EVENT APPLICATION GUIDELINES AND …. Further assistance _____ 22 . Event Application Guidelines and Requirements ... • Community Safety: For security advice, advertising signage,

City of Stirling Administration Centre | 25 Cedric Street Stirling WA 6021 Telephone (08) 9205 8555 | Facsimile (08) 9345 8822 | E-mail: [email protected] | Website www.stirling.wa.gov.au

EVENT APPLICATION

GUIDELINES AND

REQUIREMENTS

This guide is intended to assist in the planning process of your event, guiding you through the relevant legislation and City requirements and must be read prior to completing the City of Stirling event application

forms.

mailto:[email protected]

http://www.stirling.wa.gov.au/

Event Application Guidelines and Requirements

Revised August 2017 Page 2 of 22

Contents 2. Introduction _____________________________________________________________________ 3 3. Application Process _______________________________________________________________ 3 4. City of Stirling Contact Details _______________________________________________________ 5 5. Further Information _______________________________________________________________ 5 6. Planning Approval ________________________________________________________________ 6 7. High Risk or Licensed Events ________________________________________________________ 6 8. Events at Scarborough Beach ________________________________________________________ 6 9. Food and Craft Markets ____________________________________________________________ 7 10. Trading in Thoroughfares and Public places ____________________________________________ 7 11. Access and Inclusion _______________________________________________________________ 7 12. Public Liability Insurance ___________________________________________________________ 7 13. Certificate of Incorporation _________________________________________________________ 7 14. Site Plan ________________________________________________________________________ 8 15. City of Stirling Reserves, Beaches and Facilities __________________________________________ 8 16. Waste Management _______________________________________________________________ 9 17. Looking after our Environment _____________________________________________________ 10 18. Security ________________________________________________________________________ 10 19. Fireworks ______________________________________________________________________ 11 20. Advertising and directional Signage on Verges _________________________________________ 11 21. Parking ________________________________________________________________________ 12 22. Traffic Management and Road Closures ______________________________________________ 14 23. Emergency Evacuation and Risk Management _________________________________________ 14 24. Public Safety ____________________________________________________________________ 15 25. Fire Safety ______________________________________________________________________ 15 26. First Aid ________________________________________________________________________ 15 27. Liquor License ___________________________________________________________________ 16 28. Food __________________________________________________________________________ 17 29. Sanitary Facilities ________________________________________________________________ 18 30. Noise __________________________________________________________________________ 18 31. Electrical Leads and Installations ____________________________________________________ 19 32. Lighting ________________________________________________________________________ 19 33. Amusement Rides ________________________________________________________________ 19 34. Temporary Structures and building permits ___________________________________________ 20 35. Certificate of Approval and Maximum Accomodation ____________________________________ 20 36. Notifying Authorities _____________________________________________________________ 20 37. Community Information and promotion of your event ___________________________________ 21 38. City of Stirling Attendance at Events _________________________________________________ 21 39. Approval of Your Event ____________________________________________________________ 22 40. Further assistance _______________________________________________________________ 22



2. INTRODUCTION The City of Stirling is committed to developing and supporting events that provide entertainment and leisure opportunities for the community to enjoy. An important aspect of planning and organising events is the responsibility of the event organiser to ensure that their event is safe and successful. Organisers of events held on public land within the City of Stirling are required to lodge an Event Application package to the City. The contents of the package depends on the scope of event, as a minimum would include an Event Application Form, Public Liability Insurance, site plans and other applications or information as contained in these guidelines. 3. APPLICATION PROCESS The City has a range of documents and applications necessary to assist with the relevant legislative requirements necessary for organising certain types of events. All forms are available on our website or upon request. Event Application Guidelines and Requirements This document helps ensure your event complies with local laws and other statutory and City requirements, to assist you through the application process and better plan a successful event. It is essential that the Event Guidelines and Requirements (this document) is read and understood before proceeding to an application. Event Notification Form (Low Risk) (available upon request) An Event Notification (Low Risk) is required for:

• Events held on City property, or public land such as schools, sporting clubs, (does not apply to residential or commercial properties);

• With an expected attendance between 100 and 500 people; • Where there is no alcohol or food being sold or given away or no major community impact such as

noise or parking implications; • Should be submitted a minimum eight (8) weeks prior to the event.

Event Application (Medium to High Risk) An Event Application (Medium to High Risk) is required if:

• The event is open to the general public; • The event is held on City property, or public land such as schools, sporting clubs, (does not apply to

residential or commercial properties); • Has an expected attendance of over 500 people; or • Additional approval is required where your event has food and/or drink, excess noise, structures or

parking implications; • Must be submitted a minimum of eight (8) weeks prior to your event for minor events (under 5000

people) and a minimum of 12 weeks prior to your event for large events (over 5000 people); • May require additional applications and/or documentation.



Additional Applications Additional applications, certifications or documentation may be required depending on your event and include but not limited to:

• Development Application (fees applicable) • Building Permit (fees applicable) • Reserve Hire Contract (fees applicable) • Application to Sell Food • Structural Certificates (Certificate of Structure and Advise of Structure) • Certificate of Approval and Maximum Accommodation Certificates • Electrical Compliance • Fireworks Approval • Temporary Signage Approval • Traders Permit (fees applicable) • Advertising Signage Application • Risk Management Plan • Emergency Management Plan • Event Management Plan • Traffic Management Plan • Parking Plan • Noise Management Plan • Medical Plan

How to Make an Application

1. Read the Event Guidelines to assist plan your event; 2. Contact the External Events Officer with any queries or to discuss your event; 3. Contact Reserves to make a tentative booking of a park (if applicable); 4. Complete the relevant Event Application form; 5. Collate additional documents outlined in the Event Guidelines or Event Application Form, such as

insurance, site maps, other plans, applications listed above; 6. Submit the full Event Application Package to [email protected] with the relevant timeframe,

inclusive of all plans, documents, applications and such, as outlined in the Event Guidelines and Requirements and application form. NB The City is unable to access documents on cloud-based or other file sharing platforms; for large Application packages a ShareFile link can be sent for applicants to upload documents to, please request this from the External Events Officer.

