Business event application

The City of Vincent understands the importance of vibrant and engaging events in fostering a thriving business community. Whether you're planning a market, festival, or promotional activity, this page is your go-to resource for obtaining the necessary permits to host successful events in our vibrant city.

When is an Event Application required?

An Event Application is required when:

  • The event is open to the public on City of Vincent land.
  • The event has any of the following:
    • Food for sale or alcohol.
    • Amplified music or entertainment.
    • Stalls.
    • A road closure.
    • Amusement rides.
    • Structures being installed.

If you’re unsure, it’s always best to complete the application and the City of Vincent will let you know if no further approvals are required.

An Event Application IS NOT required when:

  • The event is being held in a City of Vincent Hall.
  • The event is a private picnic.

Event Application 

If you are organising a public event being held in a public place on City of Vincent land, you might need to apply for some permit approvals.

Fill out the Event Application Form below to streamline the approvals process.

Event application online form (recommended)

Event application fillable PDF

Event application process timeline

By following these steps, you'll be on your way to hosting a successful and compliant event in the City of Vincent.

Submit Your Event Application Form

8 weeks before event:

Submit your event application by completing our Event Application Online Form.

Book your venue

6 weeks before event:

Secure your venue using our booking platform SpaceToCo.

Application review

5 weeks before event:

The City of Vincent will review your application.

After review, we will send you an email detailing what requirements are needed for your event. The e-mail will outline all documentation and permit approvals required for your specific event. A list of event requirements can be seen below.

We might also request a meeting with you to discuss these requirements or to provide assistance.

Provide completed documentation

4 weeks before event:

Ensure a smooth process by submitting all the required documentation as outlined in Step 3 to mail@vincent.wa.gov.au.  

Conditional Approval

1 week before event:

Once we review the documentation, you will receive a 'Conditional Approval' letter from the City of Vincent, confirming the approval status for your event.

Event requirements

Once the City of Vincent has reviewed your Event Application, we will provide you with a specific list of requirements that suit your event. We may ask for some of the below depending on what your event entails.

Road Closure Application and Traffic Management Plan

If your event requires road closures or altering traffic routes, you will require a Traffic Management Plan (TMP).

You will be required to engage a Main Roads WA accredited Traffic Management Contractor, who will prepare a TMP and Traffic Control Diagrams (TCD's) for the City's approval.

In addition to understanding the road closures, you will be responsible for notifying the relevant services authorities such as Police, Fire, Ambulance, Transperth etc.

Temporary Public Building

Any areas where the proposed event is held, indoor or outdoor, is considered a Public Building area, for the duration of the event.

If you are planning to alter the layout of a hired venue, or plan to enclose any public spaces with fencing, it is considered a “Temporary Public Building” and the City of Vincent requires this form, along with a site plan.

Temporary Public Building - Application to Construct, Extend or Alter

Temporary Structures

Temporary structures include:

  • tents, marquees or booths;
  • seating stands;
  • stages or platforms;
  • prefabricated buildings; and
  • any other structure that is not permanent. 

There are a number of things to be considered before erecting a temporary structure. 

What approvals do I need?

Health Approval

Temporary structures over 9m2 that can be accessed by the general public, with or without tickets, will be required to obtain health approval from the City's Environmental Health Services. The structures would need a structural engineer and/or the installer to sign off that the structures have been installed correctly and fit for use.

For more information, please contact Environmental Health Services on 9273 6000.

Building Approval

Temporary structures that are for back-of-house use only by vendors, sponsors, volunteers, staff and catering may not require health approval. They also do not require building approval as the requirements of the Building Act 2011 do not apply.

However, to protect public interest, the City of Vincent requests the following information to be submitted:

  1. Pre-Design Certification - A Compliance Report, all relevant drawings and consultant design certificates (i.e. structural, electrical drawings, etc).
  2. Post Construction Certification - A Completion/Compliance Report, as-constructed drawings, and consultant completion certificates (i.e. structural engineering, electrical, etc).

