Standard conditions for the use of Christchurch City Council parks, reserves, squares and legal roads for events.
At least 12 weeks (three months) prior to event
1. Full road closures, traffic control, parking restrictions
The organiser must apply for any necessary road closures approval in writing at least 60–84 days prior to an event. The organiser shall provide to the Council a professional traffic plan drafted by a qualified company ("traffic management plan(external link)"). The Council and the New Zealand Police (“Police”) may require further details to be included in any traffic management plan, which shall be provided as soon as practicable after any such request.
2. Air shows
The organiser must comply with any applicable civil aviation rule, any prescribed notification requirements in relation to the use of aircraft and any directions, instructions or advice issues by Civil Aviation Authority ph. 04 560 9400, email info@caa.govt.nz. Civil Aviation Authority notifications may be required at least 90 days prior to an event.
3. Totally fenced areas design
For over 2,000 attendees:
Fences are still buildings under the Building Act definitions but are exempt as of right from consent providing the height is less than 2.5m. However, the provisions of the fire clauses of the building code still apply: the requirement is that there be a complying 'safe route out’ approved by an independent fire engineer for a totally fenced areas that host more than 2,000 attendees.
For under 2,000 attendees:
The requirement is that there be a complying 'safe route out’ that complies with the Building Code requirements for temporary structures. Please refer to the section C1 – C6 Fire Safety Clauses of the B-053 Marquee and temporary building compliance statement [PDF, 158 KB] for guidelines.
At least six weeks prior to event
4. Liaison with Council officers
The organiser shall liaise with the Council’s Event Development Team at least six weeks prior to and on the day of the event. The appropriate contact details will be on the event permit.
5. Contact details
The organiser shall ensure that they provide, at least six weeks prior to the activity the name and mobile number of a contact person who will be present onsite at the event at all times.
The organiser shall apply for all appropriate licences, permits and consents at least six weeks prior to the event. This includes but is not limited to licences, permits and consents for liquor, food, trading, resource consents, special effects, amusements, fireworks, temporary structures and marquees building approvals. Please note that for all these approvals fees may apply.
7. Site Plan
The organiser shall provide to the Council, at least six weeks prior to the event:
- a site plan which includes the details and position of all equipment associated with the event; and
- an event plan which timelines the day of the event.
8. Buses
The organiser via their chosen traffic management company, shall contact and consult Environment Canterbury 03 353 9007 at least six weeks prior to the event concerning any necessary re-routing of buses or relocation of bus stops or if a traffic management plan is in place that may affect public transport.
9. Public liability insurance
When required, the organiser shall provide to the Council, at least 10 days prior to the event, proof that it holds a suitable public liability insurance cover, including details of the insurer, any relevant exclusions and the amount of insurance cover.
10. Health and safety
The organiser shall provide to the Council at least six weeks prior to the event a health and safety plan, which complies with the requirements of the Health and Safety Act 2015. The organiser must ensure all employees and participants are made aware of their responsibilities under the Health and Safety Act 2015. Health and safety obligations include the preparation of an action plan to identify and manage all potential hazards.
11. Compliance
The event permit provides the organiser with limited permission to occupy public land for the purposes stated. The organiser is responsible for ensuring that all activities also comply with the requirements of all Christchurch City Council bylaws and the Local Government Act 2002. The organiser should be aware of any laws relating to public places, signs and billboards.
At least two weeks prior to event
12. Publicity
If required, the organiser shall inform residents and businesses in the area affected by the event at least two weeks prior to the event. Such information shall at least include a letter delivered to each house or business in the affected area. The letter shall contain the wording, “Christchurch City Council has requested we inform you…” and include the following information:
- name of the event
- name of the organiser, contact details before and on the day of the event (including mobile phone numbers)
- general nature of the event
- duration of the event including set-up and pack-down periods, and when any music will be playing, including sound checks if relevant
A draft of this letter shall be provided to the Council’s Events Development Team for approval prior to distribution.
13. Traffic disturbance, parking restrictions only
The organiser shall apply for any necessary pedestrian or car traffic control (traffic management plan(external link)) or parking restriction authorisation in writing at least two weeks prior to the activity. The Council and the Police may require further details to be included in any traffic management plan, which shall be provided as soon as practicable after any such request.
14. Changes to your event
The organiser shall advise the Council as soon as possible of any proposed change and no later than 10 working days prior to the event. Any proposed shall be subject to approval as a variation of the event permit.
15. Security and crowd control
The organiser shall contract a licensed security guard company to ensure the event is safe at all times. The organiser shall ensure security measures are in place to provide for crowd control and venue security.
16. Location of underground services
The organiser shall arrange for the searching of records to determine the existence and position of pipes, cables and other utilities on or about the proposed event site. The organiser is responsible for protecting all utilities whether indicated or not and for arranging for their reinstatement or the repair of any damage resulting from its operations.
17. Flying drones (RPAS)
If you plan to operate a Remotely Piloted Aircraft System (RPAS or drone) during your event, you may need to apply for permission from the Council. Applications must be received at least 10 working days prior to the event.
During the event
18. Documentation
The organiser shall ensure that a copy of the event permit confirmation letter is available at all times during the event and during any set up or pack down period associated with it.
19. After hours contact
Should the organiser have any concerns or queries on the day of the event, please contact the Council on 03 941 8999. The Council call centre will forward the query to the appropriate person.
