Hawkesbury City Council Event Sponsorship Application Form

Before You Start: Required Attachments Checklist

Please ensure the following documents are uploaded or attached with your event application. These documents are essential for ensuring the safety, legality, and smooth operation of your event. Below is an explanation of why each document is required:

Document	Why It's Needed	Notes/References
Council Event Sustainability Checklist	This helps evaluate the environmental impact of your event and ensures sustainable practices are followed.	See Page 70 of the Event Guide - Sustainability Self Assessment
Public Liability Insurance	This protects against potential accidents or damages during the event, ensuring both organisers and attendees are covered.	Minimum Coverage: $20 Million
Event Budget	A detailed budget allows us to assess the financial feasibility of your event and allocate necessary resources.
Risk Assessment	This document identifies potential risks and outlines how they will be mitigated to ensure the safety of participants and the public.	See page 35 of the Event Guide
Certificate of Incorporation (if applicable)	If your event is organised by an incorporated entity, this confirms the legal recognition of your organisation.
Letter of Endorsement (if raising funds for a charity)	This confirms that the charity is aware of and supports your fundraising efforts, ensuring proper documentation for compliance.
Communication Plan	This outlines how the event will be promoted and ensures it reaches the target audience effectively.	See page 34 of the Event Guide.
Temporary Food Registration Form (if applicable)	If you're serving food, this form ensures food vendors are registered and comply with health and safety regulations.	Link
Traffic Management Plan (if road closure required)	If your event involves road closures or impacts local traffic, this plan ensures safe management and reduces disruption to the community.	Traffic Management For Special Events
Pedestrian Management Plan	This plan ensures the safety and smooth flow of pedestrian traffic at the event, particularly in areas with large crowds or where road closures affect public pathways.	Traffic Management For Special Events
One Music Licence (if applicable)	If you're playing music, this licence ensures compliance with copyright laws regarding music use.	Get a Licence | OneMusic Australia
Liquor Licence (if applicable)	If you plan to serve alcohol, this licence ensures compliance with local liquor laws and prevents legal issues.	Apply for a liquor licence - Liquor & Gaming NSW
Fireworks Supplier Insurance and Licence (if applicable)	Why needed: If your event includes fireworks, this ensures the supplier is licensed and insured to handle fireworks safely, in line with regulations.	See the Hawkesbury City Council Fireworks page

Organiser First Name *Please provide the name of the individual or organisation responsible for the event

Organiser Last Name

Are you a Community Group or Organisation? *

Community GroupOrganisation

Community Group Name *

Organisation Name *

Address *

Street address *Street address line 2

City *

State *Please selectACTNSWNTQLDSATASVICWA

Postcode *

CountryPlease selectAfghanistanAlbaniaAlgeriaAndorraAngolaAntigua and BarbudaArgentinaArmeniaAustraliaAustriaAzerbaijanBahamasBahrainBangladeshBarbadosBelarusBelgiumBelizeBeninBhutanBoliviaBosnia and HerzegovinaBotswanaBrazilBruneiBulgariaBurkina FasoBurundiCambodiaCameroonCanadaCape VerdeCentral African RepublicChadChileChinaColombiaComorosCongo (Brazzaville)CongoCosta RicaCote d'IvoireCroatiaCubaCyprusCzech RepublicDenmarkDjiboutiDominicaDominican RepublicEast Timor (Timor Timur)EcuadorEgyptEl SalvadorEquatorial GuineaEritreaEstoniaEthiopiaFijiFinlandFranceGabonGambia, TheGeorgiaGermanyGhanaGreeceGrenadaGuatemalaGuineaGuinea-BissauGuyanaHaitiHondurasHungaryIcelandIndiaIndonesiaIranIraqIrelandIsraelItalyJamaicaJapanJordanKazakhstanKenyaKiribatiKorea, NorthKorea, SouthKuwaitKyrgyzstanLaosLatviaLebanonLesothoLiberiaLibyaLiechtensteinLithuaniaLuxembourgMacedoniaMadagascarMalawiMalaysiaMaldivesMaliMaltaMarshall IslandsMauritaniaMauritiusMexicoMicronesiaMoldovaMonacoMongoliaMoroccoMozambiqueMyanmarNamibiaNauruNepalNetherlandsNew ZealandNicaraguaNigerNigeriaNorwayOmanPakistanPalauPanamaPapua New GuineaParaguayPeruPhilippinesPolandPortugalQatarRomaniaRussiaRwandaSaint Kitts and NevisSaint LuciaSaint VincentSamoaSan MarinoSao Tome and PrincipeSaudi ArabiaSenegalSerbia and MontenegroSeychellesSierra LeoneSingaporeSlovakiaSloveniaSolomon IslandsSomaliaSouth AfricaSpainSri LankaSudanSurinameSwazilandSwedenSwitzerlandSyriaTaiwanTajikistanTanzaniaThailandTogoTongaTrinidad and TobagoTunisiaTurkeyTurkmenistanTuvaluUgandaUkraineUnited Arab EmiratesUnited KingdomUnited StatesUruguayUzbekistanVanuatuVatican CityVenezuelaVietnamYemenZambiaZimbabwe

Phone *

Email Address *

Are you a Not-for-Profit Organisation? *

YesNo

Upload Certificate of Incorporation *

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If your event is organised by an incorporated entity, this confirms the legal recognition of your organisation.