7. An Officer will contact you upon receipt of your application; 8. Your application will be assessed by the relevant departments and further request for information or

event approvals will be forwarded to you in due course; 9. If you have any queries during the process please contact the External Events Officer.

Please submit all application forms as one .pdf document per application, with the file name referencing the event and supplier and date. Individual photos, .jpegs, .png’s with no reference to the event or supplier increases the risk of documents not being received as part of the overall package.

Eg. • City of Stirling_Event Application_EventName_February2017.pdf • City of Stirling_CityFoodsApplication_EventName_February2017.pdf • City of Stirling_SiteMap_EventName_February2017.pdf

Please ensure your event application package is complete, contains all supporting documentation and

submitted within the timeframe as incomplete or late applications may not be accepted.




4. CITY OF STIRLING CONTACT DETAILS

Mail/In Person: 25 Cedric Street Stirling WA 6021 Phone: (08) 9205 8555 Fax: (08) 9345 8822 E-mail: [email protected] Website: www.stirling.wa.gov.au When submitting your application there are a number of departments within the City of Stirling will assess your application. The role of each department is as follows:

• Cultural Services: Coordinate the application process, provides advice and connects you with the appropriate Officer.

• Community Safety: For security advice, advertising signage, fireworks applications, traders permits, parking enforcement and carpark closures.

• Engineering Operations: For approvals of traffic management plans (TMP). • Health and Compliance: For statutory requirements in regards to public health and safety, including

risk management plans (RMP), noise, temporary structures and power, liquor and food, event capacity, toilets, amusement rides, first aid and fire safety and more.

• Recreation and Leisure Services: For booking of community facilities such as parks, reserves, beaches and community recreation centres.

• Parks and Reserves: For approval of the use of parks and reserves, reticulation and park maintenance, natural flora and fauna.

• Planning and Assets: For Development Applications and use of lands/property. • Waste Services: For hire, delivery and servicing of waste bins. • Planning: For all Development Applications. • Building Approvals: For building and occupancy permits for temporary structures.

The Events Officer can assist with most enquiries. Any complex or detailed enquiries will be handled by the relevant department.

5. FURTHER INFORMATION This document should be read in conjunction with the following (particularly for major events):

• “Guidelines for Concerts, Events & Organised Gatherings” (WA Department of Health 2009) and • “Traffic Management for Events Code of Practice” (Main Roads WA 2008).

In addition the following pieces of legislation may be applicable to your event: Building Code of Australia City of Stirling Local Laws

Disability Discrimination Act (1992) Environmental Protection (Noise) Regulations 1997

Explosives and Dangerous Goods Act 1961 Health Act 1911

Health (Public Buildings) Regulations 1992 Health (Food Hygiene) Regulations 1993 or the Australia New Zealand Food Standards Code

Liquor Licensing Act 1988 Local Government Act 1995 Occupational Health Safety and Welfare Act and Regulations Public Order in Streets Act 1984

Public Meetings and Processions Regulations 1984 Road Traffic Act 1974 Road Traffic (Events on Roads) Regulations 1991 Security and Related Activities (Control) Act 1996 Main Roads (Traffic Management for Events) Code of Practice May 2017

Security at Licensed Premises Policy (Department of Racing Gaming and Liquor)

State Disability Services Act (1993)


http://www.stirling.wa.gov.au/



This legislation is available from the State Law Publisher’s Office, Ground Floor, 10 William Street, Perth 6000 or by visiting www.slp.wa.gov.au. 6. PLANNING APPROVAL You may require Planning Approval or a Development Application if your event:

• Significantly changes the permitted use of an area (eg. turns a public reserve into a private event); • Or runs over a 48 hour period of time in a 12 month period, or a series of consecutive events.

Timeframes for Development Applications are 132 days (5 months) so please contact the City's External Events Officer or Planning department in the first instance to discuss your event. The Development Application must be accompanied by an Event Application package to ensure the full scope of the event is assessed. 7. HIGH RISK OR LICENSED EVENTS Kite flying, circus’, rodeos, air shows, licensed events (partial or completely licensed), events with fireworks or events that change the use of a public area may require additional assessment and possibly a submission to Council, which will significantly increase the timeframe required to process your application. Events that have significant impact on the public must include an Event Management Plan, Risk Management Plan. The plan shall include the management of noise, waste, risk, traffic, transport and parking, pedestrians and stakeholder information and notification. Please contact the City’s External Events Officer in the first instance to discuss your event. 8. EVENTS AT SCARBOROUGH BEACH With the redevelopment of Scarborough Beach by the Metropolitan Redevelopment Authority (MRA), there is a shared management arrangement in place for the Scarborough area. The MRA has Planning control and will oversee the redevelopment of the Scarborough area. The City of Stirling manages venue usage, hire and operational control including the final acceptance or otherwise of events.

• There are limited events being accepted for the Scarborough area, as there are challenges with parking, pedestrian safety, venue access and over-use of areas.

• The City is unable to accept applications for large, high risk, events for the area until further notice.

• Some community events with minimal infrastructure and impact on the area may be considered. • A Parking Plan will also be required, please refer to information further in this document.

