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Plan your event in Port Stephens

Port Stephens Council provides a one stop shop for event and filming application approvals. Our simplified application process is designed to encourage events across Port Stephens by providing a seamless and efficient process for event organisers.

Our dedicated Events Team manage all event applications and enquiries and can provide assistance to event organisers to ensure safe and successful events are held in Port Stephens.

Events toolkit

Our events toolkit provides advice to help you navigate the application process and understand the statutory requirements to help you deliver a safe, well-coordinated and successful event.

Download the Events Toolkit

Application Process

Event mapping portal

Find out more about wedding and event locations and amenities.

Port Stephens has a wide range of parks, reserves, sports fields, beaches and halls to find the best fit for your event click here.

Once you have chosen your location see the site from the sky and learn about the through our event mapping portal here you will be able to learn more the amenities available at the site. Events Mapping Portal

Before completing an application we suggest giving us a call to check the availability of a site on 02 4988 0255 or email events@portstephens.nsw.gov.au.

If you would like to hold an event on Council owned or managed land, you must complete one of the following forms:

For all event enquiries please email events@portstephens.nsw.gov.au.

Council's Event Team will assess your application and contact you to discuss your application and any further information that may be required.

Please allow adequate time for the assessment of your application, we recommend you submit the form at least 6 weeks prior to your event.

For large scale, high impact events, we recommend this application is submitted at least 3 months prior to your event.

Event administration and site hire fees apply. Council's Events Team will provide you with a quote upon completion of the event assessment for your application.

Event fees can be found under Administration services on our Fees and Charges page.

The final step in the event approval process is the issue of your event licence and invoice. We will ask you to read and sign your event licence which outlines your responsibility as the event organiser.

Destination Port Stephens

Destination Port Stephens is dedicated to the promotion of the visitor economy in the Port Stephens Area. This website allows potential visitors an opportunity to discover local operator’s accommodation and events and helps visitors plan their itinerary.
List Event Listing on Port Stephens

Australian Tourism Data Warehouse

The Australian Tourism Data Warehouse (ATDW) is Australia’s online marketplace for tourism information. Business and event listings loaded to ATDW are published across multiple websites including australia.com, visitnsw.com

Creating a listing on ATDW is free. In order to maximise the potential of your listing, we recommend you take the time to prepare a quality description of your product, populate each section of the form and upload high quality imagery.

List an Event with ATDW

Frequently Asked Questions

We love events in Port Stephens. If you’re an event organiser looking to bring your event to our area, we want to hear from you. To get you started, here are a few frequently asked questions and five simple steps to follow to ensure a happy, safe and successful time is had by all.

In most cases, yes. Organised events or activities requiring access to Council's land require approval.

Council’s Vibrant Places unit manages event applications in Port Stephens. To get started, contact Council’s one of Councils Vibrant Places Project Officers on (02) 4988 0255, email at events@portstephens.nsw.gov.au or complete an application form today, see the links below.

All public events and some private ceremonies held in Port Stephens will require public liability insurance. Organisations or groups planning to host an event should have insurance already in place. It is important to check with your insurance broker that the nature of the event is covered under your policy.

Council requires a minimum of $20million in cover and must be listed as an interested party on all Certificates of Currency.

Your application cannot be approved without this insurance in place.

Importantly, any vendors you engage to operate at your event (such as food vendors or amusement operators) are also required to have their own insurances in place. As the event organiser, it’s your responsibility to ensure you receive a copy of the vendor’s public liability insurance in addition to your own. Food vendors may also require a current Food Safety Supervisors (FSS) Certificate. This can all be explained by one of our Event staff.

The time required to assess an event varies depending on the size, style and time of the event.

Council is required to perform a host of checks (often involving other authorities) in the assessment process so please ensure you plan ahead and allow us enough time to assess your event.

Generally, yes. However, every effort has been made to keep fees as low as possible for event organisers and ensure Port Stephens remains an event location of choice. If you are a community or not-for-profit group running a low impact event, you may qualify for a not-for-profit fee discount.

Fee advice is available by speaking to our events team on (02) 4988 0900 or email at events@portstephens.nsw.gov.au.

Depending on the nature of your event other permits and approvals may be required for things such as:

  • Road closures
  • Serving or selling alcohol
  • On water activities
  • Selling food

This is not an exhaustive list, but includes the most common permits and approvals required in most event licences issued by Council.

Please contact our Events Team on (02) 4988 0255 or email events@portstephens.nsw.gov.au should you need any help.

Contacts

Events Team
Phone (02) 4988 0255
Email events@portstephens.nsw.gov.au

For more information about what's on in Port Stephens, visit portstephens.org.au