Event Booking Application Form

EVENT BOOKING APPLICATION FORM

With this application you must include the following:

Event brief (detailed description of the event including the reason it is being held)
Copy of site plan(displaying all event equipment, structures, vehicles, routes and facilities)
Copy of your public liability Insurance - Certificate of Currency
Application must be sent in at least one (1) month prior to the event
Council must receive payment within 7 days prior to the event

For further information or questions regarding this form, please contact Council via 9911 6555.

Organisation Details

Organisation Name

Contact Name *

Address *

Suburb *

Postcode *

Phone Number *

Email *

Event Details

Date/s of the Event *

Location of Event *

Time/s the area is required including bump in and bump out *

Start time of Event *

Finish time of Event *

Description of event *

Site contact person name *

Site contact person contact number *

Estimated attendance per day of participants *

Estimated attendance per day of spectators *

Temporary Structures

Do you propose to have a temporary structure, or an amusement device like a jumping castle? *

YesNo

Type of Device *

Device Dimensions *

Company details providing device *

Please upload the Public Liability for the device *

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Minimum $20m

Access to event site by machinery/vehicles

If access to the proposed event site is required, describe the nature/size/number of vehicles, number of vehicle movements and the purpose of access: *Please indicate in your site plan the vehicle access corridor and vehicle locations. Please note: No vehicles other than those specially approved are permitted on Councils sportsgrounds or reserves or any grassed areas.

Traffic Management & Parking

Will there be road closures or traffic/pedestrian management requirements? *

YesNo

Please upload a Traffic Management Plan. *

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Are there Parking requirements? *

YesNo

Please upload Parking Plan *

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Barricades

Do you require any barricades? *

YesNo

How many? *

Amenity block keys

Do you require keys for toilets? *

YesNo

Additional Bins

Do you require additional bins? *

YesNo

Fees as per Council's Fees & Charges.

Number of bin sets required *

Advertising signs

Is outdoor advertising planned? *

YesNo

If yes, please indicate where on the copy of site plan. A Temporary Sign Banner Display application form must be completed which can be found on Councils forms and factsheet website page.

Sale of food at the event

Do you propose to sell food? *

YesNo

Have you completed a 'Temporary Food Event - Food Vendor Notifican forms?

YesNo

This can be found under 'Forms and Factsheets' on Council's website.

Have you completed the Section 68 Local Government Approval 'Temporary Food Event (Public Land) Application Form?

YesNo

This can be found under 'Forms and Factsheets' on Council's website.

All food sold within NSW must comply with the requirements of the NSW Food Act 2003, NSW Food Regulation2015 and the FSANZ Food Standards Code.

To register the sale of food at your event on public land and satisfy the notification requirement for food vendorsunder the Food Act 2003 you are required to:

Complete and return Councils ‘Section 68 Local Government Approval ‘Temporary Food Event (PublicLand) application form’ located on Council’s forms and fact sheets page under the forms section ‘FoodHandling’. Note: this form applies for approval under the Local Government Act 1993 to sell food on Public Land.
Distribute the ‘Temporary Food Event - Food Vendor Notification form’ located on Council’s forms and factsheets page under the forms section ‘Food handling’ to all food vendors. Note under the Food Act 2003, the proprietor of a foodbusiness, including a temporary food stall, must not conduct the food business unless the proprietor hasgiven written notice, in the approved form that is to be notified to the appropriate enforcement agency beforethe business is conducted.
Submit the completed Temporary Food Event Food Vendor Notification Form for each food vendor in onesubmission. (The ‘Temporary Food Event - Food Vendor Notification form’ form must be completed by eachfood vendor and returned to the nominated event organiser and submitted to Council at least fourteen (14)days prior to the event)

Approval will not be granted until both the Section 68 Local Government Temporary Event form has been submittedand each Food vendor has completed the Temporary Food Event - Food Vendor Notification form and all formssubmitted to Council by the event organiser. Penalties apply to businesses selling food without a validapproval.

Alcohol

Please note:

If it is proposed to sell alcohol, an appropriate liquor licence must be obtained from Liquor & Gaming NSW. A copy of this licence is to be provided to Council a minimum of 7 days prior to the event.
Alcohol is not permitted in Council's Parks and Reserves.

Is it proposed that alcohol be sold? *

Yes No

Is it proposed that alcohol be consumed? *

Yes No

Noise

Will there be a public address system used? *

YesNo

Times P.A system is proposed to be used: *Please include from and until timing

Are there any other potentially noisy activities proposed for the event? *

YesNo

Please specify: *

If the answer is yes to any of the above, please complete the following. You may be required to produce a currentcopy of your APRA licence.

Noise is controlled under the NSW Protection of the Environment Operations Act 1997 and is administeredby Council and the NSW Police. Any approval for use of a reserve by Council is subject to the above Act.

What type of musical performance is proposed?

Number of speakers/ Sound Power level?e.g. 240 - watt speakers

Proposed performance times or occurrence of noisy activities?Please include from and until timing

What measures have been taken to reduce the noise impact on neighbouring residents?

Power requirements

Conditions and requirements:

All electrical equipment must have been tested and tagged as per Work Cover Code of Practice
Residual current detectors should be used as an added safety precaution
All your power connections must conform to the Australian Standards for electrical wiring

Will you be using Council power (is available/approved)? *

YesNo

Please give details of your power requirements: *

Safety & Security

Please provide safety procedures that will be in place for the event *For example evacuation plans, safe work methods, first aid arrangement etc.

Please detail event security measures that will be in place: *

Have you notified emergency services?

YesNo

e.g. Police, Ambulance and Fire

Financial

Is this a profit making venture or a community awareness campaign with a monetary gain? *

YesNo

Please indicate where profit will be directed, and if this is part of a business enterprise *

If part of a business enterprise, please upload a copy of your Certificate of Registration or Business Name, including your ABN.

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Are you charging an entry fee for this event? *

YesNo

Please indicate how much you are charging *

Product sales or give-aways

Do you plan to give away products? (Other than food) *

YesNo

Please provide details *

Current insurance Cover

Council requires evidence of your current Public Liability Policy, identifying and naming the City of Canada Bay Council or ‘any local government where the activity is taking place’, with a cover of $20 million.

a) Assets: - Council will not be responsible for any equipment
b) Liabilities: - Your organisation is to produce a current Public Liability Policy (Certificate of Currency) held with an acceptable Insurance Company with a minimum cover of $20 million indemnity
- Canada Bay Council is to be named as a joint insured on the Certificate of Currency.

- A receipt for payment of an insurance premium will not be accepted. The event will not be permitted to commence without such a policy in place.

c) Personal Accident/Workers Compensation: - The event organiser is responsible to ensure that all parties involvedin the organisation of the event has suitable insurance cover. Council will not be responsible for any personal injury to event personnel and requires indemnification from the event organiser should any claims be made against Council. A copy of the Personal Accident/Workers Compensation Certificate should be supplied.

Supporting Documentation

Please upload a copy of your Site Plan *

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Please upload a copy of your Public Liability *

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Minimum $20m

Please upload your Resident/Community notification letter *

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Please upload a copy of your Risk Assessment *

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Please upload any additional supporting documentation if required

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Event Safety checklist

It is recommended that all applicants complete the Event Safety checklist .

Applicant Declaration

I have supplied all required documents and confirm that all of the details I have provided are true and correct. Iunderstand that I will need to submit a new application for each event. In signing this form I acknowledge that I have read and accepted the ‘Conditions of Park Use’ and the Noise Control at Events factsheet.

Full Name

Date *

Applicant Signature *

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