Information about hearings
Frequency and format
The panel holds regular hearings every month to consider applications except for January. Panel hearings are not open to the public and are held via videoconferencing using Microsoft Teams.
Panel hearings are conducted as simply and as straightforward as possible.
Applicants are entitled to be present, to make submissions and have a support person with them.
Attendance at the hearing
With the exception of most storage applications, every party to an application should attend the hearing.
For example in a surrogacy application, this would be:
- the intended parent or parents
- the surrogate mother and her partner (if she has one)
- any donors and their partners.
If, for whatever reason, a party to an application is unable or does not want to attend their hearing date, then the panel should be advised, via email to prp@health.vic.gov.au as soon as possible.
However, if they don't attend their hearing, it is possible their application may not be approved. Alternatively, their hearing may be adjourned to a more suitable hearing date if the panel is not able to make a decision in their absence.
Legal representation and nature of legal evidence
There is no right to legal representation at a panel hearing unless prior leave has been granted by the panel. Requests for legal representation should be made in writing to the Chairperson via email to prp@health.vic.gov.au
Applicants should note that the panel is bound by the rules of natural justice. This means that any person who may be affected by a decision of the panel has the opportunity of a fair and unbiased hearing before the decision is made.
The panel is not, however, bound by the rules of evidence, which means that it may inform itself in any way it thinks fit.
Requests for an interpreter
The panel can arrange for an interpreter at a hearing to assist applicants from non-English speaking backgrounds. An interpreter must be provided through a professional agency and not by a support person.
A request must be made prior to the hearing date, and the panel will pay for any costs involved.
Review process and further information
Upon receipt, your application will be reviewed by panel staff and you will be advised whether any additional information or documents are required. Panel staff may also liaise directly with your clinic regarding your application.
The panel receives a high volume of applications. There can be a wait of up to three months (sometimes more depending on the caseload of the panel at the time of scheduling), before your matter is listed for hearing.
Incomplete applications or applications that are not yet ready to be listed for hearing will not be allocated a hearing date, nor is it possible to reserve a hearing date in advance.
Applicants to the panel can request an out-of-session hearing at short notice if they require urgent assisted reproductive treatment for a medical reason. This request should be in writing via email to prp@health.vic.gov.au and supported by a letter from a doctor.
Upcoming panel hearing dates
- Monday 9 February 2026
- Tuesday 24 February 2026
- Wednesday 18 March 2026
- Thursday 2 April 2026
- Friday 24 April 2026
- Monday 18 May 2026
- Tuesday 2 June 2026
- Wednesday 17 June 2026
Updated