EVENTAPPLICATION FORM

ABOUT THIS FORM

Please use this form if you would like to conduct an event with NSW National Parks & Wildlife Service (NPWS). Once completed, submit this form by email. Refer to the lodgement details in section 9 for further information.

Proposals should be received at least 6 months in advance of the event in order to assure availability of your preferred venue and date(s) and adequate time for the review process by NPWS. Initial assessment of the event application, site plan and supporting documentation may take 2-3 weeks.

Event advertising / promotion may not include NPWS precincts / venues until formal consent is issued.

NPWS’s role is to ensure the ongoing conservation of the natural and cultural values of national parks and reserves in NSW.This includes working with organisers to minimise visitor and participant impacts. Event organisers should ensure the sustainable and culturally appropriate use of sites by, wherever possible and practicable, informing and educating patrons and carrying out their operations in a sustainable manner.

SECTION1:APPLICANTSDETAILS

Company/Organisation
Name*
ContactName*
Position*
Event Name*
AustralianBusinessNumber(ABN) *:
Street Address*
Required to issue a consent
Suburb* / Postcode*
Billing Address*
Suburb* / Postcode
Telephone / Mobile*
Facsimile
Email*

* = Required field

SECTION2:EVENTDESCRIPTION

Event Type
(Provide brief
overview) / ☐Display (static) / ☐Launch / ☐Performance
☐Display (interactive) / ☐Private function / ☐Public event
☐Sporting / ☐Festival
Event Description, Objectives
and Target Audience
Maximum Number of Attendees
Ticketing / Registration / Are you selling tickets / registering participants for the event? ☐YES ☐NO
Pricing (please include all pricing categories e.g. Early Bird, Student etc.)
ProposedVenue(Pleaselistpreferred venueoptionsincluding any tracks / trails) / 1.
2.
3.
Bump-InDate(s) / Start
Time / Finish Time
Event Date(s) / Start
Time / Finish Time
Bump-OutDate(s) / Start
Time / Finish Time
Event History / Is this a new or existing event? ☐NEW ☐EXISTING
Previous Date / Venue
Is this expected to be a ‘one off’ or ‘recurring’ event? ☐ONE OFF ☐RECURRING
Please provide details of any sponsorship or government support for your event:
References
Provide a contact name, phone number and the name of the event produced on NPWS land / with other agencies / 1.
2.
3.

SECTION3:EVENTFEATURES

Please note:structures need to be weighted as pegging is not permitted without prior approval.

Please provide details of any staging, amplified sound, temporary structures or power. Include equipment,
location, purpose and times of use where applicable
Please provide details of any parking and/or traffic management requirements. Include times of any full or partial road closures where applicable
Note: A detailed trafficmanagement plan may be required.We suggest that you seek advice from your local traffic management committee before submitting an application including traffic management requirements.
Please provide details of any food and/or beverage service
Note:thesale or samplingofalcoholwillrequirealiquorlicense. ApplicationtoNSWOffice ofLiquor,Gaming and Racing
Please provide details of any entertainment,amusement rides, merchandise sales or product sampling
Do you expect any supplementary activities as a result of your event? If so, please provide details.
E.g., filming/photography, suppliers/contractors, large spectator presence

SECTION 4: IMPACT ON PARK VALUES

Identify where your proposed activity may impact the following park values, and how you will avoid or mitigate these impacts. Please provide specific detail for all questions.

Applicable / What is the impact
(describe the type, nature and extent) / Safeguards/Mitigation Measures
(describe how you will you minimise/manage the impact)
Does the activity involve the use, storage, disposal or transport of hazardous substances (gas, liquid, solid wastes)?
☐Yes
☐No
☐Unknown
Will the activity involve the emission of noise in the proximity of residential or urban areas or other sensitive locations?
☐Yes
☐No
☐Unknown
Is any vegetation to be cleared or modified?
☐Yes
☐No
☐Unknown
Is the activity likely to bring animals or plant material into an area?
☐Yes
☐No
☐Unknown
Is the activity likely to have an impact on the safety of the park users and neighbours?
☐Yes
☐No
☐Unknown
Is the activity likely to cause a fire risk? (fireworks, open flames, BBQs etc)
☐Yes
☐No
☐Unknown
Does the event require any excavation or soil modification?
☐Yes
☐No
☐Unknown
Is the activity located within, or will it affect, areas containing the following landscape features?(Tick relevant)
☐within a sand dune system
☐within 200m of waters
☐on a ridge top, ridge line or headland / ☐within 200m below or above a cliff face within 20m
☐in a cave, rock shelter or a cave mouth

SECTION 5: SITE & COURSE PLAN

Site Plan

Using a map of the event location, please show the relative size and position of all event infrastructure including, but not limited to the examples below. Plan must include a legend:

  • Barricading / Fencing
  • Approximate Area Required
  • Stalls/Marquees
  • Lighting Towers/Generators
  • Stages
  • PA/Speakers
  • Entry/Exit Points
  • Emergency evacuation areas
  • First Aid
  • Signs/Banners
  • Vehicles
  • BBQs/food stalls
  • Toilets
  • Rubbish and recycling bins

Course Plan

Using a map of the event location,please show the proposed course and position of all event infrastructure including, but not limited to the examples below. Plan must include a legend:

  • Flow to/from start/finish areas
  • Track and trail names
  • Drink / food stations
  • First aid stations
  • Marshals
  • Traffic Controllers
  • Barricading / fencing
  • Course directional arrows
  • Emergency evacuation points
  • Gates (NPWS)
  • Entry/Exit points
  • Check points

If you require a base site plan for your preferred venue please let us know. Alternatively, you can use:

SECTION 6: LODGEMENT DETAILS

On lodgement, you will be issued with a tax invoice for a non-refundable application fee. Payment of your application fee does not guarantee approval of your event; it holds your event date and venue. On payment of this fee, your application will progress. Please return this completed form with any supporting documentation to the Events & Venues Unit;

Email

SECTION 7: WHAT NEXT

Once you have been issued formal consent, you will be required to submit the following plans:

  • Public Communications
  • Risk, Safety & Emergency
  • Site
  • Food & Alcohol
  • Event Management
  • Sustainability, Waste & Toilet
  • Transport & Access Management
  • Merchandise & Sponsor Activation

Final approval of your event and its operations is dependent on the assessment and endorsement of the above plans by NPWS. Initial assessment of the event application, site plan & supporting documentation may take 2-3 weeks.

You will also need to provide a copy of your public liability insurance for a minimum of $20 million. Ensure that the Chief Executive of the Office of Environment and Heritage, the Minister for the Environment, and the Crown in Right of NSW is listed as an interested party. You and any contractors that you have on site will be required to have adequate workers compensation and other insurances required by law.

SECTION 9: APPLICANT DECLARATION

I declare that all of the above information is correct and true to the best of my knowledge.

Applicants Name: / Signature: / Date: