Event Application Form

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Event Application Form

I want to

Find out what’s on
Learn about event permits
Apply for Major Event Funding

I want to

Find out what’s on
Learn about event permits
Apply for Major Event Funding

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Event Application Form

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Event Application Form

Planning an event in Benalla Rural City? Start by submitting the Event Application Form — this is the first step in getting approval to run your event. Please allow 6–8 weeks to ensure enough time for assessment and approvals. Use the form alongside our Event Planning Guide, which also explains any extra permits you might need. Not all parts of the form will apply to every event. The process is simple: Step 1: Submit your completed Event Application, a Risk Assessment, and (for larger events) an Emergency Management Plan. Step 2: Once we’ve reviewed your documents and approved any required permits, you’ll receive confirmation to go ahead with your event. Tips before you begin: • Check the online events calendar to avoid clashes with other events. • You can save your application and return later—just enter your email or save the link. • Need help? Contact our Tourism and Events Officer – events@benalla.vic.gov.au or 03 5760 2649.

Step 1 of 6

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Event Summary

Name

First Last

Event summary

Event name(Required)

Proposed start date(Required)

DD slash MM slash YYYY

Start time(Required)

Hours

Minutes

AM/PM

End time(Required)

Hours

Minutes

AM/PM

Proposed end date(Required)

DD slash MM slash YYYY

Start time(Required)

Hours

Minutes

AM/PM

End time(Required)

Hours

Minutes

AM/PM

Is your event reoccurring?

If yes, please indicate the frequency of your event.

Proposed location(Required)

The event is to be held on(Required)

Private property

Council owned land

Crown land

Lake Benalla or other waterway

Events that are on waterways are subject to Goulburn Murray Water Approval, please contact Council on 03 5760 2600 to discuss.

Event coordinator / contact person for the event(Required)

First Last

Name of responsible organisation(Required)

Event address

Street Address Address Line 2 City Post code

Phone(Required)

Email(Required)

Describe the proposed event(Required)

Include event program and activities

Is there an entry fee?(Required)

Yes

How much does an adult ticket cost?(Required)

Please enter a number greater than or equal to 0.

Estimated number of people attending(Required)

Please enter a number greater than or equal to 0.

Proposed bump-in date(Required)

DD slash MM slash YYYY

Setting up the site

Bump-in time(Required)

Hours

Minutes

AM/PM

Bump-out date(Required)

DD slash MM slash YYYY

Clearing the site after the event

Bump-out time(Required)

Hours

Minutes

AM/PM

Event details – A to Z

Accessibility

Describe how you will ensure that the event is accessible for people of all abilities.(Required)

Accommodation

Are you providing accommodation on site?(Required)

Yes

Advertising and Promotion

Website Listings

Would you like this event listed online?(Required)

Yes

If you’d like your event featured on enjoybenalla.com.au, please make sure you create your own listing on the ATDW website first by visiting this link – ATDW Registration. Please contact tourism@benalla.vic.gov.au should you require any assistance with registering.

Social Media Listings

Would you like this event promoted through the Enjoy Benalla Facebook sites?(Required)

Yes

File Upload(Required)

Max. file size: 100 MB.

Please supply us with a high-resolution image for use in promoting your event.

Which contact number would you like listed

The number you provide will be made public.

Supply a suitable image for promotion(Required)

Max. file size: 100 MB.

(can be jpg, jpeg or png)

How will surrounding residents and commercial properties be advised of the event?(Required)

Letterbox drop with organiser’s details

Public Notice

Other

Provide details on how you will advise residents and commercial property owners of the event.(Required)

Alcohol

Is alcohol being made available at your event?(Required)

Yes

Tell us more on how you are proposing to serve alcohol.(Required)

A liquor licence will be required from Liquor Licensing Victoria and permission obtained from the Council’s Compliance Department.

Liquor license(Required)

I/we have applied for a liquor license

Liquor license approved

Expected approval date(Required)

DD slash MM slash YYYY

Copy provided to Council(Required)

Yes

Copy of Liquor license

Max. file size: 100 MB.

Assets

Will your event require decorations or ornaments to be installed on Council assets(Required)

eg. fences, bollards, bike racks, seats, trees, etc.

Yes

Where are you proposing to install the decorations or ornaments?(Required)

Council Venues

Do you need access to Council parks or gardens restricted by bollards?(Required)

Yes

Will your event require pegging or sprinklers to be turned off?(Required)

Yes

Will your event require mowing of lawns on Council land?(Required)

Yes

Do you need to hire a Council venue?(Required)

eg. Benalla Town Hall, Benalla Senior Citizens Community Centre, Benalla Library

Yes

Please go to https://www.benalla.vic.gov.au/community/venues-facilities-parks-reserves/council-venues-for-hire/ for more information about hiring a Council venue.

