Event Guidelines

1. Approach the NCA to conduct an event
   • Select and book appropriate venue
2. NCA Events will provide a list of documentation required to be submitted prior to event approval being granted
3. NCA Events will provide an event specific quote for your event
4. Submit necessary documentation with any application fees
5. Liaise with other agencies and Operational Stakeholders
   • ACT Government, Police, Emergency Services, Action Buses etc.
6. Attend a coordination conference with the NCA and the relevant agencies (if required)
   • Conduct an on-site meeting with the NCA and the relevant agencies (if required)
7. Obtain the permit / works approval and /or licence agreement
8. Arrange a pre and post event inspection of area
   • Restoration of area if required.

• Contact the NCA’s Events Team at events@nca.gov.au or on (02) 6272 2901
• Discuss the suitability of various venues and availability of booking
• Select a preferred venue
• Submit a completed Event Permit Application Form
• Complete an application for Works Approval form if the event involves structures to be erected (Pre-event inspections may be required)
• Submit a map indicating the approximate location of each piece of infrastructure.

• Advise of any documentation required to be submitted to the NCA prior to final event approval being granted
• Quote the event accordingly
• Issue a permit / works approval and/or licence agreement once payment is made and all documentation is received and deemed satisfactory.
• Advertise any relevant Road Closures
• Conduct a pre-event site walk through (if applicable) and provide venue keys
• Request feedback on the venue, our services and the success of your event
• Conduct a post-event site walk through and inspect the site post event for any damage to the site and adjacent areas.

A checklist of appropriate plans, consultation and approval requirements for an event have been developed by the National Capital Authority (NCA) to guide event organisers when planning an event.

Suitable venues for various activities on National Land are detailed in the NCA events and venues factsheets.

Major events checklist

• Event Permit Application Form
• Event Proposal

Consultation and planning 

• Access Canberra
• ACT Policing
• Roads ACT
• EPA
• Emergency Services – Fire Brigade and Ambulance
• Workcover
• Office of Fair Trading – liquor licensing, security staff etc  
• Neighbours, Cultural Attractions and Businesses  
• Stakeholder briefing 

Works Approval      

• Works Approval Application Form
• Maps indicating all structures associated with the event
• Engineers certificates/structural diagrams (if applicable)

Event establishment

• Pre-event inspections
• Liaison with NCA Open Space and Built Assets contractors

Post event

• Post event inspection
• Site rectification works
• Debrief with stakeholders
• Bond reconciliation

The NCA charges for the use of National Land. Fees are charged to recover costs associated with the administration and management of National Land. This will also include a bond that has been determined based on the level of risk that damage could occur to Commonwealth assets.

Assessment criteria for events

Applications for events on national land will be assessed against the following criteria prior to determining final approval:

• the organiser’s capacity to stage and manage the event
• venue capacity and impact of the event on the venue and surrounds
• public safety
• stakeholder consultation including the workings of national institutions
• public access to the surrounding areas and amenities
• heritage issues
• a range of other matters specific to the event may also be considered by the NCA as required

The level of detail required for the approval of an event will be commensurate with the nature and scale of the event.

Assessment criteria for Works Approval

The key criteria used by the NCA when considering an application for an event related works approval on Designated Land (as defined in the National Capital Plan) are as follows:

• type and scale of structures
• public access and/or safety
• duration of an event
• permanence of structures
• impact on the landscape and other assets
• the use of vehicles
• endorsement from the Presiding Officers (for works on Federation Mall)

Works approval will be approved for the minimum period required for the event.

Structures that have the potential to damage Commonwealth assets will not generally be approved. Engineer’s certificates and detailed plans may be required for large structures.

Event related vehicles driven or parked on public landscape areas should be minimised as they are likely to damage the landscape and pose a potential hazard to the public. Spectator vehicles must be legally parked in designated parking areas.

Inspections

To ensure no unexpected claim for damage to Commonwealth property, it is important that organisers of events inspect the site with an officer of the NCA before event preparation commences, and when the area has been cleared after the event. Staff of the NCA are available for inspections at mutually convenient times.

Other approvals

Depending on the size and nature of the event proposed, other approvals may be required in addition to those of the NCA. Additional approvals could include, for example:

• Environment ACT - for outdoor events involving amplified music in a venue capable of holding 2,000 people or more and for motor sports (on land or water)
• ACT Government agencies - for traffic management plans, liquor licensing, sale of goods, engineering safety, and public safety. This list is not exhaustive. While the NCA staff may offer advice, it is the event organiser's responsibility to obtain other approvals needed for a particular event

Risk and Indemnity

All events involve some degree of risk. Organisers conducting events on land managed by the NCA are required to complete a form indemnifying the Commonwealth or its agents against all claims that may result from the event. An indemnity form is available from the NCA. Event organisers will normally be required to show evidence of appropriate public liability insurance. Depending on the size, complexity and nature of the proposed event, the organisers may also be required to prepare a risk management plan.

