Council is the first point of contact for events in the Central Business District, urban area, or Council areas such as parks, reserves, streets, pedestrian lanes, and outdoor facilities. A pencil booking is required followed by an application form. This can be done through Council's Customer Services on 07 376 0899.

Documentation required with applications

• programme of activities
• site map of the event area
• health and safety plan for the event
• sample of promotional material and its distribution area

Lakes and Waterways

For events involving Lake Taupo contact Taupo's Harbourmaster on 07 378 7176.

For events involving any other regional lakes or waterways contact Environment Waikato on 07 378 6539.

General Knowledge

Destination Lake Taupo has staff dedicated to events. No matter where in the region or what type of event staff are able to assist with

• selecting the appropriate venue based on your requirements
• local knowledge and contacts which will greatly ease the way through to hosting a successful event while avoiding the pitfalls
• local media 
• promotional plans and activity

Destination Lake Taupo can be contacted on 07 376 0400, or visit www.laketauponz.com.

Other Contacts

Emergency Services should be informed of forthcoming events regardless of whether they directly involve emergency services or not.
The numbers provided below are for routine matters only. In the case of an emergency dial 111. 

	Taupo	Turangi	Mangakino
Police	07 378 6060	07 386 7709	07 882 8008
Fire Service	07 3785060	07 378 5060	07 882 8188
Ambulance	07 378 2777	07 386 8443	07 883 7491
Hospital	07 378 8100	07 378 8100	07 886 1239
Coastguard	07 377 2537	07 386 0827

Road Closures or Disruption to Traffic

If an event is changing the normal use of a road then a traffic management plan may be required. For more information click HERE.

Parking

There are a number of options to consider when planning the parking for your event.

• Parking for public - parking restrictions continue to apply to those attending the event. Under certain circumstances an exemption can be gained to park for longer than the normal times allowed to set down or pack up an event.
• Local school grounds, churches, car pooling charter buses
• Providing participants with a list of accommodation situated within easy walking distance of the intended event.
• Parking for Event Employees/Participants - consider assigning special parking areas for staff and participants nearby such as private properties or allocating part of a school ground for this purpose and issuing a vehicle pass to those eligible.

Taupo operates on a time restricted parking system with limits varying from area to area. All limits are well sign posted. Under certain circumstances these restrictions can be reviewed by the parking supervisor. There is also a pamphlet available detailing parking requirements. For more, click HERE or call 07 376 0899. 

Parking considerations in Turangi and Mangakino differ from those in Taupo. For more, contact Turangi 07 386 7017 or Mangakino 07 882 8700.

Food Stalls and Permits

Food Stall Operators

All food services at an event must be with registered operators. They could either be a registered mobile shop which enables them to be completely self-contained, or registered as a food premises (at another location) and effectively catering at an event. The only exception is when a non-profit making organisation which sets up an occasional food stall for fund raising.

To view or download the guideline for intended mobile shops and stall holders click HERE ( 25 kb PDF ). In all cases the Event organiser is responsible for ensuring that these guidelines are adhered to. If an event is on Taupo District Council open public space, it is necessary to indicate any intentions of the presence of food traders.

For significant events Council staff may require further details about who the traders are and what they intend to sell, as well as essential services like the provision of water supplies, ablutions and other facilities to be provided. In addition, the Food Safety Bylaw may require qualified personnel (in food handling) to supervise onsite food preparation.

Event Organiser’s Responsibilities

The event organiser is responsible for informing food traders on the requirements for preparing food at a Taupo Event. If there are a large number of food sellers at your event, an appointment can be made with an Environmental Health Officer who can provide advice on what standards are expected when selling food in public.

An application to operate a food stall should be used by an event organiser to ensure that food safety is addressed.  To view or download click HERE ( 19 kb PDF ). Where possible you should use traders approved by Council who have a current Food Handling Hygiene Certificate. This ensures a high standard as those who do not meet criteria set down are refused licences. From time to time Environmental Health Officers attend events to ensure standards are being maintained.

Liquor Licences

If the intention is to sell or supply alcohol to the public at an event a special licence may be required.

The licensing inspector and local police may specify that a manager’s certificate is held by the person in charge of bar facilities. This person must be on site at all times during the period specified in the special licence.

There is a licence of $63 when applying for a special liquor licence. Allow at least 20 working days when applying for a special licence.
For more information regarding Liquor Licensing click HERE.

Fire Permits

If the Intention is to use braziers or light fires, contact the Taupo District Council for a permit, advice, and procedure on 07 376 0899.

Fire Works

Department of Labour certificates are required for fireworks displays. Always ensure a reputable licensed operator is contracted. For more information, contact Occupational Safety and Health Service on 07 347 9656.

Extending Shop Trading Hours

If an event is being held in an area where there are shops an idea is to invite the shop keepers to extend their trading hours. It may help to contact the Retailers Association or Shop Taupo. Council can assist with this process.

