1) Event Details - summarise your event and provide details required to be considered for free promotion in Council's Greater Hamilton Events Marketing Campaigns.
2) Planning Assistance - Access guidance on which permits and permissions you may need to apply for. Note- this Event Planner tool is handy for understanding your requirements.
3) SGSC Support - Book Council's marquee, umbrellas, accessible event equipment, venues, signage and other forms of support.
4) Your details - Internal-only contact details so we can connect with you directly.
> You will receive an email with a summary of your submitted event and advice how to further promote your event while our team review your event submission. If your event is suitable for public promotion, we will add your event to our Events Marketing Campaigns.
> Submitting your event to Council notifies us of your intention to host an event, but it is your responsibility to ensure your event is legally compliant and has the correct permits and permissions, which are applied for separately.
> If you need advice, assistance using this form, or if you have images/information to add or edit, please contact us.
> You can access other forms of free Council support, including grants and funding, via sthgrampians.vic.gov.au/events.
The Victorian Government have a new 3 Tier Public Events Framework. Event organisers must submit their events, and a COVIDSafe Plan or Checklist, to the Victorian Government- this a separate process to this 'Submit Your Event' Form for Southern Grampians Shire Council.
See coronavirus.vic.gov.au 'Public Information for Event Organisers' to check what you're required to do, depending on your event's tier, public health risk factors and restrictions in place at the time of your event
We encourage local event organisers to connect with the Registered Aboriginal Parties relevant to your event locations, to acknowledge the Traditional Owners of the lands in the Southern Grampians Shire - the Gunditjmara, Tjap Wurrung and Bunganditj people, and to incorporate welcoming protocols into events.
Please include as much information as possible to help attendees gain an understanding of your event, including:
We will edit this description as appropriate for the various channels we use to help promote your event.
Event Entry Fee ($)
To qualify for digital event listings, you must provide a web address where your event is currently featured and a suitable image. If you cannot provide a web link and image this does not exclude your event from receiving free marketing support through other channels.
Please include full URL links – simply copy and paste from the website address into the field required.
A Planning Permit may be required.
A Building Permit, called a Place of Public Entertainment permit (PoPE) is generally required for events that need to temporarily occupy a building or public space or erect certain infrastrucure.
Events conducted by a community based organisation where the number of persons at the event at any one time does not exceed 5,000 are exempt from a Building Permit.
Events not organised by community groups, where a fee is charged for entry or that are fenced in or contained in a building, are likely to need a POPE.
A Local Laws A-Frame permit is required if you are placing advertising on a road reserve.
A Local Laws permit may be required if your event includes buskers, amplified music, amusement rides, animals, fireworks or camping, affects footpaths or car parking spaces.
Streatrader Statements of Trade are required for all food vendors at events. Our Environmental Health department is available for assistance or advice.
If your event includes alcohol, you may need a liquor license. Contact the Victorian Commission for Gambling and Liquor Regulation (VCGLR) re: temporary limited and one-off event licences. You may also need a permit if your event is in Hamilton CBD's alcohol exclusion zone or the Botanic Gardens after sunset.
If you are planning to hold an event that closes a public road or affects traffic, you will need a certified Traffic Management Plan, implemented by qualified individuals, and to submit a Road Closure Application min. 6 weeks prior to your event.
If your event affects roads managed by Regional Roads Victoria (formerly VicRoads), additional permissions apply. Contact our Events Team to discuss the process and to apply.
A Victoria Police highway event permit must be obtained by anyone wishing to conduct a foot or bike race (including triathlons and marathons) on a Victorian road.
If you need to apply for a Council permit, or need advice on your requirements running a safe, legally-compliant COVIDSafe event, please contact our Events Officer.
Our team can connect you with the relevant regulatory department for specific advice, or can guide you through your next steps.
T: 03 5573 0239
Council owns and manages numerous event venues suitable for community events, sporting events, meetings and conference activities.
Please click on the venue you require and complete the booking process or enquire via email:
Council subsidises signage on designated infrastructure at town entrances and roundabouts.
Please email our team to enquire about applying for subsidised signage at:
To utilise the PAC's box office ticketing system or hire technical equipment, please email email@example.com with your enquiry.
*Note - Council's marquee was damaged in recent winds and is currently unavailable - we are able to make available two lightweight gazebos as a temporary alternative, if you'd like to hire these please proceed with the form understanding this temporary replacement of "marquee" with "gazebos". Thank you for understanding.*
Council make available a 6x9m Marquee and 4 Market Umbrellas to 'not for profit' organisations running events and conferences in our region, to help provide shade/shelter and to professionalise their event.
Complete this form section minimum 6 weeks prior to your event to apply. Once you have supplied your proof of Public Liability Insurance and we have responded to your enquiry, you will be asked to pay a $200 bond, which will be returned post-event if no damage has occurred.
If you have any questions please contact Market Place Customer Service staff on 03 5573 0256 or via firstname.lastname@example.org
Please supply a map that indicates the location and configuration of the marquee & umbrellas. Please include the whereabouts of any nearby infrastructure, waterways, streets, public toilets, underground sprinklers, and power and sewerage lines. Should you be setting up in a new location, you need to contact “Dial before You Dig” on 1100 and provide that information to SGSC at least one week before event.
Council makes available a small range of equipment to help your event become more accessible. This includes a portable ramp for pavements lacking lowered access, signs to mark disabled parking and access points, and chairs marked as reserved for the carers of disabled patrons of those who need accessible seating.
These items are free to hire, but must be collected from and returned to the Hamilton Depot; Monivae St, Hamilton VIC 3300, between 8am and 3pm Mon-Fri.
Apply to hire this equipment below:
Trailers carry 12 bins and bin caps (6 waste & 6 recycling) and are to be collected by the user.
Trailers are stored at Hamilton Landfill, Elijah Street, Hamilton.
Hours: 8am to 4pm Mon - Fri, and 9.30am – 4pm Sat & Sun. Closed public holidays and extreme weather days.
Please note that the trailer has a round 5 pin trailer plug and alternative adaptors are to be supplied by the user.
After the event the user is to:
Inclusion in the Greater Hamilton Events Marketing Campaigns does not mean that Southern Grampians Shire Council is in any way affiliated with, sponsors of, or liable for any event featured. You, as the event host, are responsible for ensuring your event is safe, legally compliant and has all of the required permissions and permits, and it is your responsibility to ensure you have permission to publish the material relating to your event. Council is not liable for any infringements in intellectual property or moral rights resulting from the supplied content.