Planning an Event in Monash

Celebrating Holi Festival of Colours

Due to the COVID-19 pandemic, the State Government has introduced mandated social distancing of 1.5m and hygiene requirements in the interest of public safety.

Event organisers submitting an Expression of Interest (EOI) to hold an event in the City of Monash must show how they will meet current social distancing and hygiene requirements.

Permits will be issued on the condition the event complies with the Victorian State Government’s restrictions on public gatherings due to COVID-19 at the time of the event.  Should State Government restrictions not allow your event to proceed, your permit will no longer be valid. While Council will do its best to advise you of any changes which may impact on your event, it is your responsibility to ensure that you are complying with the State Government restrictions. Council is not responsible for any loss resulting from changes to State Government restrictions.

COVIDSafe settings relaxed

From 11.59pm on Friday 9 April 2021, Victoria has further relaxed its COVIDSafe settings.

More information: Coronavirus COVIDSafe settings

It is a Victorian State Government requirement that you are familiar with the COVID-19 Public Events Framework and that you register your event and submit a COVIDSafe Plan/ Checklist via the DHHS website within the relevant published timeframes if they are applicable to your event.

Please ensure your plans are approved before the commencement of your event and that these plans have also been submitted to the Community Events Officer along with your approval from DHHS.

As the State Government updates the social distancing requirements we will update the EOI requirements for events in the City of Monash.

The timeframes for Council to process your application are:

Low Impact events - minimum of 4 weeks 

Medium Impact events - minimum of 8 weeks 

High Impact events - minimum of 12 weeks

These minimum requirements are needed to allow sufficient time to process your approval.

Public and private events in Monash

Monash is home to a vibrant program of events and festivals that inspire strong, creative and connected communities.

We encourage and support community groups and organisations to hold their own events in Monash, helping to grow the diverse range of events on offer to our residents and visitors.

Whether you are organising a public or a private event, if it occurs in an outdoor public space anywhere in Monash, you will require approval from Council.

We have an experienced Community Events Officer, whose role it is provide support for community event organisers in staging events in our public spaces. To speak with our Community Events Officer call 9518 3567 or email events@monash.vic.gov.au

What is an Event?

An event is any organised activity that requires specific planning where people come together. An event may include community, cultural and environmental gatherings, commercial activities, celebrations and some sporting events.

Definition of Low, Medium and High impact events

To assess whether an Event Permit is required for your event, we have developed an Event Impact Matrix to outline the factors Council uses to evaluate the impact your event may have based on the information provided in the EOI.

Low Impact Events

  • 0 to 50 attendees
  • No caterers or food vendors
  • No temporary infrastructure
  • No amplification
  • No change to traffic conditions and parking
  • No impact to usual amenity of space

Medium Impact Events

  • 51 to 1000 participants, artists, staff, contractors, volunteers
  • 1 to 7 caterers or food vendors
  • Moderate temporary infrastructure required (for example: single stage under 400mm high and under 50sqm, single PA system, less than 6 marquees, less than 6 portable toilets)
  • Low to mid noise impact
  • Moderate additional vehicle traffic to the event area
  • Some impact to amenity of space
  • Event has successfully been delivered in Monash before and has no significant changes to the Event Plan

High Impact Events

  • 1001+ participants, artists, staff, contractors, volunteers
  • 8+ caterers or food vendors
  • Substantial temporary infrastructure required (for example: staging, PA, marquees, toilets, catering)
  • High noise impact
  • Substantial additional vehicle traffic to the event area
  • Substantial impact to usual amenity of space
  • Event is new or has significant changes to the Event Plan

Will my event need a Permit?

An Event Permit is confirmation the event complies with all the necessary Council (and other regulatory bodies) requirements and legislation. The permit approval process is Council’s way of understanding what event organisers are planning as well as ensuring that public events are undertaken in a safe manner. A permit also clarifies responsibility and liabilities, and minimises the impact on other users of the same space.

Street parties will require an Event Permit. Visit our Street Parties page to learn more about what is required to close your street and have a street party. 

To find out whether your event will require a permit, event organisers will need to complete an Expression of Interest (EOI) online form (see How to Apply for a Permit) and answer some questions that will provide Council with an initial overview of your event.

