Event security and safety guide

Running a safe event isn’t just about having security personnel at the door. It requires planning well before the day: the right permits, the right insurance, clear communication with attendees, and a team that knows what to do when something goes wrong. This guide covers the key elements of event safety in a New Zealand context.

Setting the foundations: terms and conditions

Strong terms and conditions protect both you and your attendees. They set out what’s expected of everyone, and they provide a documented framework to refer back to if something is disputed.

What your terms and conditions should cover:

Cancellation and refund policy – Be explicit about whether you offer refunds, under what circumstances, and how they’ll be processed. Under the Consumer Guarantees Act 1993 and the Fair Trading Act 1986, if an event is cancelled or materially changed, ticket buyers generally have a right to a remedy. A “no refunds” clause does not override consumer protection law.

Data privacy – If you’re collecting personal information from ticket buyers, you must comply with the Privacy Act 2020, which replaced the previous 1993 Act. The 2020 Act introduced mandatory breach notification requirements and stronger obligations around how personal data is handled, stored, and shared. Your terms and conditions should reference your privacy policy and include clear contact details for privacy enquiries. The Office of the Privacy Commissioner publishes guidance on compliance obligations for event organisers.

Conduct expectations – For events involving children, licensed venues, or competitive sports, clearly state what’s expected of attendees and what the consequences of non-compliance are.

Event insurance: what you need and why

Insurance is one of the most important investments you’ll make as an event organiser. The question isn’t whether you need it – it’s which types you need and at what coverage levels.

Public liability insurance

Public liability insurance covers you if someone is injured or their property is damaged at your event as a result of your actions or negligence. While not universally mandated by law in New Zealand, it is effectively required in practice:

• Most territorial authorities (councils) require proof of public liability insurance as a condition of approving events in public spaces. Coverage of $1 million to $2 million is commonly required, though larger events or higher-risk activities may require more.
• Venues almost universally require it as part of their hire agreement.

Note that New Zealand’s Accident Compensation Corporation (ACC) scheme covers personal injury, which affects how liability claims work in practice. ACC covers treatment and lost earnings for injured parties regardless of fault, but it does not cover property damage or consequential losses – your public liability policy covers the gap.

Event cancellation insurance

Event cancellation insurance protects your investment if you have to cancel or postpone the event due to circumstances outside your control: extreme weather, venue failure, or a public emergency. Secure it as early as possible – the closer you get to the event date, the harder it becomes to obtain.

Property insurance

If you’re hiring or owning equipment – AV systems, staging, generators, marquees – property insurance covers damage, theft, or destruction of that equipment during the event period. Review whether your existing contents or business insurance extends to hired equipment or off-site use.

Employer liability

If you’re paying staff or engaging contractors, you have obligations under the Health and Safety at Work Act 2015 (HSWA), which is New Zealand’s primary workplace safety legislation. As a Person Conducting a Business or Undertaking (PCBU), you have a duty to ensure the health and safety of workers as far as is reasonably practicable. This applies to paid staff, volunteers, and in some circumstances, contractors. WorkSafe New Zealand provides detailed guidance on PCBU obligations.

Council permits and regulatory approvals

The permit requirements for events in New Zealand are primarily managed by territorial authorities (district and city councils), with some regulatory oversight from central government agencies. Requirements vary significantly by council and event type.

Common approvals required:

Event permit or licence from your local council – Most councils require an event permit or notification for events in public spaces. Some councils have a specific outdoor events policy. Wellington City Council, Auckland Council, and Christchurch City Council all have detailed event permit processes available on their websites. Allow four to twelve weeks, depending on event complexity.

Special Licence for alcohol – If you’re selling or supplying alcohol at your event, you need a Special Licence under the Sale and Supply of Alcohol Act 2012. Applications are made to your local District Licensing Committee. Processing times are typically twenty working days minimum, but applications should be lodged well in advance – ideally eight to twelve weeks before the event. Special Licences include conditions around host responsibility, and you must have a designated Host Responsibility Plan.

Food Act registration – If you’re preparing or selling food at your event, you may need to register as a food business under the Food Act 2014. Whether registration is required depends on the type of food being sold and the frequency of operation. Your local council’s Environmental Health team can advise on requirements specific to your event.