Please contact the City’s External Events Officer in the first instance to discuss your event, prior to developing an application.

http://www.slp.wa.gov.au/



9. FOOD AND CRAFT MARKETS Food and/or craft markets are very popular throughout the City.

• Due to the frequency of events across a season/timeframe, a Development Application may be required. Regular markets will be considered on a trial basis for a 12 month period

• Temporary Permit To Sell Food are required for all food stalls. • For Market Organisers/Event Managers with individual stall holders as part of their event, trading

on a footpath or other public place, the Organiser may need to apply for an overarching Traders Permit, and is responsible for ensuring each vendor has adequate insurance (min $10million) and is selling/promoting appropriate products.

• The Event Application package must include an Event Management Plan, Risk Assessment and Parking Plan. Additional requirements such as Traffic Management Plans, Traders Permit etc. may be applied.

Please contact the City's External Events Officer to discuss your proposal. 10. TRADING IN THOROUGHFARES AND PUBLIC PLACES There are several considerations that need to be made with approving market and retail stallholders, street entertainers and other trading in public places. Please check the requirements for individual traders in public places with the City's Community Safety department on 9205 8555. 11. ACCESS AND INCLUSION The City encourages organisers to make events accessible and inclusive of everyone, including people with a disability, people using mobility aids, older people and people using prams. When planning your event, consideration should be given to a range of issues, including:

• Accessible paths, ramps and entries/exits for people with mobility aids and prams etc. • Accessible seating and designated areas for people with mobility aids and prams etc. • accessible toilets • accessible parking bays • site set-up and ease of getting around • staff/volunteers to provide assistance • sound amplification (for the deaf and hard of hearing) • Public transport access • Marketing and signage design and positioning (font, text size, display height etc.) • access information included in communications and marketing material (including a contact

number for more information) and promoting an event as accessible • Information available in a range of formats (or available on request)

For further support or advice please contact the City’s Access and Inclusion Officer, or refer to the Meetings & Events Accessible Events Guide at www.meetingsevents.com.au/downloads/Accessible_Events_Guide.pdf. 12. PUBLIC LIABILITY INSURANCE A copy of the applicant’s Public Liability Insurance (Certificate of Currency) with a cover of no less than $20 million must be provided with the application form. Your event will not be approved without a copy of this being provided. Please contact your insurance company to check that your event is covered. 13. CERTIFICATE OF INCORPORATION If you are a not-for-profit incorporated group, please provide a copy of your Certificate of Incorporation or any identifying documentation with your application.

http://www.meetingsevents.com.au/downloads/Accessible_Events_Guide.pdf



14. SITE PLAN A detailed site plan diagram of reasonable scale and quality must be developed and attached to your application form, illustrating the proposed event layout. You must supply an overall site plan however, you can supply additional, more detailed site plans for particular purposes (eg. Overall Site Plan, Parking Plan map, Temporary Signage map). The plan/s should include:

• Location in relevance to closest street intersections, • Fencing, • Entrances and exits (with dimensions), • Emergency Assembly Area, • Stage or other entertainment attractions, • Marquees, tents, • Food stalls, • Lighting, • Generators and electrical cables, • Toilet facilities, • Location of fire safety equipment, • Licensed areas, • First Aid post/s, • Vehicle access points, including emergency vehicle access, • Event Parking areas, • Signage locations, • Skip and wheelie bin delivery point, • Storage facilities (e.g. trailers/containers), and • Any other facilities or significant infrastructure relevant to your event.

15. CITY OF STIRLING RESERVES, BEACHES AND FACILITIES Approval is required for the use of City of Stirling managed reserves, beaches and facilities. The event will be assessed in relation to the impact it may have on the venue and surrounding area. Considerations may include the number of people at the event, other activities and sports taking place in the area, the availability of parking facilities and the possible impact of the event on the facility itself, facility users and local residents. Please ensure you discuss all aspects of using the reserve or facility when making a booking or arrange a site meeting with the City’s Parks and Recreation staff prior to making a booking. Some points to include:

• Usage of the area and availability; • Access to and types of power, water, lights, bathrooms; • Use of clubrooms on reserves usually requires approval from the associated sporting club; • Pegging and/or staking into the ground; • Line marking or painting; • Vehicle access onto reserves including delivery of equipment, staff and patron parking; • Natural areas including lakes, dunes, beaches, protection of flora and fauna; • Bins and cleaning; • Storage; • Key pick up arrangements; • Terms and Conditions of Hire; • Fees & Charges and Bonds.

For all reserves, parks or sporting oval bookings please contact the Club Development Officer – Reserves on 9205 8941 or [email protected]. You may be referred to the City’s Parks Officer.




For all beach, coastal reserves or Scarborough Amphitheatre bookings please contact Beach Services on 9205 7472 or [email protected]. For all Community Recreation Centre bookings please contact the Booking Officer on 9205 8489 or [email protected]. Please note:

• Vehicle access to reserves is highly restricted, discuss you requirements prior to booking; • Certain areas require considerable maintenance and conservation. • Due to finals in September and March, active (sporting) reserves will not be available for hire at

this time. • Written confirmation will be forwarded on approval of your venue/reserve booking. (This is NOT an

approval of the entire event.) 16. WASTE MANAGEMENT The number of bins required at an event will depend upon the type of event being planned and the duration of the event. Generally the ratio is 1 bin per 50 people for events where food and drink will be consumed, and 1 bin per 150 people where no or minimal food or drink will be consumed. The City’s Waste Services team or an external company can assist with the provision of bins (wheelie bins and skip/bulk bins) at a cost to the organiser. Please note:

• Rubbish must be picked up and bins emptied if overflowing, throughout the duration of the event; • The general clean-up both within and external to the venue must be completed immediately after

the event, • If you do not order enough bins or the venue is not cleaned, the City will arrange for cleaning and

you will be charged accordingly. If you choose to hire bins from the City of Stirling please note the following:

• Bins available are 240L general waste bins; • You may like to contact Keep Australia Beautiful to find out how to book their Event Recycling

Trailer; • For weekend functions, bins will be delivered on the Friday prior and collected from the same point

on the Monday morning approximately 7am. Bins are not serviced daily so ensure you order enough bins to accommodate the waste generated across the entire event time. Please ensure all bins are at the pickup location by this time,

• At least 10 working days’ notice is required for hire of bins – late requests will incur an additional charge,

• Please give a minimum of 48 hours for cancellation of a request or you will be charged the full amount for the service,

• Function bin hire fees are invoiced and paid for separately to any other fees. Please expect an invoice for Bin Hire in due course.





