Event Planning

Events Management at Newcastle City Council

Christmas Shutdown

Due to a short office closure period during the Christmas break, as of 15 December 2017 Council will not be accepting any new event requests for events to be held during the period of 15 December 2017 to 7 January 2018.

 

We will continue to accept requests for events to be held after 7 January 2018.
 


Newcastle City Council is a proud supporter of events and recognises their important role in building social capital, encouraging community participation and enhancing tourism opportunities.

Council's commitment to grow Newcastle's reputation as an event city is documented in its  Events Plan 2016 - 2019 (pdf). This plan also describes the multiple roles Council has in relation to events, which includes: attracting, partnering, funding, sponsoring, producing, promoting, approving, licensing, liaison and asset owner.

The  Newcastle Events Guide (pdf) provides helpful information for event organisers planning and applying to run events on Council managed park, beach and road reserves, sportsgrounds, roads, footpaths and public spaces.

By working together with event organisers, Council can continue to ensure the community has access to a diverse range of safe, accessible, well-managed and well-promoted events in Newcastle. If you would like to discuss your event with our Events Management Team, please contact us on the following:

Events Management
02 4974 2841
events@ncc.nsw.gov.au
 

Our City

In 2016, 2015, 2014 and 2012, Newcastle was awarded by International Festival and Events Association (IFEA) the World Festival & Event City Award - “Recognizing the best in community leadership and festival and event partnerships around the world” and  being named as one of the top 10 cities in the world in Lonely Planet’s ‘Best in Travel 2011".

Newcastle is one of Australia’s growing and most vibrant cities full of history and culture, offering an enviable lifestyle for its residents. Featuring world class beaches, close proximity to the outstanding wineries of the Hunter Valley and an unrivalled atmosphere of community, the City and region is a desirable and popular choice for a multitude of events and activities. Dating from 1797, the city has developed from a convict settlement into a vibrant regional capital. Today, Newcastle features an interesting blend of new and old architecture, a rich Aboriginal cultural heritage, and a working harbour. It has an internationally recognised Art Gallery and two major Museums and is home to one of Australia’s most creative and artistic communities.  Newcastle is a city with a difference.

Planning an Event on a Council Reserve

When an event or activity is to take place on a reserve owned by and/or under the trustee of council including, Park Reserve, Beach Reserve or Road Reserve (including footpaths and street parties), you will need to request an Application For Licence to Stage an Event, this can be done by calling Newcastle City Council on one the following numbers:

Reserve

Asset Operator

Contact Details

Park & Beach Reserve

Facilities & Recreation

(02) 4974 2814

Road Reserve, Footpaths & Street Parties

Events Management

(02) 4974 2841


Council's booking officers will check to see if the reserve is available, make a tentative booking and forward the customer the Application For Licence to Stage an Event.

There are strict time lines around the lodgement of the Application For Licence to Stage an Event and are outline in the below impact assessment tables. Council's Events Management team will liaise with the customer throughout the application process, assess the application and issue the event authorisation.

When lodging the Application For Licence to Stage an Event you may need to provide the following information and documentation depending on the size and impact of your event, these include but are not limited to;

