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Hold an Event

 

 

  

The Strathbogie Shire Council understands events are vital to economic development, tourism and creating a vibrant community. The Events Team can assist with advice on many relevant aspects in planning your event.

The information below will assist you to organise and manage a successful and sustainable event in the Strathbogie Shire. 

Contact the:

  • Tourism & Events Officer - for Event Approval questions
  • Visitor Economy & Events Coordinator- for Event Planning, Event Delivery or Regatta Centre questions

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Phone: 03 5795 0000
Office: 109A Binney Street, Euroa VIC 3666

Event Approval Application Forms

The Event Notification Form must be submitted 3 months prior to your event date.

Late applications put a lot of undue pressure on event organisers as well as Council resources.

 

STEP 1

  • Submit the appropriate event notification form (see links above) together with your Public Liability Insurance, no later than 3 months prior to your event.

STEP 2

  • TheTourism & Events Officer will contact you to discuss your event.
  • Based on the information provided in Event Application; you may be asked to complete Event Application  or provide further information.

  

Will my event need an Event Approval?

 Council’s Public Liability Insurance covers Council; it does not cover non-council events.

If a serious incident occurs at an event held on Council-managed land and Council is found to be negligent by allowing events to occur on their land without proper due diligence, it will be sued.

Therefore if you're organising a public or private event on Council-managed land you will require an Event Approval.

 

What is an event?

A group of people coming together for an organised occasion regardless of whether it is a public or private circumstance. The size or type of event is irrelevant - what is important is the types of activities that will occur at an event, eg, alcohol, jumping castle etc.

 

​​​​​You will need an approval if your event is held on Council managed land

If you're holding a public event on private land you may need a Planning Permit for 'Place of Assembly'. Please contact Council's Events Team to see if you will require one.

Despite whether you are required to complete an event application process or not we highly recommend you use the event application forms to create your own Event Management Plan to assist with the actual planning of the event, risk & emergency management and of course succession planning.

If you would like to discuss your event or the requirements to hold an event in the Strathbogie Shire, please call the Visitor Economy & Events Coordinator or the Tourism & Events Officer on 03 5795 0000 or This email address is being protected from spambots. You need JavaScript enabled to view it. to discuss.

 Council Managed Public Spaces (but not limited to):

  • Jubilee Park, Avenel
  • Euroa Community Cinema
  • Seven Creeks Park Precinct, Euroa
  • Blayney Reserve, Nagambie
  • Buckley Park, Nagambie
  • Jacobson’s Outlook, Nagambie
  • Regatta Centre, Nagambie
  • Shadforth Reserve, Violet Town
  • Community / Town Recreation Reserves
  • Community / Town Halls
  • Council-managed roads

Non-Council land (but not limited to):

  • Euroa Arboretum
  • Euroa Showgrounds
  • Memorial Oval, Euroa

NB. If the location you hope to use is not listed here, please contact Council to check who manages the location.

  Public Liability Insurance 

Council’s Public Liability Insurance covers Council; it does not cover non-council events.  Insurance for weddings and family gatherings in Council managed parks can be arranged by completing this form Weddings and Family Celebrations in the Park.  Cost of the insurance is $110 (including GST) if required.

All organisers who are holding an event on public land must have Public Liability Insurance (PL). Ask your insurance agency for a 'Certificate of Currency' of your PL Insurance with coverage for a minimum of $20 million and the policy dates must cover the date of the event. If you need to purchase insurance for a one-off event please contact :-

 

Nagambie Lakes Regatta Centre Hire

Please contact Libby Webster, Visitor Economy & Events Coordinator on 03 5795 0000 if you would like to hire the Nagambie Regatta Centre.

Nagambie Regatta Centre Online Hire Form

Nagambie Regatta Centre - Conditions of Hire

 

Facility User Form

Please use this form to use a Council Owned Facility that is managed by a Committee of Management (CoM), eg. Strathbogie Hall, Longwood Recreation Reserve etc.

