Whitehorse City Council

Filming Applications - FAQs

> Do I need approval from Council to conduct filming or a photo shoot in the City of Whitehorse?
> Do I have to pay a fee to film in the city?
> How much notification should I give Whitehorse City Council of filming activities?
> Do I need public liability insurance?
> Do I need to notify businesses and residents of the filming?
> What does my site plan need to contain?
> Do I need to submit a risk management plan?
> Do I need a health services permit?
> Do I need to provide a schedule of activities?
> Do I need a location manager for filming?
> Do I need to submit traffic and pedestrian management plans?
> What do I do if some of the details of the filming change after I have been granted approval, for example due to weather conditions or personnel availability?
> What happens if the location is requested by another applicant?
> Can I move infrastructure in the parks and gardens?
> When and how is payment required for a filming permit?

 

Do I need approval from Council to conduct filming or a photo shoot in the City of Whitehorse?
Yes. Anyone conducting filming or a photo shoot for a commercial purpose, public exhibition or as part of a course conducted by a tertiary institution must obtain approval from Whitehorse City Council for the use of a public space. This ensures that your activity is conducted in accordance with the safety and amenity regulations of Council and a record of activities is also maintained.

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Do I have to pay a fee to film in the city?
Standard fees apply for filming in the City of Whitehorse limited to those areas under the Council's jurisdiction. A lower fee applies to commercial stills photography.

There is an initial charge for the first day of filming for any one project. A daily rate applies for any subsequent days. The phrase 'any one project' relates to one feature film, one television commercial, one season of a television series or one season of a television serial. A fee waiver also applies in various situations. Visit the City of Whitehorse Filming and Stills Terms and Conditions for further information on fees.

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How much notification should I give Whitehorse City Council of filming activities?
Low Impact Filming : Applications must be received at least two business days prior to intended filming date.

All other filming : An application for filming that does not have any impact on the flow of traffic (or no significant pedestrian impact) must be submitted to Whitehorse City Council 10 business days before the intended date of filming. Applications that require traffic management plans or propose that filming activity occurs between midnight and 6am should be submitted 15 business days before filming.

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Do I need public liability insurance?
Yes. Council must be fully indemnified against any claim laid against it, either by members of the public or persons engaged in any activities associated with the event who, as a result of the activities, suffer personal injury, property damage or financial loss. The applicant shall submit a Certificate of Currency to the value of at least $10 million for public liability cover that includes acceptance of liability for the proposed activity.

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Do I need to notify businesses and residents of the filming?
Yes. Pending approval of an application, filming applicants are required to notify all businesses/residents and key stakeholders affected by your activity. This should be done in writing, with a draft copy of the letter being approved by Whitehorse City Council before distribution.

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What does my site plan need to contain?
Where applicable your site plan should contain full details of all infrastructure to be used as part of the activity such as track and dolly; cranes; scissor lifts; lights; pedestrian access; toilets; signage; security; electrical cables; power outlets; and litter minimisation.

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Do I need to submit a risk management plan?
Yes (with the exception of Low Impact Filming applications) a risk management plan must be submitted to Council for all filming activities.
It must include:

  • identification of any risks
  • measurement of the risks
  • the proposed management of those risks.

Please refer to the following Risk Management document for an example of the documentation that must be submitted in accordance Whitehorse City Council standards.

You need to provide Council with the name and qualification of the safety officer on location. This is done through the online application process.

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Do I need to provide a schedule of activities?
Yes (with the exception of Low Impact Filming applications) a full schedule or running sheet should be submitted that includes a chronological order of activity, including times, activity and responsible persons.

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Do I need a location manager for filming?
Yes (with the exception of Low Impact Filming applications) for the purpose of finding the location of filming and providing the key liaison point between Council and the production company.

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Do I need to submit traffic and pedestrian management plans?
Yes (with the exception of Low Impact Filming applications), if your filming/photography activity affects any road or pedestrian access area, you will be required to develop and submit traffic and pedestrian management plans. These plans must outline your objectives and strategies for managing the proposed activity, in accordance with Australian Standards AS/NZS 4360:1999.

If you do not meet the Low Impact Filming criteria and are undertaking any filming activity involving a road or footpath you may be required to obtain temporary full or part road closure consent. Please contact our Transport Engineering department on 9262 6536 to discuss.

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What do I do if some of the details of the filming change after I have been granted approval, for example due to weather conditions or personnel availability?
You must contact Council immediately to ensure that this change does not impact any other activities that may be occurring in the area of filming. Council will then confirm in writing whether the change has been approved. Please contact the Administration and Events Officer in the following ways:

Phone: 9262 6352
Email: ard.admin@whitehorse.vic.gov.au

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What happens if the location is requested by another applicant?
The application submitted first will receive priority.

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Can I move infrastructure in the parks and gardens?
All decisions relating to park infrastructure must be approved by Council's Parks Planning and Recreation and ParksWide Departments. In this instance, the Administration and Events Officer will liaise with these departments on your behalf.

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When and how is payment required for a filming permit?
 Payment for low impact filming applications is required at the time of submission. All other filming applications will be invoiced and must be paid by the due date provided. Payment methods for invoiced applications are BPAY, credit card (Mastercard or Visa) over the phone or the internet, by mail, and in person at Council's Services Centres.

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