Surf Coast Events Terms & Conditions

Below are the guidelines for events that are eligible to list on the Surf Coast Events website. Surf Coast Events reserves the right to accept or decline any event for any reason. If you are unsure if your event is eligible, you can submit your event for consideration, or email the team to ask for direction: events@surfcoast.vic.gov.au

Please note:

It can take up to two weeks for an event to be listed on the website. Please submit your event at least one month before the event takes place.

A listing on the website does not guarantee promotion on Surf Coast Events social media platforms or electronic newsletters.

Eligibility Guidelines to be promoted via Surf Coast Events:

Surf Coast Events only promotes events that are:

✅ open to the public.

✅ located in Surf Coast Shire.

 Major Events

✅ National or international level events, or events that attract over 3000 participants, attendees or spectators.

Sponsored Events

✅ Events supported by the Surf Coast Events/Surf Coast Shire Council Event Grants and Sponsorship Program.

Markets

✅ Held on public land in the Surf Coast Shire.

Sporting Events

✅ Singular, irregular or specially themed sporting events that have a high potential to attract visitors to participate or spectate.

❌ Sporting events that are part of regular sporting fixtures, fitness or other club activities, promotions, finals etc (eg football, netball, gyms, yoga) are NOT eligible.

Live Music

✅ Singular or irregular live performance by a musician or group.

Art & Culture

✅ This includes live performances, concerts and singular entertainment events that target interested visitors and the broader community. Examples; plays, musical theatre shows, opera, stand-up comedy, circus performance, music concerts.

❌ End of term concerts, performances or celebrations are NOT eligible.

Health & Wellbeing

✅ Larger singular, irregular or specially themed events with high visitor attraction potential. Examples; Wellness Expo.

Exhibitions

✅ Applicable for exhibit/display events and shows/expos only. Examples; art exhibitions, open gardens, wellbeing shows.

❌Commercial exhibitions specifically designed to advertise a product or service are NOT eligible.

Community Events

✅ Singular, irregular or specially themed community events that target interested visitors and the broader community. Examples; fetes, fairs, Christmas carols.

❌ Regularly scheduled community events that would predominately be relevant to the permanent community are NOT eligible. These events would be best listed on the Surf Coast Shire website here: Submit a ‘community happening’ to our Community Calendar

Food and Wine Events

✅ Singular, irregular or specially themed events that target interested visitors and the broader community. Examples; a themed dinner with performance, chocolate hunt.

❌ Regularly scheduled commercial offers/specials/discounts are NOT eligible.

Festivals and Celebrations

✅ That are short term with a specialised theme, that target interested visitors and the broader community. Examples; film festivals, ANZAC Day events, New Year’s Eve events, parades, open days.

Workshops/Talks/Classes

✅ That are singular, irregular or specially themed and likely to attract interested visitors and the broader community. Examples; art workshops, inspirational speakers.

❌ Regularly scheduled classes, activities or subscriptions that would only be relevant to the permanent community, are NOT eligible.  These events would be best listed on the Surf Coast Shire website here: Submit a ‘community happening’ to our Community Calendar

Surf Coast Events does NOT promote the following type of events:

• Events held outside the Surf Coast Shire.
• Events not open to the public.
• Private and/or invitation only events.
• Political causes.
• Unlawful, discriminative or racist events.
• State or nation-wide fundraising ‘days’ (eg Red Nose Day) or other celebrations.

Surf Coast Events reserves the right to modify these guidelines as required.

The following additional terms and conditions apply to all events listed on surfcoastevents.com.au

Note that “Council” refers to Surf Coast Shire Council.

Terms

1. By submitting this form, your event will be considered for listing on www.surfcoastevents.com.au and may be distributed to other Surf Coast promotional networks, such as Surf Coast Visitor Information Centers, social media platforms, print advertising etc.
2. Large umbrella events may submit one listing for the overall event, and up to 6 of their sub-events.
3. Council reserves the right to refuse event listings for events considered to be discriminatory, or that specifically exclude persons from attending based on their race, disability, political or religious beliefs.
4. There are no charges associated with adding your event to the Surf Coast Events website.
5. Requests need to be submitted at least 2 weeks prior to the event date.
6. Events can be listed up to 12 months before the event date.
7. Some repeating events may be listed on an ongoing basis. It is the responsibility of the event organiser to confirm the new event date by emailing updated event details to events@surfcoast.vic.gov.au 
8. Events with multiple dates, eg markets, will have a minimum of four dates listed at a time.
9. Event organisers are responsible for checking their event’s listing for errors. Any errors may be edited by the administrator on the advice of the organiser via events@surfcoast.vic.gov.au 
10. Council reserves the right to reject or remove any event listing from its website for any reason whatsoever.

Conditions

1. The person submitting an event listing must be the event organiser or an authorised delegate of the event organiser and over 18 years of age.
2. The person submitting the event listing must ensure information supplied is accurate and information is kept up to date, with any changes notified to Council as soon as possible by emailing events@surfcoast.vic.gov.au or phone 03 5261 0600. Where discrepancies or inaccuracies are found in the information listed, the listing will be removed from the website. The information will only be re-listed if the discrepancies or inaccuracies are addressed and fixed.
3. The event organiser must have the relevant licences, permits, insurance and registrations to run the event being listed.
4. Personal information collected will be used in accordance with the Privacy and Data Protection Act 2014.
5. The Surf Coast Events website is provided without any warranties or guarantees that the service will be error free and without disruption.
6. Events without their own website are permitted to promote their event listing URL eg surfcoastevents/aireysfestival

Liability

1. Intellectual Property submitted with this Form:
   1.1. You warrant that you have all necessary right, title and interest in any licences and consents (including any necessary consents to infringe moral rights) in relation to the intellectual property. You must hold, or obtain, consents from all third-party authors for all IP and attribute the material to its author/s in accordance with the Copyright Act 1968 (Cth).
   1.2. The IP and any modifications to the IP will remain your property and you grant Council a worldwide, irrevocable, non-exclusive, royalty-free, perpetual licence to use, reproduce, disclose, make public, modify or otherwise use or exploit the IP and reproduce your name, logo and organisational summary, for the purpose of promoting the event.
   1.3. You indemnify and will at all times keep Council indemnified against any Loss arising out of or otherwise in connection with any infringement or alleged infringement by yourself or Council of the IP rights of any third person, relating to the IP including Council’s exercising its rights under the granting of this licence.Council does not accept any responsibility for:

    

2. Any claims, actions, suits, liabilities, costs and expenses incurred on any account as a result of the listing or intended listing of any event by the event organiser on this site or any related site.
3. Any loss or damage incurred by an event organiser as a result of any failure or delay in listing an event.
4. Any errors, inaccuracies or incorrect information that may appear in an event listing.
5. Unlawful or discriminatory events or event listings that may have be posted on this website.
6. Any false or deliberately misleading event advertising and postings on this website.
   6.1. Council does not accept any liability or responsibility for any loss, damage, cost or expense incurred by any individual or entity as a result of the advertising and listing of any event on this website, or any loss, damage, cost or expense incurred by any individual or entity caused by the holding of, or cancellation of any event.
   6.2. Council is under no obligation to advertise or list events on this website and therefore does not accept any liability or responsibility in any case where the website becomes unavailable, service is interrupted, or website errors or issues occur.