Here at MidCoast Council we love events and activities being held in our beautiful parks and reserves and our dedicated Events Team are here to assist you in getting your event happening!
If you are familiar with the Event Application process and are confident that your activity requires the completion of an Event Application, skip straight to the 'Complete an Event Application' section below.
If you are unsure if your activity requires an Event Application or you need further guidance, please read the information provided here:
Firstly, is your event on private land or in a Hall?
If your event is to be held on Private land or in a hall, you will not need to complete an event application. You will follow a different process.
To hold an event or activity on private land, the first thing you need to do is to enquire with Council's Development and Planning section, Call Council on 7955 7777 to discuss your proposal with a planner.
To hold an event or activity in a Council managed hall or building, you can either make a booking on Council’s Bookable system or contact Council on 7955 7777 and discuss your proposal with a member of Council’s Halls and Facilities team.
How do I apply to hold an event on Council owned or managed land?
To hold an event or activity on Council owned or managed land, Council approval is required.
For larger gatherings an Event Application may need to be completed.
To hold a small gathering (such as a family function or wedding service) you may only be required to make a park booking via Council’s website.
When do I need to submit my Event Application?
As a guide, the greater the impact your event will have on the community, Council reserves, and/or infrastructure (eg roads, parking etc) the earlier we would like to receive your event application to allow us time to adequately assess your proposal.
In general, applications should be submitted to council 12 weeks or 3 months before your event.
If there will be road closures and / or service of alcohol Council will require the application a minimum of 16 weeks or 4months before your event date.
Complete an Event Application
While we try to keep our application process as simple as possible, we do require certain documentation to ensure the event will be a safe and positive experience for everyone. The following forms need to be completed or provided before your event can be assessed.
- Complete your event application form here:
Click here for a printable pdf version of this form.(PDF, 229KB)
Inclusivity and Accessibility at events
Please note that it is a legal requirement for Event Owners to provide access to people with a disability. Events should be enjoyed by everyone in our community and need be designed in an inclusive and accessible way.
The NSW Government have put out a toolkit to help Event Owners ensure they adhere to the regulations - NSW government toolkit. The toolkit provides a checklist for event organisers, advises on universal language and symbols and provides tips for communication and assistance. By following the guidelines you will have an event that will be fun for all to attend.
- You will need to develop an Event Management Plan if you don’t already have one. A template is available here:
Event Management Plan(DOCX, 59KB)
- A Risk Assessment is required to accompany an Event Application. A sample of a Risk Assessment Template and Risk Matrix can be found here:
Event Risk Assessment Form & Matrix(DOCX, 35KB)
- An Event Site Map will also be required to be attached to your application; an example of a site map has been provided here:
Site Map Sample(PDF, 276KB)
In the current environment, a Covid Safety Plan may also be required to accompany an event application. Templates and guides are available on NSW Government website.
Depending on the activities you will be having at your event, you may also need to complete one or more of the form/s listed below:
Fees will apply to some applications forms. Council's Fees and Charges can be found here.
Remember, our Events Team are always on hand to help you through the process if you are in need of any assistance. We love to get Events in our region up and running and are here to help this happen.