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Event Licence Application

About this form

ABOUT THIS FORM

Events bring our community together, they showcase our destination, attract visitors, create economic outcomes and improve the vibrancy of our town centers.

Here at Port Stephens we love events and whilst we want to make the application process as easy as possible for you, approval to hold events on public land in our region is mostly required.

This application form has been prepared to assist you to determine what approval you may need. It will guide you through the required documentation to be submitted for assessment and provide examples and templates throughout.

DO I NEED APPROVAL?

This application is not applicable if your event is:

A community gathering, BBQ, birthday party or Christmas function with less than 50 attendees and does not involve temporary infrastructure, amplification, jumping castles, amusements or electrical access approval from Council is not required.
Held on private land, community halls and centers
Regular community sport or activities covered under an existing user agreement
Any event or activity applicable under Council’s Commercial Operator Policy

For private ceremonies including weddings and memorials please submit an Application to hold a Wedding or Ceremony.

APPLICATION TIMEFRAMES

To ensure your event can be approved we recommend low impact events be submitted no later than 4-6 weeks prior and medium - higher impact events 6-8 weeks prior.

Additional time restrictions may apply if your event requires a Development Application, Road Closure or Alcohol.

FEES AND CHARGES

Fees and charges are applicable for event applications in Port Stephens in accordance with the Port Stephens Schedule of Fees and Charges. A not for profit discount may be applicable and will be assessed per application. A fee quote will be provided prior to your event with a final invoice to be provided after the event has been held.

YOUR PRIVACY

Port Stephens Council is committed to protecting your privacy. We take reasonable steps to comply with relevant legislation and Council policy.

Purpose: Council is collecting this information to enable Port Stephens Council to assess your request to hold an event in our local government area.

Intended recipients: The information will only be used by Council, its contractors performing functions for Council, and other agencies such as government departments that have legislation allowing them to access Council records.

Supply: Involuntary

Consequence of Non Provision: Your request may not be accepted or processed due to a lack of information.

Storage and security: This document will be saved in Council’s records management system in accordance with Council policy and relevant legislation.

Access: Please contact Council on 02 4988 0255 to enquire how you can access information.

Applicant Details

APPLICANT DETAILS

The applicant is the organisation, company or individual taking responsibility for the management of the event & must be the holder of the public liability insurance.

Applicant name: *

Organisation/Group type: *

Other - please specify: *

ABN number (if applicable): *

Contact name: *

Position: *

CONTACT DETAILS

Postal address: *

Suburb: *

State: *

Postcode: *

Email address: *

Work phone number: *

After hours phone number: *

Mobile number: *

Sporting Facility Event

SPORT FACILITY MANAGEMENT

Please complete this section if your event is to be held at one of Port Stephens Council’s sporting facilities.

Where applicable, we highly recommend event organisers to reach out to the local club to assist with line marking and canteen operation.

Do you require the fields prior to the event day for training purposes?: *

Date and Time

Date: *

Time: *

Will additional line marking be conducted?: *

Who will be conducting the line marking?: *

Date and Time

Date: *

Time: *

HIDDEN - Specific Function Rooms required and reason for access?: *

Has the local sporting club been engaged to operate the canteen?: *

Will your event impact the regular training of our local sporting club?: * Please contact our team if you require the training details specifically for your venue

Yes
No
Unsure

Higher Risk Events

AQUATIC ACTIVITIES

Will any water based activities be part of the event?: *

Please outline the details of all water based activities: *

Is your event held within the Port Stephens – Great Lakes Marine Park Zone?: * You can check this using the link below

🌐 Link to Port Stephens – Great Lakes Marine Park Zoning Map

Submit Aquatic Licence

An Aquatic Licence must be obtained for events and activities that affect the general public's use of navigable
waters. If an Aquatic Licence is not required for the event, written confirmation must be provided from Service NSW.

Submit Aquatic Licence Upload: * (maximum 10 MB per file; limit 3 files)

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Submit Marine Park Permit

A Marine Park Permit must be obtained for organised events including water activities and sport. If a Marine Park Permit is not required for the event, written confirmation must be provided from Department of Primary Industries.