Information

Documentation

Public Liability Insurance (PLI) - Event Coverage

  1. Must be a minimum of $20million liability cover

  2. Must note Newcastle City Council as an Interested Party

Charity and Not For Profit Organisations

  1. Supply Certificate of Charity Status

  2. Supply Certificate of Not for Profit

  3. Supply Letter of Authority to Fundraise

Public Rally or Protest

  1. NSW Police Form 1 - Notice of Intention to Hold a Public Assembly

Food Operators

  1. PLI must be a minimum of $20million liability cover

  2. Food Inspection Certificate (Mobile Food vendors)

  3. NSW Food Authority - Markets & Temporary Events Notification

  4. Newcastle City Council - Food Stallholders Schedule

Amusement Operators

  1. PLI must be a minimum of $20million liability cover

  2. NSW Work Cover - Certificates (where applicable)

Pyrotechnics Operators

  1. PLI must be a minimum of $10million liability cover

  2. NSW Work Cover - Certificates

  3. NSW Work Cover - Fireworks Display Check List

Alcohol - Supplying, Serving & Selling

  1. PLI must be a minimum of $20million liability cover

  2. Liquor/Caterers Licence

  3. Medium to High Impact - Alcohol Management Plan

Road Closures

  1. Traffic Management Plan

  2. Traffic Control Plan

Temporary Structures (100 square meters or over)

  1. PLI must be a minimum of $20million liability cover

  2. Hand Over Certificate, Construction Certificate, Build Certificate and/or Engineers Certification

  3. Build Standards:

  • AS/NZS 1170.0:2002, Structural design actions-General principles, and

  • AS/NZS 1170.1:2002, Structural design actions-Permanent, imposed and other actions, and

  • AS/NZS 1170.2:2002, Structural design actions-Wind actions

Site Plan(s)

  1. Placement of Amusements

  2. Placement of Temporary Structures

  3. Placement of Waste

  4. Placement of Toilets

  5. Placement of Temporary Fencing

  6. Vehicle Access

Waste Management - Rubbish, Recycle and Grey Water

  1. Low Impact - Waste Requirements

  2. Medium to High Impact - Waste Management Plan

Sound Management

  1. Low Impact - Details & Duration of Amplified Sound

  2. Medium to High Impact - Sound Management Plan

Electrical

  1. Details of Requirements

  2. Public Access

  3. Single and/or Three Phase

Water - Public Access

  1. Details of Requirements

Vehicle Access

  1. Number of Vehicles

  2. Access Route

  3. Parking Permits Required


Road Reserve

As per the application requirements, events that are located on any section of the road reserve will require a Traffic Management Plan and a Traffic Control Plan to the approval of Council. Please see below for road closure guidelines.

Impact Assessment Table

 
Application For  Licence to stage an Event

 
Event
Scale

 
Event Scale Indicators

When you need to lodge your Application with Newcastle City Council

Road Closure

Small

  • Footpaths

  • Parking Lanes

  • Minor Roads that are easily detoured with no intersections or commercial activity

At least 6 weeks
prior to your event date

Road Closure

Medium

  • Roads with bus routes

  • Multiple streets/roads

  • Any (non-signalized) intersections

  • Any adjacent commercial or traffic generating properties

  • Roads with over 5,000 (ADT)vehicles per day

At least  12 weeks prior to your event date

Road Closure

Large

  • Includes any State Roads

  • Multiple intersections or any signalised intersection

  • All Multi day events

  • Races (cycle and vehicle)

At least 6 months
prior to  your event date

 
Please also note that additional costs are involved for road closures including:

  • Development of Traffic Management Plan ('TMP')

  • Traffic Control Plan ('TCP')

  • Traffic Control including Equipment and Personnel

  • Road Closure Administration

  • Road Closure Inspections

When a Traffic Management Plan and/or Traffic Control Plan is required, it is recommended that you engage a licensed traffic management company to develop the plans and manage its implementation.

Park Reserve and Beach Reserve

The below Event Impact Assessment Table provides a quick reference on how council reviews events and their impact including required time lines and the additional assessments that need to be undertaken.

Impact Assessment Table

 
Application For  Licence to stage an Event

 
Event
Scale

 
Event Scale Indicators

When you need to lodge your Application with Newcastle City Council

Low Impact

Small

  • Plax -1 to 1000 per day

  • Venue - Permissible and/or regular use occupying up to 1 day

  • Times - Operation within 8am - 8pm

  • Electricity - Public Access

  • Amplified sound through small PA 500 watts RMS max and/or not exceeding 5 dB_LA Max at the nearest resident

  • Amusement Devices ('Inflatable Only') - 2 or less devices

  • Temporary Structures & Staging total combined floor space of less than 100 square meters

  • Food - Low Risk, BYO and/or Cahrity Sausage Sizzle, Licensed Food or Coffee Vendors, Pre-package Food and/or 2 or less vendors

  • Animals - Pony Rides

  • Road Closure - See Above

  • Waste - 12 bins or less

  • Alcohol - Supplying ('BYO') or Catering

At least 1 month prior to your event date.

