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 DocSet: 1497699 DATA AND DOCUMENT CONTROL Revised Date: 01/07/2014 Review Date: 30/09/2016 Page 1 Version: 18 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. Customer Service DocSet: 1497699 DATA AND DOCUMENT CONTROL Revised Date: 01/07/2014 Review Date: 30/09/2016 Page 2 Version: 18 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 Page 3 Version: 18