The time it takes to process and approve an event will depend on the complexity of the event. Event organisers are required to submit an event permit application at least 6 months for more complex events, and a minimum of 6 weeks for smaller events.
Event Permit Application and Supporting Information
Before submitting an application, please ensure you are familiar with Council's Event Strategy and the permitting conditions and timeframes applicable to your proposed event.
On receipt of your event permit application, and depending on the various elements of your event, the Events Team may request the following information to form part of your overall application:
- Event Management Plan - small event or large event
- Site plan and Course map
- Risk assessment and management plan (including a COVIDSafe plan)
- Insurance details (Certificate of Currency)
- Runsheet: Information including program, bump in and bump out times
Supporting Documentation
Events that have a significant impact on the public and environment, may be asked to provide the additional supporting documentation, as follows:
- Marketing, media and communications plan: A plan that documents the marketing, public information and information sharing that occurs before and during an event including resident and business notifications
- Crowd management plan: A plan that documents the process for managing the crowd, including appropriate staffing levels, communications, signage, barrier selection, access, egress and emergency exits
- Alcohol management plan: A plan to demonstrate the strategy for the management of alcohol and associated risks, this is usually required when applying for liqour licence.
- First aid plan: A plan than demonstrates the first aid provision at a planned event. It should include the number of first aiders, location of first aid posts and equipment available
- Noise management plan: A plan that outlines mechanisms to ensure compliance with the State Environment Protection Policy requirements
- Emergency management plan: A plan that documents the actions to be undertaken by the management team in case of an emergency or incident, this document should include your evacuation plan.
- Traffic & Pedestrian Management plan: A plan that details the measures taken to manage traffic and road closures, mitigating risk to vulnerable areas including aspects for roads, traffic, pedestrians, transportation of pedestrains and parking
Your application may be withdrawn if you are unable to satisfy the requirements as outlined by the Events Team.
Please ensure you have booked your venue or facility as early as possible.
- For all Council-owned indoor facilities, please book via this link: my.alpineshire.vic.gov.au/do-it-online/events-bookings.
- For further information and contact details for other indoor facilities in the Alpine Shire, please click here.
- All Council-owned outdoor spaces can be booked via the Events Team.
Alpine Shire Council Permits and Approvals
You may need one or more of the following Alpine Shire Council permits and approvals depending on your event requirements:
- Event permit
- Events risk management panel approval
- Film and photography permit
- Place of public entertainment permit
- Temporary occupancy permit
- Planning permit
- Portable advertising signage permit
- Streatrader registration
- Works/occupation on Council land approval
Other Permits, Approvals and Stakeholders
You may need other permits and approvals that fall outside of the Alpine Shire Council from the following authorities:
- Ambulance Victoria
- Alpine Community Plantation (ACP)
- Country Fire Authority (CFA) Victoria
- CovidSafe Plan
- Department of Energy, Environment and Climate Action (DEECA) - formerly DELWP
- Goulburn-Murray Water (GMW)
- North East Catchment Management Authority (NECMA)
- OneMusic
- Parks Victoria
- Public Transport Victoria (PTV)
- Victorian Commission for Gambling and Liquor Regulation (VCGLR)
- Victoria Police
- VicRoads
- WorkSafe Victoria
Alpine Shire Council Permits and Approvals
Events Risk Management Panel approval
Events deemed to be rated as high risk will be assessed by the Events Risk Management Panel. The Panel is made up of representatives from Council, Victoria Police, Ambulance Victoria, Country Fire Authority (CFA), State Emergency Service (SES) and Alpine Health. Other agencies may be involved depending on the events proposed use of land/asset such as Parks Victoria, VicRoads and Department of Environment, Land, Water and Planning (DELWP). The Events Team will be able to let you know if your event is required to be assessed by the panel.
Film and photography permit
Permission is needed for professional filming or photography taking place in public spaces within the Alpine Shire Council.
Place of Public Entertainment (POPE) permit
A Place of Public Entertainment (POPE) permit is required for events that include:
- Places with an area of greater than 500 square metres, which is substantially enclosed and where admission is charged. (Exemption may apply for an event or activity which is organised and controlled by a community-based organisation and the number of persons in the place at any one time during the event or activity does not exceed 5,000.)
- Class 9b buildings with an area greater than 500 square metres and/or prescribed temporary structures.
See Section 12: Place of Public Entertainment and Temporary Structures
Planning permit
If an event is to be conducted on a site and/or private land on which event activities are not currently permitted under the relevant planning scheme requirements, then you may require a separate planning approval. You are encouraged to call Council’s Planning Team on (03) 5755 0555 or email planning@alpineshire.vic.gov.au to determine if your event needs this type of approval.
Portable advertising signage permit
If you intend to place advertising signage on a footpath, roadside or on Council land outside of the event precinct, a Portable Advertising Signage Permit will be required.
Directional signage such as non-promotional signage informing the public of the location of parking or entry gates, will require Council and/or VicRoads approval.
Application for Footpath Trading, Footpath Dining, Raffles and Portable Advertising Signage
Streatrader registration
All food vendors must notify or be registered with their local government under the requirements of the Food Act 1984. Generally, it is the food vendor’s responsibility to seek approval individually. It is the event organiser’s responsibility to ensure that the relevant vendors have obtained appropriate approvals.
Temporary Occupancy permit (TOP)
A Temporary Occupancy Permit (TOP) is required for events that include:
- tents, marquees or booths with a floor area greater than 100m square,
- terraced seating (seating stands) for more than 20 persons, and/or
- prefabricated buildings exceeding 100m square other than ones placed directly on the ground.