17. LOOKING AFTER OUR ENVIRONMENT The City of Stirling encourages all event organisers to make their event as ‘green’ as possible. It might also help you in other ways such as reducing costs of bins and printing materials. Here are a few simple tips to help you:

• Waste - reduce, reuse and recycle! Some simple ways to implement this could be to request that food vendors try to reduce the amount of containers given out, use cornstarch or other biodegradable containers when serving food,

• Promoting the TravelSmart message – encourage people to walk, ride their bikes, car pool or catch public transport to your event to reduce their carbon footprint and help reduce the need for parking bays.

• Reuse signage from previous year’s events, • Promote your event online through the use of a website, social media and free event listing

websites. 18. SECURITY It is essential that your event has a person/s dedicated to security at your event. This may be a licensed Security Officer/Company or a volunteer at your event. This person/s should have skills in communicating, dealing with people and contacts for higher security authorities or the Police.

• As per the policy ‘Security at Licensed Premises’ governed by the Department of Racing Gaming and Liquor, any event that involves liquor sale or consumption should adhere to the ratio of two (2) crowd controllers for the first 100 patrons and one crowd controller for each additional 100 patrons or part thereof. Depending on the nature of the event additional crowd controllers may be required.

• The City recommends that any alcohol free event should adhere to a minimum ratio of two security person for the first 500 and an additional 1 per 500 or part thereof event attendees, or as dictated by your risk assessment.

• For large, high risk events Police attendance may be required. Contact the local Police Station to

discuss your event a minimum 12 weeks prior to your event. • For minor events where there is no sale/consumption of liquor or any major infrastructure,

volunteer personnel may assist with security during the event; • Security personnel are to remain on duty at the conclusion of the event until the orderly dispersion

of patrons has occurred; • Security is to extend to nearby properties likely to be affected; • For fenced events, please ensure all entry/exit points are marshalled as well as external roaming

guards to control fence jumping and potential crowd control outside the event premise; • Police Officers or City of Stirling Security Officers are not to be regarded as security personnel for

the event; • The applicant must provide the contact details including mobile phone number of a responsible

person who will be in attendance at and over the course of the event, on the event application. This contact will be used by the City to communicate with by City representatives including the City’s Security officers should it be necessary.



19. FIREWORKS The discharging of fireworks requires approval from the Department of Mines and Petroleum, Fire Authorities, the WA Police and the City of Stirling. A copy of the relevant application form (available from the Department of Mines and Petroleum www.dmp.wa.gov.au/ ) should be submitted to the City of Stirling at least 8 weeks prior to your event. 20. ADVERTISING AND DIRECTIONAL SIGNAGE ON VERGES Permission may be granted to not-for-profit organisations (advertising signs only) and event organisers to temporarily place signs advertising events, and/or directional signage for events (eg. Parking Ahead) on verges within the City. Approval is subject to a number of terms and conditions below.

• Advertising signage must not be placed on City Property or within road reserves without a Permit issued by the City.

• Signage may be erected a maximum of 14 days prior to your event commencing, and must be removed within 48 hours of the event concluding.

• Under no circumstances is a commercial business permitted to place advertising signs on verges. • The City cannot grant approval for signs on Main Roads, please contact Main Roads for approval on

138 138. • The use of VMS (Variable Message Systems) or flashing lights is restricted. The VMS signs can only

be used on the day of an event to direct traffic eg for directions to event parking or road closures/exclusion of access. Contact the City’s Compliance department for more information.

If you wish to erect temporary signage, please submit a written request provide details (size of the sign, location, installation date, content, purpose) and a map with your Event Application. Temporary Signage on Verges Approval Conditions Permission must be sought from the Community Safety Business Unit prior to the erection of any temporary signage on public spaces in the City of Stirling.

• Maximum of ten signs • Available to not-for-profit groups only • Must not exceed 1.5m in height and do not exceed an area of 1m2 on any side unless otherwise

approved by the City; • Must relate only to the community event described on the permit, and may not include any name,

brand, logo or identifying mark of a profit or commercial body, unless otherwise approved by the City;

• Contain letters not less than 200mm in height; • Are secured in position in accordance with any requirements of the City; • Are placed so as not to obstruct or impede the reasonable use of a thoroughfare or access to a place

by any person; • Are placed so as not to obstruct lines of sight along a thoroughfare or cause danger to any person

using the thoroughfare; • May not be attached to another sign, traffic control device or sign, power pole, bus seat or shelter,

pole or local government property or other item placed under a written law in a thoroughfare or verge;

• May not be nailed or attached to a street tree or plant, or on any bridge or the structural approaches to a bridge;

• Must be maintained in good condition; • May not be placed on or does not overhang a footpath or parking bay;

http://www.dmp.wa.gov.au/



• May not be placed on a verge in a residential area without the permission of the adjoining owner or occupier;

• May not be erected more than 14 days prior to the event, unless otherwise approved by the City; • Must be removed within 48 hours after completion of the event; and • Must comply with other conditions specified in the permit.

