Apply for an event permit

Processing time At least 8 weeks — – Parks Victoria requires 8 weeks to process a land-based event permit and 12 weeks to process a bays and waterways event permit from when all required documentation is received.

Varies – dependent on the nature of the event

Who needs to do this

An application should be completed by anyone who proposes to conduct an event or organised activity on Parks Victoria managed land or waterways. An organised activity may refer to:

Any land-based activity such as a competition, tournament, festival, concert, promotion, fundraiser or any other similar event
Any bays or waterways organised activity such as a boat race, regatta, swimming race, competition, tournament, fireworks display or any other similar event
Any activity which includes any infrastructure, animals, vehicles, indigenous heritage sites or commercial activity (soliciting or collecting money, advertising, displaying signage)
Large private gathering/event/celebration of more than 30 people.

You are not required to apply for small private gatherings without infrastructure. Barbecues, rotundas, playgrounds or other infrastructure cannot be reserved. All facilities are available to all visitors on a first-in-first-served basis.

To assist with a fair and equitable allocation of events, and to enable effective planning and resourcing, Parks Victoria has established a formal Call for Dates process to develop a calendar of events (1-3 years in advance) for Albert Park, Point Nepean National Park, Werribee Park, Yarra River, Maribyrnong Rivers and Victoria Harbour, and the National Water Sports Centre. It is recommended that major event organisers hoping to host an event at these parks apply through this process for the best chance of securing their preferred date and location. Visit the Call for Dates Page for more information.

There is a different permit application process for weddings. Visit the Apply for a wedding permit page for more information.

What you need to do

1. Determine which type of event permit to apply for

Any person wanting to hold an event in a Parks Victoria managed waterway will need to apply for a Parks Victoria bays and waterways event permit. This includes (but is not limited to):

Port Phillip and Western Port Bay
Port Campbell
Yarra River
Maribyrnong River
Patterson River
Lake Moodemere
Albert Park Lake
Victoria Harbour
ex-HMAS Canberra Reserve
all Marine National Parks and Marine Sanctuaries and Reserves.

All other events will need to apply for a parks and reserves event permit. Major event permits for parks that are part of the Call for Dates process cannot be guaranteed outside this process.

There is a different permit application process for wedding ceremonies and wedding filming and photography. Visit the Apply for a wedding permit page for more information.

If your event has both a land and a water component (and both the land and water are managed by Parks Victoria) please fill out the application form which relates to the core event sites and/or activities. If your event will impact both the land and water equally, please complete both application forms and supply all the supporting documentation.

2. Read all the information on this page

The event permit application form cannot be saved, so it’s important to ensure you are across all the required information to complete your application. This page details everything you need to know about applying for an event permit, so please read through it carefully before starting your application, paying special attention to information pertaining to your specific permit type (land or bays and waterways).

3. Prepare your supporting documentation

Information you provide must be clear, detailed and honest to help us make an informed decision. You must include a sitemap and public liability insurance certificate of currency. If your event is on both land and water, please supply maps that represent both the land and water elements.

If you require exemptions or modifications to the Marine Safety Act 2010(Vic), Marine Safety Regulations 2023 (Vic) State Waterway Rules or Regulations made under the Port Management Act 1995 (Vic) you are required to complete and attach an Application for Boating Activity Exemptions and Exclusion Zones form. See the ‘Important Bays and Waterways Information’ in the Before You Start section below for more information.

Additional supporting documentation is also required if your event proposes fireworks. See the Fireworks information in the Before You Start section below for more information. Fireworks will only be considered for events of local, state, national or international significance.

If you would like to use an RPA / drone as part of your event, you will be required to provide more information and documents. Visit the Apply for a filming and photography permit page for more information.

If you are applying for the Community Event fee, you’ll need to supply evidence of your status and eligibility for community event pricing. See pages 6-9 of the event fee schedule for more information.

4. Complete the online application form

Complete the relevant event permit online application. Please note, the form cannot be saved so ensure you have all the required information to complete your application. Changes to your application could incur further fees.

If you would like to request a Boating Activity Exemption or an Exclusion Zone as a part of your permit, please be aware it is the applicant’s responsibility to understand the applicable regulations for the waterway you plan to operate on before you submit your application to Parks Victoria.

