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  • About the Booking

  • A general name for your Booking.
  • Please provide a brief description of your event.
  • Who is the entity running the event?
  • Community/public Events: A community event is categorised as an event which is held, run and provided predominantly for residents within the Northern Grampians Shire communities by local community organisations.
    Private Events: A private event is categorised as an event which is held, run and provided predominantly by you the applicant for a closed group of people e.g. sports club training session, wedding, High School debutante ball.
  • A tourism event is categorised as an event which demonstrates the ability to attract 75% patronage to the event from outside of the Northern Grampians Shire OR which demonstrates that the event organisers will commit 75% of their marketing budget to promote their event to patrons outside of the Northern Grampians Shire (intrastate, interstate or international).
  • Are you looking to use a council venue and/or sporting reserve/park?
  • A basic meeting is under 25 people with no food or alcohol sold and no signage. If there are more than 25 people, or food or alcohol sold, or any outdoor signage please select No.
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  • Is your event going to be also held at locations other than council venues/reserves?
  • Will admission be charged for this event including gold coin donation?
  • Is the event to be held on public or private land? Note: council venues and reserves are public land
  • Please check all the activities that will be undertaken.
  • Will there be fireworks at the event?
  • Will there be busking at the event?
  • Will there be any inflateable devices? e.g. bouncy castles, slides, etc
  • What are the projected number of attendees at any one time?
  • What are the projected number of attendees over the duration of the event?
  • Will food be provided/sold, sold meaning also included in the price of admission.
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  • Organisation

  • What is the name of the business or organisation?
  • What is the name of the club or group?
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  • Main contact

  • What is the name of the main contact?
  • What is the email address for the main contact?
  • What is the contact phone number during business hours?
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  • Booking dates

  • Do you wish to book recurring dates? Please note this should not be used to book dates in future years. Annual events must be regestered each year.
  • Please outline all the dates and times required for the booking.
  • Do you require setup and packup time?
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  • If you would like to attach supporting documents for things like sporting events/training schedules or draws.
    Max. file size: 256 MB.
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  • Event location

  • Name of the location/reserve where the event will take place.
  • Is the event held on council land?
  • If the event has multiple locations add as much detail as possible for these.
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  • Council Venue hire

  • Please select the seating and table arrangements if required
  • Please select the area(s) required
  • Please select the area(s) required
  • For piano hire contact: Stawell Performing Arts Company Inc on spaci@outlook.com or message via Facebook to make arrangements. For special lighting and sound services contact: Ted Holden mobile 0427 340 042 (Fees may apply) to make arrangements.
  • The North Park Multipurpose Sporting Facility can be book as a whole or in sections, please select what parts of the facility you require access to.
  • Please select what parts of the facility you require access to.
  • Please outline any additional requirement you may have for the venue selected. Or, if there is anything thing else you would like to communicate to us about requirements for the venue.
  • For venue fees to be waived you must meet the following criteria:
    • 1. The community group is within the Northern Grampians Shire Council.
    • 2. The community group is defined as a Not for Profit, Charity or Public Benevolent Institution by the Australian Tax Office.
    • 3. The community group can demonstrate a direct benefit from the hire to Northern Grampians Shire residents.
  • For the fee waiver please explain how the hire benefits the residents of the Northern Grampians Shire.
  • You will need to read and agree to the conditions of use for a council venue. Please click on the following link to review the conditions of use for the council venus:
    NGSC Council venues conditions of use
  • You will need to read and agree to the conditions of use for Halls Gap Hub. Please click on the following link to review the conditions of use for the council venus:
    Halls Gap Hub conditions of use
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  • Council reserve hire

  • You will need to read and agree to the conditions of use for a council reserve. Please click on the following link to review the conditions of use for the council reserves:
  • NGSC Council Controlled Reserves Conditions of Use (excluding North Park)
  • NGSC Council controlled reserves conditions of use for North Park
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  • Booking structures

  • Will there be any:
    - temporary stands for more than 20ppl
    - stages great than 150sqm
    - marquees greater than 100sqm
    - prefabricated buildings used as part of the event?
  • Please select all the following that apply.
  • You may be required to obtain a Temporary building permit or Place of Public Entertainment Permit and/or have any structures signed off by council's Building Inspector before the event.

    A council officer will assess these requirements and be in touch with you after your event has been registered.
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  • Food and alcohol

  • A Food Act Registration from is required Streatrader if food or drink is for sale or part of the ticket price (including gold coin donations). Registration fees may apply.
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  • Please enter the details of all the caterers that will be producing food for the event.
    Catering Business NameContact namePhone NumberemailStreetrader Number if known 
  • Please download this template > Caterers List
    List all the caterers involved in the event and upload the completed list.
    Max. file size: 256 MB.
  • If the event is in a municipal place (building or land managed by council e.g. townhall or park) a NGSC issued temporary permit to consume liquor in a municipal place will be required, which is separate to the appropriate liquor licence you will also need.

    The permit will cost $65.00 if approved. Community groups as listed below are exempted from fee payment.
    • The activity is assisting the group or organisation to raise funds that will be used to support the community within the municipality or the activity is approved and supported by the group or organisation that is seeking the temporary permit.
    • A registered charity.
    • A religious group registered with the Australian Tax Office.
    • Not for profit organisations - Lions, Rotary, Apex, CWA, CFA, Ambulance, SES, RSL, Schools, Scouts, Guides.
    If you do not already have one please apply for a Liquor Licence from the Victorian Commission for Gambling and Liquor Regulation (VCGLR): Liquor licence apply online

    A Food Act Registration from Streatrader is required if food or drink is for sale or part of the ticket price (including gold coin donations). Registration fees may apply.
  • Max. file size: 256 MB.
  • Please provide details as to when you will be able to provide a liquor licence.
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  • Waste and recycling

  • Would you like Council to request a quote from a contractor for waste management services?
  • How will you manage your waste and recycling from your event?
  • The Northern Grampians Shire Council provides a community recycling trailer for free use to local organisations and groups to provide temporary recycling bins for activities, events and programs to promote the importance of recycling and the reduction of waste to landfill. The trailer comes with 15 x 240 Litre recycling bins and is housed in Stawell.

