hosting a public event - city of subiaco...publicity, signage and banners 18 insurance requirements...

Hosting a public event Information and application guide

03 Introduction

04 Working with the City of Subiaco

05 Types of events

06 Processing timeframes

07 Event safety

Public buildings

Temporary structures

Evacuation plans and risk management plans

Fire safety

Security

Accessible events

First aid and emergency vehicle access

10 Noise management

11 Food provided or sold Water requirements Liquor licensing

13 Parks and reserves bookings

14 Street markets and entertainment

15 Road closures and street obstructions

16 Recycling, waste and cleaning services

17 Long/recurring events Publicity, signage and banners

18 Insurance requirements Complaints and incidents

19 Parking and public transport

20 Forms

Contents

Thank you for your interest in hosting a public event in the City of Subiaco.

The city welcomes events of all types and sizes that contribute to the

vibrancy and wellbeing of our community.

The city has a responsibility to ensure events held in the local

government area contribute to an environment which protects the

health and safety of visitors. An event should create minimal disruption

to surrounding local residents and the community and be held in

accordance with applicable legislation. This comprehensive guide has

been developed to assist you with your event application submission

and inform you of key responsibilities and possible statutory obligations.

This guide includes information about a range of topics related to

events that may need to be addressed in your event application. Please

ensure you carefully read through each of the following sections and

indentify if any of the event topics are relevant to your event.

Please note that the city endeavours to keep this guide current,

however it is recommended you discuss your application with relevant

organisational branches during the initial planning stage to ensure all

requirements are met and your event runs smoothly and successfully.

Should you have any questions after reading this guide,

please do not hesitate to contact the relevant department

as indicated under each section.

Each branch within the City of Subiaco is responsible for various statutory requirements;

therefore it is essential that relevant branches have been correctly notified of your event.

Below is a summary of internal city branches and their role in event approvals.

Working with the City of Subiaco

04 | City of Subiaco – Relevant branches

Building and Health (Building Services)

Transport Planning and Development

Field Services

Contact the City of Subiaco

Operations and Environment Services

Planning Services

Cultural Services

Place Development

· Public building approval

· Food provided or sold

· Noise management

· Street trading

· Fireworks

· Evacuation and risk management plans

· First aid and emergency vehicle access

· Large temporary structure approval

· Road and footpath closures

· City infrastructure (e.g. roads and footpaths)

· Parking permits and restrictions

· Monitoring road closures

· Animal welfare

· Recycling and waste removal

· Community Parks and reserves use and

bookings

· Events over 48 hours in duration

· Advertising, signage and banners

· Community development grants and

partnerships

· City of Subiaco events

· Sponsored events

· City of Subiaco events

Building and Health (Environmental Health Services)

241 Rokeby Road SUBIACO WA 6008

PO Box 270 SUBIACO WA 6904

Phone: 08 9237 9222 Fax: 08 9237 9200

Email: [email protected]

Website: www.subiaco.wa.gov.au

To assist you with identifying which internal city branches may be involved in your event

approval, below is a list of the four main types of events and the common approvals given.

Please note that this is not an exhaustive list and thus additional city branches may need to

be contacted, dependent on the nature of your event.

Types of events

Common types of events | 05

Street event

Venue event

Outdoor event

Neighbourhood event

Environmental Health Services

· Street Market Permit (including approval of street

entertainers)

· Temporary Food Stall verification

· Form 5 Certificate of Electrical Compliance

· Structural certification for temporary structures

· Noise management plan


· Road obstruction permit and/or footpath closure


· Waste removal and city infrastructure cleaning

Department of Racing, Gaming and Liquor (external State Government department)

· Occasional Liquor Licence/Extended Trading

Permit


· Public Building Approval – Form 4 Certificate of

Approval


· Structural certification for temporary structure




Permit


· Parks and reserves booking

· Recycling and waste removal

· Waste removal and city infrastructure cleaning


· Public Building Approval – Form 4 Certificate of

Approval



· Structural certification for temporary structure

· Noise management plan

· Waste and cleaning services



Permit


· Road obstruction permit and/or footpath closure


· Advice regarding noise management

241 Rokeby Road SUBIACO WA 6008

PO Box 270 SUBIACO WA 6904

Phone: 08 9237 9222 Fax: 08 9237 9200

Email: [email protected]

Website: www.subiaco.wa.gov.au

The event organiser must allow for sufficient time for the

city to consider an application.

