Event application form
Event application form
This form is an application only and must be submitted at least four weeks prior to your event. For
large events the City requires at least three months notice and a meeting will be scheduled to
discuss your event application and determine what further permits may be required.
This is an application form only. Bookings are not confirmed, until written approval has been
granted by the City of Fremantle and payment of all fees has been received by the city.
Advertising and promotion of your event must not occur until written approvals have been issued.
To complete this application you must refer to the City’s events package to ensure that all of the
necessary application forms and information are supplied with this application – without this
information your event cannot not be assessed.
Applicant details
Name of organisation
Contact name
Address
ABN
Telephone
(mob)
(hm)
(wk)
Email
Event details
Event name
Event contact and mobile
Must be available on the day of the event
Event date
Event time
Set up date
Set up time
Clean up date
Clean up time
Event application form
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Page 1 of 13
Venue requested
Bathers Beach
Kings Square
Wilson Park
South Beach
Monument Hill Reserve
Sorrell Park
Port Beach
Montreal Street Reserve
Princess May Park
Leighton Beach
Pioneer Reserve
Horrie Long Reserve
Esplanade Reserve – sector A B C D E (please circle)
Other: ___________________________________________________________
* Particular conditions of hire; please clarify these with the booking officer prior to submission.
NOTE: Toilets/ change rooms/ power/ water are not available at all reserves. Contact the City’s
Bookings Officer on 9432 9712 for further information. For enquiries on booking the Round
House, contact the Round House Guides on 9336 6897.
Detailed description of event
_____________________________________________________________________________
_____________________________________________________________________________
How many people approx. do you anticipate will be at your event?
Participants ______________________
Spectators ______________________
Entertainment (number of stalls/product/entertainment-bands/activities/rides)
_____________________________________________________________________________
_____________________________________________________________________________
Primary purpose of event (fundraiser/commercial/non-commercial)
_____________________________________________________________________________
If it is a fundraiser please provide details of the charity
_____________________________________________________________________________
If you are a not for profit organisation please supply documentation to support this.
What equipment are you bringing to the event? A site map is required (showing placement of
stages, marquees, stalls, etc.)
_____________________________________________________________________________
_____________________________________________________________________________
Please note that no marquees are to be erected under the canopy of the trees at Esplanade
Reserve.
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Page 2 of 13
If your event is to be held on the water, permission must be obtained from the Department
of Transport – marine division. Have you obtained permission?
YES/NO
If yes, please provide a copy of the permission.
Are you charging an entry fee for the event?
YES/NO
Will food/soft drink provided?
YES/NO
If so will the food/soft drink be for sale?
YES/NO
If yes, you are required to contact the Health Department on 9432 9856 to discuss.
Will alcohol be sold or provided?
YES/NO
Alcohol may not be consumed on City of Fremantle reserves without prior approval from Council.
Do you plan to fence off any areas for the event?
YES/NO
Council permission may be required
Will any music be performed or played at the event?
YES/NO
Contact APRA on 9382 8299 to obtain a license.
Do you require toilets to be available?
YES/NO
Not available at all reserves, extra toilets may be required
Do you require power to be available?
YES/NO
Not available at all reserves
Do you require water to be available?
YES/NO
Not available at all reserves
Do you require power and reticulation to be marked on the reserve? YES/NO
May be an associated fee
Do you require vehicle access to drop off equipment during
bump-in/ bump-out?
YES/NO
If yes, how many vehicles?
________________________________________________________________
Only essential vehicles can be driven onsite and all care taken to prevent damage. A maximum of
four vehicles is permitted during your event.
Will you be using pyrotechnics at the event?
YES/NO
Pyrotechnics permit required
Do you require the use of parking bays?
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YES/NO
Page 3 of 13
Please contact Customer Service on 9432 9999
Will you require public roads to be closed?
YES/NO
If yes a Traffic Management Plan must be submitted with your event application.
Are you providing first aid for the event?
YES/NO
Have you organised security guards if necessary?
YES/NO
Have you organised extra bins if necessary?
YES/NO
Please contact Waste Management on 9432 9612
Have you organised extra toilets if necessary?
YES/NO
Please supply any additional information or requirements for your event:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Event application form
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Page 4 of 13
Event application check list:
Required for all events 



Public Liability Insurance
Risk Management Plan
Event Application Form
Site Map
Depending on the event –





