Event Application Terms and Conditions
1. GENERAL TERMS AND CONDITIONS
1.1. These Event Terms and Conditions govern the use of Council-owned or Council-managed land, facilities, and resources for events, sporting activities, and associated organised activities. By submitting an application and accepting this Event Permit, the Hirer acknowledges that they have read, understood and agree to comply with these Terms and Conditions and accepts responsibility for all obligations arising under them.
1.2. These Terms apply to all persons engaged, contracted, authorised or otherwise acting under direction of the Organiser, including staff, volunteers, contractors, vendors, amusement operators and all other relevant stakeholders.
1.3. Approval granted by Council under these Terms relates solely to matters within Council’s jurisdiction. It does not replace, remove, or satisfy any approvals, permits, licences, or certifications required from other authorities, agencies or regulatory bodies.
1.4. The Organiser must promptly notify Council, Police, and any other relevant authority of any issue, incident, hazard or activity that may impact public safety, cause damage, or otherwise breach legal or regulatory requirements.
1.5. Promotion, advertising, or public communication of an Event prior to receiving all required Council approvals is undertaken at the Organiser’s own risk.
1.6. Approval to use Council property grants a temporary, revocable license to occupy for the approved period only. It does not confer any tenancy rights, exclusive possession, or ownership of the land, facility or associated infrastructure.
1.7. Council may, at any time and in its reasonable opinion, amend, suspend, revoke or impose additional conditions on any approval, or immediately suspend, stop or direct the cessation of any Event or activity where it is necessary to:
a. protect public safety;
b. prevent damage to Council property or other property;
c. address an actual or emerging risks;
d. ensure compliance with these Terms and Conditions, applicable legislation or approval conditions; or
e. protect the environment or the community.
The Organiser must immediately comply with any direction given by Council. Where practicable, Council will provide notice of its decision, however Council is not liable for any loss, damage, cost, or inconvenience arising from the exercise of its rights under this clause.
1.8. Council’s review or approval of any application, plan, risk assessment, traffic management plan, emergency plan or other documentation does not constitute certification that the Event is safe or compliant with legislative requirements. Responsibility for planning, managing and conducting the Event safety remains solely with the Organiser.
1.9. The Hirer warrants that all information, plans, certificates, approvals and other documentation provided to Council are complete, true and accurate. The Hirer must immediately notify Council of any material change to the Event or any information previously provided.
2. DEFINITIONS
2.1. For the purposes of these Terms:
- Council means Camden Council and all its successors and assignees.
- Event means the organised activity, gathering, festival or function requiring Council approval
- Organiser means the hirer or event organiser responsible for the event or activity
3. HIRE OF FACILITIES
3.1. Hirer’s Responsibilities
3.1.1. The hirer is responsible for all costs associated with repairing any damage, breakage deterioration or misuse of Council buildings, fittings, grounds, infrastructure, or any other Council property caused by the hirer or any person on the property with the hirer’s permission.
3.1.2. The hirer must inspect all fire safety equipment at the commencement of each hire period and immediately notify Council if any extinguishers or equipment have been used, tampered with, discharged, or appear damaged.
3.1.3. The hirer indemnifies Council against all claims arising from the occupation or use of the facility, except to the extent that Council has caused or contributed to the injury, loss, or damage. The hirer is liable for all restoration costs resulting from their activities.
3.1.4. The hirer is responsible for the behaviour, conduct and supervision of all persons occupying or using the facility during the hire period, including ensuring compliance with all laws, regulations, and Council directions.
3.1.5. The Hirer must maintain Public Liability Insurance for not less than $20,000,000.00 for any one occurrence with an insurer authorised to operate in Australia. The insurance must remain current for the entire period of the Event, including bump in and bump out. A current Certificate of Currency must be provided to Council before the Event commences.
3.1.6. The hirer and all engaged for services at the Event must also maintain, as a minimum, Third Party Property Damage Motor Vehicle Insurance for any vehicle used in connection with the approved activity, including vehicles used for trading, catering, transport, deliveries, set-up, or pack-down.
This insurance requirement is in addition to the Compulsory Third Party (CTP) insurance included with vehicle registration and must provide cover for damage to third party property arising from the use of the vehicle. Evidence of a current policy must be provided upon request and maintained for the duration of the approval, in respect of activities carried out under the approval.
3.1.7. The hirer must ensure that all activities conducted on-site are appropriate for the facility and do not pose a risk to public safety, Council property or neighbouring residents. Council may direct the hirer to cease any activity deemed unsafe or inappropriate.
