Council regulations

If your event is taking place in a public space, a Whakatane District Council hall or reserve, or a road or highway you must complete the Event Application process.  The following guidelines have been developed to assist the event organiser in this process.  It is important that you take the time to read the information provided to ensure that your event is successful, safe and meets with the requirements as set out by the Whakatane District Council. 

For further information call the Whakatane District Council on 07 306 0500.

Follow the guidelines for:

• Risk Management and Security
• Protection of Reserves
• Environmental Health Issues & Building Permits
• Traffic Management
• Event Application and Council Regulations (PDF 164kb)

Parks and Reserves

Fill out the relevant form and drop back to the Customer Services centre at Whakatane District Council. Rental fees are specified in the Whakatane District Council Fees and Charges Schedule.  In some circumstances a refundable bond may be required.

PDF of Reserve Hire Application

PDF of Wedding Booking Form

Whakatane District Council Halls

Rental fees are specified in the Whakatane District Council Fees and Charges Schedule.  In some circumstances a refundable bond may be required.

For hall hire contact the Whakatane Information Centre ph 07 307 6058, cnr Kakahoroa Drive and Quay Street.

Risk Management and Security

Risk Management Plan

A detailed Risk Management Plan must accompany the application, outlining risk to people, the environment and equipment, how to control the risk and the strategy to deal with the risk.

• Possible risk to people.
  Example: Falling scaffolding.
  Control: Structure is inspected by a Council Building Inspector.
  Strategy: Keep spectators away from the scaffolding area by erecting barriers and having marshals in place.
• Possible risk to the environment.
  Example: Grass is burnt by lines painted on turf.
  Control: Ensure that only water-based paint is used.
  Strategy: Only nominated personnel to paint lines on turf.
• Possible risk to equipment
  Example: Damage to speakers.
  Control: Keep crowd away from speakers.
  Strategy: Employ extra security to patrol speaker area and erect crowd barriers.
  

Crowd Control Plan

Adequate crowd control measures must be in place to ensure the safety of spectators and participants. You should liaise with the Whakatane Police to discuss security arrangements such as the number of security personnel who may be required. Where power generators or sound equipment are used, the location around the installation is to be patrolled by security personnel/marshals to minimise the risk to the public.

Whakatane Police, 07-308-5255

Emergency /Ambulance Services

All event organisers should as a courtesy liaise with and inform the Whakatane Police and the local St John's Ambulance office of their intentions.

Contact details: Whakatane Police 07-308-5255, St John's Ambulance 07-308-6111. In the case of an emergency dial 111.

Public Liability Insurance

All event organisers must hold Public Liability Insurance. This will provide you with protection should a third party claim be lodged against the organiser. Without Public Liability Insurance you would be held personally liable. Contact your insurance agent to discuss your requirements.

Every effort must be made to avoid damage to the reserve and associated facilities. If such damage is expected, the application may not necessarily be approved.

• Any activity or action that may lead to damage to grass surfaces, plantings or structures must be approved prior to the event.
• Vehicles must be restricted to designated parking areas unless otherwise approved.
• The Council reserves the right to postpone or cancel any event if activities or weather conditions could lead to damage to the reserve.
• Any damage to the reserve or associated facilities must be notified to the Council as soon as possible.

Council staff will inspect reserves on the first working day following the event. Any damage to the reserve and associated facilities or any litter or rubbish will be recorded, the hirer informed, and an appropriate arrangement to repair damage or clean up the reserve will be made.

All expenses incurred by the Council on repairing damage or cleaning up reserves will be deducted from any security deposit. The liability of the hirer is not limited to the amount of the security deposit, and any charges incurred by the Council over and above that amount will be recovered from the hirer as a debt.  Following the inspection of the reserve the security deposit (less any expenses incurred by the Council) will be refunded.

Protection of Reserves

Litter And Rubbish

The collection and removal of litter and rubbish from the reserve is the responsibility of the hirer. All litter must be removed from the reserve at the end of each day's hire. At the conclusion of the event, the streets immediately surrounding the event are to be included in the litter collection activity.

Fires

Fires are not permitted on any reserves without Council permission.

Environmental Health Issues & Building Permits

Food Stalls and Permits

If your event is on a Whakatane District Council reserve, you will need to indicate on your application whether you intend to have food traders at your event. The Environmental Health Officer may contact you for further details about who your traders are and what they intend to sell. Additionally they may wish to know what water supplies are available for traders and what other facilities you will be providing.

Food stalls shall be licensed in accordance with current food legislation. Charitable stalls incur a lower licence fee. Each stallholder is required to arrange a licence. Please refer your prospective food stallholders to the Council's Environmental Health Officer. All caterers, inclusive of small fundraisers, such as sausage sizzles must be registered with the local authority. In addition to this, local bylaws require personnel qualified in food handling to supervise on-site food preparation.

Mobile and itinerant traders may also support your planned event provided they hold current licences with Whakatane District Council. Please check this aspect, and refer traders to the Council's Environmental Health Officer. From time to time, Environmental Health Officers attend events to ensure standards are being maintained. Allow ten working days before the event for the stalls to be approved.

Environmental Health Officer, 07-306-0500

Liquor Licenses

If you are intending to supply or allow consumption of alcohol at your event, you will need to obtain a special liquor licence. The Sale of Liquor Act describes when and where liquor can be sold and by whom. There is a cost associated with applying for a special liquor licence. Application must be made at least ten working days prior to the date of the proposed event. Please liaise with the Council's Liquor Licensing Inspector. A liquor ban applies in some areas within the Whakatane District.

Liquor Licensing Inspector, 07-306-0500

Noise

Please ensure the event is managed so as to avoid excessive noise being generated from the site. If your event includes use of generators or similar appliances, please ensure such appliances are positioned as far as practicable from residential areas, to minimise noise nuisance. Please note that your contact details will be provided to the Council's after-hours contractors.

Organisers are advised that in accordance with Section 327 of the Resource Management Act 1991 an Infringement Notice served for excessive noise carries a maximum penalty of $500.00. In the event of an Infringement Notice being served on the organiser the security bond will be retained by the Whakatane District Council.

Environmental Health Officer, 07-306-0500

Sanitary Arrangements

While the actual number of people attending your event may be unknown, a guide for the provision of sanitary facilities for an event of short duration is one toilet per 200 people expected to attend. Further, if planning to provide Portaloos, please ensure some have wash-hand basins. The provision of toilets with wash-hand basins near to and for the use by food stallholders, etc, is recommended. Public toilets are to be located in areas with adequate lighting to safeguard personal security of users.

Environmental Health Officer, 07-306-0500

Fireworks

If you wish to ignite fireworks on a Whakatane District Council reserve then a Department of Labour certificate is required stating the type of fireworks and the name of the licensed operator. Whakatane District Council must approve fireworks displays by signing the landowner consent form.

Whakatane Chief Fire Officer, 07-308-0471

Amusement Devices

Amusement devices may require permits and inspection. Please ensure permits are arranged and inspection occurs prior to the event. Inspection of the devices may be arranged with the Council's Building Control Officers.

Whakatane District Council Environment and Policy Department, 07-306-0500

Temporary Building Permits

Temporary structures such as tents, marquees, stages, scaffolding etc, may require a temporary building consent from the Whakatane District Council. Any such structures should be included in your site plan submitted at the time of application and should include the size of the structure, who will be erecting the structure and what the structure is made of.  The erection of a large marquee (e.g., 12 m x 24 m) would normally require a building consent. However, this will not be required, provided the following is observed:

• A minimum of three (3) entrances are provided.
• Each entrance is at least one metre wide and has unobstructed routes into/out of the tent.
• Each entrance is clearly signposted (with "Exit" or similar).
• A minimum of two (2) fire extinguishers are provided.
• Should you wish to provide seating in the marquee, then please provide this office with a plan of the proposed arrangement.
• Should scaffolding be required, please ensure that this is erected by a qualified rigger.
• Please arrange for inspection of the marquee prior to commencement of the event.

The erection of a stage in excess of one metre in height would normally require a building consent. However, this may not be required as long as the following is observed:

• Provide details for stage construction and erection to this Whakatane District Council.
• Provide name and contact of professional rigger who is to erect the stage and the scaffolding.
• Please arrange for inspection of the stage to be carried out prior to the event.
• Ensure that adequate fire fighting equipment is provided.

Whakatane District Council Environment and Policy Department, 07-306-0500

Traffic Management

Road Closures or Disruption to Traffic

If your event is on a State Highway you will need to contact Opus Consultants. For all other roads you must contact the Whakatane District Council Asset Manager Transportation.

For an event that requires a road closure, to satisfy legislative requirements for an urban closure the Whakatane District Council requires a written application at least two weeks prior to the event taking place, and eight weeks prior in the case of a rural closure. You must supply proof of consultation with affected parties such as retailers or residents situated within the closed areas along with your application. Contact with emergency services should also be made to make allowances for issues such as emergency access during the event.

Traffic Management Plans must be prepared by a suitably qualified person.
A separate information leaflet setting out requirements in detail is available from the Whakatane District Council.

Asset Manager Transportation, 07-306-0500
Opus Consultants, 07-308-0139

Parking

Whakatane District Council operates on a time restricted parking system with limits varying from area to area.

Whakatane District Council Parking Section 07-306-0500