To ensure that the sale and supply of alcohol takes place responsibly, it is a legal requirement under the Sale and Supply of Alcohol Act 2012 that you have a licence before you can sell or supply alcohol.

Special Licence Information:

Types of Licence

To sell or supply alcohol either as a business, club or at a special event, you must apply for the appropriate licence.

There are four types of alcohol licence:

• On Licence (e.g. pub, restaurant, cafe, bar)

• Off Licence (e.g. bottle store, supermarket)

• Club Licence (e.g. sports club, Returned Services Association)

• Special Licence (e.g. events and functions)

What is a Special Licence?

A special licence is a licence to sell and supply alcohol, on the premise or area described in the licence, to any person attending any occasion or event or series of occasions or events described in the licence.

When is a special licence required?

If you are to hold an event where alcohol will be sold either over the bar, by a ticket system, or the cost of alcohol is included in pre-sold tickets, you are deemed to be selling alcohol and a special licence is required.

Who should make application?

The application must be made in the name of the person or legal entity that receives the proceeds from the sale of alcohol. This could be in the name of an individual, company, partnership or other entity. Please see over page "who can apply for a special licence". Applicants must be over the age of 20.

How to apply for a special licence

The Act requires applications to be submitted at least 20 working days before the event. You are therefore advised to submit your application at least 6 weeks before the date of your first event. Documents must be filed with the application form as outlined in the checksheet. The fee must be paid at the time the application is filed. To avoid delays, it is advised to arrange a pre-lodgement meeting with the Licensing Inspector to ensure you have completed the application correctly and have all the required supporting documentation.

Special Licences - December to February

Special licence applications for events planned from 20 December through to mid February must be lodged with the Waitomo District Licensing Committee by November. This is because under the Sale and Supply of Alcohol Act 2012 non working days for processing Licences are 20 December - 15 January the following year.

Application fee

There are 3 categories for fees (GST inclusive), dependent on the nature of the event/s.

• Large event - more than 400 people 

• Medium event - 100 - 400 people 

• Small event - less than 100 people

If, in the opinion of the Licensing Inspector, your event is of a different class to which you have advised, you may be required to pay the difference in fees. Multiple events must be of a similar nature or separate applications will need to be sought.

Large Events

An alcohol management plan is required if you are holding a large event. You must described how you propose to deal with matters such as security, monitoring, interaction with local residents and public health concerns.

Payment Options

Note: For your application to be processed your payment must be received together with this form and required information (as per checklist).

You can make your payment at our Customer Services & Visitor Hub at 160 Rora Street, Te Kūiti. Payment can be made by cash, eftpos or credit card.

You can make an online payment through your internet or phone banking by using the information below.

Account details

Name of account: Waitomo District Council Account number: 03 - 0449 - 0070201- 00 Particulars (to appear on WDC statement): Special Licence Reference (to appear on WDC statement): Applicant name - as per section 2. Details of Applicant.

Details of Certified Manager(s) or Responsible Person(s)

A person must be appointed to manage the conduct of the sale, supply or consumption of alcohol.

• If the event is small or a private social gathering, it may be sufficient for a responsible person to be nominated. You will however be required to complete an Application for Exemption and provide details regarding the responsible person(s) operating the bar. If you advise a certified manager in your application, this would be an advantage.

• For larger events or events that are open to the public, the District Licensing Committee may require a person who holds a manager’s certificate to be appointed and present at all times alcohol is being sold, supplied or consumed.

Designation of areas

These definitions relate to the age of persons allowed to be present on the licensed area and may be chosen by the applicant or imposed by the District Licensing Committee.

• Supervised means that persons under 18 years of age may only be present if accompanied by a parent or legal guardian.

• Restricted means that no persons under 18 years of age may be present.

• Undesignated means that person of any age may be present

Provision of food, non-alcoholic drinks and low alcoholic drinks

Food, non-alcoholic drinks and low alcoholic drinks must be available at all functions for which a special licence is issued. In keeping with host responsibility and accepted practice, food must be available at all times. Full details of what type of food will be provided and when the food will be available must be detailed in the application.

Procedure

A copy of the application will be sent to the Police, Waikato District Health Board and Licensing Inspector for report.

The following matters are taken into account by the District Licensing Committee when considering an application: •

• the nature of the application

• the suitability of the applicant, including character, reputation and any recorded convictions

• the days and hours alcohol is to be sold, supplied or consumed

• the areas (if any) that are proposed to be designated as ‘restricted’ or ‘supervised’ areas’

• the steps to be taken by the applicant to ensure that the requirements of the Sale and Supply of Alcohol Act 2012 are observed

• the sale and supply of non-alcoholic and low alcoholic refreshments and food

• reports from the Police, Waikato District Health Board and Licensing Inspector

Opposed Applications

If the application is opposed by the Police, Waikato District Health Board or Licensing Inspector, you will be given the opportunity to present your application before the District Licensing Committee.

Types of Special Licences

There are two types of special licences:

1. On Site

• Allows the sale of alcohol which will be consumed at an event, in an area where no licence is currently in force, or

• Where an existing licence is in force but which may authorise the sale of alcohol at times not permitted by the existing licence or in an area not covered by the existing licence or to persons not permitted by the existing licence.

2. Off Site

• Allows the sale of alcohol that will be taken away and consumed at another place. This also allows free samples to be supplied. An off-site special licensee can only sell their alcohol.

Waitomo District Local Alcohol Policy

Applicants should have regard to the policy on Special Licences. The Policy is available HERE.

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