What is an event?
An event is any organised activity held on public land where an open area, facility, venue, road or temporary structure is to be used by more people than are usually found in that location.
Do I need permission to hold an Event?
Golden Plains Shire Council aims to ensure that events conducted are safe, professionally run, conducted in suitable locations and do not unduly impact on residents, businesses or the environment.
If your event is held on Golden Plains Shire Council owned or managed land you will need an Event Permit. If your event potentially effects (including effect on traffic flow and parking) Golden Plains Shire Council owned or managed land, you may also need an Event Permit.
If your event is held on land owned by the Department of Energy, Environment and Climate Action (DEECA) you likely have additional requirements and should contact them directly for their latest requirements.
If you have any questions or comments, please contact Council on 5220 7111 or email [email protected].
What is the process?
If you are required to obtain an Event Permit you will be required to complete an Event Permit Application Form.
A copy of the latest version can be found here: Event Permit Application Form
Upon submitting this and required documents, a member of Council will contact you to discuss any matters relating to the application.
Council will liaise with all internal stakeholders at Golden Plains Shire Council in order to consider the permit.
For large scale events, please contact Council on 5220 7111 as there may be different requirements such as Planning Permits.
What documents may be required?
The size, complexity, time of year, location and type of event all play a part in the type of documents required. Event organisers may need ensure they comply with the following in order to obtain an Event Permit:
- Provide a copy of public liability insurance documents; Insurance Information for Community Events
- Provide an appropriate Risk Management Plan; Risk Assessment Example and Template; Event Risk Assessment Template
- Provide a site plan; Site Plan Guidelines
- Provide a Traffic Management Plan (if relevant) Traffic Management Plan Guidelines
- Provide copies of relevant permits (if required), i.e. health permits, liquor licence, POPE etc.
What are time frames for Event Permit applications?
To obtain the information necessary to make an assessment of your proposed event, Council requires time to review the documents and liaise with internal and external partners as required.
For smaller events, we recommend submitting the Event Permit at least six weeks prior to the event.
For larger events, we recommend submitting them as soon as possible. Some applications for larger events can take twelve months.
The biggest delay is generally the submission of incorrect documentation or missing documentation.
I don’t need a permit, should I still notify Council?
Yes. Even if you do not need a permit, you should register your event with Council using the Event Registration Form.
A copy of the latest version can be found here: Event Registration Form
From here we can liaise with you to put your event in our Council Calendar and online Events Calendar.
We note that if you apply for an Event Permit you do not need to additionally complete this form.
Does Council offer any financial support for events?
Our Council Grants Officer can assist in applying for Grants for Community Events.
Please feel free to reach out to them on 03 5220 7111.
What other resources can Council offer?
Council provides several free or minimal cost resources to assist event organisers with the promotion and running of their events. The following resources are booked on a first come, first served basis.
The resources available to help make your event more successful such as an events trailer, extra garbage bins and promotional opportunities via our online events calendar and community signage frames.
Community Signage Frames
To support safe signage of events in the region, Council has installed nine signage frames which are available for community use. The signage frames are located in strategic locations throughout Golden Plains Shire and are available for promotion of community events at no charge. For further information and bookings click the link below. Please refer to the Safe Work Statement when placing and removing community signs.
Community Events Garbage and Recycling Bins Request
If you wish to have general rubbish and/or recycling bins at your community event, please contact Council at 5220 7111.
Are there additional resources for event organisers?
We want to help make your event safe and successful. Below is a list of useful links, templates and documents to assist with your event planning.
Facility Hire
- Bookings for Council-managed facilities can be made by visiting SpacetoCo
Event Management
Food and Beverage
- Food Act
- Community Groups Food Safety Obligations Video
- Registering a temporary or mobile food premises in Victoria
- Food vendor list template
- Liquor Licence Application Kits
Council Permits and Forms
- POPE (Place of Public Entertainment Permit)
- Hall Hirers Public Liability Application
Energy Safe
Emergency Management
Large events are required to inform relevant authorities such as the Police, CFA and SES of event dates, road closures and significant activity. In fire season, Event Organisers are advised to complete this form, Event Bush Fire Readiness.
Can I provide feedback?
We want your feedback so that we can continue to improve our resources and processes. Please complete this post event evaluation form after your event.