Events in Public Places
This information has been put together to help event organisers with some of the requirements and procedures that need to be followed in order to:
- Secure your venue
- Comply with Council Regulations and the law
- Obtain approvals for your event and ensure that you create a safe environment for participants
It is important that you take some time to think about exactly what you are planning to do on the day of your event and then make contact with any required agencies. We've put together the following but note this is not an exhaustive list - there may be additional things that you should consider or plan for, which apply to your particular event. Handy contact numbers are at the bottom of this page.
Good luck with your event!
Some things to think about...
| Use of land | Do you have permission from the adjacent landowners for your event? |
| Road closures | Your event may impact on traffic flows getting in or out of the venue/location. If you require a road to be closed, Council has to give a minimum of 42 days public notice to advertise to the public the road closure (by legislation) and it can take up to ten (10) working days to process. Contact: The Infrastructure Services Department, Grey District Council (local roads) and New Zealand Transport Agency (state highways) |
| Traffic management plans | If any part of your activity will be held within Council's road reserve area (includes footpaths, roads and grass verges etc), you'll need to submit a Traffic Management Plan. This needs to be designed by a qualified Site Traffic Management Supervisor (STMS) and supervised by a STMS. These take a minimum of ten (10) working days for processing. Please talk to us if you have any questions. Contact: The Infrastructure Services Department, Grey District Council and New Zealand Transport Agency |
| Roads affected | Will the event affect a State Highway or local road, or maybe both? You may have to submit traffic management plans to both affected agencies. Contact: The Infrastructure Services Department, Grey District Council (local roads) and New Zealand Transport Agency (state highways) |
| Building consents | Some event structures require a building consent, eg some marquees, stages, fencing etc. Talk to our Building Team to find out if this applies to your event. Contact: Environmental Services Department, Grey District Council |
| Resource consents | Is your planned activity a permitted use for the event venue? If not, you may need to apply for a Resource Consent (which can take up to 3 months to be processed and granted). Please talk to our Planning Team first if you're unsure. Contact: Environmental Services Department, Grey District Council |
| Noise | If you're planning on having live or amplified music, you may need a Noise Consent. Please talk to our Compliance Team to find out if this applies to you. Contact: Environmental Services Department, Grey District Council |
| Alcohol | If you're going to be selling alcohol or allowing the drinking of alcohol at your event, you may need a Special Licence. Please talk to our Liquor Licensing Team for more information. Contact: Environmental Services Department, Grey District Council |
| Insurance | Check if you need to have Public Liability Insurance in place for your event. |
| Neighbours | Have you advised the neighbours of the event, especially a potentially noisy event? |
| Food/refreshments | If the food and refreshments for the event are being provided by caterers etc, do they have the appropriate and current food licences? Talk to our Environmental Services department for information on food regulations. Contact: Environmental Services Department, Grey District Council |
| Security | Do you need a police presence or to provide private security staff? |
| Parking | Is there sufficient parking for spectators and event staff? It pays to check with Council first with regards to any parking restrictions/availability to ensure everyone's safety. Contact: Environmental Services Department, Grey District Council (local roads) and New Zealand Transport Agency (state highways) |
| Toilet facilities | Do you need to provide these and how many will you need? Have you thought about disabled access? |
| Signage | Have you thought about signage for your event, including where you might put them? Note that size restrictions are likely to apply, even for temporary signage. Please check with our Planning Team before you get any signs made up. Contact: Environmental Services Department, Grey District Council and New Zealand Transport Agency |
| Event advertising | How are you going to inform the public of your event? You may be required to undertake advertising as part of any Traffic Management Plan. |
| Power access | Is there power available to your event site/venue? Do you need to organise special power connections? Contact: Electronet |
| Funding assistance | Have you organised sponsors for your event? Some events may qualify for financial assistance, eg from organisations such as Council or Development West Coast. Check with them to see if they can help. |
| Rubbish | Do you need extra or larger rubbish bins for the event? Make sure you have arranged for the site/venue to be cleaned up afterwards. |
| Health and safety | Make sure you are aware of your responsibilities under the Health & Safety at Work Act 2015. Contact: WorkSafe |
| Fire, fireworks & pyrotechnics | All storage areas for dangerous materials must be licensed. You may need to get permits and inform the Police. Check if you need a permit for your outdoor fire. Contact: Police and West Coast Fire & Emergency Services NZ |
| Emergency services | Have you notified the applicable emergency services of the event, ie Police, St John etc? Do you need their presence at your event? You may also need to contact the Greymouth Port Supervisor or Maritime Safety Authority. Contact: Port Supervisor at Grey District Council, Maritime Safety Authority, relevant emergency services |
| Helicopters and airplanes | The use/presence of helicopters and airplanes must comply with Civil Aviation rules. Please check with Council with regards to any sensitive areas and restrictions - this also applies to drones. Contact: Assets Department, Grey District Council and Civil Aviation Authority |
Helpful contacts
| West Coast Regional Council | (03) 768 0466 |
| Grey District Council | (03) 769 8600 |
| Buller District Council | 0800 807 239 |
| Westland District Council | (03) 756 9010 |
| Maritime Safety Authority | 0508 225 522 |
| New Zealand Transport Agency (agents - Opus) | (03) 768 7179 |
| Police (Greymouth) | (03) 768 1600 |
| Civil Aviation Authority of NZ (Field Safety Advisor) | (03) 349 8687 |
| Port of Greymouth | (03) 768 5666 |
| WorkSafe NZ | 0800 030 040 |
| Electronet | (03) 768 9300 |
| West Coast Fire & Emergency Services NZ | 0800 858 628 |
Last updated: 05 March 2020
