Applying for an Event
If you're planning have an event on a Council owned, administered or managed reserves, parks, roads, streets or footpaths, then you will need to complete an event application form. Please complete the application form as much as possible and deliver, post or email it to us so we can book the reserve/park for you. We will then work with you to get the rest of the documentation required so we can approve your event.
Please see below an indication of how much notice we require. This is based on the size / type of event you are planning.
For assistance with completing your application form, please contact Rebecca (Becks) Chambers (Event Specialist) on 07 571 8008 or by email.
See our website for more information about:
- Alcohol including alcohol dispensations for reserves
- Amusement devices
- Bond charges on reserves
- Fees and charges for reserves
- Health and safety including risk control plans
- Public liability insurance - see below
- Temporary road closures
- Traffic management plans
- Waste management
For information of what is considered general use of a reserve/park and not an event ie bbq, picnic, small family gatherings etc, see our reserve-park user guidelines. This will ensure you have fun and safe day.
Council is being guided by the Ministry of Health on all decision making around COVID-19. See their website for up to date information about advice for public events and mass gatherings. See our website for information on Council's contingency planning.
Public liability Insurance
We require public liability insurance for most events. Low risk events are considered on a case by case basis. The minimum amount required is $1,000,000 for the duration of the event - pack in / pack out included. The event organiser must provide proof of your public liability insurance, including details of the insurer, any relevant exclusions and the amount of cover prior to the event being approved.
Public Liability insurance protects you or your business against the financial implications if you are found liable for loss or damage to other people's property (or Council property), or cause illness or injury that is not covered by the Accident Compensation Commission (ACC).
Event Impact / sizing categories and notice required by Council
Please note; this is a generic list and may not cover all event types. Some events maybe considered on a case by case basis.
Event Impact (based on size/type)
|Notice period required by Council|
|Low Impact event|
No road closures or disruption to public transport
- Low number of registered food vendors (less than 5)
- Minimal basic infrastructure e.g. ezi-ups, portable toilets, small stage
Examples include community markets, fundraising events or park-based fun runs/walks.
Minimum 4 weeks
|Medium impact event|
Events with;- Minor temporary road closures and/or potential disruption to public transport- Multiple food vendors (more than 5) and /or liquor licensed areas- Amusement devices (e.g. bouncy castle). Multiple items of infrastructure and/or an infrastructure build requiring building consent e.g. marquees etc.
Examples include sporting events, commercial fairs or music events.
Minimum 3 months
|High impact event|
- Significant number of people expected to attend
- Temporary road closures, disruption to public transport and high impact to traffic expected
- Multiple food vendors and / or liquor licensed areas
- Significant infrastructure builds
- Multiple event sites and or days
Resource consent or building consent maybe required
Examples include triathlons, large scale sporting events, music events with stages.
|Minimum 10 months|