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Events on Council Land Application Form

Use this form to apply for a permit to hold an event on council land this includes parks, reserves, beaches and/or roads.

Please ensure you provide a minimum of eight weeks before your event date. For major events e.g. more than 1000 persons, please contact us at least three months prior to the event date.

Please also the Event Requirements webpage and the Planning a Better Event Toolkit for useful imformation and guides.

Event Details

Event name(Required)

Event location(Required)

Street Address Suburb Post Code

Describe the event program and objectives(Required)

Event date(Required)

DD slash MM slash YYYY

Event start time (public)(Required)

Hours

Minutes

AM/PM

Event finish time (public)(Required)

Hours

Minutes

AM/PM

Event set up date(Required)

DD slash MM slash YYYY

Event set up start time(Required)

Hours

Minutes

AM/PM

Event pack up date

DD slash MM slash YYYY

Event pack up and time(Required)

Hours

Minutes

AM/PM

Event entry cost(Required)

Is the event entry ticketed?(Required)

Yes

Expected attendance numbers

If your expected attendance is greater than 1000 people for more than two hours, you are required to complete the Place of Assembly form.

Total number of persons expected(Required)

Estimated maximum attendance at any one time(Required)

Event Applicant Details

Business/company name(Required)

Is this a not-for-profit organisation?(Required)

Yes

Event Organiser

Name(Required)

First name Last name

Position(Required)

Phone(Required)

Email(Required)

Address(Required)

Street Address Suburb

Onsite Emergency

Name(Required)

First name Surname

Phone(Required)

Site Infrastructure

As of 21 December 2021 inflatable devices (jumping castles, inflatable slides, zorb balls, etc) are not be permitted on council land.

Fencing(Required)

Yes

Tick all that apply?

Existing fence

Temporary fence

Marquees(Required)

Yes

Number of marquees:

Size of marquees

Stages(Required)

Yes

Number of stages:

Size of stages:

Other structures e.g. large umbrellas(Required)

Yes

Please provide details of other structures including the amount and size:

Traffic Management

If you are proposing to close a road or change normal traffic conditions, you will be required to provide a traffic management plan developed by a qualified traffic management company.

Could your event implicate a road in and around the event site?(Required)

Yes

Will road closures apply?(Required)

Yes

Date/s of road closure:(Required)

Times of road closure:(Required)

Will public transport be implicated by the event?(Required)

Yes

Site Services

Where possible please visit the site before submitting your application.

Do you require access to power?(Required)

Yes

Describe the power to be used:

Will you be bringing a generator?(Required)

Yes

Do you require access to a water point?(Required)

Yes

Describe what the water will be used for:

Are keys required to access the site?(Required)

Yes

Smoke Free

Is your event a designated smoke free event?(Required)

Yes

You may be able to seek financial support for your event through City of Clarence Grants and Sponsorships.

The sponsorship program can provide support for initiatives, programs, and activations that provide economic and visitation benefits to the city, contributing to the community’s ability to adapt and thrive economically.

Sponsorship applications are welcome throughout the year. Requests must be submitted at least eight weeks prior to the proposed event.

Waste Management

Will there be toilets on the event site?(Required)

Yes

Number of female cubicles:

Number of male cubicles:

Number of accessible cubicles:

Will there be bins on the event site?(Required)

Yes

Amount of general waste bins:

Amount of recycling bins:

Depending on your event and expected participant numbers, you may be required to provide additional toilets and bins.

Entertainment Management

Due to the environmental impact the use of balloons and mass balloon releases are not permitted, and please note Environmental Protection Authority guidelines apply to noise. There is more information about this in our helpful Planning a Better Event Toolkit.

Describe the entertainment for the event(Required)

Will there be speakers and amplified noise at the event?(Required)

Yes

Amplification times

Sound testing times:

Are you proposing to have animals at this event?(Required)

Yes

Do you plan to erect signage at the event site?(Required)

Yes

Food and Beverage Management

Approval to sell food and beverages will depend on the location and type of event. All stalls or mobile vendors must either hold a current food business registration for their setup or apply for a temporary food licence. Visit the Food Business webpage for more.

Will food be sold at the event?(Required)

Yes

Will you be engaging an existing food business or requiring a temporary food business registration?(Required)

Existing Business

Require a temporary food business registration

Name of Existing Food Business(Required)

Please complete the Temporary Food Business Licence form.

Will alcohol be sold at the event?(Required)

Yes

Will alcohol be consumed at the event?(Required)

Yes

Social Inclusion and Accessibility

Please see the Planning a Better Event Toolkit for useful imformation and guides.

Does the event promote social inclusion and provide accessibility solutions for people with disabilities?(Required)

Yes

Please provide details:

Insurance and Risk Management

The following must be included with your application form:

Risk assessment (PDF Preferred)(Required)

Drop files here or

Max. file size: 20 MB.

Depending on the nature of your event and any associated risks you may be required present your event to Council for consideration.

Copy of your public liability insurance to the value of $20,000,000 current as of the event date.(Required)

Max. file size: 20 MB.

Council Assistance

You may be able to seek financial support for your event through City of Clarence Grants and Sponsorships.

Sponsorship applications are welcome throughout the year. Requests must be submitted at least eight weeks prior to the proposed event.

Site Plan

Upload your site plan below. Site plan to include:

Placement of all existing and temporary equipment proposed to be set up
Naming of included roads
For fun runs/cycle events/marches include the direction of the course
Car park locations for participants, contractors, staff and public
All temporary structures (tents, marquees, toilets, bins, fencing, stages, signage)
Location of animals, food and beverage stalls, power, generators and water points.

Upload site plan(Required)

Drop files here or

Max. file size: 20 MB.

PDF preferred

Terms and conditions

Terms & Conditions for permits & licences issued by council for events under council’s Public Places By-law 2018:

The permit is not assignable or transferable.
The permit holder must comply with all requirements, notices and directions given to the permit holder by council or any public or statutory authority and must comply with all acts, regulations, by-laws, codes and all Australian standards applicable to the land or premises which are the subject of the permit.
The permit may be cancelled by council if the permit holder fails to observe or comply with the terms and conditions of the permit.
The permit holder agrees to indemnify, and keep indemnified, and to hold harmless council, its servants and agents, and each of them from and against all actions, costs, claims, charges, expenses and damages whatsoever which may be brought or made or claimed against them arising out of, or in relation to the permit.
If the event is on council land, the permit holder is to have, during the term of the permit, a public liability insurance policy in a form approved by council, of a sum not less than twenty million dollars ($20M or more) in respect of the land or premises.

Personal Information Statement

City of Clarence will only use the personal information on this form for facilities management and related purposes. If this information is not provided, we may not be able to deal with this matter. You may access and/or amend your personal information at any time. How we use this information is explained in our Privacy Policy.

Authorisation(Required)

I have completed this event notification form to the best of my knowledge and agree to adhere to all the reasonable requests made during the assessment and planning phase that may be stipulated by Clarence City Council and other agencies. I acknowledge and accept the terms and conditions of any permits and licenses that may be issued under council’s Public Places By-Law 2018.

I agree that by typing my name below, I have signed this form.

Signature

Comments

This field is for validation purposes and should be left unchanged.

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Events on Council Land Application Form