- 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 acknowledges and agrees that the licence granted by Council under this Agreement is non-exclusive and the Hirer may occupy the Hired Area jointly with other members of the public.
- The Hired Area excludes all picnic tables, playgrounds, Council barbeques, public toilets and shelters (except the rotunda at Alexandra, Canterbury, Surrey and Maranoa gardens).
- The Hirer must not erect any tents or marquees without the prior written consent of Council and such consent may be granted subject to any additional conditions Council sees fit in its absolute discretion.
6.1.Without limiting Special Condition 6:
6.1.1. the maximum size of any permitted tent or marquee is 3.6m x 3.6m;
6.1.2. all tents or marquees must be weighed down and are not permitted to be pegged, pierced or tied to any Council asset.
6.2.The Hirer acknowledges that not all open space venues, parks or gardens permit tents or marquees, and that the Hirer has checked the venue page on Council’s website. - 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:
7.1.The Hirer intends to engage a third-party contractor to provide goods or services in or from the Hired Area (e.g. children’s entertainer, DJ, caterer, food trucks, photographer, videographer etc.);
7.1.1. 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
7.1.2. The Hirer must ensure any third-party contractor provides Council with a valid certificate of currency for the insurance policy required by Special Condition 7.1.1.
7.2.The Hirer intends to bring additional infrastructure into the Hired Area (e.g. tables, chairs, stages, grandstands, marquees or generators).
7.3.The Hirer intends to sell, or permit the sale of, any goods or services in, on or from the Hired Area;
7.4.The Hirer intends to advertise or promote the Hirer’s use of the Hired Area to the public;
7.5.The Hirer intends to charge any form of admission or entry fee in relation to their use of the Hired Area; or
7.6.The Hirer requires any road closures for the Hirer’s use of the Hired Area (including car park facilities). - The Hirer must obtain Council’s prior written consent before installing or erecting any additional equipment, structures or decorations in or on the Hired Area. Council may grant or withhold its consent in its absolute discretion and such consent may be granted subject to any additional conditions that Council sees fit in its absolute discretion.
8.1.Without limiting Special Condition 8, the following activities are strictly prohibited in the Hired Area:
8.1.1. the use of tent pegs, stakes or other similar items that penetrate the ground;
8.1.2. motorised vehicles and equipment;
8.1.3. jumping castles or amusement rides;
8.1.4. animal farms or petting zoos, reptile farms and pony rides and other similar animal-related activities;
8.1.5. the use of any portable BBQs (including gas, electric, charcoal and roasting spits);
8.1.6. the use of confetti, glitter, rice or similar decorations;
8.1.7. the use of naked flames of any sort; and
8.1.8. attaching any posters or advertising material of any description to any surface, fixture or fitting in the Hired Area - 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 is not required if the Hirer has pre-paid the third-party contractor for the third-party contractor’s 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; and
9.4.a valid Statement of Trade certificate. - 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 adjacent or in close proximity to the Hired Area.
- Subject to the nature of the Hirer’s use of the Hired Area, Council may at its sole discretion, request the following additional documentation from the Hirer and withhold approval for any event, until the relevant documentation is received, including but not limited to:
11.1. site plan;
11.2. traffic management plan;
11.3. risk assessment;
11.4. crowd places assessment;
11.5. waste management plan;
11.6. residential notification letter; or
11.7. event run sheet.