Building consent for temporary structures – Stages, temporary grandstands, large marquees, and similar structures may require a building consent or a Certificate for Public Use under the Building Act 2004. Requirements depend on the structure’s size, duration, and location. Contact your local council’s building control team.

Traffic management – If your event affects public roads or requires a road closure, you need approval from New Zealand Transport Agency (NZTA) and your local council. A certified Traffic Management Plan prepared by a qualified Traffic Management Coordinator is required. Allow significant lead time.

Noise management – Noise from events is regulated under the Resource Management Act 1991 (RMA). Your local council’s district plan will specify noise limits for your area. Exceeding these limits requires a resource consent. Check the district plan requirements before confirming your event program, particularly for outdoor events with amplified music.

Fireworks and pyrotechnics – The purchase, possession, and discharge of fireworks in New Zealand is regulated under the Hazardous Substances and New Organisms Act 1996 (HSNO Act) and administered by WorkSafe NZ. Professional fireworks displays require a hazardous substances approval and, in many cases, Civil Aviation Authority (CAA) approval if the display creates a potential conflict with airspace.

Large event planning – For events with attendance over 5,000 people, or events with elevated risk profiles, the Ministry of Business, Innovation and Employment (MBIE) Safe and Healthy Workplaces: Guidance for Major Events provides a comprehensive framework for safety planning, crowd management, and emergency response.

Crowd management and on-the-day safety

Security licensing – Security guards in New Zealand must be licensed under the Private Security Personnel and Private Investigators Act 2010, administered by the Ministry of Justice. Check that any security provider you engage holds current licences for the type of work they’ll be performing.

Health and Safety obligations – Under the Health and Safety at Work Act 2015, as a PCBU you must identify and manage hazards. For events, this means conducting a hazard identification and risk assessment before the event, implementing controls, and having an emergency plan. WorkSafe NZ provides free guidance specifically for event organisers.

First aid – St John New Zealand provides event medical services and can advise on appropriate first aid coverage for your event size and type.

Coordinate with emergency services – For large events, contact your local police, New Zealand Fire and Emergency (FENZ), and St John well in advance. They can review your plans and ensure they’re aware of your event.

Communication: before and on the day

Clear communication with your attendees significantly reduces the likelihood of incidents and the severity of those that do occur.

Before the event: Send attendees the information they need to arrive safely and prepared. Entry requirements, parking, any safety information specific to the event (sun safety for summer outdoor events, weather contingencies), and what to do if they feel unwell.

On the day: Use clear signage, accessible staff, and a public address system for larger events. Social media updates and SMS are increasingly expected for public events.

Cyber security and data protection

If your event uses online ticketing or registration platforms, you have obligations under the Privacy Act 2020. The Act requires that personal information is collected only for a stated purpose, stored securely, and not retained longer than necessary. A data breach that is likely to cause serious harm must be reported to the Office of the Privacy Commissioner and affected individuals.

Basic good practice:

• Use reputable platforms that comply with New Zealand privacy law
• Apply individual logins and multi-factor authentication on any system holding personal data
• Understand how your ticketing platform stores and handles attendee data before committing

Payment disputes and chargebacks

Chargebacks occur when a ticket buyer disputes a charge with their bank. They’re a frustrating but manageable risk.

How to reduce chargebacks:

• Use a recognisable credit card display name
• Communicate clearly before, during, and after the event
• Maintain a published refund policy that complies with the Consumer Guarantees Act

Have a contingency plan

Even well-organised events encounter unexpected problems. The difference between a professional response and a chaotic one is whether you’ve thought about it in advance.

For outdoor events: New Zealand’s weather is highly changeable. Develop a weather contingency plan with clear trigger criteria and communicate it to attendees in advance.

Document your contingency plan and share it with your core team before the event.

Using TryBooking for event safety

TryBooking’s scanning app allows your team to validate tickets at entry – reducing queues, preventing fraudulent tickets, and giving you a real-time view of how many attendees have arrived. The platform stores attendee data in accordance with New Zealand privacy requirements, so you’re not taking on additional data risk when you manage bookings through TryBooking.