GuideOrganise an event on council land

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2. Event booking process overview

We recommend that you contact us as early as possible in your planning process, preferably as soon as you have an idea about your event.

There are a number of steps you'll need to complete before your event can go ahead as set out in the table below.

We have put together some basic time frames to help ensure you have allowed appropriate time for the planning of your event. These will help you meet the necessary time frame for a licence, permit applications and notification processes and will enable us to support you with your event.

Event Category	Attendees/conditions	First Steps	Advance Planning Period
All events	Any number and all events	Review the 'Organising Your Event' guide on the website Understand what licences are required Complete and submit a land hire application form, along with site plan, risk assessment and Public Liability Insurance Pay admin fee for the size of the event.	There are multiple steps required in order to plan an event; each with their own application notice period. For medium to large events, its is advisable to plan your events up to a year in advance. This will allow time for the various engagement process to take place and licenses to be applied for.

The next steps in the events process are broken down into categories of small, medium or large events:

Event Category	Attendees/conditions	Next steps	Application notice period
A - Small	Sporting events – under 50 participants Other events – under 250 attendees Town Band bookings Single market style stalls	EDDC Consultation Process Commences Pay fees	At least 6 weeks in advance
B - Medium	Sporting events - 50-100 participants Water sports up to 50 participants Other events 250 – 500 attendees. Events that may require EMP & SAG Markets with up to 10 stalls	Required an Event Management Plan Likely to require a Safety Advisory Group Apply for License/s EDDC Consultation Process commences Event confirmed when licenses in place Pay fees	Apply at least 3 months in advance. OR Apply at least 6 months in advance, if you require a time limited (details set out in Organising your Event document)
C - Large of special events	Sporting events - 100+ participants Water sports over 50 participants Other events over 500 attendees. Event requires EMP & SAG Any event that has fireworks Funfairs & circuses Markets above 10 stalls	Will require an Event Management Plan Will need to attend a Safety Advisory Group Apply for license/s EDDC Consultation Process commences Event Payment confirmed when licenses in place Pay fees	Apply at least 6 months in advance (preferably up to 12 months) as an event management plan, a Safety Advisory Group committee and/or multiple licenses may be required.