Temporary Food Permit Application
Traffic Management Plan
Road Closure Permit
Procession Permit
Pyrotechnics Permit
This is an application form only. Bookings are not confirmed until approval has been
granted by the City of Fremantle and payment of all fees has been received.
I/We have read, understood and agree to abide by the conditions of hire. I/We agree to indemnify
the City of Fremantle against all actions, claims, demands and costs arising out of or in connection
with the hire of this facility.
Signature of hirer _________________________________ Date _________________________
On behalf of _________________________________________________________ Organisation
Please ensure you have attached a copy of your public liability insurance cover and ensure
your postal address is correct so that a cheque can be posted for the return of your bond.
In the event of any dispute or difference arising as to the interpretations of these
conditions the decision of the chief executive officer is final and conclusive.
Signing to acknowledge understanding and agreeing to comply with these conditions on
the application form is further acknowledgement of indemnifying the City.
Application form submission
In person:
Bookings officer
Town Hall Centre
8 William St
FREMANTLE WA 6160
Event application form
By mail:
Bookings officer
City of Fremantle
PO Box 807
FREMANTLE WA 6959
Via email:
[email protected]
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Contact:
Phone: 9432 9702
Fax: 9430 4634
Page 5 of 13
Conditions of reserve hire
Read these conditions carefully before completing the application form.
General conditions

All bookings are subject to the hirer being responsible for compliance with legislative
requirements including City policies, local laws and regulations.

No city managed public spaces or venues can be booked for public events more than 12
months in advance unless otherwise agreed to by contract with the city (a process that
requires Council approval).

City managed public spaces or venues may be tentatively booked for private functions up to
12 months in advance but confirmation of the booking will not be given until 4 months prior to
the date of the event. E.g. If your event is tentatively booked for Dec 1 you will not receive final
confirmation of the booking until Aug 1.

The city reserves the right to decline an event application based on any of the following:
o The event does not align with the city’s strategic objectives
o The event does not promote Fremantle in a progressive and/or positive light
o The city reserves the right to refuse hire to any individual, group or organisation.

If you plan to sell food you must apply to the City’s environmental health services on 9432
9856 for a temporary food permit fourteen working days before the event.

Compliance with the City’s hiring policy, schedule of fees and charges for sporting and
recreation reserves form part of these conditions.

All bookings are subject to the City’s local laws and regulations.

Private functions will not be permitted on reserves (except for wedding ceremonies).

The City reserves the right to refuse, cancel and/or withhold the hiring of any park, reserve or
associated building should special circumstances warrant such action. Should a confirmed
booking be cancelled all monies paid to the City will be refunded in such instances. A
minimum period of three weeks notice is to be provided.

The right to refuse the hiring of any park, reserve or associated building extends to the City’s
interpretation of what is deemed appropriate or not in each circumstance. For example, any
activity, which may cause anti-social behaviour or complaint from properties in the vicinity,
would not be supported.
Event application form
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Page 6 of 13

Hire times are to incorporate any time required for pre-functional deliveries and/or set up
arrangements and must be indicated on the application form.

All major events in Kings Square are require to consult with St Johns Church (9335 2213)

A risk management plan may be required for all events.
Cancellation

Cancellation of a confirmed booking is required to be sent in writing to the City’s bookings
officer.

Booking fee is not refundable.

Cancellation within seven days forfeits total hire fees paid.
Payment

The hire fee is payable to the City at least 14 days prior to the hire date.

Bonds will be charged, part of all of which may be used for repair or restoration work to City
assets (such as reticulation, fences and turf) necessitated by the hirer’s activities or to cover
the cost of extra services, which City staff may have to supply.

For hirer’s who book the Esplanade Reserve, a ground restoration fee may be charged. This
entire amount will be used to restore the grounds after heavy usage.

All fees and charges for reserve bookings are inclusive of a 10% GST (except bonds which
are GST exempt), unless legislation provides otherwise, and will be detailed on a Tax Invoice.
Please allow 4 weeks after your event for a bond refund.

Credit card payments incur a 0.5% surcharge

All bookings which fall outside of the current financial year are charged at the rates as
approved by the City in that financial year schedule of fees and charges – not at the rates at
time of booking.
Subsidised use

Subsidised use is available to organisers of events that are either organised by or sponsored
through the City of Fremantle. Organisations can apply for sponsorship which may result in a
50% reduction of hire fees providing they meet the sponsorship criteria.

To be considered for waiver of the hire fee, all requests must be lodged in writing at the time of
the booking. Only hire fees can be waived.
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Page 7 of 13

Use of reserves, sporting grounds and associated facilities for City organised events and
activities do not attract a fee.
Damage

Any person found to be damaging any equipment or part of any reserve will be requested to
vacate the reserve.

