Planning an event

Outdoor Events in Merri-bek 

Outdoor festivals and local events give our community a chance to share culture, mark important dates and celebrate together.  

If you would like to use a public space managed by Merri-bek City Council in a way that goes beyond its normal use, you may need an event permit. Permits help us make sure your event is safe, neighbours are informed, and our shared spaces remain clean and enjoyable for the community. There are many different types of events you can hold in our parks and open spaces. This page will help determine whether you require an event permit for your activity, and the next steps to proceed with an application.  

For an overview of the permit process, categories and associated fees, continue reading below. For an in-depth guide to planning an event in Merri-bek and understanding the regulations and requirements involved, download the document below.  

The Merri-bek Event Guide 2025   (PDF 755Kb)

Will my event need a permit?

An Event Permit is required if your event meets any of the following criteria: 

  • Over 100 people are expected to attend. 
  • Use of inflatable structures or carnival rides. 
  • A wedding ceremony is being performed. 
  • A road closure is required. 
  • Vehicles driving on site (including setting up or delivering equipment). 
  • Use of power is required (on-site power or generators). 
  • Access to water is required. 
  • Infrastructure brought on site (e.g. marquees, staging, sound equipment, toilets etc). 

Events not required to apply for a permit

 Some events don't need a permit, including: 

  • Sporting events run as part of a regular fixture and run by clubs within existing lease agreements. 
  • Group fitness activities. 
  • Events being held indoors, including Council buildings, halls and community centres. 
  • Barbeques, birthday parties and Christmas functions (with no temporary infrastructure, amplification, jumping castles or carnival rides), unless over 100 people.

What we don’t permit: 

  • Live animals (animals farms, petting zoos, pony rides etc) 
  • Pegging down structures (weights must always be used) 
  • Confetti / rice / balloons / glitter used at celebrations 

We also strongly encourage events to avoid single use plastics and non-recyclable packaging – please visit Zero Waste - Zero Carbon Merri-bek for ideas on how to minimise waste in our community. 

Additional Council and regulatory permits 

An Event Permit covers use of Council outdoor spaces only. Depending on your event's scale and purpose, you may also need additional permits or registrations.  

These may include (but not limited to):  

  • All temporary and mobile food businesses are subject to regulations and must meet food safety standards.

    Please see the Guidelines for Operating Food Trucks  (PDF 315Kb) for general information for setting up and operating a Food Truck in Merri-bek City Council.

    Each food vendor is also required to apply for a Statement of Trade via FoodTrader for each event they plan to attend. A copy of the registration is to be provided to Council (via the event organiser) along with event permit application documents.

  • A Place of Public Entertainment (POPE) is an Occupancy Permit issued by the Municipal Building Surveyor to ensure that an event held over an area of more than 500m2 and any prescribed temporary structures are safe for patrons, volunteers, workers, and performers.  

    Why is a Place of Public Entertainment (POPE) Occupancy Permit required?

    The Section 49 of the Building Act 1993 states that a person must not conduct Public Entertainment in a Place of Public Entertainment (POPE) unless an Occupancy Permit has been issued for that entertainment. 

    When is a Place of Public Entertainment (POPE) Occupancy Permit required?

    To determine if an Occupancy Permit is required for your event, refer to:

    If you are still unsure if an Occupancy Permit is required for your POPE, please contact the Building Services team via email, including the following information:

    1. Event details: event organiser name, date, times, and if the event has paid admission
    2. Maximum number of occupants at any one time
    3. Scaled site plans showing the following:
      • -The floor area (m2) of the event, including any building or area
      • -The boundaries of the event
      • -Any temporary structures.

    Please send your enquiry to buildingpermits@merri-bek.vic.gov.au

    If the required approvals for a POPE are not obtained, Council may stop the event. Penalties may also apply.

    How do I apply for a POPE Occupancy Permit?

    If it is determined that an Occupancy Permit is required for your event, complete and submit the POPE permit application form in full and provide all required plans and documents for assessment.

    1. Download Form 15 (Application for Occupancy Permit) Place of Public Entertainment and Temporary Structures (PDF 364Kb)
    2. Submit your application by email to: buildingpermits@merri-bek.vic.gov.au

    Please note: the POPE Occupancy Permit application is managed by the Business Services Team.  It is separate to the Event Permit Application, which is managed by the Festivals Team. 

