Finished exploring our bookable spaces?

Go to Step 2.

Event plans

An event plan provides:

• an overview of the event
• lists all the items that need consideration
• lists the actions you need to take to deliver each item.

When an event plan is required

Event plans are required for all events with 100 or more guests.

For events with under 100 guests, you may be asked to provide a event plan based on the type of event you are planning. 

The size, scope and complexity of the event determines the level of detail you need to include in your event plan.

Running schedules

Event plans must include a running schedule that shows:

• the event start and finish times
• arrival (bump-in) and departure (bump-out) times and details of equipment
• vehicle access arrangements (as authorised by Council)
• the order and timing of activities such as speeches or performances
• arrival and departure times for VIPs, related security plans and backstage details
• the name and contact details of the host or master of ceremonies.

Send the schedule to your team and any contractors before the day of the event.

Example of an event running schedule

Have you been asked to prepare an event plan?

• If yes, download the event plan template (153KB) and add your running schedule. Then go to Step 3 to see what else to include in your event plan.
• If no, go to Step 9 to read what other items you may need to submit to Council.

Permits for temporary structures

The following prescribed temporary structures require approval from the Victorian Building Authority:

• a stage or platform exceeding 150sqm
• a tent, marquee or booth with a floor area greater than 100sqm
• a seating stand that accommodates more than 20 people
• a prefabricated building with a floor area exceeding 100sqm.

If you intend to erect any of these items, complete the Application for Siting of Prescribed Temporary Structure.

A permit fee applies. Allow 10 weeks for processing.

For queries, contact the Sport and Events Team on 9278 4595. 

Approval for larger marquees

We allow one 3m by 3m shade structure to be erected at no cost. Additional marquees or a marquee bigger than 9 square metres require Council approval.

View marquee sizes and fees

For approval for additional or larger marquees, email [email protected].

Will you be erecting temporary structures at your event?

• If yes, apply for any permits or approvals you need and add the relevant details to the event plan. Then go to the next step
• If no, go to the next step 

Toilet facilities

It is the event organiser’s responsibility to ensure that adequate toilet facilities are in place.

The number of toilets required depend on:

• crowd numbers
• event duration
• guest gender
• the service of alcohol.

You should also consider facilities required by children, the elderly and people with a disability.

You may require portable toilets to ensure that adequate facilities are available. Portable toilets are considered temporary structures. See the Marquees, temporary structures and equipment page for further details. 

Use the following guidelines to determine the number of toilets required at your event.

Events without alcohol

Events where alcohol is available

For events with 500-1000 people, we determine the number of toilets required on a case-by-case basis.  

Duration of events

Shortening an event reduces the number of toilets you need.

Are you using sound equipment for your event? 

If yes, add sound equipment details to your event plan. Then go to Step 5.

Do you need to provide additional toilet facilities for your event? 

If yes, add toilet facility details to your event plan. Then go to Step 5.

If no, go to Step 5. 

Fees

Fees for Council-issued permits vary depending on the event and who is holding it. 

We don't charge fees to registered charities and not-for-profits. The Australian Charities and Not-for-Profit Commission (ACNC) must register your organisation to qualify.

Getting permission for activities at your event

Use this information to check what permissions you need for different activities associated with your event.

Notify Public Transport Victoria (PTV)

If you are planning to have more than 5,000 people at your event, you'll need to contact Public Transport Victoria.

Learn more about events and their impacts on public transport from PTV.

Will the event impact roads, footpaths or car parks?

• If yes, describe these impacts in your event plan and provide evidence that you have applied for the necessary permit. Then go to Step 6.
• If no, go to Step 6.

Permits and registrations for food traders

As the event organiser, you need to:

• make sure that all temporary and mobile food traders are registered with their Council using Streatrader the state government’s online system
• obtain and keep copies of all your traders’ registration certificates (except Class 4 traders)
• inform traders of all classes that at least 10 days before your event, they must lodge a Statement of Trade via Streatrader citing the date and Boroondara location where they will be trading
• check whether food outlets will be located in a car park or street. 
  If they are, apply for a Permit to Occupy Council-Controlled land
• check whether any of your traders will be selling alcohol. 
  If they are, they need to obtain Temporary Limited Licence (TLL) from the Victorian Commission for Gambling and Liquor Regulation 
  Processing a TLL can take at least 8 weeks.

Will there be food, beverages or alcohol at the event?

• If yes, request copies of relevant licenses, apply for any permits you need, and describe the food and drink arrangements in your Event Plan.
  Then go to the next step.
• If no, go to the next step.

In the event plan, provide a Waste Management Plan that describes how you will manage rubbish and recycling at your event.

The Waste Management Plan should include:

• plans for reducing litter on and adjacent to the site (including communications before and announcements during the event)
• plans for delivering and collecting additional wheelie bins and skips for both landfill and recycling, and contractor details
• the numbers and site locations of both landfill and recycling bins
• plans for signage and bin labelling
• the communications, direction, and support provided to stallholders and food vendors about banned single-use plastics, and the use and disposal/recycling of plastic bags and cups, as well as the encouragement of the investigation and use of alternatives
• details of team members allocated to cleaning the site after the event – removing all litter and cleaning up any spills or breakages
• the person with overall responsibility for waste management and cleanup
• event day contact details for people responsible.

Sustainability principles for greener events

All events generate some waste. However, there are many ways to run a 'zero waste event', including the options below.

By planning ahead and incorporating waste management initiatives into your event, you will be helping to protect our environment and waterways from littering.

Attach your Waste Management Plan to your event plan. Then go to the next step.

In your event plan, include a copy of the written notice you will send to nearby residents and businesses notifying them of your upcoming event.

