Australian event approvals guide · choose your state
Reviewed October 2026The WA event approvals guide
Everything an organiser in Western Australia typically needs. Not every item applies — use the checker to get your own list.
Local Government (Council) · start 8 weeks out
Council event application / land booking
Book the venue and lodge an event application with your local government for any event on council-managed land or reserves.
- Most WA local governments require an event application 6–12 weeks ahead; major events often 3–6 months.
- Activities on municipal land — stalls, structures, amplified sound, road use — usually need approval under the Local Government Act 1995 and local laws.
- If the site is Crown land or a regional park, a separate land manager consent (e.g. from the Department of Biodiversity, Conservation and Attractions) may also be needed.
- Expect hire fees, a bond, and a site plan review.
Paperwork: Event application form, Site plan, Run sheet, Certificate of currency
Your organisation · start 4 weeks out
Public liability insurance
Local governments typically ask for $10–20 million public liability cover, noting council as an interested party.
- Stallholders, food vendors and ride operators should supply their own certificates of currency.
- Check the exact cover amount required in your council's event terms and conditions.
Paperwork: Certificate of currency (organiser + all vendors)
Your organisation · start 6 weeks out
Risk management plan
A written plan identifying hazards, controls, and who is responsible.
- Cover crowd, weather, heat, fire, lost children, medical, and site hazards.
- Include an emergency management plan with evacuation points and contacts.
- Organisers have duties under the Work Health and Safety Act 2020 (WA), regulated by WorkSafe WA.
Paperwork: Risk register, Emergency management plan
Main Roads Western Australia · start 12 weeks out
Road closure & Traffic Management Plan
Closing or affecting roads needs a Traffic Management Plan, typically reviewed by council and Main Roads WA for state roads and highways.
- Follow Main Roads WA guidelines for traffic management at special events on the road network.
- Events affecting state roads or highways need Main Roads WA sign-off in addition to council approval.
- Traffic management plans and traffic guidance schemes must be prepared by a suitably qualified person accredited to WA standards.
- Notify affected residents, businesses and Transperth bus operators; advertise closures in advance.
Paperwork: Traffic Management Plan, Traffic Guidance Schemes, Resident notification letter
Western Australia Police Force · start 8 weeks out
Notify WA Police
Notify the local police district for large gatherings, road events and licensed events.
- Police input is often required as part of council's traffic approval and liquor licence process.
- Large events may need paid police presence arranged with WA Police.
Paperwork: Event notification to local police district
Department of Local Government, Sport and Cultural Industries (Racing, Gaming and Liquor) · start 6 weeks out
Occasional liquor licence
Selling or supplying alcohol at a public event needs an occasional licence, applied for via Racing, Gaming and Liquor (DLGSC).
- Apply at least 28–42 days before, depending on the event category and whether it's deemed high risk.
- All bar staff need current Responsible Service of Alcohol (RSA) certification recognised in WA.
- Check if the site is in a council alcohol-restricted area or has planning restrictions on alcohol.
- Larger events require a risk assessment and may need council and Police consultation documented in the application.
Paperwork: Occasional licence application, Risk assessment, Staff RSA list, Landowner consent
Local Government / Department of Health WA · start 4 weeks out
Temporary food stall notification
Food vendors must notify or register with the host local government under the Food Act 2008 (WA).
- Each business must notify or register as a temporary food premises with the host local government before trading.
- Many vendors need a certified Food Safety Supervisor for higher-risk foods.
- Provide hand-washing, waste and grey-water facilities.
- Gas cylinders and cooking equipment need a safety check.
Paperwork: Vendor list, Food stall notifications/registrations, Food Safety Supervisor certificates
Local Government / Permit Authority · start 6 weeks out
Temporary structures (stages, marquees, seating)
Stages, tents and grandstands may need building/occupancy approval under the Health (Public Buildings) Regulations and engineer sign-off.
- Larger temporary structures and events with significant crowds can trigger public building approval under the Health (Public Buildings) Regulations 1992 and the Building Act 2011.
- Smaller marquees and stalls usually need council's local laws/events approval instead of a building permit.
- Expect to supply structural engineer certification and an installer's compliance statement.
- Check for underground services before pegging.
Paperwork: Structure specifications, Engineer certificate, Public building approval (if applicable), Wind/weather management plan
Local Government · start 6 weeks out
Amplified sound & noise management
Amplified music needs council approval and must stay within limits set under the Environmental Protection (Noise) Regulations 1997, Regulation 18.