· A small event can be described as less than 250

persons

· Large event is 251 to 1000 persons and

· A major event is more than 1000 persons

Small event applications must be submitted fourteen

business days prior to event commencement.

Large event applications must be submitted twenty-eight

days prior to event commencement.

Major event applications must be submitted sixty

business days prior to event commencement.

Road closures (Transport Planning and Development)

· Minor road closure applications must be submitted to

the city a minimum of five business days prior to event

commencement.

· Full road closure applications must be submitted to

the city a minimum of ten business days prior to event

commencement.

Please refer to pages 15 for further information.

Noise (Environmental Health Services)

Should an event propose to create noise that may

contravene the assigned levels defined in regulation 8 of

the Environmental Protection (Noise) Regulations 1997

(as amended), the event organiser is required to apply

for an approval to allow noise emissions to exceed or

vary from the standard under regulation 18 of the above

mentioned regulation.

An application for an approval to allow noise emissions

to exceed or vary from the standard should be made no

later than sixty business days prior to the event.

An application for approval may be made within fifty-

nine business days of the event however it must be

accompanied by a late fee and will only be accepted

based on reasonable circumstances. Please see further

details under the noise monitoring page.

Please refer to page 10 for further information.

Parks and reserves booking (Operations and Environment Services)

Parks and reserves should be booked as early as possible

to ensure the location is available and secured prior to

planning an event.

Please refer to page 13 for further information.

Processing timeframes

06 | Processing timeframes

It is vital to ensure the safety of all patrons attending an

event. There are a number of key areas which contribute

to a safe event:

· public building requirements

· temporary structures (e.g. marquees, stages)

· evacuation/risk management plans

· fire safety

· security

· first aid and emergency vehicle access

· accessible event.

Public buildings Environmental Health Services

Venue safety is regulated by the Health Act 1911 and

Health (Public Buildings) Regulations 1992. Under the

Health Act 1911 a building or place where persons may

assemble is known as a public building. To consider a

public building safe to accommodate an event it must

comply with both pieces of legislation. The applications

required for a public building are:

Form 1: Application to Construct, Extend or Alter a

Public Building

Form 2: Application for Certificate of Approval

Accompanying the abovementioned forms, the following

is required to be submitted:

· a completed Events Application Form

· site plans drawn to a scale (minimum of 1:100)

detailing marquees, stages, music equipment,

entertainment facilities, food vendors, bathroom

facilities, storage/locker facilities, etc.

· prescribed payment, dependent on size of event (refer

to Schedule of Fees and Charges).

Your application will be assessed for compliance against

the Health (Public Buildings) Regulations 1992. Key

requirements assessed are:

· total floor area (m²)

· sanitary facilities

· number of exits and width of exits

· ventilation

· emergency lighting and signs

· temporary structures

· evacuation/risk management plans.

Once the assessment has been completed Conditions

of Approval will be provided to the applicant and a

maximum accommodation number will be determined.

Prior to event commencement a site inspection must be

conducted by an environmental health officer, whereby

each condition listed in the conditions of approval will

be checked to ensure compliance. Any electrical work

undertaken for the event must be tested and tagged,

then signed off by a licensed electrician using a Form 5

Certificate of Electrical Compliance. The Form 5 must be

provided to the Environmental Health Officer during the

site inspection. Should the event satisfactorily comply

with the Health (Public Buildings) Regulations 1992 a

Form 4 Certificate of Approval will be provided.

For further information please contact the city’s

Environmental Health Services team on 9237 9222.

Temporary structures Environmental Health Services and Building Services

The event organiser should provide details of any

structures which are proposed for the event. Structures

may include:

· marquees

· stages

· overhead lighting

· oversized banners/signs

· inflatable structures (e.g. bouncy castles) and

amusement rides.

· obstacles (e.g. ladders, steps, landings)

The engineer or manufacturer specifications must be

provided with an event application. The specifications will

be reviewed upon receipt, to determine if a Building Permit

is required. Should a permit be required the city’s Building

Services team will be in contact with the applicant.

For any inflatable structures and amusement rides, in

addition to submitting manufacturer specifications, a copy

of each structures Work Safes Plant Registration Certificate

and Certificate of Annual Inspection must be provided.

