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Submit Your Event Application

You’ll find on this page:

Event Application Process

You may need to apply for event approval depending on the size and nature of the event you wish to stage.

  • Private events do not require event approval.
  • Small, large, and major events all require event approval.

We recommend that you apply for your event approval as soon as possible and/or no later than 6 weeks before the event. The time it takes to process and approve your Event Application will depend on the complexity of the event and your ability to submit the required information.

Hire Fees and Charges - effective 22 July 2025

Type Hire Fee - inc. GST Bond Grass Remediation Levy Services Mark Up Beach Upkeep Fee/ Major Event Levy
Small Recreational Events (40 - 200 core participants) $300 NA NA NA NA
Medium Events (200 - 1000 core participants) $725 Subject to event Subject to event Subject to event NA
Large Events (1000 - 3000 core participants) Subject to event Subject to event Subject to event Subject to event NA
Major Events (3000+ core participants) Subject to event Subject to event Subject to event Subject to event Subject to event
Beach Concert Subject to event Subject to event Subject to event Subject to event Subject to event
Promotional Activities (up to 4 hours) $835 Subject to event Subject to event NA NA
Promotional Activities (full day) $2,000 Subject to event Subject to event NA NA
Hire of Jetty (full day/ pro rata) $2,000 Subject to event NA NA NA
Low Impact Filming Permit $300 NA NA NA NA
Medium Impact Filming Permit Subject to event Subject to event Subject to Event NA NA
High Impact Filming Permit Subject to event Subject to event Subject to event NA NA

Please note:

  • The City of Holdfast Bay may offer a 50% reduction of the total event fees if the organisation can demonstrate that it is a not-for-profit/charity, accompanied by supporting documentation, such as evidence from the tax office, an accountant, or other relevant documentation. You will be required to upload this documentation as part of your online event application.
  • Hire and bond fees may change and vary depending on event requirements.

Supporting Documentation

The event application will require you to submit the following documents:

  • a completed event application
  • a copy of your Public Liability Insurance (for a minimum value of $20,000,000)
  • a risk management plan
  • a site map

Large and major events will also be required to submit:

  • a program/schedule of the event
  • an Operations Manual
  • a Businesses and Residents Notification Letter
  • WHS documentation

If applicable, you may be asked to provide the following documents:

  • Liquor Licence details
  • Traffic Management Plan
  • Certificate of Compliance for any electrical requirements in accordance with AS/NZS 3002
  • Any additional relevant documentation as Council sees fit

Once the application and relevant documentation have been submitted, our Events Team will contact you to discuss the details of your event.

Event Approval

The submission of an application does not imply the event is confirmed.

It is a registration of interest only. This includes events that have previously occurred, as well as those that are annually recurring. Your event is approved when you have been granted a permit pursuant to section 200 of the Local Government Act 1999 to hold your event.

Once your approval has been granted, it provides the Applicant/Event Organiser exclusive use of the area, protecting the Applicant/Event Organiser against potential booking conflicts.

Individuals or groups deemed to present a nuisance or an obstruction to your event may be removed from the area. If you require assistance during the event for parking issues, access issues, or disruption to your event from other reserve users, please call a community safety officer at (08) 8229 9999 (this call may be actioned by an after-hours answering service).

The Event Approval is non-transferable and is only valid for the specified date and time.

Event Application Form

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Thank you for submitting your event application. Before you begin, please ensure you have the following documents ready to upload as part of your application:
  • copy of your Public Liability Insurance (for a minimum value of $20,000,000)
  • site map
  • risk management plan

Your application cannot be approved without this key documentation being received

Event Details

Please provide a summary of your event, noting key event details, timings, an overview of the style of event, who’s attending, etc.

 

Organiser Details

Address
 

Entry & Ticketing Information

Ticketing 
Private Event 
Private events and weddings don’t require formal approval, as all reserves are public spaces with no hire fees. However, exclusive use of any space or facility is not permitted. A private event typically involves 40 or fewer attendees, minimal or no infrastructure, and includes occasions like birthday parties, wedding ceremonies, or social club gatherings. If you are unsure whether your event qualifies as a private event, please contact the Events Team for guidance.