3.1.8. The hirer must ensure rubbish bins remain accessible for collection and that waste is managed in accordance with Council requirements.
3.1.9. Where perimeter gates or access points exist, the hirer must ensure that gates are securely locked on departure.
3.1.10. The hirer must comply with all reasonable directions issues by Council officers, Council Rangers, emergency services, or authorised personnel at all times. Failure to comply may result in immediate termination of the hire period.
3.1.11. If the hirer experiences any difficulties during the period of hire, please contact Council’s after hours call centre on 13 22 36 for assistance.
3.1.12. Please be aware that a call out that Council, in its discretion, considers unnecessary will incur a fee (as per Council’s fees and charges), which will be invoiced to the hirer.
3.2. Alcohol consumption
3.2.1. The hirer must demonstrate compliance with all applicable licensing laws and obtain written NSW Police consent to sell or supply alcohol on a public reserve.
3.2.2. Glass bottles, cups, or containers must not be used, supplied, or distributed at any time.
3.2.3. The hirer must ensure that alcohol consumption is monitored and controlled. Council reserves the right to require additional security measures where deemed necessary.
3.3. Period of hire
3.3.1. Preference for ground allocation will be given to hirers that are local sporting clubs within the Camden Local Government area.
3.3.2. Summer Season operates from 1 September to 28 February (inclusive).
3.3.3. Council reserves the right to allocate grounds in September for Winter Season finals, grand finals, games and associated training as a priority. The hirer must provide written notification of all of finals, grand finals, games and training dates at least two (2) weeks prior to proposed usage to allow reasonable time for allocation and notification.
3.3.4. Winter Season operates from 1 March to 31 August (inclusive).
3.3.5. Council reserves the right to allocate grounds in March for Summer Season finals, grand finals, games and associated training as a priority. The hirer must provide written notification of all of finals, grand finals, games and training dates at least two (2) weeks prior to proposed usage to allow reasonable time for allocation and notification.
3.3.6. All deferred games, including wet weather games, must be played within the same season. Rescheduled games must be completed before the end of the relevant season.
3.3.7. During the hirer’s allocated time slot, the hirer has priority over all other users, including the general public. The hirer may request that other users relocate for the duration of the hired period. Council Rangers can be contacted for assistance if required.
3.3.8. Council must be notified immediately of changes to the hirer’s contact names or telephone numbers. Council must be provided with an email address that is checked regularly by the hirer.
3.3.9. Initial allocation of a new sporting field will be determined through an expression of interest process. Any applicant found to be lobbying Councillors, Council staff in an inappropriate manner will have their application cancelled and excluded from consideration.
3.4. Maintenance and construction
3.4.1. No material (including topsoil) may be spread on sports fields without prior written approval by Council.
3.4.2. No pesticides, insecticides, herbicides, or chemical treatments may be sprayed or distributed on any sports field at any time, including within line marking paint.
3.4.3. All capital improvements, alterations, or repairs to facilities require prior written consent of Council. Where required, a formal Development Application (DA) must be made to Council.
3.4.4. Hirers applying for grants for capital improvements must obtain written endorsement from Council’s Recreation section prior to submitting their application.
3.4.5. The hirer must immediately report any hazards, damage, or maintenance issues identified during the hire period.
3.5. Fees and Charges
3.5.1. Admission charges for enclosed areas must not be imposed unless prior written approval is obtained from Council.
3.5.2. Subletting or transferring the use of a playing field, facility or amenities to another hirer, group or organisation is strictly prohibited unless Council has provided written approval in advance.
3.5.3. Council reserves the right to introduce or amend fees, charges, terms and conditions associated with any hire. Any new or amended fees adopted by Council for the relevant financial year will be payable from 1 July of each year. Such further terms may be in addition to or in substitution of any of the charges, terms and conditions contained in this document.
3.5.4. All outstanding accounts owed to Council must be paid in full before any new field allocation, booking, or hire is granted.
3.5.5. Failure to pay fees, charges, or invoice by the due date may result in suspension or cancellation of the hirer’s booking rights, including current and future allocations.
3.6. Facility use
3.6.1. The hirer must leave all booked areas, including amenities blocks, in a clean and tidy condition.
3.6.2. Where a facility is not shared, the hirer must restock consumables such as toilet paper and hand soap. Inspection by Council officers will be made throughout the season.
3.6.3. Where a facility is shared by multiple users, an amenities cleaning fee will be included on the hirer’s invoice and Council will be responsible for cleaning and re-stocking of consumable products.