Multiple dates and parks can be nominated in one application, however, if you are conducting a series of events at different waterways, you may need to complete a separate application form addressing safety issues for each individual waterway.

Depending on the complexity of your event, you may be required to submit additional documents or information.

Apply for a parks and reserves event permit

Apply for bays and waterways event permit

5. Submit your application

Upon receipt of your event application, you will receive an email regarding your request and a reference number. Please use this reference number in any correspondence. Completion and submission of an event permit application is not approval for the event to occur.

Before you start

Finding out if your location is Parks Victoria managed
Enter a park or place name into the website search bar to locate information about a particular park within Parks Victoria managed estate.

Safe Transport Victoria has a list of waterway managers.

MapshareVic is a good resource to identify public land managers.

Use Google search, with the name of the park or waterway where you would like to host your event. Generally, the land manager will come up in the first few results.

If you are still unsure, please email us with a map clearly outlining where you would like to hold your event and we can advise you if your chosen location is managed by Parks Victoria.

It is the responsibility of the applicant to ensure they have all the relevant permits for the locations at which the event is to be conducted. If your event takes place in a variety of parks and waterways, or takes place on both land and water, you may require other permits from other land managers.
Important Bays and waterways information
If your event is on bays and waterways, you may also need to apply for:

A boating activity exemption, exempting the event organiser from rules and regulations relevant to the waterway where they the activity is held

An Exclusion Zone, allowing the event organiser to have exclusive use of the waterway.

If your event is on bays and waterways and you are seeking exemptions to the State Waterway rules or specific Scheduled Waterway rules, exemptions or modifications to vessel safety equipment or exemptions or modifications to the Marine Safety Act 2010 (Vic), Marine Safety Regulations 2023 (Vic) or regulations made under the Port Management Act 1995 (Vic) you will need to complete an Application for Boating Activity Exemptions and Exclusion Zone.

As a designated Waterway Manager Parks Victoria are responsible for applying to the Safety Director of Maritime Safety Victoria (ST-Vic) on the applicant’s behalf for a BAE and/or an Exclusion Zone within areas managed by Parks Victoria.

If you would like to request a BAE or an Exclusion Zone as a part of your permit, please be aware it is the applicant’s responsibility to understand the applicable regulations for the waterway you plan to operate on before you submit your application to Parks Victoria.

If you would like assistance in understanding the rules and regulations that apply to a particular waterway and how they might apply to your activity, please contact Safe Transport Victoria.
Marine Safety Regulations 2023

In 2023 the Victorian Government introduced updated Marine Safety Regulations (2023) to improve safety for Victorian boaters. The new regulations came into effect on 11 June 2023 and replace the now expired Marine Safety Regulations (2012).

The changes to the regulations cover a wide range of areas, including boat safety equipment, vessel registration, licensing and education, vessel operations, and more. The Marine Safety Regulations 2023 can be found in full on the Victorian Legislation website.
Lead times

Parks Victoria requires 8 weeks to process a land-based event permit from when all required documentation is received. Parks Victoria requires 12 weeks to process a Bays and Waterways permit application from when all required documentation is received. Due to the high volume of applications, event permit applications received outside of these timeframes cannot be accepted.

Please note, Safe Transport Victoria requires at least 28 business days to respond to Notifications of Boating activity exemptions, exclusion zones, and Notifications of Works. This extended window provides ST-Vic with enough time to manage and review notifications. We strongly recommend you provide notifications for boating activity exemptions; exclusion zones and works at the earliest opportunity.

It should be noted that Parks Victoria cannot issue permits for any event in relation to waterways requiring exclusions or exemptions without approval from ST-Vic. Submitting your event application early will ensure there is adequate time for legislated reviews, notifications and publications of closures if required.
Application details
All applications must be lodged with full and complete details within the minimum lead times, which are not subject to change once submitted.

Your application form must include, but is not limited to:

Dates and times

Event type, description and fees

Details on the number of participants and vehicles that will be on site

Details of the infrastructure, signage and equipment used

Details of the provision of catering and/or alcohol

Additional information about the use of bays and waterways
Insurance requirements

You must have a minimum of $20m public liability insurance coverage for the event, noting the interest of Parks Victoria. A certificate of currency for less than AUD$20 million will not be accepted.
Fireworks
Fireworks will only be considered for events that are of local, state, national or international significance.

