Planning a music festival

This guide will help you plan for your music festival. Understand who to talk to, what approvals you need, and when, so your festival runs smoothly.

Crowd at music festival
On this page

Complete the notification form

You must submit an early notification form at least 120 days prior to a music festival.

Fill in the early notification form

Contact us

Need help or want to ask a question about music festivals? We are here to help you.

Email the Music Festival team

Reforms to the Music Festivals Act

The NSW Parliament has passed reforms to the Music Festivals Act 2019 which made important changes to the regulation of music festivals in NSW to further support a thriving and safe sector.

The changes to the Act will make it more supportive of festivals – providing a framework that prioritises economic sustainability of the state’s music festivals, whilst ensuring the health and safety of festival-goers.

Key regulatory changes include:

  • explicit objectives in the Act which focus on Government supporting the festival sector
  • removing the ‘subject’ festival designation from the Act
  • replacing the Safety Management Plan with a Health and Medical Plan (HMP) that only relates to health and medical matters
  • L&GNSW becoming the key decision maker on advice from NSW Health and NSW Police
  • limiting the Independent Liquor & Gaming Authority’s role to hearing an appeal from a festival organiser of the requirement to have its HMP agreed by NSW Health
  • requiring all music festivals to operate with an HMP, with only certain festivals requiring the contents of their HMP to be agreed by NSW Health
  • encouraging more all ages events through new legislative measures relating to liquor licences at music festivals
  • retaining the ability for NSW Police to recommend law enforcement and safety measures for a festival for consideration by L&GNSW.

Under transitional arrangements, if L&GNSW determines that your festival does not need a HMP agreed by NSW Health, the requirement for you to develop your own HMP will commence from 1 March 2025.

Refocusing the regulatory framework towards health and medical matters

The ‘subject’ festival designation has now been removed. Under the new framework, all music festivals will be required to prepare a HMP.  To reduce the administrative burden placed on the sector, only certain festivals will require formal agreement of the contents of their HMP by NSW Health.

 

When determining if a festival requires an Agreed HMP, L&GNSW must consider the following factors:

  • advice from the Commissioner of Police
  • advice from the music festival organiser, and
  • whether a prescribed medical event occurred - whether in NSW or another State or Territory, at a music festival, or an event related to a music festival, for which the music festival organiser was the organiser, in the 3 years immediately preceding the date on which the proposed music festival is to start or the 3 previous events (whichever is the longest period of time), and
  • advice from the music festival roundtable.
 

More information on the legislative requirements can be found at the legislation.nsw.gov.au website.

Festival organisers will also have the ability to provide their input regarding conditions proposed by NSW Health or NSW Police to L&GNSW for consideration as part of the determination process.

There is a new appeal mechanism being introduced for festival organisers to appeal a decision of L&GNSW for a festival to have an Agreed HMP to ILGA.  This will provide an opportunity festival organisers to seek a review of this decision.

Reducing barriers for minors to attend festivals

Changes to the Liquor Act 2007 will allow unaccompanied minors aged 16 and over to attend licensed festivals by ensuring that a condition on the festival’s liquor licence, that minors 16 and over are to be accompanied, can only be put on the licence if ILGA or its delegate is satisfied that the licensee has not put in place sufficient control measures to manage and mitigate the risk of minors obtaining liquor.

There will also be a new exclusion and defence to an offence for breaching an unaccompanied minor licence condition in certain circumstances.

Improving governance and administrative requirements

To help create flexibility and certainty within the governance and administrative requirements, the reforms make several important changes:

  • music festival organisers are required to notify the NSW Government of their festival at least 120 days before the festival start date by submitting an early notification form,
  • definitions are being updated to be consistent with contemporary practices and processes, and
  • Ministerial Guidelines are being created to set out best practice processes for festivals.
 

For more information on the reforms, please visit the Music Festivals Frequently Asked Questions.

