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Getting your event permit

Our updated local law came into effect on 1 July 2024, and you may be required to apply for an event permit.

If you'd like to run an outdoor event in the City of Whittlesea on Council owned or managed land, you may need a permit. Check the categories below to determine what your event requires.

Public gatherings

Your event is classified as a public gathering if it:

has less than 100 people, and
does not require access to drive on to Council land, and
has no contractors, for example food vendor, amusement ride, portable toilet etc.

No permit is needed for public gatherings, but you need to register your event with Council at least two weeks before your event date. You can do this by emailing the details of your gathering to events@whittlesea.vic.gov.au

Small event

Your event is classified as a small event if it:

has between 100 – 500 people attend, or
requires access to drive on to Council land, or
has up to two contractors, for example, food vendor, amusement ride, portable toilets etc. or
requires putting up event structures, or
is being organised by a commercial operator or charges an entry fee.

You need a permit for a small event.

You must submit the event permit application at least four weeks before your proposed event.

Check what to include in your application below.

Large event

Your event is classified as a large event if it:

is open to the public or a private/invite only event for more than 500 people, or
requires access to drive on to Council land, or
requires a road closure or changes to traffic conditions, or
has more than two contractors, for example, food vendor, amusement ride, portable toilets etc. or
erecting event structures, or
is being organised by a commercial operator or charges an entry fee, or
involves the consumption, service or sale of alcohol, or
requires a Place of Public Entertainment Permit (POPE).

You need a permit to hold a large event.

You must submit the event permit application at least 12 weeks before your proposed event.

Contact our Creative Communities department at events@whittlesea.vic.gov.au or by calling 03 9217 2170 if you have any questions or are unsure which category your event falls under.

Permit terms and conditions

Prior to completing an event permit application, please read the Permit terms and conditions(DOCX, 164KB).

What to include in your application

Give as much detail about your event as possible in your application. This will assist our events team to promptly assess your submission and issue your permit.

In addition to submitting an application form, you will also need to attach:

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

Applications won’t be assessed unless you attach your public liability insurance certificate. Other documents will be required to be lodged during the permitting process including site plan, traffic management etc.

If your submission is successful, payment of a permit fee and refundable bond will apply. Large event applicants will be required to submit a risk assessment and an emergency management plan at least 8 weeks before the proposed event date.

Complete an event application

You must submit your event permit application no less than:

12 weeks prior to your proposed event date/s for large events
4 weeks prior to your proposed event date/s for small events.

Notifications for public gatherings must be submitted two weeks prior to the event date.

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

Once we receive your completed event application, we will review and identify other permits the event may require. We will work with you to support your application where possible.

Apply online