Public Event Application Form

Public Event Application Form

Schedule 2, Form 1 - Health (Public Buildings) Regulations 1992
Before completing your application, be aware of the following;
- If the proposed event is at a City facility, the event organiser must book the venue. Visit our website here to book.
- Applications must be lodged 60 days prior to the event. For large scale events (>500 attendees) allow 90 days prior to the event. If your event is sooner than 60 days, contact the City to discuss on (08) 9394 5000.
- Incomplete applications will not be processed. Ensure all supporting documentation is attached.

Event Organiser Details
Team Name
Contact Person*
Organisation
Postal Address*
Main Contact Number*
Mobile Contact Number (if different from above)
Email Address*
example@example.com
ABN
Organisation Legal Status*

Not For ProfitRegistered BusinessOther(please specify)
A minimum of $20 million public liability insurance is required. The City may review this limit based on the risk assessment.
Public Liability Insurance Policy Number*
Expiry Date*

DayMonthYear

Event Details
Event Name*
Full Name Contact During Event *
Contact Number During Event*
Venue*
Venue Booking Number (for City facility/reserve only)

N/AVenue Booking Number
Event Start Date and Time *

DayMonthYear
Date
Hour MinutesAM/PM Option
Event Finish Date and Time*

DayMonthYear
Date
Hour MinutesAM/PM Option
Set up Date and Time*

DayMonthYear
Date
Hour MinutesAM/PM Option
Pack Up Date and Time*

DayMonthYear
Date
Hour MinutesAM/PM Option
Event Description*
Has this event been held previously? (If yes, provide details)
Will you provide notification to surrounding residents? (If yes, provide details)*
Maximum Expected Attendees:
At any one time*
For the whole duration*
Is this Event*

Open to the publicInvite / members only or ticketed event
Target Audience*

Young ChildrenTeenagersFamiliesElderlyOther

Venue and Site Information
Has approval been received from the property/venue owner? (If yes, attach written confirmation from the property owner in your application).*

YesNo
Property owner name
Reason
Number of Special Event Bins to be provided?
When expecting over 200 people a Special Event Bin Order Form should be completed. Submit form to Waste Services at info@armadale.wa.gov.au.
Electrical Requirements*

N/AGeneratorsOther
Please provide electrical details (and indicate on your site plan)
Lighting Requirements*

Use facilities floodlightsLight towers will be providedN/A
- If hiring a City facility, confirm lighting requirements in your venue booking.
- All temporary electrical equipment must be tested and tagged. A Form 5 – Certificate of Electrical Compliance must be completed at the event by a registered electrician.
- Include location of any generators or light towers on your site map.
How many PERMANENT toilets will be provided?
Male*
Female*
Accessible*
How many PORTABLE toilets will be provided?
Male*
Female*
Accessible*

Food and Beverage
Will there be food stalls and/or food vehicles at this event?

YesNo
Approximate Number of Food Vendors*
Food vendors need a valid City of Armadale Food Stall Permit. Vendors without a permit must apply to Health Services at least 14 days prior to the event. Event organiser to provide a list of confirmed traders 3 days prior to event: health@armadale.wa.gov.au.

The City encourages a circular economy approach and strongly encourage avoiding single use plastics (as per the WA Plastic Ban timeframe) and the collection of 10c beverage containers by utilising the containers for change at your event.
Alcohol
Should liquor be supplied at an event, the appropriate licence must be obtained from the Department of Local Government, Sport and Cultural Industries - Racing Gaming and Liquor and the City of Armadale Alcohol Risk Minimisation Policy be adhered to.
Will alcohol be sold, served or consumed?*

YesNo
Have you obtained or started the process of obtaining your liquor licence?*

YesNoN/A (BYO only)
Have you prepared a Liquor Licence Management Plan?*

YesNo

Traffic and Parking
Will this event increase road or pedestrian congestion in the area?*

YesNo
Will you require any road or street closures?*

YesNo
For patron overflow parking areas, have you arranged for parking marshals?*

YesNo
Provide details of what parking arrangements will be in place (e.g. marshals, location, shuttle bus, overflow parking etc):*
If you’ve answered ‘Yes’ to any of the questions in this section you must submit a Traffic Management Plan to the City and include the details in your Site Map. This must follow the City of Armadale Road Closures for Events Policy.

