Plan

WHO? Who's it for and who's involved? (audience, organisers, partners)
WHAT? What's happening and what's needed? (activities, equipment, resources)
WHEN? Event date, time and key deadlines.
WHY? Purpose and goals of the event

WHERE? Location and logistics (access, safety, facilities).
HOW? How it will run? (roles, schedule, communication)
BUDGET? What it will cost and how is it funded.
RISK? What could go wrong and how you'll manage it?

Planning ahead is the key to a successful event. This section will guide you through choosing a date and venue, setting a budget, developing your event timeline, and connecting with the Dunedin City Council (DCC) Events team to help you get started.

To help you plan your event we've developed a timeline, so you know how much time to allow to get the best result.

Event impact level	Recommended planning time	Key characteristics	Examples
Low impact	Minimum 4 weeks	no road closures or disruption to public transport low number of registered food vendors low number of amusement devices, such as one bouncy castle multiple items of simple infrastructure, such as easily assembled gazebos, portable toilets, small stage	Community days Fundraising events Park-based fun runs/walks
Medium impact	3 - 6 months	minor road closures and potential disruption to public transport multiple food vendors (approximately more than five) and/or liquor-licensed areas amusement devices, such as bouncy castles multiple items of infrastructure and/or infrastructure requiring building consent, such as marquees multiple contractors involved	triathlons large-scale sporting events music events with stages
High impact	Up to 8 months	significant number of people expected to attend road closures, disruption to public transport and significant traffic impacts multiple food vendors and/or liquor-licensed areas significant infrastructure builds multiple event sites and/or event days resource consent required	major sporting events music festivals large-scale multi-day events

Insurance

The 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 the Accident Compensation Corporation (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.

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 plan 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

Site plan

Health and safety

The Octagon site specific information

Sources of funding