Book an Activation Pod

Council have created dedicated activation pods located at Box Hill Mall, Britannia Mall, Mitcham and Brentford Square Shopping Centre, Vermont for Whitehorse community groups, charitable/not-for-profit groups and activation teams to host and coordinate.

To book a hireable activation pod read through our Activation Pod Booking Guidelines ( PDF 165.73KB) before submitting your online booking.

Council will contact you within 7 working days to confirm your dates.

Activation pod information and locations

The pods are for hire by local community groups, charitable groups and activation teams.View photos of the pods before booking them.

Refer to the map for location of each pod and Risk Management Plan ( PDF 84.11KB) for booking requirements before requesting to book and completing the following online form.

Activation Pod booking form

Whitehorse Placemaking Register

For any enquiries contact activate@whitehorse.vic.gov.au

Activation Group

Name of group

Are you a Whitehorse City Council staff member?

Contact person

Contact number

Email address

Street address

Suburb

Eligibility

Are you a local community groups, charitable groups or activation team?

Yes

Do you offer membership to Whitehorse residents?

Yes

Is your group located in Whitehorse?

Yes

I have public liability insurance cover of $20 million

Yes

Upload a copy of your Public Liability Insurance

One file only.
100 MB limit.
Allowed types: txt, rtf, pdf, doc, docx, odt, ppt, pptx, odp, xls, xlsx, ods.

Declaration

I have read and understood the guidelines and confirm that I am an eligible applicant and will otherwise comply with all aspects of these guidelines.

You are not eligible to book the Kiosk.

Please review guidelines below.

Activation Details

Have you read, and do you accept our Activation Pod Booking Guidelines?

Select your answer

Read the Activation Pod Guidelines (updated November 2022).

Yes

Activation name

Activation booking type?

What is the purpose of your activation?

What are the activation goals?

Outline the steps or process required to deliver this activation?

How would you describe the noise level during your activity?

Examples:

Low: music from small portable speaker, singing without microphone
Medium: some noise via loud speaker
High: sound system, live music

Placemaking Risk Management Plan

Please review and agree to which risk hazards apply to your event.

To notify Council of further risks email activate@whitehorse.vic.gov.au

For the duration of an activation, eligible applicants must agree to the following and notify Council of more risks:

Manual handling

Hazard	Consequences	Control Measures
Including lifting, lowering, pushing, pulling, carrying	Bodily injury or back pain suffered by staff, volunteers and contractors	Trolleys may be used if required to transport equipment around site Heavy items are delivered as close to their point of use as possible

I agree

Slips, Trips, Falls and Knocks

Hazard	Consequences	Control Measures
Caused by wet or slippery ground, hazards such as electrical leads or uneven ground and sharp objects	Bodily injury or pain suffered by staff, volunteers, contractors and the public	Pod hirer/ community group inspection to identify patches of uneven ground and path Activities are undertaken during daylight hours Pod hirer/ community group will be encouraged to ensure no objects left in walk ways. Rubbish bins available within and surrounding the event site area All leads to be taped/ secured to ground

I agree

Accessibility access

Hazard	Consequences	Control Measures
Insufficient access and facilities for people with accessibility need	Potential risk of alienating or creating distressful situations for members of the public with accessibility needs	Ensure safe access for people with visual impairment or restricted mobility

I agree

Emergency vehicles access

Hazard	Consequences	Control Measures
Insufficient access for emergency vehicles	Potential risk to emergency access, causing delay in emergency response	Maintain access for emergency and delivery vehicles Ensure all activities are conducted in the boundary of the activation pod and not impede public space

I agree

Property and asset damage

Consequences	Control Measures
Potential for Public Liability Claims	Ensure provisions are provided to store goods & assets safely Ensure that sufficient staffing numbers are onsite to monitor participants and public Ensure pod facilities are maintained Comply to any written or verbal instructions from Council or relevant authorities

I agree

COVIDsafe and public health

Consequences	Control Measures
Potential risk of COVID-19 disease spreading	Check and act on latest Governement advice as per guidelines: https://www.coronavirus.vic.gov.au/ Ensure sanitizer is available and equipment is sanitised before and after use Enforce mask wearing and social distancing where possible Advice participants to stay home if they are feeling unwell

I agree

Waste management

Consequences	Control Measures
Potential risk of contamination or injury	Check availability of bins, ensure all waste is responsibly removed after event and activation pod is left clean

I agree

First Aid

Consequences	Control Measures
Risk of injury or illness	Have first aid kit available at all times during activation. Ensure kit is fully stocked. Check if any participants have other medical issues and a management plan. If medical emergency arises, call 000

I agree

Children's safety

Consequences	Control Measures
Potential harm to children engaging in activities	All participants must be aware of, and compliant with, the reporting requirements under the Commission for Children and Young People – Child Safe Standards Participants that engage children must show current Working With Children’s Check You can apply for a Working with Children’s Check

I agree

Does your activity involve engaging children?

Upload WWC certificate

You are required to upload valid Working with Children certificate/s. You can upload multiple documents as required.

Unlimited number of files can be uploaded to this field.
10 MB limit.
Allowed types: pdf, jpg, jpeg, png.

Dates Requested

Minimum 4 weeks advance notice required
Maximum 4 in total including weekend dates. If we are unable to secure your preferred dates we will liaise alternative dates with you
Council will contact you within 7 working days to confirm your dates
Council can offer extra bookings on a case by case basis. This is subject to approval. To enquire, submit your request in the text field below, explaining when and why you require extra bookings.

Which Activation Pod/s would you like to book?

Date 1

Choose your pod

Date 2

Choose your pod

Date 3

Choose your pod

Date 4

Choose your pod

If you select 'Not sure" as a preferred activation pod, a Council Officer will select an available pod for you based on your preferred location.

Extra bookings

Declaration

I confirm our project satisfies the Activation Pod Guidelines and the Risk Management Plan.

I hereby declare that my group/business is compliant with all necessary Council regulations and does not have any outstanding violations or cases pertaining to building, planning, health, local laws, or any other matters with the Council. Additionally, I declare that my group/business is compliant with all relevant government laws and regulations, including but not limited to taxation, fair work, and beyond, without any outstanding issues.

I agree

Declaration

I confirm our project satisfies the Whitehorse Placemaking Activation Guidelines.

Select the checkbox to confirm this is a valid submission.