Events Toolkit
The resources included in this toolkit have been compiled to help guide you through the event planning process, ensuring your event is a success.
Event organisers have ultimate responsibility to implement appropriate governance and management processes to ensure you’re your events are managed professionally with respect to financial, risk, legal and administrative accountability.
Resources
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The Queensland Government has a range of templates to assist you in planning your event. We recommend referencing the Best practice guidelines for event delivery in Queensland to support you to successfully plan and manage your event.
Templates developed by the Queensland Government are available on their website, including an event management plan to support you in planning your event.
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You may be required to submit permit applications to enable you to run your event. We suggest doing your due diligence as to the permits that are relevant for you to obtain prior to staging your event. If you’re unsure of which permits apply to your event, we recommend contacting the issuer directly.
The following links have been compiled to support you in locating common event permits and are provided as a support tool only.
2.1 Council Permits
Public Land
To book council land for your event, such as parks, reserves and beaches, please complete ISPF00 Application for Use of Council’s Public Spaces. Applications must be submitted to council@gympie.qld.gov.au with an accompanying site plan and risk management plan no later than 2 weeks prior to the event.
Private Land
For events being held on private land with 1,000 attendees or more, please complete HEF643 Temporary Event Private Land Application. Applications must be submitted to council@gympie.qld.gov.au no later than 6 weeks prior to the event.
Road Closures
To close a road, carpark or footpath for your event, please complete ISDI003 Temporary Road/Footpath Closure Information Form. Applications for a Letter of No Objection must be submitted to council@gympie.qld.gov.au with an accompanying Traffic Management Plan and Traffic Guidance Scheme no later than 60 days prior to the event. See Road Closures section below for further information.
Prescribed Activities
There may be instances where your event requires use of Council-controlled land, such as footpaths, although your event does not take place on council-controlled land. For example, you may need to extend temporary fencing across a footpath as part of your event perimeter boundary. In this instance you may be required to submit a HEF617 Application for Performing a Prescribed Activity in a Local Government Controlled Area Permit.
If you are unsure which Council permit applies to your event, contact Gympie Regional Council Customer Service Team on 1300 307 800 or council@gympie.qld.gov.au.
2.2 Queensland Police Service Permits
To run a special event in Queensland, organisers must submit QP0889 Application for a Special Event Permit to receive approval from the Queensland Police Service. To find out if your event is classified as a special event, visit the Queensland Police Service Event Safe website or consult police in the area you intend to hold the event.
If your event involves the closure of a public road, event organisers must submit QP0891 Application for a Road Closure Permit no later than 30 days prior to the event (or 60 days for a triathlon). Council endorsement of your proposed road closure is a requirement of the Permit. To obtain endorsement, contact Gympie Regional Council Customer Service Team on 1300 307 800 or council@gympie.qld.gov.au.
If you require police support or presence at your event, organisers must submit QP0023A Application for Special Services with their local police station.
2.3 Alcohol Permits
If you intend to include alcohol within your event, you may be required to obtain the appropriate permit. The Queensland Government provides detailed information on liquor licences for events, including the type of permit required based on your business type.
Some organisations are exempt from requiring a Community Liquor Permit to sell liquor at an event. The Office of Liquor and Gaming Regulation Exemption Assessment can be used to see if you qualify for an exemption.
Organisers are encouraged to submit applications as early as possible to allow sufficient time for processing liquor permits. Please note, it may take 21 days for a Community Liquor Permit / 28 Days for a Commercial Public Event Permit to be processed by the OLGR.
2.4 Aquatic Event Permits
If you plan to hold an aquatic event such as a swimming race, waterskiing competition or fireworks display that is likely to affect the normal operation of ships in the area of the event, you must submit an Aquatic Event Authority Application to Maritime Safety Queensland. Applications must be lodged no later than 30-90 days prior to the event depending on the risk level of the event. More information is available on Maritime Safety Queensland’s Aquatic Events website.