See Section 12: Place of Public Entertainment and Temporary Structures
Works/occupation on Council land approval
Approval is required for events that impact or take place on Council land, including public roads, carparks and driving oversized/over-mass vehicles. Approval will form part of the event permit application. You will be asked to provide Traffic Management Plans that conform to Australian Standard AS1742 as part of the approval process.
Apply for a Permit for Works on, or Occupation of, Council Land.
Other Permits and Approvals
Ambulance Victoria
Ambulance Victoria strongly encourages all event organisers to consider possible Occupational Health and Safety issues with regards to their event, the general safety and wellbeing of the event’s participants and the safety of both the local and broader communities. The Ambulance Victoria Events team will conduct a risk assessment of your event to establish the most appropriate level of response for an event and if applicable develop a Health Emergency Management Plan.
Alpine Community Plantation (ACP)
Any public or private, organised or group activity held on Alpine Community Plantation (ACP) land will require an ACP Events Permit.
Country Fire Authority (CFA) Victoria
An event taking place during the declared Fire Danger Period must comply with all fire restriction laws. Certain events with a large number of attendees in one location and/or taking place in remote areas such as National Parks may also have to consult with the Country Fire Authority (CFA) to determine appropriate emergency management plans in the event of a fire.
Events may require a CFA permit if planning to use fire in the open air during the Fire Danger Period or on a day of Total Fire Ban.
Country Fire Authority Victoria
Covid-19 CovidSafe Plan
Event organisers are required to ensure that all activities undertaken throughout the planning and delivery of the event are in accordance with current COVID-19 requirements in place at the time of the event. Up to date information can be found on the Victorian Goverment's Coronavirus website.
Please ensure that you have included a COVIDSafe Plan within your Risk Management Plan or as a separate document.
Department of Energy, Environment and Climate Action (DEECA) - formerly DELWP
Any event taking place within a State Forest or certain Crown land locations may need to apply for a DEECA event permit.
Department of Energy, Environment and Climate Action (DEECA)
Goulburn-Murray Water (GMW)
Any events held on or near GMW waterways require an Event Permit. In the Alpine Shire this applies to Lake Buffalo and the surrounding recreation areas.
North East Catchment Management Authority (NECMA)
Works and activities in, under, on or over the bed and banks of designated waterways in Victoria require a NECMA Works on Waterways Permit.
North East Catchment Management Authority
OneMusic
Any event involving live music, sound recordings (including background music) and/or music videos, may require a OneMusic Australia licence to cover the public performance copyright.
Parks Victoria
Any event taking place within a Parks Victoria-managed park, reserve and waterways is to apply for a Parks Victoria event permit.
Public Transport Victoria (PTV)
If you are organising an event which is likely to have an impact on public transport services, it is a requirement under Victorian legislation to notify PTV. The Events Team will submit these changes to PVT on your behalf, it is extremely important Traffic Management Plans are submitted 60 days prior to your event.
Public Transport Victoria (PTV)
Victorian Commission for Gambling and Liquor Regulation (VCGLR)
Liquor Licencing (temporary or ongoing) is required at events where alcohol is served. The Victorian Commission for Gambling and Liquor Regulations (VCGLR) request that applications are lodged at least 8 to 12 weeks in advance.
Events involving gambling such as raffles for community or charitable groups may also require a VCGLR permit.
Victorian Commission for Gambling and Liquor Regulation
Victoria Police
A Victoria Police Highway Permit is be obtained by anyone wishing to conduct a foot or bike race or similar (including rolling road closures) on a Victorian road. Applications must be made two months prior to the collection date.
VicRoads
Any event impacting a VicRoads-managed road or needing an exemption from Road Rules (e.g. road race or parade) must apply for a VicRoads permit.
Signage placed on a VicRoads-managed road will require approval from VicRoads by submitting a Memorandum of Understanding.
VicRoads requires a complete permit application to be submitted at least 60 days prior to the event commencing. As per VicRoads checklist documentation such as an Event Management Plan, including a Traffic Management Plan, Risk Management Plan and a copy of the Certificate of Currency will be required. Permits are processed at ner.enquiries@roads.vic.gov.au or the centralised melbourne office vicroadsmetromoa@road.vic.gov.au.
VicRoads‐managed roads within the Alpine Shire include:
- Great Alpine Road
- Gavan Street
- Delaney Avenue
- Tawonga Gap Road
- Prince Street
- Myrtleford‐Yackandandah Road
- Myrtle Street
- Standish Street
- Happy Valley Road
- Kiewa Valley Highway
- Bogong High Plains Road
- Mt Buffalo Road
- Buffalo River Road
WorkSafe Victoria
Any person operating or releasing fireworks must hold a current licence from WorkSafe Victoria and submit a Notification of intention to discharge fireworks prior to the event. Notification must be no less than 7 days prior to your display.
All workplaces (including event spaces) must comply with the relevant health and safety standards to ensure a safe work environment for employees and visitors.
Alpine Shire Event Strategy Permitting Conditions
T10. Event categorisation and permitting conditions (extracted from Alpine Shire Events Strategy)
| Event Type | Key Characteristics | Permitting Conditions |
|---|---|---|
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Signature Event One-off event likely to exceed 6,000 attendees |
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High Impact Event Event exceeding 6,000 attendees |
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Medium Impact Event Event exceeding 1,000 attendees |
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Low Impact Event Event attracting up to 1,000 attendees |
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