Planning an event

Events in Merri-bek

Outdoor festivals and events make a positive contribution to the municipality, adding vibrancy and celebrating the cultural and artistic diversity that exists within the community.

Merri-bek City Council defines an event as anything that happens or is regarded as happening; that includes those criteria set out in the event permit requirements and that is outside the normal use of a public park, especially one of some importance.

A festival is a public festivity, with a series of musical, dramatic, or other performances, processions, exhibitions, etc.

Permit Types

Event permits are categorised by risk rating (Low, Medium, High) or event type (Inflatable, Wedding) and each permit type has its own application requirements. 

The main characteristics of each permit are outlined below, but they are not limited to just these permit characteristics.

Low risk rating events

Low risk rating events can have the following main characteristics:

  • Single day events
  • Estimated attendance 101 to 500 people
  • Total area taken by marquees is less than 45m2
  • No vehicles on site
  • No staging
  • 3 week application timeframe

Medium risk rating events

Medium risk rating events can have the following main characteristics:

  • Event runs for 1 to 5 days
  • Estimated attendance 501 to 2500 people
  • Total area taken by marquees is less than 90m2
  • Vehicles on site are permitted
  • Small temporary stage
  • 10 to 12 weeks application timeframe

High risk rating events

High risk rating events can have the following main characteristics:

  • Event runs for more than 1 day
  • Estimated attendance is more than 2501 people
  • Total area taken by marquees is more than 90m2
  • Vehicles on site are permitted
  • Multiple stages
  • 20 to 26 weeks application timeframe

Event type: inflatables

Inflatables (event type) can have the following main characteristics:

  • Single day events
  • Estimated attendance has no limits
  • No marquees
  • 1 vehicle permitted on site
  • No staging
  • 3 week application timeframe

Event type: weddings

Weddings (event type) can have the following main characteristics:

  • 4 hour long event
  • Estimated attendance is less than 200 people
  • No marquees
  • No vehicles on site
  • No staging
  • 4 week application timeframe

Will my event need a permit?

An Event Permit is required if your event meets any of the following criteria:

  • Over 100 people are expected to attend the event.
  • Use of inflatable structures or carnival rides.
  • A wedding ceremony is being performed.
  • A road closure is required.
  • Vehicles will be driving on site.
  • Use of power is required (on-site power or generators).
  • Access to water is required.
  • Infrastructure is being brought onto Council land for the event (e.g. staging, sound equipment, toilets etc)

If you are unsure if you require an Event Permit, please contact the Festivals Officer at communityevents@moreland.vic.gov.au or call 9240 1111.

Events not required to apply for a permit

In some cases, events may not need a permit. These could include:

  • Sporting events which are presented as part of a regular fixture and run by clubs within existing lease agreements
  • Group fitness activities
  • Events being held indoors, including Council buildings, halls and community centres
  • BBQs, birthday parties and Christmas functions that do not involve things like temporary infrastructure, amplification, jumping castles and amusements unless over 100 people

If you are unsure if your event needs approval, please get in touch with us by emailing communityevents@moreland.vic.gov.au or calling 9240 1111 for advice.

Fees

Event Fees

Fees are charged according to the size and complexity of the event.

Bond Fees

It is a requirement of Council that all event organisers pay a bond prior to being granted an Event Permit. Bond levels are tied to the category of Event Permit and are paid into a holding bank account at Council via invoice.

The bond is fully refundable, subject to satisfactory compliance with all conditions listed in the Event Permit and satisfactory post-event inspection of the site being carried out by Council Officers within 48 hours of the event.

Event Fees and Bond Fee incl. GST

The following fees are per event day, and bump in/out days are charged at 25% of event day fee.

