Event Resource Guide

Event Organiser Resource Guide

Below is a guide to assist event organisers in the Alpine Shire to find suppliers and resources for their event as well as contacts for local media outlets.

Event Organiser Resource Guide 2023/24

Supporting Documents & Templates

Each event taking place in the Alpine Shire, must include the following documents with their applications. To assist with planning, we have also included several templates, which you may wish to download.

Public Liability Insurance (minimum $20million)

Detailed Site Plan & Couse Map

Event Management Plan (Small Scale OR Large Scale). Including a run sheet and bump in and bump out times.

Risk Management Plan

Emergency Management Plan

Depending on your event, you may also be required to submit the following with your event application:

Marketing and Promotions Plan - A plan that documents the marketing, public information and information sharing that occurs before and during an event including resident and business notifications

Traffic Management Plan - A plan that details the measures taken to manage traffic and road closures, mitigating risk to vulnerable areas including aspects for roads, traffic, pedestrians, transportation of pedestrains and parking. Once finalised by a licenced traffic management company, please upload your plan HERE

First Aid Plan - A plan than demonstrates the first aid provision at a planned event. It should include the number of first aiders, location of first aid posts and equipment available

Noise Management Plan - A plan that outlines mechanisms to ensure compliance with the State Environment Protection Policy requirements

Alcohol Management Plan - A plan to demonstrate the strategy for the management of alcohol and associated risks, this is usually required when applying for liqour licence

Alpine Shire Council Permits & Approvals

You may need one or more of the following Alpine Shire Council permits and approvals depending on your event requirements:

Events risk management panel approval
Film and photography permit
Place of public entertainment permit
Temporary occupancy permit
Planning permit
Portable advertising signage permit & raffle permit
Streatrader registration
Works/occupation on Council land approval

External Permits, Approvals & Stakeholders

You may need other permits and approvals that fall outside of the Alpine Shire Council from the following authorities:

Ambulance Victoria
Alpine Community Plantation (ACP)
CASA - Drones
Country Fire Authority (CFA) Victoria
CovidSafe Plan
Department of Energy, Environment and Climate Action (DEECA) - formerly DELWP
Goulburn-Murray Water (GMW)
North East Catchment Management Authority (NECMA)
OneMusic
Parks Victoria
Public Transport Victoria (PTV)
Victorian Liquor Commission
Victoria Police
VicRoads - requires a complete permit application to be submitted at least 90 days prior to the event commencing
WorkSafe Victoria - Fireworks

Promote your Event

We will automatically list your event on the Alpine Shire website. Please email us through at least 1 high-res image and a short blurb about your event. We also encourage you to Promote your event on the Australian Tourism Data Warehouse (ATDW). Approved listings will be listed on locat tourism websites and Visit Victorias High Country website.

Other Useful Resources

The following resources provide further assistance with the planning and delivery of your event:

Events Risk Management Panel approval

Events deemed to be rated as high risk will be assessed by the Events Risk Management Panel. The Panel is made up of representatives from Council, Victoria Police, Ambulance Victoria, Country Fire Authority (CFA), State Emergency Service (SES) and Alpine Health. Other agencies may be involved depending on the events proposed use of land/asset such as Parks Victoria, VicRoads and Department of Environment, Land, Water and Planning (DELWP). The Events Team will be able to let you know if your event is required to be assessed by the panel.

Event Type	Key Characteristics	Permitting Conditions
Signature Event One-off event likely to exceed 6,000 attendees	Are events of International or National significance Generate state-wide, national and/or international publicity Capacity to attract, interstate and international visitation An event that has potential to have significant social, environmental and economic impact for the community (refer Table T9). The event requires complex road closures and/or traffic management. May also include large infrastructure builds. Expected to be a one-off event Event attendance likely to exceed 6,000 people	Subject to a resolution of Council or decision taken under CEO delegation as appropriate. Application timeframes will be determined on an individual basis, however 6 months prior to the date of the planned event is advised
High Impact Event Event exceeding 6,000 attendees	Are events of National or State significance An event that has potential to have significant social, environmental and economic impact for the community (refer Table T9). The event requires complex road closures and/or traffic management. May also include large infrastructure builds. Typically contributes greater than $5million into the local and regional economy. Event attendance exceeding 6,000 people including a large proportion of interstate visitation.	Applications must be received minimum of 6 months prior to the date of the planned event Not permitted over public holiday weekends Not permitted to run in a township CBD over school holidays if road closures required. Not permitted to run in Howitt Park and/or Centenary Park in Bright. Mandatory referral to Risk Assessment Panel
Medium Impact Event Event exceeding 1,000 attendees	Are events of State or Regional significance An event that has potential to have considerable social, environmental and economic impact for the community (refer Table T9). The event requires: some road closures and/or traffic management to change traffic conditions. Typically contributes greater than $1million into the local economy. Event visitation exceeding 1,000 people with the potential to attract interstate visitation but primarily attended by intrastate visitors	Applications must be received a minimum of 12 weeks prior to the date of the planned event. Applications for events anticipating 2,000+ people must be received a minimum of 6 months prior to the date of the event. Not permitted in CBD over school holidays or public holiday weekends if road closures required Not permitted in Howitt Park and/or Centenary Park in Bright (if patronage exceeds 500 people at a time). Discretionary referral to risk assessment panel.
Low Impact Event Event attracting up to 1,000 attendees	An event that has reasonable social, environmental and economic impact for the community (refer Table T9). The event requires: no road closures but may require some changed traffic conditions (e.g. reduced speed) Visitation up to 1,000 people with the potential to attract interstate visitation but primarily attended by intrastate visitors.	Applications must be received minimum of 6 weeks prior to the date of the planned event Not permitted in a township CBD over school holidays or public holiday weekends if road closures required Not permitted in Howitt Park and/or Centenary Park in Bright (if patronage exceeds 500 people at a time).

The following resources provide further assistance with the planning and delivery of your event.