Organise an outdoor event

All food and drink traders will need to: 

• be registered with their local Council
• lodge a Statement of Trade with Foodtrader at least 10 days before your event
• provide proof of Public Liability Insurance (minimum coverage 20 million). 

Alcohol and behaviour

To reduce disorderly behaviour at events where alcohol is sold or served, we recommend:

• arranging for accredited security officers to be on site near where people are drinking
• organising to provide water free of charge. 

All external contractors and businesses you use for your booking must provide proof of Public Liability Insurance (minimum coverage 20 million).

Some of our outdoor spaces allow marquees, arbours and chuppahs. You can check what temporary structures are permitted at your booked space on Book a space.

If the outdoor space allows these items, you must:

• secure them with sandbags or water weights, not pegs or stakes
• ensure that they don't damage Council property, including facilities and watering systems
• remove them as soon as the event is finished.

Fees

If the outdoor space allows marquees, arbours or chuppahs, you can bring one 3 m by 3 m item for free.

If you would like larger or additional marquees or arbours, you must get our approval and pay a bond.

You will need to arrange portable toilet facilities as we don’t supply toilets for events. 

The number of toilets required for an event depends on:

• crowd numbers
• event duration
• guest gender
• whether alcohol is being served.

You should also consider facilities for children, seniors, and people with disability.

Events without alcohol

Events with alcohol

Duration of event

The length of the event will impact the number of toilets you need.

You also need approval from the Victorian Building Authority (VBA) if you plan to have:

• a stage or platform bigger than 150 square metres
• a tent, marquee or booth with a floor area bigger than 100 square metres
• a seating stand for more than 20 people
• a prefabricated building with a floor area bigger than 100 square metres.

You will need to consider how you will dispose of rubbish and recycling as you can’t use the existing public litter bins at the location of your event. 

Generally, you can expect to generate one litre of waste per person per meal during your event (for example, 1,000 people = 1,000 litres of estimated waste); however, this varies with the type of event. 

Food and wine events may generate more waste per person than other events.

In your waste management plan, you will need to outline how you will:

• reduce litter on and around the event site
• communicate the plan for waste before and during the event
• deliver and collect additional bins
• label and install signs for the bins
• communicate to vendors about banned single-use plastics and disposal and recycling of their waste
• clean the site after the event.

Single-use plastics

Single-use plastics are banned from sale in Victoria. Single-use straws can be made available for people who need them due to a disability or for medical reasons.

All events generate some waste. However, there are many ways to run a ‘zero-waste event’ including these options: 

• Provide or ask attendees to bring their own reusable plates, cups, napkins and cutlery.
• Provide jugs of water/drinks or supply a drinking fountain with reusable cups.
• Avoid single-use plastics, such as plastic condiments, water bottles, plastic bags, coffee tubes and balloons.
• Set up stations with clear signs to collect all organic waste to go to compost or into your green waste bin.
• Have recycling bins with clear signs.
• Use 100% recycled plastic bin bags.

If you are asked to provide a Risk Assessment Management Plan, it should detail:

• all the hazards that could occur at your event (including environmental, physical, chemical or organisational hazards)
• how you will manage these hazards
• how you will communicate with all of your stakeholders and patrons
• an event cancellation procedure. 

If you are asked to provide an Emergency Management and Evacuation Plan, it should identify:

• the event’s Emergency Coordination Centre and contact phone numbers
• the nearest Emergency Response Providers with a list of contact numbers
• the Emergency Management Team members’ roles and responsibilities and contact numbers
• the number of first aid service providers, their location on-site and communication protocols
• the number of staff or volunteers on the site
• protocols for communicating, managing and actively directing the response to any fire, medical, security and safety-related incidents
• evacuation protocols and people responsible, including arrangements for helping the elderly, children and people with disability
• locations of emergency vehicle access points
• emergency exits
• size and timing of any scheduled and approved fireworks display.

You will need to apply for an Occupancy Permit for a Place of Public Entertainment if: 

• the size of the space is more than 500 square metres
• you are expecting more than 5,000 people.

You can apply for this via the POPE and Prescribed Temporary Structures application form.

Using a council-controlled road, footpath or car park

If your event includes activities on council-controlled land that involve closing council roads, foot paths or car parks, you will need to apply for an Occupy Council controlled land permit. 

Closing a major or arterial road

If your event requires the closure of a road, check if the road is an arterial road on VicRoads' map of declared roads. 

If it is, you need permission from VicRoads.

 If you are setting off fireworks for your event, you will need to provide us with:

• a copy of your operator’s licence
• the notification to discharge fireworks that was lodged with WorkSafe
• a copy of the operator’s public liability insurance certificate of currency.

You can find more information about using fireworks on the WorkSafe website.

If you are planning fundraising activities during your event, you need to apply for a fundraising permit via our Occupy Council-controlled land form.

Fundraising activities include raising funds, getting pledges or increasing public awareness for:

• local, national or international community organisations
• local churches
• schools
• not-for-profit clubs.

Live acoustic music is allowed in our parks, gardens and sportsgrounds; however, some venues do not allow amplified music or a public address (PA) system. 

The Environmental Protection Authority (EPA) has restrictions around noise from indoor and outdoor venues. Check the EPA Victoria website for information about noise limits and permits.

You will need to submit your draft notification letter 4 weeks before your event for approval by us.

Your notification letter needs to be dropped off 2 weeks before your event. We will provide a map outlining the letter drop-off area.