Frequently Asked Questions for Hall Hire

View from Warragamba Lookout

Here are the most commonly asked questions in relation to Hall Hire:

 

Anyone (including residents of Wollondilly and non-residents) are able to make booking of a Council facility.  Only persons over 21 years of age and over are permitted to sign Council’s Application Form.  Proof of identity must be provided upon request.

Hirers must complete a Booking Application Form which can be found on Council’s website here and agree to use only that part of the facility nominated in the form and confirmed by Council or Management Committee.  Once the form is completed, return to Council as soon as possible to secure and confirm your booking.  Your booking is not confirmed until you receive written confirmation from Council.  Set-up and pack-up time must be included in your booking time.  Times of hire must be adhered to.   Please allow up to 14 days for processing of Application Form.

We require all Application Forms to be submitted at least 14 days prior to your booking date. 

If you wish to change your booking, we require these adjustments in writing (email preferably) and at least 14 days prior to your hire.

All hire Fees, Bonds and Deposits are to be paid in advance and prior to the use of the facility. We require payment to be made at least 14 days prior to use of the facility.

Payments of fees can only be made once you receive an invoice from Council. The invoice can be presented at front desk at Council and be paid by the options of EFTPOS, credit card, cheque, cash or online via the BPAY details on your invoice.

Bond payments are made only through the Bond Payment Form. Bond payment is not included on the invoice and is paid separately. Payment can be made by the options of EFTPOS, credit card, cheque or cash.

NOTE: We do not take payments over the phone. A 1% surcharge applies to payments made by credit card.

Cost is dependent on many factors including what facility you wish to hire, whether you are a Wollondilly resident or not, how long you require the facility for, what type of function and whether alcohol will be consumed or not.  A refundable bond and key deposit is also applicable for all facility bookings.  Council’s current fees and charges can be viewed here.

The hirer or person nominated by the hirer may collect keys and sign the Key Issue Form at a time suitable to Council’s Facilities Coordinator or the Management Committee Booking Officer.  Keys are only able to be collected on a weekday before 4pm and an appointment must be made for this process.  Keys are only to be released one day prior to booking date or on booking date (weekday only) and once payment of fees and bond has been made.

Keys must be returned to Council on the first business day following hire.  Bonds and key deposits will only be refunded following the return of the key and pending a satisfactory post-hire inspection. 

The facility must only be accessed in the booked time for the purposes stated on the hire application.  The hirer must ensure they include sufficient time in their booking to allow for set-up and pack-up time.  No early access is permitted.  If the hirer wants to clean up on the day following their hire, a booking of the required time must be made for this purpose.

Further fees for the use of Security Guards apply for functions for coming of age birthday parties (16th to 21sts) or other functions considered by Council to be “high risk”.  Security must be used at a ratio 1 guard per fifty (50) guests.  Council will organise the security for such functions, the costs of which are charged to the hirer to be paid prior to the function.  Security Guards are required to close the function if the Hirer and attendees at the function are not complying with Council’s Conditions of Hire. 

Nails, screws or any other fastenings are not to be driven in or attached in any way to the walls, floors, timber work, ceilings, furniture or fittings.  Blue Tac may be used with care, providing it’s removed on completion of the function. Decorations must not be attached to ceiling fans and all decorations including balloons and blue Tac are to be removed from the facility at the conclusion of hire.

If alcohol is to be consumed at a function, you are required to register your function as a Safe Party. This can be done online at the following online website address: http://www.police.nsw.gov.au/services/party_registration. If you are submitting the function registration within three days of the booking date, you must report the details to your local police station directly instead.
NOTE: Proof of your registration must be provided to Council. A screenshot of the confirmation from NSW Police or a copy of the registration obtained from the police must be submitted to Council prior to the keys for the facility being issued.
Alcohol must only be consumed within the Community Building. Alcohol is not permitted to be consumed outside the building, for example, in car parks, doorways or walkways. Consumption of alcohol in glass bottles is not permitted. Consumption of intoxicