The registration process occurs in two stages. The initial stage of registration is a selection of questions, as outlined below, and includes the option to request further assistance from our events officer. If you do not require assistance, please select no. All questions must be completed before clicking the submit button to progress.

It is recommended that you familiarise yourself with the registration process and read our Plan Your Event document thoroughly as this will alleviate any concerns or questions that you may have, assist you to prepare information, and to gather any required documents needed.

Initial stage

The initial stage of our registration process requires that you provide some information about your event:

• If you, the organiser, are a business, club/group, or individual
• The event name
• A brief description of the event you are planning
• The start date of your event and if the event is a community or a private event. A private event is an ‘invite only’ event, no walk-in guests are allowed. A community event can be held by a group, business, or individual that welcomes visitors/guests and in unsure of the number of expected attendees.
• What activities will be occurring at your event, if there will be an admission charge, and the approximate number of attendees.
• Information regarding the use of roads and footpaths, busking and fireworks, food and alcohol and any temporary structures or promotional signage. These questions may trigger further requirements.
• If your event location is on private or public land. Public land is any land owned by council including council buildings, sports ovals, and parks. Private land is privately owned property, businesses, and buildings or land managed by government bodies other than council. If you do not know the owner of the property, please select unsure. It is mandatory to supply an address in the fields provided in the form.
• Council venue – council venues include sporting grounds, parks, council town halls and meeting rooms, community hubs, and information centers. To ensure that your venue booking is confirmed, please select the correct venue type.
• Main contact information – this should be the person whose contact details will be included for promotion on our event calendar (if requested) and will receive any further communication and contact regarding event. The second stage of registration will be sent to the email address listed here.

At the end of this stage, you will be provided with an option to be contacted by an event officer. If you would like to be contacted, please select yes.

A copy of your registration along with an EVASS number will be sent to your email. Please check your junk main if you do not receive this email with 24 hours of submission.

If you selected yes, an events officer will contact you to discuss the registration. An email will be sent to you with any advice you received as well as a link to complete your registration.

If you do not require any assistance, please select no. An email will be sent to you with a link to complete registration, which will prompt you to move on to the second stage of registration. Please check your junk folder if you have not received this email within 24 hours.

Second stage

All information provided in the initial stage of your registration will carry over to this stage. It is important to check the form. If an error note appears when you try to move to the next screen, there will be an information box that requires to be completed before you can move forward.

• Confirm if you are holding your event at a council facility and, if so, which council facility you are using.
• Please check your event type. If you select other, describe what type of event you are planning to hold.
• Indicate how many people you expect to attend. This could be at any one time and/or throughout the duration of the event.
• Confirm contact details are correct.
• If you have reoccurring dates, you will be given the opportunity to enter these. If the event dates change you will be able to amend these later. If you are dependent on a council venue booking, any alteration in dates will be subject to venue availability. If you have set dates, such as the first Friday of every month, please write this in the text box or upload a fixture if required. If you upload a document, please note that you have done this in the text box.
• You will be able to request additional set up and pack up times and/or dates, if required. Please ensure that any council venue that you have booked is also available for the dates that you select, if relevant. 
• If you have selected a council facility, please confirm location/reserve name – address should prepopulate from initial registration.
• If you plan to have any temporary structures, please select the appropriate type – refer to Planning Your Event for further information.
• Read and comply will all food and alcohol requirements, if any. You will also need to provide a list of food suppliers as required and upload any certificates/permits when prompted.
• Provide waste and recycling contractor information or you can select to request quotes from council. If you select this option, an officer from our waste department will contact you.
• Provide details of the size and location of any promotional signage, if you plan to have any. If this will not be required, select no.
• Provide any information regarding footpath and road use and upload a traffic management plan, if you have one. If you do not have a traffic management plan, please provide specific details about the impact you event may have on the footpath and roads around the event.
• Provide information regarding toilet facilities.
• On this page you can upload your Emergency Management and Risk Management plans. You can select to request contact from our Emergency Management Officer to discuss your plans if you feel that you need assistance. Templates for plans can be located on our Planning Your Event page.
• Upload a copy of your insurance certificate, current for the time of the event. If you are unable to do so, please provide an explanation. Private events with a definitive guest list, not accepting general public/community or walk ins do not require insurance.
• You will require insurance if you are hosting a meeting and it includes a workshop component or additional activity.
• The final page relates is a duty of care and acknowledgement page and includes both COVID and submission statements as well as a privacy collection statement.