Permission must be granted from the Main Roads Department prior to the erection of any signs on a main road or highway. Failure to do so can result in infringements being issued and the signs being impounded. These roads include –

West Coast Highway Marmion Avenue Mitchell Freeway Wanneroo Road Karrinyup Road - Marmion Avenue to Morley Drive Morley Drive Reid Highway

In the interest of public safety it is now a requirement when using star pickets for advertising signs to attach plastic protector caps. If these caps are not used, the City’s Rangers will remove the signs from their location. 21. PARKING When selecting a venue please ensure that there is adequate ‘Event Parking’ for the proposed number of people attending your event. ACROD parking bays are also required.

• Where there is shared use of parking at a facility, provisions must be in place to retain parking for non-event patrons.

• Parking on reserves is restricted, unless approval is granted through the City’s Parks department. • Ensure adequate bays are allocated and clear ‘Event Parking’ signage is in place. • Parking marshals may be required. Ensure an appropriate procedure is communicated to parking

marshals and/or event staff to assist with directing patrons to designated event parking area/s. • All designated ACROD parking bays pertain to ACROD parking regulations irrelevant of carpark

closures or event staff parking requirements. • Event staff are not exempt from parking regulations and/or restrictions. • Any reduction in speed limit, closure of roads, events held on roads or other traffic management

issues need to be discussed with the City’s Engineering department. If there is not enough parking your event may not be approved or you will be asked to produce a Parking Plan. Rangers may attend an event to issue infringements if patrons do not adhere to parking signage.



Parking Plan requirements Your application will require a parking plan if the event has a parking bay shortfall and/or which may attract an attendance of 1000 or more people. A Parking Plan must contain a map showing;

• The event location; • Patron entrance / exit points; • The parking areas – (showing the number of parking bays) • Parking regulatory signage; • Parking advisory signage (including locations and wording); • The location and number of parking marshals you will be providing and their locations; • Parking bays for ACROD holders; • All existing / current parking requirements for other users not involved in the event.

Additionally the applicant must outline;

• How they intended to manage parking over the course of the event; • Any alternative transport arrangements (e.g public transport), including schedules; • How it is intended to notify patrons of the parking arrangements for the event; • Parking areas available.

The event will not be approved to proceed if there is insufficient parking and suitable alternative arrangements cannot be made and agreed to by the City. In some cases special conditions may be applied. Carpark Closures Event Parking Permits/Closure of car parks must be undertaken in accordance with the City’s Local Laws. Requests for event parking permits and car park closures need to be in writing to the City’s Community Safety department a minimum four (4) weeks prior to the event. This request must include:

• Event name and date • Date/time of closure and re-opening • Reason for closure

Fees apply for the closure of car parks. Contact the City’s Parking department for more information. Parking at Scarborough Due to the redevelopment and reduced number of car parks, any event held at Scarborough with an expected attendance over 200 people, a Parking Plan must be submitted with the Event Application. The following conditions outline parking management requirements for events where the expected attendees exceed 200 patrons, at any one time. The Event Organiser must:

• Provide a Parking Management Plan that adequately demonstrates, to the satisfaction of the City, that the event will have a minimal impact on public parking in the precinct (a template/example can be provided if required);

• Identify and organise a dedicated event parking area for attendees, with a minimum parking bay provision of 30% of total expected patrons - i.e. 300 patrons = 90 dedicated parking bays. (This event parking area shall not include City of Stirling public parking bays in the immediate area, however Event Organisers may consider negotiating the use of dedicated parking bays with private car park entities in the area. Any costs associated with the use of private car parks or shuttle services for the dedicated parking area are the responsibility of the Event Organiser and are not to be payable by attendees on the day of the event).



• Promote that: • There is a dedicated event parking area (providing specific details of its location and event

specific directional signage at the event); • Public parking is extremely limited in the area, as a result of redevelopment works, and

patrons should consider alternative transport options, such as public transport, drop-off/pick-up services, cycling or walking etc.;

• Additional parking may be available in the Wilson Manning Street Multi Level car park (noting that fees apply after a two hour free period);

• Some on-street parking may be available in streets east of West Coast Drive (noting that sign posted parking restrictions apply);

• Parking patrols are regularly undertaken in the area and fines for illegal parking will apply. 22. TRAFFIC MANAGEMENT AND ROAD CLOSURES Any event which has the potential to create a traffic or pedestrian hazard within the road or road reserve (i.e. road closures, large volumes of traffic or pedestrians) may require approval from Main Roads, City of Stirling and the local Police, and should have an approved Traffic Management Plan (TMP) prior to the event commencing.

Main Roads require a minimum six (6) weeks application process for road closures and other major considerations, as per the Main Roads Code of Practice for Events on Roads May 2017. This time is prior to the City’s eight (8) weeks assessing relative Traffic Plans. Traffic Management Plans (when required) must be prepared by persons with current accreditation and will require separate approval before a road closure, and this application can be considered. If you think your event requires a TMP please contact the City of Stirling to discuss. Please discuss any traffic management plans with the City, well in advance and prior to submitting an Event Application. Also consult the “Traffic Management for Events Code of Practice” available from the Main Roads website www.mainroads.wa.gov.au for further information. 23. EMERGENCY EVACUATION AND RISK MANAGEMENT As per the Health (Public Buildings) Regulation 1992 (amended), Risk Management Plans are legislatively required for all events with over 1000 people in attendance, in accordance with AS/NZS ISO 31000:2009. Risk Management Plans are specific to the operation of events at a specific location and the City is unable to provide any documentation or templates relating to event risk management plans. Depending on the nature of the event, smaller events may also require a Risk Management and Emergency Management Plan and/or a Medical Plan upon request from the City. As best practice, a Risk Management Plan inclusive of an Emergency Management Plan (including an evacuation plan) should be prepared for all events. Plans must be easy to follow and include (but not limited to):

• Stakeholder list with contacts, roles and responsibilities, • An emergency assembly point or points(depending on the venue size), • Procedure for managing lost/found children, • Staff induction training (how do staff know what to do and when in an emergency), • A communications procedure, both for operational staff and for contractors and volunteers. • Risk Assessment and adequate control measures.

http://www.mainroads.wa.gov.au/



Please refer to the “Guidelines for Concerts, Events & Organised Gatherings” (WA Department of Health 2009) or the Health (Public Buildings) Regulation 1992 for more information. Also speak with your Insurance Broker for referral to Risk Management organisations. 24. PUBLIC SAFETY When planning your event, put yourself in the shoes of a punter and consider all the risks that could arise to the public in and around your event.

