Bay is available for dignitary or performer drop off only
Parking bays may be used for storage, subject to availability, additional costs, and venue approval.
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Deliveries and Collections Please advise your Sales and Planning Manager of any deliveries in advance. • •
• • •
Deliveries can arrive up to two days prior to your event and must collected one business day after move out The venue logistics team will sign for deliveries Monday to Friday, 7:00am–4:00pm only. Items delivered outside these times will not be accepted, and the venue takes no responsibility for goods left unattended Delivery/Pickup labels must be attached to every item or box, in addition to consignment labels where couriers have been booked. A 30 minute parking limit applies for delivery drop-off and collection during move in and move out periods, and all vehicles and their contents remain the responsibility of the owner Exhibitors and customers are responsible for transporting, placing, removing, and storing their own goods. The logistics team cannot assist with packing, printing, or completing courier documentation
Forklift and porter hire Where deliveries require unloading of pallets, large/heavy items, or require delivery to specific stands or locations within the venue, forklift services must be booked at the customer’s cost. Details on forklift hire and porter fees are outlined in the Event Services Guide. Where forklift services are not arranged, deliveries will remain in the loading dock for collection upon your arrival.
Scheduling Move in and move out activity can only commence once the event space has been fully cleared of patrons, and all workers including volunteers and exhibitors assisting with move out are wearing high visibility vests. Venue security must be present for all move in and move out periods within tenancy time. • • •
•
A 30–60 minute buffer should be built into the schedule between show close and the commencement of move-out to allow sufficient time for patrons to exit the space. Loading dock doors must remain closed, and plant/pallet jack movement is prohibited until all personnel are equipped with high-visibility vests. Events with multiple exhibitors should plan for staggered arrival times to prevent overcrowding in the loading dock. Exhibitors should hand carry items through FOH doors where possible/safe to do so Outdoor move in and move out is restricted to 07:00–22:00 due to council noise limits
Foyer build considerations All activity in foyer areas must be scheduled and approved, with neighbouring events in mind to ensure safety and minimal disruption. • • •
Event logistics
Vehicle movement and construction work may be restricted to designated times and must be supervised by the venue No stand builds, construction work, or furniture movements can occur while the public are present or using the foyer to access another event Customers are responsible for all temporary infrastructure placed in public areas, and the venue accepts no responsibility for theft or damage
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V5.1
Move in/move out (MIMO) schedule A Move-In / Move-Out (MIMO) Schedule is required for all builds involving exhibitors or multiple contractors, large-scale infrastructure, vehicle or machinery movements, or any activity that requires coordinated logistics. All major build and dismantle activity must be fully documented in your MIMO Schedule and submitted to the venue for approval. Your MIMO Schedule should include timings for: • • • • • • • • • • • •
Contractors on-site / offsite Build location (building and room/level) Carpet lay or temporary flooring works Rigging companies on-site Signage or decal installation Build times for all structures (e.g. shell schemes, custom builds, stages, feature areas, registration desks) Freight forwarders on-site (if engaged) Vehicle and machinery move-in / move-out Traffic management schedule (e.g. Gheringhap Plaza or external zones) Distribution and collection of furniture, signage, and event infrastructure Exhibitor, supplier, or contractor access times Show open/close (or event operating hours)
For technically complex events, a Production Schedule may be required instead of (or in addition to) a MIMO Schedule. Noise generating activities such as rehearsals or sound checks will be reviewed against neighbouring events. The venue may adjust or prohibit certain times to prevent disruption.
Move out notices A move-out notice is a communication issued by the customer to exhibitors outlining how and when to safely move out post-event. For events with multiple exhibitors, the customer may wish to prepare and distribute this notice on the final event day prior to move-out, including key timings, access details, and safety requirements to ensure a coordinated and safe process.
Event logistics
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V5.1
Contractor management Customers are responsible for ensuring their contractors comply with all venue policies, legal requirements, and safety obligations, including induction, licensing, and any required documentation.
