Anything that puts pedestrians near moving traffic, closes a road or a car park, or changes how people arrive brings in bodies outside the council entirely: VicRoads, Victoria Police, and Public Transport Victoria.
The transport notice is the trap. It is not difficult and it costs nothing, but the notice period is measured in months, and no amount of goodwill compresses it once the date is set.
What applies, and when
5 requirements sit under this topic, longest lead time first. Lead times are counted back from the first public day of your event.
Notify Public Transport Victoria (150 days)
5 months before
Apply to another body
PTV · Events over 10,000 people: 150 days notice
Notify PTV of potential impact on services. Also notify local taxi services for major events. Keep the PTV approval letter for your event day pack.
Why this mattersOne hundred and fifty days is the longest lead time in this entire process, and it exists because rescheduling buses and trains takes PTV months. Miss it and there's no expedited lane. Send the notification the week your date is confirmed, before almost anything else.
Notify Public Transport Victoria (120 days)
4 months before
Apply to another body
PTV · Events under 10,000 people: 120 days notice
Notify PTV if your event may impact public transport services. Keep the PTV approval letter for your event day pack.
Why this mattersFour months notice for public transport impacts surprises everyone, and it's the deadline most likely to already be behind you when you start planning. If your event might fill car parks or spill crowds onto bus routes, notify PTV now and keep the acknowledgement for your pack.
Traffic Management Plan (qualified provider)
3 months before
Collect from a provider
Qualified traffic provider · Must be prepared by a qualified provider
Required for road or carpark closures, traffic control devices, 30+ participants on roads, or pedestrians within 3 metres of passing traffic. All traffic controllers must hold a valid Statement of Attainment. The event must be operated according to the approved plan; keep it on hand on event day.
Why this mattersThis is the one document you legally cannot write yourself: it must come from a qualified traffic provider, and controllers on the day need Statements of Attainment. Good providers book out across event season, so engage one three months early. Once approved, the plan is binding; improvising on the day breaches your permit.
Road closure permit and MoA
2 months before
Apply to another body
VicRoads / Shire / Parks Victoria · Apply at least 60 days before your event
VicRoads for major roads, the Shire for local roads and carparks (Memorandum of Authorisation), Parks Victoria for park roads. Advertise major closures and public transport impacts. The approved Shire Traffic MOA becomes a binding condition of your event permit.
Why this mattersSixty days minimum, and that's for the paperwork alone: the Shire for local roads, VicRoads for main roads, Parks Victoria for park roads. The approved MoA becomes a condition of your event permit. Advertise closures early; surprised drivers become complaints, and complaints become conditions next year.
Notify Victoria Police of road impacts
2 months before
We draft it
Victoria Police · Police require 2 months notice
Written notice of road closures and traffic changes at least 2 months prior.
Why this mattersPolice want two months written notice of road impacts, which is longer than most people expect. They may also want a walk-through for bigger events; say yes, it builds the relationship that helps when something goes sideways on the night.
A traffic management plan is not a document you write. It is a document a qualified provider writes, which means booking one is itself a lead time.
Find out which of these apply to your event
Answer plain questions about your event once. Sorted Permits works out exactly which of the 47 requirements apply, when each is due, and drafts the documents for you to review.
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