Notification of events affecting public transport
Under Victorian legislation, organisers of events in Victoria are required to notify the Public Transport Victoria if their event is likely to have an impact on public transport services. This webpage provides details of the notification process.
Information on this page
- What event organisers need to do
- Information kit
- Events requiring notification
- Timing and costs
- Useful links
- Who to contact
What event organisers need to do
1. Make a decision
Decide whether your event will have an impact on train, tram and/or bus services. You can use the Self-assessment Checklist (Form 1) to help you.
2. Complete an event notification form
If your event is going to affect train, tram or bus services, submit an Event Notification Form (Form 2) to Public Transport Victoria.
If an event notification is not provided, Public Transport Victoria may seek to recover costs from the organiser.
3. Receive advice
Public Transport Victoria will advise you if a Public Transport Plan is needed and whether you need to attend a meeting.
4. Develop a Public Transport Plan
Develop a Public Transport Plan in consultation with Public Transport Victoria, the relevant public transport operators and other relevant organisations. You can use the Public Transport Plan Checklist to help you.
5. Obtain approval
Obtain approval of the Public Transport Plan from Public Transport Victoria.
Information kit
The information kit (PDF, 423 KB) is designed to assist event organisers in planning their public transport needs. It includes:
- Guide for Event Organisers: Events Affecting Public Transport
- Self-Assessment Checklist (Form 1)
- Event Notification Form (Form 2)
- Public Transport Plan Checklist (Form 3)
- A copy of the events legislation
If you are unable to access the electronic version of the Information Kit or you require further information, contact Public Transport Victoria; see Who to contact. Alternatively, contact your local council for a copy of the Information Kit.
Event Notification Form
A Rich Text Format (RTF) version of the Event Notification Form (Form 2) (RTF, 37 KB) is available.
Sample Public Transport Plan
A Sample Public Transport Plan (PDF, 48 KB) is also available to provide a guide for event organisers.
Events requiring notification
Public Transport Victoria needs to be advised about any event that has a potential impact on public transport services (trains, trams or buses).
The impact may relate to the need for additional services or to services being deviated, delayed, replaced or cancelled. For example, a road closure may require a temporary change in a bus route, or barriers may be required to prevent large crowds spilling on to a tram track.
The requirement for notification covers all types and sizes of events if they are likely to affect public transport services. This includes sporting events, community events, rallies, marches, festivals, film shoots and major events.
Event types
- Charitable events – run primarily for charitable or non-profit purposes. In these cases, all or nearly all of the proceeds are directed to a registered charity. Cost recovery would not normally be made a condition of approval of the Public Transport Plan.
- Community events – run primarily for community entertainment purposes. These events provide free or low cost entertainment for general public participation and are generally not-for-profit events. Cost recovery would not normally be made a condition of approval of the Public Transport Plan.
- Rallies and protests – organised for a specific political or industrial purpose. Such events are not-for-profit and entail freedom of speech and association. In such cases a Public Transport Plan, if required, would be prepared by Public Transport Victoria in consultation with the event organiser. In such cases the issue of cost recovery will not arise.
- Days of National Significance – include Anzac Day, Australia Day, Remembrance Day, official days of mourning, State funerals. In such cases cost recovery would not be made a condition of approval of the Public Transport Plan.
- Commercial events – run primarily for profit. These events are generally fee-paying activities organised by business or commercial entities. In these cases cost recovery may be made a condition of approval of the Public Transport Plan.
- Special events – generally planned activities that involve significant numbers of people, require special transport and traffic management arrangements and involve multiple agencies. Such events can overlap with other categories. In such cases cost recovery may be made a condition of approval of the Public Transport Plan.
Where there is disagreement regarding how an event is categorised or if cost recovery would be made a condition of approval of the Public Transport Plan then the discretionary power of Public Transport Victoria will apply.
Note: For all categories, cost recovery may result if an event organiser does not comply with the legislation.
If notification is not provided
If an event organiser fails to comply with the requirements of the legislation (see Information kit), Public Transport Victoria may seek to recover from the organiser costs incurred by Public Transport Victoria or public transport companies as a result of holding the event or breaching the conditions set for the event by Public Transport Victoria.
Timing and costs
An amendment to the Transport Act 1983 aims to encourage event organisers to hold discussions with train, tram and bus operators as early as possible so that events are appropriately serviced and any impact on public transport services is minimised.
When should an event notification be submitted
Events attracting more than 10,000 people
Public Transport Victoria must be notified at least 150 days before the event starts. If the event date is not known or set by then, notification must be made as soon as practicable.
Events attracting 10,000 people or less
Public Transport Victoria must be notified at least 120 days before the event starts. If the event date is not known or set by then, notification must be made as soon as practicable.
Costs
There is no administration fee for submitting a notification or having a Public Transport Plan approved.
For some events, there may be costs associated with managing the impact of the event on transport services. The Transport Act allows Public Transport Victoria to seek or recover from the event organiser all or part of the net additional costs incurred by either the public transport operators or Public Transport Victoria. This can only happen if cost recovery has been made a condition of approval for the Public Transport Plan or if the event organiser has not complied with the requirements of the legislation.
Cost recovery may be made a condition of approval for either commercial events or special events. For such events, costs to the organiser are expected to be minimal where events are planning in consultation with Public Transport Victoria and public transport operators.
Cost recovery will not be made a condition of Days of National Significance or rallies and protests. Cost recovery would not normally be made a condition of approval for charitable or community events.
See Event types for definitions.
See the Information kit or contact the Special Events Team in the Public Transport Victoria for more information.
Useful links
The following agencies may be helpful as part of planning the public transport needs arising from an event.
Public transport operators
- Yarra Trams
- Metro Trains (Melbourne)
- V/Line (regional trains)
- Bus operators
- Bus Association Victoria (for advice and assistance in relation to route bus operations, private coach tours, airport shuttle services)
Local government
Regional Department of Transport staff
Traffic management
Contact us
| Telephone | 1800 800 007 9 am–5 pm Monday–Friday |
|---|---|
| Fax | (03) 9095 4152 |
| Special Events Team Public Transport Victoria GPO Box 4724 Melbourne VIC 3001 |
