Organise Your Event
How to get started with an event in the Berri Barmera area
- Read this information and make sure you understand everything you need to provide. If things are missing when you register your event, delays could result and additional fees may be incurred. Timelines apply.
- Consult with Council's Event Team. We strongly advise you to speak with Council's Event Team prior to starting your application, they can assist in making your application process smoother, and offer handy tips and previous experience in the selected event space.
- Prepare your documentation. The below content outlines what you need to consider when preparing the event application. Make sure you provide as much information as possible when completing the forms to prevent any processing delays.
- Submission. The easiest way to apply for an event or request council services is through our Event Application Form.
Berri Barmera Council has developed the following information to assist with planning and event management.
Where an Event Operation Guide is requested, Council will accept documents from the above template as a minimum.
Event organisers may also provide their own documentation that is equal to or greater than the requested information outlined in the template.
Disability, Access + Inclusion
Accessibility isn’t only about people who use wheelchairs – it can also include people with vision or hearing loss, people who need to travel with support people, people with learning challenges, allergies and intolerances, as well as considering people of all ages and abilities. Providing people with multiple ways to book also helps events to be more inclusive.
Accessibility resources and support services
The Berri Barmera Council can provide advice and referral to business regarding disability access issues.
Berri Barmera Council Disability, Access, and Inclusion Action Plan 2020-2024 demonstrates Councils ongoing commitments to accessibility and inclusiveness for people living with a disability across our community.
Calendar of Events
The Berri Barmera Council Calendar of Events may assist you in determining a date for your next event.
To get your event listed in regional guides such as Destination Riverland, you'll have to list your event via the Australian Tourism Database Warehouse (ATDW). You may find it worthwhile to speak to our team at the Berri Visitor Centre (ph: 8582 1922) to discuss how this can be achieved.
Things to consider when selecting an event date include: your intended audience, weather and seasonal impacts, competing event dates, school holidays, resource availability,... and most importantly, give yourself enough time!
Council Venues & Facilities
Council offers an excellent range of low-cost, quality facilities for hire around the Berri Barmera area.
Many of the halls are perfect for functions including weddings, dinner dances, large public/member meetings, concerts, swap meets, private parties, and much more.
Smaller rooms are also available, which are suitable for meetings, training sessions, and seminars.
Parks and reserves are aplenty, with water frontage adding an extra 'wow' to your festival, market or music event. Private events can also be held in Council's outdoor areas, however, exclusive use cannot be guaranteed.
A site plan must be submitted to Council at least 4 weeks before your event. The site plan must be clear and easy to read and understand, and should capture everything that is taking place at your event.
The use of pegs is not permitted on most councils parks and reserves. Only above ground weights are able to be used to secure structures (ie marquees), temporary fencing, etc.
Fireworks
If you're looking at hosting fireworks at your next event please ensure you have researched and understood the SafeWork SA Explosives (fireworks) Regulations. Events using fireworks will need to lodge a Notification of a Fireworks Display or Special Effects Display with SafeWork SA and will need to comply with all the conditions set out in the permit.
Permits to hold displays during the fire danger season and days of total fire ban are issued by the Country Fire Service.
Permission for fireworks is required from Council and the landowner.
Amusements
If you're planning some exciting activities for all to enjoy at your event be sure to make contact with local suppliers.
It is your responsibility to ensure all contractors engaged on Council land on your behalf are adequately insured, registered and maintain maintenance on their equipment. Further information can be found here.
Please note if your event is on Council owned land you are required to clearly mark the location of your amusements on a site map as part of your Event Operations Guide. The pegging of any marquee or structure is not allowed due to underground services so this will need to be discussed with your amusement supplier.
Animals
Animals are an exciting additional to any event, allowing us to learn and explore their natural beauty. Important things to consider include the animal exhibit, hand washing facilities, enclosure hygiene and signage and information for events and participants.
SA Health Animal Contact guidelines provide important information for reducing the risk of illness associated with animal contact.
Aquatic Activities
If your event involves exclusive use of a designated area of waterway (ie river, lake) for an aquatic sport or activity - such as regattas, swimming, boating event than an application for an 'Aquatic Activity Licence' is required to be submitted 4 weeks prior to your event. Apply for an 'Aquatic Activity Licence' here.
Food
Food vendors trading at events must be notified or registered with their local council. Berri Barmera Council will require confirmation of this before permitting an event. It is important that as a Council we ensure that the food providers meet all required regulations and licencing.
South Australian food vendors - Food business notification
Under the Food Act 2001 a food business means a business, enterprise or activity (other than a primary food production business) that involves The handling of food intended for sale or the sale of food, regardless of whether the business, enterprise or activity concerned is of a commercial, charitable or community nature or whether it involves the handling or sale of food on one occasion only.
Interstate food vendors - Food business notification
Interstate businesses/community groups will have a registration or notification with their local council.
If a food vendor does not have a current food business notification number or registration they can obtain one by contacting their local council.
Food vendors located within the Berri Barmera Council area can notify by using this form and submitting via email to bbc@bbc.sa.gov.au.
🗎 Food and Drink for sale at events template
Alcohol
If you intend to serve alcohol at your event you will need to apply for a Liquor License, you can investigate what types of licenses are available, and apply for one via the Liquor, Gambling and Lotteries website.
If your application has been requested by the Liquor and Gambling Commissioner for a letter of support from us, please contact our Property Officer.
Where a liquor license is in effect, the Office of the Liquor and Gambling Commissioner may specify additional security requirements as part of the license conditions.
Your event may require a Responsible Person (RP) and anyone serving alcohol is required to have a current Responsible Service of Alcohol (RSA). For more information please visit the SA Gov website.