Prior to event commencement an environmental health

officer or building surveyor will undertake an inspection

of all structures to ensure safe and suitable assembly. A

Structural Certification must be completed by an installer,

who can certify that the temporary structure has been

constructed in accordance with the manufacturer’s

specifications. A completed and signed copy of the

Structural Certification must be provided to the officer

upon completion of the inspection.



Event safety

Event safety | 07

Evacuation plans and risk management plans Environmental Health Services

Evacuation plans are required for all large and major

events due to the potential risks associated with the

event however are also recommended for smaller events.

The evacuation plan must be provided in writing within

the specified timeframe as agreed by an authorised

officer of the city.

An evacuation plan must satisfy the requirements of AS

3745-2010 and incorporate a risk management plan

that has been developed in accordance with AS/NZS

4360:2004.

Risk management plans are required for all events with

more than 5000 persons in attendance, in accordance

with AS/NZS 4360:2004. For other event sizes a risk

management plan may not be required however is

strongly recommended. A risk management plan should

address all health and safety issues at the event such as

noise emissions, restricted parking, waste management,

patron behavior, emergency exits and fire hazards.



Fire safety Department of Fire and Emergency Services

All firefighting equipment must be provided in

accordance with AS 2444 and Section E of the Building

Code of Australia.

The type of fire equipment required is dependent on the

type of event you are having. Please consult with the

Department of Fire and Emergency Services (external State

Government department) for fire equipment advice.

Please note that any fire equipment provided at an event

must have undergone routine testing and maintenance

as outlined in AS 1851. It is a requirement for any fire

safety equipment to be checked every six months and if

necessary replaced and/or recharged.

For further information regarding firefighting equipment

required, please refer to the Department of Fire and

Emergency Services website www.dfes.wa.gov.au

Security Environmental Health Services

Dependent on the nature and size of your event you may

require security or crowd control officers. Should security

personnel be deemed necessary for the event, details of

the number of personnel and their role must be included

with your application submission.

It is the event organiser’s responsibility to ensure security

and/or crowd control officers are carrying out their duties

to ensure the safety of visitors.

Please note that security and crowd control officers

should be licensed under the Security and Related

Activities (Control) Act 1996 and under no circumstances

are security dogs to be used within the City of Subiaco.

Helpful tip: For events involving the supply of liquor,

the number of security personnel will be stipulated by

the Department of Racing Gaming and Liquor.

For clarification regarding the above mentioned,

in particular with planning requirements, please

contact the city’s Environmental Health Services

team on 9237 9222.

08 | Event safety

Accessible events

To ensure everyone has an equal opportunity to

access and be included in community events it is

essential to consider individuals with a disability.

It is recommended that event organisers visit any

proposed event venues prior to an event to ensure all

attendees are able to access the event without any

restrictions. For venues which are not fully accessible

the event organiser may consider:

· hiring equipment or facilities which will provide

assistance (e.g. accessible toilet, ramp or audio loop)

· if required, ensure seating is provided and located

at appropriate locations

· display clear and appropriate signage throughout

the event area

· ensure accessible parking is provided close to the

entrance of the event area

· ensure staff are adequately trained and available to

provide assistance to those in need.

For information about where to hire equipment

please contact the Independent Living Centre on

9381 0600 or for further information regarding

how to plan an event that is accessible to people

with disabilities please visit the Disability Services

Commission’s website www.disability.wa.gov.au

Event safety | 09

Planning requiredLevel of risk

Low Medium High Extreme

Notify local St John Ambulance of event Yes Yes Yes Yes

Notify local hospital/health care provider Yes Yes Yes Yes

Notify Disaster Preparedness and Management Unit No Yes Yes Yes

Minimal notification period to all agencies 4 weeks 10 weeks 20 weeks 28 weeks

Provision of transport arrangement Yes Yes Yes Yes

Provision of first aiders Yes Yes Yes Yes

Provision of first aid centers Yes Yes Yes Yes

Provisions of qualified paramedics No No Yes Yes

Provision of adequately equipped medical centers No No Yes Yes

Provision of onsite medical teams No No No Yes

Public information and health notices No Yes Yes Yes

Medical Plan required No Yes Yes Yes

Health risks included in risk management plan Yes Yes Yes Yes

Helpful tips:

· For large and high risk events, a medical plan

should be developed based on risks identified

during the process outlined in AS 4360:2004 Risk

Management.

