YARRAWONGA TOWN HALL AND COMMUNITY HALL
BOOKING APPLICATION FORM

Applicant Details

Applicant Name:		
Contact Person:		
Contact Telephone Number:		
Email Address:		
Address:		
		
Postal Address (if different):		

Description of Event:		
Date and Time of Event:	 	/	/		 	:	am / pm	
Approx No of Attendees:		
Booking Details
Please indicate which facilities you would like to hire and include the times for your event. A separate section is available on page 2 for the Set Up times.
An additional sheet is also available on page 4 if required (example: rehearsal dates)

Facility / Description	ü	Days Required	No. Hours	Fee	

Town Hall	q
q
q	
From 	am/pm to 	am/pm		
$	
Do you require the		on 	date			
DRESS CIRCLE?					
PORTABLE					
STAIRS?					

Community Hall	q	From 	am/pm to 		am/pm on 		date		
$	

Community Hall Kitchen	q	From 	am/pm to 		am/pm on 		date		
$	

Facility /
Description	ü	Days Required	No. Hours	Fee	
Council Chambers (Town Hall)	q	From 	am/pm to 		am/pm on 		date		
$	

Portable Building	q	From 	am/pm to 		am/pm on 		date		
$	

Yellow Box Room	q	From 	am/pm to 		am/pm on 		date		
$	

Set Up Time Note 1	q	From 	am/pm to 		am/pm on 		date		
$	

Tables and Chairs
Note 3	
q	 	 Tables and 	Chairs

q Set up/Set down by Hirer
q Set up/Set down by Council $113.30 per hour	$	
Cleaning by Council	q	Will be charged at $56.70 per hour and deducted from Bond	

Cleaning by Hirer
Note 2	
q	Cleaning will be conducted:
Immediately after the Event/Same Day/Next Day From 	am/pm to 	am/pm on  		
TOTAL HIRE FEE (Inclusive of GST)	$	
Office Use Only
Receipt No: 	

Date Paid:  		

LESS NON-REFUNDABLE DEPOSIT	

-$50.00	
BALANCE OF HIRE FEES OWING (NOT INCLUDING BOND)	$	

REFUNDABLE BOND AND KEY DEPOSIT

Office Use Only	Area	Fee	

Receipt No: 		 Date Paid:  		q Town Hall / Council Chamber / Yellow Box Room
q Community Hall
q Community Hall Kitchen
q Portable Building

q Key Deposit	
$

$50.00	

HIRE FEES
The following hire fees are subject to change after the 1st July each year.

Facility / Description	Hourly Rate	½ Day
(4 hrs)	Full Day
(8 hrs)	Max Fee
(>12 hrs)	
Town Hall
(includes stage, dress circle and portable stairs)	
$35.00	
$116.70	
$233.40	
$350.10	
Community Hall	$17.50	$58.40	$116.70	$175.60	
Community Hall Kitchen	$17.00	$56.70	$113.30	$170.50	
Portable Building	$11.60 per hour	
Yellow Box Room – Town Hall	$23.40	$58.40	$116.70	$175.60	
Council Chamber - Town Hall	$23.40	$58.40	$116.70	$175.60	
Set Up Town Hall Note 1	N/A	$58.40	$116.70	
Set Up Community Hall Note 1	N/A	$29.40	$58.40	
Rehearsals
(Town Hall, Community Hall & Portable)	$11.60 per hour (max. 4 hours)	
Tables and Chairs Note 3	$1.20 per Table per day or hire. No fee for chairs.	
Deposit	$50 non–refundable deposit is required at the time of booking.
Deposit will be deducted from the total hire cost.	
REFUNDABLE BOND	
Town Hall
(including Dress Circle)	$250	
Community Hall / Kitchen	$250	
Council Chambers / Yellow Box
Room	$250	
Portable Building	$250	
More than One Area	$400	
Key Deposit	$50	

Notes:
1.	Set Up. Hirers can book times to set up of either 0 - 4 hours, or 4+ hours in a day. Set Up should occur the same day or the day before the event. If special arrangements for Set Up are required, please discuss these at the time of booking. Fees will apply for each day set up times are required.
2.	Cleaning by Hirer. Depending on other bookings, Council may specify when cleaning is to occur and whether or not cleaning is completed satisfactorily. Between Monday and Friday, cleaning of the toilets in the Town Hall Foyer is to be completed before 8am the next morning. If further cleaning is required, the Hirer may choose to either perform the cleaning themselves or have Council’s cleaner perform the work at a cost of $56.70 per hour .
3.	Table and Chairs. Hirers may use the trestle tables and chairs available in the storage shed and are required to move, set up, clean and replace them to storage area after use. A fee of $113.30 per hour (2 staff required) will apply if Council is required to handle the tables and chairs (for set up and set down).
1.	
ADDITIONAL HIRING DETAILS

