Plan your Event

A community event is defined as a function or event open to the public, such as; a ceremony, a cultural celebration, exhibition, fete, fair, market, gathering, or sporting event.

If you are hosting a community event, there are three approvals that may be required for your event to proceed. 

1. NSW Government Development Application (DA) | NSW planning rules

2. Kyogle Council approval under SECTION 138 | Local Government Act 1993.

3. Kyogle Council approval under SECTION 68 | Local Government Act 1993.

In many instances, a community event may be exempt from a NSW Government DA, if held in accordance with the community event exempt development guidelines. In some instances, your event may be subject to Council approvals only.

If your event requires the closure of a public road, administered by Kyogle Council, you will need to apply for Council approval under SECTION 138 of the Local Government Act 1993.

If your event features any of the following on community or public (Council) land, you will need to apply for Council approval under Section 68 of the Local Government Act 1993:

• Engage in trade or business

• Direct or procure a theatrical, musical, or other entertainment event for the public on community land

• Construct a temporary enclosure for the purpose of entertainment

• Play a musical instrument or sing on community land for a fee or reward

• Set-up, operate, or use a loudspeaker or sound-amplifying device on community land

• Activities incorporating fire and/or fireworks

• Other activities deemed high risk.

Please contact Kyogle Council for further information regarding your event and any approvals required. The Kyogle Council Events Officer can discuss the Development Exempt requirements and direct you to any approval and planning portals.

Further information can be found in the NSW Government FAQs

Event documentation is a really important step in preparing for and planning your event. 

The following steps outline the process in creating documentation that forms the core of your event management file. Following these steps and developing these documents will help ensure the compliance, safety and successful delivery of your event.

Your organisation may be an established event producer with existing documentation, or you may be holding your first event. In all instances, we ask that you submit an EVENT PROPOSAL FORM – Step 1, to assist Council in registering your event, and identifying any approvals and/or assistance that might be required.

STEP #1

Please complete the EVENT PROPOSAL FORM and submit to Council. This will assist our Events Officer in identifying the next steps required.

STEP #2

In many instances, you will need to provide follow up documentation, particularly if you require Council approvals, are hiring Council venues, or you are seeking Council sponsorship and/or funding. 

Kyogle Council can provide organisations and individuals with templates, to assist in this next stage of the planning process.

It is recommended that you start thinking about and planning this documentation, at least 6 months prior to your proposed event date. 

If planning approvals are required, these documents should be attached to your planning applications, at least 2 months prior to your event.

Event Management Plan documentation that may be required:

• Event Brief
• Site Map
• Budget
• Risk Assessment
• Traffic Management Plan
• Emergency Management Plan
• Stakeholder Communication Plan
• Marketing and Communications Plan

STEP #3

The final stage in ensuring you are running a successful and sustainable event:

• Confirm you have all of the correct approvals in place,
• Collect the necessary insurance documentation from your contractors, 

• Communicate the event schedule with all stakeholders, emergency services, and invested parties, volunteers, patrons and impacted communities. 

  The documentation to collate for this final stage, includes:

• Event Notification
• Run Sheet / Event Schedule
• Event Checklist
• Supplier and Contractor Agreements
• Public Liability Insurance Certificates
• Permits and Approvals
• Incident Report Forms
• Post-Event Report