NOOSA EVENTS STRATEGIC FRAMEWORK, POLICY, AND GOVERNANCE · Attachment 3 - Noosa Events Management Policy

Page 2

This Policy repeals and replaces the Events Policy adopted in 2019 and the Noosa Main Beach
Policy adopted in 2018.

PURPOSE
The purpose of this Policy is to establish Council's approach to the management, assessment,
approval and oversight of events conducted on Council-controlled land.
The Policy provides the governance framework through which the Noosa Events Strategic
Framework is implemented and supports consistent decision-making across event planning,
funding, permitting and portfolio management.

SCOPE
This Policy applies to:
   • events conducted on Council-controlled land;
   • events requiring Council approval or permits;
   • events seeking Council funding, sponsorship or support;
   • Council officers involved in the assessment, management and approval of events; and
   • governance arrangements supporting implementation of the Noosa Events Strategic
       Framework.
This Policy does not apply to:
   • activities conducted entirely on private land that do not require Council approval;
   • Council civic functions and ceremonies; or
   • matters specifically regulated under separate legislation or Council policies.

REVIEW
This Policy may be reviewed once per Council term, or earlier where required to respond to
legislative changes, Council priorities, emerging issues, operational experience or opportunities
for continuous improvement.
The Events Executive Group (EEG) may review the effectiveness of this Policy and recommend
amendments to the Chief Executive Officer and Council as required.

DEFINITIONS

  Term                    Meaning
  Event                   A planned activity, gathering or organised occasion requiring
                          Council approval on Council-controlled land.
  Event Organiser         The individual, organisation or entity responsible for planning,
                          delivering and managing an event and ensuring compliance with
                          approval requirements and conditions.
  Event Permit            A written approval issued by Council that authorises an Event to
                          proceed on Council-controlled land, subject to any applicable
                          conditions.
  Destination             An event that showcase Noosa's environment, culture and lifestyle
  Events                  while attracting visitors from outside the region and delivering
                          broader community and business outcomes
  Community               An event that supports community participation, connection,
  Events                  wellbeing and local identity, and primarily delivers benefits to the
                          Noosa community. Community Events may range from small
                          neighbourhood activities to larger community-wide events.


                                                                                                 2

Page 3

  Business Events          Conferences, corporate gatherings, incentive programs and
                           industry events that contribute to business activity and visitor
                           expenditure
  Noosa Events             Council's overarching strategic document that establishes the
  Strategic                vision, values, guiding principles, strategic priorities and action plan
  Framework 2026-          for events in Noosa.
  2031
  Event Categories         Council's procedure for categorising and assessing events,
  & Assessment             including event categories, assessment pathways and assessment
  Procedure                principles.
  Events Executive         Council's strategic event governance and oversight body,
  Group (EEG)              comprising Executive Leadership Team and Councillor
                           representatives, responsible for portfolio oversight and
                           implementation of the Noosa Events Strategic Framework.
  Funding                  The process used to determine eligibility for Council funding,
  Assessment               sponsorship or other forms of event support.
  Permit                   The process undertaken by Council to determine whether an event
  Assessment               may proceed on Council-controlled land and under what conditions.
  Capacity of Place        The environmental, social and infrastructure capacity of a location
                           to support event activity without creating unacceptable impacts.
  Council-                 Land owned, managed or under the control of Noosa Council.
  Controlled Land
  Sustainable Event        The sustainability assessment and guidance documents and tool
  Criteria                 developed by Tourism Noosa and Council’s sustainable event
                           guidelines to assist event organisers plan, deliver and continuously
                           improve event sustainability outcomes across community, energy,
                           water and waste management.
  50 Shades of             A sustainable events guide developed and owned by Tourism
  Green                    Noosa that provides practical principles, actions and resources to
                           support environmentally responsible event planning and delivery in
                           Noosa.

COUNCIL POLICY

Strategic Alignment
Events will be managed, assessed and supported in a manner that aligns with the Noosa Events
Strategic Framework and contributes to the objectives of Council's Corporate Plan and relevant
strategic plans, including the Destination Management Plan, Economic Development Strategy,
Environment Strategy, Social Strategy and Cultural Plan.
This provides a clear link between event-related decision-making, Council's broader strategic
priorities and the desired community, environmental and economic outcomes for Noosa.

Proportionate Assessment
Assessment requirements will be proportionate to the scale, complexity, risk profile and potential
impacts of a proposed event.
Council recognises that different Event categories, scales and locations require different levels of
assessment, support and oversight.
                                                                                                      3

Page 4

Sustainability
Council supports sustainable event delivery through requirements proportionate to event scale
and risk and encourages continuous improvement through alignment with such documents as;
    •   Councils Sustainable Event Guidelines
    •   Tourism Noosa’s Sustainable Event Criteria and 50 Shades of Green.
        *Noting these documents may be updated from time to time.
Specifically:
    •   single use plastics and balloons are prohibited at all events.
    •   Council will generally only consider approving fireworks for community events held in
        connection with Christmas or New Year’s Eve celebrations.
Event Organisers will be required to demonstrate a commitment to continuous improvement in
performance across community, energy, water and waste management outcomes.

