Event Permit application
To host an event in a public place, you’ll need an Event Permit from the Ashburton District Council. This ensures your event gets priority for using the area, complies with current bylaws, minimises community and environmental disruption, and ensures attendee safety.
When Is an Event Permit Required?
An Event Permit is required if your event is in a public place (e.g., reserve, park, or community hall) and you answer YES to any of the following:
- Is the event open to the public and/or has over 150 attendees?
- Does the event require sole or combined use of a public place?
- Does the event require power or vehicle access in a public place?
- Does the event involve food vendors, alcohol, amplified sound, pyrotechnics, or fireworks?
- Will there be stages or marquees over 100m², amusements, or inflatable devices?
- Will vehicle or pedestrian traffic on a public road, cycleway, or pathway be restricted?
- Will the event impact the community or environment outside of private property?
- Is it a water-based event at Lake Hood?
- Is it at the Ashburton Airport?
Note: If your event is on private property but may impact the local community or environment, contact the Events Team to confirm if a permit is required.
How to Apply
We recommend booking your venue before starting the application process to get priority for using the area. The district offers a range of parks, reserves, and public spaces for various events and activities. Please contact the Property Team or Open Spaces.
Note: When booking, don’t forget to include your set up and pack down days.
Before you begin your application, we recommend you are prepared with your Event-Specific Health & Safety Plan, that includes:
- A Hazard & Risk Management Plan
- An Emergency Management Plan
- A Site Layout/Map
Check out our Health & Safety section for further information.
What Other Information May Be Required for Your Event Application?
You may need to submit additional documentation depending on the size, location, and activities of your event, if you answer YES to any of the following:
For example, parades, street fairs, events requiring parking changes or road closures. If yes, a Traffic Management Plan (TMP) may be required. This must be submitted 4-10 weeks before your event. Learn more
For example, large crowds, stages, or amusement rides. If yes, you must provide proof of Public Liability Insurance with coverage ranging from $1M–$2M based on event scale and risk. Learn more
For example, a cash bar, ticketed events with alcohol, or sponsored drink stalls. If yes, you’ll need a Special Licence. Apply at least 20 working days before your event. Learn more
If yes, a permit is required. Apply at least 10 working days before your event. Learn more
If yes, a Building Consent may be required. Apply at least 20 working days before the event. Learn more
For example, food trucks, market stalls, community fundraisers. If yes, all food vendors must have the required permits under the Trading in Public Places Bylaw 2022. Fundraising events, such as a BBQ or sausage sizzle, may have special conditions. Learn more
If yes, you must obtain consent from WorkSafe NZ, Fire and Emergency New Zealand (FENZ), and the landowner (if on Council land). Learn more
Depending on the size of your event, you may need to submit a Waste Management Plan. Learn more
If yes, you may need Harbourmaster approval and may require additional safety documentation. Learn more
If yes, you may need to obtain approval from the Civil Aviation Authority (CAA) and comply with aviation safety regulations. Learn more
Note: Other licences or legal requirements may apply that are not administered or authorised by the Council.
Timeframes
To ensure your event is processed on time, your Event Application must be submitted at least 4 weeks before your intended setup date. Some activities require longer lead times due to specific safety reviews, public notices, or regulatory approvals.
| Application or Permit | Minimum Submission Timeframe |
|---|---|
Standard Event Permit | At least 4 weeks before the event |
Traffic Management Plan (TMP) | At least 4-10 weeks before the event, depending on complexity |
Road Closures | At least 10 weeks before the event |
Special Licence (Alcohol Sales/Supply) | At least 20 working days before the event |
Trading of Food or Merchandise (Mobile or Travelling Shop, Hawker Stalls Permits) | At least 14 working days before the event |
Amusement Devices & Inflatable Devices | At least 10 working days before the event |
Fireworks/Pyrotechnics | Apply as early as possible (timeframes vary based on event scale) |
Water-Based Events (Lake Hood) | Apply as early as possible (timeframes vary based on event scale) |
Airport-Based Events (Ashburton Airport) | Apply as early as possible (timeframes vary based on event scale) |
Temporary Structures (e.g., marquees, stages) | At least 20 working days before the event (for Building Consent, if required) |
Note: Timeframes listed are minimum requirements - early applications are strongly encouraged, especially for complex events. Failure to provide all required documents within these timeframes may result in delays or your Event Permit not being issued. The Council may request additional information, which could affect processing times.
Fees and Charges
Event applications are subject to standard Event Application fees, which include a charge-out fee if processing exceeds two hours. Additional fees may apply for services such as Mobile Shop or Hawker Permits, Amusement and Inflatable Devices, Venue Hire, and Power Usage. Learn more
