Temporary entertainment events

Council’s local law provides a definition of a ‘temporary entertainment event’ which is an event that is held on either a Council controlled area or private property, where the event:

• is held temporarily
• provides entertainment, recreation or amusement
• is open to the public, whether or not upon payment of a fee for admission
• whether or not the event organiser reserves the right to exclude individual members of the public.

An event that is not open to the public to attend and is limited to private invitation is not considered to be a temporary entertainment event and does not require a temporary entertainment event. For example, a birthday party, wedding or luncheon that is not open to the public to attend and is restricted to persons who are personally invited does not meet the definition of a temporary entertainment event so does not require a temporary entertainment event permit. Please note if a private function is held on Council-controlled land, a permit or approval to use Council-controlled land may still be required.

Where an event meets the definition of a temporary entertainment event and does not fall within one of the ‘exempt event’ categories outlined below, it will require a temporary entertainment event permit prior to carrying out the activity.

Council’s local law categorises temporary entertainment events into two categories - small and large. There are different requirements under the local law depending on how an event is categorised.

Small event

• between 100 and 1000 people attending AND
• no assessable risk/s in relation to the event.

Large event

• more than 1000 people attending AND/OR
• there is an assessable risk/s in relation to the event.

Assessible risks

Temporary entertainment events involving assessable risks are required to obtain a large event permit regardless of the number of attendees. An assessable risk is one or more of the following activities that will occur as part of the event:

1. a motorsport activity that includes motor vehicles, motor bikes, trucks and similar vehicles where noise, smoke, odour, light or other emissions associated with the activity will occur, but excludes a car show, exhibition or display of cars where noise is not associated with the exhibition or display;
2. the use of firearms, excluding a gel blaster, replica firearm or antique firearm, and any firearm lawfully required by police or military personnel;
3. rodeo, bull riding, circus or stunt show;
4. the event, or part of the event, will occur between the hours of 10pm and 7am on any day, excluding bump in and bump out times;
5. an event that occurs over more than one (1) day (a multiple day event), excluding bump in and bump out times;
6. camping activities; or
7. the use of temporary structures which are required to be assessed or installed by a qualified person (eg, tents, grandstands or stages that require a building approval or engineer’s certification).

Not all events require a permit from Council as there are exemptions provided in the local law.

You do not require a permit if your event or gathering does not meet the above definition, (refer to the above Permit requirements section above) of a temporary entertainment event or is an event which fits one of the below exemptions listed in the local law:

Council has produced an Applicant Guideline ( PDF, 0.38 MB ) to assist event organisers to understand the application requirements, obligations for running an event and provide guidance for developing supporting documentation that may be required.  The guideline aims to ensure the safety and wellbeing of event attendees and minimise potential impacts on the surrounding community and environment.

When applying for a temporary entertainment event permit, you are required to compile and submit supporting documentation with your application. Refer to the Supporting documentation section below for more information.

Application process

1. Complete an application either online or by completing the form. Be sure to include the following supporting documentation:
   • Site plan
   • Certificate of currency for an amount of at least $20 million which must be in the name of the permit holder and note the Cairns Regional Council as an interested party if the event is to be held on Council land
   • Landowners consent – where the event is to be held on private property and the applicant is not the owner of that land
   • List of food and beverage providers to be used in the event including a copy of any food licences where applicable
   • Evidence of any other approvals for the event – for example a liquor licence, Council park booking, building approval for a temporary structure etc
   • For large events only –
     • an event management plan which incorporates risk management for the event;
     • a run sheet; and
     • a traffic and pedestrian management plan – if applicable
2. If contacted by Council for further information or documentation regarding your application, provide the information or documentation in accordance with the request
3. Pay the application fee in accordance with the instructions provided by Council.

To ensure that Council has sufficient time to assess an application, request further information or documentation and process other approvals or permits that may be required for an event, we recommend you submit your application at least two (2) months prior to the event commencing.

It is recommended that you contact Council to discuss your event proposal well in advance of the proposed event so that you can understand the application requirements and begin planning and preparing any documentation that you will need to make an application.

If you have questions or require further information, we recommend you read the Applicant Guideline. Alternatively, please contact us on 1300 69 22 47 or email regadmin@cairns.qld.gov.au

An application fee is payable when you submit a properly made application form for either a small event or large event. The application fees for the 2024/2025 year are:

• Small event - $425.00
• Large event - $670.00

Eligible not-for-profit organisations may apply for a 100% application fee waiver where appropriate evidence is provided to demonstrate the non-profit status of the organisation.

If there are other Council permits which are required to be obtained in conjunction with a temporary entertainment event permit, separate fees and charges will be applicable.

When applying for a temporary entertainment event permit, you are required to compile and submit supporting documentation with your application.

This section outlines what the supporting documentation is that is required to be submitted for all temporary entertainment event permit applications. For more information, please see Council’s Applicant Guideline for Temporary Entertainment Events ( PDF, 0.38 MB ) or contact Council on 1300 69 22 47.

Public liability insurance

Council requires event organisers to provide a certificate of currency for public liability insurance, which must:

• Be for an amount of at least $20 million
• Be for a period that covers the entire duration of the event including bump in and bump out times
• Be in the name of applicant
• Cover the location and activities of the event
• Where the event is to be located on Council controlled area, note the Cairns Regional Council as an interested party.

