To hold an event or activity in public spaces managed by Bayside Council, you must have event approval.
Event approval helps ensure your activity meets legal and Council requirements, minimises community disruption, and ensures residents impacted by events are informed.
For the safety and protection of all park users, Bayside Council requires that third-party operators:
- Provide a current $20 million Public Liability Insurance certificate naming Bayside Council as an interested party.
- Supply relevant compliance and safety documentation such as SafeWork NSW certifications for amusement devices).
- Comply with Council’s conditions regarding set-up, pack-down, waste management and vehicle access.
Follow these steps to apply for event approval. Council's Event Concierge can help guide you, make your application process smoother and offer advice and handy tips.
Event Application Process
The Bayside Council Event Guide provides key information to help with submitting an application. The guide includes key steps, useful tips, and information to help you plan and run a successful event.
Applications must be submitted at least 4–6 weeks before the event. Events with larger infrastructure, road impacts or specialised activities may require longer notice.
Submit an Initial Event Application Form
Submit an Event Enquiry via Bookable
Concierge is Assigned
Bayside Council's Event Concierge will assist you in clarifying regulatory and compliance requirements, providing venue information and linking to helpful resources.
Council to Review and Assess Application
Council will respond within 5 business days to confirm:
- In-principle approval
- Details of required documents
- Applicable fees
- If more information is needed.
Finalise Event Management Plan
All supporting documents need to be submitted as stated in the Event Management Plan, and any fees must be paid before your event permit is issued.
Permit is Issued
Once approved, we will issue your event permit with conditions of approval.
Event Delivery
Deliver your event in accordance with the event permit.
Post-Event Wrap Up
Council will send you a post-event survey, arrange a debrief, and refund your bond.
If repairs are needed due to damage, costs will be deducted from your event bond.
Resource Library
Allow enough time to plan your event, complete documents, and get approvals. An event application form may need to be submitted to Council up to 6 months before the event.
For high impact events, we recommend submitting your application at least 6 months in advance. For low-impact events, submit your application form at least 2 months before the event date. Your event will be assigned a category during the assessment process after you submit your initial event enquiry form.
To start the process, please submit an initial Event Enquiry Form. The Event Concierge will assist you with the rest of your event planning process. More information can be found in the Event Guide.
| Item | Details | Links to Forms and Information |
| Event Enquiry Form | Submit an event enquiry so we can assess your event. | Event Enquiry Form |
| Development Application (DA) | Some events need planning approval. Depending on the event, scale, impact, and structures, a DA may be required for events on private land. | Development Application Information |
| Road Closure Application | The event organiser will need approval and Traffic Management and/or Control Plans if closing roads or footpaths for the event. | Road, Footpath & Road Related Area Closure Application |
| Temporary Event Liquor Licence | The organiser will need a special event limited licence if planning to sell or supply alcohol at the event. | Liquor & Gaming NSW |
| Risk Management Plan | The organiser will need a comprehensive plan to manage identified risks and outline processes to manage emergencies. | Event Risk Assessment and Management Plan Template |
| DRAFT Event Management Plan | The organiser will need a comprehensive plan that includes all event details. | Page XX of the Event Guide lists what to include in your Event Management Plan. For more guidance, see Event Plan Considerations. |
| Temporary Food Vending Registration | All temporary food stalls/trucks must apply to be registered with council. | Temporary or Mobile Food Business Registration |
| Notify NSW Police and Emergency Services of Your Event | To ensure proper coordination for public safety, crowd control, and traffic management, the organiser must notify the police, emergency services and traffic management. If your event is likely to attract a crowd, you may need to lodge a notification of intention to hold a public assembly with NSW Police. | Emergency Services - send an email to tell them you plan to host an event:
NSW Police - contact the local police station for your event location for details on how to submit your event notice:
|
| Music Copyright Licences | A licence is usually required to play music in a public space. Playing music publicly requires permission from the owners of the copyright in that music. | OneMusic Australia |
| FINAL Event Management Plan (and related documents) | We will send the organiser a list of all additional documents and information required. | |
| Payment of Fees and Charges | We will outline all relevant fees and charges for the event. | |
| Event Permit | Issued after:
| |
In some cases, a Development Application (DA) may be required for an event. This process can take up to 12 weeks. In most cases, a DA will not be required. Our Event Concierge can tell you if your event will need a DA.
Application Considerations
When assessing your application, Council considers risks and impacts on the local community and environment. Factors considered include:
- The location, size and suitability of the area
- The anticipated number of people at the event
- The type of activities and entertainment planned
- If food or alcohol is available
- The impact on traffic and parking
Your request will be assessed based on the information you provide in your application. This will determine your event category (low impact, medium impact, or high impact) and any other permits or approvals you may need.
Please provide all details and attachments outlined in the event application form. If information is missing from your application this can cause delays with your event assessment and approval.