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.

Then you can decide if running an event is the best way to achieve them. 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. Scale back your event if you need to, and save some of your larger ideas for next year!

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 mail@bassendean.wa.gov.au or  9377 8000.

Step 2. Read our event guidelines

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

Event Guidelines

Step 3. Complete the application and bookings forms

Once you have read and understood the Event Guidelines, contact our Environmental Health team on 9377 8000 to complete your risk assessment. You will be advised what approvals are required for your event to proceed.

This process can sometimes involve multiple Town of Bassendean departments and can 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.

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

 

Note the Town of Bassendean has a policy about not using single-use plastics. Choose reusable and washable items such as paper, cardboard, bamboo or compostable materials. In 2018, Council resolved to ban single use plastics within the Town of Bassendean. The Town recognises the negative impact single use plastics have on our environment and is committed to reducing the amount of single use plastics used in the Town.