Tell us about your event
You need to tell us if you’re organising an event in Victoria where attendees may need to use public transport.
We need to know if you’re organising an event in Victoria. We use this information to make sure our public transport network can service your event properly.
If you don’t tell us about your event, you may be fined.
When we need to know
The bigger your event, the sooner you should tell us. You don’t need to know all the event details yet to tell us it’s happening.
| Expected crowd size | When to notify us |
|---|---|
| Under 10,000 people | Tell us 120 days before your event. |
| More than 10,000 people | Tell us 150 days before your event. |
How to tell us about your event
Special Events Management System
- Register to use our Special Events Management System (SEMS) (free event management tool).
- You'll be emailed login details within 24 hours.
- The first time you log in, you must choose a new password. Your temporary password only lasts 24 hours.
- Submit an event notification. The notification process includes a scenario analysis tool to find out if your event will affect public transport.
We’ll carry out an impact assessment within seven days. We’ll let you know whether you need to:
- prepare a public transport plan
- attend a planning meeting.
Event notification guides
View step-by-step guides on using SEMS:
- Event notification process guide for events affecting public transport (DOC)
- Event notification process for events affecting arterial roads (DOC).
Developing a public transport plan
We may ask you to develop a public transport plan. The plan must show you’ve talked to:
- us
- councils
- public transport operators.
The plan must show how you are managing your event’s impact on:
- the surrounding area
- the public transport network.
It may take us one month to respond to your plan.
Public transport plan templates
View sample templates for your public transport plan:
- Sample public transport plan – all modes (DOC)
- Sample public transport plan – metropolitan bus (DOC)
- Sample public transport plan – regional bus and coach (DOC).
Costs and fees
The best way to keep your costs down is by providing us with a detailed public transport plan.
We don’t charge you money when we:
- process your event notification
- provide an impact assessment
- assess your public transport plan.
You must pay the cost of any additional public transport bus or coach services for your event.
You may also need to pay money if:
- we need to recover costs, including on behalf of our public transport operators
- we fine you because you failed to properly tell us about your event.
Event and conference organisers
Special event ticketing
Contact us
For more help, email our special events public transport team.
Get permission for an event so you can:
- film on Victoria's roads
- organise an event like a fun run, cycle race or street fair.