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Event Application

An event usually requires a permit from the City of Ballarat if it's to be held on Council controlled land. Depending on the particular activities or types and sizes of infrastructure such as marquees and stages, additional specific permits may also be required. This form will capture the details of your event so that the appropriate permit can be issued.

Please refer to the application guide for more information.

Your details

Postal address

Is this a community based club, group, organisation, association or sporting body?

Event coordinator details

Are the coordinator details same as above?

Coordinator's postal address

Event information

DO NOT use the following characters "*:<>?/\|.

Proposed event location

Event overview

Has this event been held before?

Event attendance

Event entry details

Select the options that best describe your event entry type:

Buildings and structures

Is the building floor area more than 500m²?
Is the tent or marquee more than 100m²?
Is the seating stand for more than 20 people?
Is the stage or platform more than 150m²?
Prefabricated building more than 100m² which is not placed directly on the ground?

Applicants please note: You will need an Occupancy Permit and a Siting Consent for the building or structure

If you are hiring the building or structure, it is likely that the hire company already has an Occupancy Permit. You should ask for a copy of the permit and carefully read the conditions on the permit. You should check that the hire company has any necessary equipment (such as fire extinguishers) that the Occupancy Permit requires. You will also need to provide a site plan of any temporary building or structure showing where it will be located, for the approval of Council’s Building Surveyor. If you are using an existing permanent building, there should already be an Occupancy Permit in place.

Open spaces

Are you using an area of open space, such as a park or reserve, that is 500m² or more?
Are you a not for profit organisation?
Do you give or pay funds to any members?
Are you a philanthropic, benevolent, sporting or recreational group?
Will there be less than 5000 people present at all times?
Is the event area enclosed or substantially enclosed?
Is there a charge for admission?

Applicants please note:You will need an Occupancy Permit for this event.

Event infrastructure

Are you installing fencing or temporary barriers?
Are you installing marquees?
Are you installing any stages?
Are you installing temporary grandstand style tiered seating?
Are you installing any prefabricated buildings?
Will there be a jumping castles or inflatable items?
Will there be any mechanical rides?

Every application must include an aerial site plan of the location of the event.

If you have answered yes to any of the above you must include the location of each of these items on your proposed site plan.

Limited to 30MB. Only image files, Microsoft Word Documents and PDFs are accepted.

Traffic Management

Could your event impact the normal use of roads in and around your event site?
If yes, show on your Site Map, or separate Traffic Management Map:
  • What roads and/or car parking bays may be impacted or closed
  • Show the direction, course, usage of the roads including any start and finish areas
  • Show where you suggest the public and participants park
  • Show where you suggest contractors and event staff park
Limited to 30MB. Only image files, Microsoft Word Documents and PDFs are accepted.

Amenities and services

Do you want to access the venues electrical outlets?
Do you want to access water outlets from the venue?

Waste management and toilets

Do you want to access public toilets at the venue?
Do you want to access existing bins at the venue?

Food and beverage

Will food be available at the event?
  • Vendor (Business Name)
  • Type of food offered
  • Vendor contact information
Please note: the provision of these details does not satisfy the requirements of each individual vendor to register with Street Trader at Limited to 30MB. Only image files, Microsoft Word Documents and PDFs are accepted.
Will alcohol be available at the event?
Limited to 30MB. Only image files, Microsoft Word Documents and PDFs are accepted.
Will the alcohol be sold?

Entertainment management

Will there be animals?
Will there be fireworks or other pyrotechnics?
Limited to 30MB. Only image files, Microsoft Word Documents and PDFs are accepted.
Will there be amplified sound such as music, announcements or presentations?

Risk management

As part of your risk management obligation, evidence of the following must be attached to this application:

  • A copy of your public liability insurance
    • The policy must be valid at the time of your event and provide indemnity for not less than $20,000,000
  • Evidence of an assessment of the risks associated with staging your event
Limited to 30MB. Only image files, Microsoft Word Documents and PDFs are accepted.

Additional information


By submitting this Event Application form you are agreeing to the following:
  • I have read and completed the Event Application in good faith. All details provided are accurate and true and I am authorised to act on behalf of this group.
  • The event will be organised and managed as I have described unless advised otherwise by the City of Ballarat and/or its authorities.
  • The Event Applicant agrees to hold harmless the City of Ballarat and both releases and indemnifies and keeps released and indemnified the City of Ballarat from and against all actions, suits, claims, demands, costs, charges and expenses for which Council, its servants, agents or employees may be held liable in respect of any loss damage, accident or injury of whatsoever nature or kind and however sustained or occasioned and whether to property of persons in connection with the use of the public area and any work connected therewith pursuant to this Application, but excluding such liability arising from any negligent act, default or omission, on the part of the Council, its servants, agents or employees either solely or in contribution thereto. Council’s liability shall be limited to the extent, and in proportion to, the degree to which any negligent act, default or omission on its part has contributed to the loss.
  • I accept the City of Ballarat Conditions of Use of Public Open Space.
  • I understand that this Event Application does not constitute event approval.
  • I understand that a Council Officer will advise me of the next steps required for my event to gain approval.
  • I understand that if the proposed event crosses municipal boundaries, a permit will also be required from that Municipality.

Collection statement

Your personal information is being collected by City of Ballarat for the purpose of processing your event application. Your information will be stored in Council’s Customer Database and used to identify you when communicating with Council and for the delivery of services and information. For further information on how your personal information is handled, refer to Council’s Privacy Policy at