Next steps

The Trust assesses each event on its merits, to determine if it is appropriate for the Parklands and can be accommodated in the Parklands' calendar of activities. The following steps are involved:

1. The event organiser, promoter or hirer submits the event application form to the Western Sydney Parklands Trust including the following information:

• event type and activities;

• date and anticipated times/duration of the event;

• event schedule including bump in/bump out times;

• exact location requested;

• demographic/target audience of event patrons;

• ticketing information;

• proof of previous experience managing events of a similar scale; and

• contact details for referees at venues previously used. 

2. The Trust assesses the application internally against a number of criteria.

3. The Trust provides a response to your application, which may include preliminary approval. It should be noted that major events held by a community group may require the services of a Trust-accredited event management company.

A quote for the venue hire and security bond is issued to the event organiser, promoter or hirer, along with a sample agreement and list of required event planning documents such as:

• entertainment details;

• marketing/promotional activities;

• site safety and risk management plan;

• security, crowd management and emergency plans;

• traffic management plans;

• temporary structures (fences/barricades) and staging;

• signage and way finding;

• food and beverage provisions;

• waste management plan, including toilet facilities;

• first aid/medical plans; and

• Insurance, including Public Liability and Workers’ Compensation.  

4. The event organiser, promoter or hirer accepts the quote and the Trust issues a Deed of Agreement that includes.

• Venue hire fees and charges;

• Security and/or cash bonds;

• Work, Health and Safety requirements;

• Schedule event planning documents, payments and due dates; and

• remedies for non-performance of contract.  

5. The event organiser, promoter or hirer returns the signed agreement to the Trust and any initial payments. The Trust countersigns the agreement and the event is approved, subject to all payments being received and documents provided as agreed. 

The Trust reserves the right to cancel or postpone an agreement if the event organiser, promoter or hirer fails to make payments or provide planning documents as per the agreed schedule. 

If an application is not approved, the event organiser, promoter or hirer will be advised of the reasons. 

Venue fees and charges

Fees and charges for events are calculated on the type of event, area used, event risk profile and any commercial aspect of the event. Fees and charges for events cannot be waived for any organisation as the Trust has obligations to the broader community. 

The fees and charges are available on the Trust’s website and are generally based on the following:

• event application fee (mandatory)

• venue hire fee – based on event type, capacity, layout

• direct costs – fees for services such as Public Notification or any other service

• deposit or bank guarantee

• bonds – noise, park infrastructure damage and non-compliance

• cancellation fees (where applicable). 

Property damage including damage to grass, trees and other assets is the responsibility of the event organiser, promoter or hirer. Remediation costs will be determined by the Trust and deducted from the security payment at its discretion. Where the damage to the Parklands exceeds the security bond, the event organiser, promoter or hirer will be responsible for all additional costs. 

Cancellation

The Trust is not liable for cancellations due to natural disasters such as extreme weather, flooding or fire. It is advised that the event organiser, promoter or hirer insure against this possibility. 

If an event is cancelled for non-performance of contract, the appropriate provisions of the contract will be enforced.