Ballarat has many parks, waterways, and sporting reserves that can be used for a wide range of events and activities. To manage these on behalf of our community, event organisers (those responsible for planning and delivering the event), must apply to the City of Ballarat for a permit to use the public space (venue).
Fill out the online application form to start the process to register your event. You will need to provide information such as event name and location, event dates, set up and pack up times (bump in and bump out) and detail any required infrastructure you will be utilising.
If the event has occurred in the past then providing historic information (such as when the event was held and where it was located) can be very helpful for City of Ballarat staff to determine exactly which permits you will require. The more information and attachments (such as site map) you supply at the time of application, the easier and faster the process will be.
In most cases, we will need detailed information supporting your event application. We need this to make sure:
• the venue is reserved for your event,
• the venue is right for your event,
• the event will be delivered safely for everyone attending; and
• the event will not damage or impact the environment*.
*Every event and activity using City of Ballarat land must return the space in the same condition as it existed before the event or activity.
As well as needing a permit to run your event on City of Ballarat-managed land, some activities and types of infrastructure (marquees, stages, etc.) will also need permits from the City of Ballarat and/or the relevant State Government departments.
Below you will find information to help you with ensuring your venue is reserved for your activity, your event is safely delivered, and all your legal needs are met.
Please note: all permits must be kept onsite during the event with the nominated event organiser (permit holder). Non-compliance with any of the conditions or requirements of the permit will invalidate the event permit.
A person must not conduct fireworks displays or otherwise ignite fireworks without a permit and only licensed pyrotechnicians may be issued a permit. This permit process may take up to three months and involves City of Ballarat as well as several state government departments.
Only registered and licensed food vendors can sell and/or provide food to the public. This includes food businesses and community groups that sell food from a temporary site, such as a stall, van, trailer, community hall, or vending machine, sausage sizzles, fete cake stalls, and other small food arrangements. Food businesses must maintain an existing Victorian Food Act registration and lodge a statement of trade (SOT) to let all relevant councils know where and when they will be trading. This must be done online though the Foodtrader website.
As an event organiser you will need to tell us the vendors that will be serving food and drinks at your event. To help your vendors in lodging a Statement of Trade we have a Food Vendors and Event Organisers Guide with helpful advice.
If you have food and/or food vendors at your event, we recommend talking with our Environmental Health team well before the start of your event. Our Environmental Health team can be contacted on 5320 5702.
Clubs or organisations that currently hold a permit to serve alcohol may need an extension to their licence if they are serving outside of their existing permit. This may include serving outside their club rooms, to non-members and/or outside their normal hours of operation.
Events will also need a permit from our Environmental Health team (see 'serving or providing food' above).
Community Local Law 2017 restricts the use of amplified equipment unless a permit for it has been issued. For large events an approved Noise Management Plan may be needed to lessen impact on surrounding occupants and residents.
For advice and more information contact our Environmental Health team on 5320 5702.
Animal farms and jumping castles require a Local Laws Event permit, even if they offer free entry. If they are part of a larger Event, they can be included in the Event Permit.
Each of the following temporary structures will need an Occupancy (temporary building) Permit;
Generally, the hire company supplying these large structure(s) will apply for the Occupancy Permit, but you should check in and make sure that they do so.
Please note: you cannot use tent pegs, fencing, or other forms of spikes on nearly all public land. Contact the relevant venue manager for more information.
If an event is charging admission and/or is held in an area that is enclosed or substantially enclosed, it may require a Place of Public Entertainment (PoPE) permit.
This permit application process can be quite detailed, and it is recommended that if your event requires a PoPE, contact our Building Department should be contacted on 5320 5563.
Any event such as running, walking, or cycling needing to manage traffic must have a Memorandum of Agreement (MOA) from the City of Ballarat. It is strongly recommended that you engage an accredited traffic management company to design a Traffic Management Plan (TMP), which will form the basis of the MOA documentation. Furthermore, an MOA from VicRoads may also be needed if events are undertaken on an arterial road.
For more information contact our Asset Management team on 5320 5500.
Where an event does not need road closure(s) but may present a risk to traffic and/or pedestrians, or otherwise impacts on the normal road and car parking use, a TMP must be written to show how the risk(s) will be limited Detailing location of signage and devices, pavement markings, barriers, arrow boards and/or variable message signage and roadwork speed zones.
If you intend to place promotional or advertising signs before or during your event, you will need a permit. This also includes the display of goods, whether for promotion or sale.
