How to plan an event

Crowd of people with arms raised behind concert fencing.


We have developed a step by step guide below to support you in planning your event.

Each step will help you consider every requirement for your event ensuring a seamless process.

Step one - Choose a venue

Council has a range of sites across the shire that are suitable for public events.

These public spaces are environmentally and culturally significant and there are a number of restrictions around the activities that can be conducted there. 

The Creative Communities Team can provide guidance around permit requirements for various sites if required. 

Please complete the Municipal Reserve permit application form here 

Step two - Event Notification Form 

You will be required to complete the below event notification format least four months before your event. If you have concerns about the timelines please call the Creative Communities Team on 1300 365 003 to discuss. Please Familiarise yourself with the event checklist, all these documents will be required for your event to be compliant. 

Complete Event Notification Form

Step three 

A member of the Creative Communities Team will be in touch to discuss your event plan and required documents that will need to be submitted in order for your event to be compliant. If you need to get in touch with us, please call 1300 365 003.

These documents may include:


Traffic Management

If you would like to have a road closed, or traffic altered as part of your event, you will need to include details of the proposed traffic alteration in your event notification form.

A traffic management plan (TMP) is a plan that describes how to manage the traffic flow and safety around, near or at a (event) site. A TMP includes details on the proposed measures, such as signage, barriers, diversions, and speed limits, that are to be implemented to ensure the safety and integrity of initial roads and paths.

A Traffic Management Plan must be completed by a Victorian licenced organisation. All costs associated with this plan and road closure are to be paid for by the applicant. The Traffic Management Plan must be submitted to Council. 

Who to contact for TMP advice:


Alcohol and liquor license

To serve alcohol to event patrons you must ensure that you have an appropriate licence from the Victorian Commission for Gambling and Liquor Regulation, or from Indigo Shire Council if applicable, and adhere to all requirements of that licence.

Local and State laws prohibit the consumption and/or sale of alcohol in public places. If your event includes the consumption of alcohol in public places, you must indicate this in your Event Notification Form and indicate any alcohol providers on your vendor list. In determining whether a permit will be granted, Indigo Shire will consider the nature, duration, location, and the effect on nearby residents. Evidence of liquor licences, issued by VCGLR, will be required before a Local Law permit for the event will be issued. Any vendor or event organiser selling alcohol must also submit a Statement of Trade using Streatrader.


The following documents must be completed:

Parks and Gardens

Where an event utilises Indigo Shire parks and gardens, a site plan will be required to provide approval for proposed activities, including the location of temporary structures. Where structures are permitted, weights must be used in place of pegs to protect irrigation systems. Vehicles are not permitted to enter parks or gardens without approval. If your event requires vehicle movements, these should be clearly indicated on your sitemap.

Parks, gardens and streets must be returned to their previous state, with all litter removed following the event. Any damage to trees, lawns, flower beds or infrastructure due to the event, is the responsibility of event organisers. This includes any damage incurred by third parties, suppliers, contractors and event attendees. Reinstatement and repair costs will be the sought from the event organiser and may preclude an event being able to held there again.


Access to water taps and power is not permitted without prior approval. It is the responsibility of the event organiser to ensure that any contractors/stallholders using power and water provide appropriate safety covers for on-ground leads and hoses.


Waste Management

A Waste Management Plan will be required for your event. 

To arrange extra bins for your event please contact Cleanaway


Place of Public Entertainment Permit (POPE)

Do you need to POPE Permit for your event?

A place of public entertainment is a building or place used or intended to be used for conducting public entertainment or a public meeting - being either of the following:

• A public assembly building of more than 500m2 or

• A place of more than 500m2, which may include the erection of a prescribed temporary structure being one of the following:

• A seating stand for more than 20 persons

• A marquee of more than 100m2

• A tent of more than 100m2

• A booth of more than 100m2

• A stage or platform of more than 150m2

Public Entertainment means an entertainment or meeting to which admission may ordinarily be gained by members of the public.

Answering the following questions will help you to determine if you need Place of Public Entertainment permit (POPE) for your event:

1.Will your event be held in a place >500m2 to which admission in charged? If yes, a place of public entertainment permit from the council may be required.

2. Will your event have:

a. Seating stands for more than 20 persons?

b. Tent or marquees with a floor area more than 100m2

c. Stage exceeding 150m2 in floor area? If yes, a place of public entertainment permit from the council may be required.

Exemptions: The regulations exempt community-based organisations from the requirements of an occupancy permit for place of public entertainment, if:

• The public entertainment is conducted in an outdoor recreational facility (e.g. football ground, park, reserves) greater than 500m2, and

• No temporary structures erected, and

• The number of persons in the place at any one time during the event or activity is less than 5000 persons.

Acknowledgement of Country

Many event organisers choose to acknowledge the traditional owners on the land in which the gathering is taking place. Indigo Shire was cared for by many traditional owner groups over its vast landscapes, therefore it is difficult to succinctly pay respect to an individual group.

For information on Acknowledgement of Country and an example, visit the following website:

Events Trailer

We have an events trailer with a range of equipment available for hire. There is no charge for the use of the trailer however you are liable for the safe return of the trailer. The trailer must be collected from the Indigo Shire Depot at 1 Radcliff Rd, Beechworth and returned on the Monday following the event.  The events trailer is subject to availability and you should book early to ensure it is available for your requested dates.

Hire Agreement Form(PDF, 225KB)

(PDF, 252KB)Event-Trailer-content-list-Nov-2022(PDF, 696KB)