Event planning

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All events supported by QLDC will need to meet or be working towards the Events Policy objectives. If you’re unsure of where to start, we have created the ‘QLDC Handbook for Event Organisers’ – consider it your bible for organising events in the Queenstown Lakes district.

Quick links

Event Organiser Handbook

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Events Policy and Guidelines

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Event Enquiry Form

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Event Permissions

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Event Organiser Handbook

QLDC have created a handbook to guide event organisers through the permission needed to hold events in the district. The guide also details operational considerations and other areas of event organisation that should be considered.

If you’re not sure how to start organising your event, then download this handy guide!

Events Policy and Guidelines

All events supported by QLDC in the district must meet or be working towards the Events Policy objectives. The Events Policy was adopted by council in June 2025 and sets out how council responds to events in the district to reflect community expectations.

The policy is a high-level document that guides the QLDC Events Office. We’ve also created a guidelines document that helps explains the words and concepts contained in the policy.

These two documents go hand-in-hand and it’s best to give them a read before organising your event.

Event Enquiry Form

To start organising your event, fill out our Event Enquiry Form.

This allows our events team to understand more about your event and advise you what approvals you may require and information you will need to supply.

Following your enquiry, you will receive notification from the Events team (within 5 working days) that details any additional information required (with links to relevant application forms).

What permissions will I need?

Following your enquiry, we'll be in touch about any permissions you may need (which could include an event permit and/or resource consent).

An event permit is needed when your event:

  • will be on any public open space like a park, road or the water
  • is a commercial activity
  • could cause damage to public property, the environment or surrounding roads in any way
  • will involve alcohol, excessive noise, pyrotechnics or fireworks
  • will generate any form of waste
  • will put the public and their safety at risk (the event organiser must take out public liability Insurance)
  • needs power and vehicle access
  • has food stalls or vendors (including catering or food trucks)
  • will have large structures like bouncy castles, stages, marquees or signage.

If your booking doesnt involve any of the above, but is a casual booking of a venue or reserve, you can enquire via the venues booking form.

NB: You may also need a permit if you are holding a wedding ceremony or birthday party on a public open space which is detailed in our 'Wedding and Civil Ceremonies' guide.

Please note that Wedding receptions must be held in a private venue – see our venues page for options.