Organising an event

Hobsons Bay has many unique outdoor locations suitable for holding many different types of festivals and events.

If you are planning to hold an outdoor public event on public land, you will need an event permit.

Completing the event expression of interest (EOI) form is the first step in applying for a permit. Please provide as much information as possible including site maps and draft event plan, to allow the events team to properly assess your event proposal.

The assessment process to obtain the permit will vary depending on the type of event you are planning. Please note the event EOI notification timelines outlined below:

Event Permit Application Notification

Event type	Event parameters	Application notice
Level 1 (High impact)	Multiple days, road closures and event sites. Public transport impacts. More infrastructure, including amusement rides and inflatables. Food, beverage and other trading. Attendance >3,000 pax. Example: Circus, parades, large sporting, music and cultural events.	6 to 12 months
Level 2 (Medium impact)	Some changes to road conditions and public transport disruptions. Some infrastructure - marquees and amusements rides. Food and beverage trading. Attendance up to 3,000 pax. Example: Small fun runs, sporting events and cultural celebrations/festivals.	3 to 6+ months
Level 3 (Low impact)	Single location. Minimal infrastructure, ie. signage. No road or public transport impacts. No food and beverage or trading. Attendance <500 pax. Example: Small charity events, group gatherings.	Minimum 2 months

Event Planning Guides

A series of event planning guides and templates are available to help event organisers develop an event and risk management plan. The guides also provide information to help plan and deliver safe events that meet the requirements of Council, emergency services and other regulatory authorities.

Part One: A Guide to Holding an Event provides information on the steps involved in applying for an event permit. It also includes information on permissions and notifications that might be needed from other authorities.

Part Two: Developing an Event Plan outlines how to provide the information needed in an event plan, which may be needed to get an event permit.

Part Three: Risk Safety and Emergency Management helps event organisers identify, manage and record the risks associated with an event and includes sample templates.

There are also templates available in the table below.

Safe and Healthy Crowded Places

It is recommended that event organisers review their risk management in line with the Federal Government’s Australia’s Strategy for Protecting Crowded Places from Terrorism document, available at the National Security website.

Event organisers should complete the Crowded Places Security Audit and Crowded Places Self-Assessment Tool, as it will help determine the need for Victoria Police guidance in planning your event.

For further information on holding an event, please contact the Events Unit on 1300 179 944 or via email: events@hobsonsbay.vic.gov.au.