Application for Event Licence 2025 - 2026

IMPORTANT: Please read information below to assist you in completing your application online.

Welcome to the Lake Macquarie City Council's online grant application service, powered by SmartyGrants.

EVENT LICENCE PROCESS IN LAKE MACQUARIE

Step 1: Contact the LMCC Events Team via email or phone 02 4921 0544 to ensure the Council location you wish to hold your event at is available and make a tentative booking.

The form cannot be completed without booking your location first.

Step 2: Complete this LMCC Event Licence application form

Step 3: An LMCC Events and Festivals Officer will review your application. They will be in contact to confirm the details provided in the application and provide advice on the next steps. You may be asked to provide additional information and documentation, as listed below.

Step 4: Once all required documentation is received, you will receive an event licence approval letter.

Step 5: Arrangements will be made to collect keys or any other items booked as part of the hire. Payment of the location hire invoice is made prior to the event taking place.

Step 6: Keys and any other items hired are returned to Council. 

Step 7: Management of non-compliance issues if relevant. 

Step 8: Complete the post-event report form. 

BEFORE YOU BEGIN GATHER ALL INFORMATION AND DOCUMENTS

As part of this application, you will be required to submit a range of supporting documents for assessment and approval. The minimum supporting documentation you will be required to submit with your application is: 

• A risk assessment specific to your event. You can customise this risk assessment template or provide your own version.
• Public Liability Certificate of Currency ($20 million) to cover all aspects of your event.
• A detailed site plan for your event including location of all major infrastructure.
• A NSW Police notification to hold a public assembly form

If Council deems it is necessary (or has deemed it previously necessary), based on the assessment of your application, we may also require you to provide: 

• Traffic Management Plan - Visit Apply for traffic control approval - Lake Macquarie City Council for more information. Council will assess your application to determine whether your event will require traffic management.
• Aquatic Licence - If you are holding activities on the water, check if you need to apply. Apply for an aquatic licence | Service NSW
• Liquor Licence for the service of alcohol - Home - Liquor & Gaming NSW
• Noise Management Plan

APPLICATION ADVICE AND SUPPORT

For queries about the guidelines, deadlines, or questions in the form, please contact the LMCC Events Team via email or phone 02 4921 0544. 

HINTS AND TIPS FOR THE SMARTYGRANTS FORM

• On every screen (page of the form) you will find a Form Navigation contents box, this links directly to every page of the application. Click the link to jump directly to the page you want. 

• You can also click 'next page' or 'previous page' on the top or bottom of each page to move forward or backward through the application. 

• If you wish to leave a partially completed application, press 'save and close' and log out. When you log back in and click on the 'My Submissions' link at the top of the screen, 

• You can also download any application, whether draft or completed, as a PDF. Click on the 'Download PDF' button located at the bottom of the last page of the application form. 

• You may need to upload/submit attachments to support your application. This is very simple but requires you to have the documents saved on your computer, or on a storage device. 

If you need more help using Smarty Grants, download the Help Guide for Applicants or check out Applicant Frequently Asked Questions (FAQ's) 

SUBMITTING YOUR APPLICATION

• You will find a Review and Submit button at the bottom of the Navigation Panel. 

• You need to review your application before you can submit it. 

• Once you have reviewed your application you can submit it by clicking on 'Submit' at the top or bottom of the screen or on the navigation panel. You will not be able to submit your application until all the compulsory questions are completed and there are no validation errors. 

• Once you have submitted your application, no further editing or uploading of support materials is possible. 

• When you submit your application, you will receive a confirmation email with a copy of your submitted application attached. This will be sent to the email you used to register. 

If you do not receive a confirmation of submission email then you should presume that your submission has NOT been submitted. 

Once you have submitted your application, the LMCC Events team will contact you within 5 business days.  

Hint: also check the email hasn't landed in your spam or junk email folder.

Any questions? 

Contact the LMCC Events Team  

Phone: 02 4921 0544 

Email: events@lakemac.nsw.gov.au