Promote your event or add a community directory listing

Our community directory and event promotion services connect residents with local groups, clubs, and essential services across the municipality.

Eligible groups can:

Create and maintain a Community Directory listing
Submit an event for promotion on Council’s website
Request promotion of an event on the Clock Tower LED screens

By submitting a listing or event, you agree to comply with these Terms and Conditions.

Promote

Step 1.Eligibility

To be eligible, your organisation or event must meet the following requirements:

Operate within or near the Swan Hill Rural City Council area.
Be either a community-based group, a not-for-profit organisation.
Activities that have direct Council involvement, partnership, or funding.
Activities must align with Council’s role in supporting an informed, engaged, and inclusive community, built on fairness, respect and accountability.

Ineligible content includes:

Profit-driven services, commercial advertising, or events run primarily for private or business gain.
Political, religious, or contentious content.
Personal messages (e.g., birthdays, weddings, private functions).
Promotions unrelated to the local municipality.

Council reserves the right, at its sole discretion, to determine eligibility and to reject, edit any submission. Supporting documentation may be requested.

Council has a limited number of LED screen spots available, and due to high demand, not all eligible requests will be approved.

Step 2.Create a 'MyCity' account

We suggest that you create your account using a generic and valid email address applicable to your organisation. Avoid using a private/personal email address. This ensures seamless access for other authorised members to take control of your page, if necessary.

Create account

Step 3.Verify your email address and login

After you have created your account you will receive an email with instruction on how to verify and log in.

Step 4.Add your directory listing and/or event

Select 'Add Community Directory Listing' or 'Promote Your Event'

Each form is separate so please complete all forms that apply
Submitters must hold the rights to use and distribute any images, artwork, or material supplied. We reserve the right to refuse images of children.

Manage

Step 1.Log in to your 'MyCity' account

Step 2.Edit your listing

Select 'Manage your listing'.

You will see all your listings and events on this page
Find the relevant event, and select the three dots under 'manage'
Select 'Edit page'
Update the details
Submit your listing for approval.

Claim

Does your organisation have a listing, but you don't have access to update it using the 'Your MyCity' online portal yet? Follow the below instructions to claim and start managing a listing.

Step 1.Create a 'MyCity' account

Create account

Step 2.Verify your email address and login

After you have created your account you will receive an email with instruction on how to verify and log in.

Step 3.Email us

Send an email to council@swanhill.vic.gov.au with the following details:

Details on which directory listing or events you require access to
Your MyCity account details where the listing should be transferred - include name, email and phone
Details on how are you associated with the organisation and why the listing needs to be transferred

Terms

Last updated: 22 September 2025

MyCity Terms of Use

MyCity is a community directory platform designed to connect residents with local groups, clubs, and community services. Offered by Swan Hill Rural City Council, this service includes a free directory listing and the opportunity to promote events.

These Terms and Conditions apply to organisations and groups wishing to:

Create and maintain a Community Directory listing
Submit an event for promotion on Council’s website
Request promotion of an event on the Clock Tower LED screens

By submitting a listing or event, you agree to comply with these Terms and Conditions.

Eligibility

To be eligible, your organisation or event must meet the following requirements:

Operate within or near the Swan Hill Rural City Council area.
Be either a community-based group, a not-for-profit organisation.
Activities that have direct Council involvement, partnership, or funding.
Activities must align with Council’s role in supporting an informed, engaged, and inclusive community, built on fairness, respect and accountability.

Ineligible content includes:

Profit-driven services, commercial advertising, or events run primarily for private or business gain.
Political, religious, or contentious content.
Personal messages (e.g., birthdays, weddings, private functions).
Promotions unrelated to the local municipality.

Council reserves the right, at its sole discretion, to determine eligibility and to reject, edit any submission. Supporting documentation may be requested.

Council has a limited number of LED screen spots available, and due to high demand, not all eligible requests will be approved.

Submission Process

All submissions must be made via a 'MyCity' account.

Organisations must register with a generic organisational email address (not a personal address).
Once logged in, organisations can submit:
- A Community Directory listing
- An event for the Council website
- An event for the Clock Tower LED screens
Each submission requires completing the relevant online form and providing accurate details.
Council staff will review each submission before it is published or displayed.
Processing may take up to 7 business days.

Additional requirements for LED screen promotions:

Events can be promoted for up to 3 weeks prior to the event date.
Submissions must be lodged at least 1 week before the requested start date.
Only one LED screen promotion per event will be considered.
Placement and timing are at Council’s discretion, based on availability and relevance.

Content Requirements

Council reserves the right to adjust content to meet visibility or technical requirements.

LED Screen Technical Specifications:

Resolution: 288 (w) x 432 (h) pixels
Density: 72 ppi
Accepted formats: JPG, PNG (images); MP4 (video)
Avoid large areas of white (too bright at night). White text on a dark background is recommended.
Use bold, high-contrast fonts for readability from a distance.
Submitters must hold the rights to use and distribute any images, artwork, or material supplied.
No Motion graphics.
No QR codes

Responsibilities of Organisations

Organisations are responsible for ensuring their information is accurate, up-to-date, and suitable for public use.
Community Directory listings must be reviewed regularly by the organisation. Council will send automated review reminders every 6 months.
If an account is suspected of being compromised, the organisation must reset the password and notify Council immediately.

Privacy

Information provided in listings or event submissions will be made publicly available, including on Council’s website and/or LED screens.
By submitting information, you confirm that the content is suitable for public access, copying, and download.
Council handles personal information in accordance with the Privacy and Data Protection Act 2014 and Council’s Privacy Policy.
Information will be recorded in Council databases and made available to relevant staff as needed.

Liability and Indemnity

Council accepts no liability for errors, delays, technical outages, or failures to display content on the Community Directory, website, or LED screens.
The submitting organisation indemnifies Council against all claims, actions, suits, liabilities, costs, and expenses arising from their listing or event promotion.
Images and approvals we reserve the right to refuse images of children.

Changes and Updates

Council may modify, suspend, or discontinue any of these services at any time.
These Terms and Conditions may be updated periodically. The most recent version will always be published on Council’s website.
Significant changes will be highlighted in the updated version, in line with legal requirements.

What happens with your information?

Information requested on this form is required by Swan Hill Rural City Council in order to process your application.

We will handle any personal information you provide on this form in accordance with the Privacy and Data Protection Act 2014. We record this information on our customer databases and make it available to relevant Council staff in line with our Privacy Statement.

You can access your personal information by contacting our Privacy Officer.

What happens next?

You will receive a confirmation email once your listing or event is approved.
It may take up to seven business days for Council to review and approve your request.
You can then log in to manage/update details.