Toilet facilities for events where alcohol is available must be provided as per the SA Health - Guidelines for the Management of Public Health & Safety at Public Events (Appendix 3a). You may be required to hire in additional toilets for your event, please make sure you are aware of the current requirements and what is available at the event site.
Power
Council has power available at most venues and event sites. It is important however, when preparing your site plan that you are aware of Council's power connection locations and capacity so that you can plan your event accordingly.
You will need to check with each of your food, market stalls and amusement providers to see what electrical load they require. Power generators can be used to service your event and are a great way to layout your event exactly how you need it.
Any generators to be used must be included on your site plan. You are responsible for hiring additional power sources.
Sound
Music and Sound are a feature of many events. We need to ensure the sound generated from your event won't disturb surrounding businesses and residents, so please include the following information in your Event Operations Guide:
- A description of the type of sound you will incorporate into your event i.e. live bands, performances and MC, DJs or even a combination.
- A site plan clearly showing where the speakers will be located and the anticipated sound dispersion.
- Details of an production specialist that may be part of your event.
- Details of any generators that will be used and where they are to be located.
Music Licensing (APRA)
If music is being played and/or performed live, made available online or copied, it almost always requires a license. To find out if you require an APRA License at your event, visit the APRA website.
Additionally, if your event is screening a movie you may also require a copyright license.
Public Liability Insurance
All event organisers must possess the appropriate and adequate level of public liability cover. The minimum level of cover required is $20,000,000.
In certain circumstances, for low risk or small events, $10,000,000 cover may be acceptable.
If you do not currently have cover, you will need to take the necessary steps to arrange your insurance or contact our Property Officer on
Hazard Identification, Risk Assessment + Emergency Response
As part of any good planning process hazards should be identified and risks assessed and controlled to minimise the potential for injury or harm. Events vary in size, nature and type, but all events require assessment, control and monitoring of risks.
SafeWork SA has some additional resources and examples available here.
Toilets
The below can be used as a guide on how many toilets you will require at your event.
Council is able to assist with ensuring local public toilets remain unlocked or are accessible for the duration of your event.
If your event requires additional toilets surplus to the nearby public amenities, you will be responsible for hiring and maintaining these facilities during your event.
Please indicate on your Event Operations Guide the number of toilets you will provide based on the following scale:
- 100 people (2* male + 2 female required)
- 200 people (3* male + 3 female required)
- 300 people (5* male + 4 female required)
- 400 people (7* male + 5 female required)
- 500 people (8* male + 6 female required)
* Water Closets and Urinals
Waste Management
Developing an event waste management plan helps to identify what kinds of waste, how much waste your event will generate and how you plan to collect and remove that waste.
The table below provides a recommended number of 240L bin stations for event. A bin station is made up of one recycling bin and one general waste bin. These stations should be statically placed at a number of locations around the event site. It is advisable to place bin stations between 3 and 14 metres apart in the main event areas if possible, as beyond this distance more littering starts to occur. Never place a recycling bin on its own; always have it as part of a station with a general waste bin.
When your event has food and/or drink stall holders it is advised that you include a back-of-house (BOH) skip bin to your waste management plan. Three cubic metre skip bins are commonly hired for larger events for the use of stallholders/vendors in the back of house area. At smaller events, standard 240 litre wheelie bins will be sufficient for back-of-house recycling and waste.
Please indicate on your site plan the number and location of bins based on the following scale:
- 100 people (3 bins required)
- 200 people (6 bins required)
- 300 people (9 bins required)
- 400 people (12 bins required)
- 500 people (15 bins required)
Excessive waste generated and remaining after the event, will be removed by Council at the expense of the hirer. All costs associated with the clean up will be deducted from the bond. If costs associated with the clean up exceed the bond amount then you or your organization will be issued an invoice to cover the remaining costs.
Replace the Waste SA
From March 1, 2021
Single-use plastic straws, cutlery and stirrers will be prohibited from sale, supply or distribution in South Australia including bioplastic alternatives. These single-use items can be replaced with reusable and plastic-free compostable alternatives. Exemptions apply for single-use plastic straws.
From March 1, 2022
Expanded polystyrene cups, bowls, plates and clamshell containers will also be prohibited from sale, supply or distribution in South Australia.
Oxo-degradable plastic products will also be prohibited from sale, supply or distribution as well as manufacture or production in the state.
Traffic Management
Traffic management is required for road closures, increased parking and pedestrian access to your event.
If your event requires road closures or restricts access to any roads you will be required to submit a Traffic Management Plan (TMP) to Council.
The TMP should contain the details of the closure including dates and times and the streets that will be affected. A detailed map must be included in your Event Operations Guide, outlining streets to be closed and must be received by Council 3 months prior to the event.
Nearby commercial and residential premises (within 1km) will require communication, so that they are able to plan accordingly and make alternate arrangements due to impacts from road closures, detours and increased traffic and parking.
Please contact Council’s Works Coordinator on
If your event requires any road closures that impact on any road or public transport, you are required to inform Council a minimum of 12 weeks prior to your event.
🗎 Temporary Road Closure and Traffic Management Plan template
Would you like to borrow some equipment or access additional services?
Council has various items / services that can be made available for Community Events held within Council owned locations.
The amount of equipment supplied will be assessed in terms of quantity, timing and resource availability. In most instances this equipment will be delivered to the event site location listed in your Event Application and will be collected after your event. If your event is on the weekend, the equipment will be delivered on Friday and collected on Monday. The event organiser will be responsible to ensure security of the equipment.
Please select 'Request a Service from Council' within our Event Application Form to let us know how we can assist.