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Event Registration

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Before you start

Please read the Community event info and registration page before completing this form.

When should you complete this form?

If you plan to hold an event on Council-owned land or property (e.g., reserves, community gardens, civic plazas, or open spaces), you must register it with Knox City Council.

Submit this form at least four (4) weeks before your event. For major events and festivals with over 5,000 attendees, you should provide three (3) months' notice.

What you will need

  • Up to 30 minutes to complete this form. You cannot save progress once you start.
  • Event details such as:
    • Location, date, times (including set-up and pack up)
    • List of activities, event
    • Traffic, parking, access, road closures
    • Staging, seating/stands, marquees/tent, amusements, fencing, toilets
    • Extra rubbish and recycling bins
    • Amplified sound, fireworks, camping, overnight access, roadside/footpath trading
    • Food, alcohol and liquor licence
    • First aid and security
  • If applicable, copies of documents in PDF format such as:
    • Venue booking confirmation
    • Site plan
    • Event management plan
    • Public Liability Insurance certificate
    • Emergency management plan or risk assessment
    • Liquor licence
    • WorkSafe permit to discharge fireworks
    • Notification to emergency services
    • Other permits or relevant documents.

Need help?

Contact Knox Festivals and Events team [email protected] or phone 9298 8000 during business hours.

What happens next?

After registering your event, the Festivals and Events team will review your information to decide if an event permit is needed.

We aim to contact you within 10 business days of receiving the completed registration form.

Privacy statement:
Your personal information is collected by Knox City Council to provide Council services, activities, and events. We handle your data in accordance with the Privacy and Data Protection Act 2014 and the Australian Privacy Principles. For more information, see our Privacy Policy.

Applicant details

Type of applicant

Contact person

Event summary

Provide a detailed description of your event (e.g. what is your purpose or need for this event)?
Who do you want to attract to your event?
How long will the event run?
e.g. 8:30 am to 4:30 pm
Are you charging an entry fee?

Event location

If you are using a Council reserve, have you checked the site availability with Council?

You will require a separate booking confirmation for Sporting Reserves prior to your event taking place. This form does not reserve the venue space requested. Council may be able to suggest sites that are well suited to your needs, including site maps to assist with your site plan.

e.g. Venue, reserve name or street address and suburb
Have you received a grant to fund this event?
e.g. businesses or local groups you are working with for this event

Event activities

Details of all proposed activities are to be included on the site map and incorporated into the various management plans requested. Council is not responsible for any activities. Please note that additional permits may be required. It is the sole responsibility of the event manager to ensure that all permits are obtained before their event commences.

EPA guidelines and Community laws are to be observed for all events.
 

Select any activities you will have at your event

Amplified sound

A Noise Management Plan may be required to mitigate impact on surrounding occupants and residents.

For large music events compliance with the State Environment Protection Policy (control of music noise from public premises) is required.

Refer to the Environmental Protection Agency (EPA) website for more information.

Fireworks or pyrotechnics

You will be required to apply for a temporary permit to Community Laws at least 21 days before the event date.

Please attach a copy of your Emergency Management Plan or Risk Assessment outlining what measures you have taken to ensure that this activity is safe, as well as a Worksafe Licence to Discharge Fireworks.

You will also require a letter box drop notifying residents within a 1km radius that fireworks will be held.

Roadside or footpath trading

Roadside or Footpath Trading relates to any commercial activities, fundraising and promotional activities on Council land and Roads (including Footpath). For more information, visit our Amenity Local Law page.

Infrastructure

Details of all proposed infrastructure is to be included on the site map and incorporated into the various management plans requested. Council is not responsible for any infrastructure. Please note that additional permits may be required. It is the sole responsibility of the event manager to ensure that all permits are obtained before their event commences.

Pegging of temporary infrastructure is NOT permitted on Council owned parklands and reserves. Please note that event organisers wishing to use Council reserves will be required to supply their own power, bins and water.
 

