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Event Toolkit

Each event is unique, so here are our tips for organising an event in the Hauraki District.

You can also arrange to meet with the District Event Coordinator and work through this guide together.
Contact our District Events Coordinator

Why are you holding an event? Think about what your goals are from holding your event, as this will guide your event planning.
Who is your event for? What are the needs and values of your target audience? If you plan for this, it will help encourage their support and attendance.
What resources will you need? How will you finance the event? What skills will the organising team need and how much time will it take to organise? This is important if you are relying on volunteers.
Where could the event be held? Think about the venue and its suitability? Who are the other users and how will your event impact on the neighbours? Remember to check that the venue is available.
When will it be held? What else is happening that month? Look locally, regionally and nationally for events that might reduce your audience. Will the date and time suit your target audience?

A special alcohol licence is required if you're selling alcohol over a bar, by ticketing, or where the cost of the alcohol is included in the pre-sold ticket price or sponsorship package. This is non-negotiable.

Be aware that some public spaces have liquor bans at certain times and some venues have licenses so make sure you ask around to ensure you’ve covered for what’s required.

If you are booking an event that involves alcohol you may need to apply for a Liquor Ban Dispensation and/or a Special Alcohol Licence.

Allow at least 20 working days for your special alcohol application to be processed before your event date. There are costs involved in making a special licence application.

View more about Alcohol Licensing.

We can help with planning an event. Contact our District Events Coordinator

Whether it's a bouncy castle, tea-cup ride or a water-based inflatable island, event organisers should follow the best practice set by WorkSafe.

Amusement Devices

Amusement devices include any fairground rides and any other mechanically powered unit that is used for rider entertainment.

Before you can operate an amusement device, you must obtain all of the following, and allow sufficient time to obtain:

  • Engineers Examination – Issued by WorkSafe
  • Permit to Operate – Issued by Local Council (form available via WorkSafe website)
  • Certificate of Registration – Issued by WorkSafe

The above forms and prescribed fees can be found on the WorkSafe website.

Permit to Operate

Every permit application must be made at least 3 days before the applicant intends to use the amusement device and if the device is re-sited, then a new permit is required.

  • Book an amusement device inspection, and
  • Complete and provide an application for a permit to operate an amusement device to the appropriate Territorial Authority (Hauraki District Council).
  • Remember to include the current Certificate of Registration, and the prescribed fee indicated on the WorkSafe website.

The permit will only be issued when the local authority (Hauraki District Council) is satisfied that the device has current Certificate of Registration and can be operated on the proposed site, without danger to operators, users and others in the vicinity. Hauraki District Council may cancel a permit if, in its opinion, the device to which it relates cannot be operated safely.

Land-borne inflatable devices

Operators of land-borne inflatable devices (LBI), such as bouncy castles and slides, must meet conditions set out by WorkSafe and they and/or event organisers must show how the risk to health and safety associated with their use will be managed.

For events in a public place, you will be required to provide evidence to show that any inflatable device(s) meet the standard specified by WorkSafe at time of the event. Labels on devices asserting compliance without substantiating documentary evidence are unlikely to be acceptable. Please be aware that if the owner cannot prove that their devices comply with the safety standards then they will not be permitted on public land.

We can help with planning an event. Contact our District Events Coordinator

Having a budget in place will ensure all decisions are made without getting carried away and overspending. It will also help establish what funding you need.

  • The first step is to create a list of all your expected spend and allocate estimated costs to each expected spend.
  • Create a list of all potential income sources. These could include ticket sales, merchandise sales, stallholder fees, funding, sponsorship, and more; allocate estimated income for each expected source.

Once you have created your lists of spend and income you will be in a solid position to establish the viability of your event.

Budget tips

  • When you receive quotes, make sure you check if costs are GST inclusive or exclusive, because if they are not you will need to add 15% to the cost.
  • Calculating estimated income from tickets sales can be tricky particularly when you have a number of differently priced tickets. It can often be best to work out different scenarios of tickets sold based on both optimistic and pessimistic sales.
  • Funders often require quotes when allocating grants. Ask different funders to pay for different aspects of the budget. Obtain quotes from a few different businesses wherever possible, to get the most accurate budget and you get the best deal.
  • Set aside a contingency fund (at least 5% of your budget) for any possible unforeseen expenses.
  • Include an expenditure line in your budget for miscellaneous costs for sundry costs that are easily missed off the budget.
  • Be clear about which party (event organiser or performer/s) is responsible for performer travel costs e.g. speakers, bands, and artists.
  • While you have not yet made it to the organising and implementing phase of your event planning, place two columns in your budget for the cost and income financials: one named 'Estimate' and another named 'Actual'. As you spend money, enter in the Actuals, this will keep you on track; if you find you have overspent on some items, you can look to make savings on items not yet purchased.

