Holding an Event

media_technology_microphone_75px.png

If you want to hold an event in a public space, the following information should help answer your questions and get you started.  We welcome events to our region, although there are many things to consider when giving approval for events, including public safety and ensuring minimal disruption to others, and so we do need to find out more and sometimes to consider an application from you to hold an event.

Public spaces include parks, reserves, beaches, recreation areas, streets and footpaths, lookouts, amongst others. 

You can search our facilities below to find a location for your event and then refer to the information below to complete any required applications.

Search outdoor facilities Search community buildings View events calendar


Book a Council facility for your event (including sports fields, parks, swimming pools)

In the Great Lakes, home to over 148 beautiful parks, gardens, recreation areas and playgrounds, there are numerous choices for your event.  We are responsible for 20 well equipped public halls and community centres along with numerous heritage buildings in our region.

Facilities can be booked using the following forms:

In the Manning region, facilities including the Harrington Function Centre, Ormsby House, the Visitor Information Centre Theatrette, Wingham Court House or Wingham Town Hall may be booked - please complete the

In Gloucester, choose from Billabong or Memorial Park, numerous Council buildings and the Indoor Recreation Centre. 



How do I apply to hold a larger event?

Depending on the size and scope of your event, you may not even need to complete a development application (DA). Complete and submit the relevant form below at least four months before your event. A council representative will contact you to advise whether a DA is required.

Holding events in the Manning Valley

If your event:

  • requires Council services eg power, amenities, waste; and / or
  • will be held for more than one hour; and / or
  • attracts an audience of more than 50 people

please complete our Event Application(PDF, 1MB)

Holding events in the Great Lakes

Read the Council policy below and complete the application form.

Event (Special) Approval Policy(PDF, 77KB)

Special Event Application Form(PDF, 237KB)

Holding events in the Gloucester region

If your event:

  • will attract an audience of more than 100 people;
  • is open to the public and is ticketed;
  • requires full or partial closure of a road; 
  • will involve erection of temporary structures or amusements; 
  • will sell food;
  • will serve alcohol;
  • is an organised one-off sporting activity;

please complete our Event Application(PDF, 232KB)

Risk assessment(PDF, 232KB)

Risk matrix table(PDF, 219KB)

Emergency communication form(PDF, 263KB)



Can we hold a wedding in a public space?

The MidCoast is abundant with beautiful beaches, waterways, rivers, headlands, and rustic rural settings - perfect for outdoor wedding ceremonies.  We are happy for you to enjoy your special day in our beautiful outdoors, but there is a form to fill out, and a few things you need to consider:

  • you can’t hold your wedding reception in any public space;

  • public land is for everyone - we are unable to give you exclusive use of public spaces, so we request that you do not disturb other users of the facility;

  • and rice and confetti are not allowed on any reserve or beach - we need to keep the area beautiful!

In the Manning region, complete our Event Application(PDF, 1MB) (Parts A & B).  If you are having any structures (such as chairs, marquees, flags) you will need to also complete Part D Temporary Structures and a Risk Assessment.

There is a $100 application fee to use the park for weddings.

In the Great Lakes, complete our wedding application form(PDF, 99KB) .  There is no charge to use a Council reserve or beach for a wedding ceremony, but you will need to submit an application to use public land. We will also need the following additional information:

  • the approximate number of guests (so any parking issues can be sorted out).

  • tell us about any special items you will be bringing to the ceremony (such as carpet, seating, tables, arches, flowers, etc.)

In the Gloucester region, complete a booking form for the Council facility of your choice.  There's no need for an event application.



Can I place signage for my event?

In the Great Lakes and Gloucester, you can apply to erect signage as part as your application.

In the Manning, you may also apply to promote your event in the lead-up, by installing signage in selected roadside locations.  For information on locations, conditions and to make an application, complete the Community Event Signage application form(PDF, 1MB).



Can I hold a street stall?

Across the MidCoast, Council's Vibrant Spaces initiative aims to encourage vibrant street spaces.   Visit the link to register to hold a stall for non-profit organisations or a temporary stall (Taree only)

In Forster Tuncurry, street stalls are permitted for charitable, benevolent or non-profit organisations.  A maximum of two street stalls per organisation per month is permitted in each shopping centre.  To keep things fair, applications can only be made up to three months in advance.

