Event Permit and Filming and Photography Permit FAQs

Activities that can be held in parks and reserves include:

• Birthday parties,
• Family gatherings and reunions,
• Corporate team building events,
• Sporting activities,
• Community events and festivals.

This is not a complete list. Feel free to ask us if you are unsure if your activity will be suitable to hold in one of our parks or reserves.

With the exception of the City of West Torrens Memorial Gardens (which is not available to book for gatherings) and Kings Reserve/Thebarton Oval Precinct, which is currently undergoing works, the public areas of City of West Torrens' parks and reserves are generally available for events.

The size and type of activities you are planning for your event may limit the spaces that can be made available to you.

A number of the City of West Torrens' ovals are leased to sporting clubs at various times. If you wish to use one of our ovals, we may need to seek information or permission from the lease holder. Access is not always possible so please allow sufficient time to seek an alternative venue if necessary.

If you plan to charge an entry fee at your event or festival permission for 'exclusive use' of Council Land must be granted by the City of West Torrens' Chief Executive Officer. This is an internal process that will be managed by the Events Team.

The first stage of our permit process provides you with a 'tentative booking confirmation'. Once you have received this confirmation the space is held for you, and we will ask if you would like to confirm the booking and request documentation. If you confirm we will send you an invoice for payment. If you have not confirmed your booking and we receive another enquiry for the same space, we will contact you to determine your position.

Yes. Please note, the following application times are minimum requirements:

Events Permits:

• Small events (allow minimum 2 weeks for approval)
• Events with multiple conditions (allow minimum 4 weeks for approval)
• Major events (allow minimum 12 weeks for approval)

Filming and Photography Permits:

• Small activity (allow minimum 2 weeks for approval)
• Activity that includes drone use and/or site infrastructure (allow minimum 4 weeks for approval)
• Activity that includes traffic management requirements (allow minimum 4 weeks for approval)

Organisers need to apply for Event Permits and Filming and Photography Permits through our booking platform.

Organisers must register as a user to use our booking platform - a guide on how to register as a user can be found here.

If you would like to speak with staff about your activity prior, please contact the Events Team via 8416 6333 or info@wtcc.sa.gov.au.

A number of different fees may apply to bookings that require an event permit. Fees are determined by Council per the Fees and Charges Register, and Local Government Land By-Law No. 2.

These fees include (but are not limited to):

• Temporary Occupation of Local Government Land ($52 GST fee)
• Entertainment - eg. musician, magician, etc ($52 GST free per activity)
• Temporary trading - catering, other seller ($52 GST free per stand)
• Temporary structure - eg. marquee, seating stand ($52 GST free for a small private event, $52 GST free per structure for business or community events)
• Vehicles on park or reserve ($52 GST free)
• Advertising / promotional signage ($52 GST free)
• Animals - pony ride, animal nursery, etc. ($52 GST free per activity)
• Amusements - bouncing castle, etc. ($52 GST free per activity)
• Amplification at Festivals and Community events ($52 GST free)
• Irrigation mark out ($197 GST fee per hour, 2 hour minimum. Required if structures require pegging)
• Road Events - Temporary road closure ($63.50 application fee + $193.50 authorisation fee)
• Temporary parking controls ($120.85 new application assessment fee)
• Rubbish bins (120L or 240L) may be ordered for large events at a cost of $27 per bin.
• Royalty charge for commercial activities i.e. commercial filming fee ($88 GST free per application)

A full list of fees and charges can be found via Fees and charges.

There is no upfront payment required when submitting a booking application. To confirm your booking, you are required to pay the total Permit fee and any associated charges once you receive your invoice. The invoice must be paid in full before the date of your event, otherwise the Permit will not be issued.

In general, no bond is required but large high-risk events may be charged a bond at the discretion of Council.

In most cases you will receive your invoice via email. Instructions for how to complete a payment are on the invoice and payment options include online secure payment and payment via phone.

Booking updates (including cancellations) are made via the Booking Portal.

Once you have paid for an event permit a request to cancel the booking may incur a $52 administration fee. If the event cannot proceed on account of inclement weather, you may elect to cancel or reschedule the booking to a new date without additional charges.

Please do not submit a booking application if you are uncertain about any of the terms and conditions or suitability of the venue. Instead, please contact the Events Team via 8416 6333 or info@wtcc.sa.gov.au to discuss your activity.

All business and community events require public liability insurance to the minimum value of $20 million.

Non-commercial, private gatherings (i.e. birthday parties) do not require their own public liability insurance as City of West Torrens has a policy that covers these events. Yet, if an event engages vendors or contractors (i.e. jumping castle, food business, market stall, animal nursery) the supplier must have their own public liability insurance with a minimum value of $20 million. More information can be found on this in the section headings below.

To support not for profit groups in the community, Local Government has taken an active role in developing a specialist insurance scheme in South Australia that meets the needs of community groups. This scheme is called the Local Community Insurance Services (LCIS). LCIS provides an extensive range of insurance products tailored to community and not for profit groups including:

• Public Liability Insurance.
• Associations Liability Insurance.
• Personal Accident (Volunteer) Insurance.
• Business Package Insurance.

