Community Event Permits

You will need an Event Permit if your event is on a Melton City Council public place and one or more of these conditions are happening at your event:

• The event is likely to attract over 50 people
• The event has impact on traffic, parking and/or nearby residents and businesses
• You require vehicle access to Council owned or managed land
• You plan to erect infrastructure, such as a marquee, staging or furniture
• You are amplifying sound and bringing in electrical equipment
• You are organising amusements, rides and/or other activities
• You are going to have food vendors, selling/serving food, drinks or hosting market stalls at your event
• You are organising fireworks and/or firecrackers
• You are organising an invite that is open to the public to attend
• You are charging people to attend your event
• You are fencing your event off 
    

Events that don't require an Event Permit:

This may include: 

• Sporting events as part of a regular fixture run by clubs with existing leasing agreements 
• Events held indoors including Council buildings, halls and community centres 
• BBQ’s, birthday parties, Christmas functions that do not involve temporary structures 
    

For events on private land, please contact our Planning Team to determine whether a Planning Permit is required. Please note that if a Planning Permit is deemed as required, the assessment process can take between 3 to 6 months, and approval cannot be guaranteed, as it is subject to a formal planning assessment.

Please note: these events must continue to adhere to Local Laws and other relevant legislation. 

Step 1

Submit online Expression of Interest (EOI) - Response will be provided within five (5) working days.

Step 2

EOI will determine if an Event Permit is required and its impact level.  The EOI will also assist officers to determine if there are additional permits that may be required.

Step 3

If instructed, submit ‘Event Permit Application’ with additional information and documentation as needed.

Step 4

Council Events Team assesses application.

Step 5

Event Permit outcome. 

Learn visually about the application process with our Community Event Permits Visual Process Map.pdf(PDF, 107KB).

Permit applications may require significant advance notice if additional Council permits are required (Traffic Management Plans, Building Permits or Planning Permits). The notice period needed is outlined below. 

Please note, we may withdraw the application at any stage if the applicant is unable to meet safety requirements. Applicants are advised not to commence any marketing or promotional activities until Council advises of their Event Permit outcome. An Event Application does not guarantee an approval.

As an event organiser, you need to inform us of your intention to host a public event on Council owned or managed land before applying for an event permit.

The form includes questions regarding the event date, location, logistics and proposed infrastructure to inform us of availability and suitability.

Submit an Expression of Interest

Officers will respond within 5 business days.  

Event organisers will need to have the following documentation ready before applying for an Event Permit:

• Detailed Site Plan of what will be placed on Council land such as: structures, equipment, activities 
• A detailed Risk Management Plan for the event
• An Emergency Management Plan for the event
• A Waste Management Plan for the event
• Public liability with a minimum of $20 million which will be valid at the time of the event. The name of the company listed on the public liability will become the permit holder. If the organisation name is different to that listed on the public liability, please also submit a letter of approval from the holder of the public liability.
• Any other documentation that will assist Council officers to assess the application.

Please note the above documentation is required when first applying for an event permit – Additional permits and documentation may be requested from officers. 

Completing an application is only required when directed by Council Officers after assessment of an expression of interest to host an event. 

Event Permit Application form

Please note, we may withdraw the application at any stage if the applicant is unable to meet safety requirements. Applicants are advised not to commence any marketing or promotional activities until Council advises of their Event Permit outcome.  An Event Application does not guarantee an approval.

Community events where there are no costs to attend the event, there will be no cost to obtain a Event Permit*.

Community events where there is an entry fee to attendees, the following charges will apply:

• Commercial events run by a not-for-profit organisation there is a fee of $180 plus GST per event
• Commercial events run by a private company there will be a fee of $500 plus GST per event 
    

A refundable bond will be applied for high-impact events and will extend to low and medium impact events at the discretion of Council.

Please note: proof of NFP status must be submitted with application.

*There may costs associated with other Council permits if required including but not limited to Traffic Management Plan, POPE/PTS Permits, Planning Permits.

