Event Application

Event Application
This form is for applying to hold an event within the Shire of Harvey.

Your event DOES need approval if it involves any of the following:
- Stalls
- Amusement rides
- Installation of structures
Your event does NOT need approval if it involves any of the following:
- Private or invite-only gatherings (eg family barbecues, birthday parties at home, company meetings)
- Casual meet ups (informal gatherings in public spaces, such as friends meeting at the park)
- Regular business activities (business as usual with no added attractions)
Before you complete your event application:
- We recommend you discuss your event with Shire of Harvey's Community Development team, or another relevant department
- If you have any questions or need assistance with this form, please call (08) 9729 0300.

1.0 Contact and event details

This section asks about your contact and event details. It is relevant to all events.

1.1 Contact details
Contact person*

First NameLast Name
Organisation*
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Mobile Number*
Email address*
example@example.com
Do you have an ABN?*

YesNo
ABN*
Are you registered for GST?*

YesNo
Is your organisation a Not For Profit entity?*

YesNo
Do you have a website?*

YesNo
Website*
Enter your website URL

1.2 Event details
Event name*
Event start date*

DayMonthYear
Event finish date*

DayMonthYear
Event start time*

Hour Minutes

AM/PM Option
Event finish time*

Hour Minutes

AM/PM Option
Bump in time*

Hour Minutes

AM/PM Option
Bump out time*

Hour Minutes

AM/PM Option
Event location*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Estimated attendance overall*
Estimated attendance at any one time*
Brief description of activities planned*
Is this event (please select one):*

FreeTicketed
Ticket price*

2.0 - Health Service Requirements

This section is about food and alcohol at your event, what kinds of structures will be in place, and noise levels. For more information on health services, please contact 9729 0300.

2.1 Alcohol
Are you consuming alcohol at this event?*

YesNo
If yes, please obtain a Permit to consume alcohol on Shire property .
Is alcohol to be sold on the premises?*

YesNo
If yes, please obtain an Occasional Liquor Licence from the Office of Racing, Gaming and Liquor.
Permit number*
Date of issue*

MonthDayYear
Period issued for*

2.4 - Toilet facilities
Acknowledgement*

If using transportable toilets, I acknowledge that I am responsible for the booking, cost and removal of the required number of toilets per head
How many toilets (permanent facilities) exist on the site?*
How many temporary toilets will be brought in for the event?*
How many accessible toilets will be provided?*
Outline what arrangements have been made for servicing the toilets.*
If the event is to occur at night, outline what arrangements have been made for lighting the toilets.*
Please refer to Event Guidelines 2022 Section 11 for more information about provision of toilets.

2.5 Noise
Will there be any noise creating devices such as speakers, live bands, loud machinery etc?*

YesNo
If yes, outline the anticipated sound level emission impact on surrounding properties.*
Outline your plan for notifying these properties.*
Please upload a copy of your notice to nearby properties notifying them of the event. *

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Click here for a sample letterbox notification.
Noise management plan*

I acknowledge I may be requested to submit a noise management plan at a later date.

3.0 Insurance and risk management

This section asks about insurance and risk management. All events are required to provide proof of public liability insurance at a minimum.
Please upload your public liability insurance certificate of currency*

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Will your event attract more than 1000 persons?*

YesNo
Risk management*

If yes, I acknowledge the Shire of Harvey may request completion of a risk management plan
Will there be any electrical equipment installed (i.e. generator, power supply?)*

YesNo
If yes, please submit a Form 5 Electrical Compliance on the day.
All concerts and events approved by the Shire are to be ‘smoke-free events’ and must not endorse advertising from tobacco companies. The applicant/promoter must ensure that crowd controllers and event staff enforce a strict ‘no smoking’ policy within the boundaries of both indoor and outdoor concerts and events.*

Acknowledged and understood

4.0 Venue details and site plan

This section asks about the location and set up of your event. This is relevant to all event types.

4.1 Venue details
Where is the event proposed to take place? Please list all proposed areas (e.g., streets, car parks, reserves).*
Will you require the use of any local government property or venues during your event?*

YesNo
Please complete Application for hire of local government property to book any shire premises.

