What to consider
Our public spaces, parks, gardens and reserves are some of the most attractive in Melbourne, and we encourage event organisers to consider the many benefits of using these spaces to hold their festivals or event.
To stage an event in a public space managed by the City of Stonnington, you must have an approved event plan and receive an Event Permit.
Use these guidelines for help when planning an event in the City of Stonnington. The guidelines will help ensure compliance with Council regulations, local laws and other relevant authorities. This is to ensure that your event is carried out safely, professionally, with minimum environmental impact, with equitable access, and within the law.
The guidelines will also help you to complete the Event Permit application form.
Your responsibilities
As the event organiser, it is your responsibility to ensure that all Event Permit application requirements are met. By working with Council to plan your event, you can provide a positive and safe experience for everyone and helps us in the sustainable management of our parks and gardens.
Council is committed to ensuring environmental sustainability, equitable access and inclusion are embedded in all Council events and activities as well as events and activities on Council land.
Planning your event
For full details on planning your event, download the A to Z guide(PDF, 4MB).
What is an event?
The City of Stonnington considers an event to be any activity, public or private, which uses a public thoroughfare, such as footpaths, laneways and roadways, or public amenity, such as parks, gardens and reserves, for other than its dedicated purpose.
Who should apply?
If you wish to organise an event using public land or roads within Stonnington, then you must obtain Council's permission. If you are uncertain what conditions apply to your event or whether you require an Event Permit, please contact the Senior Production and Operations Officer on 03 8290 1102.
Why do I need an Event Permit?
An Event Permit ensures your activity is conducted in accordance with the City of Stonnington's Local Laws. It also ensures that public amenity is maintained, any disruption to stakeholders is minimal, and parties that may be impacted are notified.
What are the responsibilities of the event organiser?
As the event organiser, you are responsible for ensuring that all the requirements and conditions of the Event Permit are met. The requirements for each event will depend on the type, size and impact of the event.
What happens after I apply for an Event permit?
Your submitted application is sent to relevant Council teams for feedback. We'll let you know if any additional information is required and the outcome.
If approved, you will be issued with a permit.
Council may request certain conditions be placed on your permit. In all cases, you will be required to comply with any lawful instructions issued by Council's Local Laws officers.
Please note that a permit is required in all cases where your proposal involves a structure being erected or a vehicle entering a park or reserve, regardless of the size of the event.
The Event Permit will detail which services are required and any other conditions necessary to run your event. It will then be your responsibility to ensure that every aspect of your event conforms to the Event Permit conditions. Penalties can apply if your event does not conform to the Event Permit conditions.
What fees apply to Event Permit applications?
All Event Permit applications incur an administration fee.
All events taking place in a park or garden will incur an additional park booking fee - the amount is determined by the type of individual or organisation making the booking.
There may also be additional costs to cover individual requirements of each application, for example, bins for waste management, temporary siting permits and parking permits. Refer to fees and charges on page 16 of the A to Z guide.
What else do I need to know?
Publicity and promotion
Council produces and distributes a range of publications promoting events in Stonnington. To include your event, please contact Council on 03 8290 1333. Community organisations can also promote their event on Council's online events calendar.
Sustainable events
Environment is one of the four pillars of the Council Plan 2017–21(PDF, 4MB) and includes a vision to create ‘a cleaner, safer and better environment for future generations to enjoy’.
Council's Sustainable Environment Strategy(PDF, 6MB) includes waste management and minimisation as a strategic priority along with objectives to avoid waste and maximise resource recovery.
The following sustainability principles should be applied to the planning, management and implementation of all events held on Council land:
- Waste avoidance and minimisation
- Sustainable purchasing
- Energy conservation
- Water conservation
- Sustainable transport
Please note that for all events on Council land:
- single use, light-weight plastic bags are no longer to be used
- balloons are not to be used or given away
- distribution of plastic straws should be avoided
- all unnecessary single use plastic packaging and cutlery should also be avoided.
Please refer to the sustainable event guidelines for information on planning and delivering a sustainable event in Stonnington.
Accessible and inclusive events
Council produces and distributes a range of publications promoting events in Stonnington. To include your event, please contact Council on 03 8290 1333. Community organisations can also promote their event on Council's online events calendar.
