Holding an Event
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.
Book a Council facility for your event (including sports fields, parks, swimming pools)
Our online booking service allows users to book various Council venues for sporting events, community events and private functions.
Parks – Private functions such as weddings, small community events
Sports Grounds – Sporting clubs single use & seasonal usage, school use
Outdoor Community Pools­ – school use, swim club, swimming lessons
Showgrounds – motor home camping, animal events such as pony club and dressage, community events
Beaches – monthly surf competitions, weddings.
How do I apply to hold a larger event?
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.
As a guide, if your event:
- requires Council services eg power, amenities, waste; and / or
- attracts an audience of more than 50 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 the forms below:
Sample of a risk assessment for an event(PDF, 176KB)
For all forms that may be required to be completed if holding a larger event, please go to our Forms Library Events section.
Can I Conduct a Business on Public Land?
If you wish to conduct your business from public land you will need to enter into a licence agreement with Council. Some examples when a licence is needed are Fitness Groups, Surf Schools, Stand-up Paddle Boards etc or any activity where you are deriving an income from the use of public space or assets. To assist staff when assessing your request it is recommended you supply as much information as possible on your proposed activities including, but not limited to, the following:
- Type of activity
- Foreshore area to be used as a base to set up / set down
- Hours of operation
- Days of operation
- Level on public liability insurance
- Class sizes
- Are you in competition with another operator
- Equipment used
- Does the equipment have workcover / safety Certificates?
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 you need to book the venue. Here is 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!
There is a $100 application fee to use the park for weddings.
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)
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.
Can I have a temporary food stall?
You will need to supply Council with a Temporary Food Stall Notification form.
Completed forms should be submitted at a MidCoast Council office or emailed to firstname.lastname@example.org
Stall set-up and design must comply with NSW Guidelines for Temporary Food Events, 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.
Council recognises that well managed markets activate and bring vibrancy to public spaces enhancing economic potential while promoting healthy lifestyles and encouraging local production, distribution and consumption of food and other goods.
In March 2019, Council adopted a markets policy which relates to markets throughout the MidCoast Council local government area. The policy applies to all regular markets held on Council owned land and/or Council controlled public land including halls and public buildings.
Application for regular markets must be submitted online using the application form below.
All applicants should review the Market application guidelines(PDF, 297KB) before completing the application.
Applications should consist of the following documents:
Do I need to apply to busk?
Across the MidCoast region, Council's Vibrant Spaces initiative outlines how to busk.
For event sponsorship opportunities and information, visit our Grants & Funding page.
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.
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.
- 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.
- Make sure that your event is at least 2 weeks away before submitting the form below. We cannot guarantee events will be uploaded at short notice.
- Council has the right to determine which events will be listed.
Click here to view form.