Step 1: You

What you need to know

If you wish to film in public spaces within Hamilton you must ensure that all participants comply with all laws, regulations and bylaws at all times during the activity and that all participants comply immediately with any instructions issued by the NZ Policy or Council officers in the execution of their duties. If your filming is part of an event you will need to apply for an event permit also.

Terms and conditions

1. Parks, reserves and squares

Liaison with Parks Staff: The organiser shall liaise with Parks & Gardens staff at least two (2) weeks prior to and on the day of the activity.

No Vehicles: The organiser shall not allow any vehicular use of parks, reserves or other public spaces without the prior written consent of Hamilton City Council. 

2. Permits and licenses

Licences: The organiser shall obtain all appropriate licences (e.g. alcohol, food, trading, building permits, special effects, amusements, temporary structures and marquees) at least six (6) weeks prior to the activity.

Parking: The organiser shall obtain any necessary parking permits in relation to the activity prior to the activity. In addition, the organiser shall consult with Hamilton City Council at least one (1) week prior to the activity in relation to any parking restrictions or parking controls for the activity.

Control of Sound and Noise: The organiser will comply with decibel levels as set out by Hamilton City Council. The organiser may be required to consult with an Environmental Health Officer, (2) two weeks prior to the activity. After consultation with the Environmental Health Officer, the organiser may be required to supply the name and mobile phone number of a person who is available during the activity and who has authority to control volume of noise. This information, if required, shall be supplied to the Environmental Health Officer prior to the activity. If sustainable noise complaints are received the noise level will be required to be turned down.

Electricity: The organiser shall, where electricity is being used for an activity, utilise the services of a registered electrician to undertake this work. All electrical equipment used must be in good, safe working order. 

3. Police and legal

Liaison with Police: The organiser shall make initial contact and consult with Hamilton Police, phone (07) 858 6200, at least four (4) weeks prior to the activity.

Depictions of illegal activity: When filming any scenes that include depictions of illegal activities, battle scenes, special effects like explosions, crowd scenes or other activities that might cause concern by members of the public Hamilton Police need to be consulted. Please note under section 13 of the Arms Act, the law provides clear guidelines for the use of theatrical use of weapons.

Indemnity: In consideration of the grant of approval to use Hamilton City Council’s facilities for a filming activity, the organiser shall indemnify Hamilton City Council against all costs, losses, claims, liabilities, proceedings, damages and expenses incurred and any loss or damage suffered by Hamilton City arising by reason of, or in connection with, the organiser’s breach or non-performance of any obligations under any of these conditions.

Compliance with Legislation: The organiser must ensure that the activity complies with the Hamilton City Council Bylaws & Policies, the Local Government Act 1974 and any other relevant legislation. In addition, the organiser shall take all reasonable steps to ensure that all persons participating in the activity also comply with such legislation.

Compliance with Directions: The organiser shall ensure that all participants comply immediately with any instructions or directions issued by NZ Police or Hamilton City Council officers in the execution of their duties.

Documentation: The organiser shall ensure that a copy of applicable permits are available at all times during the activity and any set up or pack down period associated with it.

4. Property

Access to Properties: The organiser shall ensure that access and egress for residents, businesses and emergency vehicles are available at all times; that the public is not unduly inconvenienced; and that public and private access ways are kept clear at all times.

Responsibility for Equipment: The organiser shall provide, place and remove all temporary structures, road markings, signs, rubbish bins, toilets, equipment, props or other structures or devices associated with the activity. Removal of such equipment shall take place immediately after the activity. All equipment and structures used must be in good, safe working order.

Responsibility for Clean Up: The organiser shall ensure that any area associated with the activity is left in a clean and tidy condition. The removal and disposal of all rubbish shall take place immediately after the activity.

No Damage to Property: The organiser shall ensure that all wildlife, stock, vegetation, buildings and other facilities are not damaged or unduly disturbed at any time during the activity or any set up or pack down period associated with it.

No Fixtures: The organiser shall ensure that nothing is fixed, hung or otherwise attached to any features of the Park, Reserve, Square, Street or Facility (e.g. trees, street furniture, lamp-posts, etc.) without the prior consent of Hamilton City Council. 

5. Publicity

The organiser shall inform residents and businesses in the area affected by the activity at least two (2) weeks prior to the activity. Such information shall at least include a flyer delivered to each house or business in the affected area. The flyer shall contain:

  • The name of the activity
  • The name of the organiser
  • The general nature of the activity
  • The duration of the activity including set up and pack down periods
  • The organiser's contact details before and on the day of the event (including mobile phone numbers)
  • The relevant contact details for appropriate Hamilton City Council officers
  • A draft of this flyer shall be provided to Hamilton City Council for approval at least two (2) weeks prior to its distribution.

6. Streets

Road Closures: The organiser shall apply for any necessary road closure authorisations in writing at least eight (8) working days prior to the activity. (10 working days for processing and 42 days for advertising it to the public.)

Traffic Plan: The organiser shall provide to Hamilton City Council and to the Police a traffic plan at least six (2) weeks prior to the activity. The traffic plan shall include the location of all relevant structures, equipment, facilities, assembly areas, event or filming areas and other facilities, including (without limitation) signs, cones, marshals, vehicles, parking restrictions, road closure details and access for the disabled, emergency vehicles and to public transport. Hamilton City Council and the Police may require further details to be included in any traffic plan. Further details shall be provided as soon as practicable after any such request.

Marshals: The organiser shall provide suitably qualified and identifiable marshals to the satisfaction of the Senior Police Officer in charge.

Compliance with Law and with Police Directions: The organiser shall ensure that all participants comply with all traffic laws, regulations and bylaws at all times during the activity and that all participants comply immediately with any instructions issued by the NZ Police or Hamilton City officers in the execution of their duties.

Traffic Control Measures: The organiser shall provide, place and remove all appropriate traffic management barricades, cones and signs needed for the activity as per agreed traffic plan. 

Step 2: You

Are you filming for an event?

Type

Max file size: 300 MB; Allowed extensions: pdf,doc,docx

Are you using a drone?

Have you (a) read and understood your obligations under Civil Aviation Authority rules, and (b) contacted the control tower at Hamilton Airport, in advance, to discuss your planned drone use and location?

What permissions do you think you require?

I have read, understand and will comply with the terms and conditions

Step 3: Council

What you can expect from us

Once we've received your application we will review it and get in touch within 10 working days.

Planning an event

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Last updated 7 October 2022