Council will use the information provided in your EOI to determine whether your event requires a permit. If you do, you will be asked to provide Public Liability Insurance (with a minimum of $20 million cover) and submit an Event Plan, including (at a minimum) a Site Map and Risk Assessment, before receiving your permit. Templates of these documents are available to help you with your event planning.

If your event requires a permit then you will also be required to submit a COVIDSafe Plan/ Checklist to the DHHS website, as well as sending a copy of these plans to Council with the above-mentioned documentation. Please visit the DHHS website for guidance on preparing a COVIDSafe Event Plan.

Please read: Terms and Conditions (pdf, 467KB)

It is important that event organisers understand it is necessary that an individual or an organisation that is a legal entity within its own right is responsible and accountable for the operation of the event. This includes ensuring the relevant permits and permissions are obtained before running an event and that the required level of insurance is maintained for the event.

People and organisations who organise and run events on Council land and/or buildings without having the relevant permissions or permits in place are likely to be subject to enforcement action, which may include prosecution.

Events not required to seek approval

In some cases events may not need a permit. These could include:

  • Sporting events which are presented as part of a regular fixture and run by clubs within existing lease agreements
  • Group fitness activities
  • Events being held indoors, including Council buildings, halls and community centres
  • Ongoing markets (where a lease or licence has been issued by Council)
  • Events on private property
  • BBQs, birthday parties and Christmas functions that do not involve things like temporary infrastructure, amplification, jumping castles and amusements

If you are unsure if your event needs approval, please get in touch with Council’s Community Events Officer who can offer advice.

Fees

Permit fees are applicable for events organised by commercial organisations or businesses, including ticketed events.

The Permit fee is $100.

Fees may also apply for the hiring of public space.

How to apply for an event permit?

The following information outlines the Events Approval process and provides guidelines that must be considered when organising events on Monash Council land.

Step 1: Submit EOI

Timeframes: To process your application, Council requires a minimum of 4 weeks for Low Impact events, 8 weeks for Medium Impact events and 12 weeks for High Impact events. These minimum requirements are needed to allow sufficient time to process your approval.

To apply to organise an event on Monash Council land, complete an Expression of Interest form.

EOI online application (new tab/window)

Community Event - Expression of Interest

The Expression of Interest is a short online questionnaire to provide Council with an overview of your event, so we can assess what approvals may be required. It is recommended that as much information is supplied as possible.

If you have already completed an Event Plan, Risk Assessment and Site Map for your event, please submit these with your EOI.

It is compulsory to submit a copy of your Public Liability Insurance – Certificate of Currency (minimum $20 million) with your EOI (street parties are exempt).

The submission of an Expression of Interest does not imply the event is approved – it is a registration of interest only.

The Expression of Interest also applies to events that have previously taken place or happen on an annual basis.

Privacy Statement

Monash City Council (“Council”) collects personal information via this form for event administration and related purposes which the individual to whom the information relates may reasonably expect. Council will not release or provide access to personal information to any other person or body, unless (a) it has been authorised to do so by the person to whom the information relates, (b) it is permitted or required to do so by law, or (c) it is appropriate or required in the performance of the functions of Council. If you refuse to supply the requested information we may not be able to process your expression of interest. You may gain access to your personal information by contacting Council’s Privacy Officer via email at legal@monash.vic.gov.au.

Step 2: Approval to move forward

After submitting your EOI, the Community Events Officer will be in touch to let you know whether your event can move forward to the planning stage.

The Community Events Officer will determine whether your event is rated low, medium or high impact and what permissions and approvals may be required to deliver your event.

The Community Events Officer will be your main contact throughout the application process. They will provide you with details of the documentation Council requires from you in Step 3.

Step 3: Submit supporting documentation

Timeframe: A first draft of your Event Plan, Risk Assessment and Site Map must be provided to the Community Events Officer at least 8 weeks prior to the event date (if not already provided with the EOI).

Once a first draft of the Event Plan, Risk Assessment and Site Map is submitted, the Community Events Officer, in consultation with relevant Council's departments, will review the documentation and offer recommendations to help refine the planning of the event.

Low, medium and high impact events

If your event is categorised as a low impact event, no further documentation is required to be submitted.

