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Event planning

Australia Day 2020 Photo Diana Domonkos

Planning and running events in Mount Alexander Shire

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 and Tier 2 events (events with more than 1000 attendees per day) are required to submit a COVIDSafe Event Plan to the Victorian Government.

All Tier 1 and Higher Risk Tier 2 events will need to have their events approved in order to proceed.

Lower Risk Tier 2 public events can take place without government approval if they meet the newly introduced lower risk threshold criteria under the Public Event Framework.

Outdoor events and indoor (seated) events will be designated a lower risk Tier 2 Event if they meet the following two criteria:

- The event has fewer than 5,000 participants/spectators and

- attendance must not exceed 75 per cent capacity limit of the venue.

Indoor (unseated) events must meet the following additional criteria to be designated a lower risk Tier 2 Event:

The event does not feature behaviours that present a greater COVID risk (singing, dancing, chanting or consumption of alcohol).
Lower Risk Tier 2 events still must submit a COVIDSafe Event Plan along with a complete COVIDSafe event attestation

- Tier 3 events (events with 1000 or fewer attendees per day) do not need to have their event plans reviewed by the Victorian Government.
However, you must complete COVIDSafe event checklist and declaration at least a week prior to the start of your event. The checklist is now part of the online registration form below and no longer needs to be uploaded as a separate document.

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

Funding for your event

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.

Marketing your event

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.

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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