Online Form - Event Approval Application

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Contact Details

Name of Event Organiser*

Name of Organisation Applying

Organisation Type*

If selected Other above please specify

Address

Postal Address:

City:

State:

Post Code:

Country:

Mobile number*

Email address*

Event Details

Event name*

Anticipated attendance (how many people expected at event any one time)*

Detailed event description*

Event Bump-in date (Bump-in refers to the period from first arrival on site to opening of your event)*

Event Bump-in time*

Event Bump-out date*

Event Bump-out time*

Event Timing Actual event start date*

Event start time*

Event end date*

Event end time*

Is the event raising money for charity?*

YesNo

Is your event sanctioned by a peak body?*

YesNo

Event location

Find by Street Address:

Are there residential properties and/ or businesses adjacent to the event site?

YesNo

If Yes please attach evidence of notification

Max File Size: 10.00 MB
Allowed File Types: .avi, .doc, .docx, .gif, .jpeg, .jpg, .mov, .mp3, .mp4, .mpeg, .mpg, .pdf, .png, .ppt, .pptx, .xls, .xlsx

Do you have Public Liability Insurance that covers the event? (Please note: In accordance with the Event Approval Guidelines, event organisers may be required to provide evidence of Public Liability Insurance to the value of $20million.)*

YesNo

If you ticked Yes to the above please upload a copy of your certificate of insurance

Max File Size: 10.00 MB
Allowed File Types: .avi, .doc, .docx, .gif, .jpeg, .jpg, .mov, .mp3, .mp4, .mpeg, .mpg, .pdf, .png, .ppt, .pptx, .xls, .xlsx

Site Plan

Site plan must indicate locations of the following:
• Temporary structures (marquees, crowd control fencing, temporary signage, lighting towers)
• Amusements (specify)
• Generators
• First aid and ambulance services
• Food/Beverage vendors
• Water
• Toilets
• Evacuation muster points

Please upload site plan*

Max File Size: 10.00 MB
Allowed File Types: .avi, .doc, .docx, .gif, .jpeg, .jpg, .mov, .mp3, .mp4, .mpeg, .mpg, .pdf, .png, .ppt, .pptx, .xls, .xlsx

Event Infrastructure and Activities

Please note: Third party signage on private property is not permitted in the City of Albany. This means that signage advertising an event is not permitted on land other than where the event is located.

Will your event include signage and/ or other temporary structures? (e.g. Marquees, stage, bouncy castle, movie screen, signage, crowd control fencing or barriers etc.)*

YesNo

Will your event include amusements? (e.g. Amusement rides, petting zoo etc.)*

YesNo

Will there be overnight camping as part of your event?*

YesNo

Are there activities that have not been mentioned? (e.g. fireworks, aerial display, drone activity etc.)*

YesNo

Environmental Health

Please note:
• All food/beverage vendors including fundraising stalls MUST BE a registered food vendor to provide food at public event.
• For a list of vendors registered with the City please contact the Events Approval Officer at [email protected].
• For more information on how to become a registered food vendor please contact [email protected]

Event Logistics

Please note:
• All power producing equipment must be accompanied by a fire extinguisher. A Form 5 Certificate of electrical Compliance is to be signed by a suitably qualified electrician. This form will be provided by the Event Approval & Project Officer on approval.

Will you be providing your own power/ generators?

YesNo

Do you require connection to the City’s electrical power or water supply?

YesNo

If Yes please attach key request form (Key Request form can be found at www.xxxxxxxx.eeeee...)

Max File Size: 10.00 MB
Allowed File Types: .avi, .doc, .docx, .gif, .jpeg, .jpg, .mov, .mp3, .mp4, .mpeg, .mpg, .pdf, .png, .ppt, .pptx, .xls, .xlsx

Do you require access to locked bollard/gate areas?

YesNo

Noise Management

Will there be amplified noise at your event? (i.e Music, buskers, public address system, generators)*

YesNo

Traffic Management

Please note: Once your traffic management plan has been approved by the City of Albany, you may also need to seek approval from Police and Main Roads.

Will there be road closures, traffic modifications, additional parking or a transport network? (e.g. buses)*

YesNo

If Yes please attach all relevant permits/traffic management plans.*

Max File Size: 10.00 MB
Allowed File Types: .avi, .doc, .docx, .gif, .jpeg, .jpg, .mov, .mp3, .mp4, .mpeg, .mpg, .pdf, .png, .ppt, .pptx, .xls, .xlsx

Emergency Management

Please note: Depending on the size, location and the time of your event, you may be required to provide a full Emergency Management Plan including Evacuation and Communication plans.

Who will communicate and coordinate any emergency service response? Primary Contact Name*

Primary Contact Mobile Number*

Secondary Contact Name*

Secondary Contact Mobile Number*

Will you have a first aid person onsite?*

YesNo

Primary First Aider Name*

Primary First Aider Mobile Number*

Primary First Aider Accreditation*

Secondary First Aider Name*

Secondary First Aider Mobile Number*

Secondary First Aider Accreditation*

Will you have an ambulance onsite?*

YesNo

Where will emergency services be directed to gain access to your event site?*

Where will event patrons and staff be directed to incase of an evacuation?*

How will the person coordinating the mergency service response be identified?*

How will you communicate this information to your event staff and patrons? (i.e run sheet, pre-event briefing)*

How will first aid be administered to patrons?*

How will a response to fire be managed? Please detail any fire or first aid equipment located at the event site.*

Event Approval Checklist

Terms and Conditions

• An event is not approved until the City of Albany is satisfied that event organiser’s compliance with all conditions of the application, and approval has been granted in writing.
• Upon acceptance of the hire, the casual or annual hirer undertakes to hold the City of Albany indemnified against all claims, losses, actions, damages, cost (including legal costs) and expenses whatsoever arising out of or in connection with the hiring of the venue.
• Personal injury (including death or disease) to the hirer or any invitee of third party unless and then only to the extent that the hirer provides said injury was due to the negligence of the city: loss of or damage to any property owned by the hire, the city or any third party:
• Breach or non-compliance with any statute, regulation or local law of any public, municipal or other authority.

I have read and understood the information provided and acknowledge that the information and completed actions in my application are true and correct*

Yes

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