Whitehorse is a city full of life and we love seeing our parks, gardens and public spaces used for events that celebrate culture, creativity and connection. 

If your event takes place on Council land (like parks, roads or reserves) you'll likely need an event permit. This page explains when a permit is needed, how the process works and how to get started. Whether you'd like to host a community festival, outdoor performance or pop-up market, we're here to help make your event a success.

📌 On this page

We've broken things down to make planning simple.

• Do I need an Event Permit?
• How to apply for an Event Permit
• What happens after you apply 
• What documents might be required 
• How we assess events and how long it takes

Do I need an Event Permit?

To help ensure public spaces are used safely and fairly, some events need to be registered with Council through our event permitting process. Events in public spaces need approval so we can make sure the space is safe, suitable and available for your event.

You'll need a permit if your event:

• Is advertised, ticketed or open to the public in any way
• Includes contractors like entertainers, photographers, or equipment suppliers 
• Includes food vendors or alcohol consumption 
• Uses temporary infrastructure like marquees, fencing, stages, generators or portable toilets
• Will create noticeable noise, such as simplified sound or live performances
• Affects traffic, roads, footpaths or parking e.g. road closures and increased parking
• Includes medium to high-risk elements like amusement rides, inflatables or open flames or fireworks
• Is a rally, protest or public demonstration

You don't need an Event Permit if:

Think your event might qualify as a gathering? Learn more about Social Gathering and check if your gathering needs to be registered →

How to apply for an Event Permit

You can apply for an Event Permit online through our booking platform, Bookable. Here's how:

1. Visit the Bookable platform
   https://whitehorse.bookable.net.au/ 
2. 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)
3. Submit an Outdoor Event Permit request

Once submitted, Council will review your application and we'll let you know if we need any additional documents or details.

Apply for an Event Permit via Bookable →

What happens after you apply?

Once you've submitted your event permit through Bookable, our Events Team will assess your request and determine the impact level. We'll then review the details, follow up with any questions and let you know what documents are required.

If your event is approved you'll receive: 
    • A confirmation of your booking
    • An Event Permit & Terms and Conditions 
    • Details about bond or booking fees (where applicable)

Event permits are typically issued 7 days before the event date. If your event requires confirmation earlier confirmation, please speak to us about In Principal Support.

What documents might be required?

Once we assess your event, we'll let you know what documents you need to provide. These requirements depend on your event's impact level and the activities involved.

Some common documents include:

• Site plan - showing the layout of your event 
• Public Liability insurance - minimum of $20 million cover 
• Risk management plan
• Traffic management plan
• Event Plan 
• Permits or approvals for specific elements (e.g. food vendors, fireworks, road closures)

Not every event needs all of these documents, we'll only request what's relevant to your specific event.

Please note: 
Some activities are managed separately from the Event Permit process and may require additional approval. These activities must be approved before your event permit is finalised.

Learn more about additional approvals/permits, document templates, event planning checklists and guidance on what to prepare on our Event Planning Resource Hub →

How we assess events and how long it takes

When you apply for an event permit, we'll asses your application and assign it an impact level. This determines how complex your event is, what documents you'll need to provide, and how long the process will take.

Our assessment considers factors such as expected attendance, infrastructure, noise, risk elements and impact on public access. You don't need to figure this out yourself, we'll do the assessment based on the details you provide.

If you're not sure what level your event might fall under, that's okay. Just give us as much detail as you can when applying. We're here to help guide your through the process.