Event Organisers Toolbox
The Event Organisers Toolbox is your one-stop-shop for planning an event in the Dubbo Region. Expand the sections below to get started.
EVENT APPLICATIONS
PUBLIC EVENTS HELD ON PUBLIC LAND | Parks, reserves, sporting facilities, footpaths and roads
Please note if you would like to book the Church Street Rotunda – please complete the Footpaths, Public Space and Busking Application (PDF 279.2KB). There is no need to follow steps below. Simply complete and return to council@dubbo.nsw.gov.au.
If you're considering holding your event on public land - park, reserve, sporting facility, footpath or road - and the event is open to the public, please complete the following steps:
Step 1 | Contact Council's Recreation Coordinator on 02 6801 4000 to enquire regarding availability of parks, reserves and sporting facilities OR contact Council's Regional Events Branch on 02 6801 4000 regarding footpaths and roads.
Step 2 | Complete this Event Scoping Document at least four (4) months prior to the event.
Once submitted, Council will arrange one of the following:
- An event scoping meeting to discuss your event and documentation required by Council; or
- An email providing an outline of any documentation required by Council, including deadlines to enable Council to assess/process the documentation.
KEY TIMELINES
At least 4 months prior to your event | Submit the Event Scoping Document. Please allow Council seven (7) working days to respond.
4 months prior to your event | If your event is being staged on a road, or your event has the potential to impact the road network, an additional application to Transport for NSW is required. This application is reviewed by Transport for NSW, NSW Police and Council. Applications must be received by Council at least four (4) months prior to the event. Applications received less than four (4) months prior run the risk of not obtaining appropriate approvals. Download and complete the Special Events Transport Form (PDF 1.8MB)
6 weeks prior to the event | All documentation including certificates of currency, plans and supporting applications must be received by Council. Failure to do so will result in a processing fee being payable.
MARKET APPLICATION | Markets held on public land
Market owners wishing to conduct activity on public space (parks, footpaths and reserves) across the Dubbo Region Local Government Area are required to submit an application form.
2022/2023 Market Activity Application Form (PDF 329.2KB)
TEMPLATES
Event Management Plan Template (DOCX 42KB)
Risk Management Plan (DOCX 36KB)
Food Vendor Notification (XLSX 43.5KB)
For information regarding any conditions or restrictions applying to event activity due to COVID-19, go to the NSW Government webpage Roadmap for Easing COVID-19 Restrictions
RESOURCES
The NSW Premier and Cabinet’s Event Starter Guide is the ideal reference for event owners providing important information and guidance to support and assist you to arrange and deliver your event in the Dubbo Region.
Before you begin | Key factors to consider early including costs, timing, permits and plans
Who you should talk to | Key contacts for APRA, Liquor Gaming and Racing and emergency services
Documentation and record keeping | What you need to plan for and what you need to consider in your budget
Risk | Considerations in the development of your risk management plan
Safety and Security | What elements you need to consider when developing emergency plans
Event Services and Venues | A list of local event venues and event services to assist you in delivering your event including ticketing, audio, catering, equipment hire and security
Communication | Internal and external communications and protocols
Health | Food safety and a handy matrix to calculate toilet facilities required for your event
Traffic and transport | Plans of management to support traffic, transport and pedestrians
Accessibility | Your obligations to provide access for people with a disability
Accessibility | Check if your event is accessible
Sustainability | Key areas to consider environmental and social impacts
Volunteers | Best practice to help manage volunteers
Music and performers | Protecting the rights of artists and your obligations
Fundraising | Applying through NSW Fair Trading
Sponsorship | How to best leverage sponsorship support
In the lead up and on the day | Development of an Event Management Plan
Evaluating your event | Methods to use to evaluate your event
WHS Checklist (PDF 149.7KB) | To assist in managing WHS at your event
JEV and Public Event Risk Assessment (PDF 264.3KB) | To assist in managing risk of Japanese Encephalitis Virus
Temporary Event Signage Guidelines (PDF 462.1KB)
Important information for event owners regarding banner placement across the Dubbo Region
Media Contacts – Dubbo Region (PDF 469.8KB)
Email addresses for local print, radio and broadcast media
Last Edited: 22 Mar 2023