Surf Coast Shire Event Application Round 2024

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2024 Event Application

* indicates a required field.

Introduction

You should complete this form if you are planning to conduct an event on land owned and/or managed by Surf Coast Shire Council (Council) For events operating from 1 January 2024 to 31 December 2024 

This application should be submitted no less than six months for Major events and 3 months for community events prior, to the proposed event date. A Council representative will make contact within one week of receiving the application, to discuss your proposal and confirm next steps. 

Please note that completing this application does not guarantee availability or approval for your event. You should not commence promoting the event until you have been issued with permits or authorisations from the relevant agencies.

This form no longer acts as a joint application for events that are conducted on both Surf Coast Shire Council and Great Ocean Road and Coastal Park Authority (GORCAPA) land.

If your event operates across land managed by both Surf Coast Shire Council and GORCAPA or GORCAPA managed land only, please complete the following application - Event Application - Great Ocean Road Coast and Parks Authority (smartygrants.com.au)

Note: For weddings and photographic events, please DO NOT use this form. You should contact the relevant land manager:

Council - info@surfcoast.vic.gov.au  
GORCAPA -permits@greatoceanroadauthority.vic.gov.au

If you're not sure who you should be dealing with, please call Council on 5261 0600.

Contact Details

Response required.
Must be an email address. 
Must be an Australian phone number. 
Must be a number. 

Event Outline

Start and finish dates
Must be a URL. 
Is this a repeat event? * Required
Response required.
Clear the selected value for Is this a repeat event?
Would you like help with promoting the event?

Surf Coast Events promote events happening in the region for free via their website, social media platforms, newsletters and in-print advertising. To be included submit event details here 

If you have selected yes above, you will also receive an email reminder with this link.

*Not all events can be promoted through Surf Coast Events, refer to the terms and conditions for more information.

Event Details

Will you be charging an entry fee? * Required
Response required.

Event Timings

Event Infrastructure

Please indicate if your event involves any of the following
Clear the selected value for Please indicate if your event involves any of the following
Will you require access to power and water? * Required
Response required.
Will you require vehicle access on to the site? * Required
Response required.

Traffic Management

Does this event involve any road closures? * Required
Response required.

Waste Management

Council and GORCAPA are committed to eliminating single use plastics at events and markets held in the Surf Coast Shire, and are widely recognised for leading the way in this area. All event organisers are required to comply with Council's Plastic Wise Events and Markets Policy.

Are you aware of Surf Coast's Plastic Wise Events and Markets Policy? * Required
Response required.

Alcohol

Will alcohol be supplied? * Required
Response required.
Do you have a liquor licence? * Required
Response required.
Attach a file: Select stored file

    Event Management

    Have you discussed your event proposal with any of the following authorities?
    Clear the selected value for Have you discussed your event proposal with any of the following authorities?

    Bush Fire Season

    Events that operate within the Bush Fire season are required to complete a Bush Fire Readiness form.

    Please note: a new version of this form is in progress. You will be contacted by the relevant land manager at a later date. 

    Bush Fire Season is from 25 November 2024 to 30 April 2025 

    Does your event fall within the blanket Bush Fire Season? (25 November 2024 - 30 April 2025)

    You will be required to complete a Bush Fire Readiness form. We are currently reviewing how this information in collected. You will be contacted by an events officer at a later date.

    Insurance

    Do you have public liability insurance? * Required
    Response required.
    Attach a file: Select stored file
      Please contact your insurer if all you have is the paid invoice as they will issue a certificate of currency

      Supporting Documentation

      Please provide any supporting documentation, eg site maps, event schedules, safety plans, traffic plans or any other event planning documents. 

      Attach a file: Select stored file
        Attach a file: Select stored file
          Attach a file: Select stored file

            Authorisation

            I am authorised to lodge this application. I understand the information requested on this form is being collected by the Surf Coast Shire Council and or Great Ocean Road Coast and Parks Authority for the purpose of assessing my event.

            Privacy statement: The Surf Coast Shire Council consider that the responsible handling of personal information is a key aspect of democratic governance, and is strongly committed to protecting an individual's right to privacy. Both parties will comply with the Information Privacy Principles as set out in the Information Privacy Act, 2000. The information will not be disclosed to any other party unless either party is required to do so by law.