Australian event approvals guide · choose your state
Reviewed October 2026The QLD event approvals guide
Everything an organiser in Queensland typically needs. Not every item applies — use the checker to get your own list.
Council · start 8 weeks out
Council event application / land booking
Book the venue and lodge an event application with council for any event on council-managed land.
- Most Queensland councils require an event application 6–12 weeks ahead; major events often 3–6 months.
- Activities on local government land — structures, stalls, amplified sound, road use — usually need a local law permit under the Local Government Act 2009.
- If the site is state land or a state forest/national park, you'll also need a permit from the Department of Tourism and Sport or Queensland Parks and Wildlife Service.
- Expect hire fees, a bond, and a site plan review.
Paperwork: Event application form, Site plan, Run sheet, Certificate of currency
Your organisation · start 4 weeks out
Public liability insurance
Councils typically ask for $10–20 million public liability cover, noting council as an interested party.
- Stallholders, food vendors and ride operators should supply their own certificates of currency.
- Check the exact cover amount required in your council's event terms and conditions.
Paperwork: Certificate of currency (organiser + all vendors)
Your organisation · start 6 weeks out
Risk management plan
A written plan identifying hazards, controls, and who is responsible.
- Cover crowd, weather, heat, fire, lost children, medical, and site hazards.
- Include an emergency management plan with evacuation points and contacts.
- Organisers have duties under the Work Health and Safety Act 2011 (Qld).
Paperwork: Risk register, Emergency management plan
Department of Transport and Main Roads (TMR) · start 12 weeks out
Road closure & Traffic Management Plan
Closing or affecting roads needs a Traffic Management Plan, with state-controlled roads reviewed by TMR.
- Follow TMR's guidelines for traffic management for special events on state-controlled roads.
- Council manages approval for local roads; TMR must sign off on state-controlled roads.
- Traffic management plans must be prepared by a person holding the relevant TMR-recognised competency.
- Notify affected residents, businesses and bus operators; advertise closures in advance.
Paperwork: Traffic Management Plan, Traffic Guidance Schemes, Resident notification letter
Queensland Police Service · start 8 weeks out
Notify Queensland Police Service
Notify the local Police District for large gatherings, road events and licensed events.
- Police input is often required as part of council's traffic approval and liquor licence process.
- Large events may need paid or 'user-pays' police under QPS special event arrangements.
Paperwork: Event notification to local Police District
Office of Liquor and Gaming Regulation (OLGR) · start 6 weeks out
Limited (community/commercial public event) liquor licence
Selling or supplying alcohol at a public event needs a limited licence or permit from the Office of Liquor and Gaming Regulation.
- Apply at least 4–6 weeks before for community events; large commercial events need much more notice.
- All bar staff need current Responsible Service of Alcohol (RSA) certification.
- Check if the site is in a council-declared Safe Night Precinct with extra conditions.
- Large events require a community impact statement/risk-assessed management plan and council/Police consultation.
Paperwork: Limited/community liquor permit application, Risk-assessed management plan, Staff RSA list, Landowner consent
Council / Queensland Health · start 4 weeks out
Temporary food stall licensing
Food vendors must hold or notify a council food business licence and follow Queensland Health temporary event guidelines.
- Each business needs a council food licence (or temporary event notification) under the Food Act 2006 (Qld).
- Many vendors need a certified Food Safety Supervisor for higher-risk foods.
- Provide hand-washing, waste and grey-water facilities.
- Gas cylinders and cooking equipment need a safety check.
Paperwork: Vendor list, Council food licences/temporary notifications, Food Safety Supervisor certificates
Council · start 6 weeks out
Temporary structures (stages, marquees, seating)
Stages, tents and grandstands may need council approval and engineer sign-off.
- Smaller temporary structures can be exempt from building approval if they meet state exemption criteria.
- Larger marquees, stages and seating usually need a local law permit or development approval.
- Expect to supply structural engineer certification and an installer's compliance statement.
- Check for underground services before pegging.
Paperwork: Structure specifications, Engineer certificate, Wind/weather management plan
Council · start 6 weeks out
Amplified sound & noise management
Amplified music needs council approval and must stay within noise limits set under the Environmental Protection Act 1994 (Qld).