Toolbox and move out meetings To support a safe, coordinated, and efficient exhibition build and dismantle, Nyaal Banyul recommends two key operational meetings: a daily toolbox meeting during move in and a moveout meeting prior to move out. Both meetings are run by the customer and bring together core stakeholders to ensure all contractors and venue teams are aligned on safety, logistics, and event day execution. Meetings should be scheduled in advance, with timings communicated to the venue in your event plan. Where meetings are delayed or key attendees not available, liaise with the venue logistics team to coordinate key messaging via PA announcements or move out notices. Toolbox meetings • • •
Held each morning during move‑in. Reviews move‑in progress, issues, risk or incidents from previous days, and the action plan for the day. Focuses on safety, workflow coordination, and addressing immediate operational needs.
Move out meetings • • •
Held prior to exhibition move‑out, typically on the final move‑in day or first show day, around one hour after show open. Confirms move‑out logistics, sequencing, access paths, and any special considerations. Ensures all parties understand timings, responsibilities, and move‑out procedures.
Recommended attendees for both meetings: • • • • • • • • •
Event logistics
Customer/customer Principal stand builder Custom stand builders Freight forwarder Primary rigging contractor Other relevant contractors Venue logistics, operations and safety Security supervisor Cleaning supervisor
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V5.1
Plant, equipment and vehicles Plant and equipment Venue operated forklift services (with licensed driver and spotter) are available for hire during move in and move out. Alternatively, events may engage external forklift or plant providers; however, only electric forklifts and plant are permitted at Nyaal Banyul. Please note: • • •
External gas and diesel operated plant is not permitted. A Plant Delivery Form must be submitted to, and approved by, venue logistics Equipment may be stored only in designated bays and must be removed from the venue once work is complete.
Customers and contractors are responsible for ensuring all externally supplied plant, forklifts, operators and support personnel meet venue and legislative requirements, including: • • •
•
All movements being supported by a trained spotter Appropriate compliance documentation from the hire company, and logbook completion on the day. Load limits must be adhered to, including restrictions on plant movement in Delama and Wala Mirr Theatre. Floor protection is required depending on equipment type and load and can be provided by the venue on request. Safe operating practices followed at all times
All plant and equipment must be appropriately constructed and fitted with required safety devices. Machinery must be used only for its intended purpose, and any item requiring foundations must be mounted on suitable bases—core drilling or fixing into venue floors is not permitted.
Operation of plant and equipment Plant and equipment operators must: • • •
Hold the correct high-risk work licence (WorkSafe Victoria or national equivalent) Complete the venue’s LinkSafe induction before commencing work Comply with all relevant state and federal safety requirements
Nyaal Banyul reserves the right to request evidence of competency at any time. All plant operators must comply with standard operating procedures and venue directions at all times.
Pedestrian safety Nyaal Banyul follows WorkSafe Victoria guidance and operates a zero‑tolerance policy for the mixing of plant, vehicles, and pedestrians. To ensure safe operations at all times: • • •
Event logistics
All plant, equipment, and vehicles entering or operating within the venue must be accompanied by an inducted spotter to maintain strict separation from pedestrians Operators must follow all venue safety directions and ensure their activities do not bring machinery or vehicles into pedestrian zones Breach of Safety Notices may be issued for any non‑compliance and may result in the operator or driver being removed from site
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V5.1
Vehicle move in and move out All vehicle movements inside the venue must be detailed in the Move‑in / Move‑out schedule, and submitted prior to arrival. Car shows or events with multiple concurrent movements should plan for staggered arrival times to prevent overcrowding in the loading dock. • • • •
Vehicles must be driven by a licensed exhibitor or customer, under guidance from the Nyaal Banyul Logistics team. Drivers must by inducted, and comply with venue directions at all times. Fire isolation is required during vehicle movements, as exhaust fumes can trigger the EWIS. All vehicle movements require at least one dedicated spotter. Protective flooring must be used when moving vehicles across carpet tiles.
Vehicle movements in foyer areas are permitted, but may need to occur at designated times to accommodate neighbouring events and maintain public access.
Storage and freight Storage space on the loading dock is limited and charges may apply. • • •
Storage is subject to availability and must be booked in advance No items may be left behind post-event; all goods must be removed at the conclusion of tenancy For large exhibitions, a freight forwarder should be engaged, and they will manage all freight movement and storage requirements
Freight forwarding For large or complex events, engaging an external freight forwarder is recommended. They can manage the receipt, handling, and movement of freight during move-in and move-out, working with the venue to streamline logistics, coordinate storage and deliveries, and reduce congestion on the loading dock. Where a freight forwarder has been engaged: • • • • •
Event logistics
Exhibitors should use the appointed freight forwarder to manage transport Nyaal Banyul does not sign for or accept deliveries on behalf of exhibitors Ensure a representative is on-site to receive deliveries Deliveries must only arrive during scheduled move-in times Any uncollected freight will be disposed of unless managed by a freight forwarder
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V5.1
Venue condition report For complex events involving external build components or contractors, a Venue Condition Report will be completed at the start and end of the licensed period. This establishes the condition of the licensed area before any work begins and must be signed by venue logistics and the customer. Throughout the tenancy, all parties are responsible for reporting any damage as it occurs. A final inspection will confirm the space has been returned in satisfactory condition.
Venue damage Customers, contractors and exhibitors must ensure their activities do not damage floors, walls, finishes, infrastructure or equipment. Any spills, stains, scratches or damage must be reported immediately so cleaning or maintenance can resolve them promptly. • • •
Floor protection must be used where required. Any damage identified within the licensed area will be assessed by the venue, and repair or replacement costs will be charged to the customer. The venue may stop work if unsafe or damaging practices are observed and require corrective measures before work can continue.
Event sign off A preliminary inspection of all exhibition builds will be carried out at the completion of the final move-in day by the Event Operations Manager, together with the customer and a representative of the stand builder. A copy of the Event Sign Off Report will be signed by the customer, acknowledging any items of concern or required actions, and committing to their rectification before the exhibition opens. All post-installation sign-offs and required safety certifications be submitted to the venue prior to doors opening. These include: • •
Electrical safety documentation Engineering certificates
The venue will complete a final inspection of any outstanding actions before doors open to public.
Event logistics
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V5.1
Resources Australian Standards Standards Australia, AS/NZS 5601.1 Gas installations (General installations), 2013. Standards Australia, AS/NZS 1596 Storage and handling of LP Gas, 2014 Standards Australia, AS/NZS 1841 Portable fire extinguishers, 2007. Standards Australia, AS 1657 Fixed platforms, walkways, stairways and ladders, 2018. Standards Australia, AS 1428.1 Design for access and mobility, 2009. Standards Australia, AS 3533 Amusement rides and devices (series), 2009. Standards Australia, AS/NZS 3000 Electrical installations (Wiring Rules), 2018. Standards Australia, AS/NZS 3760 In-service safety inspection and testing of electrical equipment, 2022. Standards Australia, AS/NZS 2293 Emergency escape lighting and exit signs, 2018.
Government and Regulatory Authorities
Legislation and Regulations (Victoria and Australia)
Live Performance Australia, safety guidelines for live performance and rigging, accessed May 2026. Safe Work Australia, national workplace health and safety framework, accessed May 2026. Event industry best practice guidelines for event planning, risk management and public safety, accessed May 2026.
Occupational Health and Safety Act 2004 (Vic). Occupational Health and Safety Regulations 2017 (Vic). Work Health and Safety Act 2011 (Cth) and associated State legislation. Dangerous Goods Act 1985 (Vic) and associated regulations. Food Act 1984 (Vic). Public Health and Wellbeing Act 2008 (Vic). Liquor Control Reform Act 1998 (Vic). Prevention of Cruelty to Animals Act 1986 (Vic). Smoke-free Environment Act 2000 (Vic). Smoke-free Environment Regulation 2016 (Vic). National Construction Code (including Building Code of Australia), 2022.
