Our Guide to Event Management Plans in New Zealand and Australia

Planning an event involves far more than simply booking a venue and confirming entertainment. Across New Zealand and Australia, delivering a successful event requires a strict focus on operational safety, public health, and regulatory compliance.

An Event Management Plan (EMP) serves as the operational backbone for your event. It keeps your team aligned and ensures you meet the strict legislative and local government requirements governing public gatherings.

Why an Event Management Plan is Mandatory

If you are running an event in Australasia, an EMP is rarely optional. It is typically a legal or regulatory requirement driven by several core factors:

1. Local Council and Venue Approvals

Local authorities and venue owners will not grant access or issue permits without reviewing a comprehensive operational plan. Your EMP proves to councils that you have thoroughly considered the impact of your event on the surrounding community, covering everything from noise control to traffic management.

2. Public Liability Insurance & Risk Mitigation

To secure Public Liability Insurance, insurers require evidence that risks have been identified and mitigated. A documented plan with an attached Risk Management Plan (RMP) demonstrates that you are operating responsibly, which is vital for securing your Certificate of Currency.

3. Strict Public Health & Licensing Laws

Serving food or alcohol introduces significant regulatory compliance obligations. Local councils require specific food permits, while liquor licensing authorities demand strict crowd management and monitoring protocols to comply with responsible service regulations.

What a Complete Event Management Plan Covers

A professional EMP serves as a single source of truth for your staff, contractors, and local authorities. A comprehensive plan must include:

• Event Overview & Schedules: High-level details alongside detailed bump-in, operational, and bump-out runsheets.
• Access and Egress Management: Strategies for managing external traffic, dedicated parking areas, and internal pedestrian flows to prevent dangerous bottlenecks.
• Incident and Emergency Management: Clear protocols for hazards, first aid delivery, fire fighting measures, and severe wet weather contingencies.
• Public Health & Amenities: Calculations for temporary toilets, waste minimalisation plans, hydration stations, and sustainable purchasing initiatives.
• Public Safety & Crowd Control: Security staffing numbers, crowd control strategies, and dedicated accessibility routes for attendees with mobility requirements.

Download Your Free Event Management Plan Template

Building an EMP from scratch can be a daunting process. To make professional event planning accessible for organisers of all levels—from community groups to independent producers—Orbit Entertainment offers a comprehensive, professional template completely free of charge.

This downloadable template provides the exact structure used for major regional events, ensuring you do not miss critical operational or compliance details.

What is Included in the Free Template:

• A complete, structured Table of Contents from Event Overview to Public Safety.
• Pre-formatted tables for bump-in schedules, contact lists, and revision tracking.
• Guided prompts for handling waste management, resource recovery, and active travel logistics.

Disclaimer: This template serves as a general guide only and does not constitute legal, safety, or regulatory advice. Organisers are entirely responsible for ensuring their completed plan meets all local council conditions, venue bylaws, and public safety obligations specific to their jurisdiction.

Click Here to Download Your Free Event Management Plan Template

Need Professional Event Support?

If you are looking for an experienced production partner, need assistance tailoring this document to meet specific council requirements, or require full-scale event production and consulting services across New Zealand and Australia, the team at Orbit Entertainment can assist.