Facility User Form

 

Event Signage

 Tourism Signage Application Form - How to book space in the Tourism Event Signage frames located at the entrances to Avenel, Euroa, Longwood & Nagambie

Event Planning Tools

How to lodge a Statement of Trade (SOT) on Streatrader

Event Guide - How to get an Occupancy Permit

CFA Application - Total Fire Ban Day permit

  

Promotion

Here are some great ideas for where to advertise and promote their event. Below are a list of suggestions, many of which are free of charge.   Council's communications departmentis also happy to assist with promotion, once the event is approved.

 

ONLINE EVENT CALENDARS

Australian Tourism Data Warehouse (ATDW)

Once your event is added to this website it will automatically appear on the Strathbogie Shire Council website event calendar and all other website calendars that are linked to this calendar.

www.atdw-online.com.au

 

LOCAL PAPERS

Euroa Gazette
Run by North East Media
Weekly editions
45-47 Railway St
Euroa VIC 3666
03 5795 3041
This email address is being protected from spambots. You need JavaScript enabled to view it.

Nagambie Community Voice Newspaper
Run by GoNagambie 
Fortnightly editions
Sissy Hoskin
0419 627 276
This email address is being protected from spambots. You need JavaScript enabled to view it.
www.nagambielakestourism.com.au/community?pid=100&sid=245:Nagambie-Community-Voice-Newspaper

Violet Town Village Voice
Monthly editons - deadline 20th of each month. No January edition.
Terry Frewin
This email address is being protected from spambots. You need JavaScript enabled to view it.

The Granite News
Weekly during school terms
This email address is being protected from spambots. You need JavaScript enabled to view it.
www.highlands.org.au/index.php/granite-news

Tableland Talk (Strathbogie)
Monthly editons - deadline 20th of each month.
This email address is being protected from spambots. You need JavaScript enabled to view it.

  

COMMUNITY WEBSITES

 

Wedding Ceremonies

For requests to hold Wedding Ceremonies (not receptions) or family celebrations on public land, please complete the Weddings and family celebrations in parks form - online form.  Public liability insurance cover can be arranged at the cost of $100 (incl GST) if required.

 

Local Laws

There are Local Laws that may apply to certain parts of your event, such as busking or use of the footpath for commercial activities.
For Local Laws please use the link below:

www.strathbogie.vic.gov.au/council/local-laws

 

Also see permit applications for:

Footpath Trading (including Busking)

www.strathbogie.vic.gov.au/council/activities-on-council-land/footpath-trading

Consumption of Alcohol in Public Places

www.strathbogie.vic.gov.au/council/activities-on-council-land/alcohol-in-public-places

 

Traffic Management

Road Closures or Changes in Traffic Conditions

Road Closures on Council roads require a decision to be made by the Councillors at a monthly Council meeting. Therefore if you require a road closure for your event, you must provide your Traffic Management Plan to us with plenty of lead time to ensure a decision can be made at a Council meeting prior to your event.
Please note: there are NO COUNCIL MEETINGS IN JANUARY.

You may be asked to ensure advertisments are placed in the relevant newspapers giving prior notice for this event. The advertisement will need to be placed 7 - 14 days prior to the event. Click here for an example of an advertisement.

 

VicRoads

The best way to contact VicRoads North Eastern Region regarding this event and associated road closures is to email: This email address is being protected from spambots. You need JavaScript enabled to view it. .
Use this link to access some relevant information regarding event and road closures on VicRoads arterial roads www.vicroads.vic.gov.au/traffic-and-road-use/events-and-filming-on-our-roads/getting-permission-for-your-event

Use this link to conduct a non-road activity on a highway - www.vicroads.vic.gov.au/traffic-and-road-use/events-and-filming-on-our-roads/getting-permission-for-your-event

For on-road cycling events on Vic Roads roads please use this guide www.vic.cycling.org.au/Portals/17/Policies/Guide%20to%20obtaining%20permits.pdf          

 Permit to conduct an event on a public road
Any person wanting to conduct events that are on or involve public roads, such as foot or bicycle races, including a rolling road closure either within the event itself or as a separate event, marathons and half marathons etc, must obtain a Police permit. 

