Organising an Event

​Important Notice: COVID-19​

Advice from the Ministry of Health for public events for public events and mass gatherings​​

Protect yourself against coronavirus​

​​​​​​​Do I need an Event Permit?

You will need to apply to the Hamilton City Council for an event permit if you are planning to hold an event in a public place in the city. This includes events in Parks and Open Spaces which are not regular sporting fixtures. This ensures your event has first priority when using this area and that your activity is conducted in accordance with all current bylaws. It also ensures that any disruption to stakeholders is minimal and that the safety of all attendees is appropriately managed. 

You may also be required to apply for permits and licences depending on the size and nature of your event.

Applying for an Event Permit

To apply to stage an event in a public park or space, please complete the following form

If your event is in a Park or Reserve please email our Parks and Recreation Unit​​ or call 838 6​699​ to see if your preferred date is available prior to completing an Event Permit Application.

To hold an event in Hamilton Gardens, contact the garden team directly.

To hold an event at an H3 venue i.e. (Claudelands, Waikato Stadium or Seddon Park) contact H3 Venues

Other documentation that may be required in your event application includes:

  • A site plan
  • Event risk plan
  • Traffic management plan
  • Waste management plan
  • Public liability insurance
  • Event program
If you are planning a large event and would like to have a conversation before submitting your event permit, if you would like to collaborate or need extra support please email and we can arrange a time to talk through your event with you.

How long will it take?

Please send your event application to us well in advance of you event happening. We ideally require a:

  • Minimum of four weeks notice for low impact events
  • Minimum of three to five months notice for high impact events (particularly events with traffic management plans). This gives both the council and stakeholders enough time to fulfil any legal obligations.

Type of event

​High impact​Over 2000 people
​Medium impact​500-1999 people
​Mild impact​50-499 people
​Low impact​1-50 people

Depending on the size and scale of your event other documentation may be required.  Our event and engagement team will be in touch when they have received and reviewed your application

If all relevant parties approve your event, we will send you a written confirmation of this. If we decline your application we will contact you and let you know the reasons why your event was not approved.​​

What public locations/sites are available?

Within the Hamilton City there are many public open spaces – parks, gardens, promenades, Garden Place, Civic Square, reserves and legal roads that are available to use. The sites available vary depending on the type of event or activity you are wishing to run. Please contact the Event and Engagement team or email for advice on the venue best suited to your event.​

Page reviewed: 17 Mar 2022 4:03pm