TRANSPORT HANDBOOK:
VOLUNTEERS, STAFF & CONTRACTORS
DOCUMENT MUST REMAIN IN THE VEHICLE AT ALL TIMES
This policy outlines the obligations, safety requirements, usage guidelines, driver licensing, fuel and fuel card procedures, toll management, fine responsibilities, and the process for reporting issues and accidents related to the use of motorised vehicles by volunteers, staff and contractors during the event.
1. OBLIGATIONS
• All volunteers, staff and contractors driving a motorised vehicle must comply with this policy and any relevant traffic laws and regulations.
• All volunteers, staff and contractors are responsible for the proper use and care of motorised vehicle assigned to them.
• Only authorised volunteers, staff and contractors are permitted to operate motorised vehicles.
2. GENERAL VEHICLE CONDITIONS
Definition: “Vehicles” include all service vehicles, utes, trucks, golf carts, and other motorised vehicles.
ACCESS & IDENTIFICATION:
• Must display a Service Vehicle Access Tag/Sticker at all times.
• Entry only through designated gates (A, B, C, T) as listed on the access tag. [Please refer to the Internal Traffic Plan]
• All occupants must have a valid Avalon Airshow 2025 Badge.
SECURITY & PARKING:
• Security checks will be conducted at entry and randomly onsite—allow extra time.
• Stop at entry gates and show all badges to security.
• Park in designated onsite areas; if no designated spot, use external parking.
• Reverse into parking bays for better visibility on departure. If available, use a spotter.
SAFETY & DRIVING RULES:
• Safety is the top priority. All volunteers, staff and contractors must always operate vehicles safely and responsibly.
• Follow speed limits, signage, and local instructions.
> Within 15 metres of an aircraft 10km/h
> Taxiways & apron areas designated as crossovers 20km/h
> All other areas walking pace
• Walking pace only in pedestrian or crowded areas.
• Pedestrians and Aircraft always have the right of way—stay alert.
• Avoid distractions such as using mobile phones, social posts and using radios while driving. Hands-free devices should be used if necessary.
• Keep your entire body inside the vehicle to avoid injury.
• Drivers must hold a valid driver’s licence required for the class of vehicle being driven and operate from the driver’s side only.
• Seat belts must be worn when the vehicle is in motion.
• Do not overload vehicles—no more passengers than available seats. (Golf carts: max 2 per bench seat.)
• Passengers must remain seated and hold onto handrails while the vehicle is moving.
• No overtaking permitted.
• Avoid sudden starts, stops, or sharp turns to prevent injuries and vehicle damage.
• Reduce speed in poor driving conditions to maintain control.
• Do not operate if under the influence of alcohol, drugs, or medication.
• Do not leave keys in unattended vehicles.
• Do not allow anyone to stand in front of or behind a moving vehicle.
• Vehicles may not operate at night unless fitted with working headlights.
• Do not block doorways, roadways, or move/cross safety barricades.
These rules ensure safety, security, and smooth operations at the Airshow.
3. USAGE
• Motorised vehicles are to be used solely for event-related activities unless approved by an AMDA representative.
• Park vehicles in designated areas only (see locations on map), locked when not in use and keys removed.
• If the keys are lost, the assigned driver is responsible for the replacement cost.
• Report any maintenance issues or damages immediately to the Transport Coordinator and / or Event Crew Supervisor.
• DO NOT drive, stop or park within 3 metres of an aircraft
• DO NOT drive, stop or park within 15 metres of aircraft wing vents or refuelling equipment, when aircraft is being refuelled
• DO NOT park within 2 metres of an Airside or 3 metres of a Landside of any Airside / Landside boundary fence
4. DRIVER LICENSING
• All volunteers must hold a valid driver’s licence appropriate for the type of vehicle they are operating.
• Volunteers, staff and contractors must provide a copy of their driver’s licence to SIXT / or Transport Coordinator prior to operating any vehicle.
• Where a driver’s licence may be suspended or revoked, immediately Transport Coordinator. The driver must NOT continue to drive the vehicle.
5. DRIVER DECLARATION
All drivers must acknowledge and confirm the following before operating any motorised vehicle at the event:
• I declare that I do not have any illicit or prescription drugs or alcohol in my system that may impair my ability to drive.
• I declare that I have all current valid licences & certifications to operate this vehicle.
• I declare that have had an adequate rest break prior to commencement of my shift.
• Anyone driving a SIXT hire vehicle must be 25 Years and older.
6. ONSITE BUGGY FUEL CARD
• For Golf Buggies and UTV’s issued onsite, once your licence has been signed off, you will receive an onsite Fuel Card for refuelling.
• This is not transferable and will be allocated to each specific asset.
• You will be able to refuel at the Fuel Bowser from 0700 – 0800 each day. The Fuel Bowser is located through Gate B in the Fuel Compound.
7. OFFSITE VEHICLE FUEL CARD
• Each vehicle will be assigned a specific fuel card to utilise and refuel offsite. This is aligned to key department.
• Volunteers, staff and contractors must refuel vehicles as needed at APCO key locations [ at the back of this handbook] and ensure fuel levels are adequate for event operations.
• The fuel card for refuelling only. Please keep receipts in envelope provided and report any issues with the fuel card to the Transport coordinator.
8. TOLL PASSES
• All SIXT hire cars will have any tolls fed back through via to the account. No requirements for day passes or online payments.
• These will be on charged back to each department.
9. FINES
• Volunteers, staff and contractors are personally responsible for any fines or penalties incurred while operating motorised vehicles. These could be parking tickets, traffic and / or safety violations.
10. QR CODE: VEHICLE DRIVER REGISTRATION
• All drivers must scan the vehicle’s QR code each time they take the wheel.
• This helps us maintain a clear and accurate record of who was driving at any given time
11. INTERNAL SERVICE ROUTES
For safety and compliance, all drivers must follow designated access routes and service road guidelines. Non-compliance may result in loss of vehicle privileges.
• WorkSafe Compliance: Vehicles (including buggies) must remain separate from pedestrians. A hi-viz spotter is required in pedestrian areas, and speeds must not exceed walking pace.
• Public Day Restrictions: No vehicle movements (including buggies) are allowed while the Airshow is open to the public, except for emergency, pre-approved essential service, and VVIP vehicles.
• Approval & Enforcement: Pre-approved vehicles must follow set routes. Requests for exceptions must go through the EOC (03 4224 3144, Ext. 144) Failure to comply may result in credential revocation.
• These rules ensure the safety and security of all at the Airshow.
ACCESS TIMES - TRADE DAYS
Tuesday, Wednesday, Thursday, Friday AM – No time restriction (Access will be dependant on volume of pedestrian traffic)
ACCESS TIMES - PUBLIC DAYS
FRIDAY NIGHT
General Air Show Site
Service Vehicle & Golf Cart Access
Exhibition Pedestrian Zone
Permitted Service Vehicle or Golf Cart Access
TOTAL MOVEMENT BAN
on the entire Air Show Site for ALL Vehicles including Golf Carts during pedestrian exit phase (with the exception of areas designated as operational Air Show aprons and taxiways)
SATURDAY AND SUNDAY
General Air Show Site
Service Vehicle & Golf Cart Access
Exhibition Pedestrian Zone
Permitted Service Vehicle or Golf Cart Access
TOTAL MOVEMENT BAN
on the entire Air Show Site for ALL Vehicles including Golf Carts during pedestrian exit phase (with the exception of areas designated as operational Air Show aprons and taxiways)
Access Times: BEFORE 1100 and AFTER 2100 (or 30 minutes after flying display concludes)
Access Times: BEFORE 1100 until 30 minutes after the flying display concludes
TOTAL MOVEMENT BAN TIMES: From 1100hrs until 2100hrs.
Access Times: BEFORE 0800 and AFTER 1800 (or 30 minutes after flying display concludes)
Access Times: BEFORE 0900 until 30 minutes after the flying display concludes
TOTAL MOVEMENT BAN TIMES: From 0900hrs till 1800hrs.
• VVIP Vehicles: Only those with event organiser approval and a VVIP sticker are permitted access during designated hours. Emergency servicing requires EOC authorisation
• Service Vehicles: Must follow designated access routes (see Traffic Access Plan).
• Exhibition Pedestrian Zone: Access is restricted based on pedestrian volume. Entry requires approval and a hi-vis spotter walking ahead at walking pace.
• Golf Carts: Must park in designated bays and follow Golf Cart Route Plan
12. ISSUES & ACCIDENT REPORTING
Report any issues, accidents, or incidents involving motor vehicles immediately to the EOC [ Event Operations Centre] via (03) 4224 3144 / Ext. 144
Post logging with the EOD - please report any incident / accident via the LEV8 incident QR Code.
GOLF CART CHARGING LOCATIONS
• Chalets x 15 Charging Stations
• Executive Business Units x 15 Charging Stations
• Defence Business Unit x 6 Charging Stations
These are operational 24/7.
APCO FUEL STATION KEY LOCATIONS
• North Geelong : 343 Thompson Road, North Geelong 3215, VIC
• Lara : 5 Mill Road, Lara 3212, VIC
• Waurn Ponds : 250 South Valley Road, Highton 3216, VIC
• ALL 3 ABOVE LOCATIONS OPEN 24/7
