Public Statement Regarding Event Postponement and Permit Process
From the Esoteric Team
To our dear community,
After eight incredible years of safely delivering Esoteric Festival under consistent regulatory approvals, we regret to share that Esoteric 2025 was unable to proceed due to the non-issuance of the required Place of Public Entertainment (POPE) permit.
We know this outcome has raised questions and caused deep disappointment — for you, for our crew, artists, suppliers, and the many locals who support our gathering each year. This statement is our effort to offer transparency, clarity, and respect to everyone affected. We also write this in good faith and with respect to all stakeholders involved, this is summarised to the best of our understanding of the entire situation.
What Happened
First and foremost, we want to make very clear that this was not a Council decision, the council and the entire region was and still is, in full support of Esoteric going ahead.
For additional background knowledge, the MBS (Municipal Building Surveyor) operates independently under state law and their final decisions on POPE permit approvals cannot be overruled by Council regardless of receiving full support and Planning Permit approval from Council. In addition, other key stakeholders such as Emergency Services, WorkSafe, EnergySafe Victoria and other key authorities cannot overrule an MBS decision regardless of their support either. It’s important to note that a POPE permit cannot be issued until every part of the event is all in place, meaning, this is not a permit that we can have approved months earlier, it must happen once the event is all set, finished and ready to open.
Our POPE application was submitted on 10 January 2025, and after months of preparation, documentation, and consultation with independent engineers, building professionals, and authorities, it was not granted. A formal refusal was received on 4 March.
This refusal referenced a range of 33 technical issues — including matters that had been approved in previous years and others already under legal appeal and stay orders. Many items related to standard compliance documentation and infrastructure that was either already in place, were certified, had already received expert sign-off or required a minor revision or adjustment on site. Upon receiving this our team worked tirelessly on any items that required minor revisions or adjustments to appease the MBS to reconsider prior to the scheduled gates opening dates & times.
Despite this, there was no opportunity provided to respond to the concerns before the refusal was issued nor was there any willingness for reconsideration. In addition, after the initial POPE refusal, we made our best attempts from 4-6 March to escalate the matter with the VBA (Victorian Building Authority) and all relevant authorities in attempt to reconsider the decision, however, these attempts were to no avail and the final decision was referred back to the MBS.
It is in our view and understanding from operating safely with all approvals in place during previous years and also due to what we have seen at other events around Victoria and the country, that we would be granted an opportunity to address any concerns that the MBS had so that all stakeholders would be satisfied to open the gates on March 6th.
Additional Inspections & Emergency Order
On 6 March, an additional onsite inspection occurred, conducted without prior notice or site induction. This inspection identified nine safety-related items which were then used as the basis for an Emergency Order, issued less than 24 hours later. This order formally prohibited the event from proceeding and required the removal of all infrastructure. An Emergency Order is a very serious instrument and has massive penalties and legal consequences for not abiding by them.
Importantly, many of the items identified were already being addressed, certified, or could have been resolved on site. WorkSafe and EnergySafe Victoria had already attended the festival site and confirmed there were no outstanding safety risks on March 6.
To the best of our understanding, the reason the 33 issues were now reduced to 9 is because these approvals are not like high school where you get a tick for everything you do right, doing things right is expected by default and these procedures are in place to flag what they believe in their opinion is not correct. When the 9 issues were raised, this meant that this is all that remains as per the discretion of the MBS.
In short: the site was built, ready, and prepared to welcome attendees — but without a POPE permit or written assurance from the MBS, we could not legally open the gates.
What It Meant
This decision — made within days of opening, with no willingness for reconsideration — impacted thousands. Over 2,000 patrons had already arrived. Our business sustained losses well in excess of $2 million and counting, while local businesses and tourism services in the region and beyond, were affected to the tune of an estimated $15 million.
