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.
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.
Applications for events on national land will be assessed against the following criteria prior to determining final approval:
The level of detail required for the approval of an event will be commensurate with the nature and scale of the event.
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:
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.
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.
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:
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.
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.
Most venues have power outlets. Fees are charged for setting-up, connecting, and disconnecting from some power sources.
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 mark out 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.
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.
Under Section 12 (1) (b) of the Australian Capital Territory (Planning and Land Management) Act 1988 no works are permitted within a designated area unless an application to perform the works has been submitted to the National Capital Authority (NCA) and approved in writing.
The event related works approval process specifically relates to temporary structures and events. If structures are proposed to be in place for more than 10 days, you must submit a Works Approval application to the NCA Planning team.
Works, under the Australian Capital Territory (Planning and Land Management) Act 1988, include the following:
When works are commercially supplied and/or erected, the organisation/company doing this must provide the NCA with evidence of appropriate public liability insurance.
You will also be required to prepare a risk management plan.
When submitting an application for a works approval, you should also provide the following documentation:
Major Events, Special Significance and Broad Community Events, may erect and display promotional signage, banners and flags on approved structures in Designated Areas:
All requests are to be submitted on an application for NCA Works Approval Application Form and must be accompanied by:
Promotional signage, banners or flags cannot be flown from these flagpoles:
Community based events, without an entry or site fee may seek approval to display roadside on the verge of roadways in Designated Areas, or on other Unleased National Land.
All requests are to be submitted on an Application for Works Approval Form along with the following information:
Each event may display a maximum of six (6) movable signs for seven (7) days prior to the event date and the signs must be removed within 24 hours of the event conclusion.
For approval of sign placement outside designated areas, event organisers must contact the ACT City Rangers' office on (02) 6207 7132.