Event permit fees:

  • Low risk event is $205 per event day
  • Medium risk event is $460 per event day
  • High risk event is $1,075 per event day
  • Inflatables (event type) is $105 per event day
  • Wedding (event type) is $460 per event day

Bond fees:

  • Low risk event is $500
  • Medium risk event is $1,000
  • High risk event is $2,000
  • Inflatables (event type) is $500 per event day
  • Wedding (event type) is $500 per event day

Ticketed events

1.5% of gross box office (ex GST) is payable to Council in addition to the Event Permit Fee.

Waste Collection Fees

Permitted Events will be required to organise waste collection appropriate to their event (rubbish and recycling bins and bin caps delivery and collection).

Council fee: $400 incl. GST (supply and removal of 4 bins)

Additional bins: $33 incl. GST (per bin and removal)

Additional fees

Additional fees may apply for supplementary permits such as a TRO (Temporary Road Occupancy permit). You can find out more about this permit on our Building permits page. 

Additional fees may also apply for supplementary permits such as a PoPE (Places of Public Entertainment permit). You can contact us by emailing communityevents@moreland.vic.gov.au or calling 9240 1111 for advice on when this permit is needed.

How to apply for an event permit

The following information outlines the Events Application Process and provides guidelines that must be considered when organising events on Merri-bek Council land.

  • Please note: the timeframe for this step to be completed is at least 2 months before the event takes place.

    The Event Application Form is an online form that provides Council with an overview of your event, so we can assess whether an event permit may be required. It is recommended that as much information is supplied as possible.

    The submission of the Event Application Form does not imply the event is approved – it is an application only.

    Start an Event Application form

  • After submitting your Event Application Form, the Festivals Officer will confirm if your proposed event location is available and suitable for your event activity.

    The Festivals Officer will use the information provided in your application form to determine if your event requires a permit.  If a permit is required, your event will be categorised as low, medium or high risk.

    The Festivals Officer will be your main contact throughout the application process.

    Within 7 days of submitting your application, the Festivals Officer will be in touch to let you know whether your event can move forward to the planning stage, and what permissions and approvals may be required to deliver your event.

  • If your event is categorised as Low, Medium or High Risk, you will be required to submit:

    • a Risk Assessment
    • a Site Map
    • your Public Liability Insurance (minimum $20 million)
    • evidence of notification to surrounding businesses/residents (if applicable)
    • any other licences/permits/documentation as required such as an event plan, liquor licence, temporary road occupancy permit or Places of Public Entertainment Permit.

    If you are applying for a Wedding Permit, you will be required to submit:

    • a Site map outlining where the wedding will be taking place on Council land

    If your event requires an Inflatable Permit, you will be required to submit:

    • your Public Liability Insurance certificate from inflatable provider
    • a Risk Management plan from inflatable provider 
    • a JSA (Job Safety Analysis) from inflatable provider

  • When your supporting documentation is approved, a permit will be issued to the Event Organiser/Organisation. The permit may include a list of conditions the event organiser must comply with in order to safely deliver the event.

    A COVID-19 Safe Plan or Checklist will need to be submitted to DJPR according to the COVID-19 Public Events Framework (DOC) tier categories. You can find out more about this on the Victorian Government's Coronavirus website.

    In some circumstances, you may be required to attend a site induction at the event location prior to the event.

  • Your event is delivered safely in accordance with the issued permit conditions and your event plan, site map and risk assessment.

  • Any keys that have been signed out will need to be returned.

    The bond fee will be refunded post-event following a site inspection and in accordance to the terms and conditions outlined in your permit.

Additional forms and resources

We have created an Event Permit Guide to help you plan a safe and well managed event. 

Download a copy of the Event Guide here.

Contact us

For any questions about the Event Application Process, please contact the Festivals Officer by emailing communityevents@moreland.vic.gov.au or calling 9240 1111. 

Where can I hold my event?

Parks and outdoor areas in Merri-bek which can be used for festivals and large gatherings. Merri-bek has a range of outdoor spaces suitable for picnics, barbecues, festivals and events.

You can see our available open spaces to hire for your next event on our Outdoor spaces suitable for events page.