Council Operational Services

Power Access 

The City of Holdfast Bay have permanent outlets in certain locations that can be accessed by event organisers. Provision and approval are at the discretion of Council and can be revoked at any time.

Vehicle Access 

Please note that access is restricted. Provision and approval are at the discretion of the Council and can be revoked at any time.

Please specify type / quantity and relevant times: Set Up & Pack Up Only or Event Day Parking Offsite or Event Day Parking Onsite. Approval is at the discretion of the Council and can be revoked at any time.

Irrigation Mark Out 

Please note that this service is compulsory if you are pegging any infrastructure. Charges may apply.

Water Connection 

The City of Holdfast Bay have potable water points in certain locations. Please provide further details if a connection is required. Charges may apply.

Public Toilets 

The City of Holdfast Bay have strategically placed public toilets available for use for events. Please provide further details if you require these to be open outside of the hours of 7am - 7pm and / or expect a greater level of use due to your event.

Infrastructure and Facilities

Infrastructure and sustainability are critical elements of an event plan, ensuring that essential facilities and services are implemented by the event organiser to support operations while promoting environmentally responsible practices that reduce waste and conserve resources.
Marquees | Tents 

Please specify if they will be pegged or weighted.

Stage 
Fencing 

Including panel fencing, picket fencing, crowd control barriers, wrap or bunting.

Portable Toilets 

It is the event organiser's responsibility to provide adequate toilet facilities to event patrons and the general public, and to maintain these toilets in a clean and stocked condition for the duration of the event. Please ensure these are pre-filled with water as Council cannot provide this service.

Temporary Generator  

Please note that all contractors employed at this event are required to comply with Safework SA guidelines. If you intend on using any electrical equipment at your event, you will be required to engage a South Australian licensed electrician.

Event organisers must incorporate externally sourced waste management into their planning. This includes the use of a three-bin system for general waste, recycling, and green organics. Please specify the type and quantity of bins to be used. If applicable, upload your Waste Management Plan (accepted formats: PDF, JPG, or DOC; maximum file size: 10MB).

Please note: You will need to reattach the file if you press the Back button.

Amusement Rides or Jumping Castles 

A copy of the company's public liability insurance and current certificate of plant registration will be required prior to arriving onsite. Please note that inflatables are not permitted on any of the foreshore reserves.

Animals or Petting Zoos 

A copy of the public liability insurance will be required prior to arriving onsite. SA Health guidelines are required to be followed, including hand wash and removal of animal waste from the site.

Please ensure that all infrastructure and facilities you have selected 'Yes' to is clearly marked on your event site map, as you will be required to upload this later in the application.

Online Presence & Public notification

Online Presence & Public Enquiries

If yes, the event will be displayed on the What's On page www.holdfast.sa.gov.au/whatson

This will be used for promoting the event on the What's On page

This will be displayed on the What's On page

This will be displayed on the What's On page

This will be displayed on the What's On page

Image size – 720 x 457. JPG format. Please do not include any wording or text - a photographic image is preferred.
Please note: You will need to reattach the file if you press the Back button.

Notification

Resident & Businesses Notification

A Resident and Business Notification may be required at the discretion of Council following the application review.

Please note: You will need to reattach the files in this page if you press the Back button.

Plan & Documentation

Public Liability Insurance Cover

Please supply a copy of your current Public Liability Certificate of Currency to the value of $20,000,000 (lesser amounts will not be approved).

Upload PDF only. File size must not exceed 10 MB.
Please note: You will need to reattach the file if you press the Back button.

Are you a not for profit organisation?

The City of Holdfast Bay may offer a 50% reduction of the total event fees if the organisation can demonstrate they are a not-for-profit/charity with supporting documentation, E.g. Evidence from the tax office, an accountant, or other relevant documentation.

Event Site Map

Details of all infrastructure and facilities must be included on the event site map and attached to this application.

