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Apply for an event permit

If you are planning to hold an event on streets, footpaths, public open space or property owned or maintained by the Bayside City Council, you are must apply for a permit using this form. Do not assume your event has been approved until you receive a permit.

If you are holding an event on private land you may require a planning permit for any infrastructure you install for the purpose of the event. For further information please call our Planning Department on (03) 9599 4444. Similarly if you are selling food you will be required to obtain permits where applicable, for further information please see registering a new food business.

As the event organiser, what are your responsibilities?

As the organiser, you are responsible for:

  • Ensuring that all requirements of your permit application are met.
  • The safety of the people at your event and the general community affected by it.

By working with Council during the planning of your event you can provide a positive and safe experience for everyone and minimise conflict with any other events, which may be planned in Bayside.

Event approval

Do not assume your event has been approved until you receive an event permit. In some instances we may wish to interview applicants to discuss particular elements of your application. Any breach of the conditions of the approval may result in the event being halted. It may also jeopardise the issuing of permission for the event organiser to conduct future events.

Any modification or alteration to an approved event must be notified in writing.

Who needs to complete a registration form?

If you are planning to hold an event using public land or roads within Bayside then you must obtain an event permit. If you are selling food and/or planning to hold an event on or affecting city streets, footpaths, public open space or property owned and/or maintained by us you must:

  • Complete the events registration form.
  • Book Council Reserves/Casual Open Space, acknowledge the terms and conditions and fees and charges (this is now incorporated in this form).
  • Obtain appropriate written approvals and permits.
  • Completed application forms must to be returned to us at least 60 days prior to the event. For road race events and major road closures, at least 90 days notice is required.

Site or facility requirements

Booking early increases the likelihood of your desired site being available. For sites and facilities managed by us, bookings are mandatory and may incur costs depending on the nature of the event and facilities required.

Fee and charges

We set fees for a range of facilities available for hire including, but not limited to open space areas. Fees and charges are formalised during the annual budget process and range from between $135 for half-day community use to approximately $6,000 for road race events such as triathlons or fun runs. Event organisers may need to obtain e.g. siting permits, place of public entertainment permits, and/or food handling permits fees may apply to each permit required.

    Events at Green Point, Brighton 

    Australians highly value memorials such as the Cenotaph at Green Point, Brighton. Protecting the cultural integrity of monuments such as this is a high priority for Bayside. For this purpose any event conducted in the space around the Cenotaph must include an exclusion of no less than 1.5 metres around the entire concrete area of the Cenotaph must be marked with 1.8 metre security fencing.

    For this application, you will need

    • a copy of your formal event plan
    • a site plan of your event
    • a concept plan so an assessment can be made prior to developing a full Traffic Management Plan (if applicable)
    • a business or community group notification template
    • a community notification signage template
    • for triathlons, a diagram of start, finish and transition
    • a resident notification template and list of addresses to be sent to
    • sanctioning body's support documentation (if applicable)
    • a car parking diagram (if applicable)
    • for food/alcohol supply, a certificate of registration
    • an installation and deinstallation schedule
    • a risk management plan
    • an emergency management plan
    • an occupational health and safety plan
    • a current public liability insurance certificate 

    Event Permit Application Form

    1. Event information






    2. Event details














    Provide as much information as possible in this field. For larger events you may have an Event Plan if so please up load below. It is important that there is a correlation between the Event Plan and your Risk Assessment/Management Plan
    Files must be less than 10 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.








    If yes you may require a Place of Public Entertainment Permit (POPE). Further information and the link to the forms are located later in this form
    $


    %
    3. Site/facility requirements





    Booking Council owned or managed Space

    In the summer months Council schedules a regular beach clean. For a special event beach clean Council will adopt a user pays system



    In the summer months Council schedules a regular beach clean. For a special event beach clean Council will adopt a user pays system


    A specific request on the installation of temporary toilets is referenced later in the form
    The application cannot be considered without a site plan. (if applicable identify, road closures, parking, emergency access route, first aid location, fireworks launch site and safety zone, toilets, power, lighting, stalls, staging, rubbish skip and locations of community notification signage and even day signage , fencing and dimensions of all installations e.g. marquees etc.)
    Files must be less than 10 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    4. Traffic management plan/road closures


    i.e. will there be road closures or impediment to pedestrians?
    include Melway reference




    i.e. will there be road closures? If road closures are approved by Council and other relevant authorities, notification to residents, businesses and community groups affected by these closures will need to be effected 21 days prior to the event (any text in these notifications will need to be approved by Council. 10 Days prior to the event, community notification will also need to be advertised in the relevant local newspapers (text to be approved by Council). 10 days prior to the event community notification signage will need to be installed (subject to Council's approval of text and location).
    After Council has considered and approved this concept, Council will need to understand the traffic treatments that you will install, together with detour arrangements and locations of detour signage. Council will also require a written description of how the road closure will be managed, which should include the management of vehicular access, pedestrian access and bicycle access. If there is an impact on shared pathways (i.e. pedestrian/bicycle pathways) this impact should be considered in the traffic management plan. Council Policy only permits 6 road closures on Beach Road per year - Beach Road must be open by no later than 11am.
    Files must be less than 10 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.














    sample of the letter to go to businesses and community groups affected by the closure.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    sample of the letter to go to residents potentially affected by your event eg surrounding streets parking/noise/congestion impact
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.






    if so you will need to provide documentation
    e.g. Triathlon Victoria or Cycling Victoria?
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.



