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 more than 3,000 people. 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 fewer than 3,000 people. 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 fewer than 500 people. 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 via email: events@hobsonsbay.vic.gov.au.

Event Planning Guides

Part One: A Guide to Holding an Event(PDF, 351KB)

Part Two: Developing an Event Plan(PDF, 414KB)
Part Three: Risk Safety and Emergency Management(PDF, 574KB)

Event, Risk and Emergency Plan Templates

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

Please feel free to use these templates in the way that works best for you - they are here as a guide to help you along the way. They are adaptable and you can remove anything that isn't relevant to your event.

Event Management Plan template(DOCX, 77KB)
Every event is unique and not all sections will apply to everyone. Smaller or simpler events may not need to cover everything. If you already have a previous document, you can use that and update with the necessary information for your upcoming event.

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.

What other permits would I need to apply for?

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
Parks Victoria
Public Transport Victoria
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) - $660.00

Event Permit: Level 2 (Medium impact) - $345.00

Event Permit: Level 3 (Low impact) - $180.00

Bond payment - Outdoor event - $1,200.00

Bond payment - Circus - $5,000.00
Per performance day - $380.00
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.