Permits & Licences
Community Group Food Fundraising Activities
Step 1 - Which council do you contact?
Step 2 - Do you need to register or notify council of your food fundraising activities?
Step 3 - Applying to register or notifiy your principal council
Step 4 - Advising council when and where you are operating
General Information
All temporary and mobile food premises must be registered with or notify council, regardless of whether they are profitable or fundraising activities.
As of 1 July 2011 there is a new state-wide registration and notification system which has been introduced for temporary and mobile food premises. This applies to community groups as well as businesses.
The benefit of this system is that you will only need to apply for registration once a year with one council or notify one council of your activities. You can then operate as many times as you like throughout Victoria, by simply telling each council of your intention to trade.
A brochure developed by the Department of Health explains how the Food Act applies to community groups. The information covers your group if you sell food solely for the purposes of raising funds for charity or are a not-for-profit body.
The following steps will assist your group to meet the requirements under the Victorian Food Act with the new state-wide registration and notification system.
Step 1 - Which council do you contact?
Under the new system, one council is reponsible for approving your food handling operations and this will allow you to conduct food fundraising activities anywhere in Victoria. This council is known as your principal council.
The principal council is the one in whose district your community group:
- prepares or stores food that is to be sold at the stall or food van; or
- if food is not usually prepared or stored beforehand - it is the district in which the group stores the equipment for the stall or garages the food van; or
- if none of the above apply - the district in which the usual business address for the group is located; or
- if none of the above are in Victoria - the district in which the stall or van first operate in Victoria.
Step 2 - Do you need to register or notify council of your food fundraising activities?
The Food Act groups food premises into different classes depending on the food safety risk associated with their food handling activities. There are different food safety requirements for each of the classes.
The groups food premises into different classes depending on the food safety risk associated with their food handling activities. There are different food safety requirements for each of the classes.
The classification system for community groups takes into account the unique nature of fundraising activities which often occur on an occasional basis.
Food fundraising activities fall into either class 2, 3 or 4.
| Class | Food handling activities | Registration or Notification |
| 2 |
High risk foods which need correct temperature control at all times to keep them safe, such as
|
Registration |
| 3 |
Unpackaged low risk foods or pre-packaged high risk foods or cook and serve foods such as
|
Registration |
| 4 |
Low risk activities including such as:
|
Notification |
Requirements for each class:
Class 2
Community groups conducting class 2 activities must regiser with their principal council. Registration must be renewed annually.
Community groups must also have a food safety program which will assist you to keep the food safe. The events food safety program template may be used. This template covers what you need to do to keep the food safe and includes records which need to be completed.
Community groups are exempt from needing a food safety supervisor if:
- those handling the food are mostly volunteers
- the food activity takes place for a maximum of 2 consecutive days at a time
If you don't fit into one of these exemptions, please contact your principal council to discuss the food safety supervisor requirements.
Class 3
Community groups conducting class 3 activities must register with their principal council. Registration must be renewed annually.
In addition, you must complete minimal food safety records. The food safety guide for community groups developed by the Department of Health contains the easy to complete minimal records and helpful food safety information.
Class 4
Community groups conducting class 4 activities must notify the principal council of their activities. A notification only needs to be completed once.
The Department of Health has developed the following fact sheets relevant to class 4 activities to help you keep food safe.
Step 3 - Applying to register or notify your principal council
If the City of Port Phillip is your principal council you will need to complete and submit the appropriate form.
Please contact the Health Services Unit so that we can assist you through the process and ensure your classification is correct and the right form is completed.
Class 2 and 3 community groups
Application to register a community group temporary food premises
Application to register a community group mobile food premises
Class 4 community groups
Notification of a community group temporary food premises
Notification of a community group mobile food premises
Step 4 - Advising council when and where you are operating
Once your principal council has registered or accepted the notification of your temporary or mobile food premises you may operate anywhere in Victoria; but you must first inform all relevant councils of your intention to trade.
This is done by lodging a statement of trade (SOT) form with each council where you will be operating at least 5 days prior to the event.
A copy of all SOTs must also be given to your principal council.
Statement of trade for temporary food premises
Statement of trade for mobile food premises
If you are operating within the City of Port Phillip, please lodge the SOT by sending it to the Health Services Unit, City of Port Phillip, Private Bag 3, St Kilda 3182 or fax to (03) 9536 2720.
Other council permits
The single statewide registration system only applies to the requirements of the Victorian Food Act.
You will also need to contact the relevant local council to gain permission to operate in a public place or on council land.
If you are planning to operate in the City of Port Phillip, please contact us or use eServices to obtain the necessary permits.
More information
Contact us or use eServices to ask us a question, request information or give us feedback online. Ask for Health Services.