New pathways for internal review of government user charges

The Statutory Review of the Music Festivals Act identified significantly higher comparative costs for user charges in NSW than in other Australian states and territories

To address these issues, the NSW Government has established several pathways for festival organisers to seek a review of their costs associated with ‘cost recovery and user charges’ (user charges) arrangements for both the NSW Police Force and NSW Ambulance. The review pathways are designed to meet different purposes and have varied eligibility criteria.

The measures include internal review pathways for both user charges policing and ambulance, as well as a Government Appeal Panel review process for overall user charges costings, for use in limited and exceptional circumstances.

The internal reviews pathways established by the NSW Police Force and NSW Ambulance relate to a review of the merits of the charges proposed. On the request of an internal review, the NSW Police Force and NSW Ambulance will review the proposed user charges presence of Police or Ambulance to determine if they are appropriate. This is designed to enhance consistency across music festivals in the consideration and mitigation of risk for overall public order and safety. 

The Government is finalising establishment of a Music Festivals Appeal Panel to consider applications from festival organisers to seek a partial or full exemption of user pays charges. This pathway is not merit-based but is based on festival organisers seeking financial relief from user pays charges on the grounds that exceptional circumstances apply, and that the full payment of user pays charges would threaten the viability of the music festival.

The pathways that have been established serve different purposes, and as such, applying through an internal review pathway of user charges policing or ambulance is not a prerequisite for an organiser to seek an appeal to the Music Festivals Panel. However, it is encouraged. A festival organiser demonstrating that they have applied through the internal review pathway, before applying to the Music Festivals Panel, may contribute to the festival meeting the exceptional circumstances criteria of the appeal.

Internal review of ambulance user chargers

A festival organiser can apply for a review of user pays ambulance charges quoted by NSW Ambulance, a minimum of at least 16 weeks prior to their event being staged.

The review will be undertaken by an independent team within NSW Health, appointed by the Secretary of NSW Health. The review will determine whether the proposed allocated resources to the event can be reduced in a way that reduces costs to the festival organisers while maintaining the safety of patrons.

Festival organisers seeking a review of ambulance user charges can email Ambulance-EventPlanning@health.nsw.gov.au. When requesting a review via email, organisers are requested to send their email to the attention of the ‘Chief Executive’. Organisers can also write to NSW Ambulance to seek a review at Locked Bag 6 Silverwater NSW 2128, to the attention of the ‘Chief Executive’.

Further information on ambulance user charges can be found on the NSW Ambulance website and in the NSW Ambulance ‘Sporting & Special Events User Charges Fact Sheet.’

Internal review of policing user charges

A festival organiser can apply to the NSW Police Force for a review of the number of users charges police services required at a festival as quoted by the NSW Police Force. This review will assess whether the number of police services required is reasonable to ensure public order and safety for the patrons of the relevant festival.

If a festival organiser is not satisfied with the outcome of negotiations with the NSW Police Force about the number of police required for their festival, they can apply for an internal review of this decision within 28 days of the decision being communicated. The request will be considered by the relevant Police Area Command/Police District Commander, where the user charges coordinator operates or where the event is being held. The internal reviewer must be a person who was not substantially involved in the original decision. The reviewer will review the original decision and communicate the outcome of the internal review to the organiser.

If the organiser is not satisfied with that decision, the organiser can request a further review by the relevant Region Commander. If not satisfied, the final review will be considered by the Commander of the Police Transport and Public Safety Command.

Internal review correspondence must be provided in writing by all parties.

Further information on what information needs to be included in an internal review application is included in the NSW Police Force Cost Recovery and User Charges Policy.

Appealing government user charges to the NSW Government’s Music Festivals Panel

Reforms to the Music Festivals Act 2019 have established an appeal pathway for music festival organisers. This appeals process will allow an organiser to apply for a reduction or waiver of user pays charges in limited and exceptional circumstances to the Music Festivals Panel.

For more information, including how to apply please contact the Panel Secretariat at festivalspanel@dciths.nsw.gov.au 

Planning your festival

Together let’s create a great experience!

Music festivals are a much-loved part of our community. Music lovers coming together to enjoy a shared experience.

A good festival has many elements that create the whole experience.  These can include food and drink stalls, location and venue, transport availability, volunteers, security, disability access, and amenities. All must be kept within budget with well-planned communications.

We can help you plan a great event, so before you start read the event starter guide.

Don't forget the approvals

In all the excitement of planning a festival, don't forget there's a range of local and state government authorities you need to speak to.

You must submit an early notification form to tell the NSW Government you're planning a festival at 120 days prior to the festival start date.

By using this form, you get the help you need and there's no last-minute rush on paperwork - so you can focus on putting on the best festival possible.

Icon of Music festival calendar - 12 months out

12 months out

Start planning now

At least 12 months out from your festival’s start date, you should begin planning how to meet your regulatory requirements.

Festivals can vary from small and exclusive to large and commercial, or family-friendly to high-energy dance, or a full metal fest. Either way, it is a lot of work. 

Read below to learn more about who you need to contact.

People meeting park bench

Contact the local council at your festival location

Certain music festivals will require approval from your local consent authority (local council) before they can be held.

Council approval times vary, so be sure to contact them at least 12 months out.

Councils also have different application processes, these can include a development application (DA), event application, emergency management plan, food safety, traffic, noise and environmental management.

The Office of Local Government can help you contact the local council.

Find your local council

Contact L&GNSW, NSW Health, NSW Ambulance, NSW Police and SafeWork NSW

These NSW Government agencies will partner with you to ensure you run a safe and successful festival.

Contact Liquor & Gaming NSW

L&GNSW decides if your event requires an agreed Health and Medical Plan (HMP). To start the process, fill in the music festival early notification form at least 120 days before your festival is due to start. L&GNSW will use the information you provide in the form, along with other information from other stakeholders, to determine if you need an agreed HMP.

There is more information about the HMP below. If you have any further questions on the process before you are directed whether you need to have an agreed HMP, you can email the music festivals team.

More about health and medical plans

People in a stand up meeting

NSW Health and NSW Ambulance

If L&GNSW notifies you that your festival requires an agreed HMP, you will be required to consult NSW Health on preparing your HMP.

If your music festival requires an agreed HMP, you will be provided information from L&GNSW on who to contact in NSW Health regarding your plan. NSW Health has also developed a health and medical plan template to assist you to plan and document the resourcing you'll need to manage health medical risks at your festival. You can visit the NSW Health website for more information.

If your music festival doesn’t require an agreed HMP, from 1 March 2025, you will still need to prepare a HMP as part of your planning process. However, there will be no requirement for you to formally consult NSW Health on your plan.

Learn what health services and resourcing you will need at your festival with the NSW Health Guidelines for Music Festival Organisers.

You can contact the NSW Health music festivals team if you need advice on how to make your music festival safer, email NSW Health.

To find contact details for NSW Ambulance and the Local Health District where your event will be held, visit the NSW Health website.

Email NSW Health

Strata building developer man in tie smiling at camera.

Contact NSW Police

NSW Police will be able to work with you to keep your festival attendees safe and secure. NSW Police may ask you to enter into a  user pays agreement with them. If you enter into an agreement with NSW Police for user pays police, you will not pay for drug detection dog activities unless you have expressly requested this service from NSW Police. 

Visit local police districts to find the contact details of your local police district for your festival.

Security incident register

If security will be at your festival, the security licensee will need to keep a security incident register. Security activities include:

  • acting as a bodyguard
  • crowd controller, and
  • patrolling, protecting, or guarding property. 

Learn how to do a security incident register.

Law enforcement and safety schedule

If you are required to have an agreed HMP, NSW Police may request that L&GNSW direct you to prepare a law enforcement and safety schedule. NSW Police may request conditions as part of a law enforcement and safety schedule. L&GNSW will advise you if this is the case.

Contact NSW Police

SafeWork inspectors working with police.

Contact SafeWork NSW 

SafeWork NSW will help you meet your workplace health and safety requirements. 

