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d) Filming and photography event

Filming permit application

A permit is required for professional and some amateur fliming or photography that takes place or impacts on any park, road reserve, foreshore area or any area which is under the jurisdiction and/or management of Bayside City Council.  Fees apply (but are not restricted to) the following categories:

• Commercial filming - booking of parks & reserves for filming of commercials, TV.
• Amateur/emerging producers and or directors.
• Commercial sill photography - booking of parks & reserves.
• Community or student filming.
• Parking of oversize vehicles during filming and photography.

A permit is not required for non-commercial wedding photo/filming shoots.

2) Holding a community/commercial event in Bayside

If you are holding an event in an open space area in Bayside that is open to the general public you will need to complete an Event Registration Form. Please review the following information and complete the relevant steps.  If these events are to be conducted on Council owned 'Open Space' this application is incorporated in the Event Registration Form, go straight to 'Step 2' of 'Holding an Event'.   For tips on making your event accessible to people of all abilities please refer to the following website Making your venue accessible

2.1) Event Registration Enquiry (optional)

If you would like to investigate the 'feasibility only' of holding an event in an 'open space' within the municipality of Bayside City Council, please complete the following form.  If you simply wish to register your event go straight to step 2. 

2.2) Event Registration

If your event is a regular event or you as the applicant have a complete package of information which will enable Council to make a full evaluation of the submission than complete please complete the Event Registration Form.  

This package of information should include, a site plan, risk assessment/management plan and address Public Liability Insurance cover. 

Event Registration Form

2.3) Risk Management

You are required to complete and submit te Risk Assessment/Risk Management Plan form below.  Each event organiser is required to fully assess risks associated with staging an event. Ideally the Risk Assessment should be accompanied by an Event Plan which should provide detail on event activites. When identifying and assessing risks the Event Plan should provide the detail around which the Risk Assessment is based.  Risks must be identifyed and associated risks mitigated by putting in place a risk management/strategy plan. 

The Risk Assessment document below provides a check-list of activities that may be relevant to your event, however you may also identify risks that are additional to the check-list. If you have identified relevant risks they must then be identified in the template on the final page of the Risk Assessment document.

2.4) Food Safety

Temporary food premises

If your event requires the service of food from a temporary food premises or vendor, a state-wide registration and notification scheme for temporary and mobile food premises applies under the Food Act 1984. All temporary and mobile food businesses are affected by these changes.

If you or a supplier at your event, operate a food van, food stall, food vending machines or a drinking water carting business it may need to be registered with your local council and a Statement of Trade will then need to be completed and Submitted to Bayside City Council  for it's temporary operation with the Bayside Municipality.  For more information visit the link above.

2.5) Footpath Trading

Footpath trading permit

If your event incorporates existing Bayside traders who may participate as a supplier or provider and there is a requirement to extend the usual trading to the footpath, Council may require a permit to ensure that footpaths are unobstructed and pedestrians have safe access to them at all times, while maintaining the visual amenity of our city's streetscapes, visit the link above.

2.6) Marketing

To promote a community event within the municipality boundary of Bayside City Council, community groups may take advantage of one of Council's five static billboard locations (only one board at one location per event can be provided).  Council will not charge for the use of the billboard locations, however it is the responsibility of the Community Group to engage a suitable supplier to install and de-install the approved artwork and board infrastructure (this may be negotiated with a relevant Real Estate Company).

Council will issue a permit for the agreed times, subject to the receipt of a Certificate of Currency for Public Liability (refer to the application below). Billboards are subject to location availability and Council's discretion and are not available for commercial events (this application is also incorporated within the event registration form as a compete package of information).

You may also wish to advertise your event on Bayside City Council's community calendar of events. 

2.7) Post Event Report

After the completion of your event, Council would like to have an understanding your successes in the event planning and delivery, together with elements of the event that may not have worked well. Please complete and submit the form below:

If your event requires road closures the Event Organiser must submit to Council a Traffic Management Plan (TMP) as part of the Event Registration  (refer item 2.2, the TMP can be uploaded within this form) for consideration and approval. If the road is owned by Vic Roads approval is also required by this authority together with approval from Victoria Police.  If the road closure is proposed for Beach Road/Esplanade (Vic Roads is the relevant authority together with Council) it is important to consider the following conditions:

a) No road race events are permitted on the last weekend of November.

b) No road race events are permitted on consecutive weekends.

c) No road race events are permitted during the 4 weeks prior to Christmas. (updated 29 June 2012)

d) No more than 6 road race events are permitted per year. (updated 3 July 2012)

3.1) Road Race Event community communications

The Event Organiser is required to:

a) Advise by letter all residents, businesses and community groups impacted by the road closure 10 days prior to the event.This letter must provide the access solution together with two mobile phone contact numbers that will be dedicated to event day access concerns (this access provision and letter text must be approved by Council).

b) Place a community notification in the local newspaper 10 days prior to the event, depicting the location of road closure, the date and time of road closure and the road opening time (this text is to be approved by Council).

c) Place community notification signage 10 days prior to the event, depicting location, the date and time of the road closure and the road opening time (this signage placement location, signage look, signage text, and signage size is to be approved by Council).

4.1) Temporary Structure Siting Approval

If your event requires the erection of a temporary structure e.g Marquee or Stage, you need to be aware of the Building Act 1993 and the Building Regulations 2006. You may need to apply to the Municipality Building Surveyor for a Siting Approval.   Structures requiring Siting Approval include but are not limited to:

a) Stage or platform exceeding 150m2

b) Tent, marquee or booth with a floor area greater than 100m2

c) Seating stand that accommodates more than 20 persons, or;

d) Prefabricated building exceeding 100m2.

These forms need to lodged no less than 15 working days prior to the event. Current fees & charges

This application is made directly to the Buildings Department as indicated on the form below.

Siting Approval Application (PDF, 79KB)  Siting Approval Application (DOC, 39KB)

4.2) Place of Public Entertainment (P.O.P.E.)

If you are planning an event or function within the municipality of Bayside City Council that is considered a Place of Public Entertainment (POPE), the Building Act 1993 requires that an Occupancy Permit for a Place of Public Entertainment must be in existance on land.  A Place of Public Entertainment could be one:

a)  Which is enclosed or substantially enclosed;

b)  To which admission can be gained by payment of money or the giving of other consideration and which is intended or is to be used for the place of public entertainment.

The form needs to be lodged no less than 15 working days prior to the event. Current fees & charges

This application is made directly to the Buildings Department as indicated on the form below.

P.O.P.E. Application (PDF, 197KB)  P.O.P.E. Application (DOC, 41KB)

4.3) Public Transport (events affecting Pubic Transport)

Public Transport Victoria seeks to balance the needs of event organisers and participants with those of regular public transport users, pedestrians and motorists who may be affected by an event's transport arrangements.  Under Victoria's events legislation, event organisers need to notify PublicTransport Victoria if their event is likely to have an impact on regular public transport services. They may also be required to prepare and get approval for a Public Transport Plan as part of their event management plan.

Public Transport Victoria  Events affecting public transport

 Information Kit for Event Organisers (PDF, 14,466KB) 

5) Shipping Container Location Application Perit.

Should you require to place a 'shipping container' for temporary storage or operational space in Council's Open Space please apply using the form below.

Festivals and events presented by Bayside City Council.

Page last updated: 30 Apr 2013