Refer to our website for further information.

Checklist for Supporting Documentation
Your application must include the following documents before submitting*

Certificate of Currency for Public Liability Insurance (minimum $20 million cover)Site Map (including any structures, toilets, vendors, power supply, parking etc)
If applicable, your application should also include the following

Resident Notification LetterRisk Management Plan (>1,000 patrons)Alcohol Management PlanPermits/Licences from other authoritiesWritten approval from the property owner to use land / venue for event
If applicable, the following documents are to be submitted to the City separate to this application

Traffic Management PlanSpecial Event Bin form
File Upload

Cancelof
Where permits are currently in process please include copies of applications and provide permits once they are obtained.

Acknowledgement and authorisation for event information release

I declare that I am authorised to lodge this application seeking approval to host an event within the City of Armadale. I acknowledge that the information contained in this form is true and correct and that the event will fully comply with the conditions of the event approval and other conditions including fees as required by government departments.
Contact Name*
Position*
Signature*

Clear
Date

DayMonthYear

Accessible Events Checklist
The City encourages inclusive and accessible events. Before submitting your application, we ask that you consider the below and implement what is practicable.
Invitations and promotional material (when promotional material is being widely advertised):
- Consider using plain font (Arial, Helvetica) on promotional material.
- Consider using text ≥ 12 point type size.
- Consider printing promotional material on matt paper / contrasting colours.
- Consider uncluttered text without background graphics and patterns.
- Consider encouraging patrons to advise if they have access requirements.
- Consider making promotional material available in other formats (large print, audio tape, braille, other languages).
- Consider if promotional material includes information about accessible facilities at the venue (wheelchair accessible, location of parking / set down area).
- Consider providing a contact number or email so patrons have other ways of booking / RSVP-ing.
Communication:

Using an Auslan Interpreter
- Consider visibility, so people who are deaf or hard of hearing can see both the speaker and the interpreter's face / hand movements.
- Consider lighting / spotlights to distribute light clearly onto the interpreters face and upper body.
Using hearing loops (feeding audio into hearing aids)
- Consider placement by the front area with clear sight to the stage.
Other considerations:
- Consider a quiet zone within your event (busyness/noise refuge)
- Position food to allow access for a person in a wheelchair or a person of short stature.
- Involve people with a disability in planning your event.
Seated functions:
- Consider if the walkways are wide enough (≥1m)
- Consider if there is enough (≥90cm) space between tables
- Consider if there is 71cm – 84cm under the table to allow a wheelchair to slide comfortably underneath?
The Building:

(Consider this section for private venues. Not required for City venues or outdoor events)
- The entrance should be threshold level (level or, if raised <15mm)
- For entrance step(s), provide a ramp in nearby ( ≈ 1:8 gradient)
- The entrance door should be easy to open
- All doors should have a clear space of ≥ 80cm ( ≥ 85cm preferred)
  * If side approach to the door, ≥1.2m clear space is needed
- Consider if inquiry desk / booth is low enough for a wheelchair user
- Consider accessible path of travel from: parking to entrance to event
- For internal steps handrails / contrasting strips on step edges are required
- Ramps should be no steeper that 1:8 and have handrails
- Consider non-slip floor surface or carpets
- Facilities in the venue should be clearly signed
- Consider if the venue is well lit
- Consider if the venue has marked accessible parking bay(s)?
- Consider if the distance from the car park to entrance less than 40m
- Consider if public transport is available for travel to the event
By ticking this box, I acknowledge that I have read and understood the City’s encouragement of inclusive and accessible events and will implement the considerations to the best of my ability.

Please ensure you have attached all supporting documentation.

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 assess your application and be in contact with you to provide any specific feedback or considerations.

Should you have any questions regarding your application, please contact the City's Health Services team on (08) 9394 5000.
Should be Empty:

Public Event Application Form

Event Organiser Details

Event Details

Maximum Expected Attendees:

Venue and Site Information

How many PERMANENT toilets will be provided?

How many PORTABLE toilets will be provided?

Temporary Structures

Food and Beverage

Alcohol

Traffic and Parking

Risk Management

Checklist for Supporting Documentation

Acknowledgement and authorisation for event information release

Accessible Events Checklist