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Holding a community event

If you are organising an event on Council land, you need to register it with us.

You may also need to apply for an event permit.

Registering an event

If you are planning to hold an event on Council owned land or property, you need to register your event with us.

Council owned land or property includes:

  • reserves
  • community gardens
  • civic plazas
  • open spaces.

Please ensure the event also complies with state government COVIDSafe settings.

How to register

To register your event and apply a Council event permit, complete the online registration.

For events under 5000 people, please submit your registration at least 8 weeks before your event is due to take place.

For events over 5000 people, please submit your registration 3 to 6 months in advance. 

Register your event

Once you have completed the events registration form, the Events team will assess your information and determine whether you need a Council event permit.

Required documents

If your event requires a Council event permit, you will need to submit the following documents:

  • Venue booking confirmation
  • Certificate of Currency (Public Liability Insurance cover) - minimum of $10 million for small events and $20 million for larger events
  • Event site plan/map
  • Event management plan
  • Risk management plan
  • Waste management plan
  • Traffic management plan (if applicable)
  • COVIDSafe plan
  • Place of public entertainment permit (if applicable) 

In addition to the compulsory documents, you may require permits and approval from other Council departments, government agencies and regulatory bodies.

Place of Public Entertainment permits

You may also need a Place of Public Entertainment (POPE) permit.

This permit is required when a building or place is being used for a purpose that it is not normally used for. This includes sporting, recreational and other activities and events.

Helpful examples and templates

You may find the following documents useful:

Planning an event guide

Council supports community run events by providing best practice event management information and guidance to event organisers. Our aim is to enable well organised, sustainable, safe, compliant and locally engaging community events in Knox.

For information about planning an event in Knox, see our Community events in Knox information pack.

Event spaces in Knox

Knox City Council has an extensive network of open spaces, recreation and sporting reserves and facilities, halls and other community facilities for hire.

Parks and reserves

Parks and reserves are not available. 

Active sporting reserves and pavilions

Sporting reserves are known as active spaces. The Leisure team manages use of active sporting precincts (such as ovals or soccer grounds).

Community events must not impact the active space. Active sporting precincts can be made available to the public or for community events outside the sporting season.

Community Events are only considered where activities do not impact on the sporting reserve.

Please contact the Leisure team on 9298 8000 or email leisure.services@knox.vic.gov.au to check site availability.

Indoor sporting facilities

A number of indoor facilities are available for hire and are subject to the casual hire guidelines.

For more information please call Council’s Customer Service on 9298 8000, or see our community facilities for hire.

Please note if community facilities are booked for 18th and 21st birthday parties, Party Safe registration must be obtained with Victoria Police. See Victoria Police Partysafe for more details.

Private property

An event permit is not required if you are planning to hold your event on privately owned property or land. However, you are still required to comply with other local, state and federal laws and regulations. For example, you need a permit if you intend to have fireworks on your private property.

For further information, please contact the Events team on 9298 8000 or email events@knox.vic.gov.au.

On local roads, bike paths or council-owned carpark

A traffic management plan may be required if your event is on Council’s local roads, bike paths or carparks, and if it is likely to change the traffic conditions.

The traffic management plan will need to be professionally drawn and approved by Council’s Traffic and Transport Team.

Event organisers are required to submit their traffic management plan at least three months before their event, and at least six months if approval from VicRoads is required.

Latest updates

Get all the latest news, events and updates from Knox Arts and Events:

Facebook: facebook.com/knoxartsandevents
Instagram: instagram.com/knoxartsandevents

Subscribe to the Knox Arts and Events eNews

Need help?

Email events@knox.vic.gov.au and we will get back to you.

Or call our Events team on 9298 8000.

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