Event permits

If your planned activity/event requires an Event Permit, you will need to submit an expression of interest (EOI) form that includes a brief description of the proposed activity, proposed site, timing, and other information to assist in determining the impact level of the proposed event.
EOIs will be assessed by the Event Permits team and those that meet the criteria will be assigned a preliminary event impact level (low, medium, high) and invited to submit a detailed application for consideration, where additional documentation will be requested.
The Event Permit team aims to provide a response within 5 business days of the EOI form being received.
There is no charge for submitting an EOI.

Event Permit EOI Form

For further information visit Hold an event page. 

Once your EOI form has been reviewed, you will be invited to submit a detailed event permit application. The Event Permits team will provide you with an impact level and advise of applicable fees and charges, along with any additional documents and information that may be required to be submitted.

Your detailed application may require completion of, but not limited to:

• An analysis of the event impact on the surrounding residents, businesses, and the environment
• Detailed site plans
• Emergency Services Notifications
• A noise management plan
• A risk management plan (detailing plausible risks and effective mitigation strategies
• A safety/emergency management plan
• A waste and sustainability plan
• A traffic management plan, an active travel plan and a communications plan detailing how these will be managed
• FoodTrader / statement of trade documents for stallholders and vendors and/or liquor licencing where relevant
• Sufficient toilet facilities for expected attendee numbers
• A Certificate of Currency for Public Liability insurance
• Notifications to emergency services and residents (where needed).

Once all documentation is complete and all fees and charges paid, the Event Permit will be issued. Council will issue an event permit if it is satisfied that the applicant/s;

• Has provided adequate time to assess the application and associated documentation
• Has provided all relevant documentation with their application, including but not limited to a site plan, Public Liability Insurance (PLI) documentation, and further documentation if requested
• Ensures the event does not conflict with other events at the same time or place
• Aims and objectives, resources and planning are achievable and realistic
• Will safely manage the event in accordance with any relevant regulations
• Has satisfactory arrangements in place for removing rubbish or other necessary precautions
• Ensures the event will not have a negative impact on our community
• Ensures the event and associated infrastructure will not unduly restrict or impact on the use and enjoyment of open space by other people and nearby/adjoining residents including issues such as noise, traffic and parking
• Ensures that the event and associated infrastructure will not damage park grounds, pathways, roadways, plants or features
• Applicant submits complaint in writing to Council
• The responsible manager will investigate with Council Officers, the nature of the complaint
• Through negotiation with parties the responsible manager will resolve the outstanding issue
• The decision of Council is final and conclusive in relation to any event permit application.

Event Permit applications will be assessed based on several different factors pertaining to their impact on the community and event site.
The following timeframes generally apply to the assessment of Event Permit applications, however timeframes may vary depending on the event’s scale, impact, activities and inclusion of all relevant information with the application:

• Low Impact Event: 4 weeks application timeframe
• Medium Impact Event: 8 - 16 week application timeframe
• High Impact Event: 16 - 24 week application timeframe

Community Managed Events on Council Land Policy (pdf, 241KB)

The updated Community Managed Events on Council Land Policy outlines which assist in covering administrative costs incurred through the application process.

Fee Structure

Current as of 1 July 2024.

Fee Subsidy Program
A reduced fee subsidy program is available to support approved community and Not for Profit organisations to deliver events within the municipality.

For further information on fee subsidies, please contact the Event Permits team on 9243 8888 or via email to EventPermits@mvcc.vic.gov.au.

• An approved Event Permit does not provide exclusive use of the land. All land under the permit is considered public open space and therefore may be used by other park users.
• Placing pegs in the ground or digging is not permitted in Council parks and may not be permitted in other public places. Applicants may be required to supply evidence that any or all of the following has been completed.
• Event management plans including (but not limited to) risk management, emergency management, noise management, site plans, security provisions and waste management
• Obtaining all related approvals related to building permits, music licences, food services and liquor licencing
• Public Liability Insurance with a cover of $20 million for the event and date
• Obtaining certificates of currency for Public Liability Insurance for all sub contractors, traders and performers
• Traffic management plans where relevant
• Risk management documentation such as Job Safety Analysis and Safe Work Method Statements
• Supply additional information in relation to fireworks, pyrotechnics, inflatables, amusements.

Council may decline, cancel or modify events at any stage during the application process or after the permit has been approved due to: safety concerns, extreme weather, identified high risks, unsafe practices, illegal practices, in the event of a State Emergency, the event differing from the original application, the event not meeting the requirements including but not limited to payment of invoices, meeting deadlines, other agency approvals and/or submission of appropriate documentation.