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Event Application Process
Depending on the size and nature of the event you wish to stage, you may need to apply for event approval.
- Private events do not require event approval.
- Small, large, and major events all require event approval.
We recommend that you apply for your event approval as soon as possible and/or no later than 6 weeks prior to the event. The time it takes to process and approve your Event Application will depend on the complexity of the event and your ability to submit the required information.
- Small events – Attendance 40 to 200 people, with minimal infrastructure
- Large events – Above 200 participants/spectators, with extensive infrastructure
- Major events – Above 2,000 participants/spectators, with extensive infrastructure
The event application will require you to submit the following documents:
- a completed event application
- a copy of your Public Liability Insurance (for a minimum value of $20,000,000)
- a risk management plan
- a site map
Large and major events will also be required to submit:
- a program/schedule of the event
- an Operations Manual
- a Businesses and Residents Notification Letter
If applicable, you may be asked to provide the following documents:
- Liquor Licence details
- Traffic Management Plan
- Certificate of Compliance for any electrical requirements in accordance with AS/NZS 3002
- Any additional relevant documentation
Once the application has been submitted with the relevant documentation, our Events Team will be in contact with you to discuss the details of your event.
The submission of an application does not imply the event is confirmed.
It is a registration of interest only. This includes events that have previously occurred and events that have been held on an annual basis.
Once your approval has been granted, it provides the Applicant/Event Organiser exclusive use of the area, protecting the Applicant/Event Organiser against potential booking conflicts.
Individuals or groups deemed to present a nuisance or an obstruction to your event may be removed from the area. If you require assistance during the event for parking issues, access issues, or disruption to your event from other reserve users, please call a community safety officer at (08) 8229 9999 (this call may be actioned by an after-hours answering service).
The Event Approval is non-transferable and is only valid for the date and time specified.
Event application assessments are guided by the council's Events Strategy. Council has the right to refuse the hire of any council reserve or foreshore area at its discretion.
Such circumstances may include, but are not limited to:
- Inadequate information or lead time to assess an application.
- Undesirable impacts on and likely inconvenience to the general public, local residents, and businesses.
- Concerns from the council’s Event Management Team that the Applicant/Event Organiser does not have the resources and necessary experience to suitably manage the activity.
- Unpredictable and/or controversial aspects of a proposed event or conflicts with other events already approved for the area.
- Inability to provide required licenses, permits, certificates, etc.
- Submission of an application to hold an event that is not consistent with Council's values and objectives.
Failure to submit the required documentation by the deadlines and make payment of all fees will result in the cancellation of your approval.
Council will not accept any liability for loss, damage, or any financial consequences as a result of the event application being cancelled or revoked.
Event Application
Event Terms and Conditions
Conditions of Hire
- Hire, Bond Fees and Grass Remediation Levy may change without notice.
- Fees may vary depending on event requirements.
- Bonds are charged to cover any damage or loss occurs, a notice will be issued specifying the cost required for repair or replacement, or the penalty for breaching the noise management procedure.
- Grass Remediation Levy is to ensure the optimal presentation of public parkland and reserves at all times, it serves as both a proactive and restorative measure and is specific to each event.
- If the venue is returned in the same condition it was supplied, the bond will be returned within 4 weeks of the event completion date.
- Bonds may be held and additional charges incurred if significant damage has occurred throughout the event.
- The applicant is held responsible and accountable for any additional fees incurred and invoices MUST be paid in line with our terms.
Hire Fees and Bond - effective 1 July 2023
| Type | Hire Fee - inc. GST | Bond | Grass Remediation Levy | Event Bins (per bin - inc. GST) |
| Administration Fee (minimum fee to cover administration costs) | $292 | NA | NA | $18 |
| Vehicle Display | $539 | Subject to event | Subject to event | $18 |
| Small Recreational Events - (i.e. 50-200 core participants) | $707 | $707 | Subject to event | $18 |
| Large Events (i.e. 200+ core participants) | $2,043 | Subject to event | Subject to event | NA |
| Commercial Events | $2,759 | Subject to event | Subject to event | NA |
| Promotional Activities (up to 4 hours) | $776 | Subject to event | Subject to event | NA |
| Promotional Activities (full day) | $1,869 | Subject to event | Subject to event | NA |
| Hire of Jetty (up to 4 hours) | $776 | Subject to event | NA | NA |
| Hire of Jetty (full day) | $1,869 | Subject to event | NA | NA |
| Filming Permit | $540 | $540 | Subject to event | NA |
| Multi-Day Events - Low Impact events | Starting from $2,930 per week, or part thereof | Subject to event | Subject to event | NA |
| Multi-Day Events - High Impact events | Starting from $3,670 per week, or part thereof | Subject to event | Subject to event | NA |