Whether you’re a seasoned professional or a community member hosting your first event, this guide will provide you with the essential steps and resources needed to ensure a successful and compliant event.
Do You Need an Event Permit?
You will likely need an event permit if any of the following apply:
- Your event is held on land managed by the council;
- Your event requires changes to normal traffic conditions; and/or,
- Your event impacts public amenities.
Events must align with the Council's Event Strategy and Action Plan.
Step 1. Planning Your Event
1. Timeframes for Application
Submit your Event Permit application as early as possible. Timeframes vary:
- Low Impact Event: Up to 1,000 attendees, minor traffic changes. Apply at least 6 weeks prior.
- Medium Impact Event: Over 1,000 attendees, some road closures. Apply at least 12 weeks prior.
- High Impact Event: Over 6,000 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.
We want your event to be successful, which means we need to process all documentation properly. For this reason, we cannot accept late submissions. We also recommend checking our events calendar to avoid date clashes with other regional activities.
Need to discuss your event timing? Our Events team is happy to help - contact events@alpineshire.vic.gov.au, or call us on (03) 5755 0555.
Step 2. Choosing a Venue
Venue Options: Explore venue options within the Shire, from community halls to outdoor parks. Each venue has specific requirements and capacities. You can find more information about both Council-managed and community-managed facilities around the Shire on our Facilities page.
Booking and Availability:
- Council-managed facilities can be booked online via the link below.
- For community-managed or private facilities, contact the committee of management or venue manager directly. Check the availability of your preferred venue and make bookings well in advance.
- Council-Owned outdoor spaces can be booked directly with the Events Team. Commercial events incur a fee of $1,000 per day (ex-GST).
Step 3. Required Documentation
| Prepare the following for your application: |
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Public Liability Insurance (minimum $20m) 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, along with the Alpine Shire Council and other stakeholders, such as VicRoads or Parks Victoria, named as interested parties on the certificate of currency. |
Detailed Site Plan or Course Map Site plans and maps may be used by all stakeholders during the planning for and management of the event, including gridded maps, structure layouts, access and egress routes. Plans and maps must include:
Course Plans for event activities are also required if you are cycling, running, etc outside your primary event village. Course plans must be submitted as a .gpx file. |
Event Management Plan (including run sheet/schedule) An Event Management Plan defines how an event will be executed. It addresses all the components of an event such as:
Templates |
Risk Management Plan The development of a Risk Management Plan is considered best practice in event management, and it is a process that is widely implemented and utilised across the community, business, and emergency management sectors. The Risk Management Plan should include:
It is important to monitor event risks throughout the event and document any inappropriate treatments (which will show as injuries or disruption to plans). In response to any documented incidents, changes should be made to the Risk Management Plan and its implementation as the event progresses. Mitigation measures should be put in place upon the identification or realisation of a risk to prevent it happening again during the event. After the event, a debrief of the event, including a review of the Risk Management Plan should be carried out by the event manager. At the debriefing, improvements for future events are identified and successful elements should also be identified. The review process should be completed prior to when the stakeholders gather to plan the next event. Events in alpine areas will often be subject to inclement weather, and ways to mitigate such weather conditions should be included in a Risk Management Plan. High winds, snow and heavy rains can occur from time to time along with Code Red fire days, and these must be considered. Council does not provide wet weather alternatives. |
Emergency Management Plan 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:
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| Depending on your event, you may also need: |
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Marketing & Promotions Plan (if applying for sponsorship) Download the template here: Marketing & Promotions Plan template |
Traffic Management Plan A Traffic and Pedestrian Management Plan is to be prepared in consultation with the Alpine Shire Council and, if applicable, VicRoads and Parks Victoria. The plan must conform to Australian Standard AS1742 and be prepared by a qualified traffic management company engaged to provide traffic management services for your event. Your traffic and pedestrian management plan is to include, where applicable:
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, the Alpine Shire Council is required to advertise these details. Once finalised by a licenced traffic management company, please upload your plan HERE. |
VicRoads Authorisation (apply 90 days prior) Apply 90 days prior to your event. Find more information here: Events and filming on roads |
Place of Public Entertainment Permit (POPE) Apply 8 weeks prior to your event. Find the application form here: Place of Public Entertainment and Temporary Structures permit |
Temporary Occupancy Permit (TOP) Apply 8 weeks prior to your event. Find the application form here: Place of Public Entertainment and Temporary Structures permit |
Liquor Licence Apply 8-12 weeks prior. If it is intended that liquor is to be sold or supplied at an event, then a liquor licence, or a variation to an existing licence, is required. The Victorian Liquor Commission request that applications are lodged at least 8 to 12 weeks in advance. An alcohol management plan may be requested if applying for a liqour licence. This allows licensees or licence applicants to demonstrate that they have a strategy for the management of alcohol, its risks and map out the red line on the site. The Victorian Liquor Commission encourages all licensed premises to have a venue management plan in place. Refer to the Victorian Liquor Commission website for more information about what to include in your alcohol management plan. The alcohol management plan submitted to Victorian Liquor Commission will need to be presented to Council along with your redline map. |
Local Laws permits Apply 2 weeks prior. This includes permits for a portable advertising signage permit and roadside trading permit. You can find more information here: Local Laws |
Land Permits
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Step 4. Permit Timelines
A summary of timeframes for Council permits and permits from external stakeholders is below.
Your Event Permit will not be approved until all other relevant permits and permissions have been issued.
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.
| Alpine Shire Council permits | Minimum timeframe |
| Event Permit | 6 weeks to 6 months |
| Works/Occupation on Council Land (traffic management on Council roads) | 12 weeks prior |
| Place of Public Entertainment (POPE) permit | 8 weeks prior |
| Temporary Occupancy Permit (TOP) | 8 weeks prior |
| Local Laws permits | 2 weeks prior |
| External permits | Minimum timeframe |
| VicRoads (permit and MoA) | 90 days prior |
| Victoria Police (Highway permit) | 2 months prior |
| Liquor licence | 8-12 weeks prior |
| DEECA (use of State Forest area) | 8-12 weeks prior |
| Parks Victoria (use of National Parks) | 8 weeks prior |
Step 5. Event Program Funding
Council supports events through funding programs. The Program opens for applications in May each year. All event organisers wanting to hold an event in the Alpine Shire, including Dinner Plain, within the financial year are encouraged to apply for funding.
Next Steps
Frequently Asked Questions
Planning Your Event
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.
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.
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.
Venue 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 140L 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.