Is your organisation based in the Hawkesbury LGA? *

YesNo

Please tell us your location? *

Unfortunately, as you are not a registered Community or Not-For-Profit Organisation, you are not eligible to apply for Community Event Sponsorship.

Are you a registered Australian Business? *

YesNo

What is your ABN? *

Are you a charity? *

YesNo

Please provide your Charity Number *

Are you raising funds for a charity? *

YesNo

Name of Charity *

Upload Letter of Endorsement *

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If raising funds for charity, this confirms that the charity is aware of and supports your fundraising efforts, ensuring proper documentation for compliance.

Unfortunately, as you are not a registered Charity or not raising money for charity, you are not eligible to apply for Community Event Sponsorship.

Do you claim GST on your financial reporting or invoices? *

YesNo

Event Information

Event Name *

Event Date *

Event Start Time

Event End Time

Event Location/Address *

Street address *Street address line 2

City *

State *Please selectACTNSWNTQLDSATASVICWA

Postcode *

CountryPlease selectAfghanistanAlbaniaAlgeriaAndorraAngolaAntigua and BarbudaArgentinaArmeniaAustraliaAustriaAzerbaijanBahamasBahrainBangladeshBarbadosBelarusBelgiumBelizeBeninBhutanBoliviaBosnia and HerzegovinaBotswanaBrazilBruneiBulgariaBurkina FasoBurundiCambodiaCameroonCanadaCape VerdeCentral African RepublicChadChileChinaColombiaComorosCongo (Brazzaville)CongoCosta RicaCote d'IvoireCroatiaCubaCyprusCzech RepublicDenmarkDjiboutiDominicaDominican RepublicEast Timor (Timor Timur)EcuadorEgyptEl SalvadorEquatorial GuineaEritreaEstoniaEthiopiaFijiFinlandFranceGabonGambia, TheGeorgiaGermanyGhanaGreeceGrenadaGuatemalaGuineaGuinea-BissauGuyanaHaitiHondurasHungaryIcelandIndiaIndonesiaIranIraqIrelandIsraelItalyJamaicaJapanJordanKazakhstanKenyaKiribatiKorea, NorthKorea, SouthKuwaitKyrgyzstanLaosLatviaLebanonLesothoLiberiaLibyaLiechtensteinLithuaniaLuxembourgMacedoniaMadagascarMalawiMalaysiaMaldivesMaliMaltaMarshall IslandsMauritaniaMauritiusMexicoMicronesiaMoldovaMonacoMongoliaMoroccoMozambiqueMyanmarNamibiaNauruNepalNetherlandsNew ZealandNicaraguaNigerNigeriaNorwayOmanPakistanPalauPanamaPapua New GuineaParaguayPeruPhilippinesPolandPortugalQatarRomaniaRussiaRwandaSaint Kitts and NevisSaint LuciaSaint VincentSamoaSan MarinoSao Tome and PrincipeSaudi ArabiaSenegalSerbia and MontenegroSeychellesSierra LeoneSingaporeSlovakiaSloveniaSolomon IslandsSomaliaSouth AfricaSpainSri LankaSudanSurinameSwazilandSwedenSwitzerlandSyriaTaiwanTajikistanTanzaniaThailandTogoTongaTrinidad and TobagoTunisiaTurkeyTurkmenistanTuvaluUgandaUkraineUnited Arab EmiratesUnited KingdomUnited StatesUruguayUzbekistanVanuatuVatican CityVenezuelaVietnamYemenZambiaZimbabwe

Event Manager *

Event Contact Number *

Brief Description *Summarise the event in a few sentences.

What are your event objectives? *Outline the main goals and purposes of the event.

How much funding are you requesting from Hawkesbury City Council? *

Provide a comprehensive breakdown of how the proposed sponsorship funds will be used. *Include as much detail as possible, along with any relevant quotes or cost estimates.

Sponsorship File Uploads

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Attendee Appeal

Who is your primary target audience? *

Specialised event (An event focused on a specific niche or interest, like a hobby or profession.)Appeal to a specific age group (An event targeted at a particular age range, such as children or seniors.)Universal appeal (An event designed to attract a broad, diverse audience.)

