Festival and events frequently asked questions
We created a list of frequently asked questions to help you plan your festival or event in the Yarra Ranges municipality.
How far in advance should I register my event?
You must register at least 12 weeks before your proposed event date. If your application needs to be expedited due to late registration, a late fee will apply. The earlier you apply, the better, especially for complex projects involving private land, permits, road closures or traffic management.
If your proposed event is on private land, you’ll need to contact Council’s Duty Planner 6-12 months before your event date to check that your event is permitted under the Planning Permit for the property.
What do I need to provide for an event registration?
All registrations must include:
- public liability insurance Certificate of Currency ($20 million coverage)
- site map(s) showing the exact locations of structures, parking, road closures and any other infrastructure
- additional permits (if required) from other agencies.
Do small events need an Event Management Plan (EMP)?
Yes. Every event, no matter how small, needs some form of risk and safety planning.
Even for small community events, basic documentation should be prepared to identify and address potential risks. This is typically captured in an Event Management Plan (EMP).
The level of detail in your EMP should match the size and complexity of your event:
- A small picnic might just need a plan for first aid, extreme weather, emergency procedures and a list of event leaders and their contact details on the day
- A larger event may require traffic control, food safety, lost children or Working With Children procedures, or volunteer briefs.
To help guide your planning, we created an Event management plan template(PDF, 4MB).
You're welcome to use your own document, as long as it covers the key safety considerations relevant to your event.
Do I need an event registration if my event is on private land or land managed by other agencies?
You must always obtain permission from the landowner and, if your event meets Councils registration triggers, you need to register.
Registration helps us support your event with services, referrals, and helps you ensure that you meet your health, risk and safety responsibilities.
Events on private land can impact public land in a number of ways, especially if Traffic Management, or a Place of Public Entertainment Permit (PoPE) is required. You must register to receive other permits and approvals from Council, including access to Council banner poles and Monthly Grants.
What else might I need if my event is on private land?
If your event is on private land, you may need a Planning or Place of Assembly Permit. Contact the Yarra Ranges Council Duty Planner on 1300 368 333 to discuss your proposal.
The Building & Planning Team assess planning permits before registration. It can take 6 to 12 months to process. Please allow plenty of time before lodging your event registration.
You may also need a PoPE (Place of Public Entertainment) Permit or Temporary Siting Approval (TPA) if your event:
- will attract more than 5,000 patrons
- is larger than 500m²
- is fenced in or enclosed
- is ticketed or has an entry fee
- includes temporary structures larger than 100m²
- is presented by a commercial entity.
The Building & Planning Team assess PoPE and TSA permits after registration and may take up to 3 months to process. Please register your event well in advance if your event meets any of the above criteria.
Permit fees are separate from event registration fees.
When do I need a Place of Public Entertainment Permit (PoPE) or Temporary Sitting Approval?
No matter whether your event is on public, private or other land, you may also need aPoPE (Place of Public Entertainment) Permit or Temporary Siting Approval (TPA) if your event:
- will attract more than 5,000 patrons.
- is larger than 500m²
- is fenced in or enclosed
- is ticketed or has an entry fee
- includes temporary structures over 100m²
- is presented by a commercial entity.
The Building & Planning Team assess PoPE and TSA permits after registration and may take up to 3 months to process. Please register your event well in advance if your event meets any of the above criteria.
Permit fees are separate from event registration fees.
What other approvals might I need?
Depending on your event's location and activities, you may need approvals from other agencies. Contact Festivals & Events to identify who owns or manages the proposed event location.
Landowners or managers
Other authorities
- Victoria Police: You should notify Victoria Police for major events, or if your event may cause public concern (for example, using mock weapons, special effects or violence, or any traffic impacts).
- WorkSafe: Review WorkSafe advice if your event includes high-risk materials like fireworks or special effects.
- Victorian Gambling and Casino Control Commission: for alcohol promotion or gamling (e.g. raffles)
- CASA (Civil Aviation Safety Authority): Drones and remotely piloted aircraft (RPA). Council does not provide approval for drone or RPA use. If the activity involves drones, you must:
What registration fees and payments are required?
Council will issue an invoice payable prior to the event date, with a Letter of Approval. The invoice is payable prior to the event date.
Can I partner with Council or get funding for my event?
There are a range of grants available for event organisers in Victoria. You may require a mix of funding sources for your event.
One of these sources may be Council's Grants for Community Program which includes monthly, annual and multi-year grants.
Can I get help with promoting my event?
Yes. Community and not-for-profit groups are welcome to promote their events on our Enjoy Local Events Calendar.
You’ll need to log in or create an account, and you’ll be able to add, edit or delete your listings anytime!
How can I make my event more accessible for people with a disability?
We encourage all event organisers to consider accessibility. Please use our Accessibility guidelines for older people and people with a disability.(DOC, 284KB)
Business Victoria also offers detailed information about ways to meet accessibility standards.
What if my event dates or locations change?
Contact Festivals & Events as soon as possible. Changes may require re-approval and could incur additional fees if stakeholders need to be re-notified. Additional fees may apply.
What if I have to cancel or postpone due to extreme weather?
If extreme weather (for example, storms, heatwaves, bushfires) creates unsafe conditions, Council may suspend or cancel your registration to protect public safety.
This decision may be made in consultation with emergency services.
- No compensation is provided for cancellations due to extreme weather.
- Council will help you reschedule without additional fees.
- Event organisers must monitor weather forecasts and ensure compliance with safety regulations.
- In the event of forecast extreme weather, Council will contact your nominated event contact to discuss next steps.
What structures can I set up?
Structures may be allowed at some locations, but only with prior Council approval. Large structures are generally not allowed on sports grounds.
Large structures may require an Occupancy Permit.
All structures must:
- be freestanding (no stakes or attachments to Council assets)
- be set up in the approved location
- avoid damage to trees, turf or infrastructure
- comply with engineering and safety standards.
What happens if I don't clean up after my event?
You must leave the event site clean and undamaged. If Council needs to clean up or repair damage after your event, you may be invoiced for the associated costs.
What are the Working with Children requirements?
All volunteers, contractors and employees working with or caring for children as part of your event must:
Make sure you've read:
Do I need insurance and indemnification to hold an event in the Yarra Ranges?
Yes. All event organisers must hold public liability insurance with:
- a minimum coverage of $20 million per claim
- coverage for the entire duration of the event, including bump-in and bump-out.
If other parties are listed on the policy, Council must be listed as an ‘interested party’.
You must confirm that your insurance covers all aspects of the registered activity, including any third-party activities.
What resources are available to support me in planning my event or festival?
What information do you collect when I register?
Council is committed to the responsible use of data and protecting your privacy when interacting with Council. The Privacy & Data Protection Act 2014 and the Health Records Act 2001 outline our obligations in relation to how we collect, store, use and access the information we hold about you. Download the Operational Privacy & Health Information Policy(DOCX, 314KB) or read the policy online.
All information collected is held securely and used solely by Council for a specific and/or directly related purpose. Council may disclose the information collected to other organisations if required or as permitted by legislation.