Despite extensive efforts and collaboration, the timing and procedural constraints left no lawful avenue for the event to proceed. We want to be clear: this was not a matter of ignoring safety or skipping approvals. Our entire team worked around the clock with qualified professionals, engineers, and safety agencies to meet every requirement placed before us just as we have every year in the past.
Moving Forward
We recognise the complexity of the regulatory environment surrounding public events and the challenges of navigating multiple agencies with overlapping responsibilities. We also acknowledge that the individuals involved were acting within their roles, and we respect those responsibilities — even where outcomes are difficult.
We have already begun communication with the council and they are encouraging us with positivity to work towards Esoteric 2026 and continue bringing this magical event to the community.
We remain hopeful that Esoteric’s experience can help drive positive change. Just days after the festival’s postponement, the Victorian Government announced a review into the POPE permit system — a long-overdue reform that may help ensure other organisers don’t face the same fate.
Further Clarification on Safety-Related Items (Optional Reading)
In the interest of full transparency, we’ve included a breakdown of the nine items referenced in the Emergency Order issued on 7 March 2025 — along with how each was addressed or understood by our team and external experts.
The 9 Emergency Items & Esoteric’s Response
- Timber Poles for Stages and Shade Structures
Concern: Inadequate evidence of suitability.
Our Response: Poles were certified by a qualified engineer under Regulation 126 and previously approved in all past events. An independent inspection was also conducted in 2024 confirming structural safety. - Ascension Stage Stairs for back of house
Concern: Non-compliant and unsafe.
Our Response: These stairs were not for public access and are therefore exempt from public stair regulations. Regardless, they could have been modified onsite by our build team within the hour. - Bush Techno Floor Resting on Stumps
Concern: Floor appeared to be unsecured.
Our Response: Engineering documentation shows the flooring was secured using bugle screws. A Regulation 126 Certificate of Compliance had already been issued for this structure. - Structural Hold-downs
Concern: Anchors appeared to rest on the ground.
Our Response: Certified 3.5-tonne rated ground anchors were embedded 1 metre deep, as approved in engineering specs. These are standard across many outdoor events and were fully compliant. - Loose Wiring in a Switchboard
Concern: Electrical risk of 1 switchboard out of almost 60 boxes.
Our Response: This was immediately addressed and the day earlier it was signed off as safe by an unscheduled inspection of EnergySafe Victoria, and a Certificate of Electrical Compliance was issued on the same day. - Generator Access
Concern: 1 Generator was not excluded from the public area.
Our Response: Temporary fencing was being installed at the time of inspection. The area was not accessible to patrons and would have been secured in less than 15 minutes. - Food Stall Proximity
Concern: Inadequate spacing between stalls.
Our Response: Stall spacing met all regulatory requirements — with a minimum of 1.5m separation per 100m² of stall area. This is the largest spacing we’ve ever made between stalls compared to previous years and almost double larger than the minimum required distance to spec. This claim regarding food stall spacing by the MBS appears to be inaccurate. - Drainage from Wash Stations
Concern: Inadequate surface drainage.
Our Response: This was a minor issue that could have been corrected on the spot by our crew. The inspection didn’t specify the exact location for follow-up. - Stability of Toilet Structures
Concern: Elevated toilets appeared unstable.
Our Response: These were certified with Regulation 126 compliance the day prior. No structural instability had been identified in any prior inspections.
Final Note:
Every one of these issues could have been — and in majority of the cases already had been — addressed by qualified professionals. Despite this, the Emergency Order was issued, removing any lawful path for us to open the event.
We were asked verbally by many to run the event nonetheless, however, without the written and final lawful POPE approvals, it would have very serious legal consequences for our team and the landowners if we were to open the gates.
Thank You
To our crew, contractors, artists, supporters, and everyone who made the journey — we thank you. This has been one of the most difficult moments in our festival’s journey, but your continued support reminds us why Esoteric exists.
We’re committed to rebuilding, to reimagining, and to returning stronger.
With love,
The Esoteric Festival Team