Event Requirement Assessment

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ERA-Record ID

Please note: the event registration process is made up of TWO forms.

1 - This form, the assessment form, to determine what you may need to undertake the event. Information from this form will be automatically transferred to the second form.
2 - The Registration form, you will recieve a link the registration form in an email shortly after completing this assessment, or after you speak with a council officer.

About the applicant

Event entity*

Who is the entity running the event?

Business
Club/group
Individual

About the event

Event name*

A brief description

Please provide a brief description of your event.

Event start date*

Event type*

Community 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. The Northern Grampians Shire Council is committed to supporting the development of new events in the Shire. The aim of this support is to provide social and economic benefits to the Northern Grampians Shire community and ensure the sustainability of existing events.
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.

Community/Public
Private event

Is this a tourism event?*

Tourism Events:
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). The Northern Grampians Shire Council is committed to supporting event organisers to stage tourism events which boost economic growth through attracting significant visitor numbers to the Northern Grampians Shire.

Yes
No

Admission*

Will admission be charged for this event including gold coin donation?

Yes
No

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Have you consulted the Victoria Government Covid framework?*

Every non-virtual (in person) event in Victoria must have a COVIDSafe Plan. There are resources and templates available to help you develop and update your COVIDSafe Plan, so it meets the latest requirements and health advice.

Yes
No

Event activities*

Will you be carrying out any of the following activities? Tick all that apply.

Other activities*

Number in attendance*

Will the number of attendees at any one time exceed 5000?

Yes
No

Road/footpath interruption*

Will there be or is there potential for footpath or road traffic interruption?

No
Yes
Unsure

Footpath use*

Will the event require the use of the footpath?

No
Yes
Unsure

Busking*

Will there be any busking taking place?

No
Yes
Unsure

Fireworks*

Will there be any fireworks at the event?

No
Yes
Unsure

Event Location

Public or Private Land*

Is the event to be held on public or private land?

Public
Private
Unsure

Land-borne inflatable devices*

Will there be any inflatable devices? e.g. bouncy castles, slides, etc

No
Yes
Unsure

Unfortunately you cannot continue with this application as it is prohibited to use Land-borne inflatable amusement devices on council land.

Address*

Street Address Address Line 2 City State Postcode

Is the event being held at a council venue or council sporting reserve/park?*

Yes - Venue
Yes - Sporting reserve/park
Yes - Both
No

Please note: if you havent already please book these venues on the following link after you complete this form:
Book council reserve of facility

All our council venues and reserves have conditions of use that you must comply with. Please make sure you understand all conditions in the following document(s).

NGSC venue hire conditions of use
NGSC reserve hire conditions of use

Please be aware that several buildings on council reserves are leased for exclusive use by organisations (eg. Central Park Clubrooms). If you require the use of a leased council building, please contact the organisation directly to make arrangements.
Continue this application to book one of the council's venues.

Please allow at least one working week for this request to be processed.
For urgent requests or to confirm availability please contact 03 5358 8700.

Fees applicable to the hiring of council's facilities are set by council as part of the annual budget process. A quote will be sent to the hirer on submission of the booking application form. Fees for hire are payable no less than fourteen days prior and will be based on the current Schedule of Fees & Charges at the time of booking. Council will provide the hirer with a compliant Tax Invoice for payment of fees. Failure to pay fees as specified will result in cancellation of the booking.

Council provides facilities to assist and encourage community events, and as such will waive base hire fees for the hiring of those facilities if all of the following criteria are met:
The community group is from within the Northern Grampians Shire.

The community group is defined as a Not for Profit, Charity or Public Benevolent Institution by the Australian Tax Office.

The community group can demonstrate a direct benefit from the hire to Northern Grampians Shire residents.
Any fees for additional requirements or non-compliance charges (as per the Schedule of Fees & Charges) will be payable including but in no way limited to CFA False Alarm call out charges or cleaning and repair costs. If there is any dispute regarding waiving of fees, the matter will be referred to the Manager Community Strengthening for resolution. We ask that this form is completed at least one month prior to the event as fees for hire are payable no less than fourteen days prior to the event.

Event Structures

Temporary 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?

Yes

No

Are you planning on erecting promotional signage?*

Yes

No

Food and Alcohol

Food consumed*

Yes - Attendees will BYO food

Yes - Food will be provided at no charge

Yes - Food will be sold

No food

Alcohol consumed*

Yes - BYO alcohol

Yes - Free alcohol

Yes - Alcohol sold/included in admission price

No alcohol

Main contact for this event

Name*
Given name(s) Surname

Email*

Phone*
Business hours 9am to 5pm

What you may need

Based on the information you have provided the following may be required for your event.

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POPE required

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Planning required

The event cannot proceed without an Emergency Management Plan and Risk Assessment.
You can download the templates here-> Emergency Management Plan Template & Risk Assessment Plan Template

Places of Public Entertainment permit. (You can click on this link to check out further information regarding Places of Public Entertainment permits.)

Temporary Building permit (You can click on this link to check out further information regarding temporary building permits).

Temporary road closure permit and Traffic management plan

Footpath permit.If your event impacts pedestrian or vehicle traffic you may require an approved traffic management plan. Please attach a copy if you already have one and if you do not have one contact Council's Engineering Services Department for further details

Planning Permit. (You can click on this link to check out further information regarding planning permits.)

Busking Permit.

Fireworks Permit.

Permit for event in a municipal place. Registration fees may apply.

Permit for consumption of Liquor in a public place. Registration fees may apply.

Temporary signage or banner erection. Registration fees may apply.

A Food Act Registration form. (You can click on Foodtrader if food or drink is for sale or part of the ticket price (including gold coin donations), Registration fees may apply).

A Streatrader and Statement of Trade may be required. (You can click on Streatraderif food or drink is for sale or part of the ticket price (including gold coin donations), Registration fees may apply).

Contact from council*
Would you like to receive a call from a council events officer to assist with your event planning?

Yes

No

Form Acknowledgement*
Once this form is complete you will be emailed a link to the event registration form (Form2)

I understand that this is the first form in a two form process

Event Requirement Assessment