Events in Esperance

DO YOU NEED A PERMIT FOR YOUR EVENT?

Event Organiser's Checklist 

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

• 50 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 the gathering is not an event, e.g. a small wedding ceremony, a kid's party, filming on location, promotional events, live broadcasts, or selling raffle tickets, complete a Use of Local Government Property form. 

Use of Local Government Property Form

HOW TO APPLY FOR AN EVENT PERMIT

Event Application Guide

FIRST Read the Event Application Guide. It is designed to help Event Organisers complete the event application. It also explains the requirements and supporting documents that may be requested.

Event Application Guide

Application Form

NEXT Complete the Event Application. It helps the Shire Event Team understand, plan and schedule all the requirements.

It is used to inform various departments impacted by the Event such as Environmental Health, Community Development, Parks and Reserves, Waste Services, and Traffic Management who schedule the works 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.

Matrix – Event Classification
This tool explains requirements for various events based on the event impact e.g. social gatherings, low impact, medium impact, high impact or major. This gives you an indication of how long the Shire needs to process your application, the types of documents you may need to submit 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, marquees etc, the classification may be higher. Final determination will be completed by Environmental Health.

Matrix - Event Classification

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 

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 50 people or less, small wedding ceremonies, a kids’ party, busking, filming on location, photo shoots on location, Town Tunes, promotional events, live broadcasts, selling raffle tickets at the Post Office and more. 

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

What's On

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

Community eNewsletter 

With over 940 subscribers, this free community newsletter is delivered fortnightly straight to people's inboxes. To have your event included, email all the details and an image to community@esperance.wa.gov.au.

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

Weddings and Ceremonies in Esperance Fact Sheet

Weddings in Esperance

The Shire of Esperance welcomes couples choosing to celebrate their wedding or private ceremony in our beautiful coastal and natural spaces. Because our beaches, reserves and parks are shared public areas enjoyed by the whole community, our Weddings Fact Sheet will help guide you through what to consider when planning your special day in these unique outdoor settings.

Weddings and Ceremonies in Esperance Fact Sheet

Permits 
Generally, a permit is required for use of a public open space. However, this does not grant you exclusive use.  

• Beaches and reserves are public open spaces, intended for general recreational use.
• Permits do not grant exclusive use of the site. Members of the public may be present at any time.
• Activities nearby may include walking dogs, picnicking, boat launching, etc.

Some spaces are managed by other departments. Use the table below to determine who manages the space and how to apply for a permit: 

Dept of Biodiversity Conservation and Attractions (DBCA)  

Events held in national parks or reserves managed by the DBCA must be applied for directly through DBCA, using their lawful authority application process for non‑commercial events.

• If DBCA requires comments or a letter of support from the Shire to complete their assessment, please let us know and we will provide the necessary information.

Further info: https://exploreparks.dbca.wa.gov.au/events-school-and-group-activities-parks

Link: Events, school and group activities in parks | Explore Parks WA

Department of Planning, Lands and Heritage (DPLH)

Events held on Crown land managed by the DPLH must be applied for directly through DPLH using their Crown Land Enquiry – Event Access process.

• Applications can take 6 weeks or more.  
• Let us know if you are required to provide a letter of support from the Local Government and we will provide it.

Further info: https://www.wa.gov.au/government/document-collections/submitting-crown-land-enquiry

Department of Transport - DoT

Events held on land managed by the Department of Transport must contact DoT.

Ph 13 11 56 - Marine Division

Shire of Esperance

If you plan to use Shire of Esperance parks or reserves, use the guide below to see which form is required:

Use of Local Government Property (LGP) Form

If not considered an event under the Shire’s guidelines. This applies to small, informal activities such as:

• Fewer than 30 people
• Small private gathering

How to apply:

• Form – https://www.esperance.wa.gov.au/Profiles/esperance/Assets/ClientData/Documents/Community/application_-_use_of_local_government_property_5.pdf
• Site map - Use this to map out the location how you will use the space e.g. marquee, table, chairs etc.
• Fee

Event Application Form

If any of these apply, even if there is less than 50 people, you need an event permit:

• 50 people or more
• Alcohol consumption
• A marquee 10m² or larger, or any temporary structure (stage, speakers, fencing or barriers etc.)
• Selling or serving food or drinks

How to apply:

• Event application fee – link to events page
• Supporting documents