SOUTHERN GRAMPIANS EVENT NOTIFICATION FORM

  1. This form registers your intent to hold an event in the Southern Grampians Shire, and MUST be completed in full.
  2. Completing this form may entitle your event to free promotion in the Greater Hamilton Events Guide, the Visit Southern Grampians Facebook page, and local radio, television and newspaper advertising.
  3. This form will assist Council to determine the need for permits that may be required for your event. Please note: If a Permit of any type is required, please allow 2-6 months to finalise as third party notification may be necessary.
  4. For Events held during SPRING and SUMMER, an event notification form must be submitted by 1 June.
  5. For Events held during AUTUMN and WINTER, an event notification form must be submitted by 7 January.

Event Name:
Event location address:
Event Date(s):
Start / Finish times:
Contact Name and postal address:
Contact Phone No.: / Please include a phone number to be promoted as a contact for the event.
Event Email Address:
Event Website: / Please include a web address to be promoted as a contact for the event.
Event Facebook page:
Estimated attendance:
Brief description of the event (50 words or less):
NOTE: This description will be used to assist in promoting the event. / Please forward a Hi- Resolution picture to
to assist us in promoting your event (if available).
EVENT PLANNING DETAILS
TRAFFIC MANAGEMENT
Have you prepared a Traffic Management Plan for the event?
ACCESSIBILITY
Have you considered Disability Access options for your event?
EMERGENCY/RISK MANAGEMENT
Have you prepared the following plans for your event: / Please circle
Emergency Evacuation Plan / Site Plan / Risk management Plan
SIGNAGE
Do you plan to erect signage on public or private land for the event? / Please circle
Public / Private
WASTE MANAGEMENT AND RECYCLING
Please briefly describe how you will be managing solid and liquid waste, and recycling during the event?
In your response, please indicate the number of toilets currently located at the event venue; the number of portable toilets you will add (if required).
FOOD SAFETY
Do you plan to provide/sell food at your event?
For further information please contact SGSC Environmental Health Unit on 5573 0244 / YES / NO
If YES, you MUST notify SGSC through the Streatrader website

Please indicate that you have notified SGSC through the Streatrader website.
YES / NO
BUILDING REQUIREMENTS
PLACE OF PUBLIC ENTERTAINMENT (POPE) OCCUPANCY PERMIT OR SITING APPROVAL OF TEMPORARY STRUCTURES
For further information please contact SGSC Building Services Unit on 5573 0257 / To assist us in establishing if you require a POPE occupancy permit or siting approval, please answer the following questions.
  1. Do you estimate that more than 5000 people will attend your event each day of the event?
YES / NO
  1. Does the Building or Place/Venue (of the event) have an area greater than 500 Square metres?
YES / NO
  1. Is the event to be held in a Building or Place/Venue which is considered “enclosed or substantially enclosed” (for example, is the controlled space enclosed with fencing, structures, or natural features)?
YES / NO
  1. Will you be charging an admission fee to attendees of the event?
PLEASE ADVISE COSTS OF TICKETS:
YES / NO
  1. Do you plan to erect a marquee, tiered seating or other temporary structure?
YES / NO
IMPORTANT: If you have answered yes toquestions1– 4 above, you MUST contact the SGSC Building Services Unit on 5573 0257 to establish the need for a POPE Occupancy Permit or Siting approval at least TWOMONTHS prior to the event . Please indicate below that you have spoken to a member of the SGSC Building Services Unit
YES / NO
PUBLIC LIABILITY INSURANCE
It is the responsibility of the event organiser to hold public liability insurance. This policy must be extended to specifically cover the event, if it does not already do so. Please provide a copy of your public Liability Insurance.
It is highly recommended that all individual stall holders at your event should also hold their own Public Liability Insurance.
LIQUOR
Any person or organisation that intends to supply liquor in Victoria must apply for a license. The type of license required will depend on the type of event and how they wish to supply the liquor. Further information can be found at
Or contact Office of Liquor, Gaming and Racing (03) 8684 1910

I agree that the information above is true and correct, and can be used by the Southern Grampians Shire Council for publication in the Events Calendar, on Council and other websites, and may be used for promotion through electronic and print media (radio, television, websites, newspapers, magazines etc).

Name: / Signature: / Date:

The Southern Grampians Shire Council makes every endeavour to ensure that details appearing in the events calendar are correct at the time of printing, but accepts no responsibility for any inaccuracy or error, whether by inclusion or omission. Council reserves the right to either reject or remove any event listing from its calendar for any reason whatsoever. Council is not liable for any loss or damage by an event organiser as a result of any failure or delay in listing an event.

PLEASE RETURN COMPLETED FORM TO:

Events Marketing and Development Officer

Economic Development and Tourism Unit SGSC

Locked Bag 685 or 1 Market Place

Hamilton VIC 3300

Email:

Ph: 5573 0239

Fax: 5571 1068