Pre-application engagement guidance

Pre-application engagement requirements

Pre-application engagement is to be conducted before applying for an EPA permission. Engagement raises awareness about your proposal. It provides:

relevant information the community needs to understand it
opportunities for community members and stakeholders to give feedback.

Allow time for engagement before your application is submitted to EPA.

Pre-application engagement helps:

raise awareness about your proposal
identify, address and resolve any issues with your project design
reduce the number or complexity of matters EPA must assess
support community to make informed submissions or comments during EPA’s assessment period
build your social licence to operate, if we grant a licence or exemption.

Engagement is most actionable at the earliest stages of planning and development. Engagement can yield benefits throughout the project cycle and into operations.

All Development Licences (DL) and DL exemption applications must include a report on your engagement activities. Without a report, your application is incomplete, and we cannot assess it. A report is required even if you have not conducted engagement. In these circumstances you should use the guidance below to help explain to us why you have not conducted engagement.

Notify relevant community members and stakeholders

Identify community and stakeholders that may be affected by your application.

To build and raise awareness of your application:

first identify potentially impacted or interested community members and stakeholders. See stakeholder mapping template below.
ensure you include vulnerable members of the community such as older Victorians, people with a disability or those who speak English as a second language.

Examples of community and stakeholders include, but is not limited to:

fence line and surrounding neighbours
local and wider residents and communities
local and wider community groups or associations, including environmental groups
local businesses and industry
culturally and linguistically diverse (CALD) communities. Those who need information in their first language to understand the proposal
relevant government agencies, including local government
other organisations providing essential services such as water and energy utilities.

We recommend finding out how community would like to:

be engaged
receive information about the proposal.

This will help decide what engagement methods will encourage the most participants.

You must also consider the rights and interests of Traditional Owners.

There are many ways to identify communities, stakeholders and rights holders, including:

surveying the local area
contacting your regional EPA office or relevant council
accessing available data sets such as Australian Bureau of Statistics
identifying Traditional Owners
using local contacts and networks
stakeholder mapping.

See Appendix for further information.

You can download and use the Stakeholder mapping template:

Engagement guidance - Stakeholder mapping

Other 3.31 MB

Notify community members and stakeholders about your proposal. Notify them as early as possible to allow time to receive their feedback. Use direct notification and publish information for the wider community.

Direct Notification

Notify those adjacent to the site using direct communication methods, such as:

direct mail
letterbox drops
door knocks
phone or SMS (if contact details available).

Direct communications should outline the key aspects and risks of your proposal. They should explain how more information can be obtained. The appropriate range to target direct notification will depend on factors such as the:

nature of the activity/industry
potentially impacted areas
population density
likely community interest/concern
location of the proposed activity:
- determine distance for direct communication by consulting state of knowledge for the activity. For example, consult the recommended separation distance or landfill buffer distance guidelines.
- consider relevant location factors:
  - locale (rural/urban)
  - population density
  - nature of the nearest areas (commercial/industrial/residential)
- Proponents should demonstrate that notification reaches community members:
  - likely to be impacted or
  - have interest in the proposal.

Proposals with a surface water discharge must notify upstream and downstream users of impacted reaches.

Published information

Publish relevant and accessible information about the proposal.

This allows the wider community to be made aware of the proposal. Methods of publishing may include, but are not limited to:

social media advertising
community newsletters
local newspapers
social media and boosted posts for geo location targeting
project newsletter
public notice boards
public/local/community radio and television.
your company website or dedicated project webpage.

Ensure communication materials are easy to read and understand.

Examples of accessible communication include, but are not limited to:

writing your information in plain English. Use direct, simple language, minimising technical jargon and using short concise sentences.
an executive summary including the key aspects and risks of your proposal
using images, videos, renderings, diagrams and infographics, which support visual learning.
providing access to more detailed and technical material. for those who want to better understand the proposal. For example:
- on your project webpage
- hard copy documents. Provide these at engagement activities, local libraries or other community facilities.

Provide translated material for relevant communities.

Consider who makes up the community (as per identification step above). Who may be affected by your proposal? If there is a large population of local CALD residents, we recommend translation of materials. See below for further resources.

Give as much time as possible for your communication to reach your audience. Allow time for feedback.