- Council sets permitted hours and noise conditions for events on its land.
- Notify nearby residents; larger events may need a noise management plan and acoustic monitoring.
- Playing recorded or live music publicly needs a OneMusic Australia licence.
Paperwork: Noise management plan, Resident notification, OneMusic licence
Council · start 8 weeks out
Late-night operation
Events running past around 10pm face stricter noise, lighting and security conditions.
- Most councils require music to stop between 10pm and 11pm in residential areas.
- Plan lighting, transport home and pack-down noise.
Paperwork: Extended hours request, Lighting plan
Queensland Fire Department (QFD) · start 4 weeks out
Fireworks display
Only a licensed pyrotechnician can run a display, with a permit to light fire from the Queensland Fire Department.
- The pyrotechnician must hold a current shotfirer/pyrotechnician licence and obtain a permit to light fire.
- QFD and, outside a fire ban, the local fire service must be notified; displays are cancelled during declared fire bans.
- Council landowner consent and resident notification are needed.
Paperwork: Pyrotechnician licence, Permit to light fire, Fireworks plan & exclusion zone
Your organisation · start 6 weeks out
Licensed security & crowd management
Crowd controllers must hold a Queensland security licence; councils set staffing ratios for large events.
- A common rule of thumb is 2 guards for the first 100 people, then 1 per additional 100 — confirm with council and Police.
- Include a crowd management plan, entry/exit points and capacity limits.
Paperwork: Security provider licence, Crowd management plan
Your organisation · start 4 weeks out
First aid & medical services
Provide qualified first aid; large events need a medical provider and Queensland Ambulance Service notification.
- Major events should notify the Queensland Ambulance Service (QAS) and may need a dedicated medical plan.
- Plan for heat, shade and drinking water — especially important given Queensland's climate.
Paperwork: First aid provider booking, Medical plan
Council · start 4 weeks out
Toilets, waste & cleaning
Show enough toilets, bins and cleaning for your crowd size.
- Councils often reference Building Code ratios for temporary toilets; include accessible units.
- A waste management plan with recycling streams is commonly required.
Paperwork: Waste management plan, Toilet hire booking
Office of Fair Trading (Queensland) · start 4 weeks out
Fundraising, raffles & lucky draws
Raising money for a cause can require charity registration; raffles follow Queensland's gaming rules.
- Charitable fundraising is regulated under the Collections Act 1966 (Qld), administered by the Office of Fair Trading.
- Raffles, bingo and lucky draws follow the Charitable and Non-Profit Gaming Act 1999; larger prize pools need a permit.
Paperwork: Fundraising registration/permit, Charitable gaming licence records
Council / Maritime Safety Queensland · start 8 weeks out
Beach, waterway or foreshore use
Beach and water events need extra approvals and water-safety planning.
- Water-based activities on Queensland waters need an approval or permit from Maritime Safety Queensland.
- Engage Surf Life Saving Queensland or professional lifeguards for swim events.
- Some foreshores are state land or national park managed by Queensland Parks and Wildlife Service, needing separate permission.
Paperwork: Maritime Safety Queensland permit (if on water), Water safety plan
Queensland Fire Department (QFD) · start 2 weeks out
Open flames, BBQs & bushfire season
Open fires are restricted during declared fire bans and in the bushfire danger period.
- A permit to light fire may be required outside normal conditions, especially during the bushfire danger period.
- Have a fire-weather contingency and extinguishers at each cooking point.
Paperwork: Permit to light fire (if required), Fire safety checklist
CASA · start 4 weeks out
Drone filming
Flying over crowds needs a CASA-certified operator with the right approvals.
- Recreational flyers cannot fly over or within 30 m of people.
- Many councils also require permission to launch from parks.
Paperwork: Operator ReOC/RePL, Drone flight plan
Your organisation · start 4 weeks out
Accessibility & inclusion
Plan accessible paths, parking, toilets and viewing areas.
- Consider quiet spaces, Auslan interpreters for programmed content, and clear signage.
Paperwork: Accessibility checklist