Planning an Event

Planning a community event, sporting competition, festival or other public gathering in the Shire of Boyup Brook?

Events are an important part of our community, bringing people together, celebrating local achievements and creating opportunities for residents and visitors to connect.

Whether you're organising a small community activity or a major event, the Shire is here to help you understand the approval process and plan a safe and successful event.

Do I Need Approval?

Organisations planning to hold an event within the Shire may need approval, particularly if the event involves:

Using a Shire reserve, park, street or public venue
Sporting events or competitions
Marches, parades, rallies or public assemblies
Major or minor public events

We encourage event organisers to contact the Shire early in the planning process to discuss their event and confirm what approvals may be required.

How to Apply

To help your event run smoothly, we recommend following these steps:

Contact the Shire – Discuss your proposed event, including the location, date, activities and expected attendance.
Complete an Event Application – Submit the relevant application form, available at the bottom of this page.
Allow sufficient time – Applications should be submitted at least two months before the proposed event date.
Application assessment – Relevant Shire staff will review your application and advise whether additional information or approvals are required.
Prepare supporting plans if required – Depending on the nature and size of your event, you may need to provide an emergency management plan, traffic management plan or other supporting documentation.

If you're planning to use a Shire reserve, park or facility, we recommend enquiring about availability and securing your preferred location as early as possible.

Planning a major event? Larger events often require more detailed planning, consultation and approvals. Organisers should allow approximately 6 to 12 months to complete the planning process.

Things to Consider When Planning Your Event

Good planning is the key to a safe, enjoyable and successful event.

Depending on the type and size of your event, some important considerations may include:

Stakeholder involvement – Identifying and consulting with relevant organisations, community groups and authorities.
Event planning and risk management – Considering potential risks and putting appropriate measures in place.
Alcohol management – Ensuring any required licences and responsible service arrangements are in place.
Promotion and publicity – Planning how you will promote your event and keep the community informed.
Entertainment and activities – Considering performers, equipment, facilities and any specific requirements.
Access and traffic management – Planning safe entry and exit points, parking and traffic arrangements.
Security and crowd management – Ensuring appropriate arrangements are in place for the expected number of attendees.
First aid and emergency planning – Considering medical assistance, emergency access and response procedures.

Not every event will require all of these measures. The Shire can help you identify which requirements may apply to your event.

Start Planning Early

Organising an event takes time, preparation and teamwork.

For larger events, forming an organising committee can help share responsibilities, coordinate activities and ensure important tasks aren't overlooked.

Starting early also allows time to involve the community, consult with key stakeholders and explore potential grant funding or sponsorship opportunities.

The Shire encourages event organisers to prioritise safety, good communication and community involvement to help make their events a positive experience for everyone.

Need More Information?

If you're considering holding an event in Boyup Brook, we encourage you to contact the Shire Administration Office before submitting your application.

Our team can provide guidance on the approval process, required documentation and other considerations relevant to your event.

Shire of Boyup Brook
Phone: (08) 9765 1200