The period of notification should be scaled to the nature of your proposal

the level of risk
the design related to the proposal
the scale of the proposal
possible community interest.

All of these will be relevant. Allow at least 3 months for engagement. You will need enough time for your business to:

raise awareness and understanding about the proposal
receive feedback
respond to community and stakeholder feedback
make any changes to your application based on feedback.

Invite feedback on your proposal in your communications.

Include information about:

how a person can provide feedback
how you will consider feedback
ways they can engage with you about the proposal
where to find more information.

Provide information to community members and stakeholders

Information provides the foundation for engagement. Provide information to community members and stakeholders about your proposal.

Relevant information may include:

what is proposed
the location and timing of your proposed project
how you propose to design and build it – a roadmap for the project
The regulatory approvals required to proceed with the proposal and their current status.
when is the proposed timeline for the project, including:
- key stages and decision points
- regulatory and planning approvals required to proceed with the proposal
- current status of approvals

Outline potential impacts from your proposal on the local area.

Relevant information may include:

any risks of harm to human health
any risks of harm to the environment
benefits of the proposed project
proposed measures to eliminate or reduce risks from pollution and waste
details about environmental controls and how they will work
parts of the proposal that can and cannot change
how they can get more detailed information about the proposal.
Accessible information. This should be provided to help community members assess how a project may affect them.
the proposal’s compliance with:
- Environment Protection Act 2017
- Environment Protection Regulations 2021
- Environment Reference Standards
- other applicable legislative frameworks.
justification for chosen measures. Why have these been selected over other viable alternatives? Provide reference to best available technologies and reasonably practicable.
a description of how environmental performance will be monitored and recorded
information sources used in the proposal
information about engagement opportunities
information about the further opportunity to submit comments during the Development Licence assessment. This will happen if EPA accepts the application for assessment.
Relevant information about scope one and scope 2 greenhouse gas emissions.

The above information will be required in your application. Providing a draft version of your DL application is an alternative option.

Opportunities for engagement on your proposal

Provide engagement opportunities for community members and stakeholders to:

understand your proposal
give feedback.

Use suitable methods of engagement that provide participants a chance to ask questions and receive answers.

Use easy-to-understand informational materials such as:

posters
timeline
fact sheets.

You may also need to provide translated written materials (as above).

Engagement methods should suit:

the community's profile
the project's risk profile.

Engagement goals, levels and methods should be appropriate for the project. Varying engagement approaches may be needed for different stakeholders. See IAP2 engagement spectrum.

Engagement opportunities should suit the diversity of the community and their availability. Offer engagement formats that will support greater participation. Consider offering engagement:

at varied times
in-person and online
in culturally appropriate formats.

There are many different types of engagement activities you could consider. Some of these include, but are not limited to. See below for further description):

information sessions (in-person or online)
webinars
open house
public meetings
public displays of project materials, including information, diagrams, maps etc.
community reference or advisory groups
stakeholder meetings
field days or fairs
pop up information booth or shop
site tours
workshops
focus groups.

Ensure venues used for engagement are accessible to disabled people. Additional support for your engagement activities may include a hotline or phone-in opportunities.

Some people may not be able to attend or uncomfortable asking questions. Ensure you provide ways for people to give written feedback on your proposal, such as:

your email address
company website
online engagement portal
survey
postal address.

The purpose of any engagement activity should be made clear to participants.

Be clear about how much influence participant’s feedback may have on your project.

Be clear about what parts of the proposal are negotiable and non-negotiable. This requires reflecting on the level of engagement you can provide. Consider that based on the IAP2 engagement spectrum.

There will be aspects of your project that are fixed or required by law. However, community members will expect their comments and concerns to be seriously considered. If people cannot influence aspects of your proposal, it is not engagement

Respond to feedback received during engagement

Respond to community and stakeholder’s feedback within 3-4 weeks of engagement activities. Let people know:

your response to feedback received on your proposal
any action or undertakings you have made/will make in response to the feedback
next steps for the project.

Ensure you de-identify individual feedback provided when reporting back to community.

Report on completed communications and engagement activities

Prepare a written report on community and stakeholder engagement.

Provide the report to us as part of your DL or exemption application. It will be published on our Engage Victoria page with your completed DL application.

