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Planning an event?

You've come to the right place!

Whether it's a few people or the whole shebang, events bring people together and are a whole lot of fun! Great events take a lot of time to plan and organise and we are here to make it as easy as possible for you and to put on an event you can be proud of. We can help you with what you need to do leading up to the event and what to be prepared for on the day. So take a look around...

Checklist

Organising an event requires a lot of organisation. Here's a simple reminder checklist to help you out leading up to, and on the day.

link to pdf

Marketing and promotion

You can put on the best event in the world but if no one knows about it, no one will come! There’s lots of different ways you can advertise your event – some are free and some come with a cost but it will depends on the scale of your event (how big it is) and who your audiences are (is your event open to the public or only a selected few).

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Getting the right permits

As organiser of an event you will need to fill in the ‘event application form’. The size and type of your event will determine if you need any permits or consents. We don’t make you fill these in to make your life hard, we use the information in the forms to make sure events in the district are as safe and enjoyable as possible.

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Parking and traffic management

Parking and traffic can cause major issues for an event and the last thing you want as an event organiser is for people to turn away because they can’t get to where they want to. You need your attendees to be able to get in and out of your event and find a park safely, easily and in as short as time as possible!

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Event equipment – what do you need?

A lot of the time, it's the practical things that people remember most about an event. Were there enough toilets, could they hear the music, was there shelter from the sun and rain, was it easy to get around? From signage, marquees, sound equipment and toilets – there are a whole heap of different pieces of event equipment that needs to be ready to go for an event – not to mention the bits and bobs.

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Health and safety

Events need to be safe – for those attending the event as well as those setting up and working there. As the event organiser, health and safety is your responsibility. Fortunately there are lots of ways you can make sure your event is as safe as possible.

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Serving food and/or alcohol

There are certain rules you need to follow when serving and/or selling food and alcohol at events. You will likely need to apply for food and alcohol permits so we can help you through that to make it as easy as possible.

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Events are fun but there's also details around insurance and emergency plans you need to consider. 

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Keeping it green

One way to make an event stand out from the rest is by having an environmental element. There are plenty of ways to make your mark on the world in a 'green' way.

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Event funding

There are three types of funding on offer to help with events in our district.

District
Promotion Fund

This fund supports events that provide a benefit for the residents and ratepayers of the Waipa District.

The fund will go towards applicants who can demonstrate their event has the ability to promote the Waipa District as an attractive place to live, work, invest in or visit. Events must be entirely based in the Waipa District.

Applications are open during July and close on 31 July each year for events that take place in the following 12 months.

more info

Community
Discretionary Fund

We provide discretionary funds to support community organisations who offer services or support in the Waipa district – this includes supporting local events. This is done through our Cambridge and Te Awamutu Community Boards and the Pirongia Ward Committee, who decide how the funds will be allocated at the start of each financial year.

Applications are open during August each year.

more info

Creative
Community Scheme

We have a partnership with Creative New Zealand (CNZ) to promote, support and increase participation in community arts and cultural activities in the Waipa district. Each year CNZ provides Creative Communities Scheme (CCS) funding to council to distribute in our area.

There are two funding rounds a year, closing the last working day of April and September.

more info

Event application form

If you are planning an event in the Waipa district, our Events Co-ordinator can provide assistance to ensure you can meet our regulatory requirements and guide you through the process.

Event organisers should lodge a completed Event Application Form with us as this will help us determine if your event needs any special approvals, permits, assistance etc.

link to form
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