• Review the Guidelines for events and organised gatherings

• Find a suitable venue and check its availability

• For private venues check with the City on whether the location is suitable 

• Consider if the event will be weather appropriate for the proposed time of year

• Confirm venue booking

• Finalise insurance

• Submit event application (medium / high risk events)

• Seek relevant approvals - fireworks permit, alcohol licence, food permits, traffic management 

• Organise appropriate first aid 

• Book temporary toilets if required

• Notify hospital and police of event

• Check Weather Forecast, consider a Plan B in case of severe conditions

• Book and confirm waste bins

• Organise and confirm food traders, ensure they hold the necessary permits

• Arrange for a pre-event stakeholders site inspection 

For low risk events, the public event application can be submitted 1 month prior to the event. 

Prior to bump-in: 

• Confirm collection of venue keys and access requirements (security codes etc)

During bump-in: 

• Have site plans available at entry point. This helps ensure structures, stalls, rides, toilets, food trucks will be set up in the correct location 

• Obtain relevant Certificates of Compliance (structural / electrical sign off) 

• Ensure all volunteers, security, crowd controllers and other staff are aware of safety procedures

  • including emergency exits, evacuation plan, risk management plan

  • ensure the event team has communication devices for the duration of the event