If no engagement is conducted, you must still prepare a report. The report should detail:
- your stakeholder identification
- the reasons why you concluded no engagement was appropriate.
You may use the template provided below or your own. However, please ensure the same headings are addressed.
Community engagement plans developed under the
- Mineral Resources (Sustainable Development) Act 1990
- Mineral Resources (Sustainable Development) (Extractive Industries) Regulations 2019 and relevant guidelines can be used for this purpose.

You may provide your own or download this community and stakeholder engagement plan/report template:

Engagement guidance - Plan report template

Other 4.55 MB

In the community and stakeholder engagement report, demonstrate that you have:
Notified the community, including:

a profile of the local and wider community and how your proposal may affect them
how you identified community members relevant to your proposal
when and how you notified community members about your proposal.

Provided opportunities for engagement, including:

a list of completed engagement activities and methods used
key dates of when engagement activities took place
the information and documentation provided to participants
if no engagement was conducted, explain why.

Responded to community and stakeholder feedback, including:

a summary of the main themes and issues raised from community and stakeholder feedback
any written feedback received
an outline of how you have considered and responded to this feedback in your application
information about any further engagement with community about their feedback.

Provide a register of community members and stakeholders:

who were notified about the application
who participated in engagement activities
Key concerns or themes raised
Contact information if they have consented.

You may provide your own register or use this Stakeholder engagement register template:

Engagement guidance - Pre-application register

Other 3.74 MB

Provide any confidential information as a separate appendix. This is so it can be excluded from publication. Explain the rationale for determining confidential information.

Further information

Charter of Consultation

The Charter of Consultation outlines EPA’s commitment to consultation. It includes information about pre-application engagement. There is a key focus on permissions processes under the Environment Protection Act 2017. It outlines formal engagement that may be conducted by EPA.

Engagement Institute and the Public Participation Spectrum

International Association for Public Participation (IAP2) is the peak body for the community and stakeholder engagement sector globally. Its Australasian arm is now known as the Engagement Institute. They believe engagement, when done well, improves environmental, social and governance outcomes. It increases trust in the democratic process. They have published some key engagement resources across the world of public participation:

Core Values
Quality Assurance Standards
IAP2 Spectrum

Culturally and linguistically diverse (CALD) communities

Proponents should seek out ways to make engagement easier for communities with limited English. Key steps are to:

identify the makeup of the community relevant to your proposal
pinpoint areas with diverse cultural backgrounds.

There may be significant concentrations of a particular language group relevant to your proposal. Ensure you have key information translated into that language. This can be a stepping stone to further engagement. Using an interpreting service to support discussion is another important option.

There are a range of resources to help you identify multicultural communities. These include:

Some key principles to follow when communicating with the local and wider community are to:

use plain language. This makes it easier for CALD communities to understand written communications. It also makes it easier to translate
provide a summary of the key information
use visual imagery, videos, renderings, diagrams and infographics where appropriate
provide references and contact details to interpreting services. In Victoria, Language Loop provides translation and interpreting services.

For further information refer to Communicating with multicultural communities.

