Public community events

A full Event Application is required if your event:

• Is held on City-managed land; or

• Any venue across the City (including City facilities, roads, footpaths, parks, gardens and reserves as well as National Parks, privately owned or developer land, schools etc).

What you may need to provide

Depending on the event, you may be asked for:

• Event layout or site plan

• Risk management plan

• Emergency management arrangements

• Electrical compliance documentation

• Temporary structure approvals

• Noise management details

• Food stall registration/notification

• Public liability insurance.

Your event is not approved until the City has assessed and confirmed all required documents.

Public community event application

1. Your application will be reviewed by the City’s appropriate approval departments, and you should receive an outcome within 15 business days.

2. If additional information is required, the City may contact you to request further evidence to support your application. 

3. Event organisers are responsible for compliance with relevant legislation and other approvals.

1. Once you have received your official event approval notice, you can proceed with your event.

2. Please make sure you have all relevant documents, approvals and licences with you on site on event day. A City Environmental Health Officer may attend your event to ensure compliance.

3. Your event may be reviewed in accordance with the City's audit and compliance process. This allows refunds of bonds and other payments.

Event organisers must hold Public Liability Insurance of at least $20 million, with the insurer registered with APRA or approved by Council. All service providers (e.g., security, food vendors, amusement operators) must also have coverage.

Requirement: Attach evidence of insurance, including Certificates of Currency for all providers showing Product and Public Liability Insurance of $20 million minimum.

A detailed site plan is essential for event assessment. It must:

• Be to scale with dimensions of all elements

• Include North arrow and legend

• Show locations and sizes of: 

• Exits and emergency exits

• Fencing and gates

• Fire extinguishers and hose reels

• Amenities (toilets, bins, food outlets, water, first aid, lighting)

• Power points, generators and cables

• Marquees/tents >10m²

• Parking and vehicle access

• Entertainment areas (rides, stalls, stages)

• Disability access

• Additional plans may be required for: Emergency Evacuation, Electricity, Signage, Disability Access, Amenities, Noise, Lighting/Sound, Entertainment Layout, Parking and Access.

Requirement: Submit a comprehensive site plan(s). Incomplete plans will delay assessment.

Risk management ensures safety and success. Mandatory for events with over 1,000 attendees; recommended for all events.

Resources:

• Public buildings and mass gatherings (WA Department of Health) (PDF)

• Insurance Commission WA  

• Our Community Risk Management Checklist

Requirement: Submit a Risk Management Plan and Emergency Evacuation Diagram.

Public events are classified as public buildings under legislation. A Certificate of Approval is required before the event, confirming safe capacity.

• Complete and submit: Public Community Event – Public Building Application Package
• For temporary structures >10m², submit Form 2 with the Building Application
• Resources: Public buildings and mass gatherings (WA Department of Health) (PDF)
• Requirement: Attach Form 1 with your Event Application.

Public Building Application Package (PDF)

The City provides limited reserves with reticulated power, tested and certified every six months by a qualified electrician. Electrical supply must come from reticulated mains or approved generators.

Standards:

• No single-phase generators ≤10kVA

• Electrical equipment must connect to mains or large generators

• Generators require their own earth electrode

• Electrical outlets must have RCD protection

• Leads and RCDs tested and tagged every 6 months

• Joints and connections must be inaccessible to the public and protected from moisture

• Installations must comply with AS 3002 – Electrical Installations for Shows and Carnivals

• All cables must be tagged, elevated, covered, or buried to prevent trip hazards

• No cords on the ground and hot water cannot be transported across fields

Compliance:

Licensed electrical contractors must test leads and power boards every 6 months and tag them with: 

• Item ID

• Test date

• Contractor details

• New equipment must be tagged with its commissioning date

• Submit Form 5 – Certificate of Electrical Compliance for any electrical work before the event

Requirements:

1. Ensure all electrical installations meet the above standards

2. Attach Form 5 Certificate of Electrical Compliance with your event application

Areas available to the public at night should be illuminated.

Requirements:

• Illumination: All public areas must be lit for the entire event and during exit. Lights should be switched on 1 hour before sunset to allow repairs if needed.

• Emergency lighting: A system must provide instant floodlighting for crowded areas and exit paths. 

  • Must be independent of other lighting

  • Controlled from a location staffed at all times

• Power supply: Outdoor events require two separate power sources (e.g two generators or mains plus generator) with lighting power distributed between both.

