Apply for an event permit

Do you need an event permit?

An event permit ensures both your event and the safety of attendees is prioritised. You need a permit to host an event in a public park or space in Hamilton, especially when having any of the below:

inflatables e.g. bouncy castle
amusement devices
food for sale, free or fundraising
amplified sound e.g PA system
music
marquee
stage
road closure.

Step 1: You

What you need to know

Types of events

There are three types of events from low-impact (requiring fewer supporting documents) to high-impact (more permits and licences will be required).

Low-impact event

Please submit your application a minimum of 10 working days prior to your event

No Food vendors or trading

Minimal infrastructure

No road closure

No amplified sound.

Medium-impact event (one or more of the following)

Please submit your application a minimum of 20 working days prior to your event

Food and beverage

Trading or fundraising

P.A or amplified sound

Moderate infrastructure

May have a partial road or footpath closure.

High-impact event (one or more of the following)

Please submit your application a minimum of 90 working days prior to your event

Road Closures

Major infrastructure

Fireworks.

What documents will I need?

Every event requires the following documents.

a site plan
an event programme
your health and safety plan
a waste management plan

Our team will assess your application first and, depending on your event impact, you may need to provide the following documentation before your event is permitted:

Public liability insurance
Food vendor registration
Public place permits
Traffic management plan/Corridor Access request
Building consent
Resource consent
Alcohol/Special licence

Our team will be in touch to help you through this.

Step 2: You

Submit your application

Spam Protection

Event organiser

Email address

Phone number

Organisation

Address

Contact(s) on the day

Name

Phone number

Event name

Event start date

Event end date

What is the purpose of your event?

Description of activities

Event impact

Low impact

Medium impact

High impact

STEP 3: COUNCIL

What you can expect from us

Low impact events

We will view your event application and get in contact with you if we require any additional information within 10 working days.

Medium and high impact events

Once we receive your event application, we will contact you to set up a meeting to go through the permit application within 20 working days for medium impact and 90 working days for high impact events (to fulfil any legal obligations).
We may request more documentation if required.

What next?

Our team will assess your application first and will be in touch if you need to provide further information. Here's what you might need:

If you are having food vendors, you will need to provide more details about your food vendors using the form below

Food vendor registration form

pdf 228 KB

If you are having a stall, craft or trading activities at your event you will need to apply for a public place permit.

Apply for a public place permit

Any event affecting the roads and footpaths (there are some exceptions) must have an approved Traffic Management Plan.

If you wish to close a road for an event then you will need to submit your Traffic Management Plan at least 42 days before the event as a closure legally requires public advertising, notification letters, and signage.

Apply for a Traffic Management Plan

As part of your event organisation, you must always maintain safe and unimpeded access for the public along the footpath or public space. If you can't meet the safety criteria, apply for a Corridor Access Request.

Apply for a Corridor Access Request

If you’re having a temporary structure such as a marquee or stage at your event you may need building consent these applications can take up to 20 working days to process and decide on any conditions.

Check the criteria

If you are expecting more than 3000 attendees, you may require a resource consent.

Check the criteria

If you're selling alcohol, you'll need an alcohol licence.

Apply for it

If you are supplying alcohol with no sale, you'll need a special license. These must be lodged at least 20 working days before your event is held. For large events, please lodge applications at least 30 working days before.

Apply for it

Final steps

Once your event application is approved we’ll book your public space, send your event permit, and be in touch with any further information.

Frequently asked questions

Where can I fly unmanned aircraft and drones?

Use the table below to find out where you can fly in Council-managed spaces.

Location	Where you can fly
All parks and reserves (includes Hamilton Lake, Taitua Arboretum and Council-owned gullies)	Noting that flying within 100m of a children's playground within a park is banned at all times.
Car parks (Council-owned)	Flying over only
Council-owned or operated buildings	Flying over only
All public roads including Worley Place shared zone	Assessment-based requests for activity: during when road closures are in place whether the activity is for the purposes of project mapping, inspections (e.g. under bridges) or similar activities.
Cemeteries	Special requests can be considered on a case-by-case basis for activities such as mapping etc.
Hamilton Gardens	You will need written permission from the control tower at Hamilton Airport. This must be provided to Hamilton Gardens staff before approval will be given. Assessment will be based on whether the request is for: occasions where people book out certain parts of the facility for events and occasions instances where people may want to do scenery photography.
Hamilton Zoo	Special requests can be considered on a case-by-case basis for controlled filming over specific areas for activities such as mapping.
Pedestrian malls (Garden Place and Commerce Street), Civic Square	Assessment will be based on where activity is linked to an event.
Pools and surrounding play areas	If the venue is booked out for an event a request could be considered.
Treatment plants, water reservoirs	Special requests will be considered on a case-by-case basis.
FMG Stadium Waikato, Seddon Park, Claudelands, The Grandstand, Founders Theatre	Formal approval by venue management and the client would be required around any drone usage. Flying drones is banned in Mill Street field, Willoughby Park, Beetham Park and Claudelands Oval in the case of events being held in the relevant H3 facility.
Fire ban period	All such activity is banned during a fire ban
Car parks	Taking off and landing in car parks
Children's playground	Flying within 100m of a children's playground within a park is banned at all times.
Council-owned or operated buildings	Take off and landing banned