Upload PDF, JPG or DOC(X). File size must not exceed 10 MB.
Please note: You will need to reattach the file if you press the Back button.

Risk Management Plan

Upload PDF, JPG or DOC(X). File size must not exceed 10 MB.
Please note: You will need to reattach the file if you press the Back button.

Food & Beverage in Event

The City of Holdfast Bay requires a Temporary Street Traders Permit for each food and/or beverage vendor trading at the event, whether it is selling, samples or giveaways (Definition of `sell’ and ‘food’ under the Food Act 2001). Please allow a minimum of ten (10) days to process and approve Food Permit applications. There is no guarantee your permit will be approved in less than ten (10) days.

Please provide details of provision of any food and/or beverage within your event. It is the responsibility of the event organiser to ensure that all food vendors apply and hold a valid Street Trader Permit issued by the City of Holdfast Bay and comply with all relevant legislation. www.holdfast.sa.gov.au/street-traders

Temporary Road Closures

All temporary road closure requests must be submitted and executed in compliance with the Road Traffic Act 1961, SAPOL delegated powers, and the Local Government Act 1999. Event organisers must engage an approved external company to prepare a Traffic Guidance Scheme (TGS), which is to be submitted to Council, and then to the SAPOL Traffic Planning. For small/medium events, the TGS must be submitted to Council at least 50 days prior to the event For major events, at least 80 days prior to the event

Supply of Alcohol

Please note a separate application to Consumer and Business Services is required if you are planning on serving and/or selling alcohol at your event. Limited liquor licences require suitably licensed security personnel and other restrictions may be imposed. Please allow a minimum 60 days for the entire process.

First Aid

It is recommended for all large and major scale / high risk events that you have First Aid in attendance.

Security

It is recommended for all large and major scale / high risk events that you have security in attendance. It is also recommended if you are running a multi day event that you engage overnight security to ensure your event assets are protected.

Amplification | Significant Noise

If yes, please provide further details on what deems noise levels to be amplified or significant. Please refer to the Term's & Conditions attached for further information.

Please note: You will need to reattach the files in this page if you press the Back button.

Declaration

I declare that the information provided in the application is, to the best of my knowledge, true and correct.
I also understand that if the information is incomplete, more information may be requested, and the application may be delayed or rejected.
I acknowledge that if the information provided is misleading, any approval granted may be void and any costs incurred by Council recovered.
I have read and understood the Event Terms and Conditions and agree to abide by and be bound by the said conditions.

Conditions of Hire

  • Hire, Bond Fees and Grass Remediation Levy may change without notice.
  • Fees may vary depending on event requirements.
  • Bonds are charged to cover any damage or loss. A notice specifying the cost required for repair or replacement or the penalty for breaching the noise management procedure will be issued.
  • The Grass Remediation Levy ensures the optimal presentation of public parkland and reserves at all times. It serves as both a proactive and restorative measure and is specific to each event.
  • If the venue is returned in the same condition it was supplied, the bond will be returned within 4 weeks of the event completion date.
  • Bonds may be held, and additional charges may be incurred if significant damage has occurred throughout the event.
  • The applicant is responsible and accountable for any additional fees incurred, and invoices MUST be paid in accordance with our terms.

Event Permit Cancellation and Refusal

Event application assessments are guided by the Council's Events Strategy. Council has the right to refuse the hire of any Council reserve or foreshore area at its discretion.

Such circumstances may include, but are not limited to:

  • Inadequate information or lead time to assess an application.
  • Undesirable impacts on and/or inconvenience to the public, residents, and businesses.
  • Concerns from the Council’s Event Management Team that the Applicant/Event Organiser does not have the resources and necessary experience to manage the activity suitably.
  • Unpredictable and/or controversial aspects of a proposed event or conflicts with other events already approved for the area.
  • Inability to provide required supporting documents
  • Submission of an application to hold an event inconsistent with Council's values and objectives.
  • Failure to submit the required supporting documentation by the deadlines and pay all fees will cancel your approval.

Council will not accept any liability for loss, damage, or financial consequences resulting from the event application being cancelled or revoked.