Planning an outdoor event in Victoria: permits, marquees and weather

The short answer: outdoor events in Victoria may need a council permit if they are in a park or public space, an occupancy permit if large temporary structures are used for a public event, and a liquor licence if alcohol is sold or supplied outside a licensed venue. Every outdoor event also needs a written wet-weather plan with a clear decision time.

Requirements depend on the location, the size of the event and whether it is open to the public, so treat this as a checklist of questions to answer early — then confirm the details with the council and authorities involved.

1. Start with the location

Parks, gardens and public spaces

Most councils require a permit for organised events in parks, gardens and other public land, especially when you are bringing in structures, amplified music, catering or a large group. In the City of Melbourne, events on council-managed land go through the City’s event permit process. Other councils have their own forms and lead times, so contact the council that manages the space as early as possible.

Private property

A backyard, farm or private estate generally does not need a council event permit for a private, invitation-only gathering, but you still need to think about neighbours, noise, parking, access for suppliers, toilets, power and waste. If the event is public or ticketed, more rules apply.

Venues with outdoor spaces

Rooftops, wineries and venues with gardens usually manage permits for their own spaces. Ask what is included, what the outdoor curfew is, and what their wet-weather alternative looks like.

2. Marquees, stages and temporary structures

In Victoria, some temporary structures used for public entertainment are “prescribed temporary structures” that need an occupancy permit from the Building and Plumbing Commission before they are used. According to the Commission, these include:

• tents, marquees and booths with a floor area greater than 100 square metres;
• seating stands for more than 20 people;
• stages or platforms with a floor area greater than 150 square metres; and
• some prefabricated buildings over 100 square metres.

Private or invitation-only events are treated differently from public entertainment. The Commission asks for complete applications at least 30 business days before first use, and the hire company usually supplies the engineering documentation. Councils may also have siting requirements, so check both.

3. Alcohol

If you plan to supply alcohol at a one-off event outside a licensed venue — for example selling drinks, or including them in a ticket price — you will generally need a temporary limited licence from Liquor Control Victoria. Larger events (over 5,000 people) may need a major event licence. Liquor Control Victoria advises applying at least eight weeks before the event. Using a licensed caterer or mobile bar can simplify this, so ask what their licence covers.

4. Build a real wet-weather plan

Melbourne’s weather can change quickly, so a wet-weather plan is not optional. A good plan includes:

1. A Plan B space — an indoor area, a marquee on hold, or a confirmed alternative venue.
2. A decision time — for example 48 hours before, based on the Bureau of Meteorology forecast, with a final check on the morning.
3. Who decides — one person, agreed in advance.
4. A supplier call list — who needs to know, and by when, if the plan changes.
5. Heat, as well as rain — shade, water and timing for hot days, and heaters for cool evenings.
6. Wind limits — especially for marquees, umbrellas, signage and decor.

5. The practical checklist

• Power: what needs power (catering, lighting, music, heaters) and whether a generator is needed.
• Toilets: enough facilities for your numbers and the length of the event, including accessible options.
• Access: vehicle access for suppliers, bump-in and bump-out times, and ground protection on lawns.
• Lighting: pathways, toilets and exits once the sun goes down.
• Waste: bins, recycling and who removes it all at the end.
• Neighbours and noise: let neighbours know, agree a music finish time and respect local rules.
• Accessibility: firm, level paths and seating for guests who need it.
• Safety: first aid, emergency access and a simple plan for what happens if someone is unwell.

Planning an outdoor celebration and want it handled? See private events and weddings, or tell us about it.