· Should you require assistance with the completion

of the health and medical planning requirements,

please contact the Disaster Preparedness and

Management Unit on 9222 2437 or

[email protected]

· The number of first aid providers and personnel

will vary for each type of event.

· All first aid providers should have appropriate

professional indemnity insurance for their

personnel and should hold current first aid

qualifications from an accredited training provider.

· It is not recommended or encouraged for staff to

have dual roles.

Emergency vehicle access

In addition to medical services provided at an event,

please ensure that emergency access (for all vehicles and

personnel) is provided throughout the event at all times.

When submitting an application for an event within the

city, please ensure such access points are highlighted

to satisfy the assessing department that you have

considered how emergency response teams can move

throughout the event.

First aid Environmental Health Services

There are numerous injuries which can occur throughout

an event therefore it is important for event organisers

to ensure the level of medical services provided reflects

the identified event risks. Some of the common medical

conditions which occur during events include:

· heart stroke, respiratory distress and epilepsy

· sunburn, fainting, dehydration and heat exhaustion

· blisters, bone breaks, minor cuts and abrasions

· drug and alcohol abuse or overdose

· intentional physical violence

· trampling or crowd crushing injuries.

To assist event organisers with identifying the correct

medical services required for the event a Medical Risk

Classification tool should be used.

Once a risk classification has been determined by using

the tool, the following table will help event organisers to

identify the planning required.

Noise management Environmental Health Services

Noise is regulated under the Environmental Protection

(Noise) Regulations 1997. Events which commonly create

unreasonable noise include the use of stereo systems,

loudspeakers and musical instruments.

Should an event propose to create noise that may

contravene the assigned levels defined in regulation 8 of

the Environmental Protection (Noise) Regulations 1997

(as amended), the event organiser is required to apply

for an approval to allow noise emissions to exceed or

vary from the standard under section 18 of the above

mentioned regulations.

An application for approval should be provided sixty

business days prior to the event with the prescribed

$1000 application fee (for applications less than sixty

business days prior to event, please see Helpful tips

below).

The following must also be provided:

· specify start and completion times for the event

· a running sheet of performances

· description and map of noise related equipment

including:

- location of the front of house sound desk

- main speaker banks and delay stacks (if applicable)

· list of instruments which will be used during

performances

. if known, sound levels proposed for the event

. description and map of all stages, in relation to the

public building area

· contact name and details in case of emergencies or

complaints

· copy of the circular letter sent to neighboring

residents.

For small and large events it is strongly recommended

to conduct a letter box drop, notifying nearby residents

of any anticipated noise disturbances at least seven

business days prior to event commencement. For major

events, the event organiser must ensure a letter box

drop is conducted using the determined resident mailing

distribution area provided by the city’s Environmental

Health Services.

Resident notification letters should include information

such as:

· event details – event name, location, date, time and

duration of event

· details of when noise disturbances may occur (i.e. during

performances or during bump in/bump out times)

· organiser’s name

· contact name and number for complaints.

Should any noise complaints be received, the city’s

Environmental Health Services must be informed by the

next business day.

Helpful tips:

· An application for a regulation 18 approval may

be made within fifty-nine to twenty-one business

days before the event. However, it must be

accompanied by the late fee of $250, totaling a

prescribed application fee of $1250.

· An application for a regulation 18 approval

can be made within twenty-one business days

before the event. However the CEO must be

satisfied that there are exceptional circumstances

which prevented the application from being

provided earlier and the application must also be

accompanied by the late fee of $250, totaling a

prescribed application fee of $1250.

· Consider noise from construction and

deconstruction of an event when submitting an

application.



Noise management

10 | Noise management

Food, water and liquor

Food, water and liquor | 11

Food provided or sold Environmental Health Services

Food safety is regulated under the Food Act 2008 and

Australia New Zealand Food Standards Code. It is a

requirement to notify the City of Subiaco should any

food, including beverages, be provided during an event.

Any temporary food stall or mobile food vehicle

proposing to trade within the City of Subiaco must

complete an Application to conduct a Temporary Food

Business form.

