The person completing this form and whose signature appears on the form must be over 18 years of age.
Client / Organisation / Company
Contact Person
Postal Address
Suburb / State / Postcode
Phone Number / Business / A/H / Mobile
Email Address / Fax
Website (if applicable)
How did you hear about our Venue?
Hire Category / School / Government
Not For Profit (proof required – submit with this form)
Commercial
Private (eg wedding, social event)
Regular (10+ bookings per year)
Do you have an ABN? Yes No / ABN:
Public Liability Insurance
Must be provided by the applicant. Further information is available from the Venue Officer. / Council encourages all users/hirers to obtain and discuss with their Insurance Broker appropriate Insurance coverage for the purpose of the hire activity. Unless otherwise specified the hirer shall take out and keep current a Broadform Public /Products Liability Insurance Policy, which will be for an amount not less than twenty million dollars($20,000,000). Proof of this policy must be by way of a Certificate of Currency which must be provided to the Venue Officer prior to your booking.
Casual Hirer Coverage:
Casual Hirers are further defined as third parties who hire Council facilities for no more than a total of ten (10) days over a twelve (12) month period. For Hirers meeting the definition of Casual Hirer - Council has coverage in place which may be suitable and is subject to the Terms and Conditions of the Policy. The Liability Insurance Policy cover is restricted to Hirers who can be described as non-commercial, not incorporated, not for profit and irregular users of Council facilities. No cover is provided for incorporated bodies, sporting clubs or associations of any kind.
2. Booking Details
Booking / Event Title
Hire Date/s and Times / Day & Date: / Access Time: / Event Start:
Event Finish: / Exit Time:
Multi Day Events / If you plan to run your event over multiple days, please provide details of the dates and any varying times:
Regular Bookings / If you plan to have regular bookings, please provide the frequency and days/s (eg weekly/Monday)
Anticipated Attendees / No. of people: / Children / Youth / Adults / Seniors
Type of Space/s Required / Hall/s / Meeting Room/s / Lake View Room
Courtyard / Kitchen / Other
Privacy - Council will use any personal information provided for the intended purpose only and for remaining in contact with you. Council is authorised to collect this information in accordance with the Local Government Act 2009 and other Local Government Acts. Your personal information is only accessed by persons authorised to do so. Your personal information is dealt with in accordance with council’s privacy policy.
LKCC staff to set up / pack up room **(Charges Apply) **
Hirer to set up/ pack up room / Workshop / Classroom / Banquet / Theatre
Boardroom / U-Shape / Other
Round Tables (seat 8)
153cm diameter
tables
Table Cloths - $10.50 / Trestle Tables (seat 3-6) 183cm x 76cm
tables
Table Cloths - $10.50 / Card Tables (seat 2)
76cm x 76cm
tables
Table Cloths - $5.20 / Chairs
chairs
4. Equipment
Please tick this box if you do not require equipment. / Data Projector - $52.00 / Wi Fi - n/c
Data Projector Screen - $25.50
(portable) / Flip Chart (inc paper) - $42.00
Laptop - $31.50 / Electronic Whiteboard - $77.00
Standard Whiteboard – n/c / Meeting room - Lectern with microphone and presentation sound - $ 57.00
Crockery/glassware – small events
(per item) - $0.30 / Crockery/glassware – full catered event
(per person) - $1.05
Lake View Room – Data projector & screen, Lectern with microphone, 1 radio microphone - $104
5. Tea and Coffee Services (optional)
Please tick this box if you are not having tea and coffee services and move on to section 6. / Lake Kawana Community Centre can supply the following in-house catering options (tick if required). If you do not specify the number of people to be served, you will be charged as per your specified event attendance.
Tea & Coffee Services (Includes crockery washed by venue staff)
1 Service/s - $3.50 per person people
2 Service/s - $6.10 per person people
3 Service/s - $8.20 per person people / Serving Times
Time of 1st Service
Time of 2nd Service
Time of 3rd Service
Chilled water & mints on arrival - $1.00 per person people
Assorted sweet biscuits - $1.00 per person people
Urn – n/c
Table Cloths for catering table/s- $10.50 each (round or trestle)
6. Catering Requirements
Please tick this box if you are not having catering and move on to section 7. / Please tick this box if you will be organising your own catering and advise of caterer name:______& time of delivery:______
If you require crockery, cutlery and/or glassware for your event, please discuss with the Venue Officer.
