Event Planning Toolkit

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 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 you fail to meet these criteria.

Remember that it is the event organiser's responsibility to ensure the right insurance is in place for your event. In addition to the public liability insurance, you may want to consider (the council may request at its discretion) the following insurance:

• Public liability insurance of sub-contractors
• Volunteers’ insurance
• Workers compensation insurance
• Return to work registration
• Professional Indemnity insurance

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 systems are an essential part of many events.

Event planning is the art of balancing enjoyment with community harmony. As you plan, keep sound management as an integral part of your blueprint.

As an event organiser, you bear the responsibility of keeping the noise levels in check. You will be required to distribute an event notification letter to the surrounding neighbourhood in the weeks leading to your event about the event specifics to minimise inconvenience. Please review our guidelines on our Noise and Public Nuisance page.

Depending on the nature of your event, a formal noise management plan might be required.

Please review our Noise Management Process Fact Sheet for guidance.

Every event is unique, if our noise management process seems challenging, our team is here to help.

Sound management is not just about compliance; it’s about a harmonious balance between event enjoyment and the fabric of our community.

If you are planning to install marquees, stages, grandstands, and other infrastructure at your event, you must mention these details in your event application.

Securing marquees by utilising 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 (previously Dial Before You Dig) to obtain the most recent plan for underground services.

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.

It is the responsibility of the event organiser to provide adequate toilet facilities. The event organiser is responsible for ensuring toilets are clean and stocked for the duration of the event. There are different event toilet calculators online which can assist in determining how many toilets you need for your 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 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, recycling and green organics waste bins for an additional fee. Please ensure that you include this in your application.

Major events or events with a large waste requirement 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 a priority to the City of Holdfast Bay. The nature of your event and anticipated attendance numbers will help you 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 or a private first aid company.

The safety of our community and visitors is a priority. The nature of your event and anticipated attendance numbers will help you 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 licenced security company that has the relevant endorsements in relation to Responsible Service of Alcohol and Crowd Control and in accordance with the requirements imposed on you once you have obtained your Liquor Licence.

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.

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 City of Holdfast Bay Environment Team at 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 mail@holdfast.sa.gov.au.

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 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 prior to the event
• Class 2 – 30 days prior to the event
• Class 3 – 60 days prior to 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 will need to provide a copy of your liquor licence to the council. You will also be required to demonstrate 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.