Application to Hold a Medium or High Impact Community Event on a Council Park or Oval

About This Form

Please use this form to apply to conduct an event for over 150 participants in a park, reserve, sportsground or open space within the Hornsby Shire Council area or where there are high impact activities such as fireworks displays.
Please contact the Parks Facilities Officer (Ph 9847 6666) prior to completing the application to discuss event, date and venue suitability.
Please submit this form at least 12 weeks prior to the event date.
Please ensure all questions have been filled out correctly and the supporting documentation included.

This is an application only and does not constitute a permit.

An event application fee is payable once the event application is approved in principle. Facility fees, floodlight fees and a security deposit may also be payable.

(NOTE: Fields in this form with a * are mandatory to complete).

Applicant Details

Applicant / Company / Organisation Name *

ABN

Organisation Details

Not for ProfitCharityCommercial

A copy of not for profit or charitable status must be supplied

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Contact Person Name *

Position *

Postal Address *

Email Address *

Phone

Mobile *

Event Details

Event Name *

Event Date *

Proposed Venue *Please note that the preferred venue may not be available or suitable for your proposed event.

Back Up Venue if the preferred venue is not available

Approximate Area Required (eg. full oval) *

Please attach a site plan for your event. *

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Event Start Time *

Event Finish Time *

Bump In Date *Bump-in should commence from the first date of any equipment delivery stage/toilets/marquees/bins.

Bump Out Date *Bump-out is when equipment collection and pack-up onsite has been completed.

Bump in Time *

Bump Out Time *

Event Description (100 words or less) *Please briefly describe the event and its purpose including a schedule of the included activities.

Other *

What charity, community organisation or purpose is the fundraising for *

Event History

Is this a new or existing event?

NewExisting

Previous date:

Previous Venue

Is this expected to be a ‘One Off’ or “Recurring Event”?

One-Off eventRecurring Event

If recurring, how often?

Other- Please specify

Please provide details of the type and number of animals. Please note that exotic animals are not permitted in Council’s Parks and Sportsgrounds.

Risk Management and Traffic Management

Risk Management

Please provide a brief overview of the risk management plan for the event. Outline all possible health and safety risks that may foreseeably occur and how you intend to minimise, control or eliminate these risks to ensure the safety of participants. *

Please attach risk management plan documents including Covid-19 safety plans and protocols. *

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Traffic

Note:

Larger events can generate additional parking and traffic movements and can require a traffic control plan to be submitted. You may need to use barriers and traffic controllers to help with reducing trafficproblems and helping motorists and pedestrians to stay safe.
Any application for a road closure or special event clearway will require a detailed traffic management plan. A TCP needs to be signed off by a Transport for NSW certified designer for Traffic Control Plans.
Any application for closure/restricted access to parking areas will need a detailed parking plan.
Larger events can also generate additional pedestrian traffic and plans to manage this need to be included in the application.

Will the event require traffic management?

Please provide a description of how pedestrian and vehicle traffic for the event will be managed including parking arrangements *

Event Infrastructure

Note:

All structures need to be weighted as pegging is not permitted. Barriers are also required to protectgarden beds, statues, memorials etc., and any other external equipment such as generators and lightingtowers that are brought onto the site.
Electrical cords crossing public paths and open spaces must have surface cord covers or be heighted inaccordance with AS/NZS 3000:2007 standard wiring rules.

STAGE

Will a stage be used at the event? *

Number of Stages *

Bump in Date for Stage *

Bump out Date for Stage *

Will special access be required for delivery and collection of the stage? *

Other *

Size (s) *

Location *

Purpose *

For built stages, these must be erected by appropriately qualified contractors and checked by a certified structural engineer.

EQUIPMENT OR VEHICLE ACCESS

Will access be required for vehicles or for equipment? *

Access Date *

Access Time *

PA/SOUND AMPLIFICATION

PA/Sound Amplification required *

Location *

Sound Check/Rehearsal Times *

Provide details of amplified sound/ announcements music or at the event including times. *

AMUSEMENT RIDES OR ACTIVITIES (Includes but not limited to Rides, Jumping Castles, Petting Zoos)

Amusement Rides or Activities *

Number of Amusements *

Includes mechanical devices such as rides

Space Required for each ride? *

Description of Amusements eg jumping castle / inflatable amusement, petting zoo, mechanical ride including the number of rides and their size *

Supplying Company Name *

Dimensions- Length *

Dimensions- Width *

All amusements must be weighted not pegged.

