To help you plan your event we've developed a timeline, so you know how much time to allow to get the best result.
Low impact event
Allow a minimum of four weeks for events with:
- no road closures or disruption to public transport
- low numbers of registered food vendors
- low numbers of amusement devices (e.g., one bouncy castle)
- multiple items of simple infrastructure (e.g., easily assembled gazebos, portable toilets, small stage).
Examples include community days, fundraising events or park-based fun runs/walks.
Medium impact event
Allow three to six months for events with:
- minor road closures and potential disruption to public transport
- multiple food vendors (approximately more than five) and/or liquor licensed areas
- amusement devices (e.g., bouncy castle)
- multiple items of infrastructure and/or an infrastructure build requiring building consent, e.g., marquees
- multiple contractors.
Examples include triathlons, large-scale sporting events or music events with stages.
High impact event
Allow up to eight months for events with:
- significant number of people expected to attend
- road closures, disruption to public transport and high impact to traffic expected
- multiple food vendors and/or liquor licensed areas
- significant infrastructure builds
- multiple event sites and/or days
- resource consent required.
Examples include major sporting events or music festivals.
Sources of funding
Funding is one of the first and most important areas you need to consider when planning your event. Sourcing funds is a time-consuming process. You need to start applying for funding at least eight to twelve months out from your event. Always talk to the funding providers before putting in an application, to ensure you meet the criteria and are asking for an appropriate amount.
Grants and sponsorship are two major sources of financing for events. Other funding sources such as ticket sales, fundraising, merchandising, donations and in-kind support should also be considered.
The Dunedin City Council (DCC) administers different grants throughout the year, which support events in Dunedin. The DCC does not sponsor any events, support fundraisers or provide prizes.
DCC Events Advisors can provide advice on further funding providers in Dunedin.
DCC Events Funding (new window)
Criteria & Grants Management Policy (new window)
Site plan
As part of the event approval process, we require a detailed site plan outlining, but not limited to:
- all the activities taking place and where they will be set up
- stage(s)
- toilets
- first aid stations
- food stalls/trucks
- parking areas
- lost and found area
- information point
- access for disabled
- emergency exits and entrances
- road closures.
The map can also be used in event publicity to guide people around the site. Please contact the DCC for site maps of parks or reserves. Indoor venues should be able to supply detailed floor plans to assist in this process.
Insurance
DCC requires the event organiser to obtain public liability insurance for medium to high risk events. This will provide a level of protection against claims for compensation in respect of unexpected and unintended personal injury that is not covered by ACC, or property damage for which they may be legally liable.
Please provide proof of your public liability insurance as part of the event booking process.
City banners
City street pole banners are a great way to inform the public of upcoming festivals or events. These are available to book in the Octagon, as well as other key sites around the city. For further information including costs and availability visit www.citybanners.nz.