Funding and Permit Assessment
Funding and permit approvals are two separate processes.
Funding assessment will consider:
   • alignment to the Noosa Events Strategic Framework;
   • contribution to the objectives, actions and desired outcomes of Council's adopted
      strategies, plans and programs;
   • community, environmental and business outcomes;
   • contribution to a balanced events portfolio;
   • demonstrated commitment to continuous improvement; and
   • previous event performance and demonstrated compliance with permit conditions.


Permit assessment will consider:
   • public safety;
   • security and risk management;
   • sustainability performance;
   • traffic and access impacts;
   • community amenity;
   • environmental impacts;
   • site suitability; and
   • previous event performance and demonstrated compliance with permit conditions.
Approval of funding, sponsorship or other forms of Council support does not guarantee that an
Event will receive an Event Permit or other approvals required to proceed. Events requiring an
Event Permit must satisfy all relevant permit assessment requirements and obtain the necessary
approvals before the event can proceed.
Detailed event assessment pathways are outlined in the Event Categories and Assessment
Procedure.

Event Organiser Performance and Compliance
Council recognises that successful Events are supported by strong governance, responsible
event management and a commitment to continuous improvement.
When considering future funding, sponsorship, permits or other forms of Event support, Council
will have regard to an Event Organiser's previous compliance with permit conditions, reporting
obligations, Event performance, stakeholder commitments and implementation of agreed
improvement actions.



                                                                                            4

Page 5

Capacity Management
Council will manage Event activity having regard to:
    • community safety, access and amenity;
    • environmental values;
    • cumulative impacts;
    • infrastructure capacity;
    • visitor demand; and
    • the capacity of place.
Some locations experience competing demands for public access, recreation, environmental
protection and Event activity and require additional management controls.



Noosa Main Beach
Purpose
Noosa Main Beach is one of Noosa's most highly valued public spaces and is recognised for its
environmental, recreational, community and tourism significance.
The beach supports a range of activities including public recreation, weddings, community events,
destination Events and commercial activities.
Public access and enjoyment remain the primary consideration in the management of Main
Beach.
Events requiring direct access to the beach, foreshore or marine environment will generally be
prioritised over activities capable of being reasonably accommodated elsewhere.
Main Beach Boundary
For the purposes of this Policy, Main Beach is divided into:
Main Beach East
The eastern section of the Main Beach means the beach from Park Road carpark to the eastern
side of the middle rock wall (also referred to as the Groyne), as identified on the Noosa Main
Beach map in Figure 1.
Main Beach West
The western section of Main Beach means the beach west of the middle rock wall (also referred
to as the Groyne) to east of the river mouth, as identified on the Noosa Main Beach map in Figure
1.
Council will maintain an adopted map (Figure 1) identifying the Main Beach East and Main Beach
West areas for administrative and assessment purposes.

Event Limits

The following annual Event limits apply within Main Beach.


               Main Beach East                                 Main Beach West

 Event Type                    Annual Limit       Event Type                   Annual Limit

 Destination Events                  7            Community Events                  14

 Community Events                    8            Business Events                   10



                                                                                               5

Page 6

These limits have been carried forward from the superseded Noosa Main Beach Events Policy
and may only be amended by Council.
Event Spacing
Council will require minimum spacing between Events to:
   • reduce cumulative impacts;
   • maintain community access;
   • allow site recovery;
   • protect environmental values; and
   • support the effective management of public spaces.
Peak Demand Periods
Additional consideration will be given to:
   • school holiday periods;
   • long weekends;
   • peak visitation periods;
   • major infrastructure works; and
   • periods of elevated community use.
Council may limit, modify or refuse Event activity where cumulative impacts are considered
excessive.
Contingency Planning and Site Conditions
Event Organisers proposing to use Noosa Main Beach are responsible for assessing and
managing risks associated with dynamic coastal conditions, including beach erosion, weather
events, ocean conditions and other natural coastal processes.
Where practical, Event Organisers should identify suitable contingency arrangements, including
alternative locations, dates, layouts or operational responses, to enable Events to proceed safely
should beach conditions become unsuitable for the proposed activity.
Event Organisers acknowledge that conditions within the coastal environment may change with
limited notice and may affect the suitability or availability of locations within the Main Beach
precinct.
Coastal Conditions and Reinstatement
Noosa Council does not guarantee the availability, condition or configuration of beach
environments within Noosa Main Beach.
Event Organisers accept that beach profiles and coastal conditions are subject to change as a
result of natural processes, including erosion, storm activity, large swell events, tides and other
marine conditions.
Council is under no obligation to undertake beach restoration, sand profiling, dune works or other
site modifications to facilitate an Event outside of Council's normal maintenance, operational or
environmental management programs.
Where an Event Organiser requests works or modifications beyond Council's standard
maintenance program, Council may consider such requests and recover any associated costs
from the Event Organiser.

Other High-Demand Locations
Council may apply additional management settings to other high-demand locations throughout
the Shire, including:
    • Noosa Woods;
    • Hastings Street precinct;
    • Lions Park;
    • Noosa River foreshore locations;
    • key beaches and foreshores; and
    • other locations identified by Council from time to time.

                                                                                                 6

Page 7

Controls will include considerations such as:
   • seasonal restrictions;
   • Capacity Management;
   • Event spacing requirements;
   • location-specific conditions; and
   • operational management requirements.

Alternative Locations
Where a proposed Event can be reasonably accommodated elsewhere, Council may require
consideration of alternative locations to:
    • reduce impacts on high-demand locations;
    • improve community access;
    • support geographic dispersal of events;
    • respond to infrastructure constraints; or
    • improve Event outcomes.
Events that require beaches, waterways or other specialised locations as a core component of
the Event may be prioritised over activities capable of being reasonably accommodated
elsewhere.


ROLES AND RESPONSIBILITIES


 Roles                  Responsibility
 Council                Council is responsible for:
                          • Adopting and reviewing this Policy

 Chief Executive        The Chief Executive Officer and Executive Team is responsible for:
 Officer and               • Ensuring implementation of this Policy,
 Directors                 • Exercising delegated authority in accordance with Council’s
                              delegations,
                           • Ensure Events align with Council’s strategic objectives

 Events Executive       The Events Executive Group is responsible for:
 Group
                               •    Providing strategic leadership, portfolio oversight and
                                    organisational direction regarding implementation of the
                                    Noosa Events Strategic Framework, this Policy and
                                    associated supporting frameworks
 Delegated Council      Delegated Council officers are responsible for:
 Officers                  • Undertake timely Event assessment, administration,
                              compliance      and    implementation     activities including
                              assessment and compliance of permits and/or approvals.
                              Facilitation and assessment of funding and grant applications.


 Event Organisers       Event Organisers are responsible for:
                           •       Responsible for providing required Event application
                                   documentation, complying with permit conditions, and relevant
                                   Event management obligations


                                                                                                   7

Page 8

RELEVANT LEGISLATION AND ASSOCIATED DOCUMENTS
Legislation
   •   Local Government Act 2009
   •   Local Government Regulation 2012
   •   Human Rights Act 2019
   •   Work Health and Safety Act 2011
   •   Planning Act 2016
   •   Public Health Act 2005
   •   Food Act 2006
   •   Environmental Protection Act 1994
   •   Transport Operations (Road Use Management) Act 1995
   •   Building Act 1975 (where temporary structures or building approvals are required)
   •   Liquor Act 1992 (where alcohol is supplied or sold)
   •   Nature Conservation Act 1992 (for events in or adjacent to environmentally significant
       areas)
   •   Fire Services Act 1990 (where fire safety requirements apply)


Council Strategies and Plans
   • Council Corporate Plan 2023-2028
   • Council Noosa Events Strategic Framework 2026-2031
   • Council Noosa’s Destination Management Plan 2026-2036
   • Council Economic Development Strategy 2021-2030
   • Council Noosa Environment Strategy 2019
   • Council Noosa Social Strategy 2015
   • Council Noosa Cultural Plan 2025-2030
   • Council Noosa Sport and Active Recreation Plan 2018

Council Policies and Local Laws
   • Council Human Rights Policy 2020
   • Council Local Law No. 1 (Administration) 2015
   • Council Fees and Charges (Annual)
Supporting Event Management Documents
   • Event Categories & Assessment Procedure
   • Events Executive Group Charter
   • Sustainable Event Guidelines
   • 50 Shades of Green
   • Event Funding and Sponsorship Guidelines
   • Event Application Forms and Conditions
   • Event Management Procedures, Toolkits and Operational Guidelines

HUMAN RIGHTS STATEMENT
In developing this policy, the subject matter has been considered in accordance with the
requirements of the Human Rights Act 2019 (QLD). It is considered that the subject matter does
not conflict with any human rights and supports a human rights approach to decision-making by
Council. Council representatives will endeavour to act and make decisions under this policy in a
manner that is compatible with human rights. Representatives will endeavour to:
     • identify relevant human rights which may be affected by the action or decision,
     • consider the impact of its actions and decisions on human rights, and
     • ensure any conduct or decision by Council which limits an individual’s human rights is
          reasonable and justifiable.
This Policy should be read in conjunction with Council’s Human Rights Policy.

                                                                                                8

Page 9

Figure 1 – Noosa Main Beach Map (Indicative Only)




 Version control:
  Version       Reason/ Trigger                       Change   Endorsed/ Reviewed by   Date
                                                      (Y/N)
  1.0           New Event Management Policy that          Y    TBC                     TBC
                replaces the previous two policies:
                Noosa Events Policy and Noosa
                Main Beach Events Policy
                Eg. Review




                                                                                              9