Community event planning checklist
A City of Port Phillip Event Manager will be the main contact for all your questions, and will be available to help you apply for your permit and get through the approval process.
Email: eventpermits@portphillip.vic.gov.au
Phone: 03 9209 6326
Using the checklist
Outdoor Community Event - planning checklist (PDF 683 KB)
- Items with a checkbox need to be submitted to Council to gain a permit.
- Helpsheets are available for these items.
- Other items can be used as prompts for your planning.
- Event Managers are available to assist you through the process.
Application
To apply you will need to:
- submit an event application form (PDF 135 KB)
- submit a draft site plan
- have an initial conversation or meeting with the Event Manager.
Provisional approval
Once your event idea and date is approved, you will receive a provisional approval email from Council. This email will tell you what additional information you are required to submit for your permit.
Permit process
As part of the permit process, you will need to supply a:
- Copy of your Certificate of Currency (insurance) with a minimum $20 million Public Liability coverage
- Finalised site plan
- Event schedule
- Risk and Emergency Management Plan (DOCX 415 KB)
- Waste Management Plan (DOCX 339 KB)
Additional applications (if applicable)
Developing your event
You should consider the items below if you are holding an outdoor event in the City of Port Phillip.
Speak to your Event Manager if you would like further information:
Category | Points to consider |
Site set up
|
|
Health safety and risk
|
|
Music
|
|
Pre-event planning
|
|
Post event
|
|
External agencies
Check with your event manager if you need to be in contact with any of the following agencies.
Organisation | Contact number | |
---|---|---|
Ambulance Victoria | None | None |
Council Building Services, POPE | 03 9209 6253 | helpbuilding@portphillip.vic.gov.au |
Council Health Services, Food Services | 03 9209 6292 | helphealthservices@portphillip.vic.gov.au |
Dial Before You Dig | 1100 | None |
Energy Safe Victoria, gas safety | 1800 652 563 | None |
Fire Rescue Victoria | 03 9662 2311 | None |
OneMusic | 1300 162 162 | hello@onemusic.com.au |
Parks Victoria for events in the Bay | 13 19 63 | events@parks.vic.gov.au |
Public Transport Victoria | 1800 800 007 | None |
FoodTrader, food registration | None | None |
Victorian Gambling and Casino Control Commission, liquor licence | 1300 182 457 | None |
VicRoads | 03 9854 2781 | vicroadsmetroevents@roads.vic.gov.au |
Victoria Police | 03 9536 2666 | None |
Victorian Building Association (VBA), temporary structures | 1300 815 127 | None |
WorkSafe, safe worksites and fireworks | 1800 136 089 | None |
Environmental Protection Authority | 1300 372 842 | None |
DELWP for Coastal Consent |
Contact us
Our Events Services team is here to help. You can send us a message on My Port Phillip, email us via eventpermits@portphillip.vic.gov.au, or call our helpful ASSIST team on 03 9209 6777.