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.
Contact our Regional Events branch for support at regionalevents@dubbo.nsw.gov.au
Before You Begin
EVENT PLANNING GUIDE
This comprehensive resource is designed to assist event organisers in planning and executing successful events.
The guide provides detailed information on navigating the requirements set by Dubbo Regional Council, as well as adhering to relevant state, industry and agency regulations.
Before you begin planning your event we strongly encourage you to review this guide. It offers invaluable insights and practical advice to ensure your event runs smoothly and meets all necessary guidelines. Start here to lay the groundwork for a successful and compliant event!
Download the sections below to get started.
Event Planning Guide - Section 1 - Event Checklist (PDF 65.1KB)
Event Planning Guide - Section 5 - Considerations (PDF 75.7KB)
Event Applications
PUBLIC EVENTS HELD ON PUBLIC LAND | Parks, reserves, sporting facilities, footpaths and roads
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. Bookings for market activity or bookings of Macquarie Street including the Rotunda can read relevant sections below.
Please note: Council takes pride in providing a number of quality open spaces across the Dubbo Region for use by the community. If you’re looking for a venue to stage a public event, please contact the Events Unit on 6801 4000 or email regionalevents@dubbo.nsw.gov.au.
We can help you to identify an appropriate location based on the size and scope of your event.
Please be aware that various public spaces are maintained at various service standards in line with Council’s budget. Any maintenance, or additional requirements requested of Council may attract a charge. Before you determine a location, please contact us for advice on the best location for your event.
Step 1 | Contact Council's Regional Events Branch on 02 6801 4000 to enquire regarding availability of parks, reserves, sporting facilities, footpaths and roads.
Step 2 | Complete the Event Scoping Document provided to you by Council 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.
MACQUARIE STREET | Including Rotunda bookings
Please note if you would like to book a footpath, including Church Street Rotunda, for activity such as busking, community BBQ, group performance, street stall, displays, promotions, raffle, mobile ticket selling or fundraising please complete the Footpaths, Public Space and Busking Application (PDF 1.2MB). For enquiries contact Council on 02 6801 4000 or email council@dubbo.nsw.gov.au.
MARKET APPLICATION | Markets held on public land
Market Applications are currently closed. Market owners wishing to conduct activity on public space (parks, footpaths and reserves) across the Dubbo Regional Local Government Area are able to apply using the application form below. Please refer to the terms and conditions before applying.
Application to Conduct Market Activity (PDF 513.8KB)
Terms and Conditions related to Application to Conduct Market Activity (PDF 242.2KB)
Templates and Resources
Event Management Plan Template (DOCX 126.1KB)
Emergency Management Plan and Site Plan Template (DOCX 15.7KB)
Risk Management Plan Template (DOCX 36.3KB)
Food Vendor Notification (XLSX 43.5KB)
RMS Special Events Transport Form (PDF 1.8MB)
Waste Management Plan (DOCX 32.9KB)
Hazard/Risk Identification Checklist (DOCX 16.5KB)
Temporary Event Signage Guidelines (PDF 462.1KB)
Media Contacts - Dubbo Region (PDF 196.2KB)
Promote Your Event
Whether you’re looking for ways to get more delegates to your next conference, industry stakeholders to your trade show or more local residents to your community event, the Dubbo Region has various promotional touchpoints to help you get your message out.
DUBBO REGION EVENTS CALENDAR
Add your event to the Region's Event Calendar on dubboregion.com.au where hundreds of locally grown and touring events are promoted yearly. The calendar is a key reference for visitors, event organisers, media and members of the community. For your event to be listed on the calendar, it must first meet the Event Calendar Guidelines.
Event Calendar Guidelines (PDF 204KB)
How to Upload Your Event (PDF 360.9KB)
Submit Your Event
DUBBO REGION EVENTS HIGHER PROMOTION
In addition to promoting your event on the Dubbo Region Events Calendar, your event may qualify for higher level or additional promotion. Platforms include:
- Weekly What’s On document and eblast to a database of accommodation operators, media, local residents, and visitor information centres in the region.
- The Digital Sign located in Elston Park, Cobra Street, Dubbo
- Social media promotion on @DubboRegion
- Radio mentions across four local stations
The following events may be eligible for additional or higher level promotion:
- Events sponsored by Dubbo Regional Council
- Events held at a Dubbo Regional Council venue
- Ticketed events
- Events with the potential to attract 500 or more attendees
- Events with that have broad community appeal • Events that have the potential to drive visitation to the Dubbo Region.
- Events held by Great Western Plains partners (social media only)
BANNER DISPLAYS
The temporary installation of banners or signage to promote events is guided by legislation.
Temporary Event Signage Guidelines (PDF 462.1KB)
REGIONAL MEDIA CONTACTS
Media Contacts – Dubbo Region (PDF 576.6KB)
Last Edited: 13 May 2025