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Event Planning and Application Kit

Australia Day 2008 Castlemaine Highland Pipe Band


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 Events in Mount Alexander Shire

Step1: Register your event details

As soon a possible, please contact the 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 Event Officer will contact you 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 2: Event Application Form at least 12 weeks prior to the event.

Step 3: Apply for funding support for your event

If you are eligible, you can apply for a grant to cover the cost of the logistical elements of your event up to a total of $3,000 in cash and in-kind support. The Event Grants program will be launched in late 2018 for events being held in 2019 onwards. You will need to apply for a grant in the applicable grant round, depending on when your event is held.

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 www.maldoncastlemaine.com.au.

To list your event, simply download the event listing application form and return to Claire Baker by email to c.baker@mountalexander.vic.gov.au.

Event notice boards

Many townships across Mount Alexander Shire have their own community events notice board to promote events within the town.

Currently event boards are located at Taradale, Harcourt, Guildford, Campbells Creek, Castlemaine, Barkers Creek, Chewton, Newstead and several in Maldon.

Please complete the event board application form to apply to have your event listed on township event notice boards.

Once completed, please return to Council via email.

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