Expression of Interest (EOI) to Host 2027 Australia Day Event

⁠⁠⁠Colac Otway Shire Council invites Expressions of Interest (EOI) from community groups, service clubs, businesses, or not-for-profit organisations to host an inclusive, family-friendly community event on Australia Day, 26 January 2027.

Council will again deliver the official civic program - including the Citizenship Ceremony and Community Achievement Awards - which will complement a broader network of community-led activities across the shire.

EOIs are welcome from groups in any township or locality.

Why EOIs Open Earlier This Year

Opening EOIs from 7 April provides prospective hosts with:

• More time to engage with Council’s Place Activation and Events Team
• Opportunities to seek advice on logistics, requirements and event design
• Adequate lead-time to plan, promote and deliver a safe, inclusive community event

What We’re Looking For

We are seeking capable and enthusiastic hosts who can deliver welcoming, inclusive, family-friendly activities that reflect the diversity and values of our region. Events should:

• Celebrate community spirit and shared values
• Provide a warm welcome to new citizens and their families
• Offer inclusive, low‑cost entertainment and activities
• Be accessible, culturally respectful and welcoming to all

Suggested Activities

Your event might include:

Free or low-cost community BBQ (including vegetarian options)

• Local market stalls (arts, crafts, produce)
• Live acoustic music or school bands
• Traditional games and family activities
• Face painting and children’s entertainment
• Storytelling or community presentations

Host Responsibilities

Selected hosts will be responsible for:

• Planning and delivering the community event program
• Coordinating volunteers
• Promoting the event (with Council support)
• Ensuring accessibility, safety, and inclusivity
• Liaising with Council on logistics, permits, and scheduling
• Securing all relevant permissions and regulatory approvals (if required)

Colac Otway Shire Support

Council will provide:

• Infrastructure for the civic program, including stage and AV (available for shared use)
• Selection of the civic program location, in consultation with the host
• Delivery of the Citizenship Ceremony and Community Achievement Awards
• Potential financial support for community-led activities
• Assistance with identifying any permits or approvals that may be required
• Official Australia Day branding materials

How to Apply

Please submit your EOI detailing:

• Organisation or business name and contact details
• A brief description of your organisation and its community involvement
• A proposed event plan*
• Relevant experience in hosting public events
• Staffing and volunteer plans
• An estimated budget that lists your expenses line-by-line, along with any in-kind contributions (e.g. volunteer time, donated equipment) and the amount of financial support you'd like Council to consider.
• Risk management and safety considerations
• Any anticipated regulatory requirements (e.g. road closures)

*Your event plan should outline the key elements of your proposed activity, including:

• Event timing: start and finish times, plus any major program moments
• Location details: the site you intend to use and why it’s suitable
• Activities: what you plan to offer (e.g. music, BBQ, kids’ activities, games, stalls)
• Draft schedule: a simple running order showing when each activity will occur
• Indicative site map: a basic layout showing zones such as BBQ area, stage, stalls, seating, amenities and access points

Assessment of EOIs

EOIs will be assessed against the following criteria:

Event Planning and Feasibility

• A clear and achievable event concept
• Draft schedule, activity list and indicative site map
• Evidence of organisational capacity, governance and volunteer support
• Awareness of potential approvals, permits or regulatory requirements

Community Benefit and Inclusivity

• Opportunities for broad community participation
• Accessibility for people of all abilities
• Demonstrated cultural sensitivity and inclusive approaches
• Benefits to local residents, businesses and visitors

Budget and Financial Requirements

Applicants must provide a simple cost breakdown, including:

• Anticipated expenses (infrastructure, entertainment, equipment, catering, etc.)
• In-kind contributions
• Support or funding requested from Council
• Other sponsorship or contributions

This helps Council assess:

• the level of financial support required
• whether the proposal is deliverable within available resources

Collaboration and Engagement

• Willingness to work constructively with Council’s Place Activation and Events Team
• Ability to communicate and coordinate effectively throughout the planning process
• Support from any other community groups