Licence-check decision treeEasyStagecraft Module 4 · "do I need a licensed person for this?" · activity by activity · Victorian / national WHS framework
How to use. Before any production task, walk down the list and find the activity that matches. Each block asks the qualifying question; answer YES or NO leads you to the action. The answers are conservative — they default to "yes, you need the ticket" when the situation is borderline. The cost of asking is a phone call; the cost of NOT asking is a notifiable incident.
1 · Rigging — lighting, audio, scenic flown elements
Is anyone working at > 2m height to install / focus / strike fixtures or scenic elements?
YES — licence requiredWorking at Heights ticket (or equivalent) for anyone in a basket / on a bridge / on the fly grid / on a ladder > 2m. Rigging Intermediate or Advanced licence for any motorised lifting / counterweight load changes / structural rigging connections. Verify ticket before the work begins; copy on file in the production folder.
NO — operate as in-houseIf all rigging is from-deck or A-frame < 2m AND no motorised lifting, can be operated by trained crew with PM supervision. Workshop SWMS still required.
YES — licence requiredEWP Yellow Card (VicRoads accredited course, ~A$650, 1 day) for any EWP < 11m boom or < 2m scissor. WP licence (high-risk WHS licence) for boom > 11m. Both must be in-date — Yellow Card has 5-year currency, WP licence ongoing. Plus daily pre-use checklist (see ewp-pre-use-checklist.html in M01 pack).
NOThen no EWP work. If the rig requires height work, hire a ticketed operator or substitute the task.
3 · Electrical — patching, fixturing, distro work
Will anyone work on the dimmer rack, modify wiring, or change a fixture's internal lamp / driver?
YES — licensed electrician requiredA-grade electrician (or B-grade under supervision) required for any work inside the dimmer rack, distro modifications, fixture internal repairs, installation of three-phase outlets. Common school theatre items needing electrician: a new circuit, a permanent install, fixing a damaged distro lead, opening any sealed luminaire body.
NO — handled by trained crewDay-to-day patching, plugging fixtures into the rig, running cable, swapping a complete fixture between two known-good positions on a known-good circuit — fine for trained crew under PM supervision. AS/NZS 3760 in-tag testing remains a requirement regardless.
4 · Pyrotechnics
Will any pyrotechnic device be discharged during the show — gunshot, gerb, flash pot, confetti cannon > 200ml charge, smoke cookie, anything that emits sparks or flame?
YES — licensed pyrotechnician requiredTheatre Pyrotechnician licence (national, regulated by relevant state authority — Vic: Resources Regulator) is mandatory. Operator must be on site for the rig + every performance. Notification to MFB/FRV. Venue building manager written approval. SDS for any device. Default position: substitute with digital sound + strobe — Daniel's bet is you'll never miss it.
NOIf no pyro = no licensing issue here. Hard rule for schools: default no pyro unless a specific licensed operator is engaged AND the venue + fire authority have approved. Verbal "we'll just do a tiny one" doesn't qualify.
5 · Hot work — welding, grinding, soldering, open flame
Will any hot work happen during set build OR during the show (real flame, candles, etc)?
YES — Hot Work Permit + competency requiredWelding ticket (or certified supervisor) for any structural welding. Set-build welding typically routes through the school's existing maintenance trades. For on-stage open flame: venue building manager Hot Work Permit, extinguisher within 2m of the flame, SM has eyes on every cue. Default for candles + naked flames = LED substitutes. Document any real-flame decision in the risk register.
NOIf all flame is LED and all build is mechanical (no welding) — no hot-work licensing required.
Are you storing or using flammable / toxic substances in the production?
YES — SDS + quantity rules + storageFor each substance: Safety Data Sheet on file (request from the supplier). Quantity-of-day limits per the WorkSafe Vic Dangerous Goods guide. Locked / ventilated storage. For propane / LPG flame effects: additional gas-fitter sign-off + venue approval. For lithium battery banks (e.g. battery moving lights, mobile power packs): UN3480 / UN3481 classification rules apply for storage + transport.
NOAll-water-based paints, no solvents, no gas-fed effects — standard PPE + ventilation + SDS still required even for "low-risk" theatrical aerosols.
7 · Performance rights + AMCOS
Are you performing a copyrighted work (musical, play, song, dance choreography)?
YES — grand rights + mechanical rights requiredGrand rights (the performance licence): purchase from MTI (most musicals), Hal Leonard (some), ORiGiN Theatrical (AU plays), Music Theatre International, or the agent of the work. Mechanical / synchronisation rights (the recording): APRA AMCOS schools' licence + sync rights for any pre-recorded music with vision. Schools Music Licence covers most ad-hoc music use in school productions; verify with APRA AMCOS that your specific show is covered.
NO — original work onlyIf the work is wholly original (script + music written by your school) and you have rights from all contributors in writing — you're fine.
8 · Streaming a performance
Will you stream / record + distribute any performance?
YES — streaming rights required separately from performance rightsPerformance rights and streaming rights are SEPARATE. MTI and similar agents charge a per-show streaming fee on top of the performance licence. Some titles aren't licensed for streaming at all. Default position: ask the agent in writing when you licence the work, before you build a streaming budget. Don't assume.
NOIf you're not streaming, you only need the performance licence. But: even archival recording for internal use can technically require permission — check the licence terms for "archival recording" clauses.
9 · Working with children — adults on site
Will any adult (contractor, parent volunteer, casual crew) have routine contact with students at the venue?
YES — WWCC requiredWorking with Children Check (Victoria: WWCC volunteer or employee category as appropriate). National equivalents apply in other states. Verify the WWCC number against the public register; verify expiry. Maintain a log (wwcc-volunteer-log.html in this pack). Contractor staff need it too — get it before they walk on site, not after.
NOIf the adult is only on site for transient delivery (e.g. courier dropping equipment at the dock, supervised by school staff) — WWCC not required, but still log their attendance.
10 · Food + drink prep / handling — backstage
Will you serve food backstage / front-of-house / at a cast party run by the school?
YES — food safety + (sometimes) RSA requiredFood handler certificate (Vic: Do Food Safely free online) for anyone serving food. RSA (Responsible Service of Alcohol) for anyone serving alcohol — even at a cast wrap party if the school holds the licence. Notify the school's food safety lead; some councils require notification of one-off catered events.
NOBYO snacks not served = no formal food handling. Still good practice: nut-allergy notification, no shared open food, refrigeration check.
The escalation prompt
If you read a row and aren't sure — that's the signal. Email the principal + business manager with the row name and your specific question. The right answer is always more conservative than you'd guess. The wrong answer is whatever the contractor's rep tells you "should be fine".