3.6.4. Public address systems are to be used for essential announcements only. Offensive or excessive noise is prohibited.
3.6.5. Equipment storage is only permitted during the hire period unless written Council approval has been given.
3.6.6. Council accepts no responsibility for any loss or damage to equipment stored on-site.
3.6.7. Vehicles must not enter grounds beyond the established car parks. The hirer must ensure that parking does not inhibit the access of neighbouring residents to their properties.
3.6.8. The hirer must ensure that all electrical equipment brought onto the site is tested and tagged in accordance with Australian Standards.
3.6.9. The hirer must ensure that all temporary structures are safely installed and secured.
3.6.10. Council retains the right to carry out maintenance on playing fields and facilities as required. The hirer will be given reasonable notice of any major work that may close a facility for hirer use.
3.7. Facility Keys
3.7.1. The hirer will be issued with one set of keys to access amenities and, if applicable, a controller for floodlights. A key deposit and light controller deposit (as per Council’s fees and charges) is required upon collection of keys and/or controller and the deposit will be refunded once all keys and, if applicable, the controller are returned to Council.
3.7.2. The hirer is responsible for the safekeeping of keys issued. Under no circumstances are copies to be made of keys. Keys are to be returned to the issuer at 70 Central Avenue, Oran Park NSW 2570 on the next working day after the completion of the hire.
3.7.3. Under no circumstances are hirers permitted to remove Council padlocks on any gates, amenities, electrical boxes or storage spaces and replace them with their own locks or security devices. Where non-Council locks are fitted by the hirer, the locks will be removed and replaced by Council at the hirer’s expense.
3.7.4. Lost keys or controllers will incur replacement costs as incurred by Council.
3.8. Wet weather
3.8.1. Decisions regarding wet weather ground closures are made by Council and communicated via email to the hirer's nominated contact. Hirers and the general public can contact Council’s wet weather hotline on 02 8250 4153 or access Council’s website www.camden.nsw.gov.au for ground status. Decisions will be made by 12pm daily.
3.8.2. No activities may occur on a ground that has been closed by Council. Hirers who permit use of closed grounds may be liable for restoration and repair costs and may have their current and future usage rights suspended or revoked.
3.8.3. If the field allocated to the hirer is rain-affected but not formally closed by Council, the hirer is responsible for assessing whether the field is safe and suitable for use. Should the hirer allow training, play or any activity on a ground that is rain-affected, the hirer will be responsible for restoration costs if damaged and may lose their usage rights.
3.8.4. The hirer must ensure that all participants, officials, and spectators vacate the field promptly when a closure is announced and must not resume use until Council formally reopens the grounds.
3.8.5. Refunds for Council-related fees and charges will only be issued where the venue is closed formally due to wet weather by Council’s Recreation team. No refunds will be provided for cancellations made at the directions of the hirer.
4. EVENTS
4.1. Event Organiser
4.1.1. The event organiser must ensure that all staff, volunteers, contractors, vendors, amusement operators, and other stakeholders comply with these Terms.
4.1.2. The event organiser is responsible for the overall coordination, safety and management of the event site at all times, including ensuring adequate supervision and communication systems are in place.
4.1.3. The event organiser must ensure that all required approvals, permits, licenses, and insurances are obtained prior to the event.
4.2. Jumping Castles and Inflatables
4.2.1. Jumping Castle and Inflatables must not exceed five (5) metres x five (5) metres in size unless Council has provided prior written approval.
4.2.2. Power will not be made available for jumping castles. It is the amusement provider’s responsibility to supply power to the amusement.
4.2.3. Wet inflatables and water-based activities require prior written approval by Council. Disposal of water from inflatables must be directed to sewer systems. Water must not be discharged onto grassed areas, hard surfaces, or stormwater systems.
4.2.4. The event organiser and amusement operator must ensure that all required licenses, registrations, and approvals are current. All inflatables and jumping castles must be weighted, secured and installed in accordance with manufacturer requirements and relevant safety standards prior to the commencement of the event.
4.2.5. The event organiser and amusement operator must monitor weather conditions throughout the event and immediately cease operations if conditions may impact on the safe operation.
4.2.6. All amusement devices must be supervised by a qualified professional at all times. Unsupervised operation is strictly prohibited.
4.3. Stallholders And Vendors
4.3.1. The event organiser is liable for any damage to the site caused by stallholders, vendors or sub-contractors and vehicles.
4.3.2. Stallholders must ensure that their stalls are constructed and decorated to a high standard.
4.3.3. All stallholders must hold current Public and Products Liability Insurance cover to the amount of $20 million.
4.3.4. If stallholders use a nearby power source, all electrical cords must not run along the ground unless covered by appropriate safety matting and all trip hazards have been addressed.
