Getting your event approved

Level three event

If your event is:

• a private/invite only event for up to 100 people
• does not require access to drive on to Council land
• does not include the installation of commercial marquees, amusements or attractions (eg. jumping castles, pony rides etc)

Approval is not required - you can proceed with holding your private event without advising Council or seeking permission.

Level two event

If your event:

• is a private/invite only event for under 100 people
• is outdoors, or utilises open space owned or managed by Council
• requires access to drive on to Council land
• requires access to power OR
• requires the installation of commercial marquees, amusements or attractions (eg. jumping castles, pony rides etc)

Approval is required – an event application must be submitted at least three weeks before your proposed event. Your submission must include evidence of your (or your contractor’s) Public Liability Insurance and any supporting documents. 

Level one event - moderate to major event

If your event:

• is open to the public or is a private/invite only event for over 100 people
• is outdoors, or utilises open space owned or managed by Council
• requires a road closure or changes to traffic conditions OR
• requires a Place of Public Entertainment Permit (POPE)

Approval is required – an event application must be submitted at least 12 weeks before your proposed event.  Contact Council’s Events team at events@whittlesea.vic.gov.au or by calling 9217 2122.

What do I need to include in my application?

Your application should provide as much detail about your event as possible to enable our events team to promptly assess your submission and issue your approval.

In addition to submitting an application form, you will also need to attach evidence of the following:

• current public liability insurance ($10 - $20 million depending on activities)
• site map/layout of the event
• traffic management plan (only required for events seeking to close roads, alter traffic conditions or place directional signage on roads)

Applications will not be assessed unless all supporting documentation is provided at the time of lodgement.

If your submission is successful, payment of a refundable bond will apply. Level one applicants will also be required to submit a risk assessment and an emergency management plan at least 4 weeks before the proposed event date.

Level two events only required a risk assessment which can be submitted along with initial application.

Complete an event application

Applications for event approval must be submitted to us no less than 12 week prior to your event date/s for Level one events, and no less than 3 weeks prior for Level two events.

Applicants are encouraged to apply as early as possible in the event planning process.

On receipt of a completed event application, a Council officer will review and identify other approvals and permits the event may require. We will work with you to support your application where possible.

Supporting documents

We have developed some resources to assist you in planning and running your event. It's not compulsory to use these documents.