Australian event approvals guide · choose your state
Reviewed October 2026The VIC event approvals guide
Everything an organiser in Victoria typically needs. Not every item applies — use the checker to get your own list.
Council · start 8 weeks out
Council event application / land booking
Book the venue and lodge an event application with council for any event on council-managed land.
- Most Victorian councils require an event application 6–12 weeks ahead; major events often 3–6 months.
- Activities on municipal land — stalls, structures, amplified sound, road use — usually need a permit under the Local Government Act 2020 and council local laws.
- If the site is Crown land (a park managed by Parks Victoria or a committee of management), a separate land manager consent is also needed.
- Expect hire fees, a bond, and a site plan review.
Paperwork: Event application form, Site plan, Run sheet, Certificate of currency
Your organisation · start 4 weeks out
Public liability insurance
Councils typically ask for $10–20 million public liability cover, noting council as an interested party.
- Stallholders, food vendors and ride operators should supply their own certificates of currency.
- Check the exact cover amount required in your council's event terms and conditions.
Paperwork: Certificate of currency (organiser + all vendors)
Your organisation · start 6 weeks out
Risk management plan
A written plan identifying hazards, controls, and who is responsible.
- Cover crowd, weather, heat, fire, lost children, medical, and site hazards.
- Include an emergency management plan with evacuation points and contacts.
- Organisers have duties under the Occupational Health and Safety Act 2004 (Vic).
Paperwork: Risk register, Emergency management plan
Department of Transport and Planning · start 12 weeks out
Road closure & Traffic Management Plan
Closing or affecting roads needs a Traffic Management Plan, typically reviewed by council and the Department of Transport and Planning (DTP) for arterial roads.
- Follow the DTP (VicRoads) guidelines for traffic management at special events.
- Events affecting arterial or declared roads need DTP sign-off in addition to council approval.
- Traffic management plans and traffic guidance schemes must be prepared by a suitably qualified person.
- Notify affected residents, businesses and bus/tram operators; advertise closures in advance.
Paperwork: Traffic Management Plan, Traffic Guidance Schemes, Resident notification letter
Victoria Police · start 8 weeks out
Notify Victoria Police
Notify the local Police Service Area for large gatherings, road events and licensed events.
- Police input is often required as part of council's traffic approval and liquor licence process.
- Large events may need user-pays police under the Victoria Police user-pays scheme.
Paperwork: Event notification to local Police Service Area
Victorian Commission for Gambling and Liquor Regulation (VCGLR) / Liquor Control Victoria · start 6 weeks out
Limited (major event / renewable) liquor licence
Selling or supplying alcohol at a public event needs a limited licence, applied for via Liquor Control Victoria.
- Apply at least 28–60 days before, depending on the event category and whether it's deemed high risk.
- All bar staff need current Responsible Service of Alcohol (RSA) certification.
- Check if the site is in a council alcohol-free area or has planning restrictions on alcohol.
- Larger events require a Risk Assessment and may need council and Police consultation documented in the application.
Paperwork: Limited licence application, Risk assessment, Staff RSA list, Landowner consent
Council / Department of Health · start 4 weeks out
Temporary food stall registration (Streatrader)
Food vendors must register via Streatrader and notify the host council under the Food Act 1984 (Vic).
- Each business must register temporary or mobile food premises on Streatrader before trading.
- Many vendors need a certified Food Safety Supervisor for higher-risk foods.
- Provide hand-washing, waste and grey-water facilities.
- Gas cylinders and cooking equipment need a safety check.
Paperwork: Vendor list, Streatrader notifications/registrations, Food Safety Supervisor certificates
Council / Municipal Building Surveyor · start 6 weeks out
Temporary structures (stages, marquees, seating)
Stages, tents and grandstands may need a place of public entertainment (POPE) occupancy permit and engineer sign-off.
- Larger temporary structures and events with significant crowds can trigger a Place of Public Entertainment (POPE) occupancy permit under the Building Act 1993.
- Smaller marquees and stalls usually need council's local laws/events approval instead of a building permit.
- Expect to supply structural engineer certification and an installer's compliance statement.
- Check for underground services before pegging.
