Suggested Timeline and Checklist for Planning Your Event

Here's some tips to help you plan your Coromandel event. For more comprehensive information about event planning, please download "The Guide to Event Planning on the Coromandel" from this page.

18 months to two years prior

Get Advice (large events) - If you’re planning a large event or one that will feature alcohol - get advice on locating venues, publicity, sponsors or funding through our Regional Tourism Organisation, Destination Coromandel, email: or our District Events Coordinator 

Research venue options - Carry out a site check of your shortlisted locations.

One year prior

Research the venue options (small event) - If you’re planning a smaller event or a wedding contact us for ideas on venues and contact details for booking a community hall.

Police - Contact the Police to discuss your event if it will be large or if alcohol is involved. Ascertain any unforeseen obstacles or concerns.

Site check - Carry out a site check of your shortlisted locations.

Book the Venue - Contact us to book one of our venues in Thames, Whitianga or Whangamata or at one of our numerous reserves.

One year to nine months prior

Event Application - Talk to our District Events Coordinator to discuss the relevant requirements for licenses and plans. 

Street flags or banners - If you want to put up street flags and have a set known date for your promotion, i.e. Christmas flags, we suggest you contact us as soon as possible and make your booking to ensure your place is confirmed. We can then talk you through what is involved in the application for installing a street flag or banner. 4-6 months prior

Attend a meeting of your local Community Board and tell them about your event during the Public Forum which is held at the start of each meeting.

Plan your marketing and promotions and book your advertising schedule (in addition to all the other work you would already have been doing to organise your event).

Lodge your application with the Council.

If your event will attract 500 or more people you need to supply a Health and Safety Plan 75 days prior to the event. 

Apply for a permit to install street flags or banners in the town where your event is being held.

Street flag applications must be received no later than forty (40) working days prior to the applied installation date.

If the planned activity involves selling or consuming alcohol on a reserve, a liquor license is required. A liquor license will only be issued once the concession permit or license is issued. A liquor license usually takes 2-3 weeks to process and a fee applies. Make sure you’ve got this covered in the 4-6 months prior to your event.