Planning a festival or event

From 1 January 2026, we are introducing a simplified notification process for small, no-impact events and registration fees for all events requiring formal assessment. Exemptions apply for YRC annual and multi-year grant-funded events. Read more at Festival and event registration update.

From large-scale festivals and celebrations to community picnics, events in Yarra Ranges bring people together to celebrate, connect and showcase the unique character of our region. With its vibrant townships, lush parklands, natural amphitheatres and heritage sites, Yarra Ranges offers a stunning backdrop for events of all shapes and sizes.

Council is proud to support the activation of public spaces and the delivery of safe, inclusive and well-managed events. We work with organisers to ensure events enhance community life while protecting public amenity, safety and the environment.

Whether you're hosting a neighbourhood gathering or a major public celebration, this page will guide you through the process of registering your event or notifying Council if your event is low impact.

Before you apply

Please make sure you read all the information on this page before you begin your registration. We have updated our Terms and Conditions and created detailed FAQs to support you.

You should submit your event registration at least 12 weeks before your event date to:

  • avoid late fees
  • allow enough time for assessment and approvals.

We may take longer to process more complex events. Council may decline applications that are submitted late or lack sufficient information.

Read Festival and events frequently asked questions

Registration required

You must register your event if it:

  • is held on Council-managed land and will attract more than 100 patrons
  • is public, ticketed or advertised
  • is held on non-Council land (e.g. private, church, government agency) attracting 5,000+ attendees.
  • is presented by a commercial entity.
  •  is larger than 500m², fenced/enclosed, or with temporary structures larger than 100m².
  • is requesting access to banner poles, monthly grants, traffic management approvals, or additional cleaning of public amenities.
  • causes impacts to Council-managed amenity, such as:
  • vehicle access to reserves
  • food/beverage sales or market stalls
  • requiring infrastructure set up on Council land (eg marquees, stages, generators, fencing)
  • road, footpath or car park closures, or changes to traffic conditions
  • use of fireworks or pyrotechnics
  • additional cleaning or mowing requests.

 

Registration not required

Even if registration isn’t required, other Council permits (e.g. Planning, Building, Roadside Trading, Food Registration) may still apply. Contact Council on 1300 368 333 for advice.

You don’t need to register if your event:

  • Involves fewer than 100 people with no setup or impact to Council-managed land or amenity (e.g. marquees, traffic or road impacts, sound equipment, generators, fencing)

You are also exempt from registration if your event:

  • is fully indoors with no additional impact on Council-managed land
  • is held on non-Council land (e.g. Parks Victoria or private property) with no permits required AND no impact on Council-managed land or amenity and will attract less than 5,000 attendees
  • is part of a regular sporting fixture or covered by a lease or license agreement with no additional impact on Council-managed land. 

 

Read Festival and events frequently asked questions

 

Important
If you’re planning an event on private land, you must ensure that the planning permit allows the activity at that location before you register your festival or event. We can’t process your registration until you know you can proceed.

 

 You can refer to the following resources to help plan your festival or event and prepare to submit your registration.

For more information, visit our Festivals and events frequently asked questions page.

Council has adopted fees and charges that will be applied for all events being delivered after 1 January 2026. These fees are heavily subsidised. We determined the fees based on the nature, scale and impact of your event, as well as the resourcing required for Council to assess it. 

Once registered, we will assess your event against the impact tiers described below. 

 

Registration type Event features (indicative) Approval required Fee 

Registration not required

 
Important: Even if registration isn’t required, other Council permits (e.g. Planning, Building, Roadside Trading, Food Registration) may still apply. Contact Council on 1300 368 333 for advice.
 
Notification to festivals@yarraranges.vic.gov.au is appreciated.
 
