Step 2. Event planning

Planning is the key element for any event. Plan the theme of the event, plan on budget and identify available resources.

A. Choosing the right venue

The City has a vast range of outdoor settings for fairs, festivals and markets. We also have many great indoor spaces for community events: halls, pavillions, community centres and the like.

Booking requests for City venues and facilities can be submitted online. Visit bookings.armadale.wa.gov.au. Your booking request will be assessed and you will be notified of the outcome. You will be advised if there are other activities happening in the same venue on the same day or of any specific requirements for your chosen venue.

If you wish to hold a public event on private land, confirm with the City's Planning Services and Health Services that the venue is suitable.

View the list of our Venues facilities for hire and Sporting Grounds reserves to find the facilities best for your event:

B. Funding your event

Apply for grant for a community event:

Event organisers may wish to pursue several funding options. Opportunities for support include:

Grants programs
Sponsorship from local business
Donations
In-kind support

C. Marketing and promotion

Utilise the Armadale Community Directory to promote your event and connect with local residents, groups and organisations. List your event for free via the below link.

D. Event risk and time frames

The event risk rating and number of attendees determine if an event application must be submitted.

For outdoor events with over 100 people, you will need to complete an event application form with the proposed lay-out on a site plan and a copy of your group's public liability insurance.

Select the option applicable for further planning of your event.

Low Risk Event (attendance < 100)

Characteristics	No large structures (>55m2) local target group No high risk activities Private or public venue
Duration	< 4 hours
Forms required	Application for temporary food stall if applicable. Venue hire or Reserve hire No Event Application Form required An event with less than 100 people may still require additional approvals for certain activities. These include: selling of food, installation of large structures, outdoor loud music, live bands and amusement rides. Contact the City's Health Services on 08 9394 5000 to confirm.
Time frame	1 month

Medium Risk Event (attendance 100 - 500)

Characteristics	Minor infrastructure limited to: marquees, stalls Selling of food Local promotion to neighbouring suburbs only Private or public venue Example event types: fundraising event, school fete, outdoor movie night, year-end functions, Christmas carols
Forms required	Venue hire or Reserve hire Public Event Application Form Temporary Food Stall Application if applicable. Special event bin hire
Time frame	2 months

Characteristics

Minor infrastructure limited to: marquees, stalls
Selling of food
Local promotion to neighbouring suburbs only
Private or public venue
Example event types: fundraising event, school fete, outdoor movie night, year-end functions, Christmas carols

Forms required

Venue hire or Reserve hire
Public Event Application Form
Temporary Food Stall Application if applicable.
Special event bin hire

Time frame

2 months

High Risk Event (attendance 500+)

Characteristics	Promotion to the entire City Temporary road closures Major infrastructure required: large marquee, stage or amusement rides Selling of food Higher risk activities: live entertainment, fireworks or serving of alcohol Example event types: festivals, concerts, large shows, Australia Day
Forms required	Venue hire or Reserve hire Public Event Application Form Structural Compliance Certification Form (for structures over 55m2) Temporary Food Stall Application Temporary Road Closure / Traffic Management Application Form 5: Electrical Compliance Special Event Bin Hire
Additional Requirements	Risk Management Plan (required for events over 1,000 people)
Time frame	3 months +

I'm planning a wedding/birthday party gathering. Do I need to submit an application?

Private functions or functions with "invitations only" are not included as a public event like weddings and parties, or where the indoor facility is being used within its intended purpose and according to the person capacity.

By completing the Risk Assessment Tool you can also determine if your event is a Medium or High risk.

Risk assessment tool

By completing the Medical Risk Assessment Tool it will indicate important points for your planning in relation to medical assistance, first aiders, timeframe for notification to agencies and assist in your Risk Management Plan of the event.

Medical risk assessment tool

If you are unsure whether your event requires a public event approval, please contact Health Services on 9394 5000 or email info@armadale.wa.gov.au

Please refer to the guide and workbook below to ensure your event is a success:

Step 3. Public event application and organising