Booking a park or reserve

This information is provided as guidance only on the general responsibilities applicable to your event/activity.

Tasman District Council’s standard conditions will be issued with your approved event/activity form and may contain other items from those listed below.

1. Access to properties
   The venue remains public property at all times unless prior approval is given for roads/tracks to be closed. The organiser
   needs to ensure that access and egressfor residents, businesses and emergency vehicles and other users is available at all times; that the public is not unduly inconvenienced, and that public and private access ways are kept clear at all times.
2. Charges (if applicable)
   The organiser is responsible for any fees or service and supply charges associated with the event/activity.
3. Bond
   The organiser may be required to provide Tasman District Council a bond prior to the event. The purpose of the bond is
   to cover the potential costs of any breach of these conditions and also repairing any damage and undertaking any clean-up
   work.
4. Cancellation
   If the event is cancelled the event organiser must notify the Council on the first available working day.
5. Facilitation information
   The event organiser may be required to supply additional information including but not limited to, health and safety declaration, site map and public liability insurance.
6. Compliance with rules and legislation
   An approved event provides the organiser with limited permission to occupy public land for the purposes stated and
   shall not be deemed to amount to any other consent, approval, or licence that may be required for the running of
   the event/activity. The organiser is responsible for complying with all relevant legislation and any other rules applying to the
   event/activity.
7. Licences
   The organiser shall obtain all appropriate licences (e.g. liquor, food, building consents, special effects, temporary structures
   and marquees) prior to the event.
8. Gardens/reserves
   Please note that Council will endeavour to have areas well maintained for events/activities. However, this may not always be possible due to seasonal factors and unforeseen circumstances.
9. Safety
   The event organiser will be required to read, sign and comply with any relevant health and safety policy as supplied by the Council.
10. Electricity
    The organiser shall, where electricity is being used for the event, make sure all electrical equipment used must be tested, tagged and in good, safe working order.
11. Compliance with directions
    The organiser shall ensure that all participants comply with instructions and directions including site hazards that have been
    identified.
12. Responsibility for equipment
    The organiser shall provide, place and remove all temporary structures, road markings,signs, rubbish bins, toilets, equipment,
    props or other structures or devices associated with the event. Removal of such equipment shall take place immediately after
    the event. All equipment and structures used must be in good, safe working order.
13. Responsibility for clean up
    The organiser shall ensure that any area associated with the event/activity is left in a clean and tidy condition, including surrounding areas. The removal and disposal of all rubbish shall take place immediately after the event, and all rubbish is to be
    disposed of off-site by the organiser of the event/activity.
14. No damage or fixtures to property
    The organiser shall ensure that all parks, reserves, wildlife, stock, vegetation, buildings and other facilities are not damaged or
    unduly disturbed at any time during the event or any set up or pack down period associated with it. Report any damage as soon as possible.
15. Keys
    If any keys are required for the event/activity for access, then they will need to be collected from the Tasman District Council
    office on a working day prior to the event/activity.
16. Force majeure
    The event organiser understands and agrees that their event may not be able to proceed without notice, if a natural disaster, fire, flood, earthquake or other similar major event beyond the Tasman District Council’s control makes it impossible for the event to take place. Where practicable, the Tasman District Council will consult with the event organiser before exercising this clause.

Please note: at times Tasman District Council Parks and Reserves may be closed for public safety.

An event permit is required if you answer ‘yes’ to any of the following questions:

• Is your event open for the public to attend and expecting over 150 people?
• Do you plan to install any type of structure? (pop-up tents, marquees, staging, bouncy castle, etc.) 
• Do you require vehicle access to drop off equipment? (you may need keys to access the reserve)
• Will food be sold at the event?
• Will any part of your event restrict vehicle or pedestrian traffic on a legal road (streets, roads, cycleways, paths, and city squares)?
• Will there be any amplified sound? (PA system, sound system, musical instruments, anything going through an amplifier). There are noise restrictions in most areas of Tasman – you will need to be informed of acceptable levels in the area of your event.
• Will there be any amusement devices? e.g., Ferris wheel, merry-go-round etc.

If you are unsure whether you require an event permit or have any questions, please contact us, otherwise complete the online form and we will be in touch if a permit is needed.

If you prefer you can print out a pdf copy, complete it by hand and return it to a council office, or post it to:

Tasman District Council
Private Bag 4 Richmond
7050

Download the Park Event/Activity Booking Form.(pdf 2 MB)