Events Notification

Anytime there is an activity that brings a group of people together there is an inherent increase in risk. If you are planning on hosting a public event you will require approval from Council and will need to complete an Event Application Form.

Completing this form will help us understand any increased hazards created by your event and also to determine if you need permits or approvals and to assist you to be able to deliver a successful event.

To ensure any permits or approvals can be processed within the statutory timeframes, you are required to submit your application at least ninety (90) days prior to your event.

Submitting an Event Application Form

To ensure any permits or approvals including for road closures can be processed within the statutory timeframes, you are required to submit your application at least ninety (90) days prior to your event.

A printable version of this notification form is available below for downloading. This can be delivered or alternatively email the form and any required documentation that needs to be included to events@waipadc.govt.nz

You can find the Event Application Form here.

Processing Event Application Forms

Once you have completed filling in the application form return it back to Council. Upon receipt, your application form will be reviewed to ensure the form is completed correctly and staff may contact you during this time, should they need further information to assist with the application.

If the information you submit is incomplete, or does not provide the level of detail required, there will be delays in processing your application and you could risk missing the ninety day timeframe for Council to be able to process your application.

Once we are satisfied the application meets all the required information, a report on the proposed event is submitted to the Service Delivery Committee for their approval of the event. The committee has a statutory responsibility to manage any hazards in our community.

You will be notified once your application has been approved.

Applying for a Temporary Road Closure

If you want to close a road or part of a road you will need to apply for a temporary road closure. Council is required by law to publicly notify the proposed closure in the local newspapers before the date of the closure. This means the application must be lodged with Council at least ninety (90) days prior to the event date, to meet the advertising deadlines.

To apply you should download the Event Application Form, complete it and return it to Council. You will need to describe the purpose of road closure and include details of the roads to be closed, the dates and times of the closures and attach a traffic management plan.

If you do not provide sufficient information relating to traffic management during the closure, your application may be rejected. This information may include (but is not limited to):

• Details of traffic management contingencies
• Site closure methodology
• Site specific signage layout

You must engage a qualified site traffic management supervisor (STMS) to create your traffic management plan.

Objections to Road Closure

During the public notification period, the public can object to a road closure(s). If Council receives any objections the event organisers will be advised and it is their responsibility to work with the objectors to find suitable solutions, with support from Council.

The detail of the objections, including personal information provided with the written objections and the resolution between organisers and objectors will be included in the Report to the Service Delivery Committee so the committee can make an informed decision on approval of the road closure(s).

These reports are publicly accessible documents. Please read our Privacy Statement for more information on how and when Council collects and shares personal information.

If you'd like to discuss your event you can contact council's events and marketing advisors at events@waipadc.govt.nz or by phoning 0800 324 723.