The City of Armadale acknowledge the Traditional Owners and the Custodians of the land upon which we stand, work and play.
We acknowledge Aboriginal people as the First Peoples of this land and their connection to the lands and the waters, as they are part of them spiritually and culturally.
We acknowledge their ancestors, the Elders past and present, who have led the way for us to follow.
On this page you will find information on completing the event application, necessary approvals and Public Health and Safety requirements .
Confirm your venue, plan your event layout, obtain public liability insurance and lodge your event application.
1. Confirm venue booking
Check capacity numbers for the venue, number of permanent toilet facilities, and shelter or shade in case of severe weather.Ensure food trucks, temporary structures and stakes are allowed on the Oval or reserve.Check for availability of power and lights or identify need for a generator or light towers.
2. Submit Public event application form
A Public Event Application Form is required for public events that will be held on private or public land with more than 100 attendees. This form is also a useful checklist in your event planning. This form should be submitted to info@armadale.wa.gov.au prior to promotion of your event and within the following timelines:
Event Risk
Time Frame
Attendees
Examples
High Risk event
3 months
> 500
festivals, concerts, fairs
Medium Risk event
2 months
100-500
exhibitions, school fete, outdoor movie night, Christmas carols
This form enables us to provide personalised advice for your event during your organising stage so that we can help ensure your event is a great success.
Once submitted, a City representative will contact you to provide any specific feedback or considerations. Please send the completed form via email to info@armadale.wa.gov.au.
The form must be submitted prior to promotion of the event.
3. Insurance
Your event must be covered by Public Liability Insurance to the minimum value of $20 million.
Copies of ‘Certificates of Currency’ from all service providers attending the event are required to be submitted to demonstrate Product and Public Liability Insurance.
4. Site plan
A detailed layout of the event must be included with your application form to show:
Stage or other entertainment attraction (incl. measurements and area m2)
Emergency Exits
Food Stalls
Lighting
Vehicle Access Points (incl. street names)
Parking areas
Location of Marquee, Tents (incl. measurements area m2)
Site Signage
Toilet Facilities (permanent and temporary)
Seating Fenced Off Areas (incl. distances)
First Aid Post(s)
Any other facilities or significant infrastructure relevant to your event
1. Structures
For large weight bearing structures including large stages or raised spectator seating a certificate of structural compliance, signed by a practicing structural engineer is required. For non-weight bearing structures including large tents, marquees or outdoor movie screens the manufacturers structural design certification must be submitted to the City as part of the event application. After event bump-in, a certificate to verify that the structure has been installed in accordance with the manufacturer’s recommendations and instructions is required.
An electrical contractor must complete and certify on the day of the event that any temporary electrical installations (generator), or any major distribution of mains/ RCD protected power, complies with the Health (Public Buildings) Regulations 1992, by submitting a Form 5 - Certificate of Electrical Compliance. You must also:
Ensure that installations from the point of supply to the final distribution outlet available to the end user is safe.
Restrict public to access or tamper with electrical connections.
Position electrical leads that they won’t cause a tripping hazards
Test and tag electrical leads and equipment within 12 months
Prevent electrical connections to be exposed to damp conditions
Selling of food requires a temporary food stall permit which can be applied for 14 days prior to the event. It is the responsibility of the individual food trader to apply for the permit and the event organiser to provide to the City a list of food vendors who will operate at the event. Events for more than 3 hours should have food and non-alcoholic drinks available.
Event organiser to obtain a licence from Racing, Gaming and Liquor (RGL) to ensure alcohol is served and consumed in a responsible manner.
5. Fireworks
Obtain approval from Department Mines Industry Regulation and Safety. Include fireworks in the Risk Management plan and Emergency management plan.
6. Noise
Some events create noise levels that will require approval. This includes music from concerts or live bands that may impact nearby residents. The event organiser is required to apply for Regulation 18 approval under the provisions of Environmental Protection (Noise) Regulations 1997. Such application should be submitted at least 60 days before the event.
As a minimum, the application should include details relating to start and finish times, sound level limit calculations, PA system set-up, monitoring responsibilities, complaint management and event notification. Noise from stage construction and deconstruction activities before and after the event should also be considered and stipulated in the application.
