Public Events
The following information provides community groups and event organisers with an insight into what's involved when holding a Public Event within the City of Rockingham.
- Introduction
- Where do I start?
- What is the Approval Process?
- Planning an Event
- Risk Management
- Frequently Asked Questions
- Forms and Additional Resources
The City of Rockingham recognises the significant community benefits in the staging of outdoor concerts and events. Officers from the Citys Health and Community Services Departments are happy to provide information and guidance to event organisers, to assist in staging successful events. In doing so, however, Council must ensure that all legislative requirements are met.
Anyone who organises an event, regardless of whether it is managed by an individual, volunteers or professional event staff, has a responsibility to protect the health, safety and welfare of those who may be affected by the event. It is also the responsibility of the event organiser to ensure he or she is aware of, and complies with, all relevant legislation.
The attraction for large public events within the City of Rockingham is growing and Council needs to be in a position whereby it can manage any likely impact upon the community. Therefore, all public events held in Rockingham require approval and applications must be lodged at least 90 days prior to the event date. The Citys Events Advisory Group assists event organisers in providing a safe event for patrons, the environment and the community at large.
An outdoor event is defined as any 'outdoor festival, concert or entertainment activity' or any event defined as a 'public building'. A Major Outdoor Event is where a gathering of more than 1,000 people is anticipated over the life of the event and a Minor Outdoor Event is where a gathering of less than 1,000 people is anticipated over the life of the event.
Anyone who intends on holding an event within the City of Rockingham is required to comply with the Citys Outdoor Events Policy and Application.
This document provides procedures, guidelines and application forms for the staging of Major and Minor Outdoor Events to ensure that legislative requirements, the amenity of surrounding residents and patron safety are all upheld.
In addition, the Event Checklist will assist Event Organisers in ensuring that they have addressed all the relevant components of the Outdoor Events Application prior to lodging it with the City of Rockingham.
Download a flow chart of the Event Approval Process.
There are many aspects to an event that must be considered. It is essential that all events comply with the requirements of the Health Act 1911, Health (Public Building) Regulations 1992, Health (Food Hygiene) Regulations 1993 and Environmental Protection (Noise) Regulations 1997. All stakeholders in an event have an obligation to comply with the above regulations, including the City, organisers and insurers.
In addition, Event Organisers must ensure that the benefits to the community at large and those holding the event are maximised, whilst the potential for negative impacts are minimised.
The Citys document entitled The Event Planner - A Guide for Event Organisers will assist in planning a successful event for all those involved.
The key role of the Event Organiser, in conjunction with the City of Rockingham as the approving body, is to ensure that all reasonable and practicable precautions are taken to protect the health and safety of patrons and surrounding residents.
Risk management involves recognising incidents that may have a significant impact on an event and taking steps to limit the chances of it occurring; or deciding that you accept that something may occur and being prepared for the consequences.
In order to achieve a positive outcome, the City requires the Event Organiser to prepare a Risk Management Plan for both Minor Events and Major Events. The templates, documents and web page below can be used as guides to assist event organisers in putting together plans.
- Risk Management Plan template
- Emergency Plan template
- Risk Management Plan Guidelines - A Guide for Event Organisers
- www.icwa.wa.gov.au
The Citys Health Service is required to enforce state legislation and local laws in relation to public health. The Health Act 1911 requires local authorities approve all public buildings, both permanent and temporary.
The City of Rockingham will only issue a Certificate of Approval for a public event once all health and safety issues have been satisfactorily addressed. The process considers the relationship between types of use and safe capacities for specific uses. It is an offence to operate an event without a valid Certificate of Approval and both local government and Police are empowered to close public buildings that are considered unsafe or unsuitable.
The Health Act 1911 defines a public building as:
(a) a building or place or part of a building or place where persons may assemble for:
(i) civic, theatrical, social, political or religious purposes;
(ii) educational purposes;
(iii) entertainment, recreational or sporting purposes; and
(iv) business purposes;
and
(b) any building, structure, tent, gallery, enclosure, platform or other place or any part of a building, structure, tent, gallery, enclosure, platform or other place in or on which numbers of persons are usually or occasionally assembled, but does not include a hospital.
This definition incorporates both permanent and temporary structures, as well as indoor and outdoor gatherings.
Risk management is the term applied to a logical and systematic method of establishing the context, identifying, analysing, evaluating, treating, monitoring and communicating risks. Effective risk management is essential for the success of any public event.
An additional advantage of having a good risk management plan is that it provides a great organisational tool and checklist of the many tasks required to organise a public event. A comprehensive Risk Management Plan is a great start for anyone wishing to run an event.
If something goes wrong at your event (eg injury, cancellation) then you may be liable. Therefore Event Organisers must have in place a public liability policy with an APRA (Australian Prudential Regulation Authority) approved insurer.
In addition, it is essential that other stakeholders involved in the event (i.e. security companies/food retailers/promotion companies and the like) also hold public liability cover. Evidence of public liability cover should be obtained from all stakeholders in the form of Certificates of Currency.
It is essential that event organisers allow sufficient lead time when planning an event to ensure that all aspects are appropriately addressed. As a general guide, appropriate lead times are:
- Minor Local Events (less than 1,000 people): 4 - 6 months
- Major Local Events (more than 1,000 people): 12 – 18 months
As part of the planning process, an outdoor event application shall be lodged with the City of Rockingham at least 90 days in advance of the event, but preferably not more than six months prior.
Yes.
All electrical installations must comply with the supply authority or Office of Energy requirements, AS 3000, AS 3002 plus any special requirements of the Health (Public Buildings) Regulations 1992. The Electrician can ensure that this is the case, and in the process protect your liability and comply with legislative requirements.
An electrical contractor must certify that permanent and temporary electrical installations comply with the Health (Public Buildings) Regulations 1992, by providing a Certificate of Electrical Compliance - Form 5(15) to the local government before the event commences.
The Department of Health guide entitled Electrical and Lighting, Public Buildings(7) provides an overview of requirements in relation to electrical installations at public events.
The City of Rockingham can allow temporary structures to be erected at public events, however, the City's Parks and Engineering Service must be notified so that they can allow vehicle access to the area and reticulation must be marked so that it isn't damaged.
Event Organisers also shall provide the manufacturers specifications, structural detail and plans of all structures over 3m x 3m including stages and marquees. This detail can be obtained from hire companies providing the structures. In addition, once the structure is erected, the installer must complete a Certification of Structures Form (12) to confirm that the structure has been erected in accordance with the manufacturers details.
Community Cultural Development Grants (CCDG) of up to $2,500 are available for groups and/or individuals working with groups, to develop arts and cultural activities in the City of Rockingham. Applicants should allow three (3) months processing time when seeking funds.
Download the Citys document and application form regarding Community Cultural Development Grants.
Forms
- Health Policy No. 6.6 - Outdoor Eating Facilities in Public Places
- Outdoor Events Application Form
- Hold Harmless Form
- Environmental Protection (Noise) Regulations 1997 – Application for Regulation 18 Noise Approval
- Application to Construct, Extend or Alter a Public Building/Event
- Application for Certificate of Approval
- Certificate of Electrical Compliance
- Application for Stallholders Licence - Guidelines
- Application for Stallholders Licence
- Leisure and Traders Licence
- Certification of Structures Form
Additional Resources
- Health Fees for Events
- www.eventscorp.com.au
- www.health.wa.gov.au/envirohealth/planning/buildings.cfm
- www.slp.wa.gov.au
- Guidelines for Concerts, Events and Organised Gatherings – Department of Health Document
