Plan Your Event in Singleton

If the event you would like to hold is going to be held on Council owned or managed land you will need to submit an event application and gain approval.

Private functions such as barbecues and birthday parties with less than 50 people and activities that would be considered as part of our recreation facilities intended use generally do not require approval.

If the proposed event is held on private land or could have the potential for large crowd numbers or is high risk in nature, then a Development Application (DA) may be required. In this case, we still ask that all event organisers submit an event application. Once submitted, a planning assessment will be carried out and it will be determined whether the event will require a DA or not.

If you are unsure as to whether approval is required for your event, please contact our Events team on T 02 6578 7290 who will be happy to assist before completing the event application.

Events Tool Kit

Your one-stop shop for all event planning information is the Singleton Council Event Planning Tool Kit.

Please ensure you have thoroughly read this tool kit before commencing your event application.

This tool kit will tell you everything you need to know about planning your event, what Council's requirements are, and which documents you will need to submit as part of your application.

View Events Tool Kit(PDF, 2MB)

Availability, Suitability and Timeframe Considerations

If you have any questions or are unsure as to the suitability or availability of your event activity or location, please speak with our Events team. They will be able to provide advice on the requirements and availability of the activity and site, as well as the suitability of your event activity and chosen location.

For high impact events (over 200 expected attendees and/or traffic impact) and events requiring a DA, an event application must be submitted 6 months prior to the event date. For low impact events with less than 200 attendees and no traffic impact, an event application must be submitted at least eight weeks prior to the event date. 

Gather your Information and Required Documents

Before commencing the event application, it is best to ensure you know all of the key information about the event you propose to plan and ideally have all required documents completed and ready to attach to the application.

The required documents for ALL event applications are:

• Site Plan
• Risk Assessment Template(PDF, 1MB)
• Public Liability Insurance Certificate of Currency
• Waste Management Plan(PDF, 1MB)

The optional documents based off the requirements/nature of your event include:

• Traffic Management Plan(PDF, 4MB)
• Hunter Resource Recovery Event Bin Request (Recycling Bins)(PDF, 728KB)
• JR Richards Event Bin Request Form - Domestic Waste(PDF, 241KB)
• Special Events Food Business Notification Form(PDF, 1017KB)
• Welcome to Country Application(PDF, 912KB)
• Notification of Proposed Fireworks Display(PDF, 797KB)
• Application Form to Operate an Amusement Device(PDF, 80KB)
• Temporary Liquor License (external to Council)

Submit your Application

If you cannot complete the application in one sitting you are able to save your progress and return to it at a later date.

Complete the application

Every event incurs an Event Application Fee regardless of the size or nature of the event.

Once the planning assessment has been conducted and it has been determined that a Development Application is not required, an invoice will be issued for the Event Application Fee. This must be paid before the event can be approved and go ahead. 

There may be additional event related fees incurred depending on the nature and requirements of the event. A quote will be provided for any additional relevant fees at the point of approval.  

All event fees can be found within our Fees and Charges.

If your event is a high impact event or has a number of requirements (food vendors, toilet amenities, amusement devices etc) then please note that the assessment of your application may take up to 14 business days.

The Events team will advise you if any further information or documentation is required to progress the assessment of your application.

Once the assessment has been completed and all requirements met, approval for your event will be issued.

A quote for any additional event related fees will be included within the approval letter.

This letter must be signed and returned to the Events team. 

Once the event has occurred, another invoice will be issued for any additional event related fees incurred.

All event fees can be found within our Fees and Charges.

In most cases, yes.

If the event you would like to hold is going to be held on Council owned or managed land you will need to submit an event application and gain approval.

Private functions such as barbecues and birthday parties with less than 50 people and activities that would be considered as part of our recreation facilities intended use generally do not require approval.

If the proposed event is held on private land or could have the potential for large crowd numbers, then a Development Application (DA) may be required. In this case, we still ask that all event organisers submit an event application. Once submitted, a planning assessment will be carried out and it will be determined whether the event will require a DA or not.

Regardless of the requirements or nature of your event, the required documents to be submitted for ALL event applications are:

• Site Plan
• Risk Assessment
• Public Liability Insurance Certificate of Currency
• Waste Management Plan(PDF, 1MB)

The optional documents based off the requirements/nature of your event include:

• Traffic Management Plan
• Application for Traffic Management Plan Approval(PDF, 142KB)
• Hunter Resource Recovery Event Bin Request (Recycling Bins)(PDF, 728KB)
• JR Richards Event Bin Request Form - Domestic Waste(PDF, 241KB)
• Special Events Food Business Notification Form(PDF, 1017KB)  
• Welcome to Country Application(PDF, 912KB)
• Notification of Proposed Fireworks Display(PDF, 797KB)
• Application Form to Operate an Amusement Device(PDF, 80KB)
• Temporary Liquor License (external to Council)

All public events held in Singleton will require Public Liability Insurance. Organisations or groups planning to host an event should have insurance already in place.

It is important to check with your insurance broker that the nature of the event is covered under your policy.

Council requires a minimum of $20 million in cover and "Singleton Council" must be listed as an interested party the Certificate of Currency.

Your application cannot be approved without this insurance in place.

Importantly, any vendors you engage to operate at your event (such as food vendors or amusement operators) are also required to have their own insurances in place. As the event organiser, it’s your responsibility to ensure you receive a copy of the vendor’s Public Liability Insurance in addition to your own.

The time required to assess an event varies depending on the size, style and time of the event. 

If you event is low impact, meaning it is expected that less than 200 people will attend and there is no traffic impact, then you will need to submit your event application at least eight weeks prior to the event date.

Your event will be considered high impact if more than 200 people are expected to attend and/or there is any form of traffic impact. An event application for a high impact event must be submitted six months prior to the event date.

Council is required to perform a host of checks (often involving other authorities) in the assessment process so please ensure you plan ahead and allow us enough time to assess your event.

Yes. All events, regardless of the nature or size, will incur an Event Application Fee. 

There are also additional event related fees for events which include but are not limited to waste management, park preparation, food vendor inspections, amusement devices inspections, cleaning etc.

All event fees can be found within our Fees and Charges.

Please contact our Events Team on T 02 6578 7290 or email E councilevents@singleton.nsw.gov.au.