All breakage’s, for example glass, must be cleaned up immediately. If necessary, the function
should cease until broken glass is removed (this is for the safety of the public).

Banners and display material are not to be strung from the trees. The Norfolk Pines on the
Esplanade Reserve are heritage listed and protected.

The preferred method of weighting is water weights. Care must be taken when placing stakes
into the ground in order not to damage the City’s reticulation system. A map of the reserve
can be organised with relevant markings if required. Parks officers must meet with organisers,
who are placing marquees, tents or stakes of any kind into the ground (two weeks prior to the
event). Damage to reticulation will be billed against the hirer’s bond. The hirer is liable for all
damages.

Any faults or damage to the reserve or equipment should be reported to the bookings officer
(Mon to Fri between 9.00 am to 5.00 pm) on 9432 9712 prior to or after usage.
Preparation for the event

All litter is the responsibility of the hirer; removal of litter undertaken by City staff is charged
against the bond. Permanent bins on the park are for pedestrian rubbish only. If the bins are
used for commercial rubbish, the hirer is liable to a penalty. Extra bins can be hired from the
City at additional cost. Contact the City’s waste management supervisor on 9432 9612 to
make arrangements for supply of additional bins.

Any event wishing to use amplified music on a reserve must contact the City’s health services
unit for approval at least three months before the event. This may require approval from
Council.

City reserves are all public open space and no hirer shall erect a fence around an event or
charge an admission fee unless authorised Council. Permission needs to be sought from the
City at least three months prior to the event.

All hirers of major events must discuss their event with the City’s Events Officer on 9432 9944
and complete an event application form prior to making a booking with the City’s bookings
officer.
Event application form
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Page 8 of 13

Should you wish to sell any food and/or drink products during the event, it is the responsibility
of the hirer to contact City's environment health unit at least ten working days prior to the
event to seek approval for the issue of a temporary food permit.
At the event

The use of confetti is prohibited on all City of Fremantle reserves.

City staff have the authority to act on the City’s behalf during a function and are to be allowed
entrance at any time.

Be cognisant of and respectful to church services.

If a City officer is required to attend to any matter outside of normal working hours the hirer is
charged the cost of the call out (minimum four hours). Staff are only on call for emergency
building maintenance issues. All issues are to be addressed in the risk management plan
and if necessary directed to the Western Australian Police.

Authorisation to hold an event on the reserve does not give the hirer exclusive use of, or the
right to restrict public access to, any reserve unless specifically authorised by the City.
Security and maintenance (events)

The City does not provide a duty caretaker or security officer. If a security presence is
required it is the responsibility of the hirer to organise and pay for. Security may be a
condition of hire for large events. A copy of the receipt confirming the security guards must
forwarded to the City’s bookings officer prior to the event.
Protection of people and property


To comply with the requirements of the hire conditions, the hirer is to:

take all measures necessary to protect people and property

prevent nuisance and unreasonable noise and disturbance.
The hirer is to have current insurance cover for:

public liability to the value of $10 000 000.00. If a hirer does not have public liability
insurance cover it may be available through WAs Community Groups Insurance Facility.
Forms can be found on the Local Government Insurance Services (LCIS) website
www.localcommunityinsurance.com.au

workers’ compensation to the full extent of liability under the Workers’ Compensation Act
(if applicable).
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Page 9 of 13

Provide a copy of the insurance certificates of currency (for the specific event and
indemnifying the City as listed below).

The hirer shall indemnify the City against:

loss of or damage to property of the City, including existing property

claims by any person against the City in respect of personal injury or death or loss of or
damage to any property arising out of or as a consequence of the actions of the hirer.
Copyright and public performance of music

The hirer is responsible for any infringement of copyright in connection with the performance
of any musical, literary or dramatic works on any City reserve.

If performing you may be required to obtain an Australasian Performing Right Association
(APRA) and Phonographic Performance Company of Australia (PPCA) live performance
licenses. Contact APRA (08) 9382 8299 and PPCA on (02) 9267 7877.
Vehicle access and parking permits

The hirer is to provide the City's Bookings Officer with a list of vehicle registration numbers in
order for short-term permits to be issued. On completion of equipment being unloaded, the
vehicles are to be parked elsewhere. The City’s parking services will infringe any vehicles not
displaying a short-term permit.