Trading restrictions apply to all retailers on Christmas Day, Good Friday, Easter Sunday and until 1 pm on Anzac Day. If an event is planned for any of these days, an exemption to have traders operating will need to be sought. The Department of Labour can best advise in this area. Telephone 09 914 4100.

Amusement Device Licences

If amusement devices are part of the event, there is an obligation to ensure the event organisation is registered with Occupational Health and Safety and licensed by Taupo District Council to operate. Examples of amusement devices are: merry-go-round, ferris wheel or other such interactive activities.  For more information contact Environmental Services, Taupo District Council on 07 376 0899.

Fire Hydrant Permits

If there is no water supply on site, you may be able to use a fire hydrant instead. For more information on using fire hydrants, contact Taupo District Council on 07 376 0899.

Temporary Building Permits

Structures such as tents, marquees, scaffolding etc. may require a temporary building consent from the Taupo District Council. Any such structures should be included in the site plan submitted at time of application. Telephone 07 376 0899.

Site Map

If an event is being held in a Taupo District park, street, square or facility it is necessary to supply the Council with a detailed site map of the event area. The map should indicate the location of all activities, toilets, first aid stations, food stalls, parking areas, lost persons facilities, access for disabled people, security, refuse stations and so on. The map can also be used in the publicity for the event to guide the event attendees and participants around the site. An event checklist is available through Destination Lake Taupo to assist in this process.

Insurance, Damage and Health and Safety

There are a number of factors to consider in relation to insurance, damage and health and safety when organizing and event. Things to consider are indemnity insurance and public liability insurance. For more information call Taupo District Council on 376 0899.

Damage Bonds

If you are hosting your event in a Taupo District Council venue, you may be required to pay a bond to cover damage repair or clean up costs outside that which is considered normal. This bond is assessed based upon the nature and type of event you are hosting and is payable along with a deposit at least one month prior to the event taking place.

Health and Safety Plan

A health and safety plan is required for events: It identifies all associated hazards which may arise to participants or other people in the vicinity of the event. It indicates what control or action you have taken to minimize or eliminate each identified hazard. The Health and Safety Plan must be sighted by Taupo District Council if an event is to be held on Council property. However, Taupo District Council does not approve Event Organiser’s Health and Safety plans. Instead, there may be a requirement to consult further with Occupational Safety and Health.

Organizer are responsible for ensuring that the plan is appropriate for the event being organizing, that the plan is followed and that members are aware of and in compliance with the requirements of the Health and Safety in Employment Act 1992 and subsequent amendments. For further information regarding aspects of the health and safety requirements for an event, contact Occupational Health and Safety on 07 347 9656.  Alternatively, refer to “Safety Planning Guidelines for Events” produced by the Ministry of Civil Defence and Emergency Management in conjunction with NZ Police, NZ Fire Service, St John Ambulance and local government representatives. To contact the nearest Occupational Safety and Health Service telephoone 0800 20 90 20, 07 347 9656 or go to: www.workinfo.govt.nz. For safety planning of an event visit www.civildefence.govt.nz.

Electricity

Power leads need to be laid out neatly and in such a way that they will not be tripped over and kicked out of the power point by the public. If possible keep power leads out of public thoroughfares. They should be securely taped to the floor with gaffer tape.

When running power from distances greater than 20 metres, the use of industrial power leads is recommended, not domestic leads which are not manufactured to handle the transfer of power over long distances. Joining several together is not safe practice as they can heat up and become a fire hazard.

All electrical equipment must be tested every six months and bear a tag to demonstrate compliance with this requirement. If not tagged do not use.

For more information about health and safety issues associated with staged performances or events contact Occupational Safety and Health Service.

Noise

If an event is likely to attract large crowds or if it involves amplified sound it will be necessary to consult with nearby business and/or residents. Environmental Services can advise on this issue by telephoning 07 376 0899 or for more information click HERE.

Equipment Hire

Equipment hire can range from finish gantry, crowd control barriers, field grandstands, safety clothing, event signage and much more. Destination Lake Taupo can assist with equipment that may be required.  

Rubbish Removal

The accumulation and removal of rubbish generated by events must be addressed during the planning stages. Not only must you consider the number and placement of bins but also a ‘general sweep over’ the entire event area.

Signage

The Taupo District Plan has strict rules relating to temporary signage size, placement and appearance to name a few. Before erecting signage on regional roads you should contact Taupo District Council Environmental Services to ensure you are compliant. Proposed signage on State Highways will require approval from Transit New Zealand. To view more information regarding Signs click HERE.

Volunteers

Very few events run without volunteer assistance. Event organizers need to be aware of their responsibilities with regard to using volunteers. Contact Occupational Safety and Health for more information on 0800 20 90 20.