Finally, once you have provided the aforementioned information, submit your registration.

Three main documents will be required for every event held in Northern Grampians Shire:

Risk Management Plan(DOCX, 68KB) (RMP) – A risk is anything that may occur which will reduce or threaten the ability to run a successful, as planned event. Whilst planning for your event, you will need to conduct a thorough risk assessment and develop a Risk management Plan to assist you to hold and manage a compliant and safe workplace for staff and volunteers, protect the public and any council/community asset.

Emergency Management Plan(DOCX, 44KB) (EMP) – This plan is designed to minimise any threat to life and damage to assets. It must detail specific responses and procedures that should be carried out during an emergency.

Your EMP plan should include:

• Event details 
• Emergency contact list and management structure
• Event timeline
• Emergency communications
• First Aid/medical plan
• Traffic control and parking
• Crowd control and security
• Fire and all hazards prevention and emergency evacuation
• Weather monitoring and response plan
• Emergency evaluation procedures
• Event contingency planning
• Communications plan
• Testing training and briefing
• Post event evaluation
• Site plan
• Templates for incident reports - Northern Grampians Shire templates are available

Insurance – All events require current Public Liability Insurance for the full duration of an event. Event organisers are responsible for the safety of event participants and spectators at all times. Northern Grampians Shire Council will not accept liability for personal injury, loss or damage that may occur to participants, third parties, or their property, as a result of holding an event. Event organisers are also responsible for obtaining copies of insurance from sub-contractors involved with the event.

Please note that a completed copy of all these documents will need to be uploaded during the registration process. If you need further assistance while registering your event you will be able to request that an Events Officer contact you. Please ensure that your contact details are correct.

Depending on the size, duration and location of your event, other permits and requirements might be triggered as part of the registration process. Additional items to consider as part of your event registration process are as follows: 

The date of your event will need to be provided as part of the registration process. If your event is expected to occur over multiple days, you will be able to select a start and finish date. If you require additional time to allow for set up and pack up this can be included in registration.

Contact details of the event organiser - name, email and telephone number - are to be included as part of the registration. The email provided is the address all correspondence will be sent to, and the listed contact number will be used to contact you if you require further contact and assistance from council. Please ensure the contact details entered are correct.

Council can assist with the promotion of your event through our Events Calendar. The registration process has designated fields for you to upload flyers, posters or photos, and prompts you to provide links for websites, social media and ticket information. There is also the opportunity to include your own wording to promote your event and this can also include links, dates and locations of your event. Please remember to include any admission costs, if applicable.

Your event can be promoted across the shire through the events calendar on this website or with posters displayed in Shop 108 Stawell, and also on the television screens displayed outside council's offices in Stawell and St Arnaud.

To help us create an impressive events calendar promotion on this website please fill in as much detail about your event as possible. You can include your own wording for the calendar event (or the events officer will provide some wording for you), any links to social media and photos, posters, programs or banners you would like to have included. Council is also able to include links to ticketing information and alternate websites that promote your specific event or club/group. The more information you provide us with, the more likely visitors to our website will find your event and attend. 

There is also a section where you are able to inform the events officer which information would like to not have included in on the calendar, such as a personal number or email address. You also have the ability to provide an alternative in this section.

 Please note that we only display events on this website that are: 

• Held within our region.
• Appropriate for display on our website.
• Registered, if required. 

If you do not select yes for the promotion section or leave this question blank your event will not be listed or promoted.

If you have gathered your documentation and understand the requirements of holding an event within Northern Grampians Shire, you are ready to register your event.

Please use the below link to register:

Event registration form >>

If you have not familiarised yourself with the information provided, please take a moment to read through the Planning Your Event(PDF, 3MB) guide and our outline of the registration process before you begin.

This registration process should take approximately 30 to 45 minutes.