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Event planning and applications

The Castlemaine Highland Pipe Band are the opening entertainment at our Australia Day community event in Victory Park each year.

Mount Alexander Shire welcomes the wide range of diverse events held across the region. These include festivals, exhibitions, fairs, agricultural shows, bike road races, markets, celebrations, large sporting events and concerts.

To assist event managers, we have designed a comprehensive event planning kit. The kit guides event organisers through relevant permits and approvals and how to access marketing and logistical support from Council. It also provides organisers with helpful information on running safe, successful and sustainable events.

Step-by-Step guide to organising an event in Mount Alexander Shire

Step1: Register your event details

As soon as possible, please contact the Venues and Events Officer at events@mountalexander.vic.gov.au and provide the following information (you can copy and paste this information into an email):

  • Name of event:
  • Date:
  • Time (if applicable):
  • Location:
  • Organisation/Organising Committee:
  • Is this group not for profit? Y/N
  • Event organiser contact details including name, email and mobile number:
  • Expected number of attendees/participants:
  • Short description of the event (400 words or less):

The Venues and Event Officer will contact you shortly to discuss your event.

Step 2: Complete the event planning kit

You must submit your application to hold an event at least 12 weeks prior to the event.

The kit is provided in three parts, and you should read all the parts before completing your application. The kit includes:

Part 1: Event Form Information – this provides step by step information for completing the event application form.

Part 2: General Event Information and Advice – this section provides general information on all aspects of running quality, safe events.

Part 3: Event Application Form - You will need to complete all sections of this form to register your event. Use part 1 to guide you through the process.

You must submit Part 3: Event Application Form at least 12 weeks prior to the event.

Step 3: Apply for funding support for your event

The Event Grants program round 1 was open from 22 July - 09 August 2019 and is now closed.
Round 2 will be open from 29 January - 18 February 2020.
Check out further details on our grants page.

Step 4: Planning your event

Once your event has been approved by Council, we will work proactively with you to provide support and advice. You may be required to apply for the relevant Council permits required and most of these can be found on the following pages:

If you are eligible, you may be able to apply for a fee waiver for some of the permit fees through a Fee Waiver Request Application Form.

Step 5: The event

The fun bit! We hope that your event goes well and is a great success!

Step 6: Evaluating your event

Once your event is complete, it may be helpful to have a debrief meeting with the Events Officer to look at areas of the event that went well, and where changes might be made. This is a good opportunity to look at continually improving your event. For example:

  • Your marketing strategy and how you can attract new audiences;
  • How you can increase access to your event and make it accessible to everyone; including people with a disability; older adults; young people; and people from culturally and linguistically diverse backgrounds; and
  • Identify ways to reduce the environmental impact of your event. There is some useful information in Part 2 of the Event Planning Kit to get you started.

Marketing your event

Event Calendar

Mount Alexander Shire is keen to assist event organisers with promoting their community events in our online event calendar at https://www.bendigoregion.com.au/visit-castlemaine-maldon/

1. Select What’s On
2. Scroll down to ‘ Register your event’
3. Complete the event details including description, date, time, venue and contact details and upload a high res compressed image (no more than 200 gb)

Your request will then be automatically sent to us for approval.

Event Boards
Please note that the event board application form now forms part of the Event Kit that needs to be completed at least 12 weeks prior to your event.

View more info and locations of all events boards throughout the shire here.

Selling tickets

We now provide a ticketing service!

Sell your tickets online at the click of a button.

If you are planning on holding an event in Mount Alexander Shire you can now sell your tickets through Mount Alexander Box Office.

Tickets listed through our box office may be purchased online at any time or at our Visitor Information Centre, which is open 9.00am to 5.00pm every day of the year (excluding Christmas Day).

Some benefits of this service are:

  • We are able to provide customers with a consistent point of contact. They know they can always call / attend our Box Office to retrieve their tickets, book tickets, ask questions etc.
  • We are able to gather the necessary information about our customers to ensure their visit to the event is a pleasant one – this is mainly for customers who have access requirements. We make notes of this and ensure that the event organisers know about any requirements on the day.
  • We can provide a one-stop-shop for the community to see what is on in the shire and buy tickets anytime.
  • The fees are relatively low compared with other booking services.
  • Fees paid to the Shire will be invested in the local community.

Fees and charges:
50 cents per ticket + 3% of total sales (25 cent credit card fee if applicable)
Free events can still be ticketed and listed on the website. There are no fees for this.
We recommend venue hirers build the fees into ticket prices.
Our fees include listing the event on our tourism and Council website and making sales over the counter from the Visitor Information Centre which is open daily (including public holidays).

To list your event, simply download the box office application form and send to events@mountalexander.vic,gov.au

For more information contact the Venues and Events team via events@mountalexander.vic,gov.au or 5471 1700.

Visit the online box office here.

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