**(Charges Apply – Refer to section 4.)** A cleaning fee may apply if catering is involved.
7. Alcohol & Security
Please tick this box if you are not having alcohol at your event and move to section 8 / Lake Kawana Community Centre is not a licenced venue; therefore, the hirer must apply for a “Community Liquor Permit” if alcohol is sold or supplied at the event. Please discuss the liquor licensing regulations with the Venue Officer before applying for this permit. Liquor Permit applications must be lodged with the Office of Liquor & Gaming Regulations at least 3 weeks prior to the event date. Lake Kawana Community Centre must be provided with a copy of the Liquor Permit once approved.
We wish to sell alcohol at our event / We are not selling alcohol, BYO alcohol only
Security / Lake Kawana Community Centre requires licensed security guards present where alcohol is being consumed, sold and/ or for any high risk events. The Venue will be responsible to organise the Security Guards for your event and the cost will be charged to the hirer. (POA)
8. Sound & Lighting Packages – Halls 1, 2 or 3 ONLY
Please tick if you do not require Sound or Lighting for your event in Hall 1, 2 or 3. / For an event requiring more than a Basic PA an hourly technical fee will apply for any set up or pack down of sound & light equipment. We have a range of sound & lighting packages available to suit all hirer’s needs and requests. Please liaise directly with your Venue Officer for assistance.
Sound Packages / Price ($)
Hall 1 / · House audio for meetings, presentations and seminars / 104
Hall 3 / · House audio for meetings, presentations and seminars / 156
Audiovisual
Hall 1 or 3 only / · Full Stage Data Projector / 155
· Full Stage Screen / 155
Concert audio / 363
Lectern / FOC
Radio microphone: handheld, lapel, headset / 57
Choir microphones (4) including rigging / 62
Piano – Yamaha Upright / 104
Piano Tune / POA
Tiered Seating (Capacity 56) / 355
Venue staff to operate sound equipment (per hour or part thereof) / POA
Price ($)
Lighting Packages
Hall 1 / · Standard rig / 87.50
Hall 3 / · Standard rig / 207
Extras / · Moving head unit (spot, 4 available) - LSC clarity control included
· Hazer (fluid included)
· LED par64 can
· Variations to standard rig - Charged at technician time to set and return to standard (per tech, per hour) / 67
52
31.50
52
Venue staff to rig, focus or operate lighting equipment (per hour or part thereof) / POA
Please email the completed form to your Venue Officer or email
** Please note prices are subject to change **
OFFICE USE ONLYDate Received / Venue Officer / Notes
CONDITIONS OF HIRE
SUNSHINE COAST VENUES
3
Definitions
· Hirer’ means the person or body specified in Part 1 of the Venue Hire Application Form.
· ‘Council’ means Sunshine Coast Regional Council.
· ‘Regular Hire’ means more than 10 consecutive events over a twelve month period.
· ‘Casual Hire’ means less than 10 occasions per twelve month period.
· ‘The Venue’ means the venue you have chosen to hire as per Part 2 of the Venue Hire Application Form.
· ‘Hire Period’ means the time of entry into the venue, including set up time, until the cessation of the event and/or the completion of pack-down. Minimum hire period is one (1) hour.
1 PROVISION OF SERVICE
Bookings
1.1 Bookings are made by completing a Venue Hire Application Form. All hire fees must be paid in full fourteen (14) days prior to your event date.
1.2 Tentative Bookings: A booking is tentative until confirmed. Tentative bookings will be held for fourteen (14) days from the date the tentative booking was made.
1.3 Confirmed Bookings: A booking is confirmed once the completed Venue Hire Application Form and a copy of the Public Liability Insurance have been submitted and the 25 % non - refundable deposit has been paid.