Marine Park Permit Upload: * (maximum 10 MB per file; limit 3 files)

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FIRE AND AMUSEMENTS

Fireworks and amusements are an amazing addition to an event however does increase the risk. It is the responsibility of the event organiser to obtain all relevant documentation and information

Fireworks

Will a fireworks display be conducted at the event?: *

Licenced operator supplying the fireworks?: *

Fireworks operator conducting the show?: *

Address: *

Phone: *

Location where fireworks will be conducted?: *

Workcover Authority, Fireworks Contractor and Operator Licences Uploads

If you have the following items, please upload them below.

Please note: You may be required to provide the below to Council before an event licence can be issued.

Workcover Authority Upload: * (maximum 10 MB per file; limit 3 files)

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Fireworks Contractor Licence Upload: * (maximum 10 MB per file; limit 3 files)

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Fireworks Operators Licence Upload: * For the operator who is conducting the show

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Amusements

Will amusements be used at the event?: *

Amusement Hire Company: *

Number of Amusements: *

Details of Amusements

Amusement Type 1

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity Required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Risk Assessment Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 2

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity Required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Risk Assessment Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 3

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Risk Assessment Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 4

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Risk Assessment Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 5

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Risk Assessment Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 6

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Risk Assessment Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 7

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 8

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 9

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Type 10

Amusement Name / Description: * The name listed on Public Liability Insurance

Amusement device provider if different to above: *

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement 11

Amusement Name / Description: * The name listed on Public Liability Insurance

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement 12

Amusement Name / Description: * The name listed on Public Liability Insurance

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement 13

Amusement Name / Description: * The name listed on Public Liability Insurance

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement 14

Amusement Name / Description: * The name listed on Public Liability Insurance

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement 15

Amusement Name / Description: * The name listed on Public Liability Insurance

Type of Amusement: *

Dimensions: *

Electricity required: *

SafeWork NSW Certificate of Registration Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Risk Assessment Upload: * (maximum 10 MB per file; limit 3 files)

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Amusement Details Upload

Please download and complete Council's Amusement Details Spreadsheet and upload it below.

Please email the following supporting documentation for each amusement to events@portstephens.nsw.gov.au:

SafeWork NSW Certificate of Registration
Operators Licence
Amusement Risk Assessment

Amusement Details Spreadsheet Upload: * (maximum 10 MB per file; limit 3 files)

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Notification and Promotion

COMMUNITY AND BUSINESS NOTIFICATION

Community and Business Notification of the event is required 21 days prior to the event date. Please provide a copy of the notification.

Community and Business Notification Upload: * (maximum 10 MB per file; limit 3 files)

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Details of Notification: * Please include the details of who is being notified and when it will occur

TEMPORARY EVENT SIGNAGE

Will temporary event signage be used for directional or promotion purposes?: *

If yes, please provide details of event signage: *

I understand that my event signage must comply with the State Environmental Planning Policy (Exempt and Complying Development Codes) 2008 – Temporary Event Signs legislation: *

🌐 Link to State Environmental Planning Policy (Exempt and Complying Development Codes) 2008 – Temporary Event Signs legislation

MARKETING AND PROMOTION

Please upload any images of the event that can be shared by Port Stephens Council and Destination Port Stephens.

By uploading images you provide permission for Port Stephens Council and Destination Port Stephens to use these images for event marketing and promotion.

Would you like to upload Marketing/Promotional Material with this Application?: *

Yes
No, but I will provide promotional / marking information at a later date
No, I won't be providing promotional / marking information

Are any of the supporting documents file sizes over 10MB?: *

How many promotional images would you like to upload?: * Note: 10 MB file size limit

Instructions

Upload documents in the upload section(s) below.
Maximum of 3 documents per upload section
File size limit of 10MB

Promotional Images - Part 1 (maximum 3 Documents): * (maximum 10 MB per file; limit 3 files)

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Promotional Images - Part 2 (maximum 3 Documents): * (maximum 10 MB per file; limit 3 files)

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Instructions

Please email supporting documents to Events@portstephens.nsw.gov.au prior to your Rezoning Request Meeting.

Marketing Material or Flyers

Please upload any marketing material or flyers

Marketing Material / Flyer Upload: * (maximum 10 MB per file; limit 3 files)

Use the "Choose files" button (above) or drop files here to upload.