Site plan

A site plan is an aerial birds eye view of an event location that outlines the layout of the event and all relevant features, which includes:

• The boundaries of the event
• The location of the main attraction or activity (such as a stage or finish line)
• The entry and exit points to and from the event including any disabled access points
• The location of designated emergency vehicle access points and routes
• The location of carparking for the event
• Any existing buildings within the site
• The location and number of waste and recycling bins
• The location, type and number of toilets and sanitary conveniences (toilets, urinals, hand wash basins)
• The location of food or drink stalls
• Any liquor licensed areas
• Evacuation routes and emergency assembly areas
• The location of emergency equipment such as a first aid station, water hydrants
• The location of potable water supply
• The location of any designated outdoor smoking areas
• The location and type of temporary structures or amusement devices such as grandstands, jumping castles, stages, large tents, etc
• The location and type of noise sources such as speakers, generators, sound systems etc
• The location and type of light sources such as strobes or spotlights
• The location that any fireworks are to be set off from.

Council will accept site plans that are hand drawn or compiled electronically (see our example site plans ( PDF, 1.16 MB )) provided it includes the above features. The site plan must be agreed to by Council and any changes to the site plan must be submitted to Council for prior approval.

Landowner's consent

If you are proposing to hold an event on private property and you are not the owner of that land, you must obtain the written consent of the landowner and submit that with your application.

Please note that where an event is proposed to be located within a Council park or area, you will be required to obtain a park booking to use that area.

List of food and beverage providers

If the event involves the sale or preparation of food or beverages by either the event organiser or a third party, then you must submit the following:

• A list of all food and beverage providers
• The premises types of those providers
• Copies of the food licences where applicable.

Evidence of any other approvals for the event

Depending on the activities involved in your event, you may need to obtain other approvals or permits from either Council, State government or Commonwealth government departments. These approvals or permits are separate from a temporary entertainment event permit and must be applied for and obtained separately, which can include the following;

• Liquor licence/permit from the Office of Liquor and Gaming Regulation
• Council park booking – for use of a Council park or area
• Food licences
• Filming and/or photography permit
• Building approval or engineers certificate for a temporary structure from a building certifier or engineer
• Permits and approvals for fireworks
• Temporary road closure
• Certificate of registerable plant from Workplace Health and Safety Queensland for certain amusement devices.

Large event only – run sheet

Council requires that a run sheet is submitted with applications for large temporary entertainment events. A run sheet is a document that outlines the sequence of activities and tasks to be conducted during an event which can include:

• the setting up of the event
• the schedule of activities for the event – ie. when the event opens, when each activities starts and finishes, when the event finishes etc
• the pack down of the event.

Large event only – Event Management Plan

An Event Management Plan is a document that details all of the risks that are reasonably likely to be associated with an event and outlines how those risks will be managed. The purpose of this document is to plan for and address risks to event attendees, staff and the surrounding community to ensure safety and amenity is protected during an event.

An Event Management Plan should include:

• emergency management and evacuation
• medical services and first aid
• security and crowd control
• management of impacts such as nosie, light, dust, odour, smoke etc
• risk management for the assessable risk associated with your event
• all other risks associated with your event.

Large event only where applicable – traffic and pedestrian management plan

Where an event will have significant impacts on the ordinary traffic flow for road users or there is a need to direct traffic that contradicts road signage or road rules, then Council may require a Traffic Management Plan to be prepared and submitted with an application. A Traffic Management Plan is a document that is required to be prepared by an accredited traffic control provider that demonstrates how traffic will be managed.

Where an event requires a temporary road closure, then a Traffic Management Plan or Traffic Guidance Scheme will need to accompany an Application for Temporary Road Closure – Form RC1 ( PDF, 0.24 MB ).  If supported, the Council will issue a letter of no objection which is submitted to Queensland Police Service who can authorise the temporary closure of the road.

Some events will also require the approval and involvement of other agencies, e.g., Queensland Police, Department of Transport and Main Roads and Queensland Emergency Services.

If you are unsure about whether you require a Traffic Management Plan and/or a Temporary Road Closure, please contact Council to discuss on 1300 69 22 47. It is recommended that you contact Council as soon as possible as there are timeframes associated with traffic management approvals as they can require consultation with other agencies such as Queensland Police Service.

Other event resources

The Queensland Government Event Delivery webpage has a range of event templates available, including a risk management plan which may be useful.

Temporary event signage

Council has a factsheet which outlines what is required to display a temporary event sign without a permit. See Council’s Temporary Event Signage factsheet ( PDF, 0.21 MB ) for further information regarding temporary event signage.

Book a public space

Where you are looking to hold an event on Council land such as a park or beach, you may be required to book the space. Please visit our Book a public space webpage for information on how to book a space.

Community grants

Council can provide assistance to eligible community organisations and individuals for certain events or initiatives in the form of cash and/or hiring of Council venues and resources. Visit our Grants and sponsorship webpage for more information about the process and the grants and sponsorships that are currently available.

Accessible events

Council’s Accessible Events Checklist ( PDF, 0.61 MB ) is a great starting point for event organisers to begin improving their event’s accessibility and inclusion.

Temporary road closures

Where an event requires the temporary closure of a road or partial closure of a road or is likely to have significant impacts on the ordinary traffic flow for road users or pedestrians then you might be required to apply for a temporary road closure.

Please be advised that at least 28 working days are required to process an application for a temporary road closure ( PDF, 0.24 MB ).