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Events should be accessible, inclusive and welcoming for all event attendees. The Queensland Government Disability Plan provides planning resources for event organisers. You can download the Creating inclusive and accessible events fact sheet from their website, along with other helpful resources.
We recommend watching the following video from the Queensland Government and Get Skilled Access.
For information about your obligations as an event organiser under anti-discrimination legislation, visit the Queensland Human Rights Commission or Australian Human Rights Commission.
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You may be required to provide notification and supporting documentation to emergency services during the process of planning your event.
For more information, please contact:
Queensland Ambulance Service
Phone: 07 5293 4001
Email: sct@ambulance.qld.gov.au
Web: www.ambulance.qld.gov.au/our-services/event-requestQueensland Fire Department
Phone: 07 5489 4300
Email: qfesncr.dmi@qld.gov.au
Web: www.fire.qld.gov.auQueensland Police Service
Phone: 07 5480 1111
Email: Gympie.station@police.qld.gov.au
Web: www.police.qld.gov.au/initiatives/event-safe -
A risk management plan should be completed for your event. Your risk management plan should consider all potential risks and identify relevant controls measures to mitigate the consequences.
The Queensland Government has developed a template risk management plan to assist you in delivering a safe event.
Qualified first aid personnel should be present at your event for the duration of the activity. Your event management plan should include details of your first aid provider and a plan to manage emergency vehicle access should the circumstance arise.
The Australian Government has developed a strategy for protecting crowded places from terrorism. Please refer to the National Security information as part of your risk planning for the event.
5.1 Incident reporting
It is important you have an incident reporting system in place to manage the documentation of any accidents that occur at your event.
The Queensland Government provide a template incident report form for use at events.
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If your event includes food vendors, you must ensure all mobile and temporary food premises hold the appropriate food business licence and relevant insurance for their activities. Information relating to food vendors attending your event must be provided to Council’s Environmental Health Team prior to your event. Please note, an Environmental Health Officer may be present at the event to conduct inspections.
Please email the following information to Council’s Environmental Health Team at health@gympie.qld.gov.au a minimum of 14 days prior to your event:
- List of food vendors
- Contact details
- Product description of items sold
- Food licence issuing Council
- Licence number
- Licence type (e.g. Mobile, Short-Term Temporary or Annual Temporary)
- Expiry date
6.1 Food Business Licences
If you handle or prepare unpackaged food, you will most likely need a food business licence. This applies to businesses whether they operate from a mobile premises or a temporary food stall (e.g. food stalls at markets or events).
You will not need a licence if you sell:
- packaged food
- whole fruit and vegetables
- drinks (except fruit and vegetable juice processed on site)
- ice, including flavoured ice
- seeds, spices, dried herbs, tea leaves, coffee or ground coffee
- unpackaged snack food (for example, confectionary, potato chips, corn chips or nuts)
For more information, please visit our Food business requirements page.
6.2 Applying for a Food Business Licence
Mobile food vehicles are required to hold a current Food Business Licence issued by a local government authority within Queensland. Temporary food stall operators must obtain a licence from Gympie Regional Council before they are allowed to operate within the region.
To apply, please complete the appropriate application form from the below list. The forms include simple to follow checklists to assist you in providing the required information to Council.
HEF345 - Annual Temporary Food Premises (Food Stall)
HEF350 - Short Term Temporary Food Premises (Event Food Stall)
HEF347 - Mobile Food Premises (Vehicle)
Applications for both Annual and Short-Term Temporary Food Premise Licences must be submitted to Council at least ten (10) business days prior and no less than three (3) days to the date of the activity or event. Applications received within ten (10) business days of the date of the activity or event will incur an urgent application processing fee. Please note application fees are listed on both application forms.