- Noise from outdoor events is generally assessed against Regulation 18 of the Environmental Protection (Noise) Regulations, which allows councils to approve higher noise levels for approved events.
- Notify nearby residents; larger events may need a noise management plan and acoustic monitoring.
- Playing recorded or live music publicly needs a OneMusic Australia licence.
Paperwork: Noise management plan, Regulation 18 approval, Resident notification, OneMusic licence
Local Government · start 8 weeks out
Late-night operation
Events running past around 10pm face stricter noise, lighting and security conditions.
- Most councils require music to stop between 10pm and 11pm in residential areas under Regulation 18 conditions.
- Plan lighting, transport home and pack-down noise.
Paperwork: Extended hours request, Lighting plan
WorkSafe WA / Department of Fire and Emergency Services · start 4 weeks out
Fireworks display
Only a WorkSafe WA-licensed pyrotechnician can run a display, with notice to WorkSafe and DFES.
- The pyrotechnician must hold a current WorkSafe WA high risk work licence for fireworks and lodge required notifications.
- The Department of Fire and Emergency Services (DFES) must be notified; displays are cancelled on Total Fire Ban days.
- Council landowner consent and resident notification are needed.
Paperwork: Pyrotechnician licence, WorkSafe WA notification, Fireworks plan & exclusion zone
Your organisation · start 6 weeks out
Licensed security & crowd management
Crowd controllers must hold a WA security and related activities licence; councils set staffing ratios for large events.
- A common rule of thumb is 2 guards for the first 100 people, then 1 per additional 100 — confirm with council and WA Police.
- Include a crowd management plan, entry/exit points and capacity limits.
Paperwork: Security provider licence, Crowd management plan
St John WA · start 4 weeks out
First aid & medical services
Provide qualified first aid; large events need a medical provider and St John WA event health services booking.
- Major events should book St John WA event health services and may need a dedicated medical plan.
- Plan for heat, shade and drinking water.
Paperwork: First aid provider booking, Medical plan
Local Government · start 4 weeks out
Toilets, waste & cleaning
Show enough toilets, bins and cleaning for your crowd size.
- Councils often reference Building Code ratios for temporary toilets; include accessible units.
- A waste management plan with recycling streams is commonly required.
Paperwork: Waste management plan, Toilet hire booking
Department of Local Government, Sport and Cultural Industries (Charitable Collections / Gaming) · start 4 weeks out
Fundraising, raffles & lucky draws
Raising money for a cause can require fundraising licensing; raffles follow WA's gaming rules.
- Charitable collections are regulated under the Charitable Collections Act 1946 (WA); some organisations need a licence.
- Raffles and lucky draws follow WA gaming rules administered by DLGSC Gaming and Wagering Commission; larger prize pools need a permit.
Paperwork: Charitable collections licence (if applicable), Raffle permit records
Local Government / Department of Transport WA · start 8 weeks out
Beach, waterway or foreshore use
Beach and water events need extra approvals and water-safety planning.
- Water-based activities on WA waters may need consent or a permit from the Department of Transport (DoT) marine branch.
- Engage Surf Life Saving WA or professional lifeguards for swim events.
- Some foreshores are Crown land managed by the Department of Biodiversity, Conservation and Attractions, needing separate permission.
Paperwork: DoT marine consent (if on water), Water safety plan
DFES / Local Government · start 2 weeks out
Open flames, BBQs & bush fire season
Open fires are restricted in the declared bush fire season and may need a permit to light a fire.
- A permit to burn may be required during the declared bush fire season (varies by local government, generally October–March).
- Have a fire-weather contingency and extinguishers at each cooking point.
Paperwork: Permit to burn (if required), Fire safety checklist
CASA · start 4 weeks out
Drone filming
Flying over crowds needs a CASA-certified operator with the right approvals.
- Recreational flyers cannot fly over or within 30 m of people.
- Many councils also require permission to launch from parks and reserves.
Paperwork: Operator ReOC/RePL, Drone flight plan
Your organisation · start 4 weeks out
Accessibility & inclusion
Plan accessible paths, parking, toilets and viewing areas.
- Consider quiet spaces, Auslan interpreters for programmed content, and clear signage.
Paperwork: Accessibility checklist