Organising an event

The Hepburn Shire is known for its natural beauty and its many showcase events. We seek to work cooperatively with the local community to offer a wide range of local events right throughout the year.

Running an event

Council has many locations for hire that are suitable for different occasions and events. Running a successful event requires careful and considerate planning. We work with organisers to ensure events are safe and cause minimal disruptions.

Council offers a number of services to help with events including advice on:

Council offers a number of services to help with events including advice on insurance, marketing and media contacts, health – food handling and health regulations, traffic management and risk and emergency management. We can organise meetings with you and our compliance, health, risk management, tourism, recreation and infrastructure staff and also the local emergency services and any other relevant government department to help with the organisation of your event.

Approval is required from Council for all events held in the Shire in public space. All event organisers must contact the Hepburn Shire Council when planning an event at least 6 – 8 weeks prior for event approval. Large events should be in contact at least 6 months prior to their event for approval. Planning approval may also be required for events held on private land. Approval may be required for events that involve public health, serving of food, traffic diversion, road closure, event car parking, and advertising signs.

To meet with Council staff to discuss holding an event in our Shire, contact Council’s Events Officer Bridgette O’Brien on 5321 6439 or

Promote your event

There are many different ways you can promote your event for free. Below are some suggestions:

  • List your event on our Official tourism website
  • Promote your event at our Visitor Information Centres. Contact the Visitor Services Team on (03) 5321 6123 or email
  • Follow Council on Facebook and Instagram at @visithepburnshire @hepburnshirecouncil @daylesfordmacedonranges
  • Share our posts and engage in them with a 'like' or comment
  • Email us at when you post an event to Facebook, so we can add to our Facebook events, or send us a co-host request
  • Mention us on Facebook and Instagram with @visithepburnshire @hepburnshirecouncil @daylesfordmacedonranges to give us permission to share
  • Book a town gateway sign see the below information.

In 2020, Council endorsed the Hepburn Shire Council Event Strategy 2020-2025(PDF, 1MB). The 5-year strategy recognises and values the social, cultural, and economic benefits that events bring to our region. The strategy and supporting action plan assist with enhancing current events and with attracting new ones. 

Town gateway signs

Hepburn Shire Council, in partnership with Vic Roads, has installed a series of wooden frames at the entrance to our major towns and villages. These frames are referred to as Gateway Signs. Their purpose is to provide a facility for the community to advertise upcoming community events.

The temporary use of the gateway signs are regulated by State Government legislation including planning, local government and road management.  We have special permission to use these signs without planning permits for a very specific use, and under strict conditions:
“A sign with an advertisement area not exceeding 5 square metres publicising a local educational, cultural, political, religious, social or recreational event not held for commercial purposes. It must not be an animated or internally-illuminated sign.“
In order to be fair to all community groups, Council has placed its own restrictions around the use of the frames.

Conditions of use

* Community signs must be professionally sign written and must be produced in the form of a hard sign or in banner format.
* Signs must measure 2m horizontally X 1.1m vertically. Both sides of a frame are available for use.
* Any corporate sponsorship or logo etc. must not exceed 10% of the total sign (210mm2).
* Gateway sign frames may only be reserved and signs displayed one month prior to an event.
* Signs must be taken down the day after the event.
* Signs must not contain any offensive material. If material is deemed offensive, signs will be removed, and the cost of removal will be charged to the organising committee.
* Signs must not be nailed or screwed onto the frame; they should be tied. The use of plastic cable ties or similar is preferred. Repair costs will be charged to the organising committee.
* Only the authorised Council frames are approved for use for temporary signs. No other locations can lawfully be used for this purpose. NOTE: It is illegal to erect star pickets to display your signs and anyone who does this may be held liable in the event of injury resulting from unauthorised erection of signs.

Any sign not conforming to these conditions, or not removed by the above stated time, may be impounded without further notice, and the cost of removal will be charged to the organising committee.

Use of frames for commercial events

Should the gateway frames be empty and unallocated, an application for use by a business can be made, if it is advertising/promoting an event, issue or message considered to be of benefit to the community. A community event, auspiced by a bona fide community organisation, always has precedence. The frames may not be used by businesses to advertise their business, products or services. These applications will only be approved up to 1 month before required date and will only be available for use for the week leading up to the event.

Signs or events sponsored by business may include the business name as long as the name or logo occupies less than 10% of the sign.

Markets and other activities regularly held throughout the year

Should gateway frames be empty or unallocated, an application for use by a market or other event held regularly throughout the year can be made.

These applications will only be approved up to 2 working days before required date (for an existing user) and will only be available for use for the week leading up to the market.

Where Council has entered into a Memorandum of Understanding (MOU) to support an event, conditions in the MOU will override these Guidelines.

Steps to book

Forward enquiries to Council’s Events Coordinator via email or call 53216439 and include location and dates required.

Please note: At times there is a very high demand for the frames. Frames are often booked up to a year in advance.  The frames are booked on a first-come-first-served basis. If all frames have been booked you may request to share a frame with a group who has it booked, but they are not obliged to share the frame unless they wish to do so.

Applications are not valid until approved by the Events Coordinator.

Note: Community benefit will largely be defined by an event’s capacity to enhance overall community strengthening, wellbeing, resilience, unity and mutual support. Among other things, this would be measured in terms of the number of different local groups involved and the level of participation by locals in, and attending, the event.