• Areas intended for pedestrian traffic flow should be free from disruption, (e.g. crowds stopping to view something of interest, a queue to an attraction), trip hazards or other threat of injury (e.g. uneven ground, peg/stake protection, electrical cords, vehicle transit),

• Access for emergency vehicles (including Ambulance, Beach Inspector and Surf Rescue vehicles) must be maintained at all times,

• Vehicle use in public areas must give ways to all pedestrians and operate with hazard lights on, a ‘spotter’ to assist movement (particularly when reversing), windows in the vehicle down, music/radios turned off.

• Signage should be in place for the set up and pack down of your event in public spaces to indicate to the public that activity is occurring, particularly where vehicles are involved.

25. FIRE SAFETY Ensure you have at least one fire extinguisher onsite at your event. The number of these extinguishers should be dictated by the type of activity occurring at your event. Please ensure those in charge of operating the extinguisher/s are trained on their appropriate function and use. One 4.5 kg B type dry chemical powder extinguisher must be located adjacent to:

• Any electrical generator or switchboard, • Any flammable liquid or gas containers, • Any food preparation / cooking area.

One 4.5 kg AB (E) dry chemical extinguisher must be provided.

• Within 10 metres of each designated exit (within a building/temporary structure) • Backstage/back of house areas

26. FIRST AID Every event should have at least one qualified first aid officer who is dedicated to this role and is present for the duration of the event. This can be a certified volunteer or an organisation such as St John or Royal Life Saving. Please see the following table for suggested numbers of personnel and posts:

Number of patrons Qualified First Aid Personnel First Aid Posts

<500 2 1 <1500 4 1 <3000 6 1 <5000 8 1 <7000 10 2 <9000 12 2 <10 000 14 2

>10 000 As determined by the Manager Health and Compliance in consultation with the Event Organiser and First Aid Provider.



• The above table is a guide only. • Confirmation from your First Aid provider that the number of personnel is adequate for your event

or a Medical Plan (also available from your provider) may be required. • First aid presence should be increased when alcohol is highly prevalent and/or the event involves

patrons taking part in physical activity (i.e. a fun run). • All first aid supplies and post must be sign posted on the day of the event and marked on the Site

Plan.

For events over 500 people: • Qualified first aid personnel should be present at all times during the event, from

commencement to adequate dispersion of patrons post event • First aid personnel must be tasked specifically for first aid/medical duties • All first aid personnel should carry oxygen equipment, a semi-automatic defibrillator and

basic first aid supplies • All first aid personnel should have appropriate professional indemnity insurance and hold

current first aid qualifications from an accredited training provider For events over 1000 people, the following should be incorporated into either the Risk Management Plan or Event Management Plan:

• Likely numbers and types of casualty presentations • Number of 1st Aid staff in attendance and their roles at the event • Staff rosters • Number and location of first aid posts • Equipment requirements and/or location of the equipment

27. LIQUOR LICENSE If alcohol is intended to be sold or supplied please discuss your event with the External Events Officer prior to planning your event. Some licensed events may not be accepted.

• Advise needs to be sought from WA Police, • Approval needs to be sought from the City of Stirling, • An appropriate liquor licence must be obtained from the Office of Racing Gaming and Liquor

(ORGL). The following information should be attached to the application form:

• A copy of the relevant application form lodged with the ORGL, • A site plan indicating the size and location of the proposed licensed area including entry/exit points

with dimensions, bar/structures, water, power, toilets, security locations. • A copy of the House Management Policy.

If a liquor licence is approved by the ORGL then the event organiser should ensure that a copy of the licence and map of the licensed area is forwarded to the City of Stirling at least seven (7) days prior to the event. Some conditions that may be imposed by the City for licensed events include:

• The licensed area must be appropriately fenced and signed to delineate licensed areas from unlicensed areas and ID requirements.

• Licensed Security Guards at a ratio of two crowd controllers for the first 100 patrons and one crowd controller for each additional 100 patrons or part thereof, or unless otherwise stipulated by the Liquor License. Depending on the nature of the event additional crowd controllers may be required.

• Licensed events must not finish later than 11.00pm Friday and Saturday nights and no later than 9.00pm any other night.



• Bar trading times are to finish half an hour prior to the event finish time. • Maximum of 4 standard drinks served per person at any one time. • No sale of bottled wine or bottled spirits or alcohol to take away from the premise. Exemptions

may be made for unique events such as wine tasting events at the discretion of the Director Community Development.

