Apply to hold an event on public land

It is important that you adhere to the minimum notice period, and submit all event applications in the correct time frame outlined below.

If you are planning an event on public Council land (excluding small family gatherings) you must apply for an Event Permit before advertising the event.

It is the event organisers responsibility to obtain all required permits from Council and to meet all required legislation.

What constitutes a public event?

  • A public event is an organised public gathering for a common purpose. 
  • It can be a one-off event or on a periodic basis.
  • It is open to members of the public.
  • It is publicly announced or advertised.
  • It may be subject to a specific licence, approval(s), or permit(s)  

What about my private family celebration?

You do not need an event permit for a small family celebration. Please keep in mind Council cannot reserve an area in the park for you.

Such gatherings in a public park or area include:

  • birthdays
  • baby showers
  • wedding ceremonies

No items should be pegged into the ground as this can cause underground damage.

What about an event on private land?

Public or ticketed events held on private land do not require an Event Permit. Depending on the nature of the event and its expected attendance, other permits may be required.

Read our Guide to Hosting an Event in Moorabool Shire to understand the requirements of hosting a safe and successful event.

Permits you may need:

  • Planning permit
  • Building permit
  • Place of Public Entertainment (POPE) Occupancy permit
  • Traffic Management Plan & MoA(XLSX, 52KB) (Memorandum of Authorisation)  

It is the event organiser's responsibility to ensure all permits are received. For further clarification, please contact Council’s Economic Development Officer.

Minimum notice period

Your application must be submitted to Council according to the below minimum notice periods.

The time frames below are for before you advertise your event. For example, if proposing to host a low impact event, the application must be submitted to Council 8 weeks prior to commencing advertising, not 8 weeks prior to the event date.

  • Low Impact: 8 weeks (less than 500 people, no road closures, one day event, single location and other considerations) 
  • Medium Impact: 3-6 months (500-3000 people, road closures, 1 or more days, single or multiple locations and other considerations)
  • High Impact: 6-9 months (More than 3000 people, 2 or more days and other considerations)

A guide to holding an event

The guide which can be downloaded from the panel on the right is to help event organisers and community groups.

It provides clarity and direction to make your event compliant with local laws. It also outlines the requirements of regulatory authorities and emergency services.

Accessible and inclusive for all

It is important to ensure event and activities are accessible, inclusive, and welcoming for everyone.

Consider those living with a disability, parents with prams, carers, older adults, and culturally and linguistically diverse (CALD) communities.

Read the Accessible Events checklist in the panel on the right for further information.

Sustainable events trailer

Event planners may borrow our Sustainable Events Trailer (SET) to manage waste and recycling at events.

The SET holds a set of four recycling and four garbage bins. After your event, empty out the bins at any of our transfer stations for no charge.

For further information and to book the SET for your event, click here.

Victorian Government COVIDSafe event requirements

Public events in Victoria must take place under the Victorian Government COVIDSafe settings. Click here for more information.

How to apply

Email

Step 1.Complete an application form

Download an application form from the panel on the right and complete all sections and provide all supporting documents required. 

Step 2.Submit your application

Submit your application via email to info@moorabool.vic.gov.au

In person

Step 1.Complete an application form

Download an application form from the panel on the right and complete all sections and provide all supporting documents required. 

Step 2.Submit your application

You can submit your application at any of the following locations:

Ballan Office 
15 Stead Street, Ballan
Open: Monday-Friday 8.30am-5pm

Darley Civic and Community Hub 
182 Halletts Way, Darley
Open: Monday to Friday 8.30am-5pm  

Lerderderg Library 
215 Main Street, Bacchus Marsh
Open: Monday to Friday 8.30am-5pm
           Saturday 9am-2pm

Post

Step 1.Complete an application form

Download an application form from the panel on the right and complete all sections and provide all supporting documents required. 

Step 2.Submit your application

Mail your application to PO Box 18, Ballan, Victoria 3342

What happens next?

Once you have submitted for your event permit application:

  • We will consider your application and may be in contact if we need further information.
  • Your application will be reviewed by the relevant departments and may be distributed to emergency services and other agencies for their input. At Moorabool Shire Council, the Economic Development Officer is responsible for liaising between the event organiser/s and internal departments, and other authorities.
  • If approved, your permit will be emailed to you for signing.