WorkSafe Victoria, Safe Work Method Statements and high risk work guidance, accessed May 2026. Energy Safe Victoria, gas and electrical safety requirements, accessed May 2026. Safe Work Australia, model codes of practice for workplace health and safety, accessed May 2026. Civil Aviation Safety Authority, unmanned aerial vehicle regulations, accessed May 2026. Environmental Protection Authority Victoria, noise management guidelines for events, accessed May 2026. Department of Health Victoria, first aid and public health guidance, accessed May 2026. Victorian Government, planning and signage regulations, accessed May 2026.
Industry Bodies and Guidance
Accessibility, Inclusion and Sustainability References Hidden Disabilities Sunflower Program, accessed May 2026. Changing Places Australia, accessed May 2026. Green Building Council of Australia, Green Star Rating System, 2020. Australian Government, Climate Active Carbon Neutral Standard, 2023.
Local Government and Permitting Authorities City of Greater Geelong, event permits and public land approvals, accessed May 2026. City of Greater Geelong, traffic management and road occupancy permits, accessed May 2026. Victorian Government FoodTrader system, registration of temporary and mobile food businesses, accessed May 2026.
Resources
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Appendix A: Dimensions
V5.1
FOH Doors Location
Door
Clear width
Clear height
Main Entrance
Rotating air lock doors
1.7m
2.9m
Accessible sliding door
1.6m
2.4m
Rotating air lock doors
1.7m
2.5m
Accessible sliding door
1.6m
2.4m
Pedestrian mode
2.8m
5.0m
Vehicle access mode*
3.5m
5.0m
FOH doors 1 and 2
3.5m
2.9m
BOH dock doors A and B
6.6m
5m
FOH Doors 3, 4, 5 and 6
1.8m
2.9m
Western rear stage door
3m
4.5m
Eastern rear stage door
2.4m
3.2m
Flat floor BOH doors
2.4m
2.4m
Meeting room doors
2m
2.9m
Turtbarrama Gallery
1.8m
2.9m
Corio Bay Entrance
Gheringhap Entrance
Delama Event Space
Wala mirr Theatre
Level 1
*Gheringhap entrance doors can be made wider for vehicle move in/move out. This must be organised in advance.
Appendix A: Dimensions
ii
V5.1
BOH access The below clear widths account for VCET storage areas Passageways
Clear width
Doors
Clear width
Clear height
GF N-S Western corridor (Delama West)
2m
GF Western BOH doors (N + S)
2.8m
2.3m
GF N-S backstage corridor (Wala mirr West)
1.3m
GF Backstage/receiving area doors (E + W)
2.8m
2.9m
L1 N-S Central corridor (Upper Foyer C)
2m
L1 Foyer C/BOH door
2.8m
2.3m
L1 N-S Western corridor (Darrwal South)
2m
Darrwal BOH door
2m
2.3m
Smythe Street Loading dock bi-fold
17m
5m
Lifts Reference
Type
Length
Width
Height
Load limit (kg)
P1, P2, P3
Public Access
2.1m
1.75m
2.4m
1,800
S1
BOH Service Lift
2m
1.7m
2.4m
1,600
S2
Large Goods Lift
3.5m
2m
2.8m
4,000
K1
BOH Service Lift
2m
1.7m
2.4m
1,600
Lift locations in Appendix D
Appendix A: Dimensions
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Wala mirr Theatre specs Seating layout
Balcony
Fixed tier
Flat floor
Total
Standard Layout 6m stage
367 seats + 1 WC bay
546 seats + 3 WC bay
78 seats + 8 WC bay
991 seats + 12 WC bay
Standard Layout 8m stage
367 seats + 1 WC bay
546 seats + 3 WC bay
48 seats + 6 WC bay
961 seats + 10 WC bay
Accessible Layout 6m stage
366 seats + 2 WC bay
546 seats + 3 WC bay
72 seats + 12 WC bay
984 seats + 17 WC bay
Accessible Layout 8m stage
366 seats + 2 WC bay
546 seats + 3 WC bay
38 seats + 10 WC bay
950 seats + 15 WC bay
Signage specs
Technical grid and stage Height to underside of technical grid
9.2m from stage
Max trim height of fly bars
8.5m from stage
Proscenium height
7.9m from stage 8.7m from floor
Stage
For dimensions pertaining to signage installation, refer to Nyaal Banyul Branding Opportunities Guide