We can help with planning an event. Contact our District Events Coordinator

If you wish to book a reserve or sports field please contact Customer Services at one of our Council Offices.

If you are booking an event that involves alcohol you may need to apply for a Liquor Ban Dispensation and/or a Special Alcohol Licence. View more about Alcohol Licensing.

View the fees for the use of Parks and Reserves facilities.

We can help with planning an event. Contact our District Events Coordinator

You will need to advise our Environmental Health Officer if food is being sold or supplied to the public during your event.

You may be required to provide the following information in section 4 of the Hawkers/Mobile Shop/Event Licence.

  1. A list of all businesses selling/supplying food to the public and a copy of the licence for any commercial operation from outside the district.
  2. Charitable organisations selling food such as a sausage sizzle should complete a food safety declaration and a copy provided if asked.

Find out more about our Food Licensing.

We can help with planning an event. Contact our District Events Coordinator

There are a number of options to help fund your event.

District Event Fund

The District Event Fund is open for events in the Hauraki District that meet the guiding principles and criteria, supporting events that benefit the community.

You can find some more information on our District Event Fund webpage

Community Funding / Grants

For information and guidance on funds, email our Community Advocacy Officer

ALSO consider the following:

  • Find out all the information about the funding available and prepare your application accordingly.
  • Have a telephone call with funders before sending in applications. You can check that you have the correct information on your application, what are the funding limits you can apply for and what are the timeframes for using any funding awarded,
  • Try to apply for funding at least six months before your event, if possible, as some funders meet regularly and others less often.
  • Check your budgets to make sure they are as accurate and complete as possible.
  • Most funding agencies require a financial report after the event. Big changes to your spending and budget may not to go down well at this time, so keep within your budget.

You can find some more information on our Grants & Funding webpage.

Sponsorship

  • Sponsorship can come from cash donations, advertising, accommodation room nights, prizes, professional services, and more.
  • Create a wish list of sponsors. Consider which companies would be a good match to sponsor your event and write a proposal which shows the value of their involvement and how it will benefit their company.
  • Start thinking of ways you could highlight your sponsors in different ways in the lead-up to and throughout the event. A sponsor will want to know what they will get out of their investment.
  • Perhaps propose different sponsorship options e.g.
    • option 1: sponsor your event by way of daily advertising, in return for benefit 1: their logo featuring on the website as well as 10 complimentary tickets which they can giveaway.
    • option 2: sponsor your event by way of daily advertising and $20,000 contribution, in return for benefit 2: their logo featuring on the website and the tickets, 10 complimentary tickets which they can giveaway, and naming rights to your event.
  • Assign one person to manage the relationships with sponsors to prevent confusion.
  • Sponsorship agreements should be well documented and signed by both parties.

Donations

  • Receiving money from individuals is not a usual source of funding, although recently raising funds via crowdfunding has become an option. You can search online for crowdfunding platforms in New Zealand.

We can help with planning an event. Contact our District Events Coordinator

You are responsible for protecting the health and safety of everyone attending your event, whether they are members of the public, event participants, volunteers or part of the event team. It is your job to identify and manage all hazards and risks.

See also Amusement and Inflatable Devices section above for specific guidance.

For events in public spaces you will be required to provide a copy of your safety plans to council for review.

  • Safety Risk Assessment
  • Event Safety Management Plan

Please contact our District Events Coordinator, by email: info@hauraki-dc.govt.nz or phone: (07) 862 8609 or 0800 734 834 (from within district), for assistance if required.

Step 1: Plan Ahead

Every event should have a plan that identifies risks and how they will be managed.

Think about ‘what can go wrong?’ (risks) and the possible outcomes of each situation.

Outline controls on how to avoid and manage the risks you have identified.

Record this in a health and safety document and provide this to everyone involved with your event so that they are informed.

Step 2: Hazard Identification

You should walk through the area where your event is being held and look for hazards that may not have been there when you first planned the event or may have appeared after you set up.

You will need to be flexible and plan so that these hazards are managed.

Step 3: Emergency Management

Nominate people to take specific actions in the event of an emergency - this may be one person or many depending on the type and size of event.

Contact your local ambulance as early as possible to discuss if qualified first aiders or St John Ambulance need to be at your event. This will be decided by the size and type of your event.

Police will also need to be informed of your event and what it involves.

Make sure you provide emergency services with a site-map and key contact details of who they can get in touch with if there is an emergency.

We can help with planning an event. Contact our District Events Coordinator

Event organisers need to arrange their own public liability insurance to cover an event. It's for everyone's safety including you, your event attendees, staff and volunteers, funding and other areas of your event organisation.

Council can’t cover your event and we won’t accept any liability for claims that may arise from your event.

