Guide · updated November 2026

Approvals for community events in NSW

NSW event approvals depend on where the event is and what's in it. This is the full list for a typical event with food, alcohol, a stage, structures, road closure and fireworks, with typical lead times.

Typical lead time	Approval / document	Detail
16 weeks	Road occupancy approval and Traffic Management Plan	Section 138 Roads Act consent from council (and Transport for NSW for classified roads), a TMP by an accredited practitioner, NSW Police notified and bus operators told.
12 weeks	Venue / landowner permission and council event application	Book the venue and lodge the council's event application (or venue hire agreement) with this plan attached.
12 weeks	Section 68 approval (if your council requires it)	Many NSW councils require approval under s68 of the Local Government Act 1993 for activities on community land, such as amplified music, stalls or structures.
8 weeks	Public liability insurance	Certificate of currency for the event date. Many councils ask for A$20 million cover with council noted as an interested party.
8 weeks	Event, risk and emergency plans submitted	This pack: Event Management Plan, Risk Register and Emergency Management Plan, plus a site plan.
8 weeks	Site plan / map	Show stalls, stage, first aid, toilets, water, bins, entries and exits, emergency vehicle access and the assembly area.
8 weeks	Noise conditions confirmed	Check amplified music hours and noise limits in your permit and any EPA guidance.
8 weeks	Approval for temporary structures	Council approval for larger marquees, stages and seating, with an engineer's or installer's certificate.
6 weeks	Toilets booked	Portable toilets (including accessible) sized to peak attendance and event length.
6 weeks	First aid provider booked	Matched to crowd size and risk (see First Aid & Medical Plan).
6 weeks	Limited licence from Liquor & Gaming NSW	A limited licence (special event or function) is needed to sell or supply alcohol at most public events. Apply well ahead.
6 weeks	Community gaming and fundraising rules	Raffles follow Liquor & Gaming NSW community gaming rules. Charitable fundraising may need an authority from NSW Fair Trading.
4 weeks	Waste plan	Bins, recycling, bin runs and final clean-up.
4 weeks	Police notified	Let the local station know the date, times, numbers and contact person. Required for larger or road events.
4 weeks	Licensed pyrotechnician and SafeWork NSW notification	The display must be notified to SafeWork NSW within the required notice period. Also inform council and the fire service.
4 weeks	Working With Children Checks	NSW WWCC for everyone working with children at the event.
3 weeks	Temporary food stalls notified to council	Each food stall must notify the local council, and food businesses must notify the NSW Food Authority where required. Check whether a Food Safety Supervisor is needed.
3 weeks	Before You Dig Australia (BYDA) enquiry	Lodge before pegging or staking anything into the ground.
2 weeks	Contractor and stallholder documents collected	Certificates of currency, registrations, licences and signed conditions.
2 weeks	Neighbour and business notification	Letter drop to affected residents and businesses (template included).
2 weeks	RSA for everyone serving	Copies of current Responsible Service of Alcohol certificates on file.
2 weeks	Licensed electrician and test & tag	Temporary installations to AS/NZS 3002 by a licensed electrician. All leads and appliances tested and tagged.

Need the full plan for your event?

EventReady builds your Event Management Plan, Risk Register, Emergency Plan, First Aid Plan, approvals timeline and 8 more documents from your event details, ready to attach to your council application. The approvals timeline is free.

Build my event plan What's included