LCIS can cover community and not for profit groups that:

• Provide services to the broader community.
• Have annual turnover/funding less than $5 million.
• Do not distribute profits to its members.
• Comprised mainly of volunteers.
• Provide a public benefit or serve a charitable purpose.

A quote can be obtained from localcommunityinsurance.com.au or phone 1300 853 800, email insurance@lcis.com.au.

If you engage an amusement operator (i.e. jumping castle) or professional entertainer (i.e. magician, animal nursery) they must hold their own public liability insurance with a minimum value of $20 million. A certificate of currency must be provided to Council.

Certain amusements require a Safework SA certificate of registration. A copy of the registration certificate must be provided to Council before an event permit will be issued.

It is a requirement of your permit approval and compliance under the Food Act 2001 that you, as the event organiser, provide Council with a list of food businesses that will be operating during your event. You will need to advise the vendor's contact details, food business number (FBN), and supply a certificate of currency from the vendor for a minimum value of $20 million. A fee will apply for each food vendor engaged at the event.

Our Environmental Health Team may attend events to carry out a food safety inspection for food vendors (usually commences 30-60 mins before the event start time).

Please be aware that various single use plastics are banned in South Australia. Some exemptions apply for single use plastic straws (eg, for persons with disability or health needs). Please see replacethewaste.sa.gov.au for details. Further to this legislation, Council has resolved to encourage minimising single use plastics at events and your support to help eliminate single use plastic from the festival wherever possible will be very much appreciated.

If you engage contractors (i.e. marquee or stage provider, site electrician, food business, market stall), professional entertainers (i.e. magician, animal nursery) or amusement operators (i.e. jumping castle) the provider must hold their own public liability insurance with a minimum value of $20 million. Certificates of currency must be provided to Council.

If you plan to sell, supply or permit the consumption of liquor at your event or function from which it is deemed you will derive a commercial or financial benefit, you are required to apply and be approved for a 'short term liquor licence' from Consumer and Business Services (CBS). CBS is a SA Government Department. CBS may also request you obtain a letter from Council to confirm we don't have any issues with your licence application.

The event organiser is responsible for determining if a liquor licence is required for their event. Contact CBS as soon as possible on 131 882 or email shortterms@sa.gov.au as 14 and 60 days are required by CBS to approve a one-off event (short term) liquor licence.

The event organiser is responsible for determining if security is required at their event. This decision is influenced by things such as the size of the event, the type of event, and if alcohol is present. In some cases, security will be required as per your liquor licence from Consumer and Business Services.

Organisers of large events must self-register their activity with SAPOL via the 'Crowded Places' assessment form. The purpose of the assessment tool is to assist you in identifying the attractiveness of the activity to a terrorist attack. The form can be found here: SAPOL- Guided Self Assessment Form.

You will need to engage a professional security service not an individual with a security license. Look for a reputable business or service provider who can supply the following documentation:

• A copy of the security service public liability insurance documentation to a minimum of $20 million
• A copy of your booking confirmation for the security service, including receipt of payment for the date, time and location of your activity
• A copy of the security service current licencing documents to provide crowd control or the relevant security provisions.

City of West Torrens does not provide onsite electricity. If electricity is required, you must engage a licenced electrician to provide the electrical service.

It is a legal requirement that your temporary electrical installation is carried out by a licenced electrician. This includes the installation of extension cables and powerboards to the individual stalls that require electricity. It is also a legal requirement that stallholders ensure that all of their electrical equipment is tested and tagged, and that all tags are current. Your site electrician must provide you with a certificate of compliance for the temporary electrical installation.

Ensuring safe electrical installations at stalls, stages and in public areas of festivals and events helps avoid dangerous consequences, including fire, electric shock, injury or death. Please refer to this SA Government link for details on your obligations regarding electrical and gas safety at festivals and events.

Public toilets are open dawn to dusk each day. Toilets are re-stocked in the morning of each weekday, but they are not re-stocked on weekends. We recommend you bring additional toilet rolls, liquid soap and paper towel just in case they are needed.

Yes, the event area must be left in a clean and tidy state after the event. Bins onsite are intended for incidental waste and are only emptied once a week - they are not intended for event waste. Event organisers must take all rubbish with them when they leave the site.

Please be aware that the planned release of helium balloons is prohibited at all events and functions undertaken on Council land or approved by Council.

Please be aware that various single use plastics are banned in South Australia. Some exemptions apply for single use plastic straws (eg, for persons with disability or health needs). Please see replacethewaste.sa.gov.au for details. Further to this legislation, Council has resolved to encourage minimising single use plastics at events and your support to help eliminate single use plastic from the festival wherever possible will be very much appreciated.

Please be aware that the planned release of helium balloons is prohibited at all events and functions undertaken on Council land or approved by Council.

Much of West Torrens is within a restricted drone 'no-fly' zone due to its proximity to Adelaide Airport's controlled airspace. Should an individual wish to use a drone at their activity, they must contact the Civil Aviation Safety Authority (CASA) on 131 757, or visit their website www.casa.gov.au to gain permission. If the individual is applying for a permit, they must provide evidence of this approval to Council.