Planning a festival or event

Man and a young girl holding their lantern at the Belgrave Lantern Festival

We at Yarra Ranges Council encourage communities to celebrate together and are excited to support a range of events across our shire. We have put together resources and advice to guide you with the planning of your event.

Before you start, please take some time to read through our Frequently asked questions(PDF, 71KB) and Event Quick Guide(PDF, 256KB). These documents will help guide you in the initial steps you may need to take in planning your event.

If you plan to hold an event on shire owned or managed land, or private land within the shire, you will need to register your event at least 12 weeks prior to the event date and provide us with a copy of your Public Liability Insurance.

The Event Registration is a quick online form that registers your intent to hold an event within the shire. Our Festivals and Events Liaison Officer will review your event details before contacting you to discuss next steps, which may include completing an Event Management Plan. Please see information below on further steps required once you have Registered your event. 

Planning The Event

Step 1.Event Registration 

Once you have submitted the Event Registration form, start to apply for any permits required and/or bookings for venues. Please refer to our Event Quick Guide(PDF, 256KB)  which will guide you on what permits/permissions you may require.

Step 2.Event Management Plan

Fill in the Event Management Plan as you go, using it as a planning tool. Submit the Event Management Plan(PDF, 4MB) to the Festivals and Events Liaison Officer at least 30 days prior to the event.

We will let you know if your event has been accepted or if changes are required.

Step 3.Next Steps 

Once your event has been accepted, look at how to promote your event, through Council’s Calendar of Events or applying to put a banner up on poles at town entrances in Yarra Ranges.



Funding the event

Once the components of the event have been planned, a realistic budget can be developed. You may require a mix of funding sources to enable the event to go ahead. One of these sources may be Council's Grants for Community Program.