Park Bookings

Booking Pukete Farm Park for an event

The MTB trails and associated park area are available throughout the year for races, events, fun days, demo days and any other outdoor activity. Hamilton MTB Club supports and encourages shared use of the park. We ask that interested parties register to use the park - in fact, this is a requirement from Hamilton City Council. 

The main aim of park bookings is to ensure that there is no conflict with other park users, and to help keep track of use types so we can manage maintenance and ensure safety of everyone. 

This form is distributed to both the HCC and Hamilton MTB Club

If you have any questions or concerns, please contact the club by email info@hamiltonmtb.org.nz

Park Event Application

Fields marked with an * are required

INTRODUCTION

Pukete Farm Mountain Bike Trails are developed and maintained by the Hamilton Mountain Bike Club in partnership with Hamilton City Council. The park itself is a public park and reserve. Any fixed event must be booked with the Hamilton City Council. This form is submitted to the Parks and Open Spaces Unit. If you have any questions before submitting this form, please use the 'Contact Us' page of this website.

This form is intended for ALL EVENTS or ALL SIZES and REQUIREMENTS -  so some sections may not apply to your booking. If further information is required you will be contacted as soon as possible.

We've provided a map of Pukete Farm Park to assist your with your planning.

Click here => HCC_Pukete_Park_Images to download the .PDF map

If you prefer to use the printable form, please click on this link: 

PDF - Park Event Application Form

Once completed, please send your printed application to:

email:     parksopenspaces@hcc.govt.nz
Post:     Hamilton City Council, Parks and Open Spaces
    4th Floor Municipal Offices, Private Bag 3010, Hamilton 3204
 
Otherwise - Please continue to complete and submit the on-line form below

HCC

Hamilton City Council welcomes events and activities which contribute to the vibrancy, creativity and look and feel of the city, and throughout the year the Parks and Open Spaces team approve hundreds of events which are staged on our parks and reserves. From large scale sporting events attracting thousands of spectators, to community spirited gatherings on one of our 200 parks and reserves. We are positive we have the park or reserve which best suits your events - Just drop us a line and we can discuss your requirements.

We know how much hard work goes into organizing an event, and want to ensure the process goes smoothly and provide one point of contact to assist you during your application. Should you have any queries throughout the booking process, please call 07 838 6622

INFORMATION

I've filled in the application... what happens next?

-  Submit this on-line form, or download and email or post the completed form and any attachments to Hamilton City Council Parks and Open Spaces Unit
-  Your application will be processed by our Events staff, who may contact you if they need more information, or to arrange a meeting.
-  We will contact you within seven days with a confirmation letter.

How much will it cost?

- As part of your confirmation letter we will explain any charges you may be required to pay.

YOU MAY BE REQUIRED TO SUPPLY CERTAIN INFORMATION WITH YOUR APPLICATION:

- A copy of your Event Safety Plan
- A copy of your Public Liability Insurance
- A copy of your Traffic Management Plan
- A Health and Safety Plan (This must be submitted 10 days prior to event)
- Demonstrate the event is environmentally sound e.g promote sustainable transport or efficient use of the environment

ALSO IF APPLICABLE:

- Advertising or marketing material promoting your event
- Program which includes performance times and sound checks
- Site map including location of electricity generator if used
- A list of structures with dimensions

Supporting documentation may be forwarded by email to:

parksopenspaces@hcc.govt.nz

Please remember to identify yourself properly in your email so staff know which application it relates to. Alternately it may be  posted to the physical address given further down this form.


PROMOTE YOUR EVENT FREE!

whatsonhamilton

You can register your event for free on the www.whatsonhamilton.govt.nz page


FOR MORE INFORMATION

  • Visit the Hamilton City Council website at www.hamilton.co.nz
  • Contact the Parks and Open Spaces Unit team on 07 838 6622
  • Send and email to the Parks and Open Spaces team on parksopenspaces@hcc.govt.nz

If you prefer to use the printable form, please click on this link:

Park Booking Request Form

Please send your printed application to:

parksopenspaces@hcc.govt.nz
Hamilton City Council, Parks and Open Spaces
4th Floor Municipal Offices, Private Bag 3010, Hamilton 3204
 

EVENT DETAIL

EVENT ORGANISER

(If different from above)

(If different from above)

FOOD, DRINK AND TRADING

Please note: Liquor license requires 30 Working days for application process. If selected, City Safe unit will contact you separately

Sale/Distribution of goods, flyers etc. Please list items for sale.

