Planning an Event

Overview

"Events and festivals are an integral part of our community, adding vibrancy, diversity and opportunity; showcasing our culture, heritage and unique environment".

Corangamite hosts a widely diverse calendar of events, ranging from large scale hallmark events, local and community events, sporting events, cultural performances and agricultural shows.

Corangamite Shire provides a supportive environment for new event creating and provide expertise and support for others to run successful events.  The aim is that together we support and grow the events that make up our festivals calendar.

Event Planning and Management

“We are proud of the events and festivals that we have in our Shire, many of which are run and managed by community groups, dedicated volunteers and committed individuals. In partnership with event managers and residents, we want to ensure that events are successful and sustainable”.

Corangamite Shire strives to support, develop and foster events that contribute to our community and provide economic and social benefits to our residents; offering a range of resources and advice for event organisers.

There are some important steps to consider and undertake to achieve event success. At all stages in the event planning process, contact our Economic Development & Tourism team for advice or support.

Initial Steps 

  • Talk to people, discuss your event idea, obtain feedback and gauge the level of support and interest.
  • Do research on similar or past events, as well current event dates and locations.
  • Establish the aim, purpose and objectives of the event; who can be involved, how they can contribute and what are the benefits.
  • Establish a working group, or a committee of people that want to get involved.
  • Identify what permits and regulatory requirements are needed for the event. Examples include, but not limited to:-
  • Event Permit - Place of Public Entertainment (PoPE) or Temporary Structure
  • Permit – Street Festivals/Processions/Trading
  • Temporary Road Closure
  • Develop a draft plan; include the aim and purpose, identify target markets, resources and budget, determine event requirements and logistics.
  • Once the draft plan has been developed, a realistic budget can be established.

Funding 

It is likely that a mix of funding sources will need to be sourced to enable the event to go ahead. Refer Grants & Funding for information on possible funding options, and contact our Economic Development & Tourism team for further guidance.

Event Management

  • Develop an event planning schedule with timelines, actions and resources.
  • Complete and submit Permit Applications (Shire and other as needed).
  • Source volunteers or seek expressions of interest for activities (ie food stalls).
  • Book venues and suppliers, secure artist/entertainment, implement marketing plan actions, and if relevant get tickets on sale.
  • Create and finalize relevant Plans; Event Management, Risk Management, Event Marketing Plan.
  • Submit the Event Plans and supporting documentation to the Shire at least four weeks before the event; allowing time for changes if needed, or for it to be accepted.

Things to consider 

Considerations need to be given to the event type, size, inclusions and any associated requirements

Place of Public Entertainment (PoPE) or Temporary Structure - Your event may require a PoPE Permit; depending on the size of the event, number of people attending or the use of a temporary structure such as a stage, marquee or tent. Click here for further information.

Safety Officer – As part your event permits, it may be a condition of the permit that you are required to have a Safety Officer at your event. 

The Safety Officer must either hold a Safety Training Qualification “in accordance of the Building Regulations 2006 section 1105 Conditions of Use”, or have relevant qualifications and experience in emergency management (CFA, SES). Where an alternative person is nominated, details of their qualifications and experience (CV/Resume) is required to be submitted for assessment and approval.
Safety Officer training is available through MFB; providing relevant qualifications for ‘Safety Officer – In a Place of Public Entertainment’.       

Stallholders must be registered under the Food Act 1984, have appropriate public liability insurance, and must submit a Statement of Trade [Streatrader] at least 5 days prior to the event date.

Visit Department of Health & Human Services for more information about food safety requirements. 

Road Closure – If your event proposes to close a road or requires road closures to facilitate its operations, a road closure application will be required to be submitted to the Shire or Vic Roads (road dependent). Contact us for clarification of which application is relevant to your event location/road.

Traffic Management Plan - If your event includes road closures, a traffic management plan must be developed and installed/manned by an accredited traffic management company. 

Road Closure Communication/Notification It is a requirement that if you are closing a road you must notify residents and businesses within the road closure area and surrounding areas, at least four weeks prior to the event. This is to be communicated by way of a notification letter to each individual place of residence/business, advising of the changed traffic conditions and providing a map of the area and relevant event contact details. Furthermore you will be required to advertise the road closure in the local newspapers.

Event Management Plan Is the plan that includes all the details about the event and how it will be implemented, including; relevant contacts, overview, program, budget, logistics, run sheet, site maps, evacuation plans, security schedules, etc.

Event Marketing Plan - The development of an effective marketing and communications plan is essential for the delivery of a successful event. Considerations to include; event summary, vision/mission, target markets, objectives and performance indications, strategies and initiatives.

Risk Management Plan - A risk management plan sets out the strategies and the processes you've put in place to help you manage risk associated with your event.

Licenced areas If you are selling alcohol as part of your event, a temporary licence is likely required. Please visit the Victorian Commission for Racing, Gaming & Liquor or contact us for more information.

Emergency Service Agency Contact - You must notify specific agencies of your upcoming event, ensuring that relevant authorities are aware that the event is taking place, and are provided with relevant detail. Victoria Police, CFA Victoria, Ambulance Victoria, SES

Networking & Skill Development

Corangamite Shire offers a range of training workshops, forums and networking opportunities to assist in event development, skills and knowledge.

Contact us to subscribe to a mailing list to be informed of upcoming training and/or networking opportunities focusing on events in the Shire.