Event Application – Downloadable Forms
Apply for an event using downloadable forms
Planning an event
A lot of hard work goes into planning a successful public event.
The Shire of Harvey is committed to supporting event organisers to put their best foot forward – we’re here to help.
If you are organising a public event within the Harvey Region on Shire of Harvey land, you will need to apply for some approvals. This page will guide you through the essential steps to navigating the Event Application process.
A public event is:
- Held within the Shire on private or public land
- Either indoor or outdoor
- Created by an event organiser or the Shire
- Held for entertainment, recreation, commercial or community purposes.
A food truck event is:
- Held within the Shire on private or public land
- Created by an event organiser
- Focuses primarily on mobile food vendors and temporary food stalls
- May include a smaller number of entertainment, recreation, commercial or community activities.
A market is:
- Held within the Shire on private or public land
- Either indoor or outdoor
- Created by an event organiser
- Supports a mix of different stallholder or trading activities
- May include a variety of entertainment, recreation, commercial or community activities.
You DO need approval from the Shire for things like:
- Food and/or alcohol
- Music or entertainment
- Stalls
- Amusement rides
- Structures being installed
You do NOT need approval from the Shire for things like:
- Private Gatherings: Small personal events, like family BBQs or birthday parties at home, where there’s no promotion or invitation to the public.
- Casual Meet-Ups: Informal gatherings in public spaces (like friends meeting at a park) where there’s no setup of stalls, stages, or entertainment.
- Regular Business Activities: Businesses operating as usual without added attractions or organised events—like a café serving its normal menu.
- Invite-Only Gatherings: Private events not open to the public, such as company meetings, as long as there are no added things like food stalls, live music, or rides.
If you’re not sure, contact us on (08) 9729 0300 and ask.
Preparing your event application
Step 1: Find out your event risk rating
Event risk is the possibility that an unforeseen circumstance may affect your event.
A risk rating is an estimation of how likely this is to happen.
Follow the link below to complete a simple Event Risk Matrix quiz.
The quiz will give your event a rating of low risk, medium risk, or high risk, depending on:
- What kind of event it is
- The numbers and demographic of people attending
- What sorts of activities there are
- The kind of venue
- The distance from the nearest hospital.
If your event is medium or high risk, we will ask for more detailed planning around potential risks in your event application. Your risk rating will also determine how much time you need to allow for submitting your application, as follows:
Low Risk – Please submit your application at least four weeks prior to the event
Medium risk – Please submit your application at least eight weeks prior to the event
High risk – Please submit your application at least 12 weeks prior to the event
Step 2: Complete your application
Secure your booking! If you are wanting to hire Shire venues – please complete Application for Hire of Local Government Property to ensure there is availability before proceeding.
Fill out all relevant applications and permits via the online or downloadable forms below.
Please complete all relevant applications and permits using either:
- Online forms
- Downloadable PDF forms (These can be filled out and emailed, or printed and sent to the Shire office).
Each form can be saved and completed gradually if needed. Please ensure all relevant sections are completed and that any requested documentation is uploaded.
Please also read our Accessibility Guidelines for best practice advice regarding accessibility considerations at your event.
Once you click submit, your application will be forwarded to our team for assessment.
If you need assistance with your application, please contact us on (08) 9729 0300.
Choose an option at the bottom of this page to get started.
Step 3: Application review
The Shire will review your application once we receive it. We may request some more information, or a meeting, during our review. We will then provide a response.
Step 4: Event time!
If approved, go ahead and hold your event!
Acknowledgement of Country
The Shire of Harvey acknowledges the traditional custodians of the land and their continuing connection to the land, waters and community. We pay our respects to all members of the Aboriginal communities and their cultures; and to Elders both past and present.