Event Planning and Support

Organising an event

Whether you are planning a local community event or a major music festival, there are responsibilities you need to meet and different kinds of permits and licenses you may need to apply for.

Not sure where to start? Our events coordinator, Jayde, is on hand to make it as smooth as possible for you to hold your event in the Ruapehu district.

Give us a call on 06 385 8364 or email [email protected] to make time to discuss your event.

Event Planning Timeline

Your event may require a permits and/or licences such as a special liquor license, temporary road closure or a market stall permit.

The process to secure these can take some time, so it is important that during your planning you allow sufficient time, to ensure any approvals are granted for your event.

Health & Safety

Small or large, you are responsible for planning and managing risk at your event. You have a legal responsibility under the Health and Safety at Work Act 2015 to ensure the health and safety of all event participants, staff, contractors, volunteers, sponsor and anyone legally entitled to be at or near the event site.

You must be able to provide documentation that you have considered health and safety in your event planning.

Venues

The Ruapehu District has wide range of halls, parks and reserves that are available to use for events.

Halls & Indoor Spaces

Some of the halls are operated by Council and some by the Community where the hall is located.

Visit Community Halls - Ruapehu District Council for more information on our indoor spaces, including application forms and fees and charges.

Pictured - Horopito Community Hall

Outdoor Spaces

Ruapehu District has a number of beautiful outdoor spaces that could be used for events.

If you're planning to have an event on a Council owned/managed outdoor space, you will need to complete a Public Places Events Application Form.

More information on outdoor spaces (including fees and charges) can be found here, Parks and Reserves - Ruapehu District Council

Waste Minimisation & Management

Ruapehu is working towards being a Zero Waste district by 2040. We require a waste minimisation and management plan for large events; although an event waste management plan is a good idea no matter the size of your event.

We can offer support and advice for managing waste at your event - there are resources available such as an event waste station (conditions apply).

Recycling and composting** is free in the Ruapehu District, waste that is sent to landfill will incur a cost - these are outlined in the Fees and Charges 2024-25

**Compostable/biodegradable marked items including bamboo types are NOT able to be composted or recycled as we do not have the correct facilities to process them, they must go into the landfill.

Alcohol at Events

If you plan to serve and supply alcohol at your event, you will most likely need to obtain a special licence.

A special licence is required if alcohol is to be supplied or sold at any event:

where there is no existing on-licence or club license in force
in a club premises to people who are not club members, affiliated member or their guests
outside the licensed hours or licensed area indicated in the existing on-license or club license

Applications for a special licence must be lodged no less than 20 working days prior to the event to ensure that it will be processed in time. However, we recommend getting your application in as early as possible in your planning process.

Special Licence Application Form

Special Licence - Public Notice for Large Event Form

Further information about special licenses can be found here Special Licence - Ruapehu District Council

Food at Events

When planning an event that sells food, you will need a food stall license.

Blanket - Food Stalls for Events Fairs Festivals Application Form

Food Stall (incl Sausage Sizzle) Application Form

More information about selling food at your event can be found here Markets and Events - Ruapehu District Council

Pictured - Mangaeturoa School Revitalisation Project Fundraising Barbeques

Traffic Management

Events that stop, delay or increase vehicle or pedestrian traffic require a traffic management plan and must be provided by a registered traffic management company.

Applications for temporary road closures should be submitted at least 12 weeks in advance to ensure application has sufficient time to be processed.

Temporary Road Closure Application Form

Key requirements of the application include:

a Traffic Management Plan (TMP)
Public Liability Insurance
Written proof of consent from any affected businesses

For more information on temporary road closures for an event and the approval process, check out How To Apply For A Temporary Road Closure (For An Event) - Ruapehu District Council

Pictured - Taumarunui Christmas Parade

Fireworks, Pyrotechnics & Amusement Devices

Fireworks & Pyrotechnics

You will need written permission from Fire and Emergency NZ before you can hold any indoor or outdoor pyrotechnic display at your event.

For more information and application forms visit, Fireworks and pyrotechnic displays | Fire and Emergency New Zealand

Amusement Devices

All mechanical amusement devices, like ferris wheels or bumper cars, must have a Certificate of Registration from Worksafe New Zealand. To operate these at events, the owner must apply to Ruapehu District Council for an Amusement Device Permit, including the registration certificate unless it's already on file.

Amusement Device Application Form

Pictured - Mechanical bull at Carrot Carnival 2024

Large marquees & structures

Structures such as marquees and staging may require temporary building consent depending on their size.

If you're planning for anything 100m2 in floor area or higher than 1.5 meters off the ground, please get in touch so we can discuss your plans with the Building Team.

Pictured - Beverage service marquee at Mardi Gras

Playing music at events

If you are holding a public event at a Council facility you may need a music license.

Click here for more info on a OneMusic License or email [email protected].

Fees, charges, bonds & insurance

When organising or applying for event related approvals, it is important to be aware of associated fees and charges. These costs may include application processing fees, venue or space hire/bond and any additional charges such as permits or resource consent.

Check out more detailed information on why there are fees and charges associated with certain services here, Fees and Charges - Ruapehu District Council

A detailed list of all the current fees and charges can be read here, Fees and Charges 2024-25