Room specs For room dimensions including ceiling height, refer to Nyaal Banyul Branding Space Dimensions and Capacities matrix
0.8m high 6m or 8m deep 20m wide 12m proscenium
Appendix A: Dimensions
iv
Appendix B: Maps High resolution PDF maps are available on request
V5.1
Ground Floor
Appendix B: Maps
iii
V5.1
Level 1
Appendix B: Maps
iv
V5.1
Evacuation Maps
Appendix B: Maps
v
V5.1
Traffic Management Maps Bus route to Melbourne
Appendix B: Maps
vi
V5.1
Bus route from Melbourne
Appendix B: Maps
vii
V5.1
Southern Bus route
Appendix B: Maps
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Appendix C: Waste
V5.1
Waste streams ✓ Biodegradable food packaging ✓ Non-recyclable food packaging ✓ Paper towels and tissues
✓ Aluminium/steel cans
✓ Paper
✓ Glass bottles and jars
✓ Cardboard
✓ Coffee cups and lids
✓ Brochures and magazines
✓ Recyclable plastics
✓ Nappies
✓ Food waste
✓ Cling wrap
✓ Glass bottles
✓ Wooden/bamboo utensils
✓ Plastic bags
✓ Glass jars
✓ Bubble wrap
✓ Must be empty
✓ Clear plastic film/covers
✓ Clean and dry
✓ Coffee grounds ✓ Tea bags
Appendix C: Waste
✓ Clean cardboard containers
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V5.1
Discouraged materials No.
Item
Why should it be discouraged
Alternative item
Reuse or recycling options if used
1
Astro turf
Plastic composite with limited recycling pathways; short term use.
Consider rental / hiring astro turf from local businesses.
Some charity shops may accept this material if in small quantities and in good condition.
(fake grass)
Some fake grass products can be recycled (at cost) but this is subject to strict uplifting guidelines and what infill is used. Recycler: Re4orm 2
Black soft plastic pallet wrap
Unable to be recycled and is a source of contamination in on-site recycling streams.
Clear soft plastic wrap, which can be recycled separately.
Black plastic has limited to no recycling pathways due to the composition and colouring of this material.
3
Engineered wood (MDF, Melamine, Formply, CCA/ACQ treated pine)
Contains binding agents and coatings that restrict recycling.
Plywood, untreated chipboard, compressed recycled plastic boards.
In small quantities and with prior organisation, SmartRecycling can accept this at cost to customer.
4
Expanded polystyrene (EPS)
Cannot be recycled through on-site waste system. During move in and out it can break up and spread, becoming a source of contamination throughout the venue.
Cardboard padding and protection (e.g. honeycomb packaging).
EPS can be recycled through Styrocycle at cost to customer.
5
Laminated or plastic-coated chipboard / MDF
Contains plastic and coatings that restrict recycling.
Plywood, untreated chipboard, compressed recycled plastic boards.
Limited to no recycling pathways due to the composite nature of this material.
6
Any item (larger than 5x2m) that cannot be disassembled (Metal frames, Signage, Panels).
These items cannot fit in the on-site skips.
Items that can disassemble.
The items larger than 5x2m would require specialist equipment to break them down to size. This would be at cost to the customer.
7
Ridged PVC / foam signage
Cannot be recycled through on-site waste system and regularly only used once.
Paper / cardboard signage with printed messaging or multi-year fabric banners that are used ongoing.
Limited to no recycling pathways for this type of PVC.
Appendix C: Waste
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Appendix D: Vertical transport
V5.1
Lift locations
Appendix D: Vertical transport
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V5.1
Access and specs
Appendix D: Vertical transport
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