Permitted activities

Permits are more likely to be issued if the proposed activity:

• Is safe and legal
• Is not likely to substantially limit the experiences and enjoyment of the plantation for visitors or other operators
• Does not cause an unacceptable impact on natural or built environment assets
• Is compatible with the location and timing of other activities already planned or expected to occur
• Does not request access to areas normally limited to forest operations or closed for other reasons
• Is proposed to be conducted or portrayed in a way that is generally permitted and appropriate, and
• Is applied for with adequate time (at least 30 days) to assess the Permit application.

Activity Plan

Permit applicants must provide an Activity Plan that considers the following:

• Overview e.g. participant numbers, cast and crew numbers, temporary structures, waste management, bathroom facilities, lighting, power (generators?), audio visual, any pyrotechnic or special effects
• Schedule or Run Sheet – including pre and post activity conducted within the plantation
• Traffic Management – including parking, vehicle management, use of vehicles
• Emergency Management – including first aid, evacuation procedures
• Communication – e.g. briefings, equipment (UHF radio), any notifications to residents /stakeholders
• Community value – value of event to community e.g. participation; use of local service providers (catering etc.)
• Map showing ‘proposed area for use’ – the location and/or route of the proposed activity
• Risk assessment and procedures for managing risk

The Activity Plan may consist of one or multiple documents.

Further health & safety obligations

Prior to commencing any event or activity the Permit Holder must: 1) Inspect the ‘proposed area for use’ to ensure you are satisfied the area is safe to conduct your activities, and 2) Ensure that risks to health and safety are eliminated or reduced as far as reasonably practicable.

Whilst on HVP land you are responsible for safety in the ‘proposed area for use’ specified in the Application Form and you must ensure that you, your employees, agents, servants, contractors, subcontractors and their workers comply with all relevant provisions of the Occupational Health & Safety Act 2004 (Vic) and any regulations, guidelines or codes of practice issued thereunder.

Insurance

The Permit Holder must demonstrate evidence of public liability insurance for no less than $20,000,000, and Work Cover insurance where applicable. The insurances must cover HVP, the Permit Holder and all sub-contractors employed by the Permit Holder in relation to the activities documented under the permit.

The insurances must be effected with a reputable insurer and must be maintained until the Permit activities have been completed.

HVP should be listed as an interested party.

Financial

Most permits will attract a fee; the fee will be reflective of the type of activity, the duration, participant numbers and the Permit Holder’s status as either a community or commercial operator.

• All fees are due within 14 days of invoice date.
• HVP will not consider your application if you have any outstanding fees.
• You agree to reimburse HVP, on request, for any damage attributable to your activities.

Access

The Permit is non-transferable and valid until the ‘end date’ specified in the permit letter, unless otherwise agreed in writing by the parties.

HVP may cancel or suspend the Permit at any time for safety, fire, conservation or operational requirements. All access is revoked on days of Total Fire Ban or HVP Forest Closures. Monitor HVP’s Facebook page or contact the HVP staff member nominated in your permit letter for notification of any relevant closures.

The Permit Holder must produce the Permit and supporting documents on request of a HVP staff member.

Behaviour

You are responsible for your own safety and those in your care. The Permit Holder must ensure all who enter HVP land under the Permit adhere to the terms and conditions of the Permit.

Forest operations worksites

STOP – DO NOT ENTER!

Members of the public (including Permit Holders) must remain out of worksites. Worksites are set up for operations such as harvesting trees, roadworks, planting, fertilising, controlling weeds and maintaining firebreaks. These sites are designated on roadways with the use of safety signs.
Stop and turn around at the worksite signs. Hazards in worksites include heavy machinery, falling trees, rolling rocks, projectile debris, and other hazards that could seriously injure or kill you.

Life Protecting Rules

As part of HVP’s commitment to protecting the health and safety of HVP employees, contractors and visitors it has developed LIFE PROTECTING RULES which describe specific behaviours which if breached may put your life and the life of others at risk.

STOP and ACT on unsafe behaviour; if you observe a breach of a Life Protecting Rule you must take action immediately.

If you breach a Life Protecting Rule you may be asked to leave HVP land.

I will follow these life protecting rules;

• Always isolate energy sources before working on vehicles, plant and equipment.
• Never tamper with or override safety features on vehicles, plant or machinery.
• Always keep the required safe distance from hazardous operations.
• Always wear a seat belt when driving or operating a vehicle or machinery, where fitted.
• Never work under the influence of drugs or alcohol.
• Never use a hand-held mobile phone while driving a vehicle or operating machinery.

DO

Be aware of fire risk

• Be aware that permission to enter HVP land is automatically revoked on days of Total Fire Ban or during a HVP Forest Closure, or on a day when extreme weather is forecast such as gale force winds, hail storms, flooding or snow falls.
• Report any fire on or near HVP land to 000.

Protect the Environment

• Take all your rubbish with you when you leave.
• Report any fuel leaks or oil spills.