Time

Event organisers are encouraged to talk to the NCA in plenty of time before an event to allow sufficient time to plan properly. The NCA endeavours to handle all applications promptly, however, some applications require the NCA to consult with other agencies which have their own time frames and priorities.

At least seven days’ notice must be given to the public, by press advertisements, for any road closures. These advertisements are organised by the National Capital Authority (NCA), but event organisers should allow sufficient time for such advertising.

Logistics

Power Access

Most venues have power outlets. Fees are charged for setting-up, connecting, and disconnecting from some power sources.

Sprinkler Systems

Irrigation systems at many public venues are programmed. Event organisers should ask that the sprinklers to be turned off in the relevant areas for the duration of the event.

An irrigation markout and tree protection zone markout of all areas (including ingress and egress points during bump in/out) may be required to be completed prior to your event. This marks the location of the sprinkler heads within the venue so as to ensure that event organisers and associated contractors do not drive over existing sprinkler heads causing damage. This service can be arranged at the cost of the event organiser through the NCA Open Space Contractor ‘Citywide’ at Canberra@Citywide.com.au. Any damage to underground services will be at the cost of the event organiser.

Waste Management

Event organisers are responsible for the cleanliness of the area during the event, as well as for clean-up afterwards. All venues must be left clean and tidy. If the existing facilities are inadequate for the type or scale of an event, organisers should arrange and pay for additional waste management.

A checklist of appropriate plans, consultation and approval requirements for an event have been developed by the National Capital Authority (NCA) to guide event organisers when planning an event.

Suitable venues for various activities on National Land are detailed in the NCA events and venues factsheets.

Major events checklist

• Event Permit Application Form
• Event Proposal

Consultation and planning 

• Access Canberra
• ACT Policing
• Roads ACT
• EPA
• Emergency Services – Fire Brigade and Ambulance
• Workcover
• Office of Fair Trading – liquor licensing, security staff etc  
• Neighbours, Cultural Attractions and Businesses  
• Stakeholder briefing 

Works Approval      

• Works Approval Application Form
• Maps indicating all structures associated with the event
• Engineers certificates/structural diagrams (if applicable)

Event establishment

• Pre-event inspections
• Liaison with NCA Open Space and Built Assets contractors

Post event

• Post event inspection
• Site rectification works
• Debrief with stakeholders
• Bond reconciliation

The NCA charges for the use of National Land. Fees are charged to recover costs associated with the administration and management of National Land. This will also include a bond that has been determined based on the level of risk that damage could occur to Commonwealth assets.

Assessment criteria for events

Applications for events on national land will be assessed against the following criteria prior to determining final approval:

• the organiser’s capacity to stage and manage the event
• venue capacity and impact of the event on the venue and surrounds
• public safety
• stakeholder consultation including the workings of national institutions
• public access to the surrounding areas and amenities
• heritage issues
• a range of other matters specific to the event may also be considered by the NCA as required

The level of detail required for the approval of an event will be commensurate with the nature and scale of the event.

Assessment criteria for Works Approval

The key criteria used by the NCA when considering an application for an event related works approval on Designated Land (as defined in the National Capital Plan) are as follows:

• type and scale of structures
• public access and/or safety
• duration of an event
• permanence of structures
• impact on the landscape and other assets
• the use of vehicles
• endorsement from the Presiding Officers (for works on Federation Mall)

Works approval will be approved for the minimum period required for the event.

Structures that have the potential to damage Commonwealth assets will not generally be approved. Engineer’s certificates and detailed plans may be required for large structures.

Event related vehicles driven or parked on public landscape areas should be minimised as they are likely to damage the landscape and pose a potential hazard to the public. Spectator vehicles must be legally parked in designated parking areas.

Inspections

To ensure no unexpected claim for damage to Commonwealth property, it is important that organisers of events inspect the site with an officer of the NCA before event preparation commences, and when the area has been cleared after the event. Staff of the NCA are available for inspections at mutually convenient times.