Accompanying the application form must be:

· a temporary food stall diagram/ mobile food vehicle

diagram

· copy of the food menu

· copy of the food providers Food Act 2008 Certificate

of Registration and

· the prescribed notification fee (refer to Schedule of

Fees and Charges).

Any temporary food premises which is classified as an

exempted food business, under the Food Regulations

2009 is still required to notify the city but is exempted

from paying the prescribed notification fee.

To assist you with your temporary food stall application

and set up please refer to the Temporary Food Business

Guidelines and Temporary Food Stall Diagram example.



Water requirements Department of Racing, Gaming and Liquor

Potable water should be available to all attendees for

hydrating and cooling purposes. In addition potable

water may be required for spraying (i.e. cooling) the

crowd with water and note that water must always be

accessible in case of a fire emergency.

For day events there should be:

· a minimum of two litres of free drinking water per

person or a rate calculated at 500ml/hour, whichever is

greater, and one water outlet provided per 500 people

· information regarding water locations must be

displayed in clearly visible areas to clearly direct

attendees to water sources.

Helpful tips:

· Under the Liquor Control Act 1988, it is mandatory

for a licensee to provide free potable water to

patrons.

· For events where patrons are prohibited from

bringing their own food or beverages, patrons

should be permitted to bring branded, transparent

and unopened water bottles.

· For events where patrons queue for a long period

of time, patrons should be permitted to bring

branded, transparent and opened water bottles.

It is expected that water will be opened and

consumed whilst waiting.



Liquor licensing Department of Racing, Gaming and Liquor

Should alcohol be provided at an event the Department

of Racing, Gaming and Liquor (external State

Government department) must be contacted to confirm

whether and which license is required.

Two of the most common event licenses are an

‘Occasional License’ and ‘Variation of an Existing

Licence’. There are several accompanying documents

required for these license applications, which include:

· submission of an official RGL application form

· written consent from the occupier or person in control

of the premises where liquor will be sold

· written consent from the local government for the use

of public land

· a map/floor plan of the proposed licensed area

· description of public transport options available for

event attendees

· for events of greater than 500 attendees, a security

and risk management plan approved by the local

Police, local government authority and if necessary

local health authority

· if a variation is lodged, a written submission of why a

variation is requested for event.

The time frames for ‘Occasional Licence’ or ‘Extended

Trading Permit’ application submissions are:

No more than 500 persons

> No later than fourteen business days before the event

Between 500 and 5000 persons

> No later than thirty business days before the event

More than 5000 persons

> No later than sixty business days before the event

Please note that all liquor applications with supporting

documentation must be submitted directly to the

Department of Racing, Gaming and Liquor.

Helpful tips:

· Neighbourhood events where liquor is not sold

as defined under ‘sell’ of the Liquor Control Act

1988 are not required to notify Racing Gaming and

Liquor. However it is an offence to provide liquor

in a public space without notifying the relevant

local government authority.

· Licensing considers a number of factors when

approving an application. It is recommended to

include the following information with your liquor

application:

- confirmation that sufficient facilities and expertise

will be available to ensure liquor will be sold and

consumed in a safe and responsible manner

- there will be adequate measures to ensure trading

is not conducted in a manner that is detrimental to

the public

- liquor will not be sold to juveniles and will be sold

in a manner which prevents public disorder

- additional supporting information such as

advertisements, brochures, etc.

For further information or clarity regarding the above

mentioned please contact the Department of Racing,

Gaming and Liquor on 1800 634 541 or visit

www.rgl.wa.gov.au

12 | Food, water and liquor

Parks and reserves bookings

Parks and reserves bookings | 13

Parks and reserves bookings Operations and Environment Services

The city has a number of parks and reserves within

the municipality that may be used for events. Groups

of less than fifty people, holding a not-for-profit social

gathering, may reserve an open space for a small

administration fee. Larger groups of fifty or more people

are considered to be an ‘organised activity’ and will be

subject to the operational guidelines of the city’s Use of

Passive Recreational Areas Policy. Applications will be

assessed and approved based on the following criteria:

· the event organiser must complete and submit a Parks

and Reserves Booking Form

· the park or reserve and its amenities are suitable for

the type of event proposed

· any permits necessary for the consumption of alcohol

must be submitted with the parks booking form

· the application must be accompanied by the prescribed

booking fee (refer to Schedule of Fees and Charges).

