Venue Hire, Event Bookings & Permits

Due to current Covid-19 restrictions placed on gatherings, hiring of venues and facilities have been impacted. Before proceeding with your application please discuss your event with our Events Concierge at events@mildura.vic.gov.au or call 5018 8100.

Whether you are simply hiring a venue for a meeting, birthday or wedding, or planning a large scale event within the municipality, this page will provide you with the step by step process to hire a venue and/or plan and run your event safely and successfully. 

We have also developed a range of FAQ's to assist you with your planning.

HIRE A COUNCIL VENUE

Step 1.Review the Event Planning Guide

Make sure you review our Event Planning Guide(PDF, 1MB) to become familiar with the requirements of running an event in the Mildura region.

Step 2.Make sure you have enough time to apply

Our general timelines are:

  • Simple venue hire applications can be processed with at least two weeks notice. Simple venue hires are private events such as meetings, birthdays or engagements.
  • Medium complexity applications are those which involve multiple permits. As this involves assessment by multiple Council officers we require a minimum of eight week's notice.
  • Major and/or complex applications will require significant notice in order to process your application and to assist you in delivering a safe and successful event.

Please call us to discuss if you are uncertain which category your event falls in, or if you are within the recommended time frames above. 

Step 3.Check the availability of your preferred facility

The venue hire application form does not show the availability of the requested facility. It is highly recommended you call our Events Concierge prior to commencing the venue hire application form to ensure your preferred facility is available.

Step 4.Gather the required documentation

Now you have the availability of the facility, make sure you have the following documentation ready to submit with your application

Note: Not all applications will require the following documents to be submitted. Please call the Events Concierge if you would like to clarify

  • Incorporation number and/or ABN
  • Liquor Licence (if applicable)
  • Traffic Management Plan (if applicable)
  • Public Liability Certificate of Currency (minimum $10 million)
  • Risk Management Plan
  • Emergency Management Plan
  • Site Plan

If you are seeking financial support from Mildura City Heart you must also attach:

  • An event budget
  • An event marketing plan
  • An event run sheet

Step 5.Apply online

Now you have all the necessary documentation ready, you can commence the venue hire application form

Apply here

Step 6.We'll review your application

We'll check the availability for your application and follow up with you via email in 1-2 business days.Submitting this application doesn't mean your request is approved. We recommend that you do not announce your event date or location until we send you written approval.

EVENTS NOT AT A COUNCIL VENUE

Step 1.Review the Event Planning Guide

Make sure you review our Event Planning Guide(PDF, 1MB) to become familiar with the requirements of running an event in the Mildura region.

Step 2.Check the availability of your preferred facility

Ensure you contact the land owner as early as possible to lock in your preferred facility

Step 3.Apply for Council permits 

Even though your event is not held at a Council managed facility, there may still be Council-related permits and requirements for your event. You can easily apply for these online by clicking the button below. Permits and requirements include Place of Public Entertainment Permits, event waste and recycling bins and food and beverage management.

Apply here

Step 4.We'll review your application

Once we've received your application we will follow up with you via email in 1-2 business days. If your event involves multiple departments, our Events Concierge will be your point of contact.

FAQS

Frequently Asked Questions

Click to reveal the answer to a range of Frequently Asked Questions below.

A Venue Hire & Event Application Form is required when you are hosting or running a private or public event at a Council owned/managed facility or public space within the municipality. This includes, but not limited to Council halls, reserves, car parks, streets and nature strips.

Council funded events will also require an application form to ensure we capture all necessary documentation through the online portal.

If you are hosting or running an event that is not on a Council owned/managed facility or public space, but still require some Council services or permits, please complete the application form under Events not at a Council Venue tab.

 


When submitting an application you will need to select the venue or facility of your choice. You can view the entire list of Council facilities available to hire here.

Please get in touch with our friendly Events Concierge on 03 5018 8100 or email events@mildura.vic.gov.au to discuss your event. We can check your chosen location is available, answer any queries you may have and advise you of your responsibilities and requirements for your event.

No, all hirers of Council owned/managed facilities must be 18 years or older. If the hire is for a birthday between the ages of 16-21 the application must be submitted by a parent or legal guardian.

Please discuss your event timelines with us. We reserve the right to decline an application if insufficient notice or information is provided.

General timelines are:

  • Simple applications can be processed with a least two weeks' notice. Simple applications are private events such as birthdays or engagements.
  • Medium complexity applications are those which involve multiple permits. As this involves assessment by multiple Council officers we require a minimum of eight week's notice.
  • Major and/or complex applications will require significant notice in order to process your application and to assist you in delivering a safe and successful event.

We recommend that you don't advertise your event or send invitations until you have gained written approval from us.

Every hire of a Council facility will require public liability insurance coverage of $10 million. However we acknowledge that small family events such as wedding ceremonies and children's parties are organised by individuals who may not have their own insurance policy. Mildura Rural City Council offers coverage under our Community Liability policy for these low-risk events for a small fee (subject to eligibility). You will be able to select this option in the application form.

All companies and organisations are required to hold their own public liability insurance coverage and provide a certificate of currency as part of their application.

Keys are to be collected from the nominated Council office specified in your approval letter, this will depend on the venue or facility hired.

Payment for the hire of any Council facility must be made prior to the booking date. Collection of keys cannot occur until full payment, including any applicable bond is paid.

Fees and charges are calculated based on the selected facility and vary depending on the type of applicant hiring the venue. You can view Council's hire fees by clicking on the individual venue or facility here.

Yes, you can list the details of your event for free in our online Calendar of Events. The calendar receives over 10,000 hits a month and is used as a source of information for many local publications. Simply follow this link to complete your event details.

There is a range of information you need to complete the venue hire application form. Read the steps above to ensure you have all the required documents. 

Council have developed an Event Planning Guide for event organisers in the Mildura region. The guide highlights key considerations for event organisers including planning, running and promoting a professional, safe & successful event. You can download a copy here.

It is the event organiser's responsibility to notify emergency services of the event, which include Victoria Police, Country Fire Authority and Ambulance. In the case of large/major events, emergency services may need to be involved in the event planning as well as being present on the day.

All rubbish generated as a result of your event is to be gathered up and disposed of satisfactorily. Existing bins are for the use of the existing site and therefore bins for your event will be required.

The provision of extra rubbish or recycling bins can be requested on the application form or through the Events Concierge.