Should you require further information regarding Food Business Licence requirements, please contact Gympie Regional Council Environmental Health Services on 1300 307 800 or health@gympie.qld.gov.au
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As participating in public events has become a key aspect of our community’s culture, there is an expectation that these events will be safe, well-organised and enjoyable. Alcohol is commonly viewed as a symbol of celebration and is frequently included in the festivities at public events.
If you intend to include alcohol within your event, you may be required to obtain the appropriate permit. The Queensland Government provides detailed information on liquor licences for events, including the type of permit required based on your business type.
Some organisations are exempt from requiring a Community Liquor Permit to sell liquor at an event. The Office of Liquor and Gaming Regulation Exemption Assessment can be used to see if you qualify for an exemption.
For further information, please contact the Office of Liquor and Gaming Regulation’s regional office on:
Web: https://www.business.qld.gov.au/industries/hospitality-tourism-sport/liquor-gaming/liquor
Phone: (07) 5376 7318
Email: ll_sunshinecoast@justice.qld.gov.auOrganisers are encouraged to submit applications as early as possible to allow sufficient time for processing liquor permits. Please note, it may take 21 days for a Community Liquor Permit / 28 Days for a Commercial Public Event Permit to be processed by the OLGR.
If your event is being held in a Council controlled public place (e.g. a local park), you will require Council endorsement as part of your liquor permit application. To receive endorsement, please contact Gympie Regional Council Customer Service Team on 1300 307 800 or council@gympie.qld.gov.au.
It is recommended that event organisers contact their local police station to discuss the inclusion of liquor at an event and to ensure your event patrons benefit from a successful and safe event.
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When planning your event, it’s important to consider noise implications on nearby residents and local businesses. You should consider the location of noise amplification equipment, such as speakers and public address systems, and monitor noise levels during use.
The Environmental Protection Act 1994 sets out the legislative requirements for open-air events. Open-air events, including concerts, festivals and sporting competitions, must not exceed the following noise levels. More information is available from the Queensland Government Noise Regulation Fact Sheet.
- 70 decibels between 7am and 10pm
- 10 decibels above the background noise level or 50 decibels (whichever is lower) between 10pm and midnight, and
- no audible noise between midnight and 7am.
We suggest contacting your audio-visual contractor about monitoring noise amplification at your event, and ensuring they have a recording system in place to mitigate the risk of noise pollution.
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A Traffic Management Plan (TMP) must be prepared for all events requesting a road closure or impacting roadways/footpaths/parking facilities. The plan must:
- be prepared by a qualified Traffic Management Designer (TMD)
- include the associated Traffic Guidance Schemes (TGS) where applicable
- be endorsed by Queensland Police, and
- be endorsed by Gympie Regional Council.
A list of registered traffic management organisations with qualified TMD personnel has been developed by the Queensland Government Department of Transport and Main Roads.
Obtaining a Letter of No Objection from Council
To close a road for your event, you will require a Road Closure Permit from the Queensland Police Service (QPS). Council endorsement of your proposed road closure is a requirement of the Permit. To obtain a Letter of No Objection (LONO) for a road and/or carpark closure, email the following information to Gympie Regional Council Customer Service Team on council@gympie.qld.gov.au a minimum of 60 days prior to the event:
- completed ISDI003 Temporary Road/Footpath Closure Information Form
- cover letter including event details and a list of all roads affected by closures, dates and times
- copy of the Traffic Management Plan and Traffic Guidance Scheme developed by a qualified traffic management designer
If your event will impact a state-controlled road, you may be required to apply to the Department of Transport and Main Roads. For information, visit the Queensland Government’s Traffic control permit page.
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Developing a detailed site map is a crucial component in both the planning and delivery stages of your event. It is recommended that you use an aerial photograph of the event site (available through Google Earth) and include the placement of items such as:
- the perimeter/fence line of the event site
- road closure points
- all infrastructure and equipment
- existing items at the site – buildings, toilet blocks, hazards, etc.