20. Closure of grounds
Parks staff have the authority to close grounds if adverse conditions require closure. If the activity is on a sports park please refer to the Recreation and Sport notices on the Council website for closures after midday Friday.
21. Compliance with law and Police directions
The organiser shall ensure that all participants comply with all traffic laws, regulations and bylaws at all times during the activity and that all participants comply immediately with any instructions issued by the Police or the Council in the execution of their duties.
22. Control of sound and noise
The organiser is required to comply with decibel levels as set out in the appropriate Council City Plan as well as the general obligation under the Resource Management Act 1991(external link) to keep noise to a reasonable level.
23. No vehicles
The organiser shall not allow any vehicles to be used in parks, reserves or squares without the prior written consent of the Council.
24. Traffic control measures
The organiser shall ensure all appropriate barricades, cones and signs are provided and placed in accordance with the traffic management plan. Such barriers, cones and signs shall be removed immediately after the event in accordance with the event permit.
25. Marshals
The organiser shall provide suitable qualified and identifiable marshals to the satisfaction of the Council and Police. Volunteer marshals must only be used for crowd and parking control.
26. Access to properties
The organiser shall ensure that access and egress for residents, businesses and emergency vehicles are available at all times; that the public is not unduly inconvenienced, and that public and private access ways are kept clear at all times.
27. Electricity
The organiser shall, where electricity is being used for an event, utilise the services of a registered electrician to undertake this work. All electrical equipment used must be in good, safe working order.
28. Public services
The organiser shall provide a lost child facility, information service, first aid stations, lost and found area, disability car parking, disability toileting facilities and emergency exits and entrances for the duration of the event.
29. Toilets and waste management
The organiser is responsible to ensure sufficient toilet facilities are on-site at all times during the event. The organiser is responsible for managing all waste at the event. Guidelines for minimising waste at public events are available online at Zero Waste NZ(external link) and Greener Events Guide(external link).
30. Responsibility for equipment
The organiser shall provide, erect and remove all temporary structures, signs, rubbish bins, toilets, equipment, props or other structures or devices associated with the event. Removal of such equipment shall take place within the time frame specified in the event permit. All equipment and structures used must be in good, safe working order.
31. Responsibility for clean up
The organiser shall ensure that any area associated with the event is left in a clean and tidy condition, including surrounding streets. The removal and disposal of all rubbish associated with the event shall take place immediately after the activity and disposed of appropriately off site. The organiser will be invoiced for any necessary additional cleaning of the site at the Council’s sole discretion.
No later than five days after the event
32. No damage to property
The organiser shall ensure that all stock, vegetation, buildings and other facilities are not damaged or unduly disturbed at any time during the activity or any set up or pack down period associated with it. The organiser shall ensure that nothing is fixed, hung or otherwise attached to any features of the park or reserve without prior approval from the Council’s Event Development Team.
33. Reinstatement costs
Any damage associated with the event will be at the cost of the event organiser. Any damage must be reported to the Council’s Event Development Team in writing within five working days of the damage.
Where damage has occurred as a result of the event or activity or when the area has been left in an untidy condition, the applicant is responsible for the cost of reinstatement to the Christchurch city property. Please be aware that costs can run into the thousands of dollars. Event organisers are encouraged to budget for possible reinstatement costs and use protection i.e. profloor or trackmat, marshals, etc. to avoid damage in parks and gardens.
34. Serious harm accident
The organiser must report any serious harm accident to WorkSafe(external link) as soon as possible and in writing within seven days of the accident. Organisers should fill in the serious harm notification(external link) to report the accident and provide the Council’s Event Development Team with a copy.
Charges
35. Road closure advertisements
The organiser shall be liable for the costs of the public notices to advertise any closure of roads associated with the event.
36. Charges
The organiser shall pay to the Council the permit fee to be advised on submission of application to the Council’s Events Development Team. The permit fee is to be paid by the organiser before the event permit is issued.
37. Other fees and charges
The organiser shall be responsible for any fees, service and supply charges associated with the event. These fees are payable in respect of any certificate, authority, approval, consent or service given or inspection made by the Council or any other department, service, or agent.
38. Bond
The organiser may be required to provide the Council a bond, at least four weeks prior to the event. The purpose of the bond shall be to cover the potential costs of any breach of these conditions and also repairing any damage and undertaking any clean up work.
39. Cancellation
The Council may charge a cancellation fee if the organiser of the event cancels a booking within six weeks prior to the commencement of the event or if the organiser fails to notify the Council of any cancellation. Administration fees will be applicable for any cancellation.
40. Indemnity and no liability
The organiser indemnifies the Council in respect of all costs (including legal costs), claims, liabilities, losses, damage and expenses suffered or incurred by the Council and any other person claiming through the Council as a direct or indirect consequence of any unlawful, negligent, tortuous, criminal, reckless or dishonest errors, acts of omission of the organiser in the performance of the event. To the extent permitted by law, in no event shall the Council nor its employees be liable for any damage, loss or personal injury arising whatsoever including direct, indirect, consequential, financial or special damages.
Notes
41. Advice to services
Once an event has been permitted, the Council will, where applicable, advise the following services: NZ Police, NZ Fire Service, St Johns Ambulance, and various other Council departments as necessary. Other services will be advised as appropriate.
42. Failure to disclose
A failure to disclose the entire content of the organiser’s event may result in the event approval being immediately withdrawn and forfeit of the bond.
43. Special conditions
The organiser will be advised of any special conditions associated with the nature of the event prior to the event taking place.