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  • ACP Event Permit Application Form for Bike and On-Foot Events

    Last updated 21st July 2023

  • Important things to know before submitting your application:

     

    1) Permit Lead Times

    • ACP/Mystic Park is a very small organisation that needs to work with multiple organisational and government stakeholders to obtain event approval.
    • Therefore, event organisers are required to submit an event permit application at least 6 months leadtime for events with 500+ participants, and a minimum of 8 weeks leadtime for less than 500 event participants to be considered. Any applications received that don't comply with these timelines will be rejected immediately.
    • Submitting an application does not guarantee approval.
    • Complex applications may require a longer lead time.

     

    2) Event permit terms and conditions

    So there are no surprises for event organisers later on, please take the time to read the full ACP Event Permit T&Cs before preparing and submitting your application below.

     

    3) ACP event permit fees

    Mystic Park event permit fees range from $1000 to $8000 for non-exclusive events under 1,000 participants. 

    Here are the factors ACP considers when calculating event permit fees:

    • type of organisation (NFP, charity, commercial)
    • % trail closures
    • length of trails used (kms)
    • signature MTB trails used
    • number of participants
    • time of day
    • number of days
    • time of year
    • set up / pack down times
    • road closures / usage (shuttle road has higher impact)

    For events on HVP plantation land, but not in Mystic Park, the event permit fee starts from $300 for commercial events and starts from $150 for NFP/charities depending on the scale and nature of event.

    You can use this form to request a quote before formally submitting an event permit application. 

    Usually no bond is required for events. Where there is a risk that an event may cause damage, you may need to pay a bond before permit is issued.

     

  • What is your intention today?

    Page 2

  • For "Quotes for Event Permit Fee", the minimum information needs to be submitted before a quote can be calculated:

    • Alpine Shire Council Event Application Form (page 3)
    • Expected Number of Event Participants (page 4)
    • Course (all the questions on page 5)

  • Give us the Important Paperwork

    Page 3
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  • Tell us a bit more about your Event Plans

    Page 4

  • Tell us about your Course

    Page 5

  • Mapshare is a good resource to identify Mystic Park / HVP boundaries and public land managers. This guide from State Gov of Vic provides simple instructions on how to use Mapshare.

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  • Download Mystic Park Trail Map to start annotating your event course onto.


    Example ideal event course map to follow and submit with your ACP event application form

     

  • How do I annotate over the Mystic Park trail map?

    • Any graphic / design software that allows you to draw your course lines over the Mystic Park trail map image or PDF
    • Google "free PDF annotate tools" or "free graphic software" and there are plenty of free online tools out there to achieve this
    • You can even print out the map, use a highlighter/pens/crayon/whatever, then take a photo/scan of the annotated map

    Why do we need to supply course map using the Mystic Park map?

    The aim is that ACP and HVP need a standardised visual map to see where your course goes into Mystic Park, and using the official Mystic Park map as the base as it contains all the latest trails, all stakeholders can easily identify MTB trails/roads the event uses, intersects, nearby popular zones, fast riding areas etc

    We don't care if your annotated course markings have a bit of jiggle or are not 100% perfect matched to the GPX file supplied.

    Your annotated map will be used alongside the Google Sheet "Full list of Mystic Park MTB trails" to help streamline ACP's event process and allow ACP to get back to event organisers sooner on the risk / traffic management required.

    My course does not involved Mystic Park

    Great - then you don't need to use the Mystic Park trail map as the base/background for your course map submission.

  • Download Google Sheet TEMPLATE - ACP Mystic Park Events - What Trails Are You Using

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  • I'm ready to submit my application / request for quote

    Page 6
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  • View and download the ACP Event Permit terms and conditions

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