Holding an event in the Shire

The Shire encourages event organisers to deliver events that benefit the community, consistent with the following principles:

  • Promote a sense of community and inclusion across the Shire of Serpentine Jarrahdale.
  • Celebrate cultural diversity and heritage.
  • Encourage residents to be healthy, active and engaged in community life.
  • Encourage the development of locally led and delivered projects and activities.
  • Support the delivery of high quality projects in line with Shire plans and objectives.

What is a public event?

Public events normally focus on culture, sport or entertainment and often support and raise awareness for a cause, group, club or community service by providing activities, information and entertainment.

Public events include festivals, fairs, school fetes, markets, sporting and recreational races or competitions, concerts and other live entertainment performances. 

The event might only be held once for a specific purpose (eg celebrating a milestone), on an annual ongoing basis (eg fair or festival), or it may be held several times throughout the year (eg trail running or cycling races).

Noongar protocols and Welcome to Country

The South West Aboriginal Land and Sea Council (SWALSC) is the native title representative body of the Noongar people, the traditional owners of the South West of Australia.

The SWALSC have developed an excellent Protocol Guide to support organisations to help understand Noongar protocols and how to work with Noongar people in a way that is respectful of culture and community. It includes an outline of the process and requirements for Welcome to Country at events.

Click here to download a copy of the Guide.

Accessibility and inclusion at events

People with a disability may experience difficulty hearing, seeing small print, climbing steps, understanding signage, or using facilities at a venue. Public events need to be planned to ensure they are accessible to all members of the community.

For guidance, click on the link below to download the Disability Services Commission’s Accessible Events Checklist.

Accessible Events Checklist

How the Shire can help with your event

Support from the Events Officer

The Shire’s Events Officer is your main point of contact and will guide you through the Public Event Application process to provide support and advice on how to deliver a successful event in our Shire.

The Events Officer will also keep you informed about such things as major road works and other events in the Shire that may have an impact on your plans.

Grants and funding opportunities

The Shire has a range of grants and funding opportunities available that may be relevant for your event.

Click here to view further details.

Shire facilities and sports grounds available for hire

Click here to review and book a range of halls, pavilions and sports grounds that are available for hire.

Do you need to submit a Public Event Application?

If any of the following items apply to your event, you will need to submit a Public Event Application:

  • You are expecting 100 or more attendees.
  • The event is open to the public.
  • There will be food and beverages served or available for purchase.
  • There will be alcohol served, for sale and / or BYO.
  • There will be large amusements or rides, eg bouncy castle or sideshow ride.
  • There will be animals present, eg farm animal petting zoo, dog/cat show, pony rides.
  • Camping will be allowed.
  • There will be amplified music, announcements or live performances at your event.
  • Will there be generators used.

Events that don’t require a Public Event Application

The following types of events are exempt from having to submit a Public Event Application. If you are not sure if your event fits in to this list, please contact the Events Officer to discuss.

  • Fundraising sausage sizzles – please download our Guidelines for Sausage Sizzles from the Downloads list below.
  • Functions held on private property that are not open to the general public such as a birthday, wedding, anniversary, house warming party etc. Don’t forget to register your event with the Western Australian Police Force: Register a Party.
  • Events that are part of the usual business of places for which there is an existing public building approval, eg wedding or conference venue.

Processing timeframes

The Public Event Application approval process can take up to eight (8) weeks depending on how complete your application is at the time of submission, the size, complexity and types of activities at your event, and what other external approvals may be required.

Once your application has been received it needs to be reviewed and assessed by several different departments before the approval can be issued.

**Please ensure that you submit your event application a minimum of 8 weeks before your event date.**

If your event is less than 8 weeks away, please contact the Events Officer ASAP to discuss.

How to submit your Public Event Application

  • Download and read through the Public Event Application Form and Guidelines via the link below.
  • Contact the Events Officer to discuss your event and have any questions answered.
  • Submit your application and all supporting documents via email to info@sjshire.wa.gov.au.

Downloads

Public Event Application Form and Guidelines

Risk Management Plan - Template

Application for a Collective Food Vendors Approval

Confirmation of Electrical Maintenance and Servicing

Guidelines for Sausage Sizzles

Useful Links

Department of Health - COVID Event Plan and Guidelines

Department of Health - Events registration

Disability Services Commission - Accessible Events Checklist

Shire of Serpentine Jarrahdale - Permit to Consume Alcohol on Shire Property

South West Aboriginal Land and Sea Council - Noongar Protocols and Welcome to Country

Further information

If you have any questions about the process, or want advice about planning your event, please contact us.