  • Recycling trailer booking form

  • Please note: the trailer has a round five pin trailer plug. Alternative adaptors must be supplied by the user.

    Please note: The trailer and associated equipment are stored at the Northern Grampians Shire Council Depot, 25 Leslie St Stawell.
  • Please note trailer can only be collected Monday through Friday
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  • Please note trailer can only be returned Monday through Friday
    DD slash MM slash YYYY

  • A council officer will be in touch to confirm dates and discuss pickup and drop off times.

  • Use of council's recycling trailer has conditions of use that you must comply with. Please make sure you understand all the conditions in the following document (please click the link).
    NGSC Council waste trailer conditions of use
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  • Promotional signage

  • Where will the signage be located? Tick all that apply.
  • You may be required to obtain council approval or VicRoads approval to erect this signage. A council officer will be in touch with you after your event has been registered.
  • As part of ongoing communication between the community, businesses, and council we have developed a set of guidelines to assist in the use of promotional signage located at the town entrance. Town entrance promotional signs will only be used for the advertising of local attractions and events within the Northern Grampians Shire. Event signs will be erected four weeks prior to an event and taken down within one week of the event finishing.

    Guidelines
    • All event sign requests are to go through the Community Development Officer before any signs are ordered.
    • Signs must be displayed at both entrances of the Western Highway.
    • Cost of manufacturing the sign is to be at the expense of the event organiser.
    • Design of the sign is to have final approval of Northern Grampians Shire Council.
    • Signs will be put up by council staff. To deliver signs to them you must contact the Community Development Officer to organise a time to drop them off.
    For more information on other town entrances please contact the Community Development Officer on 03 5358 8700.
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  • Traffic management

  • Will the event be using footpath space
  • Will there be actual or potential footpath or road traffic interruption?
  • Road closure conditions Under the provisions of the Road Management Act 2004 and the Road Safety Act 1986 temporary road closures are subject to the following conditions which you must accept to submit this application.
    • You notify the police and all emergency services, taxi operators and affected public transport authorities (town bus service) of the event.
    • You notify residents of all the affected adjoining houses/businesses with a letter drop, or by personal contact.
    • You advertise the closure in the local paper (at your own cost). This could be as part of the overall promotion of the event but needs to include mention of temporary detours and access restrictions.
    • Council can assist, if required, with planning for and supply of traffic control signs, but you will need qualified traffic control staff to place, maintain and remove any signs.
    Northern Grampians Shire Council accepts no responsibility for accidents, injury or damage to property, participants or third parties.
  • State the roads the closure applies to. e.g. along Cubitt St from Brunel St to the Western Highway, from 8am to 6pm
  • Will your event influence any changes to traffic flow or pedestrian access throughout the duration of event?
  • Max. file size: 256 MB.
  • Council officer will be in touch after your event has been registered to dicsuss traffic management.
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  • Access and facilities

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  • Risk and emergency management

  • Emergency management plan

    If you don't already have an Emergency Management Plan you can use our template.

    Click here to download the template>Emergency Management Plan template
  • Max. file size: 256 MB.
  • Please give a brief explination as to why you are not submitting a plan or what your plan is to submit an emergency management plan.
  • Risk Assessment

    If you don't already have a Risk Assessment you can use our template.

    Click here to download the template>Risk Assessment template
  • Max. file size: 256 MB.
  • Please give a brief explination as to why you are not submitting an assessment or what your plan is to submit an risk assessment.
  • Would you like an emergency management officer to contact you regarding your emergency management plan or risk assessment?
  • Council will send your event registration to emergency services to notify them of your event.
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  • Insurance

  • Public liability of $20 million is required for an event on council land. It is preferred organisers for events at other locations hold public liability insurance of a similar value.
  • Max. file size: 256 MB.
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  • Promotion

  • Additional information for events listing

  • Note we will not publish your event listing until minimum requirements to confirm the event has been processed. E.g. permits and /or applications with council or other organisations if required.

    We require some images to create an event listing on our website. Please upload at least one good quality image, more is better though.

    Ensure you have permission to use any images proved.
  • Drop files here or
    Max. file size: 256 MB.

    • COVID responsibilities

      Public Event Definition: A public event is an organised public gathering for a common purpose that is conducted on a one-off or periodic basis, open to members of the public, publicly announced or advertised, and may be subject to specific licenses, approvals or permits.

      Examples of a public event include exhibitions, sporting events, festivals, fairs, performances and trade shows.

      A public event is not:

      • an ad-hoc public gathering in a public place
      • a private or public gathering of members of the public in a facility, venue, indoor space or outdoor space for ordinary, day-to-day operations, use, activities or services
      • a private gathering, such as a wedding, funeral or end of life activity, or
      • a routine religious gathering or ceremony

    • Acknowledgment of Responsibility

    • Privacy Collection Statement

    • Personal information requested on this form will only be used by council to carry out its functions and activities and will not be disclosed without your consent except where authorised by law.

      If you do not provide all or part of the personal information required we may not be able to process your request in an effective and efficient manner. You have the right to seek access to and correction of your personal information.

    • Submission Statement

    • This request can only be made by the named applicant.

      If you are submitting this application on behalf of another person or entity you must be duly authorised to do so.

      By submitting this application you are confirming that you are authorised to do so and declare that the information is correct to the best of your knowledge.
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