• No glass permitted, all drinks must be served in plastic cups. • The event coordinator must conduct a letter box drop to surrounding areas advising of the event

and a complaints phone number and advertise in the local newspaper. • Security must accurately monitor the number of people in the venue and provide this information

if/when required by the City’s Environmental Health Officer or Security Officer. • The City may require Risk Management Plans, Noise Management Plans and Event Management

Plans. 28. FOOD All food stalls at events, for the purpose of food sampling, food for sale or food given away, must have a current ‘Permit to Sell Food at Events’ and be shown on the event site plan. As at August 2017, food vendors can apply for a 12 month City of Stirling Permit to Sell Food at Events, which gives vendors a Permit to trade at unlimited number of events per financial year within the City of Stirling. The vendor must be invited to trade by the event organiser, and have current Public Liability Insurance. All applicants must already be a registered food business, or be a charity/fundraising vendor. If the vendor already has a Permit, please note their Permit Number on the Event Application/Notification forms. As best practice Event Organisers should request a copy of this permit and the current Insurance documentation from the vendor. If the vendor does not have a permit:

• Submit an Application to Sell Food package to the City a minimum four (4) weeks prior to the event, inclusive of:

o A completed “Application to Sell Food at an Event Form”, o A Certificate of Food Registration (if applicable), o An accurate plan of the stall, o A detailed menu of all foods that are sold from the vendor (irrespective of any tailored menu for

events, as this permit applies to all foods produced by the vendor at the temporary food stall) o A copy of their current public liability insurance (minimum $10million).

• Please refer to the Minimum Food Safety Standards that are contained in the Application to Sell Food at

an Event form. • Incomplete or late applications will not be accepted.



29. SANITARY FACILITIES The number of toilets provided may determine how many people will be permitted at the event. The following table is provided as a guide to the number of facilities that should be available at the event:

In relation to this table, it shall be interpreted as follows;

• If the event duration is less than 4 hours, reduce the numbers in table by 20%. • If the event duration is between 4-6hours, reduce the numbers in table by 15%. • If the event duration is between 6-8hours, reduce the numbers in table by 10%. • If there is no alcohol then the number of fixtures required can be reduced by a further 50%.

Please note:

• Satisfactory arrangements are to be made for the servicing of all toilets used for your event, including public toilets are reserves and beaches (cleaning, stocking of toilet paper etc).

• If the event is to occur during darkness, please ensure that the toilet blocks have lights. • Accessible toilets (for people with disabilities) should be provided at every event. • Include the location of toilets on your Site Plan.

30. NOISE Noise from your event needs to be assessed in regards to the impact of local residents and businesses. Please supply details of all noise including music, commentary, and construction noise, in your event application. You may be required to supply a Noise Management Plan including letters to residents and a complaints phone number manned for the duration of the event.

• Any noise generated at the event should not unreasonably impact upon nearby residences by exceeding ‘assigned levels’ under the Environmental Protection (Noise) Regulations 1997.

• Under certain circumstances, where it is known that music noise (i.e. concert) will exceed ‘assigned levels’ set by the Environmental Protection Agency, you may need to conduct noise monitoring and obtain a non-complying event approval ‘Regulation 18’.

If you think you may need a non-complying event approval or the noise from your event may impact others, please contact Health and Compliance to discuss.



31. ELECTRICAL LEADS AND INSTALLATIONS Permanent power may or may not be available at your venue, please discuss this when making your venue booking. For temporary power supply such as a generator, an Electrical Compliance Form 5 may be required.

• Electrical leads in public trafficable areas are trip hazards and need to be dug into the ground, covered, or suspended overhead,

• Electrical outlets should be protected by residual current devices (RCD’s), • Leads and RCD’s tagging must be current and should be tested and tagged every six (6) months, • If you are using a generator to power large equipment, a licensed electrician (Electrical Contractor)

or competent person will be required to check all installations on the day of your event and complete a ‘Form 5 Certificate of Electrical Compliance’,

• If you are using a generator to power small equipment, the Event Organiser, competent person or whoever runs the plugs to the generator may need to check all installations on the day of your event and complete a ‘Form 5 Certificate of Electrical Compliance’,

• Confirmation of these requirements will be advised upon assessment of your Event Application. 32. LIGHTING Lighting for events held or being set up/packed down in the evening may not be available at your venue, please discuss this when making your venue booking.

• Adequate lighting of all areas and facilities must be maintained for public safety where an event is scheduled to occur in the evening or dim light,

• For crowded areas, especially for concerts and areas licensed to consume alcohol, there must be a system in place that will allow areas to be flooded instantaneously in the event of an emergency,

• If your event is on a reserve, please discuss the floodlighting with the Reserves Booking Officer, • For evening events, portable toilets must have lighting or ability to be lit (eg. Battery rope/fairy

lights), • Include the location of outdoor lights and lighting towers on the Event Site Plan.

33. AMUSEMENT RIDES If amusement rides/structures will be present at your event then you need to be satisfied that the operation of these rides/structures comply with WorkSafe requirements. Receiving the following documents from the amusement ride operator is one way of ensuring that the rides/structures are safe to operate:

• Evidence of Plant Registration (from Worksafe) or if an amusement ride/structure does not require ‘Evidence of Plant Registration’, then evidence from Worksafe or a qualified Engineer advising that this is not required.

• Log book of maintenance or a signed statement from the operator to the effect that “all rides are operated, maintained, inspected and records kept in accordance with the requirements of Regulation 4.52 of the Occupational Safety and Health Regulations 1996”. Operators must be aware of these regulations.

• Current Public Liability Insurance. For all other activities such as face painting, craft activities, petting zoos and the like, it’s recommended that you obtain a copy of the providers Public Liability Insurance certificate. The City does not require copies of any documents for amusement rides or activities. Further information and Guidelines are available upon request.



34. TEMPORARY STRUCTURES AND BUILDING PERMITS Temporary structures can include, but not limited to:

• Marquees, shade tents, • Stages, balconies, sky deck’s and platforms, • Fencing or crowd control barriers, include exits and entrances for fenced areas.

