Event Planning
We are supportive of events of all sizes and can work with you to guide your event planning and preparation. Our information has all you need to know about organising an event in the Hauraki District.
In addition, our Events Coordinator can provide assistance to ensure you meet regulatory requirements, support event promotion, sustainability and processes.
If you can't find what you need or would just like to speak to us about your event idea, then contact our Events Coordinator:
- by email or
- phone: (07) 862 8609 or 0800 734 834 (from within district)
Why do I need an Event Approval?
An ‘Event Approval’ means that your event has priority when using the area.
It also ensures that:
- an event is organised in line with bylaws and government instructions.
- there will be minimal disruption to other users.
- there is managed safety of all attendees.
If you hold annual events, these may be able to carry approvals through year on year subject to conditions.
It may be necessary to apply for additional permits and licences depending on the size and nature of your event.
What Type of Event?
Type of Event | Criteria | Next Steps |
---|---|---|
Casual Gathering in a Public Place | Less than 50 people and does not involve any of the following: • Infrastructure e.g. temporary structures (marquees, bouncy castle etc.) • High level or continuous noise • Sale or supply of alcohol • Sale of food • Impact on access for the general public | Notify our District Events Coordinator email or telephone: (07) 862 8609 or 0800 734 834 (from within district) |
Sports & Recreation Bookings | Regular Sports booking
Booking a regular activity on Council owned public space or facilities. | Booking required via our service centre: email or telephone: (07) 862 8609 or 0800 734 834 (from within district) |
Other Event | More than 50 people and involves one or more of the following: • Infrastructure e.g. temporary structures (marquees, bouncy castle etc.) This includes events in parks, open spaces and facilities e.g. halls where the event is not one of our regular sporting fixtures. | Application required, contact our District Events Coordinator email or telephone: (07) 862 8609 or 0800 734 834 (from within district) Or complete our Application Form |
Please remember for all events:
- Be considerate: You will need to share the space with the public.
- Tidy-up: Take your rubbish with you and recycle your waste where possible.
- Be responsible: If your activity changes during planning e.g. you decide to add a bouncy castle, invite food vendors, need vehicle access or you decide to serve alcohol, then you may have new responsibilities that our District Events Coordinator can advise on, email or telephone: (07) 862 8609 or 0800 734 834 (from within district)
Application Process
1. Tell Us About Your Event
Our District Events Coordinator is available to discuss your event proposal and provide guidance on the application process.
2. Event Application
- Event Organiser submits event application to Council for assessment.
- Key stake holders are consulted e.g., parks, licencing, police etc.
- Additional licences or consents are identified.
3. Supporting Documents
- Supporting documents are submitted and assessed.
- Documentation is either approved or the Event Organiser is asked to revise and resubmit
4. Event Application is Approved
- The event can now take place.
Application Timelines
Type of Event | Criteria | Notice required before event. Please contact our District Events Coordinator |
Mild impact | • No road closures
• Low numbers (3 or less) of registered food vendors | Prefer at least 6 weeks but all applications will be considered. |
Medium impact | • Some road closures and potential disruption to public transport
• Multiple food vendors (more than 3) | Prefer at least 3 months but all applications will be considered. |
High impact | • Significant number of people expected to attend
• Road closures, disruption to public transport and high impact to traffic expected Examples include Gold Rush Festival, Highland Tattoo and Paeroa Fireworks | Prefer at least 6 months (9 months if resource consent necessary) but all applications will be considered. |
Application Forms & Booking Information
- Request a listing for your event on our Council site
- Hall bookings - contact our service centres via email or telephone: (07) 862 8609 or 0800 734 834 (from within district)
Other Application Requirements
Event organisers may be required to provide or confirm that they have the following, which will need to be factored into the planning and timelines. These include:
- Safety plan and evidence of Public Liability Insurance.
- Event permit for proposed food vendors, head over to our Health Licensing page to find our more.
- Liquor Licence Application and/or liquor ban bylaw exception, head over to our Liquor Licensing page to find out more.
- Traffic Management Plan
- Building consent (for large temporary structures such as marquees or stages.
- A Land Use Consent is required when you have a proposal to carry out an activity in a way that is not permitted by the District Plan. This is initially best discussed in person.
If you can't find what you need or would just like to speak to us about your event idea, then contact our Events Coordinator:
- by email or
- phone: (07) 862 8609 or 0800 734 834 (from within district)
.
Event Toolkit
Don't know where to start or what to do next? We have an Event Toolkit offering more tips when organising an event.
Use our Event Toolkit for more information on subjects such as Health and Safety, Insurance, Rubbish and Waste and many more.
