Terms and Conditions

Payments

Payment is required within 14 days of the invoice date or by the due date specified on the invoice. 

For last‑minute bookings (within 3 days), full payment must be received before approval is issued.

Cancellations and Refunds

City of Newcastle requires 12 hours’ written notice of an intention to cancel an event or activity. 

If approval has been issued and the event is cancelled due to inclement weather, usage/access fees and bonds (or all fees excluding the application fee, as negotiated) will be refunded, provided City of Newcastle is notified within 7 days of the scheduled event date. 

If approval has been issued and the event is cancelled due to a change of mind or the event no longer proceeding, no refund will be offered. 

City of Newcastle may choose to cancel an event in the following (or other) circumstances:

• When a licensee is in breach of licence conditions
• When damage to a space or facility could pose a risk to the public
• When civil works are required
• When severe weather could pose a risk to the public

In these circumstances, refunds will be considered on a case by case basis.

Refund requests for any situation not listed above will also be reviewed on a case by case basis.

Amendments 

To Applications: 

Before approval is granted, minor amendments to an application may be permitted, provided the change does not require City of Newcastle to notify any stakeholders. An amendment fee will apply. 

Requests to amend an application in a way that significantly alters the event or activity originally submitted, or that requires City of Newcastle to notify stakeholders, will not be permitted. In these cases, a new application must be submitted, and any fees already paid will be forfeited.

To Approvals:

If an amendment to the approval date is requested for any reason other than inclement weather, and the approval has already been issued, City of Newcastle will permit one amendment only (by mutual agreement), provided the new date falls within 3 months of the original postponed date. An amendment fee will apply. 

Where an event is a one off and cannot proceed due to inclement weather, and where no ‘weather event dates’ (typically applicable only for markets or ongoing events) have been included in the approval, the applicant may request to postpone the event date up to two times (by mutual agreement) at no additional cost. The new date must be within 3 months of the original postponed date. Any further amendment requests will not be permitted. City of Newcastle will consider the event cancelled, and a new application will be required. Refunds will be managed in line with the guidelines outlined above. 

Where ‘weather event dates’ have been included in the licence (usually for markets or other ongoing events), applicants may request (by mutual agreement) to move the event to another date up to four times within any single term Event Authorisation/Contractual Agreement period (maximum 12 months) at no additional cost. The new date must be within 1 month of the postponed date. 

If a ‘weather event date’ amendment request falls outside the above guidelines, City of Newcastle will consider the event (or at least that date) cancelled, and a new application will be required. 

Requests to amend an approval that would significantly alter the event compared to the initial application and assessment will not be permitted. A new application will be required, and any fees already paid will be forfeited.

Extension or Renewal of Application

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. 

Non-Complicance

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