Planning & Applying for an Event Permit

Step 1. Ensure you have enough time to apply

Timeframes for an event permit vary depending on the complexity of each event.

• Low Impact Event: Up to 1000 attendees, minor traffic changes. Apply at least 6 weeks prior.
• Medium Impact Event: Over 1000 attendees, some road closures. Apply at least 12 weeks prior.
• High Impact Event: Over 6000 attendees, complex road closures, large infrastructure. Apply at least 6 months prior.

Events requiring traffic management, licenses, or additional permits need longer processing times - typically 8 to 12 weeks. Please check our permit timeframes guide below to ensure you submit your application with plenty of time as we are unable to accept late submissions. We also recommend checking our events calendar to avoid date clashes with other regional activities.

Alpine Shire Council permits (minimum timeframe)

12 weeks prior Works/Occupation on Council Land (traffic management on Council roads)
8 weeks prior Place of Public Entertainment (POPE) permit
8 weeks prior Temporary Occupancy Permit (TOP)
2 weeks prior Local Laws permits

External Permits (minimum timeframe)

90 days prior VicRoads (permit and MoA)
60 days prior Victoria Police (Highway permit)
8-12 weeks prior Liquor licence
8-12 weeks prior DEECA (use of State Forest area)
8-12 weeks prior Mystic Elevation Permit
4-12 weeks prior HVP Permit

Please note that the timeframes listed details the minimum amount of time required to process and issue a permit and does not take into account any possible delays or other roadblocks that may slow progress. To avoid the possibility of your permit not being issued in time, please submit applications as early as possible.

Your Event Permit will not be approved until all other relevant permits and permissions have been issued. 

Step 2. Check availability of your preferred facility

Venue availability and Hire

Step 3. Gather required documentation

Ensure you have the following documentation ready to submit with your application

• Public Liability Insurance (minimum $20m)
• Risk Management Plan 
• Event Management Plan, including a run sheet or schedule 
• Emergency Management Plan 
• Detailed Site Plan
• Detailed Sustainable Event Plan
• Marketing and Communication Plan
  
  Additionally, your event may also require:
• Traffic Management Plan 
• Vic Roads Authorisation (applications must be received at LEAST 90 days prior to your event)
• Place of Public Entertainment Permit (POPE)
• Temporary Occupancy Permit (TOP) 
• Liquor Licence
• Resident Event Notification Letter

• Land permits 
  - Department of Energy, Environment, and Climate Action (DEECA)
  - Parks Victoria 
  - HVP 
  - Mystic Elevation Permit 
  - North East Management Authority

  For clarification on any of the above, please check our FAQ. Alternatively, please contact the events team on (03) 5755 0555 or events@alpineshire.vic.gov.au
  
   

Step 1. Ensure you have booked your venue or facility as early as possible 

Facility bookings open 12 months in advance. It is best to book your facility as soon as you have firmed up your event date. If you wish to book a facility outside of 12 months, please contact the events team.

Step 2. Check availability & book desired facility

• Council-owned indoor facilities, please book via this link
• Community-managed or private facilities, contact the committee of management or venue directly.
• Council-owned outdoor spaces can be booked directly with the Events Team. Commercial events will incur a fee of $1,000 per day (ex-GST).

For clarification on any of the above, please check our FAQ. Alternatively, please contact the events team on (03) 5755 0555 or events@alpineshire.vic.gov.au

Step 1. Before applying for an event permit, please refer to “Planning an Event” section to ensure you have 
- Enough time to apply 
- Gathered all required documentation
- Applied for all necessary council and external permits
- Make sure your event date does not clash with other events in the Alpine Shire

Step 2. Make sure you have checked the availability of your preferred facility
Search and book venues online. Ensure your preferred facility is available

Step 3. Ensure you are familiar with Council’s Event Strategy and the permitting conditions and timeframes applicable to your proposed event 

Step 4. Apply Online for Event Permit
Now that you have all the necessary documentation and council related permit applications underway, you can commence with your Event Permit Application. Our streamlined application process lets you upload all your documentation in one place, and you can save your progress and return later if needed. 

Allow about 30 minutes to complete the form. If you can't gather all required documentation immediately, submit your application and upload the documents as soon as they are ready. Early submissions are beneficial for the events team.

Step 5. We will review your application
Once we have received your application, the events team will review it and follow up with you in 5 business days

Yes. All public events taking place on Council-managed land or facilities must hold the appropriate level of insurance before it will be permitted to proceed. 

Public Liability Insurance with an Australian Prudential Regulation Authority (APRA) approved insurer with a minimum of $20,000,000 coverage is required.

Your site plan should include:

• Amenities (including existing toilet facilities, including disability access and any additional facilities
• Crowd control infrastructure
• Drinking water access
• Emergency Access
• Food and beverage stalls
• Licensed areas
• Liquor and merchandise stalls
• Parking
• Pedestrian & vehicle access routes
• Power and/or generators
• Seating
• Smoking/non-smoking area
• Staging
• Waste and recycling bins

Course plans for event activities are also required if you are cycling or running outside of your event village.

Your Risk Management Plan should include:

• Event Details
• Stakeholders
• Consequence and likelihood of descriptors
• Action response plans
• Risk Matrix Analysis

An Event Management Plan defines how an event will be executed. It addresses all the components of an event such as:

• Event goals and objectives
• Event details & schedule of all activities including bump in and bump out times
• Detailed waste management plan & objectives
• Internal & exteral permits
• Event budget
• Marketing and promotion
• Communication
• Traffic Management
• Key Stakeholders
• Food and drink vendors
• Emergency Management

Your emergency management plan should include any actions which are to be undertaken by the management team in case of an emergency or incident. Please consider the following and include your action response plan:

• Inclement weather (wind, heavy rain, extreme heat, storms)
• Emergency Meeting Point
• Evacuation plan
• Emergency communication protocol and method
• Emergency management personnel & contact details (eg event coordinator, event safety officer, first aid officer)
• Incident reporting process

Yes. It is a requirement that you notify Ambulance Victoria, Country Fire Authority (CFA) and Victoria Police. Please include this information in your event management plan.

The Alpine Shire is a regional area with limited resources. Event organisers cannot rely primarily on ambulance services, local medical centres or hospitals in the event of a medical emergency. 

Depending on the size, type and location of your event, you may be required to have a First Aid provider on site. Please note, event organisers who engage First Aid services, must only use a licensed First Aid provider. The Department of Health has published a list of licensed First Aid Providers on its website. 

Engaging an unlicensed First Aid provider carries additional risk to public safety, and may affect insurance cover for events. 

Authorised Officers employed by the Department of Health may visit an event at any time to ensure that the First Aid provider in attendance is licensed.

No. As of February 1st, 2023, retailers, wholesalers and manufacturers are banned from the sale or supply of single use plastics in Victoria. 

Please ensure you are communicating this with your vendors.

Any fixed waste and recycling bins at the event site are for public use. 

Although we don’t explicitly exclude you from using them, they should not be used as your primary waste and recycling bins. 

Event bins will need to be arranged by the event organiser, through Council.

Yes - Council can assist you with waste and recycling bins for your event. Costs associated with bin hire will be on-charged to the event organiser.

To calculate how many bins you require, a rule of thumb is one litre per person per meal. 

For example: You estimate that you will have 1000 attendees, which will run over two mealtimes: 

• 1,000 people x 2 mealtimes = 2,000 litres 
• Divide 2000 by 240L (a standard wheelie bin size) = 8 
• You will need 8 bin stations 

Note: If you empty bins over the day of the event you will require less bin stations.

Yes - you are more than welcome to use existing amenities; however, please be advised that if you are using Council amenities such as public toilets and they require additional cleans during or following your event, a cleaning fee will be charged to the event organiser and an invoice will be raised following the event. 

The same will apply if the amenities are not left in a reasonable condition post event. 

This will be determined by the cleaning contractor and invoiced accordingly.

Am I required to hire portable toilets for my event?

It is a requirement of your event that you have adequate toilet facilities for your patrons. 

You are welcome to use the amenities on site; however depending on attendee numbers, you may be required to hire additional portable toilets. 

You can use the link below to calculate how many toilets you may need for your event. 

If your event takes place in a temporary structure such as a marquee, the number of toilets provided must comply with the ABCB Temporary Structure Standard 2015.

Provision of toilets

If your event requires road closures or altered traffic conditions to Council-managed roads or footpaths, then you will be required to submit a Traffic Management Plan by a qualified traffic management company no later than 3 months before the event is due to take place. 

Any roads managed by VicRoads must be permitted by VicRoads.

It is a requirement that all road closures are advertised locally. If your event involves a road closure and/or impacts the public transport network, Council is required to advertise these details. 

Please include a resident notification letter with your application, outlining your event and any road closures or altered traffic conditions.

Any event impacting a VicRoads-managed road or needing an exemption from Road Rules (e.g. road race or parade) must apply for a VicRoads permit. Signage placed on a VicRoads-managed road will require approval from VicRoads by submitting a Memorandum of Authorisation (MoA). VicRoads‐managed roads within the Alpine Shire include:

• Great Alpine Road
• Gavan Street
• Delaney Avenue
• Tawonga Gap Road
• Prince Street
• Myrtleford‐Yackandandah Road
• Myrtle Street
• Standish Street
• Happy Valley Road
• Kiewa Valley Highway
• Bogong High Plains Road
• Mount Buffalo Road
• Buffalo River Road

VicRoads requires a complete permit application to be submitted at least 90 days prior to the event commencing.

As per VicRoads checklist documentation such as an Event Management Plan, including a Traffic Management Plan, Risk Management Plan and a copy of the Certificate of Currency will be required. Permits are processed at ner.enquiries@roads.vic.gov.au or the centralised Melbourne office vicroadsmetromoa@road.vic.gov.au.

For more information about events on VicRoads, visit: Events and filming on roads

A POPE is required for events with:

• An area greater than 500 square metres, which is substantially enclosed and where admission is charged
• Class 9b buildings with an area greater than 500 square meters and or prescribed temporary structures

For up to date POPE fees, please visit: Fees & Charges

You may be eligible for a discount cost if you are a not-for-profit community event. Please contact events@alpineshire.vic.gov.au.

A Temporary Occupancy Permit (TOP) is required for events that include:

• Tents, marquees or booths with a floor area greater than 100m square
• Terraced seating (seating stands) for more than 20 persons, and/or
• Prefabricated buildings exceeding 100m square other than ones placed directly on the ground

For up to date TOP fees, please visit: Fees & Charges

If you intend to place advertising signage on a footpath, roadside or on Council land outside of the event precinct, a portable advertising signage permit will be required.

We encourage you to list your event through the Australian Tourism Data Warehouse (ATDW). Your event will then display on Council's website, as well as Visit Victoria and Visit Bright websites. This listing is free for events. 

For more information about creating a listing, visit 'How to create an ATDW event listing'.

Our Events team can assist you with this if required.

If your event involves a road closure, altered traffic conditions and/or impacts the public transport network, Council is required to advertise these details. 

Please include a resident notification letter with your application, outlining your event and any road closures or altered traffic conditions.

What venues and facilities are available to hire?

Council manages bookings for seven facilities in the Alpine Shire. Please visit our Facilities page to view our range of facilities.

If your desired venue is a Council-owned open space (e.g. Pioneer Park) please contact the Events Team to book. 

If your desired venue is outside of Council's managed facilities, please contact the venue directly.

Each venue has different inclusions. Please refer to the facility user guide relevant to your venue.

Keys can be arranged to be collected from the relevant Visitor Information Centre during opening hours.

Council-managed facilities must be booked and paid for directly online at the time of booking.

Fees for use of open spaces will be invoiced directly by the Events team.

Yes, you need to factor in your set up and pack down times into your booking.

Yes, there are standard sized rubbish bins located within each of our facilities; however, depending on the size of your event, you may require additional 240L waste and recycling bins. 

Please specify your bin requirements on your event permit application.

Council-managed facility bookings open 12 months in advance. 

It is best to book your facility as soon as you have firmed up your event date. If you wish to book outside of 12 months, please contact the Events team.

Yes. You can upload your supporting documentation at a later stage once you have it on hand. 

Please ensure you are submitting your initial application on time, as per the timeframes outlined on the Planning an Event page. Late applications will not be accepted.

Event permit applications can be made via the online portal. We are no longer accepting PDF applications.