Select any infrastructure you will have at your event

Temporary marquees or tents

An occupancy permit may be required for any prescribed structures such as marquees, tents, prefabricated structure of more than 100m2.

Stages

An occupancy permit may be required for prescribed structures such as stages with a floor area of more than 150m2.

Portable seating or stands

An occupancy permit may be required for prescribed structures such as portable seating/stand of more than of more than 20 persons.

For more information, view our Place of public entertainment occupancy permit page or contact the Building services team on 9298 8125 during business hours.

Amusement rides or inflatables

Event organisers are responsible for ensuring that each operator registers their rides with WorkSafe Victoria and has a public liability and registration certificate.

Temporary fencing

Please note that a Place of Public Entertainment (POPE) Occupancy Permit may be required for an outdoor event held in an enclosed or substantially enclosed area.

* An enclosed or substantially enclosed area may include an event where large parts of the event area are enclosed by high fencing, or another form of temporary or permanent structure, which may prevent spectators from exiting the venue in the case of emergency.

Portable toilet numbers

Refer to the Victorian Health department Code of practice for running safer music festivals and events for an indication of the number of toilets that may be required for your event.

Signage and advertising boards

To display event signage, you need a temporary permit. Submit your application to Community Laws for approval.

Food, Alcohol and Waste

Will you provide or sell food or have food vendors at your event?

Under the Victorian Food Act 1984, anyone who is involved in any activity that involves food or handling of food are required to have a training in Food safety. For more information visit the Victorian Health Department Food Safety website.

Food businesses must, in addition to maintaining an existing Victorian Food Act registration, lodge a Statement Of Trade (SOT) to let all relevant council/s know where and when they will be trading in their districts, this must be done online through the FoodTrader website.

Event organisers are required to supply the details of Food Vendors engaged to serve on the day of their event. Event organisers are responsible for all food vendor public liability.

Will you sell or serve alcohol at your event?

For information about serving alcohol at events, visit the Victorian Government web page: Do you need a liquor licence?

Will you have access to water during your event?
Organisers are required to make arrangements to have water on site during the event. Where your water will be sourced from?

Waste and recycling

Event organisers are encouraged to run sustainable events that produce minimal waste and reduce the impact on the environment.

It is the responsibility of the event organiser to ensure they have sufficient and appropriate litter and recycling bins to ensure that all waste generated during their event are disposed correctly and appropriately.

For more information, view our Bins, rubbish and recycling page.

Will you bring an extra bins?

As part of your Waste Management Plan, event organisers are required to bring their own rubbish bins and leave event site free of any waste 24 hours after the event.

As part of Council’s sustainable policy, event organisers are required to bring an adequate number of recycling bins.

Traffic, Parking and Vehicles

A Traffic Management Plan (TMP) is required if your event is likely to have impact on the traffic, parking and pedestrian access and/or safety that differs from the usual use of that space.

The TMP will need to be approved by the Knox Council’s Traffic Engineering Department prior to the event permit being issued. It is recommended that for those events requiring traffic management, the application should be lodged up to six months prior to the event date to allow for VicRoads approval.

If you are unsure if a traffic management plan is required, please contact Knox Arts & Cultural Services on 9298 8000. If a traffic management plan is required, it is the responsibility of the event organiser to engage a professional to draw up the traffic management plan before submitting it to the council.
 

List each road with dates and times they will be affected
Consider accessible parking and those with mobility issues
Will you require vehicles to drive across any Council reserves?

Safety details

Will First Aid officers attend your event?
Will you have qualified security personnel at your event?
Specify who will provide security and number of officers in attendance at any one time.
Select any emergency services you have notified about this event

Documents

If your event requires a permit or other requirements, our Events team will contact you within 5 business days.

Failure to submit all relevant documents may delay the processing of your event permit.

If you already have these documents prepared, please attach them below.

Attachments should be PDF format up to 20 MB.

One file only.
20 MB limit.
Allowed types: pdf, docx, doc.
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