  • If you need to close off any part of a road reserve, car park or laneway owned by Merri-bek Council for your event, you will need a Temporary Road Occupation permit. Each application is assessed based on the traffic management principles in the Road Management Act 2004.

    You will need to provide supporting documentation (including a Traffic Management Plan) within your application. Find out more about the TRO permit process on our website - Temporary Road Closure.

    To apply, complete your User Registration and apply via Merri-bek eServices

  • Noise from outdoor entertainment events is managed using a combination of measures including noise limits, standard operating hours, and permits issued by Environment Protection Authority (EPA) under the Environment Protection Act 2017.

    You can find out more about the noise limits for an outdoor entertainment and whether you require an EPA permit for your event, by visiting the EPA website - Music noise from outdoor entertainment venues and events.

  • If you are selling or supplying alcohol to the public, you usually need a liquor licence or permit. You must check if you need a liquor licence by reading the guidelines at Liquor Control Victoria on the  Victorian Government Website.

    The Victorian Commission for Gambling and Liquor Regulation (VCGLR) recommends that you lodge your application for a Temporary Licence up to 8 weeks before your event to receive your permit in time.

    You must include a red line plan of your event area within your application. The area you want to supply and consume liquor must be included within the red line.

    For more details and information on the application process, visit the Application for a Temporary Limited Liquor Licence page via the VCGLR website.

Permit Categories 

Permits are categorised by risk (Low, Medium, High) or event type (Inflatable, Wedding). Each has its own process, fees and timeline. Once you apply, a Festivals Officer will review your plans and categorise your event.  

The characteristics below are a guide only, as each application is assessed individually.

Low Risk

Medium Risk

High Risk

1 day 

1-5 days 

1+ days 

100-500 people 

501-2500 people 

2501+ people 

No vehicles 

Vehicle access 

Vehicle access 

No staging 

One Small stage 

Multiple stages 

No TRO* 

Minor TRO* 

Major TRO* 

APPLY 
4 weeks 
PRIOR 

APPLY 
12 weeks 
PRIOR 

APPLY 
24 weeks 
PRIOR 

*TRO = Temporary Road Occupancy (TRO) Permit for any street, road or carpark closures required.

  • Application timeframe: 4 weeks 
    Permit Fee: $230.50
    Bond: $500 

    Low Risk Permits are one-day events only (including set-up and pack-down) with between 100 and 500 people attending. No major infrastructure is brought on site, except for 1-2 marquees and/or vendors, but tables and chairs may be used. This simple set-up means no vehicles are required to access the site, and the event has minimal impact on the surrounds.  

    For example, a Low Risk event could be anything from a community group gathering, to a corporate Christmas party, to a sporting fundraiser - as long as it falls within the ‘low risk’ requirements listed in the table above.

  • Application timeframe: 12 weeks 
    Permit Fee: $518 
    Bond: $500

    Medium Risk Permits can be one-day or multiple day events, ranging from 500 to 2500 people attending. Minimal infrastructure is allowed on site, which includes 1 small stage, additional toilets (if required) and less than 10 marquees and/or vendors. Vehicles may access the site during set-up and pack-down only. Additional event features (like road closures or liquor licenses) will also trigger the need for a Medium Risk Permit. 

    For example, a Medium Risk Event will often involve live performances and/or multiple food vendors, such as cultural celebrations or live music events 

  • Application timeframe: 24 weeks  
    Permit Fee: $1210
    Bond: $2000 

    High Risk Permit events will often run for more than one day and have more than 2500 people attending. These events may have multiple stages, large infrastructure (shade structures, carnival rides, etc), and more than 10 marquees and/or vendors. Given the large scale of the event, vehicles are permitted on site. This type of application will require additional supporting documentation to ensure safety measures are in place, and the event plan is well considered. 

    For example, a High Risk event may range from a local fete with carnival rides, to a full day music festival, or a weekend-long cultural festival.  

  • Application timeframe: 4 weeks 
    Permit Fee: $118.00
    Bond: $500 

    The Inflatable Permit is for single day events and includes 1 structure up to 5m x 5m x 3m size (no other infrastructure is included). An ‘inflatable’ is determined by ‘a structure inflated by an electric pump for recreational use’, therefore 1 vehicle is permitted on site to inflate the structure.  

