Public Event Application

The Shire of Waroona requires an event application to make events safer, provide a consistent process, and meet necessary requirements of authorities and organisations involved with the implementation of events. Organisers of public events are responsible for protecting the health, safety and welfare of those who may be affected by the event. Also, organisers want to ensure the community is having a great time, which can only happen in a safe environment. The process of applications helps in achieving this goal. 

A Public Event Application is required to be submitted a minimum of 6 weeks prior to the event taking place. Please use the Public Event Toolkit as a guide to assist you in the organisation and application of your event. 

The Public Event Application processing fee is set at $65 as outline in the Shire of Waroona 2024-2025 Fees and Charges. Additional charges may apply in relation to Venue Hire, Key Bonds, Traffic Management, etc. 

If you require any assistance in completing the application process, or you have any other queries regarding your event, please contact the Shire's Community Development Team on 9733 7800, or email cdo@waroona.wa.gov.au.

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Event Details

Organiser Details

Event Venue

Have you booked this venue or reserve?*This field is required.
Will you require vehicle access onto a reserve?*This field is required.
Is there adequate provision of potable water?*This field is required.
Is there adequate provision of toilets?*This field is required.
Do you require changerooms?*This field is required.

Event Promotion

Are you erecting signage or banners for your event?*This field is required.

If erecting signs or banners on a main road, organisers must seek approval from Main Roads WA.

Should you decide at a later stage of planning to erect banners or signage, you are required to contact the Shire of Waroona. 

Do you wish to have your event promoted on the Shire of Waroona website and Facebook page?

Public Liability

Do you have Public Liability Insurance?*This field is required.

All events held on Shire of Waroona owned land and/or facilities require Public Liability Insurance with a minimum of $10 million coverage. Please obtain advice from your insurance company on how to effectively address your needs. 

Your Certificate of Currency must be provided to the Shire with your application prior to the event. Please upload your certificate on the Checklist and Document Upload page.

The Event organiser must also investigate and arrange any other appropriate insurance to cover the event. Examples of other insurances that may need to be provided are:

  • Workers Compensation Insurance
  • Volunteers Insurance
  • Motor Vehicle Insurance
  • Public Liability Insurance of any sub-contractor.

Risk Management

Have you completed a Risk Management Plan?*This field is required.

An Event Risk Management Plan must accompany your Public Event Application. The Shire can provide a template if required. Please upload your plan on the Checklist and Document Upload page.

By identifying risks and addressing potential hazards, you minimise the risk to organisers, stakeholders, and attendees. This ensures a safe and successful event. Your Risk Management Plan should include:

  • Event details
  • Stakeholders
  • Risk and hazard identification
  • Assessment - the consequence and likelihood of a hazard
  • A risk matrix analysis
  • Action response plan

Incident Management

Have you notified local authorities of your pending event?*This field is required.

It is the event organisers responsibility to notify local authorities of their pending event. This includes Police and Fire and Emergency Services. Please find their contact details below. 

Waroona Police Station: 9733 7400 or waroona.police.station@police.wa.gov.au

Waroona Volunteer Fire and Emergency Services: waroonavfes@vol.dfes.wa.gov.au 

It is also the event organiser's responsibility to ensure there is adequate access to First Aid available at the event. A risk assessment carried out by event organisers will determine the level of First Aid or Ambulance attendance required. 

Consider having an Incident Report Form to capture all incidents and/or accidents at your event. 

Have you considered detailed First Aid arrangements for on-site emergencies should an incident occur?*This field is required.
Will an Ambulance be in attendance?*This field is required.

Public Safety

Do you require Security or Crowd Control at your event?*This field is required.

Choosing appropriate security is essential to the success of an event and the safety of the public. The event organiser needs to examine the risks involved with the event by asking for example: 'What could happen?' or 'What if?'. The answers will determine whether police, private uniformed security, or simply event staff are required.

Traffic Management

Will you require a road closure? If yes, please detail below.*This field is required.

Should there be a possibility that the usual flow of traffic will be affected by the event, the Shire of Waroona and/or Main Roads WA requires a Traffic Management Plan to be submitted. WA Police, the Shire and/or Main Roads WA must receive Traffic Management Plans 6-12 weeks prior to the event to ensure approval.

