Organising an event? Here are some helpful tips.
Any organised activity on Council land – e.g. festivals, concerts, markets, parades, sports days needs Council approval or a heads up – and may need an event application.
An event application is required if the event is on Council land and/or:
- has 100+ people or needing permits/road control
- uses parks, reserves, roads or water
- has alcohol, food stalls or vendors
- involves noise, fireworks or pyrotechnics
- uses large structures (bouncy castles, stages, marquees, signage)
- may damage public property or affect traffic
- generates waste or poses safety risks (insurance required)
- needs power or vehicle access
If your event has less than 40 people and doesn't include any of the above, it is considered an activity and doesn't require an event application. But, if it is is being held on Council land, you do need to let us know.
Key timeframes
Apply early! At least 60 days ahead if you need road closures or major consents or permits.
What to prepare
- Event details (name, date, times, location, site map)
- Safety plan (risks, noise, traffic, pack-in/out)
- Permits/licences (food stalls, alcohol, signage, road closures)
- Infrastructure (stages, marquees, waste bins, power access)
- Traffic/parking plan (if needed)
- Contact info (organiser & support team)
How to apply
- Choose the right form:
- Full
Event Application – large events / consents/permits needed
- Parks
Application – smaller outdoor activities
- Simple Notice – very small events (parks calendar only)
- Fill in form with details.
- Submit early.
- Council will review and may request changes.
- Keep permits handy and stay in touch with Council.
Need help? Please contact our friendly customer service team at info@southwaikato.govt.nz.