Paperwork: Structure specifications, Engineer certificate, POPE application (if applicable), Wind/weather management plan
Council / EPA Victoria · start 6 weeks out
Amplified sound & noise management
Amplified music needs council approval and must stay within noise limits set under EPA Victoria guidance.
- Noise from outdoor events is generally assessed against EPA Victoria's noise guidance and council permit conditions.
- Notify nearby residents; larger events may need a noise management plan and acoustic monitoring.
- Playing recorded or live music publicly needs a OneMusic Australia licence.
Paperwork: Noise management plan, Resident notification, OneMusic licence
Council · start 8 weeks out
Late-night operation
Events running past around 10pm face stricter noise, lighting and security conditions.
- Most councils require music to stop between 10pm and 11pm in residential areas.
- Plan lighting, transport home and pack-down noise.
Paperwork: Extended hours request, Lighting plan
WorkSafe Victoria · start 4 weeks out
Fireworks display
Only a WorkSafe Victoria-licensed pyrotechnician can run a display, with notice to WorkSafe and fire services.
- The pyrotechnician must hold a current WorkSafe Victoria high hazard licence (fireworks) and lodge required notifications.
- Fire Rescue Victoria or the Country Fire Authority (CFA) must be notified; displays are cancelled on Total Fire Ban days.
- Council landowner consent and resident notification are needed.
Paperwork: Pyrotechnician licence, WorkSafe notification, Fireworks plan & exclusion zone
Your organisation · start 6 weeks out
Licensed security & crowd management
Crowd controllers must hold a Victorian private security licence; councils set staffing ratios for large events.
- A common rule of thumb is 2 guards for the first 100 people, then 1 per additional 100 — confirm with council and Police.
- Include a crowd management plan, entry/exit points and capacity limits.
Paperwork: Security provider licence, Crowd management plan
Your organisation · start 4 weeks out
First aid & medical services
Provide qualified first aid; large events need a medical provider and Ambulance Victoria notification.
- Major events should notify Ambulance Victoria and may need a dedicated medical plan.
- Plan for heat, shade and drinking water.
Paperwork: First aid provider booking, Medical plan
Council · start 4 weeks out
Toilets, waste & cleaning
Show enough toilets, bins and cleaning for your crowd size.
- Councils often reference Building Code ratios for temporary toilets; include accessible units.
- A waste management plan with recycling streams is commonly required.
Paperwork: Waste management plan, Toilet hire booking
Consumer Affairs Victoria · start 4 weeks out
Fundraising, raffles & lucky draws
Raising money for a cause can require fundraising registration; raffles follow Victoria's gaming rules.
- Charitable fundraising is regulated by Consumer Affairs Victoria; some organisations need to register.
- Raffles and lucky draws follow Victorian gaming rules administered by the Victorian Commission for Gambling and Liquor Regulation; larger prize pools need a permit.
Paperwork: Fundraising registration (if applicable), Raffle permit records
Council / Maritime Safety Victoria · start 8 weeks out
Beach, waterway or foreshore use
Beach and water events need extra approvals and water-safety planning.
- Water-based activities on Victorian waters may need consent or a permit from Maritime Safety Victoria.
- Engage Life Saving Victoria or professional lifeguards for swim events.
- Some foreshores are Crown land managed by Parks Victoria or a committee of management, needing separate permission.
Paperwork: Maritime Safety Victoria consent (if on water), Water safety plan
CFA / Fire Rescue Victoria · start 2 weeks out
Open flames, BBQs & fire danger season
Open fires are restricted in the Fire Danger Period and banned on Total Fire Ban days.
- A permit to burn may be required during the declared Fire Danger Period (generally October–March, varies by area).
- Have a fire-weather contingency and extinguishers at each cooking point.
Paperwork: Permit to burn (if required), Fire safety checklist
CASA · start 4 weeks out
Drone filming
Flying over crowds needs a CASA-certified operator with the right approvals.
- Recreational flyers cannot fly over or within 30 m of people.
- Many councils also require permission to launch from parks.
Paperwork: Operator ReOC/RePL, Drone flight plan
Your organisation · start 4 weeks out
Accessibility & inclusion
Plan accessible paths, parking, toilets and viewing areas.
- Consider quiet spaces, Auslan interpreters for programmed content, and clear signage.
Paperwork: Accessibility checklist