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.
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.
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:
- Pre-Design Certification - A Compliance Report, all relevant drawings and consultant design certificates (i.e. structural, electrical drawings, etc).
- 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.