Event Information

Event Applications

The Shire encourages the running of events in our locality. To ensure that events are run in the best interest of the community and their safety, high-risk events may be required to send in an Event Application.

If you answer yes to more than one of the below items, you will need to:

Public advertised event
Over 150 people in attendance
Impact on local roads
Food will be sold
You require the use of multiple Shire facilities
You will hire or bring additional large equipment (marquees, bouncy castles, portable toilets, etc.) You need to use stakes or pegs to hold down any additional large equipment
You may require vehicle access to a reserve
You need key access to fixed items located in the Shire (power boxes, buildings, etc.)
There may be additional noise from fireworks, vehicles, public amplifiers, or speakers.

The minimum notice period required for the Shire to approve an application is as follows:

Sixty (60) working days if the event will require road closures, traffic management plans, risk management plans, noise management plans, and planning approval.

Twenty (20) working days for all other events.

SOC _Event Application Package.pdf

Event Sponsorship

The Shire Event Sponsorship Scheme provides a process by which the Shire (we) can provide either an in-kind and/or cash contribution to the development and implementation of events in the Shire.

Community groups, clubs, and not-for-profit and for-profit organizations that are considering conducting an event that is of community benefit and requires financial assistance and support are encouraged to complete an Event Sponsorship Scheme Application.

Applications are assessed on the social and promotional benefit, along with the economic and environmental impact.

Timelines

Round 1 Applications are open from 1 July to 31 July 2025

Round 1 Application Assessments are made from 1 to 31 August 2025

Please ensure you contact the Shire’s Community Development Officer to discuss your event prior to applying.

2025 Sponsorship Application Form

Event Sponsorship Scheme Guidelines

Event Sponsorship Scheme Application

Timelines

Round 1 Applications are open from 1 July to 31 July 2025

Round 1 Application Assessments are made from 1 to 31 August 2025

Introduction

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Organisation Details

Applicant/Organisation*

Contact Person (President, Treasurer if applicable)*

Phone Number*

Address

Street Address:*

City:*

State:*

Post Code:*

Country:*

Email Address*

Event Details

Event Name

Contact Person (if different from above)

Event Location

Start Date

End Date

Total Event Cost (exc GST)

Funding Requested (exc GST)

Financial Details

Round One applications must be submitted no later than 4.00pm Thursday 31st July 2025

Is your group incorporated?*

YesNo

Is your group registered for GST?*

YesNo

Applicant ABN

Event Application

Have you spoken to the Community Development team to confirm your event meets the Sponsorship Criteria?*

YesNo

If yes, who did you speak to?

Does your event require an Event Application Form?*

Yes - Please visit the Shire of Capel website to downloadNo

Event Impact

Event description (200 words or less)*

Economic Impact – This can be measured by the number of new people that visit the Shire due to your event, the number of local people attend the event and its economic turnover, or measure of local business/industries that generate income because of this event (150 words or less)*

Social Impact – This can be measured by how the event adds social benefit to the local community. This could include, but is not limited to, how the event fosters community pride, health, and well-being, teaches people new things and strengths relationships (150 words or less)*

Environmental Impact – This can be measured by how the event takes into consideration environmentally friendly messages and practices. This can include reuseable, recyclable, and minimal waste messages and practices (150 words or less)*

Promotional Impact – This can be measured by how the event promotes the Shire of Capel and its assets. This could be how it showcases its people, its environment, public places, or community organisations (150 words or less)*

Event

Who will be involved with the coordination of this event?*

Who is your target audience for this event?*

Is your event open to the public?*

YesNo

Is there an event entry / participation fee?*

YesNo

How are you promoting the event?*

Event Costs- EXPENDITURE

Please note: for quotes
- For items up to $1,000 – 1 documented verbal quote is to be obtained
- For items between $1,001 and $5,000 – 1 written quotation is to be obtained
- For items over $5,000 – 3 written quotes are to be obtained

For calculating the value of donated labour, materials, goods, etc.,
Request written quotation from an equivalent tradesperson or supplier to provide similar
services and material/goods to record on both the expenditure page and the income page as an in kind donation.

• The provider of the labour donation should hold relevant qualifications in the field of
service they are providing.

Equipment / Material (Purchases, Hire etc)

Value (exc GST)

Professional Fees (Consultants, Events Coordinator, etc)

Administration Costs (postage, Stationary, etc)

Promotional Costs (Advertising Flyers etc.,)

Other Costs associated with this event

TOTAL EXPEDITURE

Event Costs- INCOME

Fees (Admissions, Registrations)

Other funding sources

Amount

Status

ApprovedPendingNot Applicable

Your organisation in kind contribution (Labour, machinery, etc)

Your organisations contributions (Cash)

TOTAL INCOME

Sponsorship Amounts

Total Requested Amount
This is the total amount requested from the Shire of Capel. Please list what items you intend
to fund with the sponsorship.

Items*

Amount Requested (exc GST)*

Items

Amount Requested (exc GST)

Items

Amount Requested (exc GST)

Items

Amount Requested (exc GST)

TOTAL*

Quotes

Attach quotes for items over $1,000

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