Find out how to hold an event at one of our wonderful and diverse regional parks.
Organising an Event within Environment Canterbury Regional Parks
What you need to know?
Congratulations. You have taken the first step to enable your event to be held within Environment Canterbury Regional Parks.
This page explains the procedures that you will need to follow to enable a successful event within Environment Canterbury Regional Parks, such as:
- Securing your venue
- Complying with Environment Canterbury’s conditions and Territorial Local Authority (TLA) regulations
- Obtaining approvals for your event and ensuring that you create a safe environment for participants.
The Parks and Reserves team will not organise the event for you. We are here to provide relevant information and advice to you as the event organiser. It is vital that, before you contact Environment Canterbury, you take some time to think about exactly what you are planning to do at your event.
Planning your event
As the event organiser, you may be inviting the public to your event. It is therefore your responsibility to make this a safe and enjoyable experience for all.
What have you thought about?
- Traffic Management Plans – Is any part of your activity to be held on public roads or streets? If so, you will be required to submit a Traffic Management Plan prepared by a qualified STMS individual, from the relevant city or district council.
- Noise Consents – Are you planning any live or amplified music? If so, this may require noise consent from the relevant city or district council.
- Liquor Licence – Are you selling or permitting alcohol at your event? If so, special liquor licences may be required. They can be obtained from the relevant city or district council, who can provide you with guidelines for Host Responsibility.
- Public Liability Insurance – You will be required to obtain Public Liability Insurance for your event. This would normally be a minimum of $1,000,000. Often a sponsor will provide this coverage as an extension to their existing insurance policy.
- Forest and Rural Fire Insurance – This is required between 1 September and 30 April each year. This would normally be a minimum of $250,000.
- Neighbours – Do they know what’s going on? Have you invited them? Please don’t hesitate to ask the Parks and Reserves team if you are unsure whether this is an issue or not.
- Food/Refreshments – Who is providing this service? Do they have current licences?
- Security – Do you need a Police presence? Are you providing private security staff – Are you aware that security staff need to be registered? Youth Liaison?
- Parking – There are opportunities for additional parking.
- Signage – Event signage may be permitted.
- Building Consents – Do you need Building Consent for marquees over 50 sq metres, stage, fencing, temporary structures, sound towers. This can be obtained from the relevant City or District Council.
- Power Access – Different venues have different availability of power. Is it available? Or do you need to provide a generator?
- Toilet facilities – how many will you need? Will you require disabled access?
- Rubbish and Recycling – Who is cleaning up afterwards?
- Health and Safety – Every event organiser must be aware of his or her responsibilities under the Health and Safety Employment Act 1992.
To make the day of the event more successful, it is wise to work through all the issues mentioned above. Please remember that we are here to assist you with information and advice. Please don’t hesitate to contact Park Ranger (Events) on (03) 365 3828
The event process
Securing the use of the area you want you use is the first step. Areas within Environment Canterbury’s Regional Parks are in high demand. Without a booking, your event may not be allowed to go ahead.
All bookings
Call Environment Canterbury (03) 365 3828 and ask to speak to the Regional Park Ranger (Events).
The following details would be a good start to beginning the process:
- Venue – which area do you want use of
- Contact details of event organiser
- Activities for day
- Event date – this date will be held for a period of 14 days for the organiser. After this, if no application form has been received, the date will be cleared.
Minor events only
An application form will be either e-mailed or sent out to you. Confirmation of your tentative booking will follow once the application has been accepted. Please note that the booking form for any minor event must be received at lease 4 weeks prior to the event date.
Included in the application pack there will be:
- Notification of the fees for the hire of the venue.
- Health and Safety confirmation form
When returning the application form, you will need to enclose a site plan showing how you intend to set-up on the day.
Major events only
Depending upon your activities, you may have to obtain specific approvals from the appropriate City or District Council e.g. Traffic Management, Building Consent, Liquor Licensing, etc. The Parks and Reserves team can advise you on this.
Relevant forms can be found at the following links for:
Receipt of application
We will contact you confirming receipt of your application, advising you that either all information required has been received, or requesting clarification. Subsequently, you will receive a letter confirming or refusing your event within the Regional Park.
Site visit with Event Ranger
This will be required at some point to discuss on-site logistics.
With all major events, 6 to 12 months' notice is essential.
NOTE: Resource Consent may be required for some major events. Please be aware that this process can take 12 to 18 months to process and gain approval, and may incur significant costs to you.
Booking form
You can fill-in the form on-screen, then print and sign the following booking forms: