Parks and open spaces
Our parks are available for all people to enjoy and cannot be booked. However, if you are planning a large event, phone our Event Approvals Officer on 9217 2170 to see if we can grant approval for the use of the space.
This approval does not provide you with exclusive use of the site. If the site is a public open space, you will be required to allow other members of the public to also have access.
For more information, see Parks and playgrounds.
Venue or site plan
For larger events it is vital that you have a venue or site plan so attendees, staff, volunteers, contractors and emergency services know where everything is. This will help you when applying for permits and with developing your safety management plan.
You may need to include:
- entertainment areas, including stage location and amusement rides
- food vendors and stalls
- drinking water sites
- permanent and temporary public toilets, including accessible toilets
- information tent
- first aid posts
- parking, including accessible parking bays and pick up and drop off areas
- entrances, exits and continuous accessible paths of travel
- emergency access/egress routes and evacuation assembly points
- restricted areas
- rubbish and recycling stations bins
Venue signage
A large venue or site should include signage to indicate the location of:
- information tent
- first aid posts
- toilets
- drinking water sites
- parking
- emergency exits and evacuation points
You might also consider signage to indicate different activity areas and programming on your stage.
Promotional signage
Event organisers wishing to install promotional signage, such as event boards or Variable Message Signs (VMS), will need to obtain permission from Council, and/or VicRoads. These signs may be placed at prominent intersections within the municipality.
Apply to display board signs
You must gain approval of your board sign prior to it being erected. To apply to display a board sign:
- Read through our guidelines:
Advertising signage on Council Land Guidelines (PDF - 100KB)
Advertising signage on Council Land Guidelines (Word - 231KB)
- Print and complete an application form
- Return your application form via email to events@whittlesea.vic.gov.au
For more information about this process, contact our Events Team on 9217 2170.
In order to gain approval for a board sign, it must:
- advertise a local educational, cultural, political, religious, social or recreational event
- not be held for commercial purposes
- be no larger than 5 square metres in area
- only be externally illuminated
- not have sponsor advertising or identification exceeding 10% of the area of the sign.
In selecting your preferred sites, please consider the positioning of your sign/s and the impact they may have in obscuring, and therefore impeding, the view of road users. Any sign incorrectly installed, which creates a safety hazard will be removed, regardless of whether permission has been granted.
Only three signs may be displayed on each approved site. The sign/s should not be installed more than four weeks before the event date and should be removed on the first working day after the event has been presented.
Any event seeking to use VMS boards to promote an event will need a Planning permit. VMS boards being used as part of a Traffic Management Plan (TMP), or as a condition or requirement of a Memorandum of Authorisation (MOA) do not require a separate planning permit as these signs will only be used to direct and assist traffic flow.
If the promotional signs (static or VMS) are to be installed on major arterial roads, a permit application must be submitted through VicRoads seeking approval.
Promote your event on our website
We publish community events through our website, provided they meet the following guidelines:
- are one-off or annual events, rather than regular year-round meetings (if you're a community group you can add details of regular meetings to our online Community Directory)
- are held within the City of Whittlesea or deemed relevant to our residents
- are free, non-profit or fundraising activities (rather than commercial ventures), or are funded or sponsored by the City of Whittlesea.
There are no fees to add your event to our Events Calendar.
Note: Publication on our website does not authorise you to hold your event, and you must ensure you have all relevant permits and approvals.
Car parking
When choosing your event site it is important you consider how people will get there.
It is essential that you consider whether there is enough parking on or near the site, to provide safe access to the venue.
You should encourage patrons to come to your event on public transport by promoting the options.
If there is not enough parking at the venue, there may be an area nearby that can be used for overflow parking. If you are using overflow parking you will need to include information about it in your promotional material and also provide signage on the day. Changes to parking may require you to seek and obtain consent from the relevant authority.
You should reserve some parking spaces in the venue parking area for those who cannot manage the walk from the overflow car park to the event.
Organisations can be employed to manage traffic and parking at your event. Some service organisations, such as SES and Rotary may be able to do this for a donation.
For information about parking and traffic management call us on 9217 2170.