Organising an event

The Hobsons Bay municipality has many unique outdoor locations suitable for holding various types of events. 

If you are planning an outdoor event on public land, it is likely you will need an event permit.  Event permits take time to assess, and prospective applicants must follow the notification periods listed below. 

Public events held on private land do not require an event permit, however depending on the nature of the event and its expected attendance, other permits may be required.

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.  

For further information please contact the events unit via email to events@hobsonsbay.vic.gov.au

Event permit application notifications

The assessment process to obtain a permit varies depending on the type of event you are planning. Please note the event EOI notification timelines outlined below and submit accordingly:

Level 1 High Impact - 6 to 12 months notification minimum

  • Multiple days, road closures and event sites.
  • Public transport impacts.
  • More infrastructure, including amusement rides and inflatables.
  • Food, beverage and other trading.
  • Attendance more than 3,000 people

Example: Circus, large sporting, music or cultural events

Level 2 Medium Impact - 3 to 6 months notification minimum

  • Some changes to road conditions and public transport disruptions
  • Some infrastructure - marquees and amusements rides
  • Food and beverage trading
  • Attendance fewer than 3,000 people

Example: Small fun runs and cultural celebrations

Level 3 Low Impact - 2 months notification minimum

  • Single location
  • Minimal infrastructure (signage only)
  • No road or public transport impacts.
  • No food and beverage or trading
  • Attendance fewer than 500 people

Example: Small events, walks, small charity events

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.

Find the Event Planning Guides in the expandable sections below.

Event planning guides

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.

Event, Risk and Emergency Plan Templates

These templates are designed to support you in planning a safe and enjoyable event, while still meeting the requirements of Council, emergency services and other relevant authorities.

Use these templates in the way that works best for you - they are here as a guide. They are adjustable and you can remove anything that isn't relevant. 

Event Management Plan template(DOCX, 77KB)
Every event is unique and not all sections will apply to everyone. If you already have an existing document, you can use that and update with the necessary information. 

Risk Management Plan template(DOCX, 158KB)
Emergency Management Plan template(DOCX, 324KB)

There is no mandated template for risk management plans or emergency management plans. You are welcome to use any format or matrix that best suits your event, as long as the information is clear and easy to understand.

Smaller events may wish to combine their Event and Emergency Plans in a single document.

What other permits might my event need?

Additional permits, approvals and notifications may be required from a variety of regulatory authorities and emergency services. Applications need to be made directly to these organisations. Below are a few examples of common approvals required, however there is a more comprehensive list in the Event Planning Guide.

  • Ambulance Victoria
  • FoodTrader - for any food or beverage offering whether free or at a cost
  • Parks Victoria - for any water-based activity
  • Public Transport Victoria - if PTV routes will be affected
  • VicRoads

What fees will I be paying?

A variety of fees apply for conducting events in Hobsons Bay, including a bond for use of Council's parks, reserves and open space.

Event Permit: Level 1 (High impact) - $680.00

Event Permit: Level 2 (Medium impact) - $350.00

Event Permit: Level 3 (Low impact) - $185.00

Bond payment - Outdoor event - $1,200.00

Bond payment - Circus - $5,000.00
Per performance day - $390.00
Per non-performance day - $280.00

Market permit (per market day) - $665.00

You may also require a Place of Public Entertainment (PoPE) Permit which is issued through the Building department. Please refer to the Event Planning Guide for more information.

Other useful templates for event management

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. 

Event expression of interest

Wedding booking information

Community clean-up information 

Related Information

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