Requirements for temporary structures are covered under the Building Code of Australia (BCA). Any temporary structure that will house the public or have significant risk may require a Certified Building Permit prior to installation. This Certified Building Permit entails:

• A Certified Building Surveyor assessing all documentation relative to the structure, to ensure the design and build is safe.

• An application for a Certified Building Permit is made to the City prior to the commencement of build. (Minimum 15 business days prior to the build).

• An Occupancy Permit may be required once the structure is built, and this will assess not only the structure, but the emergency exits, fire prote tion and the like.

For small temporary structures that do not house the public and have limited risk, as best practice the City recommends the event organiser obtain, in writing from the installer, confirmation that any structures have been installed as per the manufacturer’s instructions or Structural Engineering’s drawings. Please note all temporary structures on the Event Application form and you will be advised of the requirements. 35. CERTIFICATE OF APPROVAL AND MAXIMUM ACCOMODATION The Health Act 1911 defines any place of assembly as a public building. It also requires local government to issue a Certificate of Approval. The Act provides the head of power to enable the approving authority – Local Government – to ensure that all health and safety-related issues in and about the event are addressed, sets capacity and can close events and prevent ticket sales. A public building approval is unique in that it is the only approval that applies to every event. If you propose to have more than 1000 people at your event or upon request, the following forms should be submitted a minimum four (4) weeks prior to the event:

• Form 1 - Application to Construct, Extend or Alter a Public Building. • Form 2 - Application for a Certificate of Approval.

A ‘Certificate of Maximum Accommodation’ may be issued if an Environmental Health Officer deems it necessary. If deemed unnecessary, the City will provide written correspondence advising whether the event is approved or not. 36. NOTIFYING AUTHORITIES If your event exceeds 500 people, it is your responsibility as an event organiser to notify the following authorities of your event to ensure that the relevant authorities are aware of events occurring to ensure they are adequately prepared should their services be required.

• Local Police • Fire and Rescue • Department of Health Event Registration http://ww2.health.wa.gov.au/Articles/A_E/Events-

registration • Department of Transport (Taxis) • TransPerth/Perth Transport Authority

http://ww2.health.wa.gov.au/Articles/A_E/Events-registration

http://ww2.health.wa.gov.au/Articles/A_E/Events-registration



Ensure you provide all details inclusive of the following information:

• Event Name • Location • Type of event • Expected attendance – overall • Expected attendance – at busiest time • Alcohol Consumption Yes / No • Start and finish times • Event organiser contact details

37. COMMUNITY INFORMATION AND PROMOTION OF YOUR EVENT The City of Stirling posts information about upcoming public events on the community events calendar on our website. If you would like your event to be listed on the calendar please email [email protected] with the following details:

• Name of Event • Venue • Date/s • Time/s • Organiser contact details • A short blurb about the event (150 words max)

For events that are supported or sponsored by the City or are deemed public interest may be promoted further through the City’s various marketing streams. Please include an image and suitable content/wording to be used for advertising purposes. 38. CITY OF STIRLING ATTENDANCE AT EVENTS The following City Officers may attend the event for business purposes:

• External Events Officer. • Environmental Health Officer in order to: Collect the completed Form 5 (Certificate of Electrical Compliance), Collect the Certification of Structures Form/s, Assess each food stall, Issue a Maximum Accommodation Certificate of Approval to the event organiser.

• Security Officers. For minor events (under 500 people), it is likely that an Environmental Health Officer will not attend the event; in this case any relevant forms should be submitted to the Health and Compliance Department via [email protected] within 48 hours of the event. For medium to high risk events it is likely an Environmental Health Officer will attend. You may like to extend an invitation to your event to members of Council. Further details of current members can be found on the ‘Council’ section of the City’s website or email invitations to [email protected]. Any attendance or speech requests for members of Council must be received by the City a minimum four (4) weeks prior to the event. Speech requests will need to be accompanied by a Speech Request form and supporting information, this is available from the External Events Officer upon request.

• His Worship The Mayor, • Ward Councillor for the are you are holding your event, • Other Councillors.






Event organisers are encouraged, where possible, to include a Welcome to Country or acknowledgement of traditional custodians of the land. All speeches by members of Council will support any organiser acknowledgement or can be requested to be undertaken by the member of Council via the Speech Request form. Please discuss this with the External Events Officer for more information. 39. APPROVAL OF YOUR EVENT It is the ultimate responsibility of the event organiser to ensure all relevant approvals and/or permissions have been obtained from the City of Stirling and other approving agencies. Ensure you have submitted all relevant information and documentation with your Event Application package and if in doubt, contact the External Events Officer. Events that do not receive all relevant approvals as detailed in this guideline should not proceed. Minor or low risk events will not receive formal written event approval however:

• If using a public reserve or facility will receive a Venue Hire/Rental Contract, • The External Events Officer will be able to ensure you have the correct permissions in place to run

your event. For medium to high risk events, formal written approvals issued by the City may include:

• Venue Hire/Rental Contracts (Recreation, if using a public reserve or facility), • Certificate of Approval (Health and Compliance, for medium to high risk events), • Certificate of Maximum Accommodation (Health and Compliance), • Event Acceptance Letter.

If relevant approvals are not obtained and the event organiser intends to proceed with the event, the City of Stirling hereby advises the event organiser to:

• Not proceed with the event, • Ensure that the event is not opened to the public, and • Refuse to allow any person to enter the event.

40. FURTHER ASSISTANCE The City’s External Events Officer can assist with any further enquiries, arrange site meetings and put you in touch with the right Officer. Phone (08) 9205 8555 or email [email protected].


Documents

EVENT APPLICATION GUIDELINES AND …. Further assistance _____ 22 . Event Application Guidelines and Requirements ... • Community Safety: For security advice, advertising signage,