Organising a Community Event

Organising a public event in the Town of Bassendean is a fantastic way to build a vibrant and engaged community.

When you are thinking about running an event, take a moment to consider why you want to run one.

What objectives does your group have? Is it for more members, fundraising, increasing your profile etc.

Once you’ve decided the “why”, you can then move to the “what” and the “how”. This will give you direction and help work out what your event should be.

Ensure you have a team with adequate experience and availability to help organise the kind of event that you are planning. Try not to over-commit and even be prepared to scale back your event if you need to.

To help get you started, follow these four simple steps.

Step 1. Develop your event idea

Firstly, you need a plan of your event concept.

Grab a pen and paper, and consider:

  • What is the goal or outcome that you want to achieve with this event?
  • What is the proposed budget? Where will this funding come from? 
  • Plan not to use single-use plastics
  • What approvals do I need from the Town of Bassendean?
  • How will you let people know about the event?
  • What will people do at the event? Will it include entertainment, food, rides, activities, market stalls, or similar?
  • What kind of venue would be suitable?
  • How many people do you think will attend?
  • What time of the year would it be most suited to? Does that allow you enough time?
  • How many people will you need to plan and stage the event?
  • Will your chosen date clash with similar events locally? (Check the Events Calendar)

To discuss your event, contact the Events Team at [email protected] or  9377 8000.

Step 2. Read our Event Planning Guide

It is essential that you understand your responsibilities to ensure a safe and enjoyable event. Our event planning guide will provide a thorough understanding of these aspects of public events. Please read the guide carefully and contact us if you have any queries.

Event Planning Guide

Step 3. Complete the Booking and Events Application form

Once you have read and understood the Event Planning Guide, complete the online Booking and Events Application form. You will be contacted by Town staff to advise if your event can proceed or if it requires any further approvals.

The approval process can sometimes involve multiple Town of Bassendean departments and take some time. Complete this step at least 12 weeks prior to your event. We suggest that you don’t start marketing your event until you receive a confirmation of event approval.

You may need to complete our Event Application - Part 2 form if your event is larger or more complex.

The Town has several venues for hire:

Facilities for hire

Parks and reserves for hire

Step 4. Coordinate your event

Now that your event has been approved, you are well on your way! To finalise your planning and stage your event, you will need to:

  • Secure funding
  • Book all your suppliers
  • Monitor your budget
  • Promote your event and invite special guests (register your event on our Events Calendar)
  • Prepare a Run Sheet and Contact List
  • Organise and brief volunteers
  • Continue the risk management process
  • Go through our guidelines again to check that you have considered everything


The Town of Bassendean recognises the negative impact single-use plastic products have on our environment and is committed to reducing the amount used within the Town. Our Single Use Plastics and Balloons Policy provides the requirements and obligations for the purchase, sale, and use of single-use plastics and balloons at events on Town managed land. For suitable alternatives please refer to the guidance document ‘A guide for eliminating single-use plastics’.