If you would like to organise an event in the Alpine Shire, you will likely require an event permit if any of the following apply:
- Your event is held on land managed by council
- Your event requires changes to normal traffic conditions
- Your event has the potential to impact public amenities
In order to be considered, events must sit within the framework of Council's Event Strategy and the Events Strategy Action Plan.
Event Guidelines
Please ensure you familiarise yourself with the below guidelines.
Step 1. Planning an Event
1. Make sure you have enough time to apply
Timeframes for an Event Permit application vary depending on the complexity of each event.
The table below offers a guide using basic criteria such as attendee numbers, traffic managerment requirements and infrastructure. To ensure your Event Permit can be processed in a timely manner, please submit your application as early as possible.
|
Low Impact |
Event attracting up to 1000 attendees. No road closures but may require some changed traffic conditions. |
Applications must be received minimum of |
|
Medium Impact |
Event exceeding 1000 attendees. Requires some road closures and/or traffic management to change road conditions. |
Applications must be received a minimum of |
|
High Impact |
Event exceeding 6000 attendees. Requires complex road closures and/or traffic management. May also include large infrastructure builds. |
Applications must be received minimum of |
PLEASE NOTE If your event requires Traffic Management or any internal or external licences or permits then your event permit application must be received to coincide with these timeframes and vary from 8 - 12 weeks. Please see point 3 for further information and timeframes for external stakeholders.
We are unable to accept late submissions.
2. Check availability of your preferred facility
Search venues and complete your booking online
3. Gather required documentation
Ensure you have the following documentation ready to submit with your application:
Public Liability Insurance (minimum $20m)
Detailed Site Plan or Course Map
Event Management Plan, including a run sheet or schedule
Risk Management Plan
Emergency Management Plan
Depending on your event, you may also be required to submit the following with your event application:
Detailed Marketing & Communications Plan if you are applying for sponsorship
Traffic Management Plan (applications must be received 8 weeks prior to your event). Please upload your plan HERE
VicRoads Authorisation (applications must be received minimum 90 days prior to your event)
Place of Public Entertainment Permit (POPE) (applications must be received minimum 8 weeks prior to your event)
Temporary Occupancy Permit (TOP) (applications must be received minimum 8 weeks prior to your event)
Liquor Licence (applications must be received minimum 8-12 weeks prior to your event)
Local Laws permits including portable advertising signage permit and roadside trading permit (applications must be received minimum 2 weeks prior to your event)
Resident Event Notification Letter
Land Permits:
- State forest and land managed by Department of Energy, Environment, and Climate Action (DEECA) (applications must be received minimum 8-12 weeks prior to your event)
- Parks Victoria (applications must be received minimum 8 weeks prior to your event)
- Alpine Community Plantation (ACP) (applications must be received minimum 12 weeks prior to your event)
- North East Management Authority
A summary of timeframes for Council permits and permits from external stakeholders is bleow. Your Event Permit will not be approved until all other relevant permits and permissions have been issued. Please note that the timeframes listed details the minimum amount of time required to process and issue a permit and does not take into account any possible delays or other roadblocks that may slow progress. To avoid the possibility of your permit not being issued in time, please submit applications as early as possible.
| Alpine Shire Council permits | Minimum timeframe |
| Event Permit | 6 weeks to 6 months |
| Works/Occupation on Council Land (traffic management on Council roads) | 8 weeks prior |
| Place of Public Entertainment (POPE) permit | 8 weeks prior |
| Temporary Occupancy Permit (TOP) | 8 weeks prior |
| Local Laws permits | 2 weeks prior |
| External permits | Minimum timeframe |
| VicRoads (permit and MoA) | 90 days prior |
| Victoria Police (Highway permit) | 2 months prior |
| Liquor licence | 8-12 weeks prior |
| DEECA (use of State Forest area) | 8-12 weeks prior |
| Parks Victoria (use of National Parks) | 8 weeks prior |
4. Event Funding & Support Programs
Council supports the management and delivery of the events sector through its Event Funding Program and support services.
Applications for funding are invited annually.
For more information about funding opportunities please go to the Funding and Support Programs page.
For clarification on any of the above, please check our Planning an Event FAQ
Step 2. Venue Hire
Please ensure you have booked your venue or facility as early as possible
Facility bookings open 12 months in advance. It is best to book your facility as soon as you have firmed up your event date. If you wish to book a facility outside of 12 months, please contact the events team.
Check availability & book desired facility
For all council-owned indoor facilities, please book via this link
https://www.alpineshire.vic.gov.au/community/facilities
For all other indoor facilities, please Contact the venue directly for information
All council-owned outdoor spaces can be booked directly with the Events Team.
For clarification on any of the above, please check our Venue Hire FAQ
Step 3. Apply for an Event Permit
1. Before applying for an event permit, please refer to 'Planning an Event' section to ensure you have:
- Enough time to apply
- Gathered all your required documentation
- Apply for all council related & external related permits
If you cannot gain all required documentation you can submit an online application and upload documentation once finalised, the earlier an application is submitted the better for the events team.
2. Ensure you have checked the availability of your preferred facility
Search venues and complete your booking online
3. Ensure you are familiar with Council’s Event Strategy and the permitting conditions and timeframes applicable to your proposed event
4. Apply Online for Event Permit
Now that you have all the necessary documentation and council related permit applications underway, you can commence with your Event Permit Application.
APPLY ONLINE FOR AN EVENT PERMIT.
5. We will review your application.
Once we have received your application, the events team will review it and follow up with you in 5 business days
For clarification on any of the above, please check our Applying for an Event Permit FAQ
If you have any questions please dont hesitate to get in touch.
For any new events we encourage you to discuss your proposed event with the Events Team prior to applying.
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