Toolkit for organising an event

Planning an event in a public space or private property? You'll need Council consent.

Submit your application at least 8 weeks before the event. If you can't meet this timeframe, contact us to discuss.

You may also need to apply for other consents

Depending on the type and size of your event, you may also need to apply for other licenses and consents.

Application to hold an event

Fill out the application form and email it to events@gdc.govt.nz

Licences and consents for events

Depending on your event type, additional licenses and consents may be required. Some applications take up to 90 working days to process, so plan ahead.

The first step is to complete the Application to Hold an Event form. The following list will guide you on what other approvals may be required.

Where will your event be held?

Council reserve

If you plan to hold it on any Council land, this includes public parks, sports grounds, reserves, beaches or any open space, then you need approval first.

Fill in our online booking form.  Do this early to check if the space is available.
Book a Park or Reserve Form

Private property

If your event's on private land, you may require resource consent.

Resource consent may also be needed if your event is not a permitted activity in the District Plan. Talk to our duty planner first.

Selling or supplying food?

Food sellers at an event need to register as a food business, unless they're exempt. An event organiser monitors food sellers and facilitate food safety at the event.

See the information on selling food at an event

Submit food application forms at least 20 working days before the event

Selling alcohol?

If you're selling alcohol or the ticket cost includes alcohol - you need to apply for a Special Licence. If the event is planned for around Christmas / New Year your application needs to be lodged before mid-November.

Special Licence Application
Submit alcohol applications at least 20 working days before the event

Closing any roads or footpaths?

If your event involves any activities on a road or footpath you need to apply to temporarily close a road. A Traffic Management Plan is required for any event that stops, delays or increases vehicle or pedestrian traffic.

Temporary Road Closure - Information and Form
Submit your application at least 10 weeks before the event

Traffic Management Plan - TMP Providers and Advice
Submit your TM plan to us 20 working days before the event.

Every road closure must have a Traffic Management Plan.

District Plan - does your event comply?

The event organiser is responsible to ensure the event complies with the District Plan. If the event is not a permitted activity in the Plan, then a resource consent may be required.  Talk to our planning staff early.

Resource Consent Form
Submit your application 90 working days before your event for a notified consent, or 20 working days for a non-notified consent

Temporary signage

All temporary signs must be kept on the site of the event.

There can only be one portable sandwich board sized sign in the road reserve.

Any other signs in any public place will require resource consent.

Resource Consent Form
Submit your application at least 20 working days before the event.

Post-event sign removal

Please remove all signage  - posters, corflute signs and any other public advertising within 24 hours after the event ends. Exception is poster bollards can remain as they will be pasted over.
For the definition of 'sign' see our Public Places Bylaw

Temporary structures

Any structures such as a marquee over 100m2, a platform or stage higher than 1.4m or a lighting tower require consent.

We need to ensure structures including tents and marquees, meet fire safety requirements. Your application must be approved and an inspection carried out before your event takes place.

Talk to our duty building inspector for advice.

Building Consent to erect a temporary structure
A deposit is required.

Amusement devices

If you plan to operate an amusement device such as a merry-go-round, you need a certificate of registration of an Amusement Device from Worksafe New Zealand - visit their website for more information.

Temporary accommodation

If you plan to offer temporary camping type accommodation, you need approval first.

Temporary Camping Ground Application Form
Lodge your application at least 20 working days before the event

Managing all the waste

Rubbish and recycling

Talk to us about rubbish and recycling

Information on waste minimisation at an event

Toilets

Talk to us if your event will require toilets on septic tank systems.

Check the Guide to the number of toilets required

Trade Waste information and a consent application for Temporary Discharge of Liquid Wastes

Rubbish and recycling information

Marine activities

If you're planning any activities in or around beaches or rivers, you need approval. Our marine areas extends from Mahia up to Lottin Point.

Marine Event Application Form
Lodge application at least 40 working days before the event

Open fires or fireworks

You need a fire permit for an open fire, that includes hangi.

For a fireworks displays you need to provide a certificate for an outdoor pyrotechnic display.

Apply online www.checkitsalright.nz

Smokefree Policy

All our Council reserves are designated smokefree. Any Council sponsored or run events are designated smokefree under our Smokefree Outdoor Areas Policy

While compliance with the policy is voluntary, we recommend using signs at your event which can be sourced free of charge from Smokefree.org.nz

Health & Safety Plan

A health and safety management plan is required, it's a priority when organising an event. Some events will require a site safety plan and a security plan.

Talk to us for more information.

Health and safety

Event planning pages