Engagement methods

Information sessions help inform the community about new proposals or applications for development. They are a straightforward format with scope for adaptation. An information session typically involves an interactive presentation from the applicant/proponent:
- outlining the proposal
- clarifying the relevant processes of assessment and decision making.
They are usually held at an early stage in the process. Other formats may be used to share information. Participants have an opportunity to ask questions about the proposal. Information sessions can be in person or online.
Information sessions allow the community to ask questions and get an answer straight away. They also allow for comments on the proposal to be made and received. The session also helps the community understand:
- key information about a development proposal or application
- relevant regulatory processes and the nature of an application assessment
- who makes decisions about their concerns
- how they can provide feedback to the applicant before they submit formal applications
- how comments can be submitted to EPA during a development licence assessment.
Benefits
- Information sessions offer a simple format. They help you present key aspects of your proposal and hear direct feedback.
- As well as straightforward presentations, information sessions can incorporate other elements, such as:
  - workshops
  - displays
  - recording for duplication online.
- Participants hear the same information at the same time.
- Everyone gets the benefit of hearing each other’s questions and responses
- Proponents understand issues raised by community.
Limitations
- The timing of discreet events may not suit all interested community members. Some will not be able to participate (see open house below as an alternative).
- Less confident participants may feel uncomfortable asking their questions in a large group.
An open house can be used to provide both information and engagement. It works on a drop-in basis where people can come and go as they please over 3 to 4 hours. An open house typically has several information stations/stands/tables. The community can access relevant information and ask questions on specific topics.
Information is presented in an accessible way. Participants can talk to a range of knowledgeable staff in a less formal way. The timing of an open house aims to maximise availability to participants. They often run for several hours during the day or evening, for example, before and after school or work. For greater coverage, open houses can be offered on multiple dates.
Benefits
- Community members can visit at a time that suits them.
- Community members can focus on what they feel is most important to them.
- The format allows for more in-depth discussion with staff attending each station.
- This flexible format may allow more people to have their issues and concerns heard. Questions can be addressed immediately.
Limitations
- Community members may not receive identical information from separate conversations.
- Open houses are less formal. Methods to record and answer questions should be considered.
- Potentially more resource intensive due to number of staff needed to set up and deliver event.
A webinar is a live online event used to present information and gather responses. It enables detailed discussion of the topic in question. The digital format of webinars allows use of multimedia. Questions and answers may be managed live or via the platform chat function.
Benefits
- Online events are cost-effective.
- Participants can join from anywhere and don’t have to travel.
- Enables you to reach a diverse and/or global audience.
- Flexible: webinars can be recorded and watched later.
Limitations
- Technical issues are a risk with any online event.
- Some community members or communities may not have access to technology or connectivity required.
- Webinars may offer limited interaction compared to face-to-face events.
- Participants may be less engaged or more distracted in an online environment.
- It is harder to keep participants engaged for long periods.
A public meeting is a more formal way to present a proposal and address feedback. Public meetings are used particularly for large groups. They are often held in a public venue such as a community hall. You may have presenters or a panel on stage with chairs set up for the audience directed at the stage. Presentations are usually made to introduce key matters. Afterwards, participants ask questions and make comments. They may be organised by the proponent, government or active community members or groups. This means your role may be as convenor or guest.
Benefits
- Valuable to demonstrate openness to front the community and listen to their concerns.
- Community members hear the same information together. They also benefit from hearing other’s questions.
- Can be useful as a key event to harness or promote public discussion.
- An established process familiar to many communities.
- It provides a way to share information publicly to many people all at once.
Limitations
- Louder voices may dominate.
- It can be harder to manage the conversation when discussing contested issues.
- The public format can be intimidating for some. This can lead some participants not sharing their views or asking questions.
Public displays usually involve visual representations of information such as:
- design options
- drafts
- timelines
- maps
These are made available in a public place. They may be staffed or unstaffed.
Places for public displays can include:
- your engagement activities i.e. information sessions, public meeting, stands/stalls at fairs or events
- pop-up displays at libraries, supermarkets, schools, etc.
Benefits
- Community engagement with displays can occur more casually.
- Visual prompts and content are helpful ways of encouraging understanding.
- Sometimes can be used without staffing.
Limitations
- Needs to be in a community area with high traffic and visibility.
- Hiring or agreement must be arranged to use space.
- If staff are needed to support displays, technical knowledge plus strong interpersonal communication skills may be required.
- Collecting feedback is more difficult.
Community reference groups (CRG) allow your organisation to bring together local representatives and stakeholders for discussion. They provide regular, formal opportunities for feedback on a site or issues. CRGs are typically set up using an expression of interest (EOI) process. They seek members who will represent and advocate for their community. When the operations or prospect of a site are contested, CRGs are often independently facilitated or chaired. This is to ensure appropriate governance and impartiality. Other stakeholders or experts can be invited to attend for input, advice, expertise or oversight.