DATE	TIME	PURPOSE
(Rehearsals/Classes/Exams)	
HOURS	
FEE	
	FROM	TO				
Example:	
16/11/17	7pm	9pm	Rehearsal	2hrs	$23.20	

						

						

						

						

						

						

						

RETURN OF BOND

The refundable bond will be returned to the hirer after completion of the Cleaner’s Report (page 9)
Payment of the refundable Bond will be deposited directly into the applicants’ nominated bank account, please provide the following information:

Name of Bank:    		 BSB: 	Account No.   	 Name of Account:   		 Authorisation:
Print Name:	Signed:  	

Alternatively, you can have the Bond refund made by cheque in the name of the applicant and posted to the address on this application form.

EXAMPLES OF HIRE FEE CALCULATION

Example 1:
Town Hall required for 5 hours Set Up the day prior to an event which goes from 5pm to 2am (ie 9 hours) and Clean Up next day. 20 Tables and 200 chairs required.

Set Up Fee $116.70. Hire Fee for 8 hours + 1 hour = $233.40 + $35 = $268.40. Tables $24.00 No charge for Clean Up. Total Fee = $409.10 + $250 Bond + $50 Key Deposit.

Example 2:
Town Hall, Community Hall and Kitchen required from 7pm to 12 pm (5 hours). Town Hall required for 3 hours Set Up and then Clean Up by Council cleaner next morning (approx 2 hours.)

Set Up 3 hours $58.40 Town Hall for 5 hours, $151.70 (4 hours + 1 hour), Community Hall for 5 hours, $75.90 and Kitchen for 5 hours, $75.90. Council Cleaner 2 hours x $56.70 = $113.40
Total Fee $361.90 + $113.40 deducted from $400 Bond + $50 Key Deposit

ACTIVITIES WHICH REQUIRE PERMITS

Are Raffle Tickets for Sale?
If Yes, a separate Raffle Permit may be required. Please request a Raffle Application Form from Council	Yes q	No q	
Is consumption of Alcohol involved?
If Yes, Council requires a copy of your liquor licence.	Yes q	No q	
Will food be prepared and sold?
If you are selling food you are required to provide evidence of or apply for a Food Act Permit.
Please request a Food Act Registration Form from Council.	
Yes q	
No q	

PUBLIC LIABILITY INSURANCE
All Hirers must have Public Liability Insurance to hire the Yarrawonga Town and Community Halls.
Do you have Public Liability Insurance for this event?	Yes	q	No q
If ‘Yes’, please provide evidence (Certificate of Currency) and complete the following details: Name of Insurance Company:    		 Policy Number:	Amount of Cover:    	
Expiry Date:    	
If you do not have public liability insurance cover, cover may be provided by Council’s Casual Hirer’s Policy subject to conditions and exclusions following.

Do you want to register under Council’s Casual Hirer’s
Public Liability Insurance for this Event?	Yes q	No q	

Does your event include any of the following activities?
A Fete or Market	Yes q	No q	
A Sporting Activity	Yes q	No q	
Is there to be an admission charge?	Yes q	No q	
Are goods available for sale?	Yes q	No q	
If you ticked ‘Yes’ to any of the above activities, insurance IS NOT available under Councils’ Casual Hirer’s policy. Please read the following information regarding insurance.
IMPORTANT NOTES ABOUT INSURANCE:
1.	Completion of this form does not guarantee coverage. Coverage is determined by the insurance company in the event of a claim. Council does not guarantee insurance coverage in the event of any incident or claim.
2.	As the event organiser, it is your responsibility to ensure that your event is properly insured. Council accepts no responsibility for your failure to properly insure your event and you should consult with your insurer to confirm whether or not adequate insurance cover is provided for your event.
3.	You must provide evidence of adequate insurance coverage in order to conduct your event on Council managed property.
4.	The following lists of activities are excluded from Council’s Community Insurance Policy. Event organisers must determine and arrange their own insurance for these matters as required. This list does not contain all of the conditions or exclusions to the Council’s Casual Hirer’s Insurance Policy.
EXCLUSIONS
Claims relating to the following activities are excluded from the Council’s Casual Hirer’s insurance policy:
Child minding and child care services / Sporting activities / Products Liability for children’s toys / Festivals / Markets / Music Concerts / Events where an admission fee is charged / Entertainers and performers / Grandstands / Sub Contractors / Security Personnel / Child Molestation / Terrorism / Electronic data / Fireworks / Amusements (includes children’s rides, animal rides, jumping castles etc).