‘Accessible events – a guide for organisers’ developed by the Meetings and Events Industry of Australia in collaboration with the Human Rights and Equal Opportunity Commission is available on Council's website and contains practical information on how to make events accessible for all people in the community.
Parks and gardens
Stonnington has a number of parks and gardens available to hire for events. For information on which parks are available and appropriate for your event, visit Council's parks and gardens pages or contact Customer Service on 03 8290 1333.
Council reserves the right to cancel an event scheduled in a park if the grounds are considered unsuitable to sustain an event.
Reinstatement costs
Where damage has occurred as a result of the event or activity, the permit holder and/or event organiser is responsible for the cost of reinstatement to City of Stonnington property. This also includes damage incurred by third parties, suppliers and any contracted services.
Event organisers are encouraged to budget for possible reinstatement costs and use protection, such as pro-floor, and marshals, to avoid damage to Council open spaces.
Useful contacts
A contact list of useful organisations is provided in Appendix 1 on page 38 of the Event Guidelines(PDF, 4MB).
Private events
Filming and photography
With a diversity of excellent locations, Stonnington is a great place to take photos and shoot short films, student films, feature films, television programs and commercials. If you plan to film in Stonnington, you will need to complete a Film Permit Application Form(PDF, 62KB).
You can also contact the Senior Production and Operations Officer on 03 8290 1102.
Health and fitness activities
From personal training sessions for individuals and groups to gentle exercise, including tai chi and yoga, Stonnington's parks and gardens provide the perfect landscape to run your classes and programs. The City of Stonnington has implemented a permit system to facilitate personal training and commercial fitness activities in council reserves. For more information, refer to the Personal Training Terms and Conditions(PDF, 341KB) and Personal Training Permit Application Form(PDF, 344KB).
Social gatherings
This category includes any activity initiated by an individual or organisation for social or recreational purposes with no commercial element. For instance, parties and picnics are private events. Please note that this category does not include weddings.
The process for planning a private event in Council parks and gardens varies depending on your expected attendance.
Less than 50 people
No event permit is needed. However, you must apply to use the park by calling Council's Recreation Facilities Officer on 03 8290 1177.
50 to 100 people
You must make a booking to use your chosen park. You may also require an Event Permit depending on the nature of your event. Please contact Council’s Senior Production and Operations Officer at filmandeventpermits@stonnington.vic.gov.au or on 03 8290 1102 to confirm exact requirements.
Over 100 people
Stonnington's parks and gardens are not available for private functions with over 100 people. If you require an Event Permit for your private event in one of Council's parks or gardens, you will need to:
- make a park or venue booking
- complete an Event Permit Application Form(PDF, 693KB) and submit to Council
- provide a copy of your public liability insurance Certificate of Currency
- organise cleaning of the park after the event
- submit an application through Foodtrader if you will be serving food
- ensure that the event aligns with the sustainable events information outlined on page 31 of the A to Z guide
- ensure that noise levels do not exceed reasonable levels
- ensure that consideration is given to waste management - Council can provide extra bins to help you manage any waste produced by your event.
Street parties
Residential street parties are occasionally organised as a social activity for the residents of a particular street or city block, especially over the Christmas season. Stonnington's street party program provides an opportunity for residents to come together, build community spirit and promote a greater sense of safety. If you are planning a residential street party, please refer to the street party guidelines and application form. Alternatively, you should contact Council's Customer Service Centre on 03 8290 1333.
Wedding ceremonies
A permit is required in order to hold a wedding ceremony in a Council reserve. Applications for wedding ceremonies will be accepted in the following reserves only:
- Ardrie Park
- Central Park
- Malvern Gardens
- Victoria Gardens
Wedding ceremonies are limited to a maximum of 100 people and three hours in duration. Marquees are not permitted. However, wedding planners can set up tables and chairs. If you are planning a wedding ceremony in one of Council's parks and gardens please contact Council's Recreation Facilities Officer on 03 8290 1177.
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.
Disclaimer
The City of Stonnington's Event Guidelines are a guide only. The City of Stonnington does not warrant that the guide is accurate or correct and notes that the guide is subject to change. It is important that the event organiser ensures that all laws are complied with, including obtaining any necessary permits from the City of Stonnington. The City of Stonnington accepts no liability for any loss or damage incurred by an event organiser or third party from relying on this guide.