Prior to event commencement an event permit must

be received from the city. Note that a site assessment

will be undertaken post event to ensure all conditions

detailed on the permit have been adhered to. A bond is

required for all events, which is calculated using a risk

assessment based on number of attendees, location of

event, activities planned and any temporary structures

constructed for event. Following the event the area

booked is inspected for any damage or excess litter

that is identified as a result of the event, the costs to

rectify the damage or clean the site will be deducted

from the bond. The bond is refunded by cheque should

no damage be identified. Please refer to the terms and

conditions of use of Parks and Reserves for specific

details of conditions imposed.

Should you have any questions regarding the amenities

and size of a park or reserve, or require further

information regarding the requirements or application

process, please contact the city’s Parks and Environment

team on 9387 0942.

14 | Street entertainment and road closures

Street market permit Environmental Health Services

Should your event propose to create a street market

whereby a collection of stalls, stands or displays are

located on a street or public places and a transaction

sale occurs, you must complete an Application for a

Street Market Permit under the City of Subiaco’s Trading

in Public Places Local Law 2014. Please note that a

Street Market Permit can be issued for a day, a month or

annually.

Accompanying an application form must be the

following:

· an accurate plan, drawn to appropriate scale, showing

the location and dimensions of the proposed street

market area. The plan must also show the following:

- thoroughfares including footpaths, street furniture,

trees, utilities, parking or service bays in the area

- any temporary structures such as marquees, audio/

visual equipment, stages, inflatables, etc.

· a risk management plan outlining the operational

aspects of the proposed street market

· confirmation that the following authorities have been

notified of the proposed market:

- WA Police

- Department of Fire and Emergency Services

- Public Transport Authority of WA

· a copy of the current, valid public liability policy, which

notes the City of Subiaco for its rights and interests

· the prescribed application and permit fees (refer to

Fees and Charges).

Prior to opening a street market to the public, a site

inspection will be undertaken by an authorised officer,

confirming that the set up is accurate based on the

application submitted. Should the street market comply

with above mentioned local law, a Street Market Permit

will be provided to the event organiser at the conclusion

of the site inspection.



Street entertainment and busking Environmental Health Services

Street events may incorporate entertainers and buskers,

such as musicians, dancers, character impersonators, live

artwork, fundraising groups, magic performances and

circus acts. Such entertainers and buskers must provide a

completed Application for a Street Entertainment Permit.

Once an application with required supporting

documentation has been submitted, a Street

Entertainment Permit will be issued. Please note there is

no fee required for a street entertainment permit.

Should you have any questions regarding an Application

for a Street Entertainment Permit please contact the city’s


Helpful tip: Public liability insurance is requested

in the application form however, this requirement

is dependent on the nature of the proposed street

entertainment activity. Therefore please contact the

city’s Environmental Health Services team for further

clarification.


Environmental Health Services on 9237 9222.

Fireworks and pyrotechnics Department of Mines and Petroleum

If you are proposing to have fireworks or pyrotechnics at

your event you must obtain the relevant application form

from the Department of Mines and Petroleum (external

State Government department).

The application form requires approval from the Police,

Department of Fire and Emergency Services and local

government.

Relevant information and applications are located on the

Department of Mines and Petroleum website

www.dmp.wa.gov.au

Street markets and entertainment

Road closures and obstructions | 15

Road closures and street obstructions Transport Planning and Development

To close a road or obstruct footpaths, verges or parking

bays you are required to obtain approval from the city’s

Transport Planning and Development branch. There are

three main authorising groups which may be involved

in the approval and closure of roads: the relevant Local

Government, WA Police and Main Roads WA in some

cases.

All event road closures are dealt with in accordance with

the Traffic Management for Events Code of Practice. This

document can be found on the Main Roads WA website

www.mainroads.wa.gov.au

There are six categories for event road closures which each

feature different requirements. Enclosed with this guide

is a breakdown of each category and their requirements,

please refer to Road Closure Category Descriptions.

For all category 1-4 events an Application for an Order

for a Road Closure and a traffic management plan is

required to be submitted. This is reviewed and approved

by the city first, then submitted to WA Police. Category

6 events involve a different application, an Application

for Temporary Suspension of the Road Traffic Act/

Regulations, Section 83 Road Traffic Act and potentially a

traffic management plan.

