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)
Optional applications
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:
Site set up
- Suitable structures and marquees
- Weighting or pegging structures and marquees
- Drinking water
- Toilets
- Vehicle access
- Gas and electrical safety
- If your event is on one of our foreshore spaces, you may need to apply for Costal Consent from the Department of Environment, Land, Water and Planning (DELWP). Your event Manager can tell you if you will need this
Health safety and risk
- Child Safe and Working with Children checks
- COVID-19 Safe Plan in place
- Risk and emergency management plans
- Extreme weather, shade and total fire bans
- First aid
- Certificate of Currency for Public Liability Insurance
Music
- Music licences from One Music
- How you will reduce noise at your event
- Sometimes you may need a permit from the Environmental Protection Authority (EPA) for music events
Pre-event planning
Grants and funding. For Council programs, see funding and support.
- Official attendance, such as inviting dignitaries.
Post event
- Debrief meeting
- The City of Port Phillip Service Survey
- Acquittal report, if required for funding.
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, events in the Bay | 13 19 63 | events@parks.vic.gov.au |
| Public Transport Victoria | 1800 800 007 | None |
| Streatrader, food registration | None | None |
| VCGLR, 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 Costal Consent |
Contact Event Services
Online: Online Services
Email: eventpermits@portphillip.vic.gov.au
Post: Event Services, City of Port Phillip, Private Bag 3 St Kilda, Victoria, Australia 3182