Event planning

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 toolkit. This 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.

If you have any questions, please contact the Venues and Events Officer at events@mountalexander.vic.gov.au

Event Registration Form

All events are required to complete and submit an Event Registration Form at least 12 weeks prior to the event.

Public events during COVID-19

If you are planning on running a public event, you will need to comply with the Public Events Framework.

In the Chief Health Officer’s directions, a public event is an organised public gathering for a common purpose which is conducted on a one-off or periodic basis, open to members of the public, publicly announced or advertised, and may be subject to a specific license, approvals or permits.
Public events include but are not limited to exhibitions, sporting events, festivals, fairs, parades, performances and trade shows.

Step 1: Read through the Public Events Framework to identify what tier your event falls into and all associated requirements.

Step 2: Register your public event

Step 3: Submit all required documents relevant to your tier.

TIER 1 events
Criteria
• events with 5000 or more attendees
• events with 1000 to 5000 attendees that involve six or more public health risk factors for events
Requirements
• Tier 1 events must submit a COVIDSafe Event Plan to the Victorian Government for public health approval.
• Tier 1 events must submit a plan 8-10 weeks before the start of the event.

TIER 2 events
Criteria
• events with 1000 to 5000 attendees
• no more than five public health risk factors
Requirements
• Tier 2 events must submit a COVIDSafe Event Plan to the Victorian Government for public health approval.
• Tier 2 events must submit a plan 4-6 weeks before the start of the event.

TIER 3 events
Criteria
• events with 1,000 or fewer attendees per event.
• risk factors do not apply
Requirements
• Tier 3 events must complete and submit a COVIDSafe Event Checklist via the online registration form to the Victorian Government to register the event.
• Tier 3 events must submit the COVIDSafe Event Checklist at least one week before the start of the event.

Council's Event Toolkit

The Event Toolkit provides information about running an event in Mount Alexander and the permits you may require. Please read this kit before completing your registration. The toolkit also contains templates of planning tools to help you with your event planning.

Event Toolkit

You can also download the templates included in this toolkit in an word version below to make it easier to fill out.

The templates include

– Emergency Management Plan template
– Risk Management Plan template
– Stakeholder letter template
– Event plan checklist
– Event plan template
– Marketing Plan template

Download the Event Planning word version templates

Apply for funding support for your event

Round 2 of the 2020/2021 Event Grants Program is open now until the 8th March 2021.

Apply online via: https://mountalexander.smartygrants.com.au/

View program guidelines here

Mount Alexander Shire Council allocates funds each year to support events in the local community that align with the goals in our Council Plan 2017-2021 and other strategic directions.
The Events Grants program provides a transparent and equitable process for local groups and organisations to seek funding and in-kind support from Council.
The Events Grant program aims to provide support to events that:
• Foster community, economic and/or cultural development in Mount Alexander Shire
• Consider impacts on the environment and surrounding community
• Are accessible, inclusive and welcoming of everyone
• Are safe and compliant.

Event Calendar

Mount Alexander Shire Council is keen to assist event organisers with promoting their community events.
We can do this by including your event in our online event calendar on the Tourism website.

To add your event to our What's On section simple fill out the online form via this link.
Your request will then be automatically sent to us for approval.

Event Boards

There are 12 event board available for community use to promote events
throughout the shire. There is no cost to have your signs on display, however the cost to produce the sign,
install and remove are the responsibility of the event organisers.

If you wish to utilise these event boards please complete this form.

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

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:

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.

The following links will take you to resources that may further assist with the planning of your event:
Accessible Events Guide
CFA Guidelines for Conducting Small Events and Gatherings in High Fire Risk Locations
A Guide to Developing a Bushfire Emergency Plan in Victoria
Portable Access Equipment
Insurance Fact Sheet