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Planning an event in NSW

last modified 16 Jul 2009 10:24 AM

Planning an event requires the cooperation and approval of a number of people and organisations. Check the Event Starter Guide for extensive contact details and resources for organising an event in New South Wales.

City to Surf
City to Surf
Photo: City of Sydney

Depending on the nature and scale of the event, you may need to provide special services such as emergency health and safety support, special transport arrangements, crowd control and waste management.

You will also have to consider people who are not participating in the event but may be affected by it. These could be road users, local residents and businesses, and other concurrent events.

Your first point of contact is your local council, as they authorise events and consider the event's possible impact on local residents and businesses. You will also need to consider:

  • The police in your area
  • The Roads and Traffic Authority
  • Public liability insurance requirements
  • The State Government's user charges policy for special and major events.
  • Requirements under the Occupational Health and Safety Act

  • Whether your event will clash with any other major events. Organisers of major events in Sydney city can apply to the Community Engagement and Events Division for a calendar of those events that might impact on government services and infrastructure. Phone (02) 9228 4756.

For big events that involve road closures and/or large crowds, you must
advise relevant government agencies within the required notice time, which will vary depending on the type of assistance you need. (For example, to obtain approval for a Traffic Management Plan lodged with the Roads and Traffic Authority and local council traffic committee, you should contact these bodies 6 months in advance of the event.) Relevant agencies may be:

  • Ambulance and health authorities 
  • Roads and Traffic Authority
  • Ministry of Transport 
  • Affected bus operators including State Transit Authority
  • Local residents
  • Any other group that will be impacted by your event.

If you are planning a water-based event you need to contact NSW Maritime.

For more information about planning for events, contact the relevant Government agency. 

Planning
These documents will give you more detail about planning your events:

Traffic Management for Special Events (PDF - 1.24 MB)
Produced by Roads and Traffic Authority

A Guide to Major and Special Events Planning  (PDF - 280 KB)  
Department of Local Government Circular to Councils, October, 1997.

Aquatic Licences
A NSW Maritime guide for aquatic event licences.

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