For all event road closures, except for category 5 events,

the city signs the application before it is finally provided

to WA Police for approval. Category 5 event applications

are provided straight to WA Police. Main Roads WA only

need to be consulted if the event impacts a road under

their direct management (being Stirling Highway and

Mounts Bay Road within the City of Subiaco) and they

simply have to provide consent on the application form.

Should your event be located outside a road reserve,

consider if your event requires the closure of abutting

roads to assist with safe event ingress and egress.

Prior to completing and submitting an application it

is strongly advised to consult with the city’s Transport

Planning and Development team on 9237 9222 as they

can provide specific advice regarding your application

process.

Helpful tips:

· When submitting an application consider the set

up and pack down times frames for the event.

· For category 4 events the applicant must provide

written consent from at least two-thirds of the

occupiers of land adjacent to the road subject

to road closure. For this purpose an Occupier’s

Consent Form for a Street/Locality Event is

incorporated with the Application for an Order for

a Road Closure.

· Category 5 events must first be discussed with WA

Police. A ‘Notice Applying for a Permit to Hold a

Public Meeting and/or Conduct a Procession’ must

be submitted. This application can be found at

www.mainroads.wa.gov.au

· For all road closures letter box drops advising

residents and business proprietors of road closures

that will restrict access to and from their property

must be undertaken.

· See pages 32 to 36 of the Traffic Management for

Events Code for planning, road authority approval

and police approval processes.

· For a generic ‘Notification of Event’ form see

appendix 3 of the Traffic Management for Events

Code of Practice.

· All applications must be accompanied by the

prescribed fee which can be found at Fees and

Road closures and street obstructions

16 | Waste, extended event and publicity

Recycling, waste and cleaning services Operations and Environment Services

The event organiser is responsible for the collection,

removal and disposal of litter from the event area

and adjacent public areas. Any cleaning services are

to be provided and managed by the event organiser.

A sufficient number of waste receptacles must be

provided throughout the duration of the event and

must be emptied in the correct manner. It is strongly

recommended to consider recycling glass, plastic and

cardboard waste produced from the event.

There is an expectation that any space occupied for an

event is returned to the condition it was initially occupied

in. Should any work be undertaken by the city to restore

the area to its original state, including the restoration of

any city infrastructure (footpaths, roads, bins etc) the city

may seek reimbursement from the event organiser.

As an alternative, should you wish to utilise the city’s

waste services team for waste collection and removal

during the event, written notification of the event must

be provided. To initially notify please provide the city’s

waste services team with a completed Event Application

form, accompanied by the additional details page, six

weeks prior to event commencement. Please note

further information may be required, however will be

specifically requested.

For further information please contact the city’s waste

services team on 9237 9222.

Recycling, waste and cleaning services

The City of Subiaco is working towards zero waste and

encourages recycling at events held within the city.

We are asking event organiser to assist us in reducing

waste going to landfill.

The city's waste services offer 240L waste bins for

perishables, and 240L recycling bins and jumbo lids.

Bins provided should be clearly labeled by the event

organiser to assist with clear identification and use.

Please contact the city’s Operations and Environment

Services team for information about waste and

recycling costs, and to discuss your event waste

management options.

Long/recurring events and advertising | 17

Long/recurring events and advertisingRecycling, waste and cleaning services

Over 48 hour event Planning Services

The city’s Planning Services branch approves events which

are proposed to run for longer than 48 hours or are

reoccurring/regular events. A development application

and supporting documentation is required to be

submitted for these types of events.

Applications may require consultation should the

proposal include significant variations from the city’s

requirements. Applications which do not require public

consultation must be submitted 60 days prior to an

event, and those that require public consultation must

be submitted 90 days prior to an event.

Please contact the Planning Services branch on

9237 9222 for further information and to discuss

your application.

Publicity, signage and banners Planning Services

Any advertising to be conducted throughout the

municipality must be given approval by the city.

A formal written request should be addressed to the CEO

including the following information:

· applicant details such as full name and contact details

· reason for display of advertisement – such as promotion

of event

· brief description of event – such as the nature of event

and date and time proposed

· clear location for the display of advertisement

· date and time the advertisement will be on display

· type of imagery displayed – recommended to provide

clear, legible photographs of the advertisement

· description of how the advertisement will be secured

whilst on display (e.g. secured to a fence line

Once reviewed a written approval will be provided to the

applicant.

