If you plan to hold an event on Council-owned land such as a reserve, park, sports ground, beach, road or footpath - you will need event approval. If it's on private property you may also require event approval.
Depending on your event's size, location and activities, you may need other consents and licences for food, alcohol, signage, road closures and traffic management.
Some consents can take up to 90 working days to process, so we encourage you to start your planning early.
For advice and guidance, talk to our event team, or follow the step by step. Contact our events team
Getting started
The steps below will guide you on what other consents and licences you may need for your event.
Start by downloading the Application to Hold an Event. Submit your application for approval at least 8 weeks before your event date.
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Step by step: what other consents may be needed
A guide to additional permits and consents and when you need to submit the applications.
Location of event
Private property
Events on private property need the landowner's permission.
Council land or venue
If you plan to use a public park, sports ground, reserve, beach or any open space - you'll need approval first. Some locations have a pre-approved plan for managing traffic, see below.
Fill out the online booking form to check availability of the location Book a Park or Reserve Form
Event locations with a pre-approved Traffic Management Plan
We have pre-approved Traffic Management Plans (TMP) at some Council locations. If you're planning a fun community event or local festival - using these sites can make the TMP process a simple and affordable option.
| TMD # | Location | |
|---|---|---|
| 1 | Reads Quay South | |
| 2 | Marina Park Car Park | |
| 3 | Marina Park Car Park, Rose Garden, Kelvin Park | |
| 5 | Army Hall Car Park | |
| 6 | Army Hall Car Park, Kelvin Park, Rose Garden, Marina Car Park | |
| 8 a,b | Soundshell 8a Soundshell 8b | |
| 9 | Marina Car Park, Vogel Street | |
| 10 | Gisborne CBD - Reads Quay, Lowe Street | |
| 11 | Churchill Park | |
| 12 | Soundshell - Centennial Marine Drive Car Park | |
| 13 a,b | Cycle Events Kiwa Pools to Pacific St TMD 13a TMD 13b |
Event TMPs are pre-approved Traffic Management Plans designed to help organisers set up safe and compliant traffic management for events held at the selected Council sites.
- Cost: $91 - includes TMP rental and Corridor Access Request (CAR) application fee.
Step by step: How to request an event TMP
1. Get event approval first
- You must have confirmation that your event has approval from Council.
2. Contact us to request the Event TMP
You'll need to request the Event TMP for your location and discuss your proposed traffic management set up.
If you've already submitted an event application, Traffic Management Diagram (TMD) options will have been sent to you.
If you haven't received them, you can request the options by emailing our Events Team or Traffic Management Advisor
3. Event TMP approval
We'll review your request. Once approved, you'll receive the Event TMP file to upload with your Corridor Access Request.
4. Submit a Corridor Access Request (CAR)
- Event organisers must submit a CAR for formal approval.
- See CAR application link below
5. Operate the TMP setup
- Event facilitators - in some cases, we may approve the event organiser to operate the TMP, for local roads only.
Our Traffic Management Advisor will discuss this with you. - Approved TTM providers - for all other setups, you must use a certified provider.
See list of approved TTM providers.
6. Additional site approvals
You need to have venue approval for your event.
- Council parks, reserves, beaches or sport fields - use the online booking form
- Army Hall car park - this is a private booking arrangement
7. Receive stamped and approved TMP
Once your Corridor Access Request (CAR) is approved, you'll receive:
- Confirmation of the CAR
- Approval conditions
- a Works Access Permit
These will be provided via system confirmation.
8. Have a safe and fantastic event.
9. Event completion
- Notify through the CAR system.
Links to further information
Selling or supplying food?
If your event includes food stalls, trucks or catering, each food seller must be registered as a food business, unless exempt under the Food Act. As the event organiser, you're responsible for monitoring food sellers and helping ensure food safety throughout the event.
Submit food application forms at least 20 working days before the event
See more information about selling food at an event
Selling alcohol?
If you're selling alcohol at your event, or if the ticket price includes alcohol - you'll need to apply for a Special Licence.