A copy of this notice is required if your event needs a Permit to Occupy Council Land or a Road and/or Footpath Occupancy Permit. (See step 5 of this guide to learn more about these permits.)

The letter should contain the following details:

• name of the event organisers
• name, date and location of the event
• purpose of the event
• number of audience/participants expected
• details of any disruptions to residents and businesses
• details of any road closures, changed traffic conditions or changes to public transport services (if applicable)
• a contact name and number for further information or queries
• the date you will distribute the letter and how many you will send.

We will review the letter as part of your request.

Do you need to send an event notification letter as part of your event? 

• If yes, create a draft letter for nearby residents and businesses and add it to your event plan. Then go to Step 9.
• If no, go to Step 9.

After you submit your booking request, the Events Officer may ask you to provide a Risk Assessment Management Plan and an Emergency Management and Evacuation Plan.

It is the responsibility of the event organiser to provide a safe environment for volunteers, contractors, staff and the public.

Risk Assessment Management Plan

Your Risk Assessment Plan should detail: 

• all the hazards that could occur at your event (including environmental, physical, chemical or organisational hazards).
• how you will manage these hazards 
• how you will communicate with all of your stakeholders and patrons 
• procedures surrounding an event cancellation procedure.

Emergency Management and Evacuation Plan

An Emergency Management and Evacuation Plan should identify:

• the event's Emergency Coordination Centre and contact phone numbers
• the nearest Emergency Response Providers, with a list of contact details
• the Emergency Management Team members’ roles and responsibilities and contact numbers
• the number of first aid service providers, their location on site and communications protocols
• the number of staff or volunteers on the site
• protocols for communicating, managing and actively directing the response to any fire, medical, security and safety-related incidents
• evacuation protocols and people responsible, including arrangements for helping the elderly, children, and people with a disability
• locations of emergency vehicle access points
• emergency exits
• size and timing of any scheduled and approved fireworks display.

You’ll find further advice in Worksafe's 'Advice for managing major events safely' guidelines.

Crowded places assessment  

It is a requirement that all large events review their risk and event management in line with the Federal Government’s document Australia’s Strategy for Protecting Crowded Places from Terrorism. 

The Federal Government also provides a Crowded Places Self-assessment Tool for event organisers to complete.

Have you been asked to provide Risk Assessment and Emergency Management Plans?

• If yes, prepare the Risk Assessment Plan and Emergency Management Plan. Then go to Step 10.
• If no, go to Step 10. 

After you submit your booking request, we may instruct you to take out public liability insurance cover for the event period.

We require proof of public liability insurance if you are hiring any infrastructure for your event 

If you are hiring a third-party business for things like children’s entertainment or food sales, we also need copies of their public liability insurance.

If so, you'll need to notify the insurer of the event date and declare the City of Boroondara as an interested party.

The insurer should issue you with a certificate of currency showing a minimum of $20 million coverage.

Do you need to take out public liability insurance for your event?

• If yes, obtain the insurance. Keep a copy of the certificate of currency to send to the Events Officer. Then go to Step 11.
• If no, go to Step 11.

If you are setting off fireworks for your event you will need to provide us with: 

• a copy of your operator’s licence 
• the notification to discharge fireworks that was lodged with Worksafe 
• a copy of the operator's Public Liability insurance certificate of currency. 

Setting off fireworks is illegal in Victoria unless the operator holds a Licence to Use Fireworks as a Pyrotechnician. These licenses are issued by WorkSafe. 

For more information, see guidance on using fireworks from WorkSafe, or call 1800 136 089.

If permission is granted by us, a fee will be charged.

Will your event include fireworks?

• If yes, ensure your operator has permissions from Worksafe and send us the relevant documentation. Then go to Step 12.
• If no, go to the next Step 12.

After you submit your booking request, we may ask for a site plan.

A site plan is a detailed drawing or image of an event site with the locations of all important facilities clearly marked.

The site plan may include:

• accessible paths, car parks and toilets, amusement rides and inflatables
• drinking water locations, emergency vehicle entry points and access routes
• entrances and exits, site office and/or operations centre, fire extinguishers and first aid posts
• food vendors and stalls, marquees and parking
• generators or power boxes
• an information point and a site for lost children or lost property
• stages

Help preparing a site plan

Contact us for more information or help preparing your site plan. 

Have you been asked to prepare a site plan?

• If yes, apply for the permits you need and prepare the site plan. Then go to Step 13.
• If no, go to Step 13.

Submit initial event documents

At least 2 months before your event, send the documentation you've gathered to your Council contact.

In the email message, list any permits or approvals you have applied for that are still pending.

We'll review and advise of:

• any information you still need to provide
• any permits or approvals you still need for your event.

Submit final event documents, including copies of permits and permissions

At least 2 weeks before the event, email your final event documentation to your Council contact.

Include any additional information we've asked you to provide, as well as copies of any permits, certificates or licenses you need for your event.

Council approval

We will review your event documents and, as long as there are no items outstanding, approve your request to hold the event.

Booking fee and bonds

If you're booking one of our venues, you'll receive an invoice for the venue booking fee when your event is approved.

• If the event poses a risk of damage to the venue, Council may also request an event bond.
• If you require vehicle access to the venue, Council will charge a key bond.

View fees for open space hire.

When Council invoices you for venue hire, you may also be asked to pay a bond.

Submit your initial, and then final documentation and pay the invoice. Then go to the next step.

Event lead-up

In the 2 weeks leading up to the event, remember to deliver copies of your approved notification to nearby residents and businesses, giving them the opportunity to attend, or avoid, the event.