Event Planning and Support

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.

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.

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

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.

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

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

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

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

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].

Simply fill out the Visit Ruapehu Event Listing Form and provide key details about your event, including:

• Event name, address, and dates
• A brief introduction and detailed description (e.g., elevation and distances for running events)
• Your website or event URL

Make your listing stand out by attaching your logo and at least 5 high-quality images.

Once completed, email the form and attachments to [email protected].

Click here to download the form and start promoting your event today.