Inside of the White Bay Cruise Terminal
Skipped to content
  • Harbour Master's Directions
  • Port charges
  • Wave, wind and tide
  • Notices to mariners
  • ShIPs login
  • cPORTS login: Newcastle
  • cPORTS login: Port Kembla
  • Application for Activation/Event/Filming in Overseas Passenger Terminal & White Bay Venue

    Step 1: Complete the following application form. Your application will be evaluated and must comply with the Port Authority of NSW’s policy for the designated space.

    Step 2: Please review terms and conditions before the submit button

    Port Authority of NSW takes no responsibility for any third party commitments entered into by the hirer if an application is declined. Final approval for any application is only granted once contracts have been executed by both parties.

    Application/Event Description

    Mandatory field(s) marked with


    Precinct & Venue (You may select multiple by holding down control)
    Hirer Details
    Activation/Event Details
    If applicable

    Terms and Conditions

    Please note if your application is approved and a Venue Hire Agreement is entered into, you will be asked to provide the following documentation to support your application:


    Certified Copy of Public Liability Insurance in excess of $20,000,000.00 in the name of the hirer and endorsed with the name of Port Authority of NSW as an insured/interested party.

    Certified Copy of Workers’ Compensation Insurance for any employees of the Hirer involved with the use of the Authority’s Licence for this activation/event.

    Third Party Workers’ Compensation Certificates of Currency for each Contractor

    Site Management

    Scaled site plan showing activation/event footprint – please note that all structures over 1.3m in height will require engineering certification after installation

    Risk Assessment including Safe Working Method Statements (SWMS) for each contractor used in the activation or event

    Detailed rigging plan showing method of attachment and distribution of weightloadings

    Pedestrian & Traffic Management Plan

    Event Management and Production Plan

    Bump-in and Vehicle Management Plan

    Supplier Contact list including mobile phone numbers

    All contractors working on site must complete an OH&S Safety Induction for the OPT and WBCT precincts (valid for 2 years). Site inductions arranged.

    Security Assessment & Management Plan - Unless otherwise agreed, the Contractor must use the Port Authority of NSW’s security services for bump-in, activation/event duration and bump-out for asset protection of the Cruise Terminal

    Waste Management Plan - Unless otherwise agreed, the Contractor must use the Port Authority of NSW’s cleaning contractor for daily waste removal and post activation site remediation.

    Caterer – Food & Beverage provider – Current licences to operative and RSA Certification (must be on display at event)

    Special Case Activation/Event Activities

    Activation/Event Producers and hirers are advised that the following activation/events and activities require special consideration in terms of their impact on:

    1. The amenity of the public
    2. Public safety
    3. The condition and management of the public domain

    Port Authority of NSW will consider the merits of the applications and reserves the right to approve, conditionally approve or refuse any of the following activation/events:

    · Use of pyrotechnics

    · Flyer distribution

    · Parachuting

    · Activation/events involving animals

    · Carnival rides or sideshow activities

    · Mobile food vending

    · Sticker distribution

    · Money collection

    · Begging or unauthorized charity collection

    · Any activation/event which adversely affects the environment by noise, land, air or water pollution

    · Any activity that adversely affects the interests of the stakeholders or Port Authority tenants

    · Mobile BBQ or cooking facilities