You will need to engage a private Building Surveying Contractor to provide certification of the requested information in accordance with the Australian Building Codes Board (ABCB) Temporary Structures Standards 2015.

There is a Building Surveying Contractor and Practitioners Register on the Department of Mines, Industry Regulation and Safety website.

For more information, please contact Building Services on 9273 6000.

Temporary Electrical Installations

Event organisers are responsible for arranging for the supply and installation of electricity for the event.

Any temporary equipment setup for the event must be kept clear of patrons and be properly and safely secured.

Electrical cables should be laid underground if possible, otherwise covered and protected, or overhead, in compliance with all necessary legislation.

All cables, leads and portable outlets must be tagged and tested within a 6 month period by a licensed electrician and Residual Current Devices (RCD’s) + circuit breakers must be used to protect electrical outlets and appliances in areas accessible to the public.

All temporary electrical equipment (e.g. generators, lighting towers and the like) will need to be checked by a licensed electrician prior to the event commencing and submit the following form:

Form 5 - Certificate of Electrical Compliance

Noise Regulations and Noise Management Plan

For all events within the City that are likely to generate sound and noise that will be received at a nearby noise sensitive premises, a Noise Management Plan will need to be developed and submitted as part of your application. 

Noise Management Regulations

If your event has any of the following:

  • Speakers, live bands, loud machinery, etc.
  • Out-of-hours set up/pack down activities (before 7am or after 7pm)

You will be required to submit a Noise Management Plan along with an application for exemption under the applicable noise regulation. The City's Health Services will identify which regulation is the most suitable for your event.

Regulation 13

For bump in and bump out activities that happen outside of 7am-7pm Monday to Saturday.

Regulation 16

For larger scale community events.

Regulation 18

For larger concerts/events. This requires more complex noise modelling and applications are to be submitted no less than 60 days prior to the event.

A Noise Management Plan must include:

  • Event date, start and finish times, and venue
  • bump in and bump out (i.e. set up/take down) times for the event
  • Anticipated sound level emission impact on the surrounding properties
  • How noise levels will be monitored during the event
  • Details of complaint management procedures to be implemented (you will need a monitored phone number during the event for handling of complaints)
  • Details of how the affected surrounding community will be notified of the event (e.g. letter drop to include the complaint line number, start/finish times, venue, etc.)
  • Details of stage and speaker location
  • Details of sound engineering methods to be used to reduce noise impact on the surrounding community

Noise Management Plan Approval application - Regulation 13

Risk Management Plan or Risk Register

Events with more than 1000 people attending will require a comprehensive Risk Management Plan in accordance with AS/NZS ISO 31000. Events with less than 1000 people attending will require a Risk Register which we can provide a template for.

Site Plan

You will need to submit a site plan for your event to the City of Vincent.

A site plan must include:

  • Location
  • Nearest residents house (in metres)
  • Fencing
  • Entrances and exits
  • Emergency assembly areas
  • Food stalls
  • Lighting and lighting towers
  • Generators, electrical cables and equipment
  • Speakers
  • Toilet facilities (including location and accessibility)
  • Location, type and number of fire safety equipment (including fire extinguishers and hose reels)
  • Liquor licensed areas
  • First aid posts
  • Vehicle access points, including emergency vehicle access through while site
  • Event parking
  • Locations and dimensions of all temporary structures and entertainment attractions (i.e. marquees, transportable units, stages, platforms)

Food Stallholder / Van Permit

All food stalls, food sampling, and product samples at your event must obtain a one-off stallholders licence. This includes:

  • Food for sale
  • Food supplied free of charge
  • Packaged sample foods

The food stallholder / van permit application must include:

  • Completed Food Stallholder / Van Application form
  • Certificate of Food Registration (Under the Food Act 2008)
  • Plan of the stall (including diagram and photos)
  • Certificate of Public Liability insurance with cover of no less than $10 million
  • FoodSafe Online certificate of completion
  • Menu

All applications must be submitted no less than 2 weeks prior to the event.

