Apply to hold an event on the Surf Coast

Generally, events held on public land within the Surf Coast will require authorisation from either Surf Cast Shire (SCS) or Great Ocean Road Coast and Parks Authority (GORCAPA).

If your event operates on land managed and/or owned by Surf Coast Shire Council only, please complete one of the following application forms:

Online applications for events to be held in 2024

For events that use land managed and/or owned by both Surf Coast Shire Council and GORCAPA (Great Ocean Road Coastal and Parks Authority) or  GORCAPA only land, please complete the following application:

Event Application – Great Ocean Road Coast and Parks Authority (smartygrants.com.au)

You can also confirm the relevant land manager on the SCS/GORCAPA Managed Land Map.

Depending on the event footprint, you may also require authorisation from Parks Victoria. You will be advised if this is required.

Key Contacts

If your event is taking place on Great Ocean Road Coast and Parks Authority managed land, your key contact is:

Glenn Nott, Lease, Licence and Permits Coordinator
1300 736 533 or permits@GreatOceanRoadAuthority.vic.gov.au

If your event is taking place on Surf Coast Shire managed land, your key contacts are:

Major Events:
Jim Lawson, Events Delivery Officer
5261 0600 or jlawson@surfcoast.vic.gov.au

Community Events:
Katie Boag, Events Delivery Officer
5261 0600 or kboag@surfcoast.vic.gov.au

Approval times

Event approval can take between three and twelve months to be granted. This can vary due to the complexity of your event, the number of permits your event requires, your current Management Plan and the number of agencies that need to make comment on your plan, eg a large event may require road closures or significant traffic management planning.

Permits

A variety of permits are likely to be required for events.  The Surf Coast Shire Events Guide provides details of the key permits, however it is the responsibility of event organisers to ensure relevant permits and permissions are obtained.

Bush Fire Season

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

The Blanket Bush Fire Season is 1 November 2024 – 1 May 2025. The official Bush Fire Season will be declared by the CFA (Country Fire Authority)

This form is required to be completed three weeks prior to the event start date.

An update version of this form is currently in progress and will be available shortly.

Insurance

All event organisers are required to have a current public liability policy of insurance. The policy must be in the name or business of the event organiser to the amount of $20 million. The policy should cover all of the activities at the event including the periods of setting up, staging and dismantling the event.

The Municipal Association of Victoria website provides helpful information on insuring your event.

Read the Surf Coast Events team’s 5 top tips on Event Insurance

Grants

See Events Grants and Sponsorship Program for more information on financial assistance for events in Surf Coast Shire.

Cycling Activities on Great Ocean Road

If you are are seeking to conduct an organised ride on the Great Ocean Road under ‘open’ conditions, please read the Guidelines for Cycling Events on the OPEN Great Ocean Road 2021.

Resources: