Bookings

Booking a park or beach for your event is a simple, and our team is committed to supporting you at every step. 

We can assist you in identifying the most suitable location for your activity, provide guidance on site availability and requirements, and help ensure you have all the information needed to plan a safe and successful event.

When a booking is required

You will need a booking if your activity involves:

  • 50 or more attendees
  • Event infrastructure (e.g., marquees, stages, amusement rides)
  • Commercial activity (e.g., fitness training, vendors, markets)
  • Amplified sound
  • Wedding ceremonies or private events requiring exclusive use
  • Is hosted by a business, charity or organisation

How to Book a Park or Beach 

City of Newcastle manages bookings for a wide range of activities, including weddings, family gatherings, community events and other organised uses of public spaces. 

Application Forms

  • Wedding ceremonies and family gatherings
  • All other event types (e.g. community events, commercial activities, sporting events, promotional activations) must contact the City of Newcastle Events team to obtain the appropriate application form and guidance. 

Booking Process

  1. Select the preferred park or beach location for your event.
  2. Contact the City of Newcastle to discuss event activity and location availability. At this stage, a tentative hold can be placed on the preferred site, and the relevant application form will be provided. Application form for wedding ceremony or family gatherings. 
  3. Submit the completed application form along with all required supporting documents (specifically, the individual or organisation applicants’ public liability insurance certificate must have the City of Newcastle listed as an interested party on the insurance certificate with a minimum $20m cover).
  4. At least 4 weeks' notice is required to submit an event application. Late application fees may apply if within 4 weeks.
  5. If the application is approved, an Event Authorisation/Licence and invoice will be issued. Your Event Authorisation will only be valid once your invoice has been paid. (A copy of this authorisation must be available on the event day and shared with bump in and bump out crews)

Availability and Usage Guidelines

Parks and beaches are managed in accordance with usage guidelines that help regulate the types, scale and frequency of events held across the network. Each location may have specific limitations or operational requirements, which will be discussed during the event scoping process to ensure the selected site is suitable and available. 

High impact events require a minimum of 8–12 months’ notice from the date the completed application is submitted. As suitable open space areas for major events are limited, early contact is essential to secure availability.

Fees and Charges

Fees vary depending on the type of activity, the booking duration and the level of impact on the space. 

Categories may include:

  • Private gatherings (e.g., small family events)
  • Community and charity events
  • Commercial bookings
  • Major events and high-impact activities

 A full breakdown is available in the Fees & Charges Schedule

Terms and Conditions

All bookings must comply with the City of Newcastle’s standard Terms and Conditions  to ensure our public spaces remain safe, accessible and enjoyable for everyone. 

Key requirements include:

  • Keeping emergency access points clear
  • Respecting surrounding residents and park users
  • Correct waste disposal and post-event clean-up
  • Protection of lawns, gardens and wildlife
  • Adhering to approved event times and noise limits
  • Compliance with legislation, permits and safety regulations

Filming Applications

Filming activities within City of Newcastle parks, beaches or public spaces require prior approval. Applicants wishing to conduct commercial, promotional or media‑related filming are asked to contact the Events team to discuss proposed activity and confirm site availability. Application form for Filming Activities

Contact City of Newcastle Events Team

Lodge your event enquiry online using the General Enquiry Form or contact us via:

Additional Information

  • Public Liability Insurance Certificate: The individual or organisation applicants’ public liability insurance certificate must have the City of Newcastle listed as an interested party on the insurance certificate with a minimum $20m cover. This is to be submitted with the completed event application form.
  • Public Notification: Some events will be required to undergo a public notification process. Instances where this is required include: an event which will occupy Community Land for longer than 3 consecutive days (not including a Saturday and Sunday), an event which requires the lifting of an Alcohol Free Zone (AFZ), an event which will include a pyrotechnics (fireworks) display. Public notification (which is essentially community consultation) can take place in several forms including letterbox drops, public notification signage and media releases. We'll talk with you more about this if required.
  • Road Occupancy Licence or On-Street Temporary Parking Permit: For any road closures or temporary parking requirements associated with an event, applications must be submitted online through the City of Newcastle website.
  • Shelters, Barbecues and Playgrounds: Except for designated bookable facilities such as rotundas and the Foreshore Park Carriage Shed, park and beach shelters are not available for reservation and must remain accessible for public use. Barbecue facilities and playgrounds are also not eligible for booking and are required to always remain open to the community.
  • Remediation Periods: Following certain events, particularly those affected by wet weather, designated areas may require remediation periods to ensure the site is restored to a safe and suitable condition. Depending on the extent of impact, remediation may take between one and four weeks or longer, which may temporarily limit site availability.
  • Amenities, Utilities and Vehicle Access: Where approval is granted for the use of amenities, utilities or vehicle access, the event organiser will be issued a site access key. A refundable key bond is required prior to issue, and the bond will be returned upon the key’s safe return.
  • Underground Utilities and Irrigation: Many parks contain underground irrigation systems and utility infrastructure. As a result, star pickets, pegs and any form of ground penetration are strictly prohibited unless expressly approved. Unauthorised ground disturbance poses significant safety and infrastructure risks.
  • Busking: City of Newcastle does not currently issue approvals for busking on Community Land. Busking activities include musical or other types of performances, fire breathing, flame twirling etc. Busking does happen however performers are doing so without the requisite City approval. Persons wishing to busk should be aware that Officers will regulate complaints regarding offensive noise and footway obstructions.