Hall Hire Agreement Form - Casual Hire

Cnr Queen and Broughton Street
(PO Box 57) Campbelltown 2560
Phone: 4645 4000 Fax: 4645 4111
DX5114
Hall Hire Agreement Form - Casual Hire
Privacy Statement
The information requested by Council on this form may constitute personal information under the Privacy and Personal Information Protection Act 1998. Council is
allowed to collect the information from you to consider this matter. Supplying this information is voluntary. However if you cannot or do not wish to provide the
information, we may not be able to consider the matter. If you need further details, please contact the Privacy Officer, Campbelltown City Council, cnr Queen and
Broughton Streets, Campbelltown.
Booking Number
Name of Hirer
Contact details
Home/Work Phone:
Mobile Phone:
Email Address:
Address of Hirer
Hall being hired
Type of function
External
Contractor/Entertainment
Yes / No
Date of hire
Hire fee (GST incl)
$
Bond (GST incl)
Maximum number of
adults attending
$
Alcohol will be provided
Type of entertainment
Time of hire
Commercial for profit events – 20% surcharge
applies
Security fee (GST incl)
Maximum number of
children attending
Yes / No
Alcohol will be BYO
$
Yes / No
Date due for payment
Maximum number of persons allowed in the facility (Office use only)
I am 21 years of age or over and understand that I am responsible for paying all the fees and charges for
the hire of the hall. I have read the conditions for hall hire and agree to comply with them. I declare that
all information supplied by me is true and correct.
Name
Signature
Date
Identification
Conditions of Hall Hire
To confirm your booking a deposit of $50.00 is required within one week of making the booking.
The balance of fees, including the bond, must be paid at least 14 days before the function. Council has
the right to accept other bookings for that date if no deposit has been received and fees have not been
paid by the due date. An administration fee of $54.00 may be charged for changes to the booking. Fees
and charges are subject to change in the new financial year.
Customer Service
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Review Date: 30/09/2016
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All cancellations must be received by Council in writing from the Hirer, at least 14 days before the
proposed date of the function. If less than 14 days notice is given, the Hirer will forfeit the hire fee.
Council will refund the bond by cheque, within 14 days after the function if the hall is left in a satisfactory
condition. If there is any damage to furniture or equipment, or any additional cleaning is required, Council
will keep part or all of your bond money to cover these costs. Council reserves the right to recover any
additional costs incurred above and beyond the amount of the security bond.
Council has the right, if necessary, to refuse to accept a booking for a hall or to cancel a booking that
has already been made and refund the hiring fees. If this action is taken Council will not be liable for any
loss or damage.
The Hirer is responsible for maintaining good order while your group uses the hall. The level of noise
must not inconvenience surrounding residents.
The Hirer must only use the hall within the times of your booking or additional costs will apply. Please
consider any required preparation time when choosing your hire period as Hirers will not be permitted to
enter the hall before the start time specified in the Agreement.
The Hirer is required to inspect the hall on arrival and complete a Facility Assessment form, which will be
provided with the hall key/swipe card. Prior to using the hall please note any damage or required
maintenance e.g. a broken chair or table, inadequate cleaning, missing or broken equipment (including
cleaning items). This form is to be returned to Council along with the keys/swipe card.
Please consider time required to tidy and clean the hall when choosing your hire period as Hirers will not
be permitted to remain in the hall after the finish time specified in the Agreement. In all of our halls we
have a mop, a bucket and a broom but you will need to provide your own surface spray cleaner along
with sponges/paper towels to clean any of those unavoidable spills on table tops and chairs. All the
tables and chairs must be cleaned before you pack them away neatly. All ovens must be wiped clean
and any crumbs and leftover food is to be removed. The floor needs to be swept and spills mopped up.
The Hirer is advised to bring extra garbage bags as all rubbish must be bagged, tied up and left in a neat
pile inside the hall, next to the doors for our cleaners to collect. Failure to clean the hall may result in a
deduction in your bond refund.
Often other Hirers are using the hall early the next day and cleaners will need to clean the hall before the
next booking arrives. Any extra access to the hall that has not been prearranged will be deducted from
the hall hire bond.
When you leave the hall ensure that you lock the windows and doors, turn off all the lights and activate
the security alarm. If you have difficulties with the alarm please contact the after-hours service on 4645
4000 for assistance. Should the alarm not be set correctly when leaving, a security fee of $45.75 will be
deducted from the bond.