You don’t need to register if your event:
  • Involves fewer than 100 people with no setup or impact to Council-managed land or amenity (e.g. marquees, traffic or road impacts, sound equipment, generators, fencing)

You are also exempt from registration if your event:

  • is fully indoors with no impact on Council-managed land or amenity

  • is held on non-Council land (e.g. Parks Victoria or private property) with no permits required AND no impact on Council-managed land or amenity and will attract less than 5,000 attendees 

  • is part of a regular sporting fixture or covered by a lease or license agreement with no impact on Council-managed land or amenity.

 No

 No fee

Low impact –
Approval required

Small events with minimal infrastructure or impact on Council-managed land or amenity with no review of additional permits required. This fee is applicable if Council does not need to review your structures, permit needs, or planning approvals.

  • ~100-1,000 attendees

  • No traffic impact

 Yes

$250.00

Medium impact
Approval required

Community events with moderate infrastructure or impact on Council-managed land or amenity. 

  • ~1,000-4,000 attendees

  • Road/carpark closures, changes to traffic conditions

  • May require additional services (waste removal, cleaning)

  • Additional permit review may be required (PoPE)

  • Events on private land requiring a planning review (Occupancy Permits, Place of Assembly)

 Yes

$550.00

High impact or
Permit required 

Major events with significant infrastructure or impact on Council-managed land or amenity.

  • ~4,000+ attendees

  • Road/carpark closures, changes to traffic conditions

  • Additional services required (waste removal, cleaning)

  • Extra permits needed (PoPE. Occupancy Permits, Place of Assembly Permits, fireworks)

Yes

$950.00

Council-funded event

Events funded by Council's Annual or Partnership Grants

Seek advice

No fee

Late registration

Events registered less than 12 weeks before the event start date.

 

$75.00

Before you begin your registration, make sure you've read:

 

You'll need to upload:

  • A Certificate of Currency for public liability insurance ($20 million minimum).
  • A detailed site map showing the event layout, including the locations of structures, parking, and any traffic plans.
  • A stakeholder notification letter for nearby residents or businesses.
  • Any third-party permits or approvals (if applicable).

 

You'll also need to provide an Event management plan (EMP)(PDF, 4MB) 4 weeks prior to the event date. 

For major events, we may require additional documentation. Our team will advise you if we need more information.

You can book Council-managed community halls and venues online.

You can book some sports fields for exclusive use, but restrictions as to what you can set up may apply. We can help you to book these locations.

Other parks and open spaces cannot be exclusively booked. Our team will liaise with relevant Council departments regarding their use.

Booking fees apply for venues and open spaces, which are in addition to the event registration fee.

 

 

Council encourages event organisers to register their events as early as possible.

We require 12 weeks to assess event registrations and provide a response. Submitting your event early allows us to issue approvals well ahead of your event date. This allows you to promote your event with confidence. 

Note: We may decline late or incomplete applications or apply additional fees.

The Creative Communities Team will review your application and provide updates.

Other Council departments may contact you if your require additional permits or traffic management plans for your event.

All organisers must complete an Event Management Plan (EMP) at least 4 weeks before the event.

All event organisers, regardless of event size, must undertake appropriate risk and safety planning.

If we approve your application, you’ll receive:

  • a Letter of Approval from the Creative Communities Team
  • an invoice for registration fees.

You must not begin bump-in or setup until written approval is issued by the Creative Communities Team, even if you have received a permit from a different team. Registration fees are non-refundable.

Once approved, you can promote your event by:

  • adding a listing to Council’s Events calendar
  • using Council's banner poles to spread the word.

Advice about land ownership

Call Council on 1300 368 333 to confirm who owns the land

Advice about permits for events on private land

Contact the Duty Planner on 1300 368 333

Advice about Occupancy Permits (Place of Public Entertainment Permit)

Contact Building Applications on 1300 368 333

Event registration enquiries

Contact the Creative Communities Team on 1300 368 333

 

 

Register now

Register your festival or event

Visit or call us

You can also visit one of our Community Links or call us on 1300 368 333.

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