CONDITIONS OF HIRE
1.	Deposit
A Deposit is required to secure the booking and is not refunded if the booking is cancelled. The deposit amount will be deducted from the total hire cost.
2.	Payment of Hire Fees and Bond
The Hire Fees may be made at the time of hiring or Council will invoice you the outstanding amount. The Bond of $250 or $400 must be paid at least 1 week prior to your event and will be refunded upon satisfactory inspection of the venue following your event.
3.	Damages
The Hirer will be held responsible for the costs to repair any damage. Costs will be deducted from the Bond and the Hirer will be invoiced for any amount in excess of the Bond. The hirer acknowledges that some damage may not be immediately evident and agrees to rectify damage if requested to do so.
4.	Access and Keys
Access to the Hall is restricted to the times booked. Remaining in the Hall for longer than the agreed time will result in additional hire fees.

Keys will be provided only under special circumstances and their release is subject to an additional Key Agreement and deposit.
5.	Tables and Chairs
There are approximately 20 wooden trestle tables and 350 chairs available for hire. Hirers are required to move, set up, clean and return tables and chairs to storage. A fee of $113.30 per hour (2 staff required) will apply if the hirer requests Council to set up/set down the tables and chairs.
6.	Set up
Hirers are required to set up for their own event. Set up arrangements are to be made at the time of booking and should be conducted on the day of the event, or the day prior, subject to other bookings. Council may determine the exact time of Set Up with consideration to other bookings.
7.	Smoking
Smoking is NOT PERMITTED within any section of the Yarrawonga Town Hall, Community Hall or Portable Building.
8.	Alcohol
Hirers must obtain their own liquor licence.
9.	Cleaning
The hirer shall clean the hired areas by 8.00am the following business day, including the toilets, to the same standard as when their hire commenced. All rubbish is to be removed by the hirer and deposited in the bins provided. If Council considers that any area has not been left in a suitable condition resulting from the hire, cleaning costs may be deducted from the Bond. There is no hire fee for the time required to clean the hired area. The hired area includes the foyer and surrounds.
10.	Public Liability
All hirers must have public liability insurance to hire the facilities. The hirer is required to provide written evidence of their public liability insurance or indicate whether or not they wish to use Council’s Casual Hirer’s Insurance Policy (conditions apply).
I declare that I have read and fully understand this Application and agree to comply with and be bound by the terms and conditions contained herein relating to the hire of the Yarrawonga Town Hall, Community Hall and Portable Building.

Name: 		Signature:	Date:  	

Personal Information collected by Council is used for municipal purposes as specified in the Local Government Act 1989. The Personal Information will be used by Council solely for the purposes of administration of hiring the Cobram Civic Centre and or a directly related purpose. Council may also disclose this information to other organisations if required by legislation. The applicant understands that the Personal Information provided is for the above purpose and that he or she may apply to Council for access to and/or amendment of the information. Requests for access and or correction should be made to Council’s Privacy Officer.

OFFICE USE ONLY - CHECKLIST

Date of Hire:	
Name of Hirer:	
Description of Event:	
Before Event	
Deposit Paid	Yes q	No q	
Public Liability Certificate provided	Yes q	No q	
Liquor Licence required	Yes q	No q	
Liquor Licence provided	Yes q	No q	
Bond Paid	Yes q	No q	
Event entered into Booking System	Yes q	No q	
Applicant signed Conditions of Hire	Yes q	No q	
Acknowledgement Letter forwarded to applicant	Yes q	No q	
Application Form forwarded to Records	Yes q	No q	
Payment of balance of fees / Invoice prepared	Yes q	No q	
After Event	
Keys returned	Yes q	No q	
Inspection of venue conducted by Cleaner’s	Yes q	No q	
Cleaner’s report completed and submitted	Yes q	No q	
Cleaner’s report forwarded to Records	Yes q	No q	
Bond returned to applicant	Yes q	No q	

CLEANERS REPORT

Date of Hire:		
Event Details:		
Date of Inspection:		

Area/s Inspected:	q Town Hall – Main Auditorium
q Town Hall - Back Stage
q Town Hall - Foyer and Toilets
q Town Hall – Council Chambers
q Town Hall - Dress Circle
q Town Hall - Upstairs Toilets
q Town Hall - Yellow Box Meeting Room
q Community Hall including toilets
q Community Hall Kitchen
q Portable Building	

Was additional cleaning performed by Cleaner?

Yes q	No q	No of Hrs	
Details of additional cleaning including areas	

Damage Identified?

Yes q	No q	
Location and details of the damage. Please provide an estimate of the cost to repair or replace where possible.	
Name:		
Signed:		
Date:		

Please submit this report to Council within 24hrs of inspection via fax to (03) 5872 1567 or delivered to the Customer Service Staff at the Yarrawonga Town Hall (during business hours).