Whitehorse is home to some of Melbourne's most beautiful parks, gardens and open spaces. Perfect for birthdays, reunions, picnics or casual get-togethers with friends.
We love seeing residents make the most of these shared spaces. This page explains when you need to notify Council about your gathering, and what's allowed, so you can plan your social gathering with confidence.
What is a social gathering?
A Social Gathering is a gathering of friends, families, or members of the community for the purpose of celebration or organised activity. Social gatherings must be private. They can't be advertised, ticketed or open to the public.
If your gathering is publicly promoted, open for anyone to attend or requires a ticket (even if it's free) it will be classified as an event and will require a permit.
You don't need to notify Council if your social gathering is private, has fewer than 100 people and and only includes everyday picnic-style activities. This means no food vendors, hired suppliers, entertainers or temporary structures such as marquees or fencing.
When you need to notify Council
Most small, private social gatherings do not need Council approval. However, you need to notify us before your gathering if you plan to bring in contractors, set up temporary structures or include activities that may affect other park users.
Please notify us at least 2 weeks before your gathering if it includes any of the following:
- Up to 2 contractors, such as food vendors, coffee vans, entertainers or animal farms
- Up to 2 small marquees or similar temporary structures
- Activities that may have a small impact on nearby park users, such as amplified music, additional equipment or increased parking demand
In most cases, gatherings with these items can still be managed as social gatherings. Council will review your notification and let you know whether the proposed activities are approved.
If your plans include more contractors, more infrastructure or higher-impact activities than listed above, your gathering may be classified as an event and require an event permit.
Activities not allowed at Social Gatherings
We want everyone to enjoy our parks and open spaces safely. To protect the environment and ensure fair access for all, there are a few things that aren't permitted at social gatherings. Either because they're not suitable for public spaces or they require an event permit.
Not permitted in any circumstances
These activities are not allowed in Council parks or reserves:
- Booking or reserving BBQs, picnic shelters, rotundas, shaded areas or playgrounds
(These are open for public use on a walk-up basis, arriving early is the best way to secure a spot) - Charcoal or solid fuel BBQs (only gas appliances are permitted)
- Securing structures e.g. marquees or umbrellas, with pegs or stakes (use sandbags or weights instead)
Requires an Event Permit
The following activities are not allowed at social gatherings, but may be considered under a formal event permit:
- Amusement rides, inflatables or jumping castles
- Setting off fireworks, firecrackers or any type of pyrotechnics
- Bringing generators, large sound systems or amplified music that may disturb others
- Driving or parking vehicles on grass or within reserves
If you're unsure whether something is allowed, just get in touch, we're happy to help.
Call us on (03) 9262 6352 or email us via creative@whitehorse.vic.gov.au
How to notify Council about your Social Gathering
If your social gathering includes contractors, temporary structures or activities that may affect nearby park users, you need to notify Council online. We use a platform called Bookable to manage social gathering notifications.
Follow these steps to submit your notification:
- Visit the Bookable platform
whitehorse.bookable.net.au - Search for your preferred park or open space
If you can't find it listed, select the option called Other Park or Open Space (including roads) - Submit a social gathering request
Once submitted, Council will review your request and let you know if it's approved. You'll receive a confirmation email within 10 business days.
Does notifying Council about my gathering cost money?
There is no cost to hold a social gathering in the City of Whitehorse.
In some cases, if your extras could potentially impact the environment (like a petting zoo), we may ask for a refundable bond to help cover any damage.
Quick Guide: Do I need to notify Council?
We know it is not always easy to tell whether you need to notify Council. This quick guide will help you work out whether your social gathering can go ahead without notification, needs to be notified to Council or may require an event permit.
If your gathering doesn't require notification, enjoy your day!
Please help care for our parks by keeping things clean and being mindful of others.
Need to notify us about your gathering?
Head to Bookable to submit a Social Gathering enquiry. We'll get back to you within 10 business days.
Does your activity qualify as an event?
That's okay, we have a simple permit process to help you get started.
Still not sure where your gathering fits?
Contact our events team and we'll help you work it out.
Call us on (03) 9262 6352 or email us via creative@whitehorse.vic.gov.au