4.3.5. If stallholders are using a generator, all electrical cords must not run along the ground unless covered by appropriate safety matting and all trip hazards have been addressed. Event organisers will need to ensure that all generators are silenced in accordance with noise regulations.
4.3.6. Stallholders must arrive, set up and vacate within the designated time.
4.3.7. The use of LP Gas must comply with the following:
a. Cylinders must not be damaged, rusty or more than 10 years old
b. Gas cylinders must be kept outside the stall
c. Spare cylinders, full and empty, must also be stored externally
d. Cylinder must not block exit ways
e. Cylinders must be on a level, non-combustible surface
f. Cylinders must be upright & secure (with chain or similar)
g. Cylinder safety outlet must face away from the stall structure
h. Cylinders must be stored away from public access
4.3.8. The checklist below must be satisfied with ‘yes’ answers to all questions before gas can be used:
Gas cylinder safety checklist
a. Has a competent person checked all cylinders?
b. Are supply hoses in good condition?
c. Have all joints and connections been checked for leaks with soapy water?
d. Are all combustible materials clear of cylinders?
e. Have suitable, serviced fire extinguishers and fire blankets been made available (must have one fire blanket for each deep fryer unit)?
f. Has an appropriate first aid kit been made available and is it in date?
4.4. Food Vendors and Food Safety
4.4.1. All vendors selling food or beverages may be subject to a Council Environmental Health Inspection and the Section 68 Temporary Food Stall in a Public Place fee. If you have any questions regarding Council food inspections, please call 13 22 63. Environmental Health Officers are authorised to close any stallholder who does not comply with the NSW Food Act. No refunds will be given.
4.4.2. All food stalls must complete a Temporary Food Application and obtain written approval from Council’s Waste and Compliance team prior to operating.
4.4.3. All stallholders providing food are subject to additional guidelines set forth by the Food Authority. Additional information can be found online as follows:
a. NSW Food Authority Temporary Food and Mobile Food Guidelines
Markets and temporary events | NSW Food Authority
b. “Food Safety Practices and General Requirements Standard 3.2.2”
Food Standards Code | Food Standards Australia New Zealand
c. Consumer information
Food Standards Code | Food Standards Australia New Zealand
4.5. Sustainability
4.5.1. Council encourages the implementation of sustainable development principles at events and festivals. To maintain a culture of sustainable practice, Council requests the following conditions for stall holders at all events:
a. No plastic single-use service ware (plates and cutlery)
b. No plastic straws
c. No Styrofoam
4.6. Cancellation of Event
4.6.1. No refund will be issued for Council-related fees and charges unless the venue is formally cancelled due to wet weather by Council’s Recreation team.
4.6.2. The event organiser must notify Council in writing at eventapplications@camden.nsw.gov.au at your earliest convenience if an event is cancelled.
4.6.3. Council is not liable for any costs, losses, or expenses associated with the cancellation of the event.
4.7. Risk Management
4.7.1. The event organiser must prepare a risk management plan and obtain Council approval prior to the commencement of the event. This must include provision for first aid or medical assistance.
4.7.2. The event organiser is liable for any incident, injury, or damage that takes place at the event and indemnifies Council against any claim and is liable for the restoration of any damage resulting from the event, except to the extent that Council causes or contributes to the injury or damage that is the subject of the claim.
4.7.3. The event organiser must provide Council with a minimum of $20,000,000 Public Liability Insurance cover and ensure that any other insurance required to be held under these terms and conditions is held. A current Certificate of Currency must be forwarded with this application. Activity is not permitted until a copy of the event organiser’s Certificate of Currency is received.
4.8. Site Access
4.8.1. Vehicles may only access the event site during the scheduled bump-in and bump-out times as specified in the event running order.
4.8.2. Hazard lights must be turned on at all times when inside the event site.
4.8.3. All Vehicles must be off site at least 30 minutes prior to the event commencement and may not access the site again until 15 minutes after the event end time, or when deemed safe by event organisers and traffic controllers. No access is to be granted until pedestrian traffic has cleared.
4.8.4. No vehicles are permitted on-site during the event start and finish times.
4.8.5. The event organiser must ensure that vehicle movements are supervised and controlled to protect pedestrian safety.
4.9. Emergency Procedures
4.9.1. The event organiser must develop an emergency plan and provide a copy to all staff, contractors, vendors and stakeholders.