If fireworks are proposed for your event, please also provide:

A detailed map of the fireworks fall-out zones;

A copy of the WorkSafe approval;

A copy of the Civil Aviation Safety Authority (CASA) notification and approval;

Notification of Intention to discharge fireworks;

Job Safety Analysis;

Copy of the Pyro Technician licences; and

Certificate of Currency from the fireworks provider.
Serving alcohol

You must first seek permission from Parks Victoria if you want to serve or sell alcohol at your event. Please submit a red line map outlining the area where you propose to have alcohol service.

You should not apply for a Liquor License until your permit including serving of alcohol has been approved.
Food trucks and coffee vans

To include a commercial vendor or food truck at your event you will need to apply for approval as part of your permit application. Please include the details of your proposed vendor or food truck in the food and beverage section of your application.

Receiving your permit

Paying your permit fee

Once your permit is approved, you will receive an invoice. Bookings are not confirmed until payment has been received.

Permit fees can vary depending on the complexity of the filming and photography. Additional fees may apply for complex or high-impact shoots. Check the fees schedule for a full list of charges.

You can also request cost information by using the ‘comments’ section of the online application form.

Signing your permit

If your application is approved, you will receive your permit for signing. The permit is a formal authorisation from Parks Victoria for a regulated activity to occur on Parks Victoria managed estate. Your permit is not valid until all parties have signed and you receive a fully executed permit.

Read your permit carefully, as it outlines any specific conditions that apply to your activity and park. Please note, in the event of extreme weather conditions, a planned event may be cancelled by Parks Victoria in the interest of public safety.

A permit does not provide exclusive access to any area of a park or waterway (unless an exclusion zone is granted through ST-Vic). Public access must not be restricted during your event or activity. Any declined applications will be confirmed in writing. Depending on the changes required, you may be able to reapply

More information

My event is for charity, can I apply for fee relief?
A heavily reduced Community Event fee applies for eligible organisations. Community Event pricing will apply where:

The Permittee is a charity; or

The Permittee is a not for profit group;

The permittee is an Incorporated Association;

Community Event pricing also applies where all net proceeds from the event will be distributed to a charity or not for profit group. Community Event pricing will not apply for events where only part of the proceeds of an event go to a charity or not for profit group.

In all cases, the onus is on the Permittee to establish their status and eligibility for community event pricing.

For more information, see pages 6-9 of the Event Fee Schedule.
What happens if it rains?

Please ensure that you have considered all types of weather when planning filming or photography and ensure that contingency plans are in place. Parks Victoria allows organisers to book a weather hold date for some locations. High use parks such as Albert Park are unable to accommodate weather hold dates.
Do I get a refund if I cancel my event?
If an event is cancelled for any reason, the event organiser must notify Parks Victoria as soon as possible. The following refund schedule applies:

When cancellation advice is provided:

30 days or more prior to the commencement of the Permit Period, 100% of the Permit Fee will be refunded.

8 ‐ 30 days prior to the commencement of the Permit Period, 85% of the Permit Fee will be refunded.

4 ‐ 7 days prior to the commencement of the Permit Period, 50% of the Permit Fee will be refunded.

0 ‐ 3 days prior to the commencement of the Permit Period, no refund of the Permit Fee will be provided.
Who is responsible for collecting rubbish generated by the event?

Event organisers are responsible for removing all litter generated by the event.

Get assistance

13 19 63

events@parks.vic.gov.au

Useful links

Parks Victoria prides itself on its commitment to conservation and improving the health of our natural landscapes. The Parks Victoria’s Sustainable Events Guide is a useful tool for anyone organising an event on Parks Victoria estate. It is designed to be used as a reference during event planning to ensure you are making your event as sustainable as possible.

Fees and Charges

Safe Transport Victoria (to be referred to for all on water events)

Guide to Vessel Operating and Zoning Rules (VOZR) for Victorian Waterways

Maritime Safety Victoria’s Fact Sheet: Boating activity exemptions and exclusion zones

Recreational Boating Guide - Yarra and Maribyrnong River

Yarra River, Maribyrnong River and Victoria Harbour Event Guidelines

Commercial Operators Flag System

National Water Sports Centre Event Guidelines

National Water Sports Centre Safe Boating fact file

National Water Sports Centre Usage Timetable