Organising an event

Organising an event can be exciting and challenging. The City assesses all proposed events through an event application, to ensure a safe and suitably-run event that has a positive impact on our community.

To ensure your event's success and to reduce any potential risk to public health and safety, you'll require a good understanding of: 

  • Event planning processes
  • Government regulations and requirements.

Event application process

To help you understand the event application and assessment process, we’ve created a step-by-step guide for you to follow.

Step 1 - Event planning

If you have an idea for an event, but don’t know where to start, the City has developed a guide to help you through the process.

Once you have planned your event, we are here to help facilitate the necessary approvals and permits required within the City of Stirling.

Document nameDownloadable files
Guide to Event Planning1.3MB (PDF)

Step 2 - Read our event guidelines

To ensure your event complies with local laws, regulations and other legislative requirements, it is essential that you read the event application guidelines before submitting your application.

Document nameDownloadable files
Event Application - Guidelines and Requirements1.0MB (PDF)
Traffic Management FAQ's519.0KB (PDF)

Step 3 - Submit an event application

If you are organising an event in any of the City of Stirling’s public spaces, you may be required to submit an event application or at the very least, notify the City by completing an event notification form.

An event application must be submitted if the event:

  • Is open to the general public
  • Is on City property or in a public place
  • Has an expected attendance of over 500 people
  • Will have food/drinks, structures (i.e. stages), and/or the potential for noise or traffic/parking congestion.

An event notification form must be submitted if the event:

  • Is open to the general public
  • Is on City property or in a public place
  • Has an expected attendance of 100 - 500 people
  • Will not have food/drinks, structures (i.e. stages), and/or the potential for noise or traffic/parking congestion.

Please note, you may be contacted to provide further information.

Did you know?

Events that run for more than 48 hours, that occur regularly or repurpose a venue may require a development application.

Step 4 - Application outcome

Once your application has been received, you will receive acknowledgement of your submission via email.

If approved, you will receive written approval and all relevant documentation which could include but is not limited to:

  • Event approval/acceptance letter
  • Venue hire/rental contracts (for City reserves and facilities)
  • Certificate of Approval - Health & Compliance (medium to high-risk events)
  • Certificate of Maximum Accommodation - Health & Compliance.

Please note, if you are using a City reserve or facility, the venue hire team will provide you with additional documentation separately.

If your application is unsuccessful and all relevant approvals are not obtained, the City of Stirling will advise you to:

  • Cancel the event
  • Ensure that the event is not open to the public
  • Refuse entry to the event.

Top tip

When organising an event, please plan in advance and allow a minimum 8 – 12 weeks for your application to be processed.

Organising accessible events

The City supports accessible events that can be enjoyed by the whole community.

Events such as art exhibitions, conferences, fundraisers, outdoor concerts, street fairs or award ceremonies form an important part of many people’s lives. If you’re organising an event, you’ll need to consider:

  • The event layout. For example, stall location for best access
  • Providing contact details on promotional material, for access enquiries
  • Providing parking spaces close to the event for people with disabilities
  • Installing portable, accessible toilet facilities, marquees or first-aid cabins
  • Designating small areas close to a stage for people using wheelchairs
  • If there is access with no steps or other barriers from the arrival point at the venue, through the main entrance(s), to all the areas being used by participants.

For more information, please visit the Human Rights and Equal Opportunity Commission website to view their Accessible Events Guide.

    More information and contact

    Please email culture@stirling.wa.gov.au or phone our Customer Contact Centre.