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Event Planning Toolkit

Event Planning Toolkit

We are dedicated to assisting all event organisers in the planning and delivery of successful and safe events. You will find here, useful information that will guide you through the initial phase of your planning. However, remember that as every event is unique, your requirements might differ. This resource should only be used as a general guide.

Initial Planning

Here are the sites suitable for events. Each site comes with different facilities and its own limitations. We recommend you visit the site to ensure it is ideal for your needs

During the application process, you will be asked to nominate your preferred dates. If your preferred dates and/or location are not available, the Events Team will contact you to discuss alternatives.

When considering the dates of your event, you will need to allow time for bump-in and bump-out, which should include the necessary time to return the site back to its original condition.

It is essential that you have a current public liability insurance to the value of $20 million. Your certificate will need to be provided to us at the time of application. Please note that your permit will NOT be approved if fail to meet these criteria.

Remember that it is the responsibility of the event organiser to ensure the right insurances are in place for your event. In addition to the public liability insurance, you may want to consider the following insurances:

  • Public liability insurances of sub-contractors.
  • Volunteers’ insurance.
  • Workers compensation.

Infrastructure and Equipment

Power is only available at some of our reserves and it is important that you are aware of the available power location when preparing your site plan. Generators can also be used to service your event needs and offer you more flexibility in your site layout. Please consider local residents when positioning such equipment, and ensure it is properly secured.

Sound and lighting are an essential part of many events. However, it is essential you ensure that it does not become a nuisance to our local residents and businesses.

As the event organiser, it is your responsibility to control noise levels and visual nuisance at your event. All reasonable measures must be taken to ensure disturbances are kept to a minimum, during the event but also around bump-in and bump-out times. We encourage you to read our Noise and Public Nuisance page.

You will be required to distribute a notification letter to surrounding properties and businesses in the week leading to your event. This should include at minimum details about the event, what nuisances are to be expected, as well as the mobile phone number and name of the event manager. A template can be provided.

However, we also understand that every event is unique. If you are unable to meet the requirements of our Noise policy, we ask you to contact the Events Team as soon as possible to discuss the details of your event.

If you are planning to install marquees, stages, grandstands, and other infrastructure at your event, it is essential to mention those details are included in your event application.

Securing marquee's using pegs is allowed 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.

A grass remediation fee may be charged to cover excessive damage if your event is a multi day event and involves the use of major infrastructure and heavy vehicles. This will be discussed with you in the event application process.

In some exceptional circumstances, you may be required to obtain development approval prior to the erection of major infrastructure, as well as a certificate from a qualified installer or engineer confirming that the temporary structures have been erected in accordance with appropriate specifications.

It is the responsibility of the event organiser to provide adequate toilet facilities and to maintain these toilets in a clean and stocked condition for the duration of the event.

Public toilet facilities are available at some of our parks and reserves. Additional toilet cleaning and restocking outside of the normal service provision can be arranged at an additional cost. Should the toilets be left in an untidy manner and require special attention following your event, an additional cleaning fee will be deducted from your bond or you will be issued with an invoice.

It is the responsibility of the event organiser to ensure that the site is being kept clean and tidy for the duration of the event. While public waste bins are available at all times, it is important to remember that those are only available for general public use and not event waste. The additional amount of waste generated by any event will often require you to plan for waste management.

We are able to assist you by providing general and recycling waste bins for an additional fee. Please ensure that you include this in your application.

Major events will need to engage an external waste management provider. A waste management plan will help you identify your needs. If you require to set up a waste management compound for larger skip bins, this area must be surrounded by temporary fencing and visually shielded from the general public for aesthetic and safety reasons.

The event site must be left in a clean and tidy condition. Failure to do so will result in an additional cleaning fee that will be deducted from your bonds or invoiced to you after the event.


The safety of our community and visitors is primordial to the City of Holdfast Bay. The nature of your event and anticipated attendance numbers will help you to determine whether you will be requiring the service of a first aid organisation. Your risk management plan will help you to identify the risks of your event and how to best mitigate them.

It is recommended that you provide first aid services:

  • at large and major events
  • if your event presents specific risks
  • if you are serving alcohol.

First aid responders might need access to a dedicated area onsite. We recommend you contact St John's volunteers or a private first aid company.

The safety of our community and visitors is primordial to the City of Holdfast Bay. The nature of your event and anticipated attendance numbers will help you to determine whether you will be requiring the service of a security company. Your risk management plan will help you to identify the risks of your event and how to best mitigate them.

Security staff will assist you in:

  • managing the crowd
  • protecting your assets
  • managing lost children
  • protect any event infrastructure and/or equipment remaining on-site overnight against theft and vandalism.

If you are serving alcohol, you must engage a licensed security guard who has the relevant endorsements in relation to Responsible Service of Alcohol and Crowd Control and in accordance with the requirements imposed to you once you have obtained your Liquor License.

We encourage you to use SAPOL safety self-assessment tool for crowded places.

Public safety is always paramount and it is vital that SA Police and the Metropolitan Fire Service are notified of any large-scale / high-risk events taking place within the City of Holdfast Bay. In the planning phase of your event, you will also need to ensure that your site map accounts for access and egress by emergency services.

Food and Alcohol

Every food vendor operating at your event must comply with existing food safety practices and existing official standards. In addition, food vendors must obtain a Food Permit. The Food Permit Application can be found on the Food Safety page or you can contact the Health Department on 8229 9999. You need to allow up to five (5) business days for the application to be processed. Please email the completed application form to

We encourage you wherever possible to consider using local businesses to support your event.

To sell or supply alcohol at your event, you will need to obtain a Liquor Licence from Consumer and Business Services (CBS). Specific conditions may be imposed on your event, such as the presence of security staff, restrictions on the number of visitors or the type of containers being used. We recommend that you contact CBS early in your planning process to discuss the details of your event.

A copy of this liquor licence will need to be provided to us before the start of the event. Your event permit may be cancelled if you are not able to do so or if you have not been able to demonstrate all the arrangements have been made to respect the conditions of your liquor licence. More information is available on our Permit page.