- entry and exit points
- location of first aid, information, water, fire extinguishers
- staging and marquees
- portable toilets and bins
- food stalls
- power, generators, lighting towers, etc.
- licensed areas
- exclusion zones
View an example event site map
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11.1 Waste Management
The management of waste at events is an important consideration regardless of the size of your event. When planning the number of bins your event will require, you should consider the following:
- positioning recycling bins next to general waste bins
- packaging – what types of food containers will be used and expected quantity
- frequency and logistics of emptying bins during the event, and
- post-event clean up.
The following schedule is provided as a guide only. Bins can be requested directly through Cleanaway Gympie on 07 5352 6900 or gympieadmin@cleanaway.com.au
Schedule for Waste Facilities at Events
(Guide Only)
Qty of bins (minimum)
per 100 attendees
1 x 240L general waste if no food or drinks served/sold
2 x 240L general waste if food or drinks served/sold
2 x 240L recycle waste bin
additional for events over 1,000 attendees
1 x 3m general waste front load skip bin
1 x 3m recycle waste front load skip bin
11.2 Toilet facilities
Event organisers must ensure the adequate provision of toilet facilities at events. When planning toilet facilities for your event, consider the type and duration of event, location of toilets, alcohol and food consumption, and how they will be maintained (cleaned) for the duration of the event.
Please ensure sanitary convenience bins are provided within female toilets and provide at least one unisex toilet for patrons with a disability at each group of toilet facilities.
We recommend doing an online search for local event equipment hire companies to arrange portable toilet facilities for your event. Toilet facilities must have the necessary provisions for the collection, treatment and disposal of sewage and wastewater.
The following schedule is provided as a guide only.
Toilet Facilities for Events (where alcohol is not available)
(Guide Only)
No. Patrons
Males
Females
WC
Urinals
Hand basin
WC
Hand basin
< 500
1
2
2
6
2
< 1000
2
4
4
9
4
< 2000
4
8
6
12
6
< 3000
6
15
10
18
10
< 5000
8
25
17
30
17
Toilet Facilities for Events (where alcohol is available)
(Guide Only)
No. Patrons
Males
Females
WC
Urinals
Hand basin
WC
Hand basin
< 500
3
8
2
13
2
< 1000
5
10
4
16
4
< 2000
9
15
7
18
7
< 3000
10
20
14
22
14
< 5000
12
30
20
40
20
Reducing Toilet Facilities for Shorter Duration Events
(Guide Only)
Duration of Event
Quantity Required
8 hours plus
100%
6 – 8 hours
80%
4 – 6 hours
75%
Less than 4 hours
70%
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For public events that include the use of gas appliances, such as liquefied petroleum gas cylinders, it is the event organisers responsibility to ensure:
- gas systems are installed by an appropriately licenced person
- all portable gas appliances are used in accordance with the manufacturer’s instructions, and
- the storage and handling of gas systems is conducted in a safe manner.
Please refer to the Department of Natural Resources Mines and Energy's Guideline for Managing Gas Safety at Public Events for best practice guidelines and to ensure you understand your obligation to report gas related incidents at your event.
Food vendors are required to observe work, health and safety regulations while trading at your event. To ensure clarity around gas safety expectations at events, it is recommended that you provide the gas safety checklist to vendors. The checklist is to be completed by vendors prior to the event and a copy retained by the event organiser for recording purposes.
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The Queensland Government provides detailed information on firework displays, including how to organise a safe and legal fireworks display and how to find a licenced contractor.
Resources Safety & Health Queensland must be notified should any pyrotechnic display be proposed as part of the event. Please contact Resources Safety & Health Queensland on 07 3199 8023 or explicensing@rshq.qld.gov.au
Fireworks displays cannot be conducted on Council controlled land when Queensland Fire and Emergency Services have imposed a fire ban for the Gympie region. For current fire ban information visit Queensland Fire and Emergency Services.
