Planning an Event

Information on holding an Event open to the public and submitting the Event Application

Application for Events held within the City of Melville

The City of Melville is located in the central suburbs of Perth, with many reserves and facilities available to book for Events. Many events take place in the City of Melville each year, from sporting events to community-based festivals. Events may include markets, festivals, memorial services, Christmas carols, large sporting carnivals, runs, walks, triathlons, and bike tours. The City of Melville encourages individuals and groups to hold events to engage the community. However an Events Application must be lodged, by the Event Organiser, if an event is planed to be held within the City (either on City of Melville land or private land).  This application should be lodged at least 3 months before the event date.

The Events Application is a guide to assist event organisers to consider requirements for a successful event and to ensure legislative requirements are met. Organisers of public events are responsible for ensuring the health and safety of those attending and surrounding residents. Additional information or approvals may be required from other agencies and it is the sole responsibility of the event organiser to ensure all relevant approvals and information are obtained for each event. The Event Organiser should refer to Fees and Charges.

Events on City of Melville land

Before planning an event on City of Melville land, it’s recommend the Event Organiser contacts the City to discuss the proposed location and event details. Not all locations will be available or suitable for events.  Please contact the City’s Customer Relations Team on 1300 635 845 or 08 9364 0666 to discuss the proposal before submitting an application. If the proposed locations would be considered, an email should be sent to the City requesting the location be placed on hold while the Events Application is completed. If the location is available, an email will be sent to the Event Organiser to confirming the tentative booking and the 4 digit reservation number that you can include in the Events Application.

An Event may not proceed until a permit from the City of Melville for the use of the space has been issued. It is an offence to operate without all valid approvals and permits.

Once a proposed location has been determined for consideration, an Event Application should be submitted.

Events on private land within the City of Melville.

Events held within the City of Melville but not on land owned by the City, still need to obtain Public Health Approval. These locations may include Department of Education Land, Crown Land, private land (yacht clubs, churches etc).  Before completing the Events Application its recommend that you contact the City’s Health Services on 1300 653 845 to discuss requirements for approvals for your event.

Outdoor Sporting Events (runs, walks, triathlons, bike tours etc)

An Outdoor Sporting Event approval must be obtained, if a run, walk, triathlon, bike tour or similar is proposed to take place with in the municipality of the City of Melville or any portion of the event occurs with in the City of Melville. This includes if the event is on a public street, reserve or footpath. Events which include the Swan River will also need to obtain approval from the Department of Biodiversity, Conservation and Attractions, Rivers and Estuaries Division. To find out more information on how to obtain approvals please see the Outdoor Sporting Events page.

Community Partnership Funding

The City offers a number of Community Partnership Funding to assist with community events. To find out more information and check if your event is eligible please access the Community Partnership Funding information page.

Assessing the applications

Each application will be assessed separately. The time to process an application depends on the event and level of information provided. Once an application has been lodged it will undergo the following process.

  1. The application will be added to the City’s records. You should receive an automatic email confirming that your application has been submitted.
  2. The application will be reviewed by the the Bookings and Events Officer, Recreation Development Officer or an Environmental Health Officer. If any information is missing, you will be contacted and requested to supply this information prior to the application moving onto the next step. This may delay the approval times.
  3. Your application may be referred to various internal Service Areas for expert advice.
  4. Once the referral process is completed you’ll be advised if the application has obtained “conditional approval” or if the application has been declined. An invoice for the use of the space will be issued at this point.
  5. Some events may require public notifications to affected residents. If required this will be outlined in the “conditional approval letter”.
  6. The “conditional approval” may list forms that need to be submitted prior to the event date. If these forms are not received, then the permit for the event may not be issued. Your event is not permitted to proceed without a permit.

Applications and approvals for an event are not transferable. Therefore the organiser cannot transfer approval for an event to an alternative venue, date or time, without speaking with the approving Officer. It’s the responsibility of the event organiser to ensure that all relevant approvals have been obtained from the City of Melville and other approving agencies before the event proceeds.

Promote/Advertise your Event

It’s not recommended to advertise the event until you receive conditional approval.

The City of Melville has an Online Events Calendar that you may wish to include your event on. Click here to find out more information and how to submit a request.

Melville Talks is also a community website where you can talk about projects, events, activities and what’s happening in your local Melville suburb.

You can contact our Customer Relations Team on 1300 635 845 to have an application sent to you.