Follow general conditions

• Report all suspicious activity or dangerous behaviour.
• Wear and use appropriate protective equipment accepted as standard for your activity.
• Follow the accepted standard safe operating procedures for your activity.
• Report near misses, incidents and all accidents to HVP.
• Note that surveillance cameras are installed throughout HVP land to ensure the safety and security of people and property.

Use roads responsibly

If your permit includes the use of vehicles:

• Drive at a safe speed on formed, gravel roads only. I.e. not on firebreaks or through plantation stands.
• Ensure your vehicle is registered, in sound mechanical condition and free of noxious weeds, soil contaminants and leaking oil and fuel.
• Ensure drivers are licensed and everyone wears a seatbelt.
• Park safely away from streams and drainage lines without obstructing traffic flows or operations.
• Remember, these are working plantations – Watch out for log trucks and forestry operations, observe road conditions and drive accordingly.
• If possible have a working UHF radio for communication and follow the Communications Protocol for HVP Land.

Do not

DO NOT CONDUCT ACTIVITIES YOU ARE NOT PERMITTED TO DO.

Certain activities are only permitted on HVP Land with specific written authorisation. Unless explicitly requested and assessed as part of the activity plan, and identified in your permit letter, the following activities are not permitted:

Driving of vehicles off formed roads, such as on firebreaks

Allowing general public access or spectators as part of the activity

Cutting or removing firewood

Destroying or removing flora or fauna (including mushroom foraging and fishing)

Shooting or hunting (carrying or using firearms or projectile weapons)

Lighting of fires

Camping / overnight stays

Building trails

Operating drones/UAV, and

Accessing HVP land outside daylight hours.

This Permit does not allow:

Motorised activities such as motorbike or motocross riding

4WD touring, or

Consuming alcohol or illegal drugs.

DO NOT CAUSE FIRE RISK BY:

Lighting a fire on HVP land, or

Smoking on HVP land.

DO NOT DAMAGE THE ENVIRONMENT BY:

Destroying or removing any flora or fauna

Letting toilet waste enter waterways, or

Carrying chemicals or dangerous goods or anything which is lethal or dangerous to humans, flora or fauna.

Fire Protection Guidelines for Forest Operations

HVP has a mandate to consider the serious risk fire poses in our plantations and forest areas as well as the safety of our staff, contractors and public during times when weather conditions pose a risk if a fire were to ignite on or adjacent to our land. A decision to close our plantations is informed by our Fire Protection Guidelines for Forest Operations and the Forest Fire Danger Index (FFDI).

The activities planned under this permit may be impacted by our decision to close the plantations and forest areas on high risk fire days and HVP may cancel or suspend this permit at any time for safety, fire, conservation or operational requirements.

Fire prevention requirements apply

All management related vehicles must carry a minimum of a 1kg ABE fire extinguisher.

If you are proposing to use a generator that discharges exhaust into the open air it may not be used unless:

• the exhaust pipe is fitted with a spark arrester which complies with the Australian Standard
• the space immediately around and above the engine is clear of all flammable material to a distance of 3 metres, and
• a person who has the capacity and means to extinguish a fire is in attendance at all times

The site organiser must have adequate mobile phone or radio communications to alert emergency services (000) and HVP to any fire detected.

Forest Operations Restriction Period

The Forest Operations Restriction Period commences on 1 December each year or earlier if the fire danger period has been declared by the CFA in the District, and the following applies on all HVP land:

• When the HVP Forest Operation Restriction level D is forecast, any generators or gas BBQs must cease operation by 12:00 hrs.
• When the HVP Forest Operation Restriction level E or F is forecast, the plantation will be closed and the planned activity will not be permitted to proceed.

It is the Permit Holder’s responsibility to contact the local HVP representative nominated in the permit letter to be advised of what the forecast Forest Operation Restriction level is prior to the scheduled access dates. The level may change up until the evening before the planned access date/s.

Warranty & indemnity

The Permit Holder acknowledges that accessing HVP land may be dangerous and releases HVP its officers, employees, agents and contractors from, and agrees that HVP is not liable for, any liability, loss or Costs in connection with:

• the Permit Holder’s access (and that of any members of the permit group) to HVP land, including damage, loss, injury or death to any person or any thing (including in connection with theft or assault), except to the extent caused or contributed to by HVP’s gross negligence or default;
• anything HVP is permitted or required to do; or
• the Permit Holder’s access (and that of any members of the permit group) not complying with any law or the requirements of any authority.

You the Permit Holder (and any members of your permit group) indemnify HVP its officers, employees, agents and contractors against any action or demand, and agree to reimburse and compensate HVP for, any liability, loss, costs, arising from or in connection with any act, omission, negligence or default by you during your access to HVP land including in connection with liability under Part IVAA of the Wrongs Act 1958 (Vic) except to the extent that such action or demand is directly caused or contributed to by the default or gross negligence of HVP its officers, employees, agents and contractors.

Your privacy

HVP will collect and maintain information about you in accordance with our privacy policy available here.

The above conditions are for your safety and we appreciate your co-operation. Please enjoy your visit and remain safe.