Event Application

Requirements and resources to run a safe, compliant and fun event in Baw Baw.

When is an event application required?

If you would like to hold an event on Council owned or managed land, roads or property, you will need to submit an event application to Council before the event.

Events are not permitted to be staged on Council land without Council's written approval.

If you intend to use or close Council owned roads, you will also need to submit a Traffic Management Plan (TMP) and Memorandum of Authorisation (MOA).

Depending on the event or its location, you may also need other permits from Council, such as an Occupancy Permit for a Place of Public Entertainment or a Planning Permit.

Events held on private or Crown Land: you do not need to submit an event application to Council. However, you may need other permits from Council, such as an Occupancy Permit for a Place of Public Entertainment or a Planning Permit.

You will also need to seek permission from the landowner, e.g. the Department of Environment, Land, Water and Planning (DELWP) or Parks Victoria.

If your event involves roads managed by the Transport Victoria (VicRoads), you will need their consent.

When to apply?

Impact Classification	Examples	Application Required at least
Low	Up to 250 attendees No or minimal temporary infrastructure (3x3m marquees) Up to 3 food vendors No staging No alcohol No or low impact on roads or traffic Event duration: up to one day	2 months prior to event
Markets	Up to 1,500 attendees 10+ marquees and/or food vendors Sale and/or consumption of alcohol (sale only or temporary liquor licence, up to 5 vendors) Minimal staging and PA (music entertainment) Low to medium impact on roads (TMP required) Vehicle access to event site required Event duration: up to one day	3 months prior to event
Medium	Up to 1,500 attendees Up to 20 food vendors 10+ marquees Sale and/or consumption of alcohol (sale only or temporary liquor licence, up to 5 vendors) Inflatable structures (jumping castles) Some staging and infrastructure, e.g. portable toilets, large marquees, full sound system set up Medium to high impact on roads or parking(road closures, TMP required, detours, parking to be considered) Vehicle access to event site required Bump in/out: usually 1 day at either end Event duration: up to one day	3 months prior to event
High	Over 1,500 attendees 20+ food vendors 10+ marquees Sale and/or consumption of alcohol (sale only or temporary liquor licence, 5+ vendors) Inflatable structures (jumping castles) Major infrastructure, e.g. large staging and marquees, portable toilets, full sound system set up High impact on roads and parking (extensive road closures, TMP required, detours, designated parking area required) Vehicle access to event site required Bump in/out: more than 1 day at either end Event duration: one day or multiple days or multiple sites	4 months prior to event
Occupancy Permit for a Place of Public Entertainment (POPE) and Siting Permit	A POPE is required for prescribed temporary structures being: Tents, marquees or booths with a floor area greater than 100m2 Seating stands for more than 20 people Stages or platforms (including sky borders & sky wings) exceeding 150m2 floor area Pre-fabricated buildings exceeding 100m2 other than ones placed directly on the ground surface. Places having an area greater than 500m2 are a prescribed class of places unless: a) The place is used for the purpose of conducting an event or activity which is organised and controlled by a community-based (not for profit) organisation; and b) The number of persons in the place at any one time during the event or activity does not exceed 5,000. Community-based organisations using outdoor recreational facilities greater than 500m2 (without temporary structures) for these events are exempt from the requirement to obtain a POPE Occupancy Permit if the number of persons in the place at any one time during the event or activity does not exceed 5,000. Events held on Council, private or other land.	6 - 8 months prior to event

Requirements

At minimum Council requires the following documentation:

Completed Event Application
Risk Assessment
Site Plan
Adequate Public Liability Insurance cover of $20 million

Additional requirements (depending on the event classification) may include:

Event Management Plan
Traffic Management Plan
Emergency and Evacuation Plans
Waste Management Plan
Worksafe Notification (Fireworks)
POPE

Terms & Conditions

Approved events must comply with Council’s standard Terms and Conditions to run an event on Council land.

Additional conditions may apply depending on the type, classification and impact of the event.

Resources and Templates

Bookable Venues

Some Council owned venues require a booking via Bookable.

Visit the Hire Baw Baw venues with Bookable page for further information.

Depending on the event classification, you may also need to submit an event application.

Apply Now

Before you apply: Ensure you have the minimum required documents to attach to your application:

Risk Assessment
Site Plan
Adequate Public Liability Insurance cover of $20 million

Once you're ready, Click Here to Apply Now.