If you would like to make application for a street stall, please contact us.  At the time of application, we request you provide a copy of your "Authority to Fundraise Certificate" issued by Charities NSW and a copy of your Certificate of Currency for Public Liability Insurance. For further information please refer to the Street Stall Policy.(PDF, 30KB)



Can I have a temporary food stall?

In the Great Lakes, you will need to supply Council with a Notification of Temporary Food Stall(PDF, 34KB) form. Completed forms should be submitted at a MidCoast Council office or emailed to council@midcoast.nsw.gov.au

Stall set-up and design must comply with NSW Guidelines for Temporary Food EventsOpen this document with ReadSpeaker docReader, and you will need to attach a drawn plan of the stall and specify how food products and preparation will be protected.

Any food handlers must have appropriate training skills and knowledge in food safety as required.

In the Manning, applications are not needed for:

  • a one-off event with only one stall eg Lions Club sausage sizzle;
  • part of a larger event eg a markets or festival – the event organiser will do this. 

You do need to complete the Special-Event-Food-Business-Notification-Form.pdf(PDF, 230KB)  at least 7 days before the event if:

  • your food stall is on a footpath – you must write to us 7 days beforehand to seek approval;
  • if you are organising an event with multiple food stalls.

For information about fees see Inspection and administration fees for food businesses. 

Contact our Gloucester office to enquire about holding a temporary food stall.



Markets

Regular markets are held across the MidCoast region, which are run by charity and community based organisations with net profits directed for their benefit.

To find markets in your locality and apply to attend them, please visit our Events Calendar and search 'markets'.



Do I need to apply to busk?

Across the MidCoast (excepting Forster Tuncurry), Council's Vibrant Spaces initiative outlines how to busk.  Visit our Busking page for more information and to apply.

In Forster Tuncurry, busking is permitted in the CBD areas of Forster and Tuncurry. We have a busking policy which encourages busking by providing a simple process that supports performers and promotes activities in the Great Lakes region. Buskers will need a permit from Council before they perform.

To apply for a busking permit, please complete the attached application form and pay the appropriate application fee.  The busking licence will be valid for 12 months. Locations for busking need to be approved by Council a maximum of 12 weeks before the performance. Buskers under 12 years old need a parent present when the application is made to Council.

Busking Permit Application Form(PDF, 72KB)

Map of Busking Locations in Forster CBD(PDF, 864KB)

Map of Busking Locations in Tuncurry CBD(PDF, 603KB)

Council Busking Policy(PDF, 12KB)



Event Sponsorship

In the Manning

If you are the organiser of a community event in the Manning and would like a little extra funding, we’ve got good news for you! Applications for the sponsorship of local events* happening in the 2017/18 financial year are now open. *This is a continuation of the previous Manning region program, while a review of event sponsorship for the entire MidCoast region is undertaken.

We’re on the lookout to sponsor events that provide economic, social and cultural benefits to our community, so if this sounds like your event, we’d love to hear from you. We are proud to have supported some fantastic major events in the past including the Wingham Akoostik Festival, Old Bar Beach Festival and the Taree Aquatic Powerboat Club’s Easter Spectacular, as well as smaller community events.

If you feel that your event could benefit from this financial assistance, check our policy(PDF, 97KB), our guidelines(PDF, 369KB), and complete a sponsorship application(PDF, 1MB).

Applications close at 5pm on Wednesday 26 July.

In Gloucester and Great Lakes

Please contact us to discuss your proposed event.



Can I promote my event on Council's website?

Yes you can, as long as it fits within our Council event criteria.

The Events listing is produced to promote the many activities held within the MidCoast Council area. If your organisation has a one-off community event they wish to have considered for inclusion, please read the following guidelines and complete the online form below.

Eligible events

A community event is defined as a happening that brings people together to celebrate, raise funds and to enjoy. The event must be:

  • held within the MidCoast Council area
  • made available to the community in general, not just members of clubs etc.

Please note

  • Activities such as weekly club meetings, classes or courses will not be included.
  • Activities promoting or linked to political parties and private enterprise will not be included.
  • The contact person's name and telephone number will be published to allow the reader to gain further information.
  • Council has the right to determine which events will be listed.

Click here to view form.