Event Registration

Organising an event within the Southern Grampians Shire?

Complete the following sections of this form:

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. 

WHAT NEXT?

> 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.

> Join our local event organisers Mailing List and tag @visitgreaterhamilton on Facebook and Instagram to share your event news.

Note: COVIDSafe 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

1) Event Details

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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.

Event Frequency {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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other, please specify

Event Schedule

Add date and times for each day

Date *
Start Time *
Finish Time *

Day {binding ItemNumber}

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Would you like us to consider your event for promotion through our Events Marketing Campaigns? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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See an overview of our Greater Hamilton Events Marketing Campaigns HERE.

Event Description

Please include as much information as possible to help attendees gain an understanding of your event, including:

  • Persuasive description of your event using keywords that appeal to your target audiences
  • Unique elements, what's new or improved, detail on event timings and highlights - what not to miss!
  • Newsworthy stories, facts, statistics or 'insider information'
  • Specific dates we can help to promote e.g.  when tickets go on sale, line-up announcements etc
  • Practical information e.g. what to bring, if your event is pet-friendly, parking guidance
  • Information to help people of all abilities access and be included in your event 

We will edit this description as appropriate for the various channels we use to help promote your event.

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Event Details

Event Entry Fee ($)

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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.

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Please upload as many copyright-free landscape photographs as possible to help us promote your event.

Use an image resizer to make sure they're minimum 2048 x 1536 pixels. Images cannot include logos, text, collage or cartoons.

You can also upload additional marketing materials e.g. posters, flyers, videos, GIFs. Contact us if you have any problems! 

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2) Event Planning Assistance

Certain elements of events may require permits or permissions. It is the responsibility of the event organiser to ensure your event is safe, legally compliant and has all of the required permissions and permits.

The handy Event Planner tool by Business Victoria can help you understand what you need to think about specifically for your event type. 

Let us know if your event includes any of the following so we have an understanding of what you may then apply for. If you need assistance understanding your requirements or how to apply for the permits you need, see Council's Events page and contact our Events Officer for assistance. 

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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.

E: events@sthgrampians.vic.gov.au

T: 03 5573 0239

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3) SGSC Event Support

Southern Grampians Shire Council offer various forms of support for events which drive visitation or contribute to our vibrant community.

Please indicate below which forms of support you may be interested in and apply via the links provided. Fees may apply. 

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eventreg

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: 

  • Hamilton Botanic Gardens
  • Sports Reserves or Pavilions (Melville Oval, Pedrina Park, Hamilton Showgrounds, Lake Hamilton & track, Bree Park, Mitchell Park or Ray Middleton Reserve.)
  • Hamilton Performing Arts Centre
  • Hamilton Cinema
  • Hamilton Gallery
  • HILAC
  • Outdoor Pools
  • Other e.g. Visitor Information Centre or other meeting facilities (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:

  • Hamilton Town Entrances
  • Surrounding Town Entrances 
  • Hamilton CBD Roundabouts

E: events@sthgrampians.vic.gov.au

To utilise the PAC's box office ticketing system or hire technical equipment, please email info@hamiltonpac.com.au with your enquiry.

To advertise through the Hamilton Cinema and PAC screens, see their website, and email cinema@sthgrampians.vic.gov.au to apply. 

Hire Council's Marquee / Umbrellas

*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 marketplaceadmin@sthgrampians.vic.gov.au

 

GUIDELINES & CONDITIONS

  • Complete this form section minimum 6 weeks prior to your event to apply.
  • Supply proof of your event's Public Liability Insurance and we will check availability and email you to confirm your booking.
  • You will be asked to pay a refundable $200 bond by cash, cheque or credit card cover the risk of possible damage to the marquee. Please note we do not invoice for event equipment hire. 
  • At the conclusion of the event and upon inspection by Council staff, the bond will be refunded if there is no damage to the equipment.
  • The marquee is to be erected and dismantled under supervision of Council employees. A minimum of 1 person from the event is required to meet Council employees on site to assist with marquee orientation.
  • The event organiser is responsible for the safety of the marquee from the time it is installed to the time is it collected.
  • Preference will be given to assisting events which are unique, attract audiences from outside the Shire, generate media exposure and have the potential to be self-funding, held regularly and expand.
  • The marquee may be made available for one off events which have demonstrated economic and promotional benefits, but not for private functions.
  • When the equipment is used for a weekend event it will be installed under the supervision of Council Workers on the Friday, and dismantled on the Monday. When a public holiday falls on the Monday the equipment will be dismantled on the Tuesday.
  • If severe weather warnings are in place (for example strong winds) the equipment may not be made available for booked events. You will be notified min. 24 hours before your event in this instance.
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Public Liability Insurance? (MANDATORY) {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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*Must be provided at least 2 weeks prior to event
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Please suggest your preferred delivery date, and we will try to accommodate. Note; the marquee can only be delivered Mon to Fri 8am to 3pm.

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Suggest your preferred dismantle date. Note: the marquee will usually be dismantled on the Monday morning following weekend events, or on the morning after a week day event.

LOCATION AND CONFIGURATION OF EQUIPMENT ON SITE

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.

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Must be provided at least one week before event for all events in new locations

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Please upload a site plan / map of your event and the desired Event Equipment locations.

You can mark-up an aerial of your event layout using a Google Maps screenshot, use a free online Event Plan drawing tool, Microsoft Word's shapes and labels, or hand-draw your map and scan in or photograph to upload.