Medium Impact
 
Quick Notes:
A residents flyer drop (event information notice) will need to be approved by council and undertaken by the Event Organizers.
 
Police Approvals  are required for Public Rallies and Road Races. See below Useful Links
to download the Form 1.

Medium

  • Plax - 1000 to 6000 per day

  • Venue-Permissible and/or irregular use occupying up to 3 days

  • Times - Operation outside 8am - 8pm

  • Electricity - Public Access and/or Generated

  • Amplified sound through Medium PA 500 to 5000 watts RAMS max and/or less than 70dB_LA Max at the nearest resident or extended or continues periods of operation

  • Amusements Devices ('Inflatable and Mechanical') - 2 to 10 Devices

  • Temporary Structures & Staging total combined floor space of less than 300 squared meters

  • Food - Medium Risk, Sausage Sizzle, Licensed Food or Coffee Vendors, Pre-package Food, Freshly Prepared Food and/or 2 to 10 vendors

  • Camping - Circus, Show, Carnival, Scouts and/or less than 250 people

  • Animals - Circus (1-25), Dog Displays (1-200)

  • Motor Vehicles Displays & Car Parking less than 500

  • Sport Events - Grand Finals, Triathlons

  • Fireworks - 1 x 30 minute display or less, 100mm in diameters or less aerial shells, conducted in industrial, commercial and/or non-residential Area (Public Notice Required)

  • Road Closure(s) - See Above

  • Waste - 12 to 24 bins (total 24 services)

  • Alcohol - Supplying, Serving & Selling including low and med strength beers and spirits ('Lift APA')

At least  4 months prior to your event date.

High Impact
 
Quick Notes:
A Review of Environmental Factors ('REF') will need to be undertaken and submitted to council for approval.
 
Events occupying community land for more than 3 days not including weekends require Council to undertake a 28 day Community Lands Notice ('Paper Notice, Community Lands Notice & Residents Flyer Drop').

Large

  • Plax - 6000 to 10000+ per day

  • Venue - Permissible and/or irregular use occupying more than 5 days including Saturday & Sunday ('Community Lands Notice Required')

  • Times - Operation outside 8am - 8pm over multiple days

  • Electricity - Public Access and/or Generated

  • Amplified sound through Large PA 5000+ watts RAMS max and/or exceeding 70dB_LA Max at the nearest resident or extended or continues periods of operation

  • Amusements Devices ('Inflatable & Mechanical') - 10+ Devices

  • Temporary Structures & Staging total combined floor space of more than 300 square meters (Hand Over Certificate, Construction Certificate, Build Certificate and/or Engineers Certification Required)

  • Food - High Risk, Sausage Sizzle, Licensed Food or Coffee Vendors, Pre-package Food, Freshly Prepared Food and/or 10+ vendors

  • Camping - Circus, Show, Carnival, Scouts and/or 250+ people

  • Animals - Circus (25+), Dog Displays (200+), Agistment of Stock

  • Motor Vehicles Displays 500+ Vehicles

  • Sport Events - Grand Finals, Triathlons

  • Fireworks - 1 or more displays, Arial Shells of 100mm diameter or more, conducted in local Parks, Residential Areas

  • Road Closure(s) - See Above

  • Waste - more than 24 services per day

  • Alcohol - Supplying, Serving & Selling including full strength beers and spirits ('Lift APA')

At least 8 months
prior to  your event date.
 

 

Useful Links

 The below external links provide information that can help in the planning and support of your event.