Plans for the layout of the Civic Hall and Ingleburn Community Centre must be given to the Caretaker,
48 hours before the function. The Caretaker will contact you to arrange access.
For all halls except the Civic Hall and Ingleburn Community Centre, the Hirer can collect the keys to the
hall from Council’s Customer Service counter (on the ground floor of the Civic Centre, Queen Street,
Campbelltown) on the working day before your booking between 8.30am and 4.00pm.
Keys (and swipe cards if issued) must be returned to Council before 4:00pm on the next working day
after the booking. A fee applies for each day or part thereof that a key is not returned. If the Hirer is
unable to return the key personally, a friend or relative may return the key on the Hirer’s behalf.
The Hirer must not sub-let the hall and Council staff must have access to the hall at all times. Please
inform Council of any entry fees or fundraising tickets being sold for the function.
Bookings will only be accepted for teenage and 21st birthday celebrations at certain halls and only after
you have advised the maximum number of adults and children (under 18) attending the function.
Council requires the engagement of one Council appointed security guard for every 50 people attending
a party commencing from 5:00pm on Friday and Saturday nights and from 6:00pm on Sundays at an
additional cost per guard. This cost must be paid by the Hirer.
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Review Date: 30/09/2016
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Alcohol is not permitted in the hall without a permit from the Police. For private functions such as socials,
weddings and parties where people bring their own liquor or liquor is served free, you can obtain a
permit from the Licensing Section at Campbelltown or Macquarie Fields Stations. You should apply in
person, about seven days before the function, and show your hall payment receipt. Police will date, sign
and stamp the form with their approval. There is no fee involved. A copy of the Police approval must be
provided to Council prior to the hire date. Keys can only be collected once this form is received.
Only charitable organisations are allowed to sell liquor at a Council hall. You have to apply to the Court
House for a Temporary On-Licence (Function) at least 28 days before the function. You will need to
show proof that you are a non-proprietary Association.
Smoking is not allowed in any Council hall or building.
Emergency exits must remain clear at all times.
No graffiti art or spray painting is to be conducted within the hall or surrounding grounds.
Animals are not permitted in any Council hall or surrounding grounds with the exception of registered
assistant animals
To avoid permanent damage to the hall decorations are to be limited to the tables and not attached to
the walls or ceiling.
If the Hirer is considering the use of an external contractor e.g. jumping castle, caterer, DJ etc it is their
responsibility to ensure that the contractor is adequately insured. Council will take no responsibility for
any claims arising from the actions of any other persons other that the hall Hirer. Each request should be
put in writing and will be considered on an individual basis.
Please supply Council with a copy of the contractor’s Public Liability Certificate of Currency. If using a
jumping castle the Hirer must bring a silenced generator to power this equipment.
Any equipment used in the hall by the Hirer e.g. juke boxes, karaoke machines etc is the Hirer’s
responsibility. All equipment must be removed at the end of the agreed hire period for that day.
No fire, including fireworks, fire performances and ceremonies are permitted inside the hall at any time,
with the exception of birthday candles.
No smoke machines or any other equipment that may cause the smoke alarm to activate, are to be used
inside the hall.
All Registered or Incorporated Organisations hiring Council halls must provide a copy of their Certificate
of Currency for Public Liability Insurance.
For safety reasons all halls have a set maximum number of people allowed in the hall. The Hirer must
not under any circumstances allow this maximum number to be exceeded.
The tables and chairs that Council provides are the maximum limit for each hall; you cannot bring any
additional furniture with you.
Barbeques and spits are not permitted.
NOTICE TO COMMUNITY CENTRE USERS
Council’s facilities are alarmed and data for hours of usage is obtained from the security monitoring
company. Users are advised that security may be called if the facility is used outside of the allocated
booking times. Costs will be deducted from the hall hire bond.
The hall is also equipped with time controls for power outlets for music etc. The timer will automatically
cut out at the conclusion of the booking. Continued abuse of the conditions of hire will lead to
cancellation of rights to book Council’s halls in the future.
Customer Service
DocSet: 1497699
DATA AND DOCUMENT CONTROL
Revised Date: 01/07/2014
Review Date: 30/09/2016
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Version: 18