- All applications to hire Council’s facilities must be made through the online booking portal at least five business days before the proposed Booking Date.
- Should the Hirer wish to make any changes to their approved booking, this request must be made in writing to Council by emailing [email protected]. The Hirer must provide a minimum of five business days’ notice and all changes are subject to availability and venue suitability.
- Cancellations due to inclement weather must be made in writing to Council by emailing [email protected] within five days after the Booking Date, a 12-month booking credit will be issued to the Hirer.
- The Hirer must ensure that the Hired Area is left in a clean and tidy condition, including ensuring:
4.1. all kitchen surfaces, bathrooms, appliances, and equipment are thoroughly cleaned in accordance with the Cleaning Checklist attached at Annexure B;
4.2. all carpeted and floorboard areas are vacuumed or mopped;
4.3. all Council provided tables and chairs are returned to the designated areas;
4.4. all rubbish is removed from the Hired Area. No garbage bins or dumpsters are located at the Hired Area and all rubbish must be disposed of off-site; and - Bookings for birthday parties for people between the ages of 14 - 30 are accepted at Council’s absolute discretion and, if accepted, will be subject to additional conditions, including, but not limited to, the following:
5.1. a minimum Bond of $1,000 (including GST) will apply;
5.2. the Hirer must arrange and pay for a licensed crowd controller or licensed private security to be present at the Hired Area during the Booking Times and while any attendees remain at the Hired Area;
5.3. the Hirer’s event must be registered with the Victorian Police Partysafe Program; and
5.4. evidence that the Hirer has engaged a licensed crowd controller or licensed private security during the Booking Times and that the Hirer’s event has been registered with the Partysafe program must be provided to Council at least three business days before the booking date, or the booking will be cancelled by Council. Visit Partysafe and email the completed form to [email protected]. - The Hirer must disclose in their application form, if any of the following will, or are likely to, be carried out in relation to the Hirer’s use of the Hired Area:
6.1. The Hirer intends to engage a third-party contractor to provide goods or services in, or from, the Hired Area (including but not limited to a children’s entertainer, DJ, caterer, food trucks, photographer or videographer);
6.1.1. The Hirer must ensure any third-party contractor maintains a valid public liability insurance policy for at least $20,000,000 in respect of one single event; and
6.1.2. The Hirer must ensure any third-party contractor provides Council with a valid certificate of currency for the insurance policy required by Special Condition 6.1.1,
6.2. The Hirer intends to sell, or permit the sale of, any goods or services in, on or from the Hired Area;
6.3. The Hirer intends to advertise or promote the Hirer’s use of the Hired Area to the public;
6.4. The Hirer intends to charge any form of admission or entry fee in relation to their use of the Hired Area; or
6.5. The Hirer requires any road closures for the Hirer’s use of the Hired Area (including car park facilities). - The Hirer must obtain the prior written consent of Council before:
7.1. installing or erecting any additional equipment, structures or decorations in the Hired Area; or
7.2. attaching or otherwise affixing any posters, advertisements or signs to any part of the Hired Area. - The following activities and equipment are strictly prohibited in or on the Hired Area:
8.1. jumping castles or amusement rides;
8.2. animal farms or petting zoos, reptile farms, pony rides or other similar animal-related activities;
8.3. any puncturing or piercing of the walls, floors or other parts of the Hired Area;
8.4. the use of smoke and fog machines;
8.5. the use of any portable BBQs (including gas, electric, charcoal and roasting spits);
8.6. games of chance;
8.7. the use of confetti or glitter;
8.8. the use of any open naked flames (excluding birthday candles) and;
8.9. any kind of sporting activity. - If the Hirer, its contractors or agents, will be cooking, preparing or selling food and/or drinks (including alcohol) in or from the Hired Area during the Booking Times, the following additional permits and documentation may also be required:
9.1. an Occupy Council Land Permit, if a third-party contractor will be cooking, preparing and serving food onsite.
9.1.1. This permit is obtained through the Civic Services Team who require a minimum of six weeks’ notice.
9.1.2. Additional fees apply for this permit.
9.2. a Roadside Vending Permit, if a third-party contractor will be charging guests for their goods and services.
9.2.1. This permit not required if the Hirer has pre-paid the third-party contractor for the contractors goods and services prior to the Booking Date. 9.2.2. This permit is obtained through the Civic Services Team who require a minimum of six weeks’ notice.
9.2.3. Additional fees apply for this permit.
9.3. a valid StreaTrader registration;
9.4. a valid Statement of Trade certificate; and
9.5. a temporary liquor licence from the Victorian Commission for Gambling and Liquor Regulation, if alcohol is being sold then in accordance with the Liquor Control Reform Act 1998 (Vic). - The Hirer must ensure noise levels are kept in accordance with all legislative provisions outlined by the Environmental Protection Authority Victoria and at a volume that does not cause inconvenience or annoyance to any person on any premises within the surrounding.