On this page Content components When do you need to submit a booking?Gatherings with less than 50 people that don’t involve any external businesses or infrastructure, don’t need a booking.You need to submit a booking request and pay a booking fee when your activity or event involves any of the following:50 or more people (adults and children)If you're a business or organisation (including not-for-profit), even if your event will have less than 50 guestsExternal contractors and businesses for things like children’s entertainment or food and drink providersBringing in infrastructure (including more than one shade structure or one larger than 3 m x 3 m, generators and stages)A wedding ceremony.You will be advised after you book if you need an event permit. Discover our bookable outdoor spaces or book directly through our booking portal:Discover our spacesSubmit a booking General booking information Expand all Collapse all What an outdoor booking does not include Booking one of our outdoor spaces gives you exclusive use of a grass area in the park.You cannot book any of the public facilities of our spaces for your exclusive use. This includes:playground areasbarbequespicnic shelterstoilets. Non-permitted items and activities There are some items we do not allow at our spaces. Your gathering is not allowed to have:animal farms, petting zoos or pony ridesreptile farms or live animal enclosuresjumping castlesamusement ridesportable barbecues of any kindfog machineshorse-drawn carriagesmotorised vehicles or equipmentpegs or stakes in the grounddecorations attached to either rotundas or treesglitter, confetti, rice or rose petalsnaked flames (candles)a stage. Notice required How much notice you need to give us depends on the event and number of people. Event typeNotice required50-100 people No additional infrastructure No external contractors 5 full business days50-100 people With additional infrastructure and/or external contractors2 weeksWeddings4 weeks100 to 200 people6 weeksMore than 200 people8 weeks Expand all Collapse all Booking fees Expand all Collapse all Booking fees There is a booking fee to hire our parks, gardens, sportsgrounds and pavilions. Park and garden booking feesVenueFeesAlexandra Gardens, Canterbury Gardens, Surrey Gardens$170 per hour (includes exclusive use of the rotunda). Commercial hire fee $1800.00 per day. Central Gardens, Wallan Road Reserve and Maranoa Botanic Gardens$170 per hour. Commercial hire fee $1800.00 per day.All other parks and gardens$170 per 4-hour block*. Commercial hire fee $1800.00 per day.*Booking fee is charged in 4-hour blocks, not hours. For example, a 5-hour booking is charged as 2 blocks ($340).Sportsground and facility booking feesType of spaceFees (per hour)Sportsgrounds$73.50Pavilions and halls$75For information on recurring school and sport club bookings, visit Sportsground bookings for schools and Sportsground bookings for clubs. Bonds You will need to pay a bond if:you are holding an event that risks damaging the parkyou need a swipe card or key to access the venue.Type of bondBond amountWhen is the bond refunded?Event bondMinimum $200, depending on the risk4 weeks after the event, if there is no damage to the space.Swipe card or key bond$200After you return the swipe card or key.Bond refundsThe site must be cleaned and undamaged for an event bond refund.If there is waste or damage, we may retain funds to cover the clean up or repairs.If you paid a key bond, this is refunded once the key is returned. Cancellation policy To cancel your booking, email [email protected] and include:your booking IDthe date of your bookingthe space that you booked.If you cancel:between 10 and 20 days before the booking date, up to 50% of the booking fee and bond will be forfeited to Councilless than 10 days before the booking date, the booking fee and bond will be forfeited to Council and you will not receive a refunddue to harsh weather, such as rain or extreme heat, we will issue you with a 12-month booking credit instead of a refund. Expand all Collapse all Bringing in temporary structures Expand all Collapse all Marquees, arbours and chuppahs Some of our parks and gardens allow marquees, arbours and chuppahs. You can check what temporary structures are permitted at your booked space on Book a Space.When submitting your booking request, include your request for extra items in the 'bookings summary' section. Chairs and tables All chairs and tables must have horizontal bar legs to prevent damage to our sites.As motorised vehicles and equipment are not allowed, you must carry these items into the garden. If you use a trolley to transport items, it must stay on the footpath and is not permitted on grass areas. Approval for other temporary structures You need a temporary structures permit if you plan to bring structures such as seating stands, tents, stages and lighting. A temporary structures permit is required for items such as:seating standstentsstagesguard railslighting and stage rigging.Cost: $310Processing time: up to 10 weeksApplication form: Application for prescribed temporary structuresLarger structures require additional approval from the Victorian Building Authority. Visit Organise an outdoor event for details.You will need a minimum of $20 million in public liability insurance if you are hiring infrastructure for your event.We don't allow temporary structures to be pegged or staked in the ground. Temporary structures must be weighed down with sandbags or water weights. Expand all Collapse all Other requirements Using external contractors This includes businesses such as children's entertainers and food or beverage sellers. You will need approval for any external contractors you plan to hire for your gathering. Please include this information in your initial booking request. As part of the approval process, you will need to provide a copy of each business’s public liability insurance (minimum $20 million coverage).You may also require additional permits and documentation for food and drink traders. We do not allow external contractors vehicle access into our open spaces (including food trucks). External contractors may use Council footpaths, roads and car parks, which will require an Occupy Council controlled land permit. Permits Some activities will require additional permits. Filming and photographyYou need a permit for any commercial and student filming and photography.Processing time: up to 4 weeks.Apply for a filming on Council land permit.FundraisingYou need a fundraising permit for any fundraising activities. This includes community organisations and not-for-profits.Apply for a fundraising permit.Use of a council road, car park or footpathYou need a permit to close or occupy a Council road, footpath or car park as part of your booking. Visit Organise an outdoor event for more details. All permits come with additional fees.
