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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 must apply for a permit using the below form. Your event is not approved until you receive your event permit. Applications require between 30 - 90 days processing time. 

As an event 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.
  • Ensuring that your event meets the expectations set out in Council's sustainable event guidelines.

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

Please ensure you have read the event guidelines and the sustainable event guidelines before proceeding with this application. If you are unsure about any part of the application process, please contact the Events Officer on 03 9599 4689 or recreation@bayside.vic.gov.au.

1. Event information
The applicant must be officially authorised to represent the responsible organisation where applying on behalf of an organisation.
Type of organisation
2. Event details
Type of event

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Total upload limit per form is 30 MB

Would like the Mayor and or Ward Councillor to attend this event?
If so in what capacity?
Is there a cost of attending or participating in this event?
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.
Is a charitable institution or not for profit organisation a beneficiary?
3. Site/facility requirements
Event location

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

If this is a foreshore/beach do you require a special event beach clean?
Have you considered how people with a mobility disability will access your event (and the infrastructure you have installed)?
A specific request on the installation of temporary toilets is referenced later in the form.

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File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

4. Traffic management plan/road closures
Will your event alter traffic conditions on any carriage-way?
i.e. will there be road closures or impediment to pedestrians?
Please include Melway reference
What sort of road closure do you anticipate?
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).

Please attach a concept plan so an assessment can be made prior to developing a full Traffic Management Plan.

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.

Allowed file upload: one file only
File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

Why is the road being closed?

Allowed file upload: one file only
File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

Allowed file upload: one file only
File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

For road events do you require a pre-post event street/road sweep?
Council schedules regular road/street sweeps. For a special event road/street sweep Council will adopt a user pays system.
5. Transport options and getting to the event
For example
Promotion    
  • Promote initiatives for patrons to arrive by sustainable transport modes.
Public transport, walk, ride    
  • Provide clear information about public transport, bike and walking routes.
Bike riding    
  • Provide bike parking at the event or consider a bike valet service.
Group travel    
  • Provide shuttle services between train stations, bus stops, hotels, etc.
Public transport     Incentives for sustainable transport    
  • Offer incentives to patrons who opt for sustainable transport to attend your event. Large events could partner with PTV to arrange free travel for event patrons. 
You may be required to provide a detailed parking management plan including the number of marshals provided, please identify parking on the site plan.
Do you anticipate Council's car parks will be impacted?
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.
You may be required to provide a detailed parking management plan including the number of marshals provided, please identify parking on the site plan.

Allowed file upload: one file only
File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

6. Food preparation
Will you be providing food or alcohol at your event?
Are you charging for food?
Do you have a permit for sale/distribution of food?
Food/alcohol preparation
you will need to provide detail on the number of bins per stream (recycling, organics, landfill) within your waste management plan.
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.
Will you be using or are you a commercial food/alcohol vendor?
If so is the business registered with Bayside City Council?
Any vendor needs to ensure compliance with Council's Food Safety Department.

Allowed file upload: one file only
File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

7. Waste and recycling management

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Total upload limit per form is 30 MB

Do you require assistance from Council concerning Waste Management
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.Sustainability
You can refer to our sustainable event guidelines for inspiration.
9. Toilets
Will you be providing temporary toilets for this event?
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.
10. Other temporary structures
Will you be installing other temporary infrastructure?
Tents/marquees, jumping castle, fencing, signs, seating stands, petting zoo, shipping container or any other structures/equipment.
Identify types of installation
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.

Allowed file upload: one file only
File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

11. Fireworks
Are you planning a fireworks display?
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.
12. Noise
Do you anticipate amplified sound levels at your event
13. Signage
Will you be using signage for promotion/community notification?
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.
What type of promotional signage will you be using?
Will you be using community notification signage?
14. Risk management

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Total upload limit per form is 30 MB

Will you have trained medical personnel on-site?
15. Emergency management
Have you already submitted an Emergency Management Plan?

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Total upload limit per form is 30 MB

Emergency management plan - An emergency management plan, including an evacuation plan, may be required. Significant or large events may require the attendance of a number of emergency services.
16. Occupational Health & Safety

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17. 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.

Allowed file upload: one file only
File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

18. Sanctioning
If applicable (i.e. a sporting event) is this event sanctioned by the relevant governing body?
E.g. Triathlon Victoria or Cycling Victoria

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File must be less than 10 MB
Allowed file types: gif jpg jpeg png pdf doc docx
Total upload limit per form is 30 MB

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