(Select all that apply)

Number of expected attendees *

Fewer than 500500–1,000More than 1,000

Is your event free? *

YesNo

What is the entry fee? *

Have you partnered with any community organisations in planning or running your event (e.g., Scouts, Rotary)? *

YesNo

Please provide details of the organisations involved and the nature of the partnership. *

Will local community groups/clubs participate in your event by contributing to activities, performances or stalls? *

Yes – More than 2 groups Yes – Involving 1 or 2 groups No

Please specify their roles or activities at your event. *

Are you offering opportunities for community volunteers to assist in the event? *

YesNo

How will they be involved? *

Economic Benefit

Are local businesses involved in your event (e.g., sponsorships, stalls, services)? *

YesNo

Please list and describe their involvement. *

What is the expected origin of your attendees? *

Mostly Hawkesbury LGAMostly outside the Hawkesbury LGA

What is your event’s financial model? *

Cost-neutral (The event is designed to break even, with no profit or loss.Revenue-generating (The event aims to make a profit, with income exceeding costs.Profits returned to the community (Any profits made from the event are reinvested into local community projects or initiatives.

Sustainability and Waste Management

Have you completed the Council’s Event Sustainability Checklist? *

YesNo

Please make sure that Council’s Event Sustainability Checklist is ready to upload before the submission.

Please view Page 70 of the Hawkesbury City Council Event Guide. Click here

Sustainability Checklist Upload *

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How will waste be managed at your event? *

No waste planGeneral waste bins onlyGeneral & recycling binsZero waste practices (e.g., BYO containers, composting, minimal packaging) (please list and describe how you will achieve this)

Have you booked additional bins through Council? *

Yes No – Contact Customer Experience on 02 4560 4444

Venues/Location

Does your event support the revitalisation of a town centre or village? *

YesNo

A town centre or village is the central hub of a community, home to key amenities, businesses, and public spaces. Examples include Richmond, North Richmond, Windsor, Kurrajong, and St Albans.

Please specify where. *

Will your event support local business growth and community connection? *

YesNo

Please explain how your event will contribute to the growth of local businesses and foster connections within the community. Consider aspects such as partnerships, local vendors, or community engagement activities.

Please explain how. *

Does your event take place by the river or celebrate riverside locations? *

YesNo

Please describe how your event is connected to the river or celebrates riverside locations. This could include activities along the river, views of the river, or promoting the natural environment.

Please explain how. *

Is your event being held at a Council facility or park? *

YesNo

Have you booked your space through Council? *

YesNo – Contact Customer Experience on 02 4560 4444

Is your event being held at the Hawkesbury Showground? *

YesNo

Accessibility

Is your event accessible for people living with a disability? *

YesNo

(e.g., wheelchair access, accessible toilets, AUSLAN interpretation, sensory-friendly areas)

Please provide details of the accessibility features available at your event. *

Arts, Culture, Heritage and Food

Does your event showcase Hawkesbury's heritage *

YesNo

(e.g. historical demonstrations, storytelling, exhibitions, traditional crafts, cultural performances)?

Please describe how. *

Do you involve local artisans in your event? *

YesNo

(e.g. pottery, woodworking, weaving, blacksmithing, jewellery making, and other handmade or traditional crafts)

Please list the artisans and describe their involvement, such as market stalls, live demonstrations, workshops, etc. *

Do you involve local musicians in your event? *

YesNo

(e.g. live performances, music workshops, or cultural performances)

Please list the musicians and describe their involvement. *

Do you involve local food and beverage producers in your event? *

YesNo

(e.g. food stalls, beverage tastings, or collaborations with local chefs)

Please list the producers and describe their involvement. *

Promotional and Brand Exposure

What level of promotion are you planning for your event? *

No promotionLocal (within the Hawkesbury LGA)Regional (Western Sydney and surrounding areas)

Is State-Wide (NSW) promotion being undertaken for this event? *

YesNo

How and where is this being promoted? *

Have you developed a Marketing Plan for your event? *

YesNo

(e.g. media channels, social media, partnerships, signage)

Briefly outline your key marketing strategies *

Please view Page 71 of the Hawkesbury City Council Event Guide. To view the marketing plan, click here.

Marketing Plan Upload *

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Sport

Are there opportunities for local sports clubs or associations to participate in your event? *

YesNo

(e.g. information stalls, demonstrations, mini-games, fundraising activities)

Please explain how. *

Legacy

Do you see potential for the event to grow in future years? *

YesNo

(e.g., increased attendance, expanded activities, new locations, partnerships)

Please describe your vision for growth. *

Does your event have multiple sources of funding? *

YesNo

(e.g., grants, sponsors, ticketing)

Please list your current or anticipated funding sources and their contributions (if known) *

Source Type *

GrantSponsorshipTicketingOther

Has your event been previously held in the Hawkesbury? *

YesNo

(e.g., increased attendance, expanded activities, new locations, partnerships)

Please specify year(s). *

Please outline key outcomes or successes from previous events. *(e.g., attendance numbers, community impact, media coverage)

Do you have a clear business plan or operating model for your event *

YesNo

(e.g., organising committee, management team, financial oversight, risk management)

Please provide a brief summary of the structure. *

First Nations Involvement

You can view the suggested First Nations Protocols here.

