Planning an Event
There are fantastic events in Golden Plains Shire including the Meredith Music Festival and Golden Plains Music Festival, the Golden Plains Arts Trail and a fabulous Golden Plains Farmers' Market (running each month in Bannockburn). A number of annual community events such as the Shelford Duck Race, the Inverleigh Dachshund Derby and the Bluestone Blues Festival add to the rich array of event offerings in the Shire.
Events in Golden Plains
To check out what’s on in Golden Plains this month visit our events calendar.
If you would like information on holding an event in Golden Plains Shire contact our Community Events Officer.
Planning and running an event in Golden Plains Shire
What is an event?
An event is any organised activity held on public land where an open area, facility, venue, road or temporary structure is to be used by more people than are usually found in that location.
Do I need permission to hold an Event?
If your event fits the above definition you may need Council permission to run your event even if the event site is on private land. Council aims to ensure that events conducted in Golden Plains are safe, professionally run, conducted in suitable locations and do not unduly impact on residents, businesses or the environment. We also have resources available to help make your event more successful such as an events trailer, extra garbage bins and promotional opportunities via our online events calendar and community signage frames.
To obtain the information necessary to make an assessment of your proposed event, Council requires event organisers to complete an Event Registration form. For smaller events the Registration Form must be submitted at least 6 weeks prior to the event. For larger, more complex events you may need to be liaising with Council for more than 12 months prior to the event, so we recommend you submit this registration form as soon as possible.
Once you have submitted the Event Registration form you will then either be provided with approval to run your event or you may be required to complete a more comprehensive Event Application form (use this form for larger more complex events such as a market or festival). This process will then identify the required documentation and permits for you to run your event.
Event organisers must then ensure they comply with the following before satisfying Council requirements for their event to take place:
Provide a copy of public liability insurance documents; Insurance Information for Community Events
Provide a site plan; Site Plan Guidelines
Provide a Traffic Management Plan (if relevant) Traffic Management Plan Guidelines
Provide copies of relevant permits as required, i.e. health permits, liquor licence, POPE etc.
Council resources available to event organisers
Council provides a number of free or minimal cost resources to assist event organisers with the promotion and running of their events. The following resources are booked on a first come, first served basis.
Community Signage Frames
To support safe signage of events in the region, Council has installed nine signage frames which are available for community use. The signage frames are located in strategic locations throughout Golden Plains Shire and are available for promotion of community events at no charge. For further information and bookings click the link below. Please refer to the Safe Work Statement when placing and removing community signs.
Community Events Trailer
The Community Events Trailer is chock full of useful items essential for the running of events and is available for hire at a nominal charge of $25. The Events Trailer brochure contains a detailed list of contents and this valuable resource can be accessed through the Community Events Trailer booking form.
Community Events Garbage Trailer
The Community Events Garbage Trailer contains 3 rubbish and 3 recycle bins and is available free of charge. Simply put the bins out with your regular garbage collection before returning to the council office.
Additional resources for event organisers
We want to help make your event safe and successful. Below is a list of useful links, templates and documents to assist with your event planning.
Food and Beverage
- Food Act
- Community Groups Food Safety Obligations Video
- Registering a temporary or mobile food premises in Victoria
- Food vendor list template
- Liquor Licence Application Kits
Council Permits and Forms
Large events are required to inform relevant authorities such as the Police, CFA and SES of event dates, road closures and significant activity. In fire season Event Organisers are advised to complete this form, Event Bush Fire Readiness.
We want your feedback so that we can continue to improve our resources and processes. Please complete this post event evaluation form after your event.
Your event may be eligible to obtain funding from a range of other sources. Please feel free to contact Mick Cosgriff, Economic Development Officer on 5220 7201 or firstname.lastname@example.org to discuss the different possibilities.
You may also be eligible for funding from Council's annual Community Grants Program. Click here to find out more.