There are currently a limited number of suitable locations for medium to high impact community events in the municipality including:

• Aintree Recreation Reserve, Melton
• Boathouse Reserve Playground, Caroline Springs
• Hannah Watts Park, Melton
• Police Paddock, Melton
• Montmarte Boulevard Reserve, Burnside

Other locations: If you wish to host your event at a park that is not listed on here, please select 'Other' when applying for your permit and include the park’s name and address.

Please note that depending on the nominated park, there may be additional requirements, and permission may not be granted at your preferred location.

Council’s Recreation team manages the use of active sporting precincts (ovals, soccer grounds, etc.).  Active sporting precincts will not be made available for community events during seasonal activities. Sporting reserves may include hiring fees.

For events on private land, please contact our Planning Team to determine whether a Planning Permit is required. Please note that if a Planning Permit is deemed as required, the assessment process can take between 3 to 6 months, and approval cannot be guaranteed, as it is subject to a formal planning assessment.

Event organisers may need to apply for additional permits before obtaining an Event Permit. These permits may attract additional fees that are separate to that listed above.  See below for potential additional permits. 

Planning

A planning permit or, amendment to an existing Planning Permit, may be required for any events that:

• Occur on privately owned land, and
• Trigger a Planning Permit (for use and/or development) in the Melton Planning Scheme.

For more information on Planning permits visit: Planning Permits webpage

Structures

Certain structures will need additional approval by the Victorian Building Authority (VBA) and Melton City Council. 

• a stage or platform bigger than 150 square metres 
• a tent, marquee or booth with a floor area bigger than 100 square metres 
• a seating stand for more than 20 people 
• a prefabricated building with a floor area bigger than 100 square metres.

For more information on Prescribed Temporary Structures permits visit: Building webpage

Large crowds

You may need to apply for an occupancy permit for Place of Public Entertainment if:

• the size of your event space is more than 500 square metres
• you are expecting more than 5000 at your event
• the site is enclosed, partially enclosed, or an entry fee is required 

For more information on Place of Public Entertainment permits visit: Building webpage

Traffic Management Plans

If an event organiser is planning any changes to road conditions e.g., speed reductions or closures, then the traffic management plan will need to be assessed and approved by Council’s Traffic Engineers.

For more information on traffic management plans visit the traffic management plans webpage.

If the event organiser is reducing speed or closing a road that is managed by Vic Roads, then a Vic Roads permit will be required in addition to the Council permit.

For more information on Vic Roads permit visit their events and filming on our roads.

All event permit applicants should refer to Melton City Council Event Management Guide, which outlines your responsibilities as an event permit holder. The guide details key permit requirements and includes information on other statutory permits that you may require.  The guide does not cover every single permit or issue that an event permit holder may encounter.

Download: Melton City Council Event Management Guide(PDF, 3MB)  

Links

Community Grants 
Community Signage Permit 
Council's Events Calendar 
Environment Protection Authority Permit 
Liquor Licences 
Local Laws 
Place of Public Entertainment Permit 
Planning Permit
Prescribed Temporary Structure Permit 
Temporary Mobile Food Premises 
Traffic Management Plan Permit 
Victorian Guidelines for Planning Safe Public Events 
Victoria Police and Events 

Templates

Community Event Permits Visual Process Map.pdf(PDF, 107KB)
Emergency Management Plan Guide.pdf(PDF, 207KB)
Emergency Management Plan Template.docx(DOCX, 44KB)
Event Day Running Sheet Template.docx(DOCX, 39KB)
Event Feedback Evaluation Template.docx(DOCX, 32KB)
Event Management Guide.pdf(PDF, 3MB)
Event Planning Timeline Template.xlsx(XLSX, 66KB)
Incident Report Form Template.docx(DOCX, 56KB)
Letter Notification Template.docx(DOCX, 23KB)
On-Site Traffic Management Plan Guide.pdf(PDF, 181KB)
On-Site Traffic Management Plan Template.docx(DOCX, 48KB)
Risk Management Plan Guide.pdf(PDF, 178KB)
Risk Management Plan Template.docx(DOCX, 50KB)
Site Plan Examples.pdf(PDF, 626KB)
Waste Management Plan Guide.pdf(PDF, 213KB)
Waste Management Plan Template.docx(DOCX, 42KB)