Application for

Events and Activities

in a Public Place
(including beaches and reserves)
Note: Applicantions must be submitted a minimum of four weeks prior to the event date, or the application may be refused.

ALL FIELDS TO BE FILLED

Name of Event / Activity

Dates of Event FORMAT: DD/MM/YYYY Rain/Alternate Date FORMAT: DD/MM/YYYY

EXPO/ MARKET SPORTS

Type of CONCERT
EXHIBITION
FESTIVAL PROMOTION PARADE
EVENT
DAY
Event
PRIVATE
FITNESS/WELL-BEING
CEREMONY OTHER, please specify:
CLASS (max 25 people)
(incl. weddings)

Type of Public Place COUNCIL

BEACH ROAD OTHER
to be used for event RESERVE

Contacts
Company/Partnership/Club
name

Trading as
(if applicable)

Given
Surname
names

Phone Email
number address

Postal address for

service documents

Is this event: Commercial Non commercial

Other (please specify)

Invoice: (tick appropriate box) Company Contact person

Other (please specify)

Attach a site plan/s of the event area, including the location of

Location / Venue, Dates & Times / Participants marquees, vehicles, stages, generators, sound systems or stalls.

Reserve / Public Place Event Start Time

Location address Event Finish Time

Setup Dates FORMAT: DD/MM/YYYY Start Time Finish Time

Packdown Dates FORMAT: DD/MM/YYYY Start Time Finish Time

Number of people attending

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Describe the purpose of your event and the programme of activities attach copy of programme if available

Application for Events and Activities in a Public Place

Street Activities (including Road Closures) N/A

A Traffic Management Plan is required for all activities on the road and also where activities are adjacent to the road.
eg in reserves where normal traffic flow may be affected

Parking are special restrictions required? YES NO

Road Closure Required YES NO

Street Flags / Banners Required YES NO

Traffic Management Required YES NO

Please describe the reason for the restrictions, traffic control and/or road closure.
Include the name/s of road/s, time/s required. Attach a proposed Traffic Management Plan
indicating the location of the marshals, signage, cones, barriers and any traffic diversions.

Traffic Manager Phone no.

Contractor include area code

Postal Fax no.

Address include area code

Email
Mobile no.
Address

Note: For activities on Council Roads please contact Pinnacles Civil ([email protected])
For activities on State Highways please contact Higgins ([email protected])

Parade / March / Sporting Activities N/A

A Traffic Management Plan is required for all activities on the road. In addition to providing a Traffic Management Plan for an activity
on a road. Please fill in Traffic Management details in above section.

Assemble Time of Participants Departure Time of Participants Finish Time of Activity

(at venue start) (at venue start) (at venue end)

Number/Type of Vehicles, Floats

and People Participating

Street Route which

you plan taking

Note: If your activity has more than one start/finish time please attach additional schedule

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Use of Council Reserves (required under the Reserves Act) N/A

Activity Objectives Please state the reasons for having the activity/event. What do you hope to achieve?

Application for Events and Activities in a Public Place

Please attach a copy of the programme if available.

Community Benefits How will the community benefit from having the activity on the Council reserve?

Application for Events and Activities in a Public Place

Public Access Please provide a description of any measures proposed which may restrict public access onto the Council reserve.

Application for Events and Activities in a Public Place

Note: If an event on a reserve will impact traffic flow on an adjacent road, then complete Street Activity section previous page.

General Information
Catering YES NO
Please supply the name of caterer/s and contact details.

Name Phone no.

include area code

Email
Mobile no.
Address

Clean Up (The Applicant is responsible for ALL clean up).

What are your arrangements?

Application for Events and Activities

in a Public Place

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Consultation YES NO
Please attach a draft copy of the letter-drop letter.
Who will you be consulting with?

Electricity (Check availability with Council) YES NO

Is a Council power supply required?

Lighting YES NO
Will lighting be used?

Generator YES NO
Will a generator be used?
Please provide details including the type of generator and include the location(s) on your site map.

Promotion YES NO
Is the activity being promoted?
Please describe the type of promotions and attach any material.

Sponsorship YES NO
Please describe and attach any material.

Hazardous Substances & Fireworks (Including LPG Bottles). YES NO

For fireworks displays or activities where LPG gas will be used and or stored on site
contact ERMA (Environmental Resource Management Agency), and NZ Fire Service

Sound Equipment / Loud Hailers (Amplified / non-amplified, please specify below) YES NO

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Music / Band (Amplified / non-amplified, please specify below) 4 YES NO

Caravans numbers and size YES NO

Free Standing Stalls / Tents / Marquees / Gazebos / BBQ’s / Tables YES NO

(Please specify below. Marquees over 100m2 in size require a Building Consent)

Staging / Scaffolding (Numbers and size, please specify below) YES NO

(Stages and platforms over 1.5m in height above ground level require a Building Consent)

Amusement Devices (please specify below) YES NO

(All mechanical devices need to be registered with WORKSAFE)
(All land-borne inflatable amusement devices must meet the requirements of Australian Standard 3533.4.1 2017)
(All water-borne inflatable amusement devices must meet the requirements of Australian Standard 3533.4.5 2017)

Special Effects YES NO

Please describe type of special effects (e.g. fog machine, laser lights), including the time
staged and indicate position on your site map.