While seating is not legally required, it is recommended to provide a seating or rest area for patrons.

Guidelines:

• Minimum 300mm between rows

• No more than 10 seats in a dead-end row

• No more than 17 seats in rows between aisles

• If row spacing exceeds 500mm, longer rows are allowed

• Aisles must be at least 1 metre wide

• Raised seating areas must have secure guardrails on sides and rear.

Event organisers must provide adequate toilet facilities for the entire event. 

Requirements:

• Submit details of portable toilets (number and location) for City approval

• Ensure water supply and access to a plumber if needed

• Toilets must be: 

  • Regularly cleaned

  • Stocked with toilet paper, soap, hand towels

  • Bins emptied

• All facilities must be well-lit at night

• Provide at least one unisex accessible toilet at every event

• Follow Department of Health guidelines (see pages 137–138 of Guidelines for Concerts, Events and Organised Gatherings).

All events must provide adequate first aid facilities in line with Department of Health Safe Event Guidelines.

Guidelines:

• Minimum Provisions

• 2 first aid posts

• 4 paramedics (two per post)

• 1 ambulance on-site

• Additional staff as outlined in your First Aid Plan.

Important:

• First aid is required at all events

• A Medical Plan may be needed for larger events

• Ensure clear signage for all first aid posts

Please refer to the Department of Health Safe Event Guidelines.

Noise from community activities is permitted under the Environmental Protection (Noise) Regulations 1997 to balance community benefit with impact on nearby properties.

Community noise exemptions

Noise limits do not apply to:

• Spectators at sporting activities

• Meetings or processions

• Recreational/educational activities at schools

• Agricultural shows, fairs, fetes, exhibitions

• Meetings for divine worship.

Non-complying events

Events likely to exceed permitted noise levels must apply for Regulation 18 Approval at least 60 days before the event.

Criteria

• Provide mobile contact details of the responsible person to City Health Services

• Responsible person must be on-site and control noise levels

• Amplified music must cease by 10.30pm (extensions to 11.30pm at CEO discretion)

• Pre-event sound checks: 

  • Prior to event day: 9.00am - 7.00pm (max 60 mins)

  • Event day: 11.00am - 7.00pm (max 60 mins)

  • All checks require City approval

• Acoustic Consultant must monitor sound during Regulation 18 events

• Immediate compliance if instructed by authorities

• Submit verbal report of complaints next business day

• Formal noise monitoring report due within 14 days.

Requirement

Submit Regulation 18 Approval 60 days prior to the event.

 A food stall includes any stall, truck, or van selling food or drinks. 

Event organiser responsibilities:

• Provide a list of all food vendors and their certificates

• Ensure vendors comply with the Food Act 2008 and Food Standards Code.

Vendor requirements:

• City of Wanneroo registered food businesses: 

  • No forms or fees if activities match registration

  • Notify Health Services via health@wanneroo.wa.gov.au

• Vendors registered in another Local Government: 

  • Submit Food Business Notification and Registration Form

  • Provide Food Business Registration Certificate

  • Pay $36.50 notification fee

• Vendors without Food Business Registration cannot trade.

Drinking water requirements:

• Free drinking water recommended for daytime events: 

  • 2L per person or 500ml per hour, whichever is greater

  • 1 portable water outlet per 500 people (hand wash basins not acceptable)

• Licensed events must comply with Liquor Control Act 1988 and provide free water.

  
  

If alcohol will be sold or supplied, approval must be obtained from the Department of Local Government, Industry Regulation and Safety.

Requirements:

Applications must include:

• A copy of the Liquor Licensing application form

• A site plan showing the size and location of the licensed area

• Licensed security if a liquor licence is granted.

 Event organisers must ensure all temporary structures and amusement rides are installed, certified, and approved before the event.

Requirements:

•  Advice of Installation and Certification: Temporary Structures and Amusement Rides completed by a qualified person and submitted to City Health Services within 48 hours prior to the event via email health@wanneroo.wa.gov.au.

  • Required for: 

    • Structures larger than 9m²

    • Stages larger than 1m high

    • Spectator grandstands

• Certificate of Manufacture and Installation

  • Required for structures larger than 50m²

  • Submit before event commencement

• Patrons must NOT erect temporary structures.