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Links to event website: *

Short description/blurb of event to be used for event marketing and promotion: *

If you would like to list your event details on the Destination Port Stephens's website please upload the event details by using the below link:

🌐 https://www.portstephens.org.au/eventsubmission

Fees, References and Declaration

FEES AND CHARGES

Event fees apply for events held in Port Stephens. Our team will provide you with a quote upon completion of the event assessment of your application.

Refer to Port Stephens Council Fees and Charges Schedule for the current Event Management fees.

For community based not-for-profit organisations, Council can consider a discount on event fees and charges which will be assessed in accordance with Council’s Not for Profit (NFP’s) Assessment Criteria.

REFERENCE 1

Contact Name: *

Position: *

Contact Number: *

Contact Email: *

Postal Address: *

REFERENCE 2

Contact Name: *

Position: *

Contact Number: *

Contact Email: *

Postal Address: *

DECLARATION

I declare that I am an authorised person to apply for the Event Permit and that all information in this application is true and correct.
I have read the guidelines and accepted the conditions for events.
I agree to comply with all permit conditions, local laws and all relevant legislation.
I declare that all details provided are accurate and this event will be organised and managed as described unless advised otherwise by Port Stephens Council and/ or its authorities.
I understand that this Event Application does not constitute event approval.

Declaration Acceptance: * Tick to acknowledge your acceptance of the above declaration

Date: *

Date:

Name:

User type:

Signature: *

Name: *

Position: *

Date: *

ℹ️ Need help? If you need assistance completing this form you can contact Councils Vibrant Places Team on 02 4988 0255.

💾 Want to save and come back later? You can “Save Draft” to continue completing your form at a later stage. Click "I'm not a robot" then "Save Draft". Enter your email address on the "Save Draft" screen to receive an email with your unique draft form link (Note: Draft Link will expire in 30 days) Note: If you need to leave and come back to the form multiple times, "Save Draft" each time to save your progress.

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Event Licence Application

About this form

ABOUT THIS FORM

DO I NEED APPROVAL?

APPLICATION TIMEFRAMES

FEES AND CHARGES

YOUR PRIVACY

Event Impact Rating

EVENT ATTENDANCE

EVENT INCLUSIONS

Applicant Details

APPLICANT DETAILS

CONTACT DETAILS

Event Details

EVENT DAY CONTACT

EVENT DETAILS

EVENT LOCATION

EVENT DESCRIPTION AND OVERVIEW

ESTIMATED EVENT ATTENDANCE

Insurance and Risk

INSURANCE

Site Map

RISK ASSESSMENT

EMERGENCY MANAGEMENT PLAN

Contacts

Emergency Access

Cancellation and Evacuation

Event Inclusions (1)

FOOD REQUIREMENTS

Food Business 1

Food Vendor 2

Food Vendor 3

Food Business 4

Food Stall Holders and Mobile Food Vendors Details Upload

ALCOHOL REQUIREMENTS

SERVICE AND LICENCING

SECURITY AND FENCING

ELECTRICAL REQUIREMENTS

Electrical Equipment Upload

AMPLIFIED SOUND

Duration of Noise

INFRASTRUCTURE

Generators

Lighting Equipment

Marquees / Gazebos

Portable Toilets

Stages

Stall Holders

Event Inclusions (2)

VEHICLE ACCESS

WASTE MANAGEMENT PLAN

Who will be providing bins or services?

AMENITIES

CLEANING

Traffic Management

TRAFFIC MANAGEMENT

Authority of the Traffic Management Plan

Purpose of this Traffic Management Plan

Submit Traffic Management Plan

Survey of Route

ROAD CLOSURES

Road Occupancy Licence

Road Closure (Temporary) Application

Traffic Control Plan

PARKING

OVERVIEW

Sporting Facility Event

SPORT FACILITY MANAGEMENT

Date and Time

Date and Time

Higher Risk Events

AQUATIC ACTIVITIES

Submit Aquatic Licence

Submit Marine Park Permit

FIRE AND AMUSEMENTS

Fireworks

Amusements

Details of Amusements

Amusement Type 1

Amusement Type 2