For major events, the application should also contain noise prediction information and a noise management plan with community notification.
Community activity noise can be exempted under Regulation 16 if the noise emissions from agricultural shows, fairs, fetes, exhibitions and like events are not required to meet the assigned noise levels.
For any road closures, submit a traffic management plan for review and approval by the City. If the event involves closure of a Main road, you will need to consult with Main Roads WA about temporary closure, as well as WA Police. Road closures should be considered as a last resort and should be limited to times outside of peak traffic periods.
Ensure sufficient parking is available for the venue and consider the need for overflow parking.
Provide event signage for pedestrians crossings.
The general public must be able to trust that their health and safety will not be compromised by attending an event, and that the organisers have systems in place to protect them in the event of an emergency.
1. Lighting
Areas available to the public at night should always be illuminated and lighting should be energised approximately one hour prior to sunset. Sufficient light to be provided at toilet facilities, walkways, exit paths, stairs, and fire extinguishers.
2. Toilet facilities
The Event Organiser is responsible for adequate toilet facilities for the duration of the Event. Toilets are required to be cleaned in 2 hour intervals with sufficient supply of water to flush.
To determine the toilet numbers required at an event the factors that need to be considered include: the type and duration of the event; number of patrons, the availability of alcohol and the weather. This table applies to events where alcohol will be available. The numbers can be reduced by 50% if alcohol will not be served. Toilet numbers will also be influenced by the duration of the event. Apply this table in full for an event over 8 hours with alcohol available. Events between 4-6 hours can be calculated with 75% of the numbers and 6-8 hours with 80% of the number of toilets.
Total Attendance
Male Facilities WC's
Urinal meters
Urinals
Female Facilities WC's
Hand Basins Male
Hand Basins Female
Up to 1000
2
1.5
3
5
1
1
1000 - 2000
3
3
6
10
2
2
2000 - 3000
4
4.5
9
15
3
3
3000 - 4000
5
6
12
20
4
4
4000 - 5000
6
7.5
15
25
5
5
5000 - 6000
7
9
18
30
5
6
6000 - 7000
8
10.5
21
35
6
7
7000 - 8000
9
12
24
40
7
8
8000 - 9000
10
13.5
27
45
8
9
9000 - 10000
11
15
30
50
9
10
3. Event bins
Event organiser to submit a form to arrange for extra event bins.
Minimising the walking distance from parking to event
Providing seated areas at the event
Creating a quiet zone
5. Organise a sustainable event
The City recognises its responsibility to implement sustainability measures across the organisation and to work with its community towards an environmentally, socially and economically sustainable future by:
Excluding the sale, use or release of balloons, single use plastics, including polystyrene and Styrofoam as per WA Plastic Ban timeframe.
Strongly encouraging collection of 10c beverage containers by utilising the containers for change at your event.
Minimising the use of printed materials to promote the event.
Risk Management
It is important to ensure the safety of the public during an event and you must have adequate plans in place to cater for any medical emergencies that may occur at any public event. In particular, those which have a larger number of attendees than the normal daily population at that location. For an event with more than 1000 attendees or for a high risk event, a Risk Management plan will required in accordance with AS/NZS ISO 31000:2009 and is to be submitted with your event application.
Petting zoo
Must comply with basic hygiene guidelines and have hand sanitiser available or hand wash facilities with water and liquid soap
Face painting
The event organiser is to ensure the painters are familiar with the guidelines from Department of Health. They are required to have sufficient water to clean brushes between uses and to disinfect after each client.
Evacuation plan
It is necessary to prepare an evacuation plan in accordance with the Health (Public Buildings) Regulations 1992. All staff and security personnel must be briefed in evacuation procedures prior to the event and evacuation plan should be displayed in key staff areas.
Temporary structures
When an event application is submitted, details on all proposed temporary structures is required to be included.
Large structures (> 55m2): For all large structures the manufacturers structural design certification must be submitted to the City as part of the event application.
For weight bearing structures including large stages or raised spectator seating a certificate of structural compliance, signed by a practicing structural engineer will be required.