Other approvals

Depending on the size and nature of the event proposed, other approvals may be required in addition to those of the NCA. Additional approvals could include, for example:

• Environment ACT - for outdoor events involving amplified music in a venue capable of holding 2,000 people or more and for motor sports (on land or water)
• ACT Government agencies - for traffic management plans, liquor licensing, sale of goods, engineering safety, and public safety. This list is not exhaustive. While the NCA staff may offer advice, it is the event organiser's responsibility to obtain other approvals needed for a particular event

Risk and Indemnity

All events involve some degree of risk. Organisers conducting events on land managed by the NCA are required to complete a form indemnifying the Commonwealth or its agents against all claims that may result from the event. An indemnity form is available from the NCA. Event organisers will normally be required to show evidence of appropriate public liability insurance. Depending on the size, complexity and nature of the proposed event, the organisers may also be required to prepare a risk management plan.

Time

Event organisers are encouraged to talk to the NCA in plenty of time before an event to allow sufficient time to plan properly. The NCA endeavours to handle all applications promptly, however, some applications require the NCA to consult with other agencies which have their own time frames and priorities.

At least seven days’ notice must be given to the public, by press advertisements, for any road closures. These advertisements are organised by the National Capital Authority (NCA), but event organisers should allow sufficient time for such advertising.

Logistics

Power Access

Most venues have power outlets. Fees are charged for setting-up, connecting, and disconnecting from some power sources.

Sprinkler Systems

Irrigation systems at many public venues are programmed. Event organisers should ask that the sprinklers to be turned off in the relevant areas for the duration of the event.

An irrigation markout and tree protection zone markout of all areas (including ingress and egress points during bump in/out) may be required to be completed prior to your event. This marks the location of the sprinkler heads within the venue so as to ensure that event organisers and associated contractors do not drive over existing sprinkler heads causing damage. This service can be arranged at the cost of the event organiser through the NCA Open Space Contractor ‘Citywide’ at Canberra@Citywide.com.au. Any damage to underground services will be at the cost of the event organiser.

Waste Management

Event organisers are responsible for the cleanliness of the area during the event, as well as for clean-up afterwards. All venues must be left clean and tidy. If the existing facilities are inadequate for the type or scale of an event, organisers should arrange and pay for additional waste management.

Preamble
The National Capital Authority (NCA) is responsible for managing and promoting the National Triangle. The area is home to a range of national cultural institutions and commemorative sites that tell national stories.
One way of telling the national story, or commemorating significant occasions is through illumination of buildings.
There are 5 buildings within the National Triangle which can be illuminated.
National Carillon - Queen Elizabeth II Island, Parkes.
 

• John Gorton Building - King Edward Terrace Parkes.
• Treasury Building - King Edward Terrace Parkes.
• Captain Cook Memorial Jet (CCMJ) - Barrine Dr, Acton (additional conditions apply, see below)
• Old Parliament House – King George Terrace

This policy sets out the criteria and approval process for the illumination of these buildings. The policy is subject to periodic review and may be updated as required.

Criteria for Approval
Lighting requests will only be considered if they meet one of the following criteria:
 

1. Commemorative Occasions:
        o Public celebrations and commemorations of national significance: such as national days, historic anniversaries, or nationally recognised civic milestones.
       o Diplomatic and ceremonial occasions supported by the Australian government.
2. Promotion of non-political, registered national charitable awareness campaigns.
3. Promotion of events hosted by ACT Government or Australian Government entities (including Cultural Institutions)

Lighting requests will not be considered for:

• Commercial purposes (e.g. Advertising)
• Personal occasions (e.g. Weddings, birthdays, engagements, memorials)
• Religious observances

All requests involving foreign governments and/or foreign related events will be referred to the Department of Foreign Affairs and Trade (DFAT) for consideration and approval.
All requests for lighting of Old Parliament House will be subject to approval by Museum of Australian Democracy.

Captain Cook Memorial Jet (CCMJ) – Additional Conditions
The CCMJ operates daily from 11:00am to 2:00pm. The CCMJ may be requested to operate between 6:00pm-9:00pm, in line with the approval criteria above.
Operation of the CCMJ is highly weather dependent. The CCMJ will not be operated in the event of strong winds as well unsuitable condition of the Lake Burly Griffin’s water quality.
A fee of $1,000 applies to approved CCMJ lighting requests. In the event the CCMJ operation is cancelled by the NCA, the fee will be refunded.

Application process:
All applications must be made through the NCA website as an online application Venue hire | National Capital Authority , or by emailing events@nca.gov.au directly.

All lighting applications must be submitted at least 90 days prior to the proposed illumination date. Applications received within this timeframe may be subject to restrictions, including limited availability of buildings or structures that can be illuminated.

Lighting approvals are granted on a first come, first served basis, and are limited to one night per request. Multiyear applications are not available—new applications must be submitted each year.

The NCA reserves the right to alter or cancel any approved application due to unforeseen circumstances, or on advice from government authorities.