Event guidelines

Public events

Fetes and fairs

Many community groups, such as schools and churches, raise funds by organising fetes or fairs. When these events occur in a public space, an Event Permit is required. If holding a fair or fete on private property (e.g. school or church grounds), Council's Senior Production and Operations Officer can offer advice on managing your event and advise which permits may be required, such as Occupancy Permits and Food Registration.

Markets

All applications to hold markets in Council reserves need the approval of Council. Please contact the Senior Production and Operations Officer to discuss this. An Event Permit is also required.

Sporting events

Stonnington is home to 22 sports grounds. The sports grounds are available for casual hire. Availability is limited and conditions apply. If you are planning an event that requires the use of a sports ground please contact the Senior Production and Operations Officer on 03 290 1102 to check availability. Sports clubs holding end-of-season functions that use sports grounds for other than sporting activities or who wish to install infrastructure on the sports ground require an Event Permit.

Trader and commercial precinct events

Retail precincts throughout Stonnington, from time to time, plan an event to engage their retail precinct and attract shoppers. Retail precincts planning an event on Council land require an Event Permit. Applications for public events will be considered in the following reserves only:

• Central Park
• Como Park
• Malvern Public Gardens
• Grattan Gardens
• Princes Gardens
• Phoenix Park
• Victoria Gardens
• Sir Zelman Cowen Park

Public event organisers will need to:

• provide a copy of the public liability insurance Certificate of Currency
• ensure that first aid is available
• notify the police and emergency services of the event
• complete an application through Foodtrader if providing food
• prepare a site plan
• prepare an emergency management plan
• submit an event plan
• complete a Risk Management Plan
• notify local residents and/or traders affected by the impact of your event
• ensure that the event aligns with the sustainable events information outlined in the A to Z guide
• ensure that consideration is given to accessibility and inclusion as outlined in the A to Z guide
• ensure that sufficient toilets are available
• ensure that consideration is given to waste management - Council can provide extra bins to help you manage any waste produced by your event
• organise cleaning of the area before and after the event
• ensure that noise from amplified music and speeches are contained at a reasonable level
• prepare a traffic management plan, if required
• obtain an Occupancy Permit, if applicable
• obtain an Occupancy Permit for temporary structures, if applicable.

More information can be found on page 16 of the A to Z guide.

Major events and festivals

This category includes large-scale activities like street festivals and concerts. Many major events are organised directly by Council. Other major events and festivals need to be organised in close consultation with Council's Festival and Events team. If you are planning a major event, you will need to meet regularly with Council officers at all stages of the event planning process.

At least six months' notice is required for proposed major events and festivals. You should contact Council's Senior Production and Operations Officer as early in the planning process as possible on 03 8290 1102 to discuss your proposal. You must obtain an Event Permit.

Major event and festival organisers will, at the very least, be required to provide all the documentation listed in the requirements for public events. There may also be additional requirements depending on the size, location and duration of the festival or event.

Road and pathway events

Fun runs and walkathons

Most fun runs and walkathons involve a number of participants running, jogging or walking along a prescribed route. Fun runs and walkathons are typically held as fundraising activities. These events require an Event Permit.

You should contact Council as early as possible to ensure that your preferred route is available and in a suitable condition for the event. Ninety days' notice is required if the event involves a road closure. If your fun run is taking place primarily in other municipalities, we only require information on activities taking place within Stonnington.

Parades, processions and marches

Parades, processions and marches usually involve a number of participants walking along a prescribed route for a cultural, religious or political purpose. You should submit your event application as early as possible to ensure that your route is available and in a suitable condition for the event. Ninety days’ notice is required if the event involves a road closure.

Please note that Council will not issue permits for political rallies/parades, protests or demonstrations.

Races – bicycle and foot

Many organised races use public spaces such as parks, walking tracks, roads or footpaths. If you are organising a race in a public space you will need to obtain an Event Permit.

Road and pathway event organisers need to:

• provide a copy of their public liability insurance Certificate of Currency
• ensure that first aid is available
• notify the police and emergency services of the event
• obtain a Temporary Food Business Permit if providing food
• prepare a detailed map of the route
• prepare an emergency management plan
• submit an event plan (refer to page 20 of the A to Z guide)
• complete a Risk Management Plan
• ensure that the event aligns with the sustainable events information outlined in the A to Z guide
• ensure that consideration is given to accessibility and inclusion as outlined in the A to Z guide
• ensure that any road crossings are adequately monitored by accredited marshals for the safety of participants
• ensure that drinking water is available to participants
• ensure that adequate weather protection is available to participants
• consider any road closures or footpath usage which may be required
• ensure that any road crossings or footpath usage do not cause disruption to traffic (refer to page 34 of the A to Z guide)
• prepare a traffic management plan, if required
• ensure that sufficient toilets are available
• consider cleaning the street, footpath and walkway before and after the event
• obtain approvals from authorities such as Vic Roads and Yarra Trams if applicable.

More information can be found on page 16 of the A to Z guide.

Accessible and inclusive events

Council's vision as demonstrated in the Council Plan is that Stonnington will be 'an inclusive city that enhances the health and wellbeing of all residents, where people can feel safe, socially connected and engaged'. This is supported by Council's Access and Inclusion Plan(PDF, 1MB).

These guidelines aim to ensure that access and inclusion principles are applied to the planning, management and implementation of all events held by Council or held on Council land.

The following access and inclusion principles should be considered and demonstrated during event planning, management and implementation:

• physically accessible venue
• accessible communication
• transport to and from events
• sound, lighting and other technology, such as hearing augmentation
• inclusive programming, considering time for people to move around the event and absorb information.

The following considerations need to be taken into account for physically accessible venues.

• Level, smooth and slip-resistant access with no steps or barriers to entry, exit and throughout the venue (provision of temporary ramps can help where this is not a part of the existing build). This includes steps and barriers to performance or speaker stages or to other parts of the venue where the event will take place.
• Inclusive experiences of your event, such as the same entrance for all attendees, rather than providing an ‘alternate’ point of access for people with disability.
• Reception or registration desks at a height at which people using a mobility aid can access. Providing a lower-height temporary table for the event is a good alternative.
• Accessible unisex toilets are located within the venue, are clear of clutter and in a clean, usable condition.
• Clear, simple sign to direct people to and within the venue.
• Control buttons for lifts or automatic doors have raised buttons, font or Braille - dp lifts provide audio information?
• Seating that caters for people with disability and who may use a mobility aid.
• The right of registered assistance dogs to enter the venue even when animals are generally not permitted.
• Time allowed in the program for people with mobility needs to move from room to room.

A comprehensive guide to ensuring accessible events is available on Council's website.

If you are having a larger event, it is encouraged to engage an Access Consultant to ensure you meet all the requirements of the Disability Discrimination Act 1992.