We know how fun it is reading through terms and conditions. Ok, maybe not, but to ensure a consistent approach we've put a few rules and limitations in place.
Once an invoice has been issued payment is due within 14 days of the date of the invoice or by the due date indicated on the invoice.
All fees associated with the issuing of an Event Authorisation including but not limited to application fees, venue usage, bonds, cost recovery fees etc must be paid prior to your event date for the approval to be valid. Please note, Application Fees are payable upon submission of your application and are non-refundable.
For any applications received under the required timeframe (please refer to the 'Event Impact' table on page 7 of the Events Guide), a late fee may apply. This fee must be paid prior to your event date for the approval to be valid.
Cancellations and Refunds
You must give the City 12 hours' prior notice in writing of the intent to cancel an event or activity.
If you've been issued with your approval and your event is cancelled as a result of inclement weather usage/access fees and bonds (or all fees excluding application fee as negotiated) will be refunded provided we're notified within 7 days of the date the event was due to be held.
If you've been issued with your approval and your event is cancelled due to change of mind or the event is no longer proceeding a refund won't be offered.
If you withdraw your application or cancel your event before approval is granted we'll retain the application fee and no further fees will apply, unless they relate to a cost to the City for work undertaken up to the date of request for withdrawal or cancellation.
The City may choose to cancel an event in the following (or other) circumstances:
- Where a licensee is in breach of licence conditions
- Where damage to a space or facility could pose a risk to members of the public
- Where civil works are required
- Where severe weather could pose a risk to members of the public.
In the above circumstances consideration of a refund will be made on a case by case basis.
Refund requests in any situation not listed above will also be reviewed on a case by case basis.
Amendments to Applications
Prior to approval being granted, a minor amendment to an application may be permitted provided the amendment doesn't require us to notify any stakeholders. An amendment fee may apply.
Requests to amend an application which significantly alters the event or activity in relation to the application initially made or where we'll need to notify stakeholders of the amendment won't be permitted. A new application will need to be submitted and payment of any fees already made will be forfeited.
Amendments to Approvals
Should you request an amendment to the date of your approval (for any reason excluding inclement weather) after it's been issued the City will permit 1 amendment only (by mutual agreement), provided the new date is within 3 months of the original postponed date. An amendment fee will apply.
Where the event is a one-off and cannot go ahead as a result of inclement weather (and where no 'weather event dates' - usually only applicable in the case of a market or other ongoing event - have been allowed for in the approval), you may request to postpone a date up to 2 times only (by mutual agreement) at no additional cost, however the new date must be within 3 months of the original postponed date. Any further amendment requests won't be permitted. The City will consider your event cancelled and you'll be asked to submit a new application. Refunds will be in line with the guidelines outlined above.
Where 'weather event dates' have been allowed for in the licence (usually only applicable in the case of a market or other ongoing event) you may (by mutual agreement) request to move the event to another date up to 4 times within any single term Event Authorisation/Contractual Agreement period (maximum 12 months) at no additional cost, however the new date must be within 1 month of the postponed date.
Where 'weather event date' amendment requests fall outside the above guidelines the City will consider your event (or at least that date) cancelled and you'll be asked to submit a new application.
Requests to amend your approval which will significantly alter your event in relation to the initial application made and assessment undertaken won't be permitted and you'll be asked to submit a new application. Payment of any fees already made will be forfeited.
Extension or Renewal of Approval
A request to extend or renew an approval may be permitted if the City is satisfied there's good cause for doing so. An extension or renewal may be granted before the approval lapses or at any time within 3 months after the approval lapses. An amendment fee will apply. Additional fees may also apply as deemed relevant and appropriate in line with the City's Fees and Charges Schedule.
The following will incur non-compliance penalties:
- Breach of approval conditions
- Promotion of your event without approval (including sending invitations)
- Events and activities which proceed without approval
- Damage caused to facilities or grounds
- Keys not returned
- Installation of signage without approval
- Storage of a structure without approval.
Questions? We're here simply Contact Us.