Please note any advertising which is to remain on display for

longer than 48 hours on private property must be approved

by the city’s Planning Services. A Development Application

must be submitted at least sixty business days prior (when

an application does not require public consultation) to the

proposed advertisement being displayed.

For further information regarding the display of

advertising, signage or banners for over 48 hours on

private property please contact the city’s Planning

Services branch on 9237 9222

18 | Insurance and complaints

Insurance and complaints

Insurance requirements

All insurance is the responsibility of the promoter/

event organiser. Most events must be covered by a

comprehensive public liability insurance of no less than

$20 million, noting the city for its rights and interests.

A copy of the certificate of currency showing public

liability details should be provided to the city for events

which occur on council owned land. Please ensure a copy

is provided upon request from any of the city’s branches.

Further information is also available in the Human Rights

and Equal Opportunity Commission (HREOC) publication

Accessible Events – A Guide for Organisers which can be

found at www.hreoc.gov.au

Complaints and incidents

It is the responsibility of the event organiser to ensure

complaints and incidents are investigated and rectified

efficiently and satisfactorily. An individual should

be nominated to receive complaints and respond

accordingly.

When handling a complaint it is important to remember

the following:

· a complaint should be acknowledged promptly

· if an investigation is required, it should be actioned

accordingly as a priority

· the response to the complainant must be clear and

informative, ensuring the complainant acknowledges

and understands the response

· should the complainant not be satisfied with the

response, external review (i.e. by the relevant local

government) should be considered.

When responding to a complaint, it is recommended to

keep a record of the following information:

· date and time complaint received

· complainant’s full name and contact details

· respondent’s full name and contact details

· reason for complaint

· location of the problem

· response provided by the receiver, including details of

any investigation undertaken.

Helpful tips:

· The event organiser should ensure that all staff are

aware of the complaints process, including who is

nominated to respond to complaints.

· All complaints should remain confidential; as such

the Privacy Act 1988 should be remembered when

collecting, storing, investigating and reporting on

complaints handled.

· For events with attendees of more than 1000 persons

a complaint log should be provided to the city.

Parking and public transport

Parking and public transport | 19

Parking and public transport Field Services

When choosing your event locations within the city

please consider the parking and transport options for

event attendees. It is important to consider not only

event attendees but also the residents within the city.

Please refer to the city’s Getting to Subi information

sheet which provides public transport options and

parking areas throughout the city.

Should your event propose to exceed the time restrictions

of any car parking bays, and you have not applied

for a street trading permit and/or a road or footpath

obstruction, you are required to apply for a commercial

parking permit.

An Application for Commercial Parking Permits must be

submitted with the prescribed fees (refer to Fees and

Charges) to the city’s Field Services team, whom will

review your application.

In addition, the city’s Field Services branch should be

advised of events of more than 500 persons to assist with

parking limitations which may affect the event and/or

surrounding residents and they should be notified of any

traffic flow changes.

For further information on parking and public transport

please contact the city’s Field Services branch on

9237 9222.

www.subiaco.wa.gov.au

The City of Subiaco is committed to protecting the global environment through local action. By printing this publication on Australian made 100 per cent recycled paper, the city aims to conserve the resources of the city. The document is available via the Internet at www.subiaco.wa.gov.au

This information can be provided in alternative formats upon request.

Appendices

20 | Forms

Forms Available from the public events page on the city’s website www.subiaco.wa.gov.au

GeneralPublic event application form

Application submission checklist


Medical Risk Classification Tool (for First Aid and emergency response)

Public Building Applications Form 1 Application to Construct, Extend or Alter a Public Building

Form 2 Application for Certificate of Approval

Form 5 Certificate of Electrical Compliance

City of Subiaco - Structural Certification

Food Provided or Sold Application to conduct a Temporary Food Business

Street Market Application for a Street Market Permit

Application for a Street Entertainment Permit

Transport Planning and DevelopmentApplication to obstruct road or footpath

Application for an Order for a Road Closure (including Occupier’s Consent Form)

Category Definition and Requirements

Operations and Environment Services Parks Booking Form

Field ServicesApplication for commercial parking permits

Planning ServicesApplication for Development Approval

hosting a public event - city of subiaco...publicity, signage and banners 18 insurance requirements...

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