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Filming Permits FAQs
Do I need a permit 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 a permit 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.
Do I have to pay a fee to film in the city?
A standard fee is applied 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.
How much notification should I give Whitehorse City Council of filming activities?
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.
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.
Do I need to notify businesses and residents of the filming?
Yes. Pending approval of a permit, 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.
What does my site plan need to contain?
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.
Do I need to submit a risk management plan?
Yes. 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.
Do I need a health services permit?
Any filming activity that involves catering requires a permit to ensure it complies with the requirements of Council's Environmental Health Unit. Guidelines can be obtained from:
Whitehorse City Council
Environmental Health Unit
Locked Bag 2
Nunawading VIC 3131
Phone: 9262 6197
Email: environmental.health-admin@whitehorse.vic.gov.au
Do I need to provide a schedule of activities?
Yes. A full schedule or running sheet should be submitted that includes a chronological order of activity, including times, activity and responsible persons.
Do I need a location manager for filming?
Yes, for the purpose of finding the location of filming and providing the key liaison point between Council and the production company.
Do I need to submit traffic and pedestrian management plans?
Yes, 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.
What do I do if some of the details of the filming change after I have been granted a permit, 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
Fax: 9262 6490
Email: ard.admin@whitehorse.vic.gov.au
What happens if the location is requested by another applicant?
The application submitted first will receive priority.
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.
When and how is payment required for a permit?
Payment is required prior to a permit being issued. The Administration and Events Officer will advise the process of payment once all other documentation has been received and approved. Payment methods are BPAY, credit card (Mastercard or Visa) over the phone or the internet, by mail, and in person at Council's Services Centres.