Submit alcohol applications at least 20 working days before the event.
For events around Christmas or New Year, lodge your application before mid-November to avoid delays.
See more information about Special Licence Application
Traffic management
Any event on a road, footpath, car park, road verge or grassed area within a road reserve require a Traffic Management Plan (TMP).
If your event stops, delays or increases traffic or pedestrian numbers, or you need a road closed - a TMP is needed.
Temporary road closure
Information and form. Submit your application at least 10 weeks before the event
Traffic Management Plan TMP
Traffic management at events. Submit your TMP to us 20 working days before the event.
Event locations with pre-approved TMP
Pre-approved Traffic Management Plans (TMP) at some Council locations. If you're planning a fun community event or local festival - using these sites can make the TMP process a simple and affordable option.
District Plan - does your event comply?
As the event organiser, you're responsible for ensuring your event complies with the District Plan. If your event's not a permitted activity under the Plan, you may need to apply for a resource consent.
- Talk to our planning staff early.
- Notified resource consent applications need to be submitted 90 working days before your event
- Non-notified consent application need to be submitted 20 working days before your event
For more information on Resource Consents
Temporary event signage
- All temporary signs must be placed on the site of the event only.
- Only one portable sandwich board-sized sign is allowed in the road reserve.
- Any other signs in public places will require resource consent.
The application form - Resource Consent Form
Submit your application at least 20 working days before the event.
Post-event sign removal
Please remove all signage - including posters, corflute signs and other public advertising within 24 hours after your event ends. Exception: poster bollards may remain, as they will be pasted over. For the definition of 'sign' see our Public Places Bylaw
Temporary structures
If your event includes temporary structures - such as a marquee over 100m2, a platform or stage higher than 1.4m or a lighting tower - you'll need building consent.
We need to ensure the structure meets fire safety requirements. Your application must be approved and an inspection carried out before your event takes place. Talk to our duty building inspector for advice.
Building Consent to erect a temporary structure
A deposit is required with your application.
Amusement devices
If your event includes amusement devices - such as a merry-go-round, inflatable slide or mechanical ride - you'll need a Certificate of Registration of an Amusement Device from Worksafe New Zealand. Visit their website for more information and to apply.
Temporary accommodation
If your event includes temporary camping-style accommodation, you'll need approval first.
Lodge your application at least 20 working days before the event.
Temporary Camping Ground Application Form
Managing all the waste
Rubbish and recycling
Talk to us about your waste plan - especially if your event will generate large volumes of rubbish or recycling. We can guide you on bins, signage and disposal. For more information about Waste minimisation at events
Toilets
If your event requires toilets connected to septic tank systems, contact us early to discuss requirements. Use our guide to determine how many toilets your event may need. Guide to the number of toilets required
Liquid waste
If your event involves temporary discharge of liquid waste, you'll need consent.
Trade Waste information - consent application for Temporary Discharge of Liquid Wastes
Marine activities
If you're event involves activities in or around beaches, rivers, or coastal waters, you'll need approval. Our marine area extends from Mahia Peninsula to Lottin Point and includes all waterways and foreshore areas.
Marine Event Application Form
Lodge your application at least 40 working days before the event
Open fires or fireworks
If your event includes an open fire, this includes hangi - you'll need a fire permit. Fireworks displays must provide a certificate for an outdoor pyrotechnic display. Apply online at www.checkitsalright.nz
Smokefree and Vapefree Policy
All Council reserves, parks and sports grounds are smokefree and vapefree areas. This applies to events held on these sites, including any sponsored or run by Council. Smokefree and Vapefree Policy
Compliance is voluntary but we encourage organisers to support the policy by displaying smokefree signage at your event. Signs are available free of charge from Smokefree.org.nz
Health & Safety Plan
A health and safety management plan is required for all events - it's a key priority when planning. Depending on the nature and scale of your event, you may also need a site safety plan and a security plan. Talk to us early, we can guide you on what's required and how to prepare.
For more information on Health and Safety