    For example, this permit is often used for a birthday party or picnic that would like to have one hired jumping castle for their gathering. A vehicle (with generator) is brought on site to power the inflatable, but no other infrastructure is used for the event.

  • Application timeframe: 4 weeks 
    Permit Fee: $518
    Bond: $500 

    A Wedding Permit is for a 4 hour ceremony / celebration, where you can have up to 200 guests join you for your special day. You may bring an arbour and simple PA system for the ceremony, as well as seating for your guests. No other large infrastructure is permitted on site. 

Fees

  • Permit Fees depend on your event's size and category. All fees are per event day. We charge set up and pack down days at 25% of the daily fee.  

    A bond amount is also paid alongside your permit fee. The bond is returned to you after your event, following a site check within 48 hours after the event to ensure you have met all the permit conditions. 

    Category 
    (permit type) 

    Permit fee  
    (per day) 

    Bond 
    (refundable) 

    Low Risk 

    $230.50 

    $500 

    Medium Risk 

    $518 

    $1,000 

    High Risk 

    $1,210 

    $2,000 

    Inflatable/s 

    $118 

    $500 

    Wedding 

    $518 

    $500 

  • A ticketed event is one where entry to a fenced site requires a purchased ticket. 

    An additional 1.5% of gross box office (ex GST) is payable to Council on top of the permit fee. 

  • Further fees may apply for any additional permits required from Council, or other government bodies. 

    See “Additional Council Permits” section above for details.  

Where can I hold my event?

Parks and outdoor areas in Merri-bek which can be used for festivals and large gatherings. Merri-bek has a range of outdoor spaces suitable for picnics, barbecues, festivals and events.

You can see our available open spaces to hire for your next event on our Outdoor spaces suitable for events page. 

How to apply for an event permit

The following information outlines the Events Application Process and provides guidelines that must be considered when organising events on Merri-bek Council land.

  • This form gives us an overview of your event so we can assess whether you need a permit. Include as much detail as you can.

    NOTE:  Submitting the form does not mean your event is approved – it is an application only. 

    Event Permit Application Form 

     

  • After submitting your Event Application Form, a Festivals Officer will confirm if your proposed event location is available and suitable for your event activity. The Festivals Officer will be your main contact throughout the application process. They'll use your application to determine if a permit is needed and, if so, which category applies (see permit categories). 

    Within 7 days of submitting, the Festivals Officer will let you know whether your event can progress to the next stage. 

  • If a permit is needed, you'll be required to submit supporting documents. If further support is needed with the below documents, the Festivals Officer can guide you and provide templates where possible. 

    A Low, Medium or High Risk Permit application will be required to submit: 

    Site Map 
    Risk Assessment 
    Public Liability Insurance 
    Statements of Trade 
    Residential Notifications 
    + any other permits or documents applicable 
     

    A Wedding Permit application will be required to submit: 

    Site Map 
    + any other permits or documents applicable 
     

    An Inflatable/s Permit application will be required to submit: 

    Site Map 
    Public Liability Insurance (inflatable provider) 
    Risk Management Plan (inflatable provider) 
    Job Safety Analysis (JSA) (inflatable provider) 
    + any other permits or documents applicable

  • The Festivals Officer will review your documents and assess your application in full. They will flag any adjustments needed before sending the invoices and finalising the permit. Once invoices are paid, your application moves to 'In-Principle Approval' until you receive your permit.  

    Your event permit will be issued to you via email before the event takes place. It sets out the Spe

  • Deliver your event in line with your event plan. You will do this by adhering to your site plan, risk assessment, and the permit conditions.

  • You will return any keys you signed out. 
     After your event, Council officers will inspect the site. Once they confirm all permit conditions were met, your bond will be refunded. 

Additional forms and resources

We have created the following documents to help you plan a safe and well managed event. We encourage you to download and read through the requirements before submitting your application. 

Download a copy of the Event Guide here (PDF 755Kb)

Event Permit Applications 

Ready to apply? Submit your Event Permit Application Form below. 

Start the Event Permit Application Form 

Contact us 

Questions about the Event Application process?  Email communityevents@merri-bek.vic.gov.au or call  9240 1111.