The NSW event approvals guide
Everything an organiser typically needs. Not every item applies — use the checker to get your own list.
Council · start 8 weeks out
Council event application / land booking
Book the venue and lodge an event application with council for any event on council-managed land.
- Most NSW councils require an event application 6–12 weeks ahead; major events often 3–6 months.
- Activities like selling goods, erecting structures or amplified sound on community land usually need approval under section 68 of the Local Government Act 1993.
- If the site is a Crown reserve, council may manage it, but some uses need a Crown land licence.
- Expect hire fees, a bond, and a site plan review.
Paperwork: Event application form, Site plan, Run sheet, Certificate of currency
Your organisation · start 4 weeks out
Public liability insurance
Councils typically ask for $10–20 million public liability cover, noting council as an interested party.
- Stallholders, food vendors and ride operators should supply their own certificates of currency.
- Check the exact cover amount required in your council's event terms.
Paperwork: Certificate of currency (organiser + all vendors)
Your organisation · start 6 weeks out
Risk management plan
A written plan identifying hazards, controls, and who is responsible.
- Cover crowd, weather, heat, fire, lost children, medical, and site hazards.
- Include an emergency management plan with evacuation points and contacts.
- Organisers have duties under the Work Health and Safety Act 2011 (NSW).
Paperwork: Risk register, Emergency management plan
Transport for NSW · start 12 weeks out
Road closure & Traffic Management Plan
Closing or affecting roads needs a Traffic Management Plan reviewed by council's Local Traffic Committee.
- Follow Transport for NSW's Guide to Traffic and Transport Management for Special Events.
- Events are classed 1–4; Class 1 (major impact, state roads) needs Transport for NSW and Police involvement.
- Traffic control plans must be prepared by a person with a current TfNSW traffic control qualification.
- Notify affected residents, businesses and bus operators; advertise closures in advance.
Paperwork: Traffic Management Plan, Traffic Control Plans, Resident notification letter
NSW Police · start 8 weeks out
Notify NSW Police
Notify the local Police Area Command for large gatherings, road events and licensed events.
- Police input is often required as part of the Local Traffic Committee and liquor licence process.
- Large events may need user-pays police.
Paperwork: Event notification to Police Area Command
Liquor & Gaming NSW · start 6 weeks out
Limited (special event) liquor licence
Selling or supplying alcohol needs a limited licence, applied for via Service NSW.
- Apply at least 28 days before for small events; larger events need much more notice.
- All bar staff need a current NSW RSA competency card.
- Check if the site is in a council alcohol-free zone or alcohol-prohibited area.
- Large events require an Alcohol Management Plan and council/Police consultation.
Paperwork: Limited licence application, Alcohol Management Plan, Staff RSA list, Landowner consent
Council · start 4 weeks out
Temporary food stall approvals
Food vendors must notify/register with council and follow NSW Food Authority temporary event guidelines.
- Each business must notify the NSW Food Authority and hold council temporary food premises approval.
- Many vendors need a certified Food Safety Supervisor.
- Provide hand-washing, waste and grey-water facilities.
- Gas cylinders and cooking equipment need a fire safety check.
Paperwork: Vendor list, Food stall applications, Food Safety Supervisor certificates
Council · start 6 weeks out
Temporary structures (stages, marquees, seating)
Stages, tents and grandstands may need approval and engineer sign-off.
- Smaller temporary structures can be exempt development under the State Policy (Exempt and Complying Development Codes) if conditions are met.
- Larger marquees, stages and seating usually need section 68 approval or a development application.
- Expect to supply structural engineer certification and an installer's compliance statement.
- Check for underground services before pegging.
Paperwork: Structure specifications, Engineer certificate, Wind/weather management plan
Council · start 6 weeks out
Amplified sound & noise management
Amplified music needs council approval and must stay within noise limits and curfews.
- Council sets permitted hours and levels under the Protection of the Environment Operations Act 1997.
- Notify nearby residents; larger events may need a noise management plan and acoustic monitoring.
- Playing recorded music publicly needs a OneMusic Australia licence.
Paperwork: Noise management plan, Resident notification, OneMusic licence
Council · start 8 weeks out
Late-night operation
Events running past around 10pm face stricter noise, lighting and security conditions.
- Most councils require music to stop between 10pm and 11pm in residential areas.
- Plan lighting, transport home and pack-down noise.
Paperwork: Extended hours request, Lighting plan
SafeWork NSW · start 4 weeks out
Fireworks display
Only a SafeWork-licensed pyrotechnician can run a display, with notice to SafeWork and fire services.
- The pyrotechnician lodges notification with SafeWork NSW at least 7 days prior.
- Fire and Rescue NSW or the RFS must be notified; displays are cancelled on Total Fire Ban days.
- Council landowner consent and resident notification are needed.
Paperwork: Pyrotechnician licence, SafeWork notification, Fireworks plan & exclusion zone
Your organisation · start 6 weeks out
Licensed security & crowd management
Crowd controllers must hold a NSW security licence; councils set staffing ratios for large events.
- A common rule of thumb is 2 guards for the first 100 people, then 1 per additional 100 — confirm with council and Police.
- Include a crowd management plan, entry/exit points and capacity limits.
Paperwork: Security provider licence, Crowd management plan
Your organisation · start 4 weeks out
First aid & medical services
Provide qualified first aid; large events need a medical provider and NSW Ambulance notification.
- Major events should notify NSW Ambulance and may need a dedicated medical plan.
- Plan for heat, shade and drinking water.
Paperwork: First aid provider booking, Medical plan
Council · start 4 weeks out
Toilets, waste & cleaning
Show enough toilets, bins and cleaning for your crowd size.
- Councils often refer to the Building Code ratios for temporary toilets; include accessible units.
- A waste management plan with recycling streams is commonly required.
Paperwork: Waste management plan, Toilet hire booking
NSW Fair Trading · start 4 weeks out
Fundraising, raffles & lucky draws
Raising money for a cause can require a fundraising authority; raffles follow community gaming rules.
- Charitable fundraising authorities are issued by NSW Fair Trading.
- Raffles and lucky draws must follow the Community Gaming Act 2018; larger prize pools need an authority.
Paperwork: Fundraising authority, Community gaming records
Council · start 8 weeks out
Beach, waterway or foreshore use
Beach and water events need extra approvals and water-safety planning.
- Water-based activities on navigable waters need an Aquatic Licence from Transport for NSW (Maritime).
- Engage surf lifesaving or professional lifeguards for swim events.
- Some foreshores are Crown land or national park needing separate permission.
Paperwork: Aquatic licence (if on water), Water safety plan
NSW RFS / Fire and Rescue · start 2 weeks out
Open flames, BBQs & bushfire season
Open fires are restricted in the Bush Fire Danger Period and banned on Total Fire Ban days.
- A fire permit may be required during the Bush Fire Danger Period (generally October–March).
- Have a fire-weather contingency and extinguishers at each cooking point.
Paperwork: Fire permit (if required), Fire safety checklist
CASA · start 4 weeks out
Drone filming
Flying over crowds needs a CASA-certified operator with the right approvals.
- Recreational flyers cannot fly over or within 30 m of people.
- Many councils also require permission to launch from parks.
Paperwork: Operator ReOC/RePL, Drone flight plan
Your organisation · start 4 weeks out
Accessibility & inclusion
Plan accessible paths, parking, toilets and viewing areas.
- Consider quiet spaces, Auslan interpreters for programmed content, and clear signage.
Paperwork: Accessibility checklist