4.2 Site Plan

Your site plan is an essential document. It helps us to make an adequate assessment of your event.
As a minimum, please include the following items in your site plan:
- Entry and exit points
- Emergency exits
- Emergency evacuation muster points
- Fire safety equipment
- Parking areas (including accessible parking)
- Water station/sToilets (including accessible toilets)
- Rubbish / recycling bins / skips
- First aid services
- Fencing – temporary and / or permanent
If relevant:
- All food vendors as specified in Section 2.2.1 -Collective food vendors application
- All buildings and structures as specified in Section 2.3 - Buildings and Structures
Please upload your site plan here. A marked up google maps image is preferred.*

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Is there any other relevant information about your site plan or venue you would like to provide?

5.0 - Operations

This section asks about parks, traffic and rubbish removal.

5.1 Parks operations
Will your event require holes or trenches to be dug and/or tent pegs driven into the ground?*

YesNo
Do you require lighting for this event?*

YesNo
Will you require heavy vehicle, trailer or truck access to a park area?*

YesNo
Are you planning to erect any signage relevant to the event?*

YesNo

5.2 Traffic operations
Do you require road closures?*

YesNo
If yes, please upload a traffic management plan by an accredited traffic management consultant.*

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Will your event require temporary car parking?*

YesNo
If yes, please outline the location of temporary car parking, and who will control the parking.*
Will your event require car park closures?*

YesNo
If yes, please supply details*
Please outline the number and location of accessible parking bays for people with disability.*

5.3 Rubbish Removal
Will your event promote recycling?*

YesNo
Will your event generate rubbish?*

YesNo
If yes, please select one of these options:*

I will remove all of the rubbish using private arrangements.I would like the Shire to supply additional bins for this event and I understand there is a fee for this
If yes for additional bins, contact number on the day:*
Bin delivery address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Special delivery instructions*

6.0 Accessibility

Accessibility is the responsibility of the Event Organiser.
For more information on creating accessible events, please refer to our Accessibility Guidelines, or contact the Community Development team on 9729 0300.
Please ensure, at a minimum, that you provide:*

Clear signage for accessible parkingClear signage for accessible toilets

7.0 Emergency services and security

Please note: It is the responsibility of the Event Organiser to arrange security/crowd control, meet first aid requirements, and notify local police.

7.1 Crowd Control
Will crowd control be required?*

YesNo
Business name of security contractor*

7.2 Emergency Management
Which emergency services have been notified of this event? (Select all that apply).*

PoliceAmbulanceFire serviceOther (please specify)
Acknowledgement*

I acknowledge that I may be required to complete an Emergency Management Plan.
Please follow the links to complete an Emergency Management Plan in line with your event risk rating.

Emergency Management Plan - Low Risk

Emergency Management Plan - Medium or High Risk
Will there be any fireworks or pyrotechnics?*

YesNo
If yes, please obtain an Application for fireworks event permit and upload below.
File Upload*

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Does your event have enclosed spaces or fenced off areas?*

YesNo
Please upload your emergency evacuation map.*

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8.0 Application Declaration
Declaration*

I accept responsibility for ensuring compliance with local laws and conditions relevant to the event.As the event organiser, I seek approval to host this event.I acknowledge that all the information provided in this application is true and correct.I understand that failure to adhere to the conditions of any approval will result in the approval not being valid.
Signature*

First NameLast Name
Date*

DayMonthYear
Should be Empty:

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Event Application

1.0 Contact and event details

1.1 Contact details

1.2 Event details

2.0 - Health Service Requirements

2.1 Alcohol

2.2 Food

2.2.1 Collective Food Vendor Application

2.3 - Buildings and structures

2.4 - Toilet facilities

2.5 Noise

3.0 Insurance and risk management

4.0 Venue details and site plan

4.1 Venue details

4.2 Site Plan

5.0 - Operations

5.1 Parks operations

5.2 Traffic operations

5.3 Rubbish Removal

6.0 Accessibility

7.0 Emergency services and security

7.1 Crowd Control

7.2 Emergency Management

8.0 Application Declaration