For non-weight bearing structures including large tents, marquees or outdoor movie screens, details to verify that the structure has been installed in accordance with the manufacturer’s instructions are required.
Smaller structures (< 55m2): temporary fencing and other temporary structures must be properly anchored in case of severe weather conditions.
Concession booths must be bolted or locked in place and booths must be able to be fully enclosed and waterproof. Operators must be able to demonstrate that the structure has been installed in accordance with the manufacturer’s instructions.
Amusement structures: jumping castles and amusement devices are required to be registered with WorkSafe. Registration details must be provided with the event application, the device log book must be available during the event. All amusement structures must comply with AS 3533.
Fire Safety
All fire extinguishers must be kept fully charged and maintained in accordance with AS 1851. This standard requires extinguishers to be tested at least every six months and the test dates clearly identified on each extinguisher. Large-scale events may be subject to additional requirements from the Department of Fire and Emergency Services (DFES)
As a minimum fire safety requirement, at least one 4.5kg B (E) dry chemical powder extinguisher should be located between 2 and 4 metres of any:
Electrical generator or switchboard;
Flammable liquid or gas containers;
One 4.5kg AB E dry chemical extinguisher must be provided:
Within 10m of each exit (one) - If designated exits are provided; and
Backstage
Food preparation/cooking area; and
Backstage area.
First Aid
Health risks associated with mass gatherings can range from minor injuries or illness (such as allergies), to major injury or death. A larger number of patrons and an increased degree of complexity may increase the level and range of risk. The increase of risks may affect individuals, such as a patron presenting to first aid with heat exhaustion, or multiple people, such as a crowd crush.
The number of First Aid posts, trained staff or ambulance service on site vary, depending on the type of event and number of people to attend. It is important to ensure unobstructed access into the event area in case of an emergency.
Event size
First Aid post
Qualified Staff
Ambulance
500
1
2
0
1000
1
4
0
2000
1
6
0-1
5000
2
10
1-2
10,000
3
16
2-4
Gas Safety
Energy Safety outlines in the Guidelines for the safe use of gas appliances in public venues how an event organiser should space stalls using gas appliances and to group them with clearances between groups. Gas appliances on a mobile catering vehicle should be checked and tested every 12 months by a qualified gas fitter. A check list is included in the guideline for food outlets to operate in a safe manner at the event.
Potable Water
Free drinking water must be available to patrons at licensed events. An adequate quantity of potable water must be available for drinking, purposes especially during summer events.
Exits and Exit signs
Exits must not be obstructed. Exits for a fenced in event must be calculated according to the crowd dynamics and the flow rate. Exit widths and exit locations must be calculated to allow safe evacuation in a reasonable time. Exit paths must be illuminated during night time For outdoor events standard size signage may not be adequate.
7. Total fire ban requirements
The total fire ban requirements are noted below.
Fire ban status
Requirements
No total fire ban declared
- No additional fire safety precautions are required, usual operations to continue
Total fire ban declared and the fire danger rating is no rating through to extreme
- Event organiser must have a management plan in place for catering and off-road activities as prescribed under the Bush Fire Regulations 1954 should a “Total Fire Ban” be declared by the Department of Fire and Emergency Services (DFES) on the day these activities are taking place.
- Event organiser to complete the required City and DFES checklists shown below for off-road activities and/or catering activities (this must be available for City officers to view on the day of the event ).
- Event organiser to notify DFES of the prescribed activities using the online notification form.
Total fire ban declared and the fire danger rating is catastrophic
Event organiser must ensure that all off-road or catering activities as prescribed under the Bush Fire Regulations 1954 cease.
Event organiser to arrange access to permanent City toilet facilities, if required.
Communication:
Inform all volunteers, crowd controllers or security of the content of the Emergency and risk management plan(s) in dealing with various matters including: evacuation procedures, syringe removal, hostile vehicle action plan or dealing with antisocial behaviour.
Inform WA Police and Armadale Hospital of the event.
Provide a list of contact details to each person working on the day of the event.
Have a list of emergency numbers for service providers in case of blocked toilets or power failures.
Have a command post or incident control centre with emergency lighting, charged mobile phones, detailed maps, two way radios and procedures to evacuate in case of an emergency.