Will your event include a Welcome to Country? *

YesNo

A Welcome to Country must be delivered by a recognised Elder or Traditional Custodian from the local area.

Please provide the name of the Elder or Traditional Custodian and the group they represent. *

Will your event include an Acknowledgement of Country? *

YesNo

This can be delivered by the event organiser or host to show respect for Traditional Custodians

Please describe how and when the Acknowledgement will be delivered. * (e.g., opening speech, event signage, programs):

Are you involving a Local First Nations group, artist, or performer in your event? *

YesNo

(e.g., Merana)

Please provide details of their involvement, including: • Name of the group/individual • Type of involvement (e.g., performance, workshop, art display, cultural activity) • Cultural protocols being observed. (e.g., opening speech, event signage, programs):

Council Support

Has your event received Council support previously? *

Yes – More than 2 yearsYes – Less than 2 yearsNo

(e.g., Merana)

Special Events Applications only

Is your event regionally significant? *

YesNo

(e.g., attracts more than 50,000 people, has a large regional impact, or draws visitors from outside the local area)

Please explain why your event is considered regionally significant. *

Has your event made a long-term contribution to social, cultural, or economic life in the Hawkesbury? *

YesNo

(e.g., over the past 20+ years, through community engagement, cultural enrichment, or economic impact)?

Please describe how your event has contributed to the region’s long-term social, cultural, or economic development. *

Does your event support the local economy by recognising small business excellence? *

YesNo

(e.g., through awards, highlighting local businesses, or providing opportunities for small businesses to showcase their products/services)?

Please explain how your event recognises and supports small business excellence. *

Events Logistics/Regulatory Approvals

Will your event obstruct any roadways? *

Yes (You may need a Traffic Management Plan)No

Please view Page 48 of the Hawkesbury City Council Event Guide for safer Traffic Management.

What class is your event? (Class 1, 2, 3, or 4) *

Class 1Class 2Class 3Class 4Does not apply

Refer to NSW event classification guidelines. For events in the Hawkesbury region, it's essential to submit your TMP to Hawkesbury City Council at least six months prior to the event date for assessment by the Local Traffic Committee. This ensures that all traffic management aspects are adequately addressed and that the event complies with local regulations.

Class	Characteristics	Examples	Requirements/Notes
Class 1 - Low Impact	Small-scale events with minimal traffic disruption.	Local community gatherings, small markets.	Basic traffic control measures; may not require a full Traffic Management Plan (TMP). References: Hawkesbury City Council, Transport for NSW.
Class 2 - Moderate Impact	Events that may cause moderate traffic disruption or require temporary road closures.	Parades, fun runs, local festivals.	Detailed TMP with specified traffic control plans and possibly a Traffic Guidance Scheme (TGS). References: Transport for NSW.
Class 3 - High Impact	Large-scale events with significant traffic disruption or multiple road closures.	Concerts, major sporting events, large festivals.	Comprehensive TMP including TGS, vehicle movement plans, and coordination with local authorities. References: Transport for NSW, GRM Traffic.
Class 4 - Very High Impact	Events that cause extensive traffic disruption or involve complex traffic management across multiple areas.	International events, large-scale public celebrations.	Extensive TMP with detailed TGS, multiple TGSs if necessary, and close coordination with all relevant agencies.

Will your event require security services? *

YesNo

Will your event include first aid services? *

YesNo

Who is providing the service? *

Please view Pages 46 and 47 of the Hawkesbury City Council Event Guide for Food & Alcohol Management.

Will you be serving alcohol? *

YesNo

Do you have or will you obtain a liquor licence? *

YesNo

Will your event have fireworks? *

YesNo

Have you received Council approval for the fireworks? *

YesNo

Will you be playing music at your event? *

YesNo

Have you submitted your application for a OneMusic licence? *

YesNo

Please view Page 44 of the Hawkesbury City Council Event Guide for Music and Performers.

Will you be having food stalls on site? *

YesNo

Have you or your food vendors submitted an application for a Temporary Food Registration Certificate through Council? *

YesNo

Required Attachments (Please upload or attach the following) *

Certificate of Incorporation (if applicable)Council Event SustainabilityEvent BudgetFireworks Supplier Insurance and Licence (if applicable)Letter of Endorsement (if raising funds for a charity)Liquor Licence (if applicable)Marketing StrategyOne Music Licence (if applicable)Public Liability InsuranceRisk AssessmentTemporary Food Registration Form (if applicable)Traffic Management Plan (if road closure required)

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