DO YOU NEED A PERMIT FOR YOUR EVENT?

If you are planning a public event in a public space or on private property, you must obtain a permit from the Shire of Esperance. The Event Support Team will review your application and issue a permit with conditions for the event organiser. 

Individuals or small groups may use the Shire's reserves without a permit, but if the gathering includes any of the following, a permit is required:

• 30 people or more attending;
• Consumption of alcohol;
• A marquee (10m² or larger) or any temporary structure e.g. stage, speakers;
• Bouncy castle, animal farm, pony rides, or similar activities;
• Formal sporting games/matches/training sessions;
• Formal event or function where a section will be enclosed with fencing or similar;
• Selling or serving food and/or drinks.

If your gathering includes any of the above it is considered an event. 

HOW TO APPLY FOR AN EVENT PERMIT

The three (3) documents below include the application form, a Matrix and an Event Application Guide to help the Event Organiser navigate the application process. 

Matrix – Event Classification
A tool that explains requirements for various classifications of events - social gatherings, low impact, medium impact, high impact or major. This gives you an indication of how long the Shire requires to process your application, supporting documents that may be requested and external agencies that may need to be notified. The Matrix is a guide only­, the classification is based on the highest indicator in the Matrix.

For example, if an event has a low number of attendees but includes food vendors, alcohol, rides, temporary structures etc, the classification may be higher. Final determination will be completed by Environmental Health.

Matrix - Event Classification

Event Application Guide
This booklet is designed to assist Event Organisers to complete the event application. It explains each of the requirements and supporting documents that may be requested.

Event Application Guide

Application Form
The application form helps the Shire Event Team understand, plan and schedule all of the requirements. It is used to implement an internal review process involving the various departments impacted by the Event such as Planning Services, Environmental Health, Community Services, Waste Services, Asset Management, Parks and Reserves and Traffic Management who provide feedback, schedule work actions, and provide services.

Event Application Form

Even if your event does not require a permit, the Shire encourages you to contact the Event Team to ensure there are no scheduling clashes (no one likes a mower in the middle of a party) and that your proposed location is available and suitable.

KEY TIMELINES

At least four (4) months before your event | Submit the Event Application Form (below). Please allow the Shire seven (7) working days to respond.

Four (4) months before your event | If your event is staged on the road or has the potential to impact the road network, an additional application is required. The Shire of Esperance Events Team and other departments will review this application if necessary. 

The Shire must receive applications at least four (4) months before the event. Applications received less than four (4) months prior run the risk of not obtaining appropriate approvals.

Six (6) weeks before the event | All relevant documentation must be submitted to the Shire, including certificates of currency, plans and supporting applications.

EVENT FORMS

If you are organising an event, most of the forms below will be requested. Read about their purpose in the Event Application Guide. If you require other forms not listed below, talk to the Event Team.

TOOLS AND TEMPLATES FOR EVENT ORGANISERS

Event Organiser’s Checklist
Organising your first rodeo? This checklist will help Event Organiser’s work through requirements of an Event. It lists Shire document requirements, external licences and requirements for before, during and after the event. 

Event Organiser's Checklist 

Template – Event Risk Management Plan
Event Organisers who have been requested to provide plans such as risk management, waste management, noise management can use this template.

Template - Event Risk Management Plan 

Event Self-Assessment Checklist
If you are at the early stage of an event idea and need some guidance on what might be involved, this is the form for you. It is not an application, but assists event organiser’s to flesh out their idea to get advice from the Event Team on what might be involved before making it official. Once submitted, the checklist is then assessed at a (fortnightly) meeting of  Planning, Building, Environmental Health and other departments as required e.g. Waste, Traffic Control. Once they have provided their feedback, the Shire Event Team will let you know what to expect.

Self-Assessment Checklist

Use of Local Government Property Form
Use this form for any use of local government property that isn’t classified as an event such as: social gatherings of 30 people or less, weddings (not the reception), a large kids’ party with a bouncy castle, busking, filming on location, photo shoots on location, Town Tunes, promotional events, live broadcasts, selling raffle tickets at the Post Office and more. If you are completing the Event Application, you will not need this form.

Use of Local Government Property Form

EVENTS ORGANISED BY THE SHIRE

Are you looking for exciting events to attend in Esperance? Look no further than the Shire of Esperance! Our organisation hosts a variety of annual events that you won't want to miss. From the prestigious Citizen of the Year Awards to the fun-filled Winter Wonderland and Edge of the Bay events, there's something for everyone.

Winter Wonderland and Edge of the Bay provide a unique platform for stallholders, performers, and foodies to showcase their talent and enrich our events. Take advantage of this incredible opportunity to participate and make your mark on the Esperance community. For more information on how to get involved, please email community@esperance.wa.gov.au.

COMMUNITY GRANTS PROGRAM

The Shire proudly sponsors and supports other local events organised by local businesses or community groups. This is made possible through the Community Grants Program or by sponsoring in-kind venues and other resources.

The program aims to develop and actively support not-for-profit community organisations and individuals who positively contribute to community well-being and the region's cultural life.

There are two grant pools available for events:

• Small Grant (up to $3,000)
• Annual Grant (over $3,000)

Click through HERE to find out more about the Community Grants Program.

PROMOTE YOUR EVENT

Looking to get your Esperance event the attention it deserves? Look no further! By uploading your event onto the Visit Esperance What's On calendar, you can reach a large audience of over 1,200 visits annually. Don't miss this fantastic free opportunity to promote your event and make it a success.

Submit an Event

Booking Council Reserves

Many council-managed reserves can be booked for functions, events, weddings, busking and fundraising activities. These locations include the Post Office Square, Parks, Gardens, Foreshore, Adventureland Park, Beaches and the Soundshell (amphitheatre).

The booking process is generally quite simple and requires completing the appropriate form and the subsequent permit issue.

To confirm the availability of a Reserve for a specific date or time, please contact the Statutory Division on (08) 9071 0682.

Application for Use of Local Government Property

Fact Sheet - Weddings & Private Ceremonies