4.9.2. In the event of an emergency, the event organiser is responsible for
a. Ensuring the safe and effective evacuation of the site.
b. Notifying the relevant authorities
c. Ensuring no-one (except medical or emergency services personnel or Council officers) re-enters the site
d. Ensuring that first aid is available and easy to find.
4.10. Safety Requirements
4.10.1. All event organisers, contractors, vendors and other stakeholders must comply with all relevant industry standards relating to the activities being conducted at the event at all times as well as any certification, licenses and registration conditions that they have submitted.
4.10.2. Event organisers must take reasonable care for their own health and safety, and that of their employees, and take reasonable care that their acts or omissions of their employees do not adversely affect the health and safety of other persons. Information on relevant legal obligations can be found at https://www.safework.nsw.gov.au/legal-obligations/employer-business-obligations.
4.10.3. The event organiser must implement systems that manage hazards and control their subsequent risk.
4.10.4. The event organiser, their staff, any contractors, vendors and other stakeholders must wear enclosed shoes at all times while at the event.
4.10.5. The event organiser, their staff, any contractors, vendors and other stakeholders must wear high-vis vests during bump-in, and bump-out times as specified in the event running order.
4.10.6. Taking or being under the influence of alcohol or drugs is not permitted.
4.10.7. Smoking is prohibited within the event site in accordance with the NSW Public Health (Tobacco) Act 2008.
4.10.8. The event organiser must be contactable on the day of the event to discuss and resolve any safety concerns, incidents or injury.
4.10.9. First aid or medical assistance must be available during the event in accordance with the approved risk management plan.
4.11. Fireworks And Total Fire Bans
4.11.1. Fireworks may only be used where approved by SafeWork NSW and must comply with all Total Fire Ban restrictions set by NSW Rural Fire Service. Additional information can be found at the following link: https://www.rfs.nsw.gov.au/fire-information/fdr-and-tobans
4.11.12. The event organiser must notify Council in writing of any proposed fireworks display and provide all required documentation prior to approval
4.2. Waste And Recycling
4.12.1. The event organiser must ensure that the event site is left in a clean and tidy condition at the conclusion of the event bump-out. Any waste or materials left onsite after departure may result in a cleaning fee being invoiced to the event organiser.
4.12.2. The event organiser should attempt to use products made from 100% biodegradable materials and provide condiments from bulk containers rather than single use packaging where possible.
4.12.3. Event organisers and vendors must ensure they remove all oil, waste and materials from the site at the conclusion of the event. Waste must not be disposed of in public street bins or neighbouring properties bins.
4.12.4. Council may work with OzHarvest for the collection and redistribution of food waste Event organisers wishing to request a food waste bin for the event must contact Council’s Waste Management team.
4.13. Prohibited Items
4.13.1. The following items must not be sold, distributed, or provided (including as free giveaways) at the event:
a. Plastic bags
b. Helium Balloons
c. Balloons of any kind
d. Toy guns (bubble guns permitted)
e. Counterfeit goods, including toys
4.13.2. The above list does not limit or replace any other responsibilities, obligations, requirements and conditions that may lawfully be required in relation to the event.
4.13.3. For more information on product safety, refer to the national Product Safety Rules and Standards at the following link:
Product safety rules and standards | business.gov.au
4.14. Signage
4.14.1. All signage installed at the event must:
a. Be non-moving.
b. Not be detrimental to the character and functioning of the facility.
c. Not be affixed on walls facing or adjoining residential premises.
d. Not be affixed to an item of environmental heritage, unless replacing an existing approved sign of the same or lesser size in the same location.
e. Be used solely for providing information relating to the event.
f. Be securely installed and removed immediately following the event.
g. Not obstruct or prohibit pedestrian paths or emergency access routes.
4.14.2. In addition to clause 4.14.1, advertising signs on bus shelters and taxi rank shelters must:
a. Be in accordance with activities approved in your traffic management plan.
b. Only be in relation to changes in bus route or timetable during the event period.
c. Be approved in advance by Council’s Traffic Team.
4.15. Sponsorship
4.15.1. Sponsor branding may be displayed within the event space provided it does not promote activities, products or services that are inconsistent with Council policies or community standards not supported by Council (refer to Event Planning Guide).
4.15.2. Sponsor signage must comply with all signage requirements outline within these Terms.
4.15.3. Council may direct the removal of any sponsor branding that is deemed inappropriate, unsafe, misleading or non-compliant.
4.15.4. Sponsorship arrangements must not conflict with Council’s values, regulatory obligations or legislative requirements.