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Describe where you like the marquee to face: North, South, East, West, opening out to a lawn area etc.

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Hire Council's Accessible Event Equipment

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:

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Hire Council's Waste Wise Trailer

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. 

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After the event the user is to:

  • return the trailer to the Hamilton Landfill,
  • pay applicable waste disposal fees, and
  • ensure bins are emptied, washed out and returned to the trailer
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4) Your Contact Details

This information is internal only to help Council staff to liaise directly with the event organiser, and will not be shared publicly.

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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.

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Event Registration

The email has been sent.

Your progress has been saved.

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Event Registration

Organising an event within the Southern Grampians Shire?

Complete the following sections of this form:

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. 

WHAT NEXT?

> 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.

> Join our local event organisers Mailing List and tag @visitgreaterhamilton on Facebook and Instagram to share your event news.

Note: COVIDSafe 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

1) Event Details

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Event Location {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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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.

Event Frequency {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Frequency Other {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Schedule

Date
Start Time
Finish Time

Day {binding ItemNumber}

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Would you like us to consider your event for promotion through our Events Marketing Campaigns? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Description

Please include as much information as possible to help attendees gain an understanding of your event, including:

  • Persuasive description of your event using keywords that appeal to your target audiences
  • Unique elements, what's new or improved, detail on event timings and highlights - what not to miss!
  • Newsworthy stories, facts, statistics or 'insider information'
  • Specific dates we can help to promote e.g.  when tickets go on sale, line-up announcements etc
  • Practical information e.g. what to bring, if your event is pet-friendly, parking guidance
  • Information to help people of all abilities access and be included in your event 

We will edit this description as appropriate for the various channels we use to help promote your event.

Event Description {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Type {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Details

Event Entry Fee ($)

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Family ($) {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Expected number of attendees {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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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.

Event Website {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Booking URL {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Images {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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2) Event Planning Assistance

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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.

E: events@sthgrampians.vic.gov.au

T: 03 5573 0239

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3) SGSC Event Support

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eventreg

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: 

  • Hamilton Botanic Gardens
  • Sports Reserves or Pavilions (Melville Oval, Pedrina Park, Hamilton Showgrounds, Lake Hamilton & track, Bree Park, Mitchell Park or Ray Middleton Reserve.)
  • Hamilton Performing Arts Centre
  • Hamilton Cinema
  • Hamilton Gallery
  • HILAC
  • Outdoor Pools
  • Other e.g. Visitor Information Centre or other meeting facilities (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:

  • Hamilton Town Entrances
  • Surrounding Town Entrances 
  • Hamilton CBD Roundabouts

E: events@sthgrampians.vic.gov.au

To utilise the PAC's box office ticketing system or hire technical equipment, please email info@hamiltonpac.com.au with your enquiry.

To advertise through the Hamilton Cinema and PAC screens, see their website, and email cinema@sthgrampians.vic.gov.au to apply. 

Hire Council's Marquee / Umbrellas

*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 marketplaceadmin@sthgrampians.vic.gov.au

 

GUIDELINES & CONDITIONS

  • Complete this form section minimum 6 weeks prior to your event to apply.
  • Supply proof of your event's Public Liability Insurance and we will check availability and email you to confirm your booking.
  • You will be asked to pay a refundable $200 bond by cash, cheque or credit card cover the risk of possible damage to the marquee. Please note we do not invoice for event equipment hire. 
  • At the conclusion of the event and upon inspection by Council staff, the bond will be refunded if there is no damage to the equipment.
  • The marquee is to be erected and dismantled under supervision of Council employees. A minimum of 1 person from the event is required to meet Council employees on site to assist with marquee orientation.
  • The event organiser is responsible for the safety of the marquee from the time it is installed to the time is it collected.
  • Preference will be given to assisting events which are unique, attract audiences from outside the Shire, generate media exposure and have the potential to be self-funding, held regularly and expand.
  • The marquee may be made available for one off events which have demonstrated economic and promotional benefits, but not for private functions.
  • When the equipment is used for a weekend event it will be installed under the supervision of Council Workers on the Friday, and dismantled on the Monday. When a public holiday falls on the Monday the equipment will be dismantled on the Tuesday.
  • If severe weather warnings are in place (for example strong winds) the equipment may not be made available for booked events. You will be notified min. 24 hours before your event in this instance.
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Dismantle Date {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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LOCATION AND CONFIGURATION OF EQUIPMENT ON SITE

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.

Delivery Address  {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Have you contacted "Dial Before You Dig"? Ph: 1100 or www.1100.COM.AU {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Location Map {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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ORIENTATION OF MARQUEE ENTRANCE {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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DETACHABLE WALLS - Which sides of the marquee would you like opened up? {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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DESCRIBE THE LOCATION FOR THE MARKET UMBRELLAS {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Hire Council's Accessible Event Equipment

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:

ONE & ALL INCLUSIVE EQUIPMENT (No Bond) {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Hire Council's Waste Wise Trailer

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. 

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Date to return trailer {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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After the event the user is to:

  • return the trailer to the Hamilton Landfill,
  • pay applicable waste disposal fees, and
  • ensure bins are emptied, washed out and returned to the trailer
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4) Your Contact Details

Event Organisers Name {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Organisers Email {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Organisers Phone Number {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Organisation {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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Event Organisers Postal Address {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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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.

OFFICE ONLY - Update All Events List and Calendar {{ Cognito.resources["required-asterisk"] }} , { binding firstError.message }
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