Special Event Winter Season 2024

Each Club is entitled to two events or carnivals throughout the season. This is in addition to the Club's standard ground allocations.

These events may include social football matches, registration days, club wind-ups, coaching clinics, country week cricket matches, etc.

Any additional Special Events will be charged at the Casual Ground Hire Rate (see Fees and Charges).

Separate forms must be submitted for each Special Event. Failure to submit this form may mean your planned activities may not take place.

A bond may be charged if any structures are being erected or any petting zoo/pony rides are included at your Special Event. If a bond is not charged and damages occur, any expenses incurred to repair the damages will be passed on to the Club.

The Club is responsible to ensure the area(s) are left in a clean and tidy condition at the conclusion of the Special Event.

The number of people attending the function should not exceed the number as nominated on the Special Events Application Form.

If the Club contracts a third party (caterers, bouncy castle operators, etc) to operate on the City’s land, a copy of the contractor's Certificate of Currency for Public Liability insurance should be included with the application.

When considered desirable, the City of Melville may ask the Club to provide licensed crowd controllers at the expense of the Club for the duration of the event.

If alcohol is going to be present at the function, please refer to the City’s website to determine which Liquor Licence will be required.

Liquor Licences will not be granted beyond 12.00 midnight of the date applied for.

At 12.20am, there should be no guests at the venue except for a maximum of 10 people cleaning.

The Club is responsible to ensure good order and behaviour is maintained within the property and also responsible for the conduct of all persons and any event or happening at the facility for the duration of the event period.

The Club must ensure that noise levels do not cause disturbance to neighbours and do not exceed levels specified in the Environmental Protection (Noise) Regulations.

Electrical extension cords or appliances that will be plugged into any power socket at any City of Melville facility must be tagged and recorded as inspected by a qualified electrician. The Club are to ensure that the test is current before operating. If the cord or equipment is not tagged or is not date current, the Club is instructed not to use. 

The Applicant/Club shall indemnify and keep indemnified the City of Melville from any claim or demand arising from or in relation to any negligent acts, negligent omissions, damage, loss, charge, liability, outgoing, payment, expense, cost or the like of any party.

The Applicant/Club shall not commence any action, notice, demand, proceeding or make any claim of whatsoever nature against or to the City of Melville and shall not hold the City of Melville liable for any loss, damage, charge, liability, outgoing, payment, cost or expense in relation to the hire or use of the facility, except to the extent of liability which is caused by the wilful misconduct or a negligent act or omission of the City of Melville or the City’s personnel.

Any authorised representatives for the City of Melville shall at any time be permitted free access to the venue/s and the Club shall follow any instruction given by the City of Melville Representative.

You may be asked to provide a site map indicating the location of any equipment (bouncy castles, marquees, etc) or areas proposed for alcohol consumption.

Should your event encroach on another clubs ground allocation, in the first instance we require you to liaise with the cub directly to confirm whether the grounds are available. If available, we require written confirmation from the club that they are not using the ground.

The application should be submitted no less than 10 Business working days before the event date. Incomplete applications received will not be considered.

If you have any questions in regards to these guidelines, please contact the Bookings and Events Officer on 08 9364 0611.