Note:

It is the event organiser’s responsibility to ensure the amusement device is responsible for ensuring that the amusement activities comply with NSW WHS legislation. The event organiser is responsible for sighting SafeWork Registration Certificates, Up-to-date service logbooks, Public Liability Insurance Certificate and Australian Standards – Safe Work Method Statements.

Please attach a copy of the valid operator’s public liability insurance for a minimum value of $20,000,000. A copy of the operator’s public liability insurance is required to be submitted *

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Expiry Date *

Power Required: *

Water Required: *

NB: Power is not available in all of our parks and reserves and a fee may be applicable.

MARQUEES

Marquee required *

Number of Marquees *

Size(s) *

Location *

Purpose *

Note: All marquees are required to be weighted down not pegged.

SERVICE OF FOODS

Service of Food *

Specify Number of Stalls *

Service of Foods *

BBQTemporary Food Stall or Mobile Food Business

Number of Mobile Food Vehicles

Trading Name

Australian Business Number (ABN)

Food Safety Supervisor (please provide full name)

Food Safety Supervisor Expiry Date

Most recent food safety inspection report from the operator’s Local Council

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Attach a floor plan of your food stall/mobile food van including the location of the hand wash basin and washing up sink.

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Note: All stalls must be weighted not pegged.

Note: You must comply with the NSW Food Act 2003, Food Regulation 2012, Food Standard Codes, NSW Food Authority Guidelines for Food Businesses at Temporary Events and NSW Food Authority Guidelines for Mobile Food Vans.

For further guidance please visit the following website:

ALCOHOL

Alcohol *

Alcohol Free EventSale or ServiceBYO

Please provide details of the dispensing and consumption area and the times of service *

Note: Sale of alcohol will require a liquor licence – application to Liquor and Gaming NSW: https://www.liquorandgaming.nsw.gov.au/

Note:

If alcohol is to be consumed (but not sold) a consumption licence must be obtained from the local Police Station.
Any permit issued is on the understanding that the event organiser and the committee member of that organisation will be responsible for the conduct of the patrons and the good order of the event.
A copy of this form must be attached to the application.

POWER

Is power required? *

Purpose *

Please provide details (eg 3-phase/240v power point) *

Note: Power is not available in all our parks and reserves and a fee may be applicable.

GENERATORS

Generator(s) required? *

Total Number *

Location *

Purpose *

Note: Generators must be supplied at your cost.

WATER

Water required? *

Purpose *

Note: Water is not available in all our parks and reserves.

TOILETS

Toilets required? *

Total number *

Total Number of Portable Amenities (Port-a-loos) Provided *Adequate toilet amenities including accessible units will need to be supplied at your cost if your event exceeds the venues available capacity.

Location *

Note: Hornsby Shire Council requires the following ratio to be met

Under 249 people: 1 to 6 toilets
250 people: Minimum of 6 toilets
Over 251 people: 6 toilets plus a minimum of 1 additional toilet per 250 people.

PYROTECHNICS / FIREWORKS

Pyrotechnics/Fireworks *

Set up location *

Time *

Details *

Note: Any pyrotechnics must comply with SafeWork (WorkCover) NSW General Licencing Conditions of Safe Handling and Security of Explosives and Security Sensitive Substances.Hirer must also ensure a WC05629 checklist is completed.

Please attach a site plan specifying safe distances and exclusion zones for the location of fireworks. *

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Please attach a copy of the public liability insurance of the pyrotechnics operator. *

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FLOODLIGHTING

Floodlighting *

Date/s *

Time on *

Time off *

Note: Floodlights are not available at all our parks and reserves and a fee is payable.

KEYS

Please specify reason *

Note: Access may not be available at all our parks and reserves and a key deposit will be payable.

