Information and process for issuing major event licences.
We process and determine major event licences for Melbourne and Victorian events. These include the Good Food and Wine Show, White Night, The Royal Melbourne Show and Spring Racing Carnival.
Event organisers and managers can coordinate with a Licensing Officer who will provide direction on application requirements, content and approval timeframes.
We recommend event organisers contact us when planning an event, and before a licence application is submitted. To contact the major events licensing team, submit an enquiry using our contact us form.
Event organisers should allow a minimum of three months for the VCGLR to review and process major event applications. Depending on the size of the event, it can be beneficial to submit applications more than eight weeks ahead. Timeframes specific to the event can be discussed with the Licensing Officer managing the process.
The VCGLR prefers event organisers discuss their event requirements directly with a Licensing Officer. During these discussions, the event organiser and Licensing Officer will determine timeframes for submission, processing and return to the event organiser.
Event organisers can submit applications in bulk on behalf of individual event participants.
Provide the following event information:
Events such as fetes, markets and festivals can often include the supply of liquor by more than one party. This may include licensees seeking to supply liquor that they have produced themselves or where several businesses have been engaged to supply liquor to attendees. The most common licensing arrangements for multiple suppliers at an event are outlined in the scenarios below.
Scenario 1: Both the event organiser and individual suppliers are already licensed.
In this scenario the event organiser can apply for a temporary limited licence, or if the event involves more than 5000 patrons, a major event licence.
Individual suppliers at the event would also apply for a temporary limited licence, or a major event licence, allowing the licensee to supply liquor at the point of sale (such as from a booth or similar) for consumption in the area licenced by the event organiser.
The event organiser is responsible for maintaining an environment that encourages and ensures liquor is consumed responsibly within the event. The event organiser is also responsible for submitting a red line plan as part of their application. The event organiser’s responsibilities might include engaging crowd controllers, providing barriers to licensed areas, and ensuring that persons aged under 18 either do not enter the premises or are clearly identifiable as being underage if they do.
Individual suppliers who attend the event are not required to submit a red-line plan with their application, but they are responsible for ensuring that they supply liquor in a responsible manner.
Importantly, in this scenario both the event organiser and the individual suppliers can be held liable for any breaches of their responsibilities as licensees.
Scenario 2: Only the event organiser is licensed.
In scenario 2 the event organiser can obtain a temporary limited licence or major event licence that covers all liquor supplied at the event. This means that the event organiser is responsible for ensuring that the supply of liquor occurs responsibly and they must also maintain an environment that encourages the responsible consumption of liquor.
At events licensed in this way suppliers can display their products however, they must not supply any liquor directly to patrons. As the event organiser is the only licensee, they are the only business or person which can supply liquor to patrons.
In this scenario, if individual suppliers supply liquor to the event organiser who in turn supplies liquor to patrons, the supplier must ensure that they already have a permanent licence which allows them to do this.
Scenario 3: Only suppliers (not event organiser) are licensed.
For some events, like a small daytime market or school fete, it may be possible for only the individual suppliers to be licensed.
In this scenario individual suppliers should apply for a temporary limited licence that allows for point of sale supply and there is no need for the event organiser to have a liquor licence. Individual suppliers will be responsible for ensuring that liquor is supplied in a responsible manner and a red line plan is not required.
It should be noted that this scenario can only apply if the event occurs in a space where the consumption of liquor is already permitted.
If you are unsure which licence you need for your event, phone 1300 182 457 or email email@example.com
For information about the application fee for a major event licence, please see the Liquor licence application fees page.
Details on how to lodge your completed application are included in the Major event application form which can be downloaded below.
For information on applying for White Night 2018, see Apply now for White Night 2018.
Planning a major event organisers (5K+ patrons)? Contact the VCGLR at least three months prior.