Community Event Planning Guide

Planning an event

Planning an event in Wyndham?

Whether you're organising a small community gathering, school event, festival, fundraiser or large-scale public event, the Community Event Planning Guide provides practical information to help you plan and deliver a safe, successful and compliant event.

Developed by Wyndham City Council, the guide outlines Council requirements, regulatory obligations and key considerations for event organisers. It is designed to support community groups, not-for-profit organisations, businesses, schools and event professionals at every stage of the event planning process.

Event organisers are responsible for ensuring their event complies with all relevant legislation, permit conditions and safety requirements. Early planning is strongly encouraged to allow sufficient time for approvals, stakeholder consultation and risk management.

What's included in the guide?

The Community Event Planning Guide is divided into four sections:

Section 1: Permits, Approvals & Legal Requirements

Information on Council permits, approvals and notifications that may be required for your event, as well as licences and approvals from external authorities.

Section 2: Event Planning & Preparation

Guidance on budgeting, insurance, funding opportunities, venue selection, accessibility, sustainability, cultural protocols, marketing and event documentation.

Section 3: Event Operations & Logistics

Information on event delivery, including vendors, temporary infrastructure, utilities, signage, site planning, staffing, ticketing, amenities, waste management, traffic management and event evaluation.

Section 4: Safety, Risk & Emergency Management

Guidance on identifying and managing event risks, emergency planning, public safety and incident management.

Download the Guide

The guide is available as a complete document or as individual sections. Choose the format that best suits your needs.

Online (Web View)

Designed for reading on screen and viewing across devices.

Print-Friendly PDFs

Formatted for printing or offline use.

Event Planning Templates 

To support your event planning, Wyndham City has developed a range of templates and checklists that can be adapted to suit your event.

These resources are provided as a guide only and are intended to assist event organisers with planning, documentation and risk management. Event organisers remain responsible for ensuring all planning, approvals, risk assessments and safety measures are appropriate to the size, nature and requirements of their event.

Download Templates

The following resources may assist with specific aspects of event planning, permits and approvals. We recommend reviewing the Community Event Planning Guide first, then referring to these resources where relevant to your event.

  • Event Bookings in Public Space 
    Information about booking Council-managed open spaces for events and activities. A Permit to Hold a Function or Event on Council Land may be required for events held in public spaces.
  • Occupancy Permits and Siting Approvals
    Apply for an Occupancy Permit for a Place of Public Entertainment (POPE) or a Siting Approval for temporary structures. Information on determining whether these approvals are required is included in the Community Event Planning Guide.
  • Traffic Management Authorisation
    If your event impacts the normal use of roads surrounding your event site, you may need approval to temporarily alter road use. Applications must be submitted with an appropriate Traffic Management Plan. Lodge a Traffic Management Plan. 
  • Victorian Guidelines for Planning Safe Public Events
    These guidelines have been developed through the collaboration of multiple agencies to present best practice for event organisers and agencies involved in the planning of events within Victoria.

Need Further Guidance?

For further information or guidance with planning an event in Wyndham, please contact the Wyndham City Events team:

Phone: 1300 023 411
Email: events@wyndham.vic.gov.au