 All entries and exit paths are to be unobstructed at all times throughout the event.  All designated exits are to be provided with adequate visible signage at all times.

Requirements:

• Where only one exit is provided the capacity is limited to fifty (50) people

• Exits must: 

  • Be attended at all times

  • Be clearly numbered for emergency identification

  • Open in the direction of egress

  • Be wide enough for safe evacuation

• Dual-direction lanes: minimum width 2.5m

• Tent side walls may use Velcro fastenings for exits.

Event organisers must ensure adequate parking for attendees, including ACROD bays.

Guidelines:

• Provide sufficient Event Parking and clear signage

• ACROD bays must comply with regulations

• Event staff are not exempt from parking rules

• Parking on reserves requires City Parks approval

• Parking marshals may be needed; ensure clear procedures

• Shared facilities must retain parking for non-event patrons

• Any road closures or traffic changes must be discussed with City Engineering.

Parking Plan

For events with parking shortfall or 1,000+ attendees, submit a Parking Plan showing:

• Event location and entry/exit points

• Parking areas with bay numbers

• Regulatory and advisory signage

• ACROD bays

• Parking marshal locations

• Existing parking for other users.

Include:

• Parking management strategy

• Alternative transport options (e.g public transport)

• Patron notification plan.

Events will not be approved without adequate parking or alternative arrangements. 

Rangers may issue infringements for non-compliance

If your event has a potential to impact traffic movements (vehicle or pedestrian) on a road or within a road reserve a Traffic Management Plan (TMP) will need to be submitted via the online Traffic Management Plan Application Form for review and acceptance.

Additionally, full or partial closure of any of the City’s roads will require the submission of a ‘Temporary Suspension of the Road Traffic Act’ form for sign-off by the City and the local Police. For further information visit the Apply for an event permit or police services at major events page on the wa.gov.au website.

If Traffic Management is required on Wanneroo Road, Ocean Reef Road or Marmion Avenue, the TMP must be submitted to Main Roads WA (MRWA) for approval following acceptance by the City through the online Traffic Management Plan Application Form.

Security may be required based on event type, attendance, and alcohol service. All security must be arranged by the Event Organiser and approved by the City of Wanneroo.

Requirements:

• Security personnel must be licensed under the Securities and Related Activities (Control) Act 1996

• Both male and female security staff required

• Organisers must liaise with WA Police prior to the event

• Security extends to nearby property likely to be affected

• Crowd controllers remain on duty until all patrons have left

• Ensure licensed security and compliance with ratios. 

• Submit a security plan for City approval.

Crowd controller ratios

Events with Alcohol:

• 2 controllers for first 100 patrons

• +1 controller for each additional 100 patrons

Events without Alcohol (Dept. of Health guidelines):

• <1,000 patrons: 1 - 2 controllers

• <2,000: 2 - 4 controllers

• <3,000: 4 - 6 controllers

• <4,000: 6 - 8 controllers

• <5,000: 8 - 10 controllers

Low-risk events:

• 1 controller per 200 patrons (guide only).

Volunteer liaison staff may be considered for low-risk events with an approved Risk Management Plan.

Event organisers are responsible for litter collection and removal during and after the event.

Requirements:

• Arrange for bins to be emptied throughout the event if needed

• Recommended ratio: 1 bin per 100 people (adjust for event type, location, and food/drink service)

• Clean up after your event! If the site is left unclean and the City must perform a clean-up, fees will apply.

Once your event is approved, you must notify local residents within 200m of the event site via a letter drop.

Letter requirements:

• Event name and purpose

• Venue location

• Planned activities

• Start and finish times

• Noise details

• Traffic management (e.g., road closures)

• Security arrangements

• Public transport options

This is mandatory to maintain positive community relations.

Event organisers must ensure events are accessible and inclusive for all community members, including people with disabilities, seniors, parents with prams, and culturally diverse groups. This helps increase attendance and community engagement.

Key considerations:

• Accessible paths, ramps, entries, and exits

• Designated accessible seating areas

• Accessible toilets and parking bays

• Sound amplification, hearing loops, and quiet zones

• Public transport access

• Clear, inclusive signage and marketing

• Staff/volunteers available to assist

• Information in multiple formats (or on request)

• Space for wheelchairs

• Water bowls/rest areas for companion animals

• Healthy and culturally sensitive food options

• Shaded seating areas.