Which venue would you like to hire?

Not all venues may be available due to pre-existing arrangements. Download a list of current Fees & Charges.

Emergency Management Plan

An emergency management plan is a written set of instructions and contacts of what your employees, contractors or volunteers should do in the event of an emergency. You can use the Council’s Emergency Management Plan template or your own format – refer to the Event Guidelines for further information.

Emergency Management Plan

Completed and attached

To be supplied

Upload your Emergency Management Plan(Required)

Max. file size: 100 MB.

Date to be supplied(Required)

DD slash MM slash YYYY

Please note that Council will inform Emergency Services of your event.

Entertainment – Structures

Will your event include temporary structures such as portable stages, temporary seating, marquees, amusement rides or other constructions?(Required)

Yes

Provide details including dimensions and structural details. For amusement rides accreditation is required along with a copy of current public liability insurance.(Required)

You may need to obtain a Application for Occupancy Permit for a Place of Public Entertainment (POPE). Refer to the Event Planning Guide for further information.

Entertainment – Noise

Will your event include amplified music or speeches?(Required)

Yes

Provide details including what will be amplified and times.

Refer to the Event Planning Guide or contact the Environmental Health Officer (03 6760 2600) for more information.

Fireworks

Will your event include fireworks or other pyrotechnics?(Required)

Yes

Launch site(Required)

Launch date(Required)

DD slash MM slash YYYY

Launch time(Required)

Hours

Minutes

AM/PM

Pyrotechnics contractor(Required)

Contact phone(Required)

Refer to the Event Planning Guide if your event includes any fireworks or other pyrotechnics. You will need to provide:

Contractor’s risk management assessment
Copy of notification to fire brigade WorkSafe permit
Copy of public notice advertising fireworks
Public liability insurance certificate of currency
Site plan
Emergency management plan

First Aid

Will First Aid be available at your event?(Required)

Yes

First Aid provider(Required)

Provide details of why first aid is not required(Required)

Please explain why First Aid is not needed at your event.(Required)

Most events will require a First Aid presence. Refer to the Event Guidelines for details.

Food and Beverages

Will food or beverages be available at your event?(Required)

Yes

List all vendors/providers(Required)

All vendors/providers will need to register online at streatrader.health.vic.gov.au. Refer to the Event Planning Guide for more information or contact the Council’s Environmental Health Officer 03 5760 2600.

Insurance

All events require a miminum public liability insurance (PLI) cover of $10million.

PLI Certificate of Currency(Required)

Attached

To be supplied

Upload Certificate of Currency(Required)

Max. file size: 100 MB.

Date to be supplied(Required)

DD slash MM slash YYYY

Official Attendance

Would you like to request the attendance of the Mayor or Councillors at your event?(Required)

Yes

The Executive Assistant to the Mayor and Councillors will be in contact.

Parking

What arrangements for parking have you made?(Required)

Power and Lighting

Will you require power onsite?(Required)

Yes

Briefly describe what you intend using the power for on your event site.(Required)

All appliances must have a current tested tag. All power cords crossing an access, footpath or road must be covered by a ramp.

Power box onsite?(Required)

Yes

Not sure

Access required from(Required)

DD slash MM slash YYYY

Access required to(Required)

DD slash MM slash YYYY

Generators hired?(Required)

Yes

How many?(Required)

Generator provider name(Required)

Will your event require lighting?(Required)

Yes

Light towers hired?(Required)

Yes

How many?(Required)

Lighting provider name(Required)

Risk Management Planning

In addition to a copy of your Public Liablity Certificate of Currency, you must provide a risk assessment plan. You can use the Council’s risk assessment template or your own template.

Risk assessment(Required)

Completed and attached

To be supplied

Upload your risk assessment(Required)

Max. file size: 100 MB.

Date risk assessment to be supplied(Required)

DD slash MM slash YYYY

Security

Will you have qualified security personnel in attendance at your event?(Required)

Yes

Name of security provider(Required)

Contact person at security provider(Required)

Phone number of contact person at security provider(Required)

Provide details as to why security personnel are not required.(Required)

Signange

If you wish to advertise your event on the Community Bridge board signs, please contact Customer_Relations@benalla.vic.gov.au.

If your event is expected to attract visitors to Benalla Rural City and you wish to request use of the town entry event signage, please contact tourism@benalla.vic.gov.au.

Are you considering other locations for placement of signage?(Required)

Yes

Describe where this signage will be placed. Please provide as much detail as possible.

Site Plan

Site plan(Required)

Site plan attached

To be supplied

Refer to the Event Guidelines for more information about site plan requirements.

Upload site plan(Required)

Max. file size: 100 MB.