    Council schedules regular road/street sweeps. For a special event road/street sweep Council will adopt a user pays system

    Council schedules regular road/street sweeps. For a special event road/street sweep Council will adopt a user pays system
    5. Parking
    You may be required to provide a detailed parking management plan including the number of marshals provided, please identify parking on the site plan.



    Please note and make attendees aware of parking restriction signage. Any anticipated Council car park closure due to an event may incur a cost to the responsible organisation as revenue loss compensation. This will be charged to the Organiser at the daily rate per car parking space impacted. Refer to Councils Fee's and charges for the current daily parking rate: http://www.bayside.vic.gov.au/budget.htm
    You may be required to provide a detailed parking management plan including the number of marshals provided, please identify parking on the site plan.




    Files must be less than 10 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    6. Food preparation


















    Seeking permits for temporary food sales will require a minimum of four weeks notice. If you are selling food or having alcohol at your event, Council may require you to apply for a Temporary Food Premises Permit.







    Any vendor needs to ensure compliance with Council's Food Safety Department.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    7. Waste management
    Council encourages all events to meet waste wise principles, you may be required to adhere to the Event guidelines and supplying recycling bins for the public.


    A user pay system will apply
    i.e. number and type of bins, when they are to be installed and when they are to be picked up.
    8. Toilets



    At every event, toilet facilities must be provided, if there are no public toilets, you must hire temporary toilets. Please identify location of temporary toilets on your site plan.
    9. Other temporary structures


    Examples - Tents/Marquee's, Jumping Castle, Fencing, Signs, Seating Stands, Petting Zoo, Shipping Container or any other structures/equipment












    Council has a no ground-spiking policy when installing temporary infrastructure. Council approval is required for any spiking. This may require marking out of underground services reticulation. If ground marking is required this would be at the expense of the applicant. Structures of more than 100m2 will require a Siting Permit. Major Events (e.g. where an entry fee is charged, and the site is completely enclosed) a permit may be required that references a 'Place of Public Entertainment' (POPE). Fees apply to issue of these permits. All installations must be identified on the site plan.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    10. Fireworks


    If you are planning a fireworks display you will require the services of a qualified pyro-technician and Council approval. Only Pyro-technicians licensed with Work cover are permitted to discharge fireworks. Operators must hold Public Liability Insurance cover of no less than $10 million. The Operator must supply a copy of their Risk Management Assessment, including a plan detailing the proposed display and charges as given to the Work cover Authority. No display shall occur after 10.30pm, or on any day of a total fire ban, EPA Smog Alert Day, nor if winds exceed 10 knots. Shells with a diameter of over 150mm are not permitted.
    11. Noise


    If your event is within a residential area, amplified music and other noise that can be heard from inside a residence must cease at 11pm on a Friday and Saturday, and at 10pm Sunday to Thursday. Noise may not commence before 9am on Saturday and Sunday or before 7am on weekdays.
    12. Signage


    All community notification signage, (subject to Council approval) needs to be put in place by the Event Organiser. This includes signage that is in conjunction with a Traffic Management Plan (TMP) (e.g. where an event impacts on normal traffic flows), including any event or traffic signage. Details of these signs including information contained in the sign and size is to be provided and approved by Council and Vic Roads prior to erection (location of this signage to be identified in the TMP). The Event Organiser is to ensure that the pre-event notice is to be installed at least 10 days prior to the event. Notice is also to be given to warn residents and relevant community groups/clubs by (a) mail and (b) public notification advertisement in local paper(s) advising of event dates and impacted carriageways. A copy of these notices are to be forwarded to Council with the application for approval (Note: Any traffic management sign must not carry more that 30 per cent advertising). In regard to events in parkland areas, all the properties adjacent or abutting the park shall be notified in a similar time frame.






    13. Risk management
    Please supply a risk management plan. You need to identify all the risks associated with the event, then prioritise them according to their likelihood and consequences. For example, some risks may have extreme consequences but a low likelihood (eg plane crashing into the site); others may have a high likelihood but minimal consequences (eg children tripping over on the grass). Where there are risks with both high likelihood and serious consequences, these risks will need to be managed. Some common risks at events include, (a) unsafe structures and marquees, (b) vehicles driving in pedestrian areas, (c) traffic congestion, (d) unsafe electrical cabling, (e) fireworks displays, (f) fires/gas bottle explosions in food stalls, (g) injuries/accidents, (h) food poisoning, (i) dehydration/sunstroke, (j) violence, crime/brawls, (k) crowd crush, panic.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.




    14. Emergency management
    Please up load this plan if you feel that this is a significant or large event.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    15. Occupational Health & Safety
    Occupational health and safety - The event organiser and authorities should be familiar with Victorian Occupational Health & Safety Act 1985, as there is an obligation to provide for the safety of the audience, and appropriate care, safety and training of all personnel working at the event. Please detail you OH&S plan here.
    Please up load this plan if one has been established.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.
    16. Insurance
    Insurance - Public Liability - Public events will not be considered without an attached Certificate of Currency form showing Public Liability Insurance with a minimum $20 million cover certificate of Currency to be attached.
    Files must be less than 2 MB.
    Allowed file types: gif jpg jpeg png pdf doc docx.