To find out what major events are happening in East Gippsland visit the What's On Calendar.

Want to list your event for free on Visit East Gippsland? Register your event with Australian Tourism Data Warehouse (ATDW) and your event will automatically be listed on Visit East Gippsland’s What’s On, as well as other tourism websites and other media opportunities.

For tips and a how to guide to register with ATDW, go to Destination Gippsland Listing with ATDW, and ensure you are registered and benefit from the marketing opportunities ATDW offers.  

Need to know more? Contact East Gippsland Marketing Inc.

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Public events held on public land require the completion of the Initial Event Permit Advice Form, submitted at least three months before your event.

At a minimum, all event permit applications will need:

• Copy of current public liability insurance
• Risk Management Plan which identifies your event's risk and outlines how you plan to manage potential risk (see available template)
• Site plan showing the layout of your event
• Waste Wise Management Plan which outlines resource recovery and waste minimisation strategies and waste management to be implemented throughout the event.  

Depending on event activities, other considerations include:

• Traffic Management Plan and permit from VicRoads for road closures.
• Permission or permit from other land managers such as Gippsland Ports, DEECA or Parks Victoria.
• Permission or permit from emergency services such as police or CFA.

Public events held on roads or Council land without a permit will incur a fine of 20 Penalty Units.

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Although an Event Permit is not needed for events on private land, a Planning Permit is likely required depending on the zoning and land use applicable. For more information, email to us at planning@egipps.vic.gov.au.

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We have an Events Concierge who is committed to helping organisations and groups develop, plan and implement successful and safe events. We also provide specialist advice to facilitate and support events that attract visitation and contribute to developing East Gippsland into a major event destination.

You will find a range of resources below which will help you plan and execute a successful event.

Event Management

• Event Planning Guide A to Z 

Templates and Guides

• Waste Avoidance Plan
• Waste Wise Management Plan
• Waste Wise Events Guide
• Risk and Emergency Management Plan Template
• Event Planning Checklist
• Event Marketing Plan Template
• Site Plan Checklist
• Alcohol Management Plan Template
• Accessible Events Guide

‍Leveraging Events Toolkits

• Leveraging Events - Toolkit for Businesses
• Leveraging Events - Toolkit for Community Groups
• Maximising Benefits from Events - Toolkit for Event Organisers

‍Application Forms

• Council application for permit to erect a temporary advertising sign on a roadside
• Council application for temporary road closure permit‍
• Department of Energy, Environment and Climate Action (DEECA), (formerly DELWP) application for events on DEECA managed land
• Gippsland Ports application for waterway activity permit
• VicRoads application for events requiring road rules exemptions on major roads
• Victoria Police application for highway permit application for foot or bike race events

Other Resources

• Work Safe Victoria Advice for Managing Major Events Safely
• Smoke Free Dining, Events Factsheet

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Our Event Management Toolkit, below, is a one-stop shop for event organisers – providing the information you need on event planning, sponsorship, grants, coordinating volunteers and staff, how to run committee meetings and post-event reviews and surveys.

You will find a range of event-related resources below, including templates and checklists, which will help you plan and execute a successful event.