Information in relation to the conditions relating to the conduct of the event can be obtained by downloading the Highway Event Application Form from the Police State Event Planning Unit.

If you are unsure whether your event requires a Highway Event Permit, further information can be obtained by contacting -
Victoria Police Centre
637 Flinders Street
Docklands VIC 3008
Phone 03 9247 5714
Email This email address is being protected from spambots. You need JavaScript enabled to view it.

 Ambulance Victoria

Events requiring road closures must email Ambulance Victoria at This email address is being protected from spambots. You need JavaScript enabled to view it. to notify them of the road closures.

 Public Transport

If the event will affect Public Transport Services, ie parades stop buses or street closures cut off access to bus stops. Organiser must submit an PTV ‘Event Notification Form’ online http://ptv.vic.gov.au/specialevents

 Cycling Events

Cycling Events are relatively risky and if it's a competitive race then they are considered High Risk. Therefore if you are planning a cycling event, please ensure you have covered all aspects required to run a safe event. It is a time consuming process putting together a cycling event so please allow plenty of time to plan and organise it. This means at least 6 months!

Road Closures on Council roads require a decision to be made by the Councillors at a monthly Council meeting. Please see the Road Closure section under Traffic Management.

You may need to apply for a Police permit to conduct an event on a public road - see the police section above under Traffic Management.

Please use these guidelines when organising a cycling events - Guidelines for applications to conduct on-road cycling events

The following two documents provide detailed information regarding the organisation of cycling events.

Cycling Victoria - Race organisers guide for road cycling events

Risk Register - Cycling Australia Road Cycling Events

 

Liquor Licence

All events planning on selling alcohol must apply for a Temporary Liquor Licence from the Victorian Commission for Gambling and Liquor Regulation www.vcglr.vic.gov.au/home/liquor/

All Temporary Liquor Licence applications must specify that they will not be serving alcohol in glass containers and that the persons serving the alcohol have a RSA certificate and the licence is displayed at the event.

This is a State Government requirement.

 

 

Consumption of Alcohol in Public Places - www.strathbogie.vic.gov.au/council/activities-on-council-land/alcohol-in-public-places

 

Food

If you are planning on selling food at your event, all the temporary food traders must be registered online with Streatrader https://streatrader.health.vic.gov.au

Every temporary food trader must be registered. An annual (calendar year) fee will be payable online.

Once registered, all your temporary food traders must have submitted their Statement of Trade (SOT) online with Streatrader

Every food trader must submit their SOT for this event. There is no fee involved and the process takes less than 5 minutes.

For further information please call the Environmental Health Officer at Strathbogie Shire Council on 03 5795 0000.

This is a State Government requirement.

Click here for more information.

 

 

Risk Assessment

A Risk Assessment is an important part of organising your event. The purpose of a Risk Assessment is to ensure you have considered the risk associated with your event and that you've put in a plan to reduce the risks. A Risk Assessment shows you've shown your due dligence.

 

 

Emergency Management

An Emergency Management Plan is required for most events because it helps event organiser's plan for the worst possible scenarios. Unfortunately things go wrong. A copy of the event's Emergency Management Plan must be kept and displayed on site.

 

 

Site Plan Maps

Below are links to maps of common event locations to help with creating a site map for your event. If the site map you need is not listed below, please contact the Economic Development Officer (scroll down for contact details).

Avenel

Euroa

Longwood

Nagambie

Ruffy

Strathbogie

Violet Town

 

 

For Further Information

Contact the:

  • Tourism & Events Officer - for Event Approval questions
  • Visitor Economy & Events Coordinatlor - for Event Planning or Regatta Centre questions

Strathbogie Shire Council
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Phone: 03 5795 0000
Office: 109A Binney Street, Euroa VIC 3666

 


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