For more information please visit the Mobile Food Vendors web page.

One-off and Annual Food Stallholder / Van Permit Application form

Temporary and Mobile Food Premises Guideline

Food Safety Training 

Liquor License

If you intend to sell or supply alcohol at your event, you must obtain approvals from the Department of Racing, Gaming and Liquor (DRGL). Please contact 6551 4888 for further information or visit www.rgl.wa.gov.au

If DRGL requests approval from the City of Vincent, you will be required to submit a Section 39 (Liquor) Application form.

Section 39 (Liquor Licence) Application

Amusement Rides

If amusement rides are present at your event, the following is required to be submitted to the City's Health Services prior to your event:

  • 'Plant Registration' (from Worksafe) is required for all amusement rides, if specific ride/structure does not require 'Plant Registration' then please provide confirmation of this from Worksafe or a qualified Engineer
  • A log book of maintanence of a signed statement from the operator to the effect that 'all rides are operated, maintained, inspected, and records kept in accordance with the requirement of Regulations 4,52 of the Occupation Safety and Health Requirements 1996'. Operations must be aware of these regulations
  • Current Public Liability Insurance 

Please note that some water slides or inflatables may be classed as an aquatic facility, which may need to be approved by the Department of Health Management of aquatic facilities in Western Australia (health.wa.gov.au).

Animals or petting zoos will need to comply with the City of Vincent Animal Local Laws, which includes enclosures, in. distances requirements from other premises and cleanliness.

First Aid Post

Depending on the size of your event, you will be required to provide a first aider or first aid post as per the Department of Health Guidelines.

Please use the table below as a guideline:

Patrons

First aiders

First aid posts

500

2

1

1000

4

1

2000

6

1

5000

8

2

10000

12

2

20000

22+

4

Events smaller than 500 patrons

Events smaller than 500 patrons held near central ambulance/hospital services do not require first aid services. However it is strongly recommended that event managers should (through their duty of care) still ensure that at least one member of the event team holds a recognised first aid certificate.

Toilets

Public toilets must be provided and be sufficient for the number of people attending your event. The toilets must also be checked and serviced throughout the event. Please use the below table as a guide for estimating the number of toilet facilities required for your event:

Basic Ratio = 1/100

Capacity

Females

Males

Hand wash basins

WCs

WCs

Urinal (m)

Urinals

Male

Female

<1000

5

1

1.5

3

2

2

1001-2000

10

3

3

5

4

4

2001-3000

15

4

4.5

8

6

6

3001-4000

20

5

6

10

8

8

4001-5000

25

6

7.5

13

10

10

5001-6000

30

8

9

15

12

12

6001-7000

35

9

10.5

18

14

14

7001-8000

40

10

12

20

16

16

8001-9000

45

11

13.5

23

18

18

9001-10,000

50

13

15

25

20

20

Please note: the above table should be treated as a guide, the determination of how many toilets are required is dependant on several variables and will be assessed by the City's Health Services. 

Public Liability Insurance

A copy of your 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 allowed to go ahead without a copy of this being provided. Please contact your insurance company to check that your event is covered.

Other considerations

Waiver of Fees

If you’re a not-for-profit hosting a free community event, you may be eligible to have some fees waived.

Waiving of Fees » City of Vincent

Business and Local Town Team Engagement

If your event is within a town centre, we may request you work with the local businesses and town team to create an event that benefits the community.

Town Centres » City of Vincent

Promotion

If your event is a free community event, the City of Vincent may be able to help share your event on your Facebook and website.

Contact Us » City of Vincent

Bins

The City of Vincent may be able to provide general waste and recycling bins at a cost for your event.

Contact Us » City of Vincent

More information

If you need further information, contact the City of Vincent Business Support on (08) 9273 6000 or business.support@vincent.wa.gov.au.