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Apply for an event permit

Please review the following information and complete the relevant steps:

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 may 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 Waste Management Plan
    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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    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.

    Allowed file upload: one file only
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    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.

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    Why is the road being closed?

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    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 20 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. 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.
    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 20 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
    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
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    7. Waste and recycling management

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    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. 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.
    9. 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
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    10. 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.
    11. Noise
    Do you anticipate amplified sound levels at your event
    12. 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?
    13. Risk management

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

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    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.
    15. Occupational Health & Safety

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    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.

    Allowed file upload: one file only
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    17. Sanctioning
    If applicable (i.e. a sporting event) is this event sanctioned by the relevant governing body?
    E.g. Triathlon Victoria or Cycling Victoria

    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 20 MB

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