Planning an event

The people of Lake Macquarie love their events and festivals. From music, food and arts and craft festivals to sports, new events pop up every year throughout our City. We welcome all new event ideas and have various resources available to assist you with planning your event.

When is an event booking required

Park bookings are essential for private functions with a large number of attendees or for community events with special requirements such as professional catering, amusement rides, or structures (for example jumping castles or marquees). These events could include weddings, family reunions, sporting events, company picnics, fundraising events, markets, carnivals or circuses.

Park hire fees are applicable. Read our terms and conditions for hiring a park before making a booking and securing an event licence.

Smaller events do not require bookings if you're happy to find available space on arrival. In this instance, you won't have vehicle access to the space or access to power. You cannot erect any amusement devices or marquees larger than 3m x 3m without a booking.

Event Planning Toolkit

Our Event Planning Toolkit is a useful guide with information and tips on hosting a successful event in our City. As every event is unique, the requirements and risk management will differ. Therefore, this document should be used as a general guide when planning and developing your event.

Organising your event

All events held in Lake Macquarie should register with Council at least three months before the event by completing an Event Licence application.

For assistance with completing this application and identifying other organisations you may need to contact, or permits you may need to obtain, please refer to the Event Planning Toolkit or contact the Events team.

Risk management

Regardless of the event type or size, it is a requirement to submit a risk assessment with your event. All organisations holding an event must have public liability insurance (PLI) and provide a copy of this insurance to Council before the event can be approved.

Watch our series of short videos to help create a safe and successful event and learn how to develop a risk management framework to manage your event.

Being a part of a Council event

To express interest in becoming a stallholder, sponsor, supplier or performer for an upcoming Council even, please contact the Events team at events@lakemac.nsw.gov.au

Staying safe at your event

Events on Council land are required to have additional measures as directed by NSW Police.

There is an International Standard for vehicle security barriers, focusing on the use of permanent installations. The Standard is comprised of two parts, with Part 1 relating to the structural integrity of devices themselves and their performance rating upon impact and Part 2 relating to how those devices must be installed to be effective. Event organisers can purchase the International Standard or can contact us for access to the document.

Page last updated: 07 June 2019