1.4 Council reserves the right to refuse or cancel any booking/s that do not comply with Council’s condition of hire.
1.5 Bookings for regular hirers can only be made up to 14 months in advance.
1.6 Bookings for casual hirers can only be made up to 18 months in advance.
1.7 The person completing the Venue Hire Application Form, and whose signature appears on the form, is subject to these conditions of Hire, and must be over 18 years of age.
Deposit
1.8 A 25% non refundable deposit must be paid within ten (10) working days of receiving your Event Sheet which outlines costs associated with the booking.
Limit of Hire
1.9 Where the entire facility is not booked, Council reserves the right to permit other events to take place within the Venue at the same time.
1.10 Council reserves the right to allocate alternative spaces for regular hirers.
1.11 Events must conclude by midnight.
1.12 No refunds will be given to those hirers who finish their event prior to the scheduled completion time.
1.13 The hirer is required to remain on site until the conclusion of the event to ensure all responsibilities are undertaken including cleaning and securing the venue.
Cancellation of Bookings
1.14 Council may cancel the booking with two (2) weeks’ notice if:
· The venue is required for Shire, State or Federal elections
· Repairs or alterations to the venue are required:
1.15 Council may cancel a booking with minimal notice if:
· In the event of an emergency ie: natural disaster.
· The hire fees and/or bond have not been paid within the allocated timeframe
· The hirer has not provided evidence of $20 Million Public Liability Insurance
· Council becomes aware that the event, goods or services proposed to be held/ used/ provided by the hirer are objectionable, dangerous, infringes any copyright, is prohibited by law, or would be detrimental to Council
1.16 The hirer agrees, under the Conditions of Hire, to accept cancellations as detailed in Section 1.14, 1.15, & 1.19 and waives the right to make any claim by law or in equity, for loss or damage in consequence thereof.
1.17 The hirer must give Council at least two (2) weeks’ written notice should the hirer need to cancel a booking otherwise charges will apply. A fee equivalent to 50% of the total venue hire fee will be charged.
1.18 If a hirer cancels a booking within seven (7) days of their event date, the full venue hire fee, plus any expenses incurred by the venue, will be charged.
1.19 Regular Hirers should note that Council reserves the right to cancel a booking by giving three (3) weeks’ notice in advance, on up to six (6) occasions per calendar year.
Sub-Letting
1.20 No spaces hired within the building shall be sub-let or any tenancy transferred.
2 FEES & CHARGES
2.1 Fees and charges are costs for the use of the venue and its facilities and equipment. Fees and charges are adopted by Council at the beginning of each financial year and are not negotiable.
2.2 Incorporated associations and other not-for-profit groups will be asked to provide supporting documentation to qualify for community rates.
2.3 Regular hirers will be invoiced at the end of each month.
Security Bond
2.4 A security bond is required as security against loss, theft and damage to the building and/or any fittings or furniture within the building, and penalty cleaning charges.
2.5 The payment of a security bond amount as determined in the scheduled fees and charges is required fourteen (14) days prior to the event date.
3 CONDITIONS
Alcohol
3.1 The hirer must comply with the legislation under the jurisdiction of the State Government’s Liquor Licensing Division. This can be arranged by contacting that department on 13 13 04 or by visiting its website: www.liquor.qld.gov.au . A copy of any liquor licence/permit issued for an event must be provided to the venue prior to event date.
3.2 Commercial entities supplying complimentary alcohol must contact Liquor Licensing for details.
3.3 Security personnel will be required at events where alcohol is served, at the discretion of the Council and/or in accordance with the licence/permit obtained. Council will organise security staff on behalf of the hirer and costs will be charged to the hirer.
3.4 Under no circumstances is alcohol allowed to be consumed outside the designated area or carried off the premises.
Affiliations
3.5 Sunshine Coast Regional Council is affiliated with the Queensland government’s companion card scheme. The scheme operates to ensure an equitable and consistent approach to admission arrangements for people with a disability who require the support of a carer / companion and is underpinned by the Commonwealth Equal Opportunity Act (1986) and Disability Discrimination Act (1992). The scheme allows the carer / companion admission to all shows at venues operated by the owner at no charge and in the same price reserve as the cardholder. Tickets issued under the scheme are issued at no cost to the hirer and are drawn from available seats at the time of issue.