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.
📌 On this page
We've broken things down to make planning simple.
- What is a social gathering?
- What to do if your gathering has more than the basics
- Activities not allowed at social gatherings
- How to let us know
- Quick check: Do I need to notify Council?
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. Learn more about event permits →
You don't need to notify Council if your social gathering is private, has fewer than 100 people and doesn't include any extras. This means no food vendors, no hired contractors or suppliers and no temporary structures like marquees or fencing.
You don't need to notify Council if your gathering has:
Got a few extras? Here's what to do
If you're planning a small private gathering but want to include a few extras (like a marquee or a food truck) you'll need to let us know at least two weeks in advance.
We call this a Social Gathering with Extras. It's still a private activity and doesn't require a permit, but your proposed "extras" need to be approved. Council will review your request and send you a confirmation email if approved.
You'll need to notify us if your gathering includes:
- Up to 2 contractors (e.g. food vendors, entertainers, photographers)
- Up to 2 small marquees or similar structures
- Any activity that may slightly impact nearby park users. (e.g. music parking)
If you're planning more infrastructure, more contractors or higher-impact activities than what's allowed above, your gathering will be classified as an event and will need a permit. Find out what that involves →
What's 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 arts@whitehorse.vic.gov.au
How to notify Council about your Social Gathering with Extras
If your gathering includes a few extras, you'll need to notify us by submitting a Social Gathering request online. We use a platform called Bookable to manage these requests. Follow these steps to submit a request:
- Visit the Bookable platform
https://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's not always easy to tell what requires Council approval and what doesn't. This short guide should help you work it out. Answer a few quick questions to see if you need to notify us of your gathering or if you're good to go.
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.
Learn more about our event permit requirements →
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 arts@whitehorse.vic.gov.au