Expression of Interest (EOI) to Host 2027 Australia Day Event
Overview
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
EOI Closing Date
5pm, Tuesday 30 June 2026
Successful applicants will be announced by 1 August 2026.
Acknowledgement
Colac Otway Shire Council acknowledges that 26 January is not a day of celebration for all Australians. While the event includes formal civic elements, we encourage applicants to approach the day with respect, inclusivity and cultural sensitivity, ensuring it is welcoming to all members of our community.