Check with your insurance company to see what policies will suit your event.

We can help with planning an event. Contact our District Events Coordinator

If your event is a public event then you should make sure the public know about it. All the relevant information should be included and easy to find in your event advertising. For larger, annual events, event specific branding can be very beneficial.

  • If you have a Facebook page the set up a Facebook Event - free and easy to set up and offers a ticketing option– consider boosting so it reaches new people who don’t follow your Facebook page and definitely share on community Facebook pages.
  • You can promote an event post on your Facebook page – this allows you to target your audience and is relatively inexpensive.
  • Use an event site e.g. Eventfinda or Eventbrite as these type of sites often offer ticketing and normally feature highly in Google searches and can reach a wider audience.
  • Ensuring your local papers know about your event is important. If you want to supplement any advertising, consider supplying some information to the local editor or reporter in case they want to run a story. (Note: It will be up to the editor as to whether they wish to use the information, and how they use it).
  • Town Boards – speak to Rotary Paeroa or Positive Paeroa for Paeroa signs and GO Waihī for Waihī signs.
  • Radio - Newstalk ZB Submit community notices (newstalkzb.co.nz)
    MoreFM – email coromandel@morefm.co.nz
    Nga IWI FM: phone 07-862 6247 and speak with Kitt Walters or email kitt@ngaiwifm.co.nz
  • Word of mouth.
  • Community Notice Boards – supermarkets, libraries, information hubs - design and print an eye-catching poster to keep the local community informed.
  • Council website – offers event listings and links and may be able to promote further in newsletters.
  • LoveHauraki – our business and community initiative that has a regular What’s On blog. Send them an email.

We can help with planning an event. Contact our District Events Coordinator

If you’re making noise, even a little, there could be noise issues and some types of noise may need a resource consent.

If your event will create new or additional noise to an area, let neighbouring properties or businesses know before the event. This can help mitigate any unexpected complaints to the organiser or Council.

If we receive a noise complaint during your event you could expect a visit from a Noise Control Officer and they may ask you to drop the noise to a reasonable level. It is important that any requests from a warranted Noise Control Officer are followed.

Find out more about our Noise Control.

We can help with planning an event. Contact our District Events Coordinator

Your event will need to comply with the Hauraki District Plan which covers policies and rules to manage environmental effects. These can include noise limits, permitted hours of operation, signage and changes to the intended uses of any land your event might be on.

If your event is affecting these, make sure you get in touch with us as soon as possible to start the planning and any application process.

We can help with planning an event. Contact our District Events Coordinator

We can help you out if you are planning an event that uses some or all of a road, takes away parking spaces or alters the flow of traffic and/or pedestrians from what is currently normal, you may need to work through a road closure process and submit a professional traffic management plan.

Road Closures and Traffic Management Plans

  • the event organiser completes and submits the Event Approval Application to Council and hires a traffic management company (TMC) to advise them of their plans.
  • the TMC creates a traffic/pedestrian management plan with the organiser and submits it to council via Submittica.
  • event organisers are responsible for telling residents and businesses in the area of their plans, this can be done by a letter drop, email or meeting - whatever works best to communicate with those affected.
  • Council review the event plans and TMPs for feedback and/or approval.

Notification Times

If your event needs a road closure, Hauraki District Council requires at least 90 days’ notice before your event date, to complete the public notification and road closure review process required under the Local Government Act.

We can help with planning an event that involves our district roads and if you’d like to discuss your event and road use/closure you can contact our District Events Coordinator by

Event organisers are responsible for the clean up of all rubbish resulting from your event.

Find out more about Waste Minimisation -

We can help with planning an event. Contact our District Events Coordinator

Building Consents and Exemptions

If you are having temporary structures at your event, you may need to obtain a building consent or an exemption from a building consent if you are using any of the following:

  • marquee over 100m2
  • stage over 1.5m high
  • scaffold structure that provides access to public or is over 100m2
  • grandstand
  • portable building over 10m2
  • temporary artwork over 6 square meters in surface area and exceeding 3m in height.

Notification Times

Building consents must be lodged a minimum of 20 working days before the date of your event. For events that are having larger or more complex infrastructure, we recommend lodging your application three to six months in advance to ensure that your building consent is granted in time.

We can help with planning an event. Contact our Business and Event Support Coordinator

Toilets are important as no one wants to be caught short at an event.

Check if your venue has enough existing toilets for the numbers you are expecting. If they don’t, you’ll need to look at hiring portable toilet facilities and servicing them during your event to ensure they empty and stay clean and safe. Consider accessible toilet options and a good supply of toilet paper.

It is important to let us know if public toilets will be utilised so we can discuss opening times and stocking.

We can help with planning an event. Contact our District Events Coordinator

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