Event Safety & Approvals

Health & Safety

Small or large, you are responsible for planning and managing risk at your event. You have a legal responsibility under the Health and Safety at Work Act 2015 to ensure the health and safety of all event participants, staff, contractors, volunteers, sponsor and anyone legally entitled to be at or near the event site.

You must be able to provide documentation that you have considered health and safety in your event planning.

Public Health Guidance for Festival and Event Organisers

Advice from Te Whatu Ora on reducing the spread of infectious diseases, and risks related to sanitation, weather, food, alcohol, drugs and injury that event organisers should consider and prepare for can be found here.

Traffic Management

Events that stop, delay or increase vehicle or pedestrian traffic require a traffic management plan and must be provided by a registered traffic management company.

Applications for temporary road closures should be submitted at least 12 weeks in advance to ensure application has sufficient time to be processed.

Temporary Road Closure Application Form

Key requirements of the application include:

a Traffic Management Plan (TMP)
Public Liability Insurance
Written proof of consent from any affected businesses

For more information on temporary road closures for an event and the approval process, check out How To Apply For A Temporary Road Closure (For An Event) - Ruapehu District Council

Pictured - Taumarunui Christmas Parade

Food at Events

Mangaeturoa School Revitalisation Project Fundraising Barbeques

When planning an event that sells food, you will need a food stall license.

Blanket - Food Stalls for Events Fairs Festivals Application Form

Food Stall (incl Sausage Sizzle) Application Form

More information about selling food at your event can be found here Markets and Events - Ruapehu District Council

Pictured - Mangaeturoa School Revitalisation Project Fundraising Barbeques

Alcohol at Events

If you plan to serve and supply alcohol at your event, you will most likely need to obtain a special licence.

A special licence is required if alcohol is to be supplied or sold at any event:

where there is no existing on-licence or club license in force
in a club premises to people who are not club members, affiliated member or their guests
outside the licensed hours or licensed area indicated in the existing on-license or club license

Applications for a special licence must be lodged no less than 20 working days prior to the event to ensure that it will be processed in time. However, we recommend getting your application in as early as possible in your planning process.

Special Licence Application Form

Special Licence - Public Notice for Large Event Form

Further information about special licenses can be found here Special Licence - Ruapehu District Council

Fireworks, Pyrotechnics & Amusement Devices

Fireworks & Pyrotechnics

You will need written permission from Fire and Emergency NZ before you can hold any indoor or outdoor pyrotechnic display at your event.

For more information and application forms visit, Fireworks and pyrotechnic displays | Fire and Emergency New Zealand

Mechanical bull at Ohakune Carrot Carnival 2024

Amusement Devices

All mechanical amusement devices, like ferris wheels or bumper cars, must have a Certificate of Registration from Worksafe New Zealand. To operate these at events, the owner must apply to Ruapehu District Council for an Amusement Device Permit, including the registration certificate unless it's already on file.

Amusement Device Application Form

Pictured - Mechanical bull at Ohakune Carrot Carnival 2024

Large Marquees & Structures

Beverage service marquee at Ohakune Mardi Gras

Structures such as marquees and staging may require temporary building consent depending on their size.

If you're planning for anything 100m2 in floor area or higher than 1.5 meters off the ground, please get in touch so we can discuss your plans with the Building Team.

Pictured - Beverage service marquee at Ohakune Mardi Gras

Smokefree & Vapefree events

Event organisers are encouraged to share the smokefree and vapefree message leading up to and during the event. All Council-owned events and those receiving Council funding or support must be smokefree and vapefree.

For smokefree/vapefree resources and signage for events visit Te Whatu Ora resource store | Smokefree & Vapefree

Playing Music at Events

If you are holding a public event at a Council facility you may need a music license.

Click here for more info on a OneMusic License or email [email protected].

Fees, Charges, Bonds & Insurance

When organising or applying for event related approvals, it is important to be aware of associated fees and charges. These costs may include application processing fees, venue or space hire/bond and any additional charges such as permits or resource consent.

Check out more detailed information on the fees and charges associated with certain services here, Fees and Charges - Ruapehu District Council