Detailed Site Plan

Please include with your application a site plan of the proposed event venue, which must show the proposed location and size of all event infrastructure including:

Barricading
Stalls and Marquees
Stage
Emergency and Evacuation Areas
Toilets
Rubbish and Recycling Bins
Signs and Banners
Fireworks Site Plan
Lighting Towers
PA Speakers
Entry and Exit
Amusement Activities
Other infrastructure/elements

Site Plan of Proposed Venue

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Notification to Residents

Please provide an example of letter drop that will notify local residents of this event and the likelihood of increased noise and traffic in the area. This must include event name, date, time and event organisers and contact mobile phone number as well as details of the pyrotechnics (if applicable). This notification must be distributed at least one week before the event.

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Environment Sustainability Measures

Hornsby Shire Council encourages all event organisers to minimise the environmental impacts of their events. All events should be in accordance with Council’s policy and guidelines on environmental sustainability.Please include details of the measures you will implement to ensure that your event will be managed to improve its sustainability. This could include strategies to improve waste reduction and recycling, energy efficiency water use and conservation.

Please provide a brief overview of the environmental sustainability measures for the event.

Waste Management

Waste Management for events is organised through Councils dedicated Waste Team. Please complete their online submission form: Event Waste and Recycling form | Hornsby Shire Council (nsw.gov.au)

All waste enquiries including the request and delivery of bins need to be referred to the Waste Team directly 13 70 30.

Please note: All waste must be removed from the site or contained in waste bins. Failure to remove or contain waste will result in a deduction from or loss of event security bond.

Council provision of waste bins requested

I understand it is the event organiser’s responsibility to arrange the removal all waste from the site or contain waste in bins or risk losing partial/full event bond.

Number of additional bins requested:

Single Use Plastics Policy

Council’s Single-Use Plastics Policy applies for event activities with an attendance of over 300 people. Further information are available at: Single-use plastics policy | Hornsby Shire Council (nsw.gov.au)

The hirer agrees not to use, sell or otherwise provide food, drinks and other items in single-use disposable plastic items including plastic water bottles, plastic drinking straws, single-use plastic bags, coffee cups (with plastic lining), ready-to-eat plastic serving containers / utensils and balloons.

The hirer agrees to source and use alternatives to single-use disposable plastic items or changepractices to ensure these disposable items are not used on Council owned or managed land.
During COVID-19, NSW Public Health Orders, COVID Safety Management Plans and safe workpractices related to COVID-19 requirements take precedence.

Event Insurance

You will be required to hold public liability insurance for $20,000,000 cover prior to any approvals being issued.

You and any contractors will also need to have adequate workers compensation and other insurances as required by law.

Do you have current public liability insurance for $20,000,000?

YesNo

Please attach a copy of your Certificate of Currency

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Please arrange for public liability insurance and forward a copy of the policy to Council.

Supporting Documents and Additional Details

Prior to submitting your application please check that the following details for your event have been considered and included in your event planning and that all the necessary requirements have been met.

Please include the following supporting documents with your application.

Site Plan

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Traffic/Parking Management Plan

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Environmental Sustainability Plan

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Event Insurance

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Risk Assessment

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Alcohol (license or notification to Police)

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Notice NSW Food Authority

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Waste Management

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Residents / Community Notification Letter

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Amusement Activity Details and Insurance

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SafeWork NSW Fireworks Notification

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Allowed document types: ai, an1, an2, avi, csv, dcm, dcm30, dic, dicm, dicom, doc, docx, eml, eps, flv, gif, heic, heif, hevc, jpeg, jpg, mov, mp3, mp4, mpg, msg, odt, pages, pdf, png, ppt, pptx, psd, pub, rtf, svg, tif, tiff, txt, wav, webp, wma, xls, xlsx, zip

NOTE: Total file limit is max 30MB, if you exceed this limit, please email attachments to hsc@hornsby.nsw.gov.au, referencing this application request.

Application Declaration

I declare that all the information in the application is to the best of my knowledge true and correct. I also understand that if the information is incomplete, the application may be delayed or rejected or more information may be requested. I acknowledge that if the information provided is misleading, any approval granted may be voided. *

Applicant’s name *

Date *

Signature *

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IMPORTANT NOTICE - COVID-19 Pandemic Measures

At all times it is the hirer’s responsibility to observe and adhere to the latest COVID-19 advice from the NSW Government, please visit www.health.nsw.gov.au for further information. The use of the facility may also be subject to additional cleansing and hygiene measures required by NSW Health and/or Council. Failure to implement these measures may result in the cancellation of any future hiring of the facility for the duration of the pandemic.

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