Planning an event in Tararua

No matter the size of your event, having an event plan helps things run smoothly. It makes it easier to stay organised, manage risks, and ensure everyone knows their responsibilities.

Your event plan should include:

• Purpose: What is the goal of the event? (e.g. fundraising, celebration, awareness, education)
• Event details: Name, description, date, time, and location
• Audience: Who is your event for, and how many people are you expecting?
• Team: Identify who is helping plan and deliver the event
• Venue: Make sure it’s suitable for your needs and has adequate facilities (like toilets, kitchen etc), parking, and access
• Hiring: Arrange any equipment, suppliers, or contractors you’ll need (e.g. sound systems, marquees, catering, waste services)
• Council requirements: Depending on your event’s size and type, you may need to apply for consents, permits, or licences. Check out our handy one-page event planning guide to help you work out what you need
• Safety and affected parties: Consider nearby residents, businesses and emergency services, and identify any risks. You may also need to arrange security staff, fire wardens, or first aid support, depending on the size and type of event.
• Promotion: Think about how you’ll get the word out – social media, posters, community noticeboards etc
• Funding: How are you paying for the event? Consider funding options – community funding, crow funding, sponsorship etc
• After the event: Clean up the site, thank your volunteers and sponsors, and review what worked well for next time

If you are wanting to hold an event in a Tararua District Council park or facility, you must book it first. You can find more information about booking here Community Facilities | Tararua District Council

Things we recommend considering when choosing your location:

• Conditions of the surface of a park or reserve (e.g. boggy grass, uneven surface)
• Is there enough shade and/or sun?
• Appropriate number of toilets
• Access to water and power
• Any potential hazards (e.g. uneven surfaces, wasp nests, fallen tree branches etc)
• Parking and traffic flow
• Atmosphere
• Impact on the environment
• Proximity to/access of emergency services
• Easy entry and exit, including disabled access
• Security of the site, e.g. considering children, theft etc

Site plan

Depending on the size of your event, we suggest creating a site plan that clearly shows where everything will be located — such as entrances, exits, facilities, and equipment. Tools like Google Maps can help you mark out your layout and make sure there’s enough space for everything to fit safely. Include a clear legend so everyone involved in the event can understand the layout.

Signage

Good signage helps people find their way around easily and keeps your event running smoothly. Make sure signs are easy to read and placed where attendees can see them. Display any important information, such as entry conditions or safety rules, at key points before people enter the site.

Affected parties

Be mindful of nearby residents and businesses. Let them know about your event early and work with them to resolve any potential concerns.

We ask all event organisers to reduce the overall amount of generated waste. Use reusable cups and cutlery where possible, and we encourage you to organise recycling and composting where possible.

For information on rubbish and recycling services in Tararua, check out Rubbish & Recycling | Tararua District Council

Managing risk is one of the most important responsibilities for an event organiser. Identifying potential hazards early and putting measures in place to reduce or remove them helps ensure your event runs safely and smoothly. Taking the time to plan properly can prevent incidents, reduce costs, and protect everyone involved.

As the organiser, you’re responsible for the safety of all staff, volunteers, and attendees. Develop a clear action plan and emergency management plan that outlines how you’ll manage health and safety before, during, and after the event.

If there’s any potential risk to participants or the public, make sure you have first aid or medical support on site.

For information from WorkSafe regarding managing an event, check out Event management | WorkSafe

Traffic management is an important part of keeping your event safe, but it can also be costly. Whenever possible, plan your event in areas away from public roads.

If your event needs to use a road, or if it is likely to create significant traffic congestion, you must apply for a road closure or Traffic Management Plan (TMP) via Tararua District Council, or New Zealand Transport Agency (NZTA) Waka Kotahi if it is a State Highway.

A TMP outlines how traffic, pedestrians, and emergency access will be managed during the event. It may include signage, barriers, detours, and marshals to direct traffic safely. All approved road closures must be advertised to the public, and the TMP should be followed to ensure the safety of attendees and the general public.