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Strict smoking laws apply in Queensland to protect the health of the community. Smoking/vaping is either banned or restricted in common areas of community events such as:
- eating and drinking areas
- within 10m of any skate parks
- within 10m of children's outdoor playground equipment
- within 5m of public transport waiting points, and
- within 10m of viewing and playing areas at under-18 sporting events.
Implementing prevention measures within your event will assist event attendees to meet their obligations under the Tobacco and Other Smoking Products Regulation 2021 (Qld), including:
- establishing designated smoking/vaping areas within the event area and restrict smoking to these areas
- putting up highly visible signage such as No Smoking/Vaping signs at locations where smoking is prohibited in the event area.
For advice on managing smoking at your event, including the placement of smoking/vaping areas within your event precinct, please liaise with the Sunshine Coast Public Health Unit of Queensland Health on 1300 017 190 or SCPHU@health.qld.gov.au.
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15.1 Animal prohibited areas
During the planning stages of your event, you should consider whether it is practicable for pets to accompany eventgoers and if the site or venue you have chosen is considered an animal control area.
Some parks, reserves and beaches in the Gympie region are designated as animal prohibited areas. To find out if dogs are permitted at your proposed event site, please review Gympie Regional Council’s laws on Animals in public spaces and Prohibition of animals in public places.
15.2 Pets at events
If you are going to allow dogs to attend your event, please ensure your site is not designated as a dog prohibited area. If dogs are prohibited at the event site, it is recommended you communicate with participants that it is an animal-free event.
We recommend you communicate the following pet rules:
- Only bring your pet along if it is well-behaved, non-aggressive and doesn't get overwhelmed in noisy, crowded and stimulating situations.
- Ensure your pet is always on leash and under effective control.
- Clean up after your pet and dispose in the bins provided.
Under the Anti-Discrimination Act 1991 (Qld) and the Guide, Hearing and Assistance Dogs Act 2009 guide, hearing and assistance dogs are permitted to accompany a person to all areas where event attendees are normally able to go. For more information on your obligations, visit the Queensland Government Guide, hearing and assistance dog – accessing public places
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As part of Queensland's plan to tackle plastic pollution, the supply of the following single-use plastic items is banned to help minimise waste and protect our environment:
- straws and stirrers
- cutlery, including knives, forks, sample tasting spoons, chopsticks, etc.
- bowls and plates
- expanded polystyrene takeaway food containers and cups
- plastic shopping bags which do not meet new requirements
The Queensland Government provides additional information on the single-use plastic items ban. The outdoor release of a lighter-than-air (helium) balloons is also banned to ensure best practice, sustainable events. You may still use helium balloons at your event, however, you must ensure they don’t escape into the environment.
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All temporary structures (including tents/marquees to provide shelter, stages/platforms for performers and viewing platforms, such as tired grandstand seating) must meet the safety expectations set out by the Australian Building Codes Board in the Temporary Structures Standard 2015.
The Standard provides criteria for structural safety (particularly determining appropriate wind actions), fire safety (including fire resistance of materials, fire safety services and equipment, and egress), access, sanitary facilities and certain ancillary provisions.
Note: Gympie Regional Council does not provide hire equipment for event organisers. We recommend doing an online search for local event equipment hire companies to arrange the hire of marquees, seating, tables, shade structures etc.
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If your event includes inflatable amusement devices (such as jumping castles and slides) and is being conducted on Council controlled land, you must:
- ensure the device is supplied, installed and operated by a commercial operator
- obtain a Certificate of Registrable Plant for each inflatable (with a platform height of 3 metres or more) and provide a copy to Gympie Regional Council, and
- ensure compliance with Work Health and Safety Regulation 2011, Subdivision 2 (Operation of amusement devices)
The Amusement Device Code of Practice 2023 provides guidance on how to manage health and safety risks associated with an amusement device at your event. For more information, please contact a Workplace Health and Safety Queensland Inspector on whsq.aaa@oir.qld.gov.au.
