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Event planning

Australia Day 2020 Photo Diana Domonkos

Planning and running events in Mount Alexander Shire

Mount Alexander Shire welcomes the wide range of diverse events held across the region. These include festivals, exhibitions, fairs, agricultural shows, bike road races, markets, celebrations, large sporting events and concerts.

To assist event managers, we have designed a comprehensive event toolkit. This guides event organisers through relevant permits and approvals and how to access marketing and logistical support from Council. It also provides organisers with helpful information on running safe, successful and sustainable events.

If you have any questions, please contact the Venues and Events Officer at events@mountalexander.vic.gov.au

Event Registration Form

All events are required to complete and submit an Event Registration Form at least 12 weeks prior to the event.

Public events during COVID-19

If you are planning on running a public event, you will need to comply with the Public Events Framework.

In the Chief Health Officer’s directions, a public event is an organised public gathering for a common purpose which is conducted on a one-off or periodic basis, open to members of the public, publicly announced or advertised, and may be subject to a specific license, approvals or permits.
Public events include but are not limited to exhibitions, sporting events, festivals, fairs, parades, performances and trade shows.

Step 1: Read through the Public Events Framework to identify what tier your event falls into and all associated requirements.

Step 2: Register your public event

Step 3: Submit all required documents relevant to your tier.

TIER 1 and TIER 2 - events with an attendance of more than 500 people or have four or more public health risk factors - are required to submit a COVIDSafe Event Plan for review by the Victorian government. This COVIDSafe Event Plan must be approved before your event can take place.
Submit your COVIDSafe Event Plan

TIER 3 - events with 500 or less attendees per day and involve three or less public health risk factors - do not need to have their event plans reviewed by the Victorian Government. However, you must complete and upload a COVIDSafe event checklist and declaration at least a week prior to the event going ahead.
Submit your Event Checklist

Council's Event Toolkit

The Event Toolkit provides information about running an event in Mount Alexander and the permits you may require. Please read this kit before completing your registration. The toolkit also contains templates of planning tools to help you with your event planning.

Event Toolkit

You can also download the templates included in this toolkit in an word version below to make it easier to fill out.

The templates include

– Emergency Management Plan template
– Risk Management Plan template
– Stakeholder letter template
– Event plan checklist
– Event plan template
– Marketing Plan template

Download the Event Planning word version templates

Apply for funding support for your event

Round 2 of the 2020/2021 Event Grants Program will open in February 2021.
Check out further details on our grants page.

Marketing your event

Event Calendar

Mount Alexander Shire Council is keen to assist event organisers with promoting their community events.
We can do this by including your event in our online event calendar on the Tourism website.

To add your event to our What's On section simple fill out the online form via this link.
Your request will then be automatically sent to us for approval.

Event Boards

There are 12 event board available for community use to promote events
throughout the shire. There is no cost to have your signs on display, however the cost to produce the sign,
install and remove are the responsibility of the event organisers.

If you wish to utilise these event boards please complete this form.

View more info and locations of all events boards throughout the shire here.

Selling tickets

We now provide a ticketing service!

Sell your tickets online at the click of a button.

If you are planning on holding an event in Mount Alexander Shire you can now sell your tickets through Mount Alexander Box Office.

Tickets listed through our box office may be purchased online at any time or at our Visitor Information Centre, which is open 9.00am to 5.00pm every day of the year (excluding Christmas Day).

Some benefits of this service are:

  • We are able to provide customers with a consistent point of contact. They know they can always call / attend our Box Office to retrieve their tickets, book tickets, ask questions etc.
  • We are able to gather the necessary information about our customers to ensure their visit to the event is a pleasant one – this is mainly for customers who have access requirements. We make notes of this and ensure that the event organisers know about any requirements on the day.
  • We can provide a one-stop-shop for the community to see what is on in the shire and buy tickets anytime.
  • The fees are relatively low compared with other booking services.
  • Fees paid to the Shire will be invested in the local community.

Fees and charges:
50 cents per ticket + 3% of total sales (25 cent credit card fee if applicable)
Free events can still be ticketed and listed on the website. There are no fees for this.
We recommend venue hirers build the fees into ticket prices.
Our fees include listing the event on our tourism and Council website and making sales over the counter from the Visitor Information Centre which is open daily (including public holidays).

To list your event, simply download the box office application form and send to events@mountalexander.vic,gov.au

For more information contact the Venues and Events team via events@mountalexander.vic,gov.au or 5471 1700.

Visit the online box office here.

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