ENVIRONMENTAL EFFECTS

NOISE

Please provide an event program with performance times and sound checks (if applicable)

LITTER AND WASTE

The applicant is responsible for the appropriate removal of ALL litter and waste from the event location. A bond may be required to be paid 10 working days prior to the event. The bond amount will be confirmed in your Event Approval Letter

STRUCTURES

Please attach a list of your structure's dimensions (if applicable)

ACCESS TO PARK OR BUILDING

Please list any special access requirements

Note: 60 days notice is required

IF YES: An Application for Temporary Use of the Road Corridor form must be received by Infrastructure Alliance (Downer).

Please contact Julia Jackson on 07 850 6640 or email julia.jackson@downler.co.nz for the current form

Please describe the purpose of parking restrictions and include the road name(s) and time(s) of restrictions. Please attach a traffic management plan.

UTILITIES

Describe the type and quantity of lighting you will be using and clearly mark this on the site map

Describe the type and quantity of generators you will be using and clearly mark this on the site map.

Describe how toilet services will be provided. Attach additional information if required.

EVENT PROMOTION

PUBLIC LIABILITY INSURANCE

Public Liability Insurance is required for medium to high risk events to protect the event organizer against claims made by a third party for damage to people or assets

EVENT SAFETY

The Organizer may be asked to provide a written risk assessment at least six weeks prior to the event. This plan must be prepared in accordance with the provisions of the Health and Safety in Employment Act 1992

Safety Resources:

St John:

 Phone 0800 785 646
enquiries@stjohn.org.nz

Police:

Phone: 07 858 6200
 

Fire Service:

Phone: 07 839 4996

DECLARATION

Privacy Act 1993 The information colleted in this form will be used to ensure the effect facilitation of your event or activity. It will be distributed to other Council departments, external agencies and will be used for public information as required.

FINAL INSTRUCTIONS

When you submit this form, it will be sent to the Hamilton City Council Parks and Open Spaces Unit for submission.

Please remember, your booking is not confirmed until you have received a response from Hamilton City Council confirming your booking.

Any supporting documentation should be forwarded by email to parksopenspaces@hcc.govt.nz  or posted to the physical address at the top of this form. You will receive an email copy of the completed form by email

Park Event Application

Fields marked with an * are required

INTRODUCTION

Pukete Farm Mountain Bike Trails are developed and maintained by the Hamilton Mountain Bike Club in partnership with Hamilton City Council. The park itself is a public park and reserve. Any fixed event must be booked with the Hamilton City Council. This form is submitted to the Parks and Open Spaces Unit. If you have any questions before submitting this form, please use the 'Contact Us' page of this website.

This form is intended for ALL EVENTS or ALL SIZES and REQUIREMENTS -  so some sections may not apply to your booking. If further information is required you will be contacted as soon as possible.

We've provided a map of Pukete Farm Park to assist your with your planning.

Click here => HCC_Pukete_Park_Images to download the .PDF map

If you prefer to use the printable form, please click on this link: 

PDF - Park Event Application Form

Once completed, please send your printed application to:

email:     parksopenspaces@hcc.govt.nz
Post:     Hamilton City Council, Parks and Open Spaces
    4th Floor Municipal Offices, Private Bag 3010, Hamilton 3204
 
Otherwise - Please continue to complete and submit the on-line form below

HCC

Hamilton City Council welcomes events and activities which contribute to the vibrancy, creativity and look and feel of the city, and throughout the year the Parks and Open Spaces team approve hundreds of events which are staged on our parks and reserves. From large scale sporting events attracting thousands of spectators, to community spirited gatherings on one of our 200 parks and reserves. We are positive we have the park or reserve which best suits your events - Just drop us a line and we can discuss your requirements.

We know how much hard work goes into organizing an event, and want to ensure the process goes smoothly and provide one point of contact to assist you during your application. Should you have any queries throughout the booking process, please call 07 838 6622

INFORMATION

I've filled in the application... what happens next?

-  Submit this on-line form, or download and email or post the completed form and any attachments to Hamilton City Council Parks and Open Spaces Unit
-  Your application will be processed by our Events staff, who may contact you if they need more information, or to arrange a meeting.
-  We will contact you within seven days with a confirmation letter.

How much will it cost?

- As part of your confirmation letter we will explain any charges you may be required to pay.

YOU MAY BE REQUIRED TO SUPPLY CERTAIN INFORMATION WITH YOUR APPLICATION:

- A copy of your Event Safety Plan
- A copy of your Public Liability Insurance
- A copy of your Traffic Management Plan
- A Health and Safety Plan (This must be submitted 10 days prior to event)
- Demonstrate the event is environmentally sound e.g promote sustainable transport or efficient use of the environment

ALSO IF APPLICABLE:

- Advertising or marketing material promoting your event
- Program which includes performance times and sound checks
- Site map including location of electricity generator if used
- A list of structures with dimensions

Supporting documentation may be forwarded by email to:

parksopenspaces@hcc.govt.nz

Please remember to identify yourself properly in your email so staff know which application it relates to. Alternately it may be  posted to the physical address given further down this form.


PROMOTE YOUR EVENT FREE!

whatsonhamilton

You can register your event for free on the www.whatsonhamilton.govt.nz page


FOR MORE INFORMATION

  • Visit the Hamilton City Council website at www.hamilton.co.nz
  • Contact the Parks and Open Spaces Unit team on 07 838 6622
  • Send and email to the Parks and Open Spaces team on parksopenspaces@hcc.govt.nz

If you prefer to use the printable form, please click on this link:

Park Booking Request Form

Please send your printed application to:

parksopenspaces@hcc.govt.nz
Hamilton City Council, Parks and Open Spaces
4th Floor Municipal Offices, Private Bag 3010, Hamilton 3204
 

EVENT DETAIL

EVENT ORGANISER

(If different from above)

(If different from above)

FOOD, DRINK AND TRADING

Please note: Liquor license requires 30 Working days for application process. If selected, City Safe unit will contact you separately

Sale/Distribution of goods, flyers etc. Please list items for sale.

ENVIRONMENTAL EFFECTS

NOISE

Please provide an event program with performance times and sound checks (if applicable)

LITTER AND WASTE

The applicant is responsible for the appropriate removal of ALL litter and waste from the event location. A bond may be required to be paid 10 working days prior to the event. The bond amount will be confirmed in your Event Approval Letter

STRUCTURES

Please attach a list of your structure's dimensions (if applicable)

ACCESS TO PARK OR BUILDING

Please list any special access requirements

Note: 60 days notice is required

IF YES: An Application for Temporary Use of the Road Corridor form must be received by Infrastructure Alliance (Downer).

Please contact Julia Jackson on 07 850 6640 or email julia.jackson@downler.co.nz for the current form

Please describe the purpose of parking restrictions and include the road name(s) and time(s) of restrictions. Please attach a traffic management plan.

UTILITIES

Describe the type and quantity of lighting you will be using and clearly mark this on the site map

Describe the type and quantity of generators you will be using and clearly mark this on the site map.

Describe how toilet services will be provided. Attach additional information if required.

EVENT PROMOTION

PUBLIC LIABILITY INSURANCE

Public Liability Insurance is required for medium to high risk events to protect the event organizer against claims made by a third party for damage to people or assets

EVENT SAFETY

The Organizer may be asked to provide a written risk assessment at least six weeks prior to the event. This plan must be prepared in accordance with the provisions of the Health and Safety in Employment Act 1992

Safety Resources:

St John:

 Phone 0800 785 646
enquiries@stjohn.org.nz

Police:

Phone: 07 858 6200
 

Fire Service:

Phone: 07 839 4996

DECLARATION

Privacy Act 1993 The information colleted in this form will be used to ensure the effect facilitation of your event or activity. It will be distributed to other Council departments, external agencies and will be used for public information as required.

FINAL INSTRUCTIONS

When you submit this form, it will be sent to the Hamilton City Council Parks and Open Spaces Unit for submission.

Please remember, your booking is not confirmed until you have received a response from Hamilton City Council confirming your booking.

Any supporting documentation should be forwarded by email to parksopenspaces@hcc.govt.nz  or posted to the physical address at the top of this form. You will receive an email copy of the completed form by email