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Getting patrons to and from your event easily and safely makes for a more enjoyable event experience. Encourage your patrons to plan their journey to your event using sustainable transport (walking, cycling, public transport, and carpooling).
The Gympie region has a variety of public transport services available. You can find information about using public transport and plan which routes service your event location on the Translink website. Alternatively, we recommend doing an online search for local coach or charter services to arrange services specifically for your event.
If your event includes the consumption of alcohol, ensure to communicate “Don’t drink and drive, organise a designated driver”.
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20.1 Tourism & Events Queensland – Event Marketing Toolkit
Visit Tourism & Events Queensland for a comprehensive guide to successfully marketing your event using social media. For more information on promoting the destination through TEQ’s consumer channels, download their consumer channel marketing toolkit.
20.2 Leveraging Destination Marketers on Social Media
Be sure to tag the following in your social media posts to allow permission for your content to be shared on their channels:
@visitgympieregion #visitgympieregion
@visitsunshinecoast #visitsunshinecoast
@queensland #thisisqueensland
@australia #seeaustralia20.3 What’s On – Gympie Region Events Calendar
Submit your event in Council’s What’s On Calendar. This calendar is a useful tool to promote your event within the region and contains a variety of events for community awareness, including small gatherings to large-scale festivals. To feature your event in the What’s On Calendar, click ‘Submit a New Event’ and follow the steps to upload your event details.
20.4 Australian Tourism Data Warehouse
List your event on the Australian Tourism Data Warehouse (ATDW). ATDW provides additional exposure for your event, ensuring your event is visible through search results on key tourism websites including Council’s Visit Gympie Region, Visit Sunshine Coast and Queensland.com. To list your event, you must first register as a user of ATDW-Online – click the button ‘Register Now’ and follow the steps to create an ATDW listing for your event.
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For information on the Gympie region, check out Visit Gympie Region. Visitors can access travel information including maps, brochures, and itineraries from our two accredited Information Centres.
Gympie Visitor Information Centre
Goomeri Visitor Information Centre
24 Bruce Highway, Lake Alford Recreation Park, Gympie, Queensland 4570
41 Moore Street, Goomeri, Queensland 4601
Opening hours:
Monday to Friday from 9am to 4pm; weekends and public holidays from 10am to 2pm
Opening hours:
Monday to Friday from 9am to 4pm; weekends and public holidays from 10am to 2pm
Please note operating hours are subject to change.
If you have event brochures or flyers that you’d like to promote at our Visitor Information Centres, please contact Visitor Services on 1800 444 222 or tourism.info@gympie.qld.gov.au
The Gympie Region offers a diverse range of accommodation options for tourists, ranging from traditional hotels and motels, apartments and private stays (AirBnB), to a vast array of Hipcamps, caravan parks and camping sites. We suggest doing an online search of accommodation options in the region to find your perfect stay.
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Volunteers can be an invaluable asset in assisting with the delivery of your event. Before engaging with volunteers, it is useful to:
- identify the roles you need to fill
- be aware of the rights and responsibilities to your volunteers in supporting your event
- ensure you have the appropriate insurance to cover volunteers at your event
- plan for how you will brief, train and debrief volunteers
- consider how you will thank or reward volunteers
There are various organisations that may be able to assist with supplying volunteers for your event, including tertiary institutions, industry bodies, local service clubs (such as Rotary Australia or Lions Australia) and local community groups.
Volunteering Queensland are the peak body solely dedicated to advancing volunteering for the economic, social, cultural and environmental well-being of Queensland.
If you are interested in communicating with their database of volunteers for your event, please contact Volunteering Queensland on 07 3002 7616 or events@volunteeringqld.org.au.
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Grants are available to eligible not-for-profit organisations. These grants support community events that enhance the social, environmental, and/or cultural wellbeing of the Gympie region.
For more information on Council’s community grants program, visit our Grants and Funding page.