Plan your event in Port Stephens
Port Stephens Council provides a one stop shop for event 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 Tourism and 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.
In addition to your event planning requirements, our Tourism and Events Team can also help with accommodation, functions and tour bookings.
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.
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.
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 Tourism and Event unit manages event applications in Port Stephens. To get started, contact Council’s Event Liaison Officer on (02) 4988 0900, email at email@example.com or download 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 firstname.lastname@example.org.
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.