Event Organiser Guidelines

The objective of these Guidelines is to assist Event Organisers by providing Fundamental Guidelines on the requirements of Central Government and the Kawerau District Council.

An event is classified as an organised gathering that is open to the general public where it is anticipated there will be more than 200 people attending at any one time and/or there will be more than four stalls selling product.

If the organised event is to be held on or in Council administered land or property, when you book the facility you will be required to fill in an application for a Bylaw Permit to hold the event. Council’s Administration Officer will assist you with any procedures required by Council and Government Agencies to ensure the smooth running of your event.

These procedures may also be applicable to events held on private property or Public property not administered by the Council.

Under the requirements of the Health and Safety in Employment Act 1992, as Event Organiser you are responsible for the identification and management of hazards, ensuring that all reasonable controls have been put in place to eliminate, isolate or minimise hazards. It is recommended that you develop a Health and Safety Plan. The following elements are a guideline only and you should contact either the Council or Department of Labour (Health and Safety Sercive) for further information if necessary.

1) Traffic Management and Parking

If you anticipate that your event will seriously disrupt the normal flow of traffic within the Kawerau District and may necessitate a partial or full road closure, please contact the Council as soon as possible, as you may be required to supply a traffic management plan. If a road closure is necessary, allow a minimum of eight (8) weeks for the completion of this process.

Where a high volume of parking is required, you may wish to employ parking marshals to ensure that parking is conducted efficiently.

2) Accident, Health and Emergencies

Ensure that you have a plan to handle any emergencies. Key emergency contacts should be noted and the Event Organiser should ensure that a cell phone is on site at all times. Access for emergency vehicles should be kept at all times. Where necessary, you should consider first aid posts, a centre for emergencies, a communication centre, security and police locations and a system to cater for lost children. Consider how you would handle emergencies such as fire, earthquake or hazardous substances.

3) Environmental effects on people to consider

Ensure that there is sufficient shade/shelter for participants to get out of the sun or rain if required. Ensure that noise levels are reasonable, especially near residential areas. Ensure that there are sufficient refreshment and toilet amenities available for the size of the event and the number of expected participants.

4) Animals (if animals are part of your event)

What steps have been taken to manage control of animals at your event e.g. supervision, animal waste collected and disposed of appropriately.

5) Electrical, Sound and Lighting

Make sure that an approved contractor is being used at the event. Advise Council of the generation devices being used.

6) Staging and Structures

Consider dimensions of all structures and stages, ground stability, weight, as you may require a building consent. The Council’s Building Control Officer will be able to advise you on any requirements you may need.

7) Crowd Control

Where crowd control is an issue, marshals and barriers may be required to ensure public safety.

8) Marquee

All Marquee exceeding 30m² require Building Consent. An Umbrella Application for Consent for all Marquee can be obtained from the Council offices.

9) Stall Holders or Vendors

Stall Holders or Vendors generally fall into the following categories

▪ Amusement Devices – see requirements below

▪ Liquor – see requirements below

▪ Food – see requirements below

▪ General – no special requirements are usually needed, but check with Council to make sure.

The basic requirements for each category are set out below and Council staff will assist you with understanding the Regulations pertaining to each activity.

10) Amusement Devices

Amusement Devices range from Bouncy Castles to Ferris Wheels and require a Permit to Operate within the Kawerau District. A copy of a current Certificate of Registration issued by the Department of Labour for all mechanical rides will need to accompany an application. All devices must be inspected by the Council to ensure that all Labour Department requirements are met. Please allow time for this process to be undertaken.

11) Liquor Sales

Any operator intending to provide liquor at the event must comply with Section 76 of the Sale of Liquor Act 1989 and make application to the Council for a Licence to operate. To ensure that sufficient time is allowed for this process, operators (where possible) should make application three months prior to the event.

12) Food Stalls

All Commercial Stall Holders intending to offer Food and Drink for sale must hold a Current Registration Certificate issued by a Local authority in compliance with the Food Hygiene Regulations 1974 and the Health (Registration of Premises) Regulations 1966. An inspection by the Council’s Environmental Health Officer may be made prior to the event. If inspection has not occurred prior to the event, the Commercial Stall Holder may be subject to on site inspection and, if remedial work is required, the operator concerned could be prohibited from further involvement in the event until such time as a satisfactory inspection can be undertaken.

In Compliance with the Food Hygiene Regulations 1974, all Food Stall operators (both Commercial and Fundraising) must have a certificate in Basic Food Hygiene. For those operators not holding certification, one hour seminars can be conducted by Council’s Environmental Health Officer at the request of the Event Organiser.

13) Sale of Herbal Remedies

Sale or promotion of Herbal Remedies requires the approval of the Medical Officer of Health. Advice on this process may be accessed through the Council’s Environmental Health Officer.

14) Waste Management

A waste management plan may be required if your event has a high waste content like mailers, food stalls, give-aways, large scale catering or is in a sensitive area. The plan should describe the kind of waste that shall be on site and what methods are being used to contain and remove it.

15) High Risk Activities

If you plan to have any high risk activities during your event (e.g. on road, in water, pyrotechnics, work at height), please consult Council on any special requirements you may need.

16) Insurance and Damage

There are a number of factors to consider in relation to insurance, damage to property and health and safety issues. Public Liability Insurance is an insurance policy normally held by the organiser/s of an activity and provides some protection if a third party brings an action against the organiser or when there is a risk of damage. Without such a policy, the organiser could be personally liable.

Downloads

Event Health and Safety Plan 

Registration of Event Form 

Application to sell food at an Event Form