If your event is categorised as a medium or high impact event, you will be required to submit:

  • A Detailed Event Plan
  • Risk Assessment
  • Site Map
  • Public Liability Insurance (minimum $20 million)
  • Evidence of notification to surrounding businesses/residents (if applicable)
  • COVIDSafe Plan 

The content of the Event Plan will depend of the type of event you are organising. You may be required to submit additional supporting documentation. The Community Events Officer will be able to provide information on the Event Plan and any additional supporting documentation required.

Use the available Additional Forms and Resources to assist you with completing necessary documentation. 

Step 4:  Permit or approval issued

Timeframe: 5 working days prior to the event

Medium or High Impact events

A final copy of the Event Plan, Risk Assessment and Site Plan must be submitted and reviewed for approval by the Community Events Officer at least 5 working days prior to the event.

A COVIDSafe Plan will need to be submitted and approved to DHHS website according to the COVID-19 Public Events Framework tier categories.

When all of your supporting documentation is approved, a permit or approval will be issued to the Event Organiser/Organisation. The permit may include a list of conditions the event organiser must comply with in order to safely deliver the event.

Low Impact events

An Acknowledgement Letter will be issued to the Event Organiser advising the event may go ahead in line with information supplied in the EOI.

Step 5: Deliver Event

Your event is delivered safely in accordance with the issued permit conditions and your event plan, site map and risk assessment.

Step 6: Evaluation

Timeframe: 7 days after the event

After the event has been delivered, you will be required to complete a post-event evaluation form to report on the successes and challenges of the event.

A debrief meeting with Council may be scheduled to further evaluate the event.

Additional Forms and Resources

The templates and examples below have been developed to help you plan your event:

Please note, after opening any of the PDF templates, you will need to SAVE the template onto a location on your computer BEFORE editing. To edit, re-open the template from the saved location on your computer. Changes to the template will not be saved if you edit the online version of the template. After completing the form/template, SAVE again.

If you experience any problems reading documents listed below, please contact Community Events Office on 9518 3567 or email events@monash.vic.gov.au

Event Planning Toolkit (pdf, 2MB)
Detailed Event Plan for Community Events (pdf, 431KB)
Risk Assessment Guidelines (pdf, 496KB)
Risk Assessment Template (docx, 426KB)
Pre-event Hazard Checklist (pdf, 292KB)
Event budget (xlsx, 17KB)
BBQ Trailer Booking Form (pdf, 538KB)
Useful Contacts for Event Organisers (pdf, 435KB)
Event Contact Sheet (pdf, 104KB)
Stallholder List (pdf, 67KB)
Production Schedule (pdf, 84KB)
Lost and Found Children Response Guide (pdf, 77KB)
Post-event evaluation form (pdf, 79KB)
Site map example (pdf, 744KB)
How to create a Site Map (pdf, 835KB)
COVID-19 Public Events Framework
COVIDSafe Plan/ Checklist

Safe and Healthy Crowded Places - visit Australian Disaster Resilience Knowledge Hub website: Safe and Healthy Crowded Places Handbook

Where can I hold my event?

Booking a Reserve

Reserves, parks and halls are able to be booked for events, but there are some limitations on their availability and suitability for certain types of events. Visit Parks and Recreation for available open spaces to use for your next event.

Our Recreation team is also available to assist with general enquiries and availability of our parks and open spaces. Email recreation@monash.vic.gov.au

To book a reserve or park, please complete the EOI and list your intended space. Our Community Events Liaison Officer will then be in touch to confirm your booking.

A permit does not provide exclusive access to Council land and the permit holder must ensure access to the event site is maintained at all times for emergency services and other persons entitled to access the site.

Fees may apply.

Halls for Hire

The City of Monash operates 18 halls for use by the community. Our Hall Hire team will be able to assist with general enquiries and support for booking a hall. Email halls@monash.vic.gov.au or call 9518 3684. Visit our Halls for Hire for more information.

Monash Community Grants Program

The Monash Community Grants Program (MCGP) provides funding to support community groups and organisations to deliver projects, activities and events held in Monash, to strengthen, enhance and benefit the local community.

Community grants are available to local organisations running community events and/or major festivals. Please note: approval to receive a Monash Community Grant in support of a community event/festival does not exempt you from the Event Permit requirements.

For more information on eligibility and applying for a community grant, please visit the Monash Community Grant Program.

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Last updated: 20 May 2021