Do not park, load, unload or place loads less than three metres from trunks of all trees on
reserves.
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Page 10 of 13
Reserve schedule of fees and charges 2015/2016
Hire fee for events at Esplanade Reserve
The Esplanade Park consists of five different areas (labelled A to E on the map), each costing the
same amount to hire, however several or all areas can be selected for your booking.
Private/non-commercial (incl. charitable)
Area
Private/non commercial use
Half day per area
$91
Full day per area
$175
Commercial hire
Area
Commercial use
Light use half day per area
$134
Light use full day per area
$267
Heavy use half day per use
$916
Heavy use full day per area
$1705
Additional fees and charges
Charges
Fee
Non refundable administrative booking fee
$93
Call out or attendance of a City officer minimum 4
hours
$78 per hour
*Credit card payments incur a 0.5% surcharge
Other reserve fees (including Princess May Park, Pioneer Park, Wilson Park)
Area
Commercial use / non commercial
Hourly charge
$91 / $44
Half day use (4 hours)
$248 / $91
Full day use (up to 10 hours)
$489 / $175
Kings Square
Area
Commercial use / non commercial
Booking fee
$93
Other Charges
$0
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Page 11 of 13
Bond and Ground Restoration Fees for all Passive Reserves
Bond and Ground Restoration Fee
Event
Organiser
category type
Entry fee
charged
Liquor
Licence
Time
Number of
patrons
Bond Fee
Min
Ground
Restoration
Fee
X
N/A
N/A
7am –
10pm
<50
$0
$0
No
N/A
50 - 500
$500
$250
N/A
N/A
501 – 2500
$1 000
$500
<500
$1 500
$1 250
501 - 5000
$5 000
$3 500
501 – 5000
$8 000
$5 000
5001 -5500
$10 000
$8 000
5501 -12
000
$20 000
$15 000
>12 001
$50 000
$ 20 000
A
B
Any
Charity /
Community
Charity /
Community
C
Commercial
N/A
N/A
D
Commercial
N/A
No
E
Commercial
N/A
Yes
F
Commercial
N/A
Yes
G
Commercial
N/A
Yes
H
Commercial
N/A
Yes
7am –
10pm
7am –
10pm
7am –
10pm
7am –
10pm
7am –
10pm
7am –
10pm
7am –
12am
7am12am
Key for Bond & Ground Restoration Fee Matrix
Charity- means all profits benefit a registered charity
Community- means the intent is for the event to be non-profit
Commercial- means the promoter has the intent to generate profit
N/A- means either with or without
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Page 12 of 13
Suggested Suppliers
Business name
Catering
Prestige Catering and Events Hire
Corporate, weddings, events
Beaumonde
High end, fine dining, suitable for weddings
& corporate events.
Innovations Catering
High end, fine dining, suitable for weddings
& corporate events.
Finger Food Catering
Elegant home style finger food
Culley’s Tea Rooms
Hot pies & pasties, fresh rolls, sandwiches
and cakes
Pizza Queens
Mobile catering- wood fired street pizza
and tapas
Security
Natale Security Services
Small events to large scale crowd control
Paramount
Suited to large & small events
S&S Store Coverts & Security Services
Specialising in plain clothed security but
can also do regular security
Party hire
Cockburn Party Hire
Pedersens
Hire Society
AV suppliers
Phase 1 Audio
Audio to full production for events of all
sizes.
CCA Productions
AV production for events of all sizes.
Fremantle PA Hire
Small to medium sized events. PA and
lighting hire.
AAA Production Services
Good for medium to large scale sound
productions. Lighting is outsourced.
Adasound
Audio, sound and staging for events.
Damien Hanson
Lighting for events.
Event application form
Contact
Phone
9591 3666
Mark
0413 432 637
Email/website
[email protected]
www.prestigecatering.com.au
[email protected]
www.beaumondecatering.com.au
9388 7117
[email protected]
www.innovationscatering.com.au
Santino
9331 2874
Melanie
9335 1286
[email protected]
www.fingerfoodcatering.com.au
[email protected]
www.culleystearooms.com.au
Jules
0416 008 514
[email protected]
www.pizzaqueens.com.au
Eddy
0418 953 093
[email protected]
www.natalesecurity.com.au
Tom
9494 1713
[email protected]
Nancy
0408 310 626
[email protected]
Jo
Julie
9418 8418
9456 3000
9389 9921
www.cockburnpartyhire.com.au
www.pedersenshire.com.au
www.hiresociety.com.au
Kris
0412 182 429
[email protected]
www.phaseoneaudio.com.au
Dan
9328 5324
www.ccaproductions.com.au
Simon
0412 915 677
[email protected]
www.fremantlepahire.com.au
Gil
6142 5266
www.aaaproductions.com.au
Craig
9275 1266
Damien
0407 477 986
[email protected]
www.adasound.com.au
[email protected]
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Page 13 of 13