Learn how to manage the health and safety of workers, volunteers and the public by reading:

Visit SafeWork NSW for more information.

Contact SafeWork NSW

Safework inspector

Contact Fire and Rescue NSW

Contact Fire and Rescue NSW to confirm what support is required during your music festival and what safety precautions should be in place before your music festival starts for emergency and incident planning. 

Visit NSW Rural Fire Service to contact the Area Command of your festival. 

Contact NSW Fire and Rescue

Photo of a fire fighter next to a fire engine, opening a hydrate.

You are almost there! This is the final check-off point. 

Are all agencies and staff fully briefed (see next section Keeping everyone up to date)? Has your staff roster been locked in? Do staff understand their roles? Have you received all approvals? 

Image of icon of hand shake

Keeping everyone up to date

Regular stakeholder briefings are very important to keep all involved updated on the progress of your festival. 

Stakeholder briefings

You will need to hold stakeholder briefings before, during, and after your festival. 

This will ensure all stakeholders involved in running your festival understand their role and your plans to manage the risks at your festival. 

When planning your festival, your briefings will cover topics that may not be relevant to all stakeholders. You must ensure each stakeholder is briefed in relation to their role. 

Depending on the topic to be covered at a briefing, you may invite all stakeholders or a select group of stakeholders.

These stakeholders may include venue operators, performers, security providers, caterers, and others.

Remember to keep detailed attendance and minutes of all stakeholder briefings that you organise.

A woman raising her hand to vote in a strata meeting

Briefings with health stakeholders

It is important for event organisers, onsite medical providers, NSW Ambulance, other relevant NSW Health stakeholders and peer-based harm reduction services to have a shared understanding of how they’ll work together at the event. 

The recommended timings for health-focused briefings before, during and after events are set out in the NSW Health Guidelines. 

Hands open in explanation gesture in a meeting with a laptop on a table

Health and Medical Plan

If determined by L&GNSW, a Health and Medical Plan (HMP) must be agreed to by NSW Health before the music festival can be held.

L&GNSW has developed a music festivals health and medical plan and schedule (PDF 89.89KB) to assist festival organisers understand each step and the indicative timeframes within the HMP process.

Don't leave it to the last minute

If you need an agreed HMP to hold your festival, don't leave it to the last minute - it can take more than three months to complete.

You must submit an early notification form to notify the NSW Government about your festival at least 120 days before your event. 

Not all music festivals need a HMP agreed with NSW Health.

How to complete a health and medical plan

  1. If you have been advised by L&GNSW that you require an agreed HMP, L&GNSW will provide information on who to contact in NSW Health to prepare your plan, and the template for your plan. 
  2. If you do not require an agreed HMP, from 1 March 2025, you still need to have a HMP in place for your festival. Further information on the HMP requirements for these festivals will be provided closer to the 1 March 2025 date. 
  3. Read the Guidelines for Music Festival Event Organisers, this will help you know what to put in your HMP.
  4. When filling out your HMP, speak to NSW Health and NSW Ambulance. They will be able to provide feedback. 

60 days before your event start date - submit your HMP

Once completed, email your HMP to NSW Health at least 60 days before the event start date.

Submit HMP to the music festival team

After you submit your HMP 

NSW Health will review your HMP and contact you by email if any changes are needed.

If updates are made to your HMP after submission, email those updates to NSW Health. It is quite common for festival organisers to need to submit amended plans. It is in your interest to submit plans and amendments early so agreement can be reached with NSW Health in time for your event to proceed.

Law Enforcement and Safety Schedule

If you are required to have an agreed HMP, you may be required to prepare a law enforcement and safety schedule, if determined by L&GNSW after a request by NSW Police. L&GNSW will advise you if this is the case.

If you are required to submit a law enforcement and safety schedule, L&GNSW will notify you and advise you of the next steps.

If you have any questions, you can email the music festivals team. 

FAQ's

Common questions we get asked a lot from music festival organisers, including more information on the recent reforms to the Act.

Music festival common questions

Related information

Last updated:
Top of page