Tell PTV about your event
If you’re organising an event in Melbourne or regional Victoria, you'll need to notify Public Transport Victoria and follow a five step process to avoid disrupting public transport.
Planning an event? Let us know.
If you’re organising an event in Melbourne or regional Victoria, there are steps you need to take to avoid disrupting public transport.
Every year there are around 1500 special events in Victoria. Victoria’s events legislation encourages early discussions between event organisers and public transport operators to ensure minimal impact on public transport.
The events legislation is part of the Transport (Miscellaneous and Compliance) Act 1983.
What are the benefits of notifying PTV of my event?
- More people can attend your event if you let us know early on so we can cater for increased demand.
- People will be more positive about your event if their travel isn’t disrupted.
If you don’t advise us of your event plans in writing, you may be fined.
What you need to do
1. Register on our Special Events Management System
The Special Events Management System (SEMS) is a free event management tool. Simply visit the SEMS website.
You need to register to use the SEMS. Click the Register button and enter your details. Our Special Events team will email you login details within 24 hours. The first time you log in, choose a new password. Your temporary password only lasts 24 hours.
2. Submit an Event Notification
Submit your notification as early as possible, even if you don’t know all the details of the event yet.
- Less than 10,000 people - 120 days
- More than 10,000 people - 150 days
The notification process includes a scenario analysis tool to find out if your event will impact public transport.
3. Read our Impact Assessment
After you’ve submitted your notification, we’ll carry out an impact assessment within seven days. We’ll let you know whether you need to prepare a Public Transport Plan or attend a planning meeting.
4. Develop a Public Transport Plan
The Public Transport Plan shows how we’ll manage your event’s impact on public transport. The most important element of the Plan is that you advise both local councils and transport operators of your event and its expected impact. The Public Transport Plan should show that you’ve negotiated with councils and transport operators on how to best handle that impact.
If you require further assistance with the creation of your plan, please see the following Sample Public Transport Plan documents, which can also be used as a template or guide, and will provide you with further insight into the level of transport planning information we require.
5. Get approval
We’ll be in touch within a month of receiving your Public Transport Plan with feedback or approval. Your Public Transport Plan needs to be approved by Public Transport Victoria, and the relevant councils and organisations.
Cost recovery and fees
There’s no administration fee from PTV for handling your Event Notification, providing an impact assessment and assessing your Public Transport Plan.
We reserve the right to recover event-related costs, for both PTV and on behalf of public transport operators. These include rearranging services, particularly if they weren’t included in a cost recovery agreement as part of your Public Transport Plan.
It’s in your best interests to prepare a thorough Public Transport Plan and comply with proposed timings, to reduce the risk of cost recovery. If you fail to notify PTV of an event that impacts public transport, you may be liable for a large fine under the cost recovery section of the events legislation.
Special events funding
Some large events may require additional services due to their location and event requirements.
The provision of additional metropolitan and regional bus and coach services for events must be paid for by event organisers as part of the overall event costs, as the Department of Transport does not have allocated funding for this purpose.
In the instance where event organisers require advice or assistance with additional bus planning, the Department of Transport can provide this where possible. Please contact our Special Events team for further advice at [email protected]
If you require further assistance to notify the Department of Transport of your event, please see the Event Notification Process for Events Affecting Public Transport & Roads documents for further information and guidance.