The Traffic Management Plan must conform to Australian Standard AS1742.3 and to the Traffic Management for Works on Roads Code of Practice and must be prepared by a suitably qualified person. Inadequate plans have liability implications for Shire of Waroona and the event organiser. Further information can be obtained from the Main Roads website at https://www.mainroads.wa.gov.au/ 

A Parking Management Plan may need to be included, incorporating how the plan will be implemented and managed. Disabled access must be provided. 

Are special parking provisions required to accommodate the anticipated crowd?*This field is required.

Waste Services

Are there provisions in place for additional litter bins?*This field is required.

It is the organisers responsibility to ensure there are sufficient waste receptacles provided to ensure all waste generated by the event is disposed of thoughtfully. Please see the Public Event Toolkit for information on calculating waste and bin requirements. All venues used for events are to be left completely free of rubbish and debris.

Please contact Cleanaway on 1800 213 753 to arrange any additional bins for your event.

Do you wish to make use of the Shire's Containers for Change bin stations?

The provision of Recycling and Containers for Change bin stations is strongly encouraged by the Shire. The Shire's Community Development Team can supply Containers for Change bin stations if required.

Electrical

Have you considered access to power for your event?*This field is required.

The event organiser is responsible for arranging the supply and installation of electricity for the event. Power access and requirements should be discussed with the property manager of the venue.

All generators, electrical cabling, switches, fuses and the like should be kept clear of patrons and be properly and safely secured. Electrical cables should be laid underground or overhead in compliance with all necessary legislation. NO cables are to lie on the ground, unless adequately protected to the satisfaction of the Shire as they can present a serious hazard.  All electrical equipment must be appropriately tagged and comply with legislative requirements.

A licensed electrical contractor is required to certify any electrical installations (ie. outlets) and complete the Certificate of Electrical Compliance and Certificate of Testing for Portable Electrical Equipment.  A licensed electrical contractor is also required to certify any flexible cords, extension sets, portable outlet devices and residual current devices to ensure that they have been tested and tagged within six months of the installation at the event.

Any stairs, ramps, and exit paths in areas where lighting will be dim or extinguished must have safety lighting on a separate circuit to the main and emergency lighting.

Are you providing lighting at your event?*This field is required.
Will the main lighting be dimmed or extinguished during the event?*This field is required.

Noise

Will you be using amplification? If yes, please detail below.*This field is required.

Amplified equipment such as stereos and musical instruments and any other activities which are likely to cause noise above the assigned levels of the Environmental Protection (Noise) Regulations 1997, may be required to apply for a Noise Exemption from the Shire 60 days prior to the event. The organiser will be advised if this is required.

Community activities that are exempt under Regulation 16 of the Environmental Protection (Noise) Regulations 1997, do not need to apply; these include agricultural shows, fairs, fetes, exhibitions and specific church events. 

It may be required that events involving noise such as amplified music must notify surrounding residents 7 days prior to the event by way of a mail drop. This should include a contact number of the event organiser. Considerations should be given to the location of speakers and other equipment to minimise the disturbance to surrounding residents. The organiser will be advised if this is required.

The Shire pays an annual One Music License for Shire owned facilities and reserves. Refer to https://onemusic.com.au/licences/government/local-government/ to determine if an additional license is required for music copyright at your event.

Have adjoining property owners been notified of the potential noise disruption?

Structures

Will you be erecting tents or marquees? If yes, please detail below.*This field is required.

Tents, marquees and stages are classified as public building structures and require approval for construction. If the event organiser is leasing this equipment from a supplier, it is recommended that structural certification is obtained from the supplier, prior to the goods being booked, to avoid complications. If the supplier is unable to provide this report, they are required to provide a Certificate of Structural Integrity for a Temporary Structure/Marquee. 

For structures over 54m2 a Certification of a Structural Engineer is required and should accompany the Certificate of Structural Integrity for a Temporary Structure. A completed Application to Construct, Extend or Alter a Public Building is required for the construction of the structure.

Where it is proposed to install seating stands, full structural detail and plans will be required and accompanied with certification from a practicing structural engineer. All seating stands must comply with the Health (Public Buildings) Regulations 1992.

Please note that pegs and posts of temporary structures have the potential to damage underground reticulation systems. The event organiser will be responsible for damaging the reticulation system and will be liable for the cost of repairing the damage.

Is your structure over 54m²?
Will you be erecting any stages, lighting bars, or speaker stands?
Will you be erecting any spectator stands? If yes, please detail below.*This field is required.

Catering

Is there any sale or serving of food or drink items?*This field is required.