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Post-event Review

1.    Post-event Review Checklist

2.    Visitor Survey

3.    Sponsor Survey

4.    Stakeholder Survey

5.    Debrief Meeting Agenda

6.    Comprehensive Post Event Report

Strategic Planning

1.    Event Strategy

2.   Operations Manual

3. Access and Inclusion plan

4.   Event Site Plan

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Event Planning

1.    Macro Executive Timeline

2.    Meeting Agenda-12month

3.    Committee Structure, Responsibilities & Checklist

4.    Meeting Notes

5.   Responsible Event Plan

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Event Team

1.    Event Coordinator Position Description

2.    Volunteer Briefing

3.    Volunteer Recruitment Tips

4.    Volunteer Roster

Finance

1.    Budget Template

2.   How to Use the Budget Template

Sponsorship

1.    Sponsorship Tracker How to Use Guide

2.   Sponsorship Tracker

3.   Sponsorship Prospectus and Agreements

4.   Mastering Regional Sponsorship

Grant Funding

1.    Grant Funding Tracker

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Marketing

1. Ideal Attendee Persona

2. Media Famil Itinerary Example 1

3. Media Famil Itinerary Example 2

4. Media Famil Itinerary Example 3

5. Marketing Action Plan

6. Website Design Checklist

7. Websites where you can list your event for free

8. Creating content for events

9. Helpful websites for events

10. Website Design and SEO

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Risk and Operations

1. Approvals and Licenses Required for Events

2. Event Management Plan

3. Risk Management Plan

4. Emergency Management Plan

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Logistics and Preparation

1. Event Delivery Run Sheet Template

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Take your business event to East Gippsland and promise your delegates a memorable and unique experience.

• Host your event in Bairnsdale and enjoy comfort and attractions;

• Choose Lakes Entrance or Mallacoota for a picturesque beachfront setting; or

• Head inland and seclude yourself in the lush greenery and rugged mountain ranges of the Snowy River or the Alpine High Country.

From purpose-built conference venues, to cosy farm-style spaces and elegant function centres, East Gippsland offers versatile venues anywhere from 10 to 300 delegates, accommodating corporate functions, intimate retreats, through to venues with up to 75 bedrooms, conference facilities and catering on site.

East Gippsland is the place where conference breaks are mindful, delegates are energised, and business events are more natural with less stress. To see what East Gippsland has to offer, please see Business Done Different.

Contact Council Business Events

See the Visit East Gippsland website for more information.

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East Gippsland Emerging Tourism Events Mentoring Program: Pathway to Growth is a council program which aims to support event organisers to plan, grow and deliver successful tourism events.

The program will support a small number of home-grown tourism events unique to East Gippsland, for a three-year period.

The aim is to build capacity to help organisers elevate their event and ensure long-term sustainability and viability.

This program has been designed to cover each stage of the event planning cycle, aligning to East Gippsland Shire Council’s Event Action Plan 2021-26.

Our Events unit strives to stimulate the development of events that deliver social and economic benefits for East Gippsland, which attract intrastate and interstate visitors and helps promote East Gippsland outside the region to further encourage visitation.

Pathways to Growth will be seeking a variety of events in the high yield areas such as:

• arts and culture
• sport and leisure
• boating and fishing
• food and wine
• agriculture
• business events
• car club activities

Pathways to Growth events are eligible for a Council contribution of up to $20,000 value per year.

For more information on the program and the application process, read the Emerging Tourism Events Mentoring Program: Pathways to Growth Information and Application Guidelines.

We recommend talking to us before your start your application. Call your Events Officer on 03 5153 9500.

To start your application, visit the SmartyGrants portal.

Funding rounds

Closed

Events participating in this program include:

• East Gippsland Winter Festival
• Mallacoota Wild Harvest Seafood Festival
• Twin Rivers Bream Classic
• Paynesville Classic Boat and Maritime Festival

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Other grants programs available for events

Our Community Grants Program aims to support groups and organisations with projects with two funding rounds a year.

There are two funding programs suitable for events:

• Community Grants
• Arts and Heritage Grants

For further information, please see Council Grants.

Also available is Grant Guru, a one-stop shop comprehensive grants database.  You can create your own login and develop a grants profile or just search for a grant suitable for you.

For more information, visit the East Gippsland Grant Guru portal.

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There are many public open spaces, community halls, parks and foreshores available for community events. East Gippsland is also home to incredible natural assets such as our lakes, rivers, mountains and forest reserves which are ideal locations for outdoor adventure sporting events.

To discuss possible locations for your event, please contact your Events Officer.

Council also controls the historic Bairnsdale Rotunda, Bairnsdale Nicholson Mall, Lakes Entrance Rotunda, our regional libraries and other facilities.

To make a booking, contact us.

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