Holding outdoor events in parks and public spaces

Event application form

You need to submit the event application form detailing the specifics of the proposed event activity. It includes applicant details, applicant type (such as not-for-profit or commercial), event type, date, times, location and proposed infrastructure.

This forms the initial basis for an in-principle review to determine if the activity is permitted, the availability of locations and more.

Public liability insurance

A copy of the associated public liability insurance certificate of currency must be provided for all event applications. The insured party must match the applicant for the event application.

Public liability insurance ensures an appropriate level of insurance coverage is held by the applicant for any unforeseen incidents such as public injuries and property damage.

Site plan

A site plan must be provided detailing at least the boundary of the proposed event area, and where known, the location of any proposed infrastructure such as stages, marquees and toilets where applicable.

You can request a site plan template from us for most event spaces in the City of Sydney area.

When we receive the documents and information listed above, we’ll review the proposed event details to determine if the activity and proposed location is permitted in-principle under our policies, guidelines and any associated legislation. We’ll also assess the availability and suitability of the location requested.

Once we’ve reviewed your application, we’ll inform you if the activity and associated details are permitted ‘in-principle’.

If in-principle approval can be provided:

A tentative booking will be held for the location, date and times as requested, pending further required information and documents for a formal approval to be issued. We’ll inform you at this time of the further details and documents that are required.

If in-principle approval cannot be provided:

If the event proposal itself or certain details of the event cannot be approved, we’ll inform you in writing of the decision and the reasons why.

There may be parts of the application that could be revised or removed to make your proposal possible. You may be able to submit an amended application for approval.

Once in-principle approval has been determined, we’ll inform you what further information and documents are required before your formal event approval can be issued.

This usually includes an event management plan that details all the operational information on how the event will be produced and managed professionally, while ensuring the safety of the public, event attendees and event staff.

We’ll provide you with an event management plan template to complete, or you can provide your own if it addresses all the required areas of your event sufficiently.

The plan’s contents will be determined by the scale and type of the event, but can include:

• Key event contact, roles and responsibilities.
• Production schedule for dates, times and details of when everything will occur from bump-in to bump-out.
• Detailed site plans showing the location of infrastructure, access points and licensed areas.
• Temporary infrastructure plan detailing the types and numbers of structures brought into the site, such as tents, marquees and stages.
• Accessibility plan detailing how attendees will enter and exit the event site, how non-event attendees can move around the event site and measures to ensure the site is accessible for people with different access needs such as wheelchairs and prams.
• Toilets and services plan detailing what toilets are available for the event and what power and water access may be required.
• Signs and branding plan detailing the size, number and aesthetic of any signs and branded logos on event infrastructure.
• Traffic management plan detailing how any road closures required for the event will be managed such as diversions, traffic control plans and effects on public transport.
• Waste management plan detailing how waste generated by the event will be managed, including recycling measures and avoidance of single use plastics.
• Noise management plan detailing if amplified sound is to be included and how the noise level will be managed to ensure it is not a nuisance.
• Alcohol management plan, applicable where alcohol is served free or for sale in the event area detailing how this service will be managed responsibly.
• Contingency plan detailing what measures will be taken if the event needs to stop activities, postpone or cancel, and how attendees will be notified.
• Risk assessment identifying the potential risks and outlining appropriate strategies to mitigate them safely.

Depending on the type of event and what is proposed there may be other details and plans required. This may include temporary food permits for events that serve food or a pyrotechnics plan for events with fireworks or other pyrotechnics.

The NSW Government’s Event Starter Guide provides details of other organisations, regulatory and statutory authorities and government departments where further approvals, permits or assistance may be required for an event. It’s also a useful reference for more information on the above event plan subjects.

Once we’ve received, assessed and accepted the event management plan and any other required information, we’ll determine the formal approval for the event and will inform you in writing.

Invoices

Before we issue the final approval document, we’ll raise and issue the final invoices applicable for the event. Fees and charges for events differ according to the applicant type, specific activity type, type of space being used, the number of days and so on.

All invoice amounts must be paid in full before we can issue the formal approval document for the event to proceed.

• A summary of applicable event fees is available here.
• The full fees and charges schedule for the City of Sydney is available here.

Approval document

We’ll issue the formal approval document once we’ve received payment of any applicable fees and charges for the event.

The approval document must be signed and returned to us before any activities can occur onsite for the event.