For more information or to apply for a road closure or TMP, check out:

• Corridor Access | Tararua District Council for local roads
• Traffic management plans and corridor access requests | NZ Transport Agency Waka Kotahi for State Highways
• NZEA_PRACTICE+NOTE+FOR+PLANNED+PUBLIC+EVENTS+THAT+IMPACT+THE+ROAD+NETWORK.pdf

Things like marquees over 100m2, stages, fencing, or bouncy castles that will be in place over 7 days may need building or resource consent, or an application for exemption. If you intend to erect a marquee, any required application for consent or exemption must be completed prior to submitting an application for an alcohol licence.

For more information, check out [link here???] or call 06 374 4080 and ask to speak to one of our building or planning officers.

If you are operating an Amusement Device at your event, you must apply for a permit. You can find the application form here Amusement Device Operator Application

Food

As an event organiser, you need to ensure that all participating food vendors at your event have a notice of registration under the Food Act 2014, or a permit to operate a food stall. It is essential that you contact Tararua District Council and speak to the Environmental Health Officer at least 10 days prior to your planned event. This will ensure that enough time is allowed to grant approval for you to operate at your planned event.

For more information and to apply for a food stall licence, check out Food Stalls & Fundraising | Tararua District Council

Alcohol

To sell alcohol at events and occasions, you may need to apply for a special licence.

You need to apply for a special alcohol licence if:

• an event is being held in a place that is not licensed (e.g. a park or community hall)
• the event is being held at a licensed premises but will run outside the licensed hours or licence conditions. Note, it cannot be for an extension of licensing hours (i.e. it must be an event)
• alcohol is being supplied at no cost, but there is a cover charge to enter the event, meal charge, a donation, or any other form of charge

You do not need a special licence when:

• you are supplying alcohol to your guests in your own private residence
• your guests are bringing alcohol to your own private residence
• you are holding a genuine private social gathering in a public facility such as a hall and you are supplying alcohol to your guests, as long as the public is not able to access the event (e.g. weddings)

It is essential that you apply for the special licence via Tararua District Council at least 20 working days prior to the event. Applications can be considered in less than 20 working days if the event is unexpected (for example, a funeral). However, the District Licensing Committee will decide if the event could have been foreseen and whether or not to consider the application.

If you are uncertain, or require assistance, reach out to the Alcohol Licencing Officer at Tararua District Council.

For more information and to apply for a special licence, check out Special Licences | Tararua District Council

Please also take note of Alcohol Ban areas here Alcohol Ban Areas | Tararua District Council

For more information on Special Licences, check out Special licences | New Zealand Ministry of Justice

Permits are generally needed for all fireworks and outdoor fires.

Read more information on fire permits on the Fire and Emergency website here Fire prevention and fire safety | Fire and Emergency New Zealand

The Tararua District Council has a bylaw that controls certain activities that may take place in a public place.

Read more information on the public place bylaw here Public-Places-Bylaw-2024-adopted-25-September-2024-with-amendment-to-Schedule-3-30-April-2025.pdf

Applying for resource consent is required for activities that have an effect on the environment. This includes activities that are not provided for in the Management Area or Zone, or your activity may not be able to comply with Part 5 of the District Plan.

The District Plan is councils rule book for land use and subdivision across our district. Read more information on applying for resource consents here Applying For Resource Consent | Tararua District Council

Or, you can contact the planning team by emailing planning@tararuadc.govt.nz, or phoning Tararua District Council on 06 374 4080, to talk to them about your proposed activity. The planning team will be able to provide you with some guidance and determine whether or not you require resource consent.

Once you've figured out the costs of your event, it is time to plan how are you going to cover them. There are three elements to funding an event: community funding, sponsorship and event revenue.

For more information on community funding opportunities, check out Community Funding | Tararua District Council