Date site plan to be supplied(Required)

DD slash MM slash YYYY

Toilets

Please assess the requirements for your event based on the information provided in the Event Guidelines. Note that if the event has an approved liquor licence, the requirements as stated in the licence must be complied with.

Are there toilets on site?(Required)

Yes

If these are council facilities provide location(Required)

Will you be supplying additional toilets for your event?(Required)

Yes

Number of additional toilets hired(Required)

Toilet provider(Required)

Site location(Required)

Tourism

Would you like assistance with more information about things to see and do while in the area, marketing opportunities and accommodation options?(Required)

Yes

Briefly describe what you would like assistance with(Required)

Traffic Management

You will need to submit a traffic management plan for your event if it requires a road or street closure, increases road congestion in the area, restricts access to or requires the use of footpaths, or is likely to generate a large amount of pedestrian traffic. Approval from Regional Roads Victoria (RRV), Police and Emergency Services and the Department of Transport may be required depending on the scale and type of event. Fees for traffic management vary depending on the extent of the works required, day/time and staff required to implement. Please submit your proposed traffic management plan and a quote can be provided to you by our Operations Department.

Is traffic management required for your event?

Yes

Would you like for BRCC to implement the traffic management?

Yes

Road closures need to be submitted at least 12 weeks prior to the event to allow for processing and to meet advertising requirements. If roads to be closed or subject to traffic management/control fall under the jurisdiction of RRV, a permit must be obtained from RRV.

If your event does not require road closures but will be using roads within Benalla Rural City, please list the roads(Required)

Provide details, dates and times of roads or streets to be closed(Required)

Volunteers

Will you be using volunteers at your event?(Required)

Yes

Record names and details on your event volunteer register for insurance purposes

Waste Management

Will your event require additional waste management?(Required)

The Council supports environmental sustainability and encourages all events to offer effective recycling facilities and minimise the use of single use plastic items.

Yes

Benalla Rural City Council can supply additional wheelie bins. Please enquire about cost. If you would like to use this service, please complete details below. You or your organisation will be invoiced after the event.

General waste – Number of bins required

Recycle – Number of bins required

To be delivered to

Street address

Delivery date(Required)

DD slash MM slash YYYY

Delivery time(Required)

Hours

Minutes

AM/PM

Pick up date(Required)

DD slash MM slash YYYY

Pick up time(Required)

Hours

Minutes

AM/PM

If you are engaging a private contractor please provide company name

Private contractor's phone

Number of bins

Number of skips

Water

Is there a water point on the site that your propose gaining access to?(Required)

Yes

Briefly describe what you intend using the water for(Required)

Will free drinking water be available at your event?(Required)

Yes

Upload any additional documents that support your application here

Drop files here or

Max. file size: 100 MB.

Finalising your event
Thank you for completing an Event Application to stage an event in Benalla Rural City.

It is important that you understand the requirements of staging an event in the Rural City. Refer to the Event Planning Guide for further information.

If you need help with completing the Event Application please contact our Event Coordinator on (03) 5760 2600.

Event application checklist

I have checked on enjoybenalla.com.au and with Benalla Council and other relevant groups that my proposed event does not clash with any other planned event

I have answered all the questions accurately

Public Liability Certificate of Currency is attached

Risk assessment is attached

Emergency management plan is attached

Preliminary site plan is attached

Traffic management plan is attached

Authorisation

Consent(Required)

I agree

I have read and completed the Event Application in good faith and have adhered to all the requirements specified by Benalla Rural City Council. All details provided are accurate and true and my event will be organised and managed as Ihave described unless advised otherwise by Benalla Rural City Council.

On behalf of the responsible organisation Rodriguez and Bowen Associates I acknowledge that this event will be conducted at the organisation’s own risk and release Benalla Rural City Council from all claims resulting from any damage, loss, death or injury in connection with the staging of this event.

I understand that this Event Application does not constitute event approval.

I also understand that a Council Officer will advise me of the next steps required for my event to gain approval.

Name(Required)

First Last

Signature(Required)

Please use this space to let us know if you encountered any problems when filling in the form.

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I want to

Residents

I want to

Community

I want to

Business

I want to

Council

Event Application Form

Event Application Form

I want to

I want to

Download form as PDF

Event Application Form

Event Summary

Event summary

Event details – A to Z

Accessibility

Accommodation

Advertising and Promotion

Website Listings

Social Media Listings

Alcohol

Assets

Council Venues

Emergency Management Plan

Entertainment – Structures

Entertainment – Noise

Fireworks

First Aid

Food and Beverages

Insurance

Official Attendance

Parking

Power and Lighting

Risk Management Planning

Security

Signange

Site Plan

Toilets

Tourism

Traffic Management

Volunteers

Waste Management

Water

Authorisation

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