Temporary Vehicle Parking on a public place (please specify the number YES NO

of parks required)

Toilets
YES NO
Will you use Council’s existing facilities?
Will you provide your own portaloos? YES NO

If you will be using portaloos, ensure the location is specified on your site map

Water YES NO
Is a water supply required? (please check availability)
Please describe source and purpose

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Fencing YES NO

(Is fencing required? Please specify below and show details on your site plan.)

Animals YES NO

(Will animals be part of the event? Please specify below.)

Signage YES NO

(Will signage be required for your event? Please specify below.)

Regulatory Licences
The organiser is responsible for obtaining all appropriate licences, if required, prior to the activity.

Building Consents required for the placement of temporary buildings YES NO

e.g. marquees (over 100m²), platforms (over 1.5m high)

Alcohol Licence required for the sale and/or supply of alcohol YES NO

Food/Health Licence YES NO

Amusement Device Certification YES NO

Aircraft / Helicopters / Hot Air Balloon operator’s licence YES NO

Certificate Site Licence (ERMA) YES NO

Note: Certain activities may also require Resource Consent. Please discuss this with Council

Public Liability Insurance

Provide proof of your insurance (attach copy) YES NO

Exp.
Company Amount $
Date

Comments (including any relevant exclusions)

Note: Public Liability Insurance is required for all events & activities, unless they are to be of short duration or otherwise at the sole discretion of
Council.

Health & Safety Plan

The applicant must provide a Health and Safety plan 30 days prior to the event taking place. This plan needs to manage risk to health and
safety that may arise from either the event or the location where the event is held. It needs to meet the requirements of the Health & Safety
at Work Act 2015 as well as all relevant regulations, standards and approved codes of practice. Resources to assist you with the planning
process and to meet your obligations under the Health and Safety at Work Act are available upon request. More information is also available
at www.worksafe.co.nz

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Privacy Act 1993
The information collected will be used to ensure the effective facilitation of your activity/event. It will, therefore, be distributed to other
council departments, external agencies and will be used for public information as required.
The information supplied with this application is true and correct according to the best of the applicant’s knowledge. The applicant agrees
to abide by any conditions which the Council may impose on the exercise of its grant of this application, provided that the Council gives
reasonable notice of any additional conditions to the applicant.

The applicant also agrees to:

• Pay the prescribed application and consent fees (if applicable).
• Pay for all advertising fees for any road closures.
• Pay any other costs such as facility fees.*
• Provide a bond if requested.
• Pay any costs associated with providing barricades, signage, cones and other such items the event may require.
• Comply with council bylaws. These can be viewed on www.tcdc.govt.nz.
• Pay the costs for any works (new or remedial) required for the event.

Signature Date (DD/MM/YYYY)

*The Council will quote facility fees based on the information in this completed application form.

Current Fees and Charges (all fees and charges are inclusive of GST)
Permits for Events and Activities
Description Units

Non-commercial event and application fee for less than 500 people Per application $60.00

Non-commercial event and application fee for more than 500 people (daily charge may apply) Per event $440.00

Fitness/well-being class booking fee for less than 25 people Per booking $60.00

commercial booking fee Per booking $100.00

Street flags/banners
non-commercial booking fee Per booking $50.00

application fee Per event $15.00

Amusement device
each additional device Per event $5.00

Licences for Commercial Events

Description Units

Per application $60.00

Minor commercial event and application fees for less than 500 people
Per event (daily charge may apply) $420.00

Per application $100.00

Large commercial event and application fees for 500 - 1000 people
Per event (daily charge may apply) $600.00

Per application $200.00

Major commercial event and application fees for more than 1000 people
Per event (daily charge may apply) $1200.00

Fees may be waived by the Community Facilities Manager if evidence can be provided to show the event is of significant community benefit

A bond may be required for any event at the discretion of the Council

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To Assist You With Your Planning
The following are areas that Council suggests you address in your event management planning. If you have already prepared, or had
prepared for you, plans or strategies dealing with the issues below, please attach a copy with your application. Although these may
not always be required, Council may refuse to grant permission for events that appear inadequately planned.

First Aid Plan YES

Author

Security Plan YES

Author

Site Specific Health and Safety Plan YES

Author

Solid Waste Plan YES

Author

Risk Management Plan YES

Author

Parking Plan YES

Author

Other

Documentation Required:
Detailed Site plan showing the areas to be used for the event, including location of marquees, vehicles, parking, stalls, the principal/main entrance,
fences, barricades etc.

Public Liability Insurance Certificate.

Health & Safety Plan, Risk Analysis and Management Programme (RAM).

Copy of Waikato Regional Council Temporary Maritime Event Permit for water activities.
Call 0800 800 401 or www.waikatoregion.govt.nz/services/regional-services/navigation-safety/events-on-waikato-region-waterways/

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