Event Organiser Toolkit

Ensure that all temporary installations – such as marquees, stages, and grandstands are safely and effectively integrated into your site design. When submitting your event application, provide clear details about the planned structures, including dimensions, setup and dismantling procedures, and any necessary approvals. All structures will need to be weighted/ secured appropriately; use of concrete weights is recommended. The use of pegs is permitted on most of our reserves only if prior approval has been received from the Events team. Our Depot team will mark out the underground irrigation systems to enable you to guide your contractors during the installation of structures. It is recommended that event organisers contact Before You Dig Australia to obtain the most recent plan for underground services. Council may request an underground survey at our discretion.

For events spanning multiple days or involving significant infrastructure and heavy vehicles, additional considerations—such as grass remediation fees—may apply to cover potential site damage. It is crucial to include these factors in your application so that our team can accurately assess any risks and provide appropriate guidance. Effective infrastructure planning not only supports the operational success of your event but also ensures compliance with safety standards and community regulations. By clearly outlining your installation methods and working closely with our field services department, you can mitigate risks and avoid unforeseen complications, ensuring a seamless, safe, and well-organised event.

Power connections are available only at select reserves. As part of your planning process, you should identify if there is power available in a suitable location to ensure your power needs are met. If a dedicated power supply is unavailable, portable generators offer a flexible alternative; however, they must be positioned away from residential areas to minimise noise and disruption, and be securely installed according to industry standards.

Evaluate your event’s overall power requirements early in the planning process and consult technical experts to determine the optimal capacity and layout. By integrating these measures into your site plan, you ensure a safe, efficient power supply that meets operational needs while maintaining positive community relations and adhering to safety regulations.

It is the event organiser’s responsibility to secure adequate toilet facilities and ensure they remain clean and well-stocked throughout the event. Whether you are utilising existing public toilet facilities at parks and reserves or arranging additional services, we recommend using online toilet calculators to determine the number needed based on your expected attendance accurately.

Please note that while public facilities may be available, any extra cleaning or restocking beyond the standard service may incur additional costs. If the facilities are left in an unsatisfactory condition following your event, a supplementary cleaning fee will be deducted from your bond or invoiced separately.

Every event in the City of Holdfast Bay is required to have a comprehensive waste management plan. This plan must include a dedicated three-bin system that separates recyclables, organic material, and landfill waste. Please note that public waste bins are provided for general community use only and should not be relied upon for event waste. Every waste stream generated during your event must have its own planned solution, ensuring that all refuse is properly collected, stored, and disposed of in accordance with local guidelines and environmental regulations.

After your event, the venue must be restored to its original condition; failure to do so may result in additional cleaning fees being deducted from your bond or charged separately. By carefully planning your waste management, you can reduce your event's environmental footprint and contribute to the well-being of the community.

Every food and beverage vendor at your event must adhere to current food safety practices and official standards, including full compliance with the South Australian Food Act 2001 and the Food Standards Code. Vendors are required to secure a Temporary Street Traders Permit before the event; the application will be processed in up to ten (10) business days.

We encourage organisers to engage local food businesses to enhance community involvement and support sustainable local economic growth.

To sell or supply alcohol at your event, you will need a Liquor Licence from Consumer and Business Services (CBS). Specific conditions may be imposed on your events, such as the presence of security staff, additional toilets, restrictions on the number of visitors or the type of containers being used. Applications must be submitted through Consumer and Business Services (CBS) within the following timeframes:

• Class 1 – 7 days before the event
• Class 2 – 30 days before the event
• Class 3 – 60 days before the event

Council does not issue the licence but can provide you with a letter of support. Please notify us in your Event Application. There is no cost associated with the issue of a letter of support. Before your event, you must provide the Council with a copy of your liquor licence. You will also be required to demonstrate that you are meeting the requirements imposed on your event by CBS. Failure to do so might result in the cancellation of your Event Permit. More information is available on our Permit page. More information is available on our Event Permits and Licenses page.