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Wollongong City Council

Event Planning

Getting the details right from the start is key to holding a successful event.

Below are some things you should consider when planning your event.

Details of these items will need to be included in your application to Council.

Council has a wide range of sites that are pre-approved for a variety of events.

Each site comes with it's own limitations, including the types of events that can be hosted, and the capacity at each site. Read the information for the site/s you're interested in carefully.

It's very important that you pay attention to this information. Applying for an event permit at a site that isn't suitable for your event could cause significant delays, extra costs, or in the worst case, it may mean your application gets refused.

The application form will ask you for your preferred date, but we also require two alternate dates.

With our picturesque locations and a busy schedule of events, there is a chance your preferred location and date may not be available. We will let you know if that is the case, and also tentatively book your alternate date if available.

If your preferred date is available, we will book it automatically. We will wait for your confirmation regarding the date before progressing your application.

With lots of pre-approved sites to choose from, we may also be able to relocate your event to a different venue or site if required.

Please allow time for bump-in and bump-out, and include this in your application. This should include the time needed to return the site back to its original condition. Please note that additional fees may be payable for bump-in, bump-out and site restoration.

The larger your event, the more requirements you may have to meet.

Please think carefully about your event numbers you lodge an application.

Be specific about how many people you expect to attend, both overall and at any one time.

It is essential that you have all the right insurance information ready to go.

Please provide a Public Liability Insurance Certificate of Currency to the value of $20 million, with Wollongong City Council noted as an interested party on your policy with your application.

It is the responsibility of the event organiser to make sure the right insurances are in place for your event.

We suggest that you consider the following insurances, in addition to Public Liability for the event.

  • Public Liability Insurances of sub-contractors
  • Volunteers’ insurance
  • Workers compensation
  • Professional indemnity.

There may also be other insurances suitable for your event, depending on what you're planning.

Council has power available at most of our pre-approved event sites. See our Overview of Pre-Approved Event Sites, or the page for your preferred site, to confirm if power is available. Use of Council’s power will incur additional fees.

It is important when preparing your site plan that you are aware of Council’s power connection location/s, so that you can plan your event accordingly.

Power generators can be used to service your event, and are a great way to structure your event exactly how you need it. Any generators to be used must be included on your site plan. You should consider nearby residents when positioning such equipment, and make sure it is properly secured.

Music and sound are a feature of many events. We need to make sure your sound will not disturb surrounding businesses and residents, so please include the following information in your application:

  • A description of the type of sound your event will incorporate, such as live bands, performances, an MC, DJs or a combination of these.
  • A site plan that clearly shows where speakers and stage will be located and the anticipated sound dispersion.
  • Contractor details of any production specialists that will be part of your event.
  • Details of any generators that will be used, and where they will be located.

Lighting can be used in various way at events. We need to make sure lighting infrastructure associated with your event won’t cause nuisance to surrounding businesses and residents.

We also need to ensure that your evening event provides enough lighting to ensure public safety.

Please include the following information in your application:

  • A description of the type of lighting your event will incorporate, such as flood lighting, laser shows, production lighting or a combination of these.
  • A site plan that clearly shows where lighting will be located.
  • Contractor details of any production specialists that will be part of your event.

Recent changes to NSW Government legislation means it's easy to fulfil your staging requirements.

As long as the stage area is less than 50m2 and no higher than 2m from the ground, then bring it along.

Stages larger than 50m2 will require technical and / or structural drawings. Stages in this category can still be part of your event, however we will need to apply more scrutiny to the location and design to make sure everything is as safe as possible. This will attract a one-off additional fee.

For any stages associated with the event please provide:

  • Contractor details
  • A certificate of structural soundness
  • Technical and / or structural drawings (stages larger than 50m2 only).

It's straightforward to meet your marquee or tent requirements, thanks to recent changes to NSW Government legislation.

As long as the structure or group of structures have an area less than 300m2 and are no higher than 6m at the highest point, then bring them along. In this case, all we need are the contractor details of the company putting it together and a certificate of structural soundness.

Marquees bigger than 300m2 will require technical and / or structural drawings. Marquees or tents in this category can still be part of your event, however this will require a little more scrutiny on the location and design to make sure everything is as safe as possible. There will be a one-off additional fee for you to use these larger marquees. We will also need to see technical drawings.

Please provide:

  • Contractor details
  • A certificate of structural soundness
  • Technical drawings (for marquees bigger than 300m2 only).

There remains some flexibility in requirements for toilets depending on timelines and the nature of your event.

Use the scales shown below as a guide.

Your site plan should show the number of toilets you will provide, based on the figures below.

Non-liquor licenced events

Event sizeFemale WCMale WCMale UrinalsAccessible Toilets
0 - 5002 (or one per 250)121
500 - 1,0005 (or one per 250)231
1,000 - 2,00010351
2,000 - 3,00012482
3,000 - 5,000207143
For every 2,000 people over 5,0002121

Liquor licenced events

Event sizeFemale WCMale WCMale UrinalsAccessible Toilets
0 - 5005 (or one per 100)251
500 - 1,00010 (or one per 100)4101
1,000 - 2,000207151
2,000 - 3,000259202
3,000 - 5,0003012243
For every 2,000 people over 5,0005341

Events involving food are becoming increasingly popular. It is important that Council makes sure any food providers meet all required regulations and licensing.

Food outlets are required to comply with Council’s Guidelines for Food Handling at Temporary Events PDF, 190.45 KB.

Food stalls must comply with the following:

They must also be registered with Council. See our Food Businesses page for details..

As a general rule, events generate approximately one litre of waste per person, per meal. This figure may vary based on the type of event and whether the event involves the sale of liquor.

In planning your event please refer to the following:

The tables below provide a recommended number of 240L bins for events that span one meal time. The numbers should be multiplied based on the number of meal times the event is proposed to include.

Please indicate on the site plan the number and location of bins based on the following figures.

Maximum bins required for non-alcohol licenced events (per meal)

Event size General waste bins Recycling bins Total bins
0 - 500 2 2 4
500 - 2,000 4 5 9
2,000 - 5,000 10 11 21
5,000 - 10,000 15 15 30
For every 5,000 people over 10,000 +10 +11 +21

Maximum bins required for alcohol licenced events (per meal)

Event size General waste bins Recycling bins Total bins
0 - 500 2 3 5
500 - 2,000 4 7 11
2,000 - 5,000 10 13 23
5,000 - 10,000 15 18 33
For every 5,000 people over 10,000 +10 +13 +23

Note: Every event is different, and the numbers provided above are recommendations only.

If you feel that the numbers above are inadequate to cater for your event, you should allow for additional bins.

Single-use plastics ban

The NSW Government is banning certain single-use plastics in 2022, starting with lightweight shopping bags from 1 June.

To learn more, please visit the Plastics Ban NSW website.

Consider ways you can make your event inclusive and accessible for people with disability.

The NSW Government has an Accessibility guide for event organisers which can help in this process.

The NSW Public Service Commission's guide to accessible events can also be helpful both during your event, and when preparing marketing material or other communications before or after the event.

Please also read the following pages to help prepare your event application.