CRG members are usually expected to provide a two-way interface with the broader community.
Benefits
- An effective way to get representative input on specific plans or an ongoing operation.
- Recognises the experience and knowledge in the community. This then helps to develop improved outcomes.
- These groups offer greater scope for participation and collaboration.
- Provide scope to test ideas, plans and community responses.
- Potential to build credibility with influential members of the community and key stakeholders.
- Provides opportunities to explore complex issues in more detail.
- Strengthens accountability and transparency between the business and community of interest.
- Builds familiarity and relationship between participants and business.
Limitations
- The representativeness of CRG members could be contested by some.
- These groups can lose energy and focus over time.
- These groups can turn into forums for information sharing rather providing community input on activities and decisions.
Education programs can be developed to raise community understanding about a topic or proposal. They can be designed to build awareness and understanding about new technologies or approaches, generate support or encourage behaviour change.
Benefits
- Allows broader or more strategic understanding about matters. This may build understanding before specific proposals or applications are put forward.
Limitations
- Less directed to specific proposals or applications.
- Communities may be less interested in participating if there is no immediate relevance.
A face-to-face meeting and discussion with stakeholders or community member. They may be used to:
- raise awareness
- present information
- share information
- answer questions
- receive feedback.
Benefits
- Allows participants have the information needed to form a view about a project. This then informs their responses.
- Allows participants to ask questions in a comfortable environment.
Limitations
- Only includes invited parties.
- Tend to only address a single viewpoint.
These are community events open to the public. They are typically held outdoors or in large indoor venues. They are often fixtures in the community’s calendar.
Benefits
- Well attended events that often provide a fun and relaxed atmosphere.
Limitations
- They are usually organised formally, requiring registration or approval.
- Fees may apply.
- Community members may not want to engage in serious matters.
Pop-up booths or shops can be set up using a marquee or by renting out an unused shop. They offer the chance to set up a site and information close to the proposed site.
Benefits
- Can be set up close to the community you wish to engage with.
- Offer flexibility and control over the set-up of the space.
Limitations
- Require approval from the land manager or land owner.
- Fees may apply.
- Availability of spaces close to site or community.
- Community members may not be aware of the location.
Site tours are a great way to introduce community members and stakeholders to your site. They offer an opportunity to discuss plans and technologies onsite. You can also explain the workings of your site and clear up any misunderstandings or misinformation.
Benefits
- Opportunity for community to see a site and get a tangible sense of the proposal and how it will work.
- Opportunity for proponents to meet community and stakeholders in a less formal setting.
- Will provide prompts for questions and discussion that may not happen in a room.
Limitations
- Requires logistics such as hiring a bus to take people around.
- OHS issues must be addressed to have visitors on site. This includes assessing site hazards and supplying PPE.
A workshop is a flexible education or engagement tool. They use a structured format to explore and discuss topics and issues in small or large groups. There are many different workshop formats to explore.
Benefits
- Workshops can enable detailed analysis of complex issues.
- Work through several issues/opportunities in a single sitting.
- A great way to gather qualitative community input.
Limitations
- They may be time consuming to arrange.
- Participants need to be invested in the topic, so getting buy-in may not be easy.
Focus groups are a qualitative research method. They often involve random sampling of community. This helps in getting unbiased and representative views on a topic. They typically involve small, diverse groups of people who discuss a specific topic under the guidance of a moderator. They are used to gather insights into people's attitudes, beliefs and opinions.
Benefits
- They allow for a deeper understanding of participants' perspectives and why they hold certain views.
- Participants can build on each other's ideas leading to richer information.
- The moderator can explore new topics that arise during the discussion.
Limitations
- The small, non-random sample may not represent the larger population.
- Dominant participants can influence the discussion and potentially skew the results.
- The moderator's behaviour and questions can impact the responses. This can potentially bias the data obtained.

Facilitating engagement activities

Effective facilitation for community engagement needs solid planning and preparation. A genuine commitment to inclusivity, cooperation and collaboration will lead to more effective and constructive engagement.

An independent facilitator should be considered to support your project. They may give greater confidence to participants that information, engagement and feedback will be handled impartially. There are individuals and businesses who specialise in facilitation and engagement planning. These can be found in both in metro and regional areas.

The considerations for running a successful activity reflect those of engagement more broadly.

This structured approach will help in effectively organising and conducting the session.

Structured framework for engagement activities

Be clear about the event's purpose and goals. These should align with your engagement plan. Consider:
- Experiential goals: the feel of the engagement you hope participants will experience.
- Rational goals: the outcomes participants can contribute to.

Environment, water & energy

Updated 14 November 2025