All commercial food vendors are to comply with the Food Act 2008 and the Food Standards Code. They must provide a copy of their Local Government Certificate of Registration of a Food Business, Liability Insurance, and a Food Supervisors Certificate. The event organiser is required to capture these details for each food van/stall and submit a list to the Shire at least 10 business day prior to the event.

*A fillable Food Vendors and Amusements Form will be supplied with your Event Approval Letter.

If there is intent to sell, serve or supply alcohol, a permit is required from the Department of Racing, Gaming and Liquor. Applications must be submitted at least 14 days prior to the event. Please contact the Department for further information on 1800 634 541 or https://www.dlgsc.wa.gov.au/racing-gaming-and-liquor. 

Permission for the consumption of alcohol should also be obtained from relevant organisations such as: 

  • Shire of Waroona
  • Police
  • Owner of the premises

Amusement Rides

Are you planning Amusement Rides for your event?*This field is required.

Event organisers are required to provide a list of amusement rides attending the event to the Shire at least 10 business days prior to the event taking place. 

*A fillable Food Vendors and Amusements Form will be supplied with your Event Approval Letter.

Amusement rides must comply with Australian Standard 3553 and be inspected and maintained by a competent person. Yearly inspection of structures, and regular maintenance should be recorded in a logbook and the organisers should ensure each operator has an up-to-date logbook.  Amusement rides must also be registered with Worksafe in the current owner's name. It is the event organiser's responsibility to check the registration is current. Operators should also have an installation checklist that is completed after each installation. 

Please note that the use of bouncy castles and inflatables are strongly discouraged from being used in an outdoor environment. If using these items, they must be installed and maintained by a reputable supplier, and an extensive risk assessment must be carried out. 

Aircraft

Are you planning on an aerial display or landing?*This field is required.

The use of airspace and/or helicopter landings must be approved by the Civil Aviation Authority. To find out more information and obtain approvals, please contact 131 757 or by visit https://www.casa.gov.au/.

Will you be flying a drone at the event?*This field is required.

Fireworks

Are you planning a fireworks display?*This field is required.

If you intend to conduct fireworks at your event, you must obtain a relevant application form from the Department of Local Government, Industry Regulation and Safety. For more information, and to download the required form, please visit https://www.wa.gov.au/government/multi-step-guides/fireworks-and-pyrotechnics-licensing-permits-and-notices.

The application form requires the signature of approval from local Police, Fire and Emergency Services and the Shire of Waroona. Approval by the Shire of Waroona may be subject to an application fee. 

Please submit copies of approval documents from the Department of Local Government, Industry Regulation and Safety to the Shire prior to the event. 

On-Site Living

Do you require on-site living (camping) during your event?*This field is required.

Approval is required from the Shire for any on-site living arrangements. The following details are required to be provided in writing to cdo@waroona.wa.gov.au at least 10 business days prior to your event:

  • Estimated number of campers, tents, caravans expected
  • Arrangements made for waste water, toilets, showers, disposal of rubbish, potable water access
  • Duration of stay
  • A site plan (map of the event)

*A fillable form will be supplied with your Event Approval Letter.

Entry/Exit

Will entry to the event be controlled via fencing, gates, or being indoors?*This field is required.

For indoor events, exit requirements are as determined by the Building Code of Australia. For outdoor events, each fenced or separated area must have at least two exits (gates or doors).

Please ensure that Emergency Services can access the event site in the case of an emergency.

Checklist and Document Upload

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Validate and Submit Form

By submitting this form, you are making the following acknowledgement:

I confirm as the event organiser that I am seeking approval to host an event within the Shire of Waroona and acknowledge that the information I have provided is true and correct. I accept full responsibility for any damages incurred to the premises, land under the care and control of the Shire of Waroona, or reserves including reticulation and sprinklers, water mains, electricity, toilets and change rooms, fences and fixtures as a result of our activities during the specified hire period and will ensure compliance with the Shire of Waroona's conditions of hire and local laws. I will indemnify the Shire of Waroona against any action, suit or proceeding cause by my failure to observe all statutory and other requirements, or as a result of my negligence or wilful actions. I will ensure that appropriate liability and other insurances are in place for the activities to be conducted. I understand that the Event Application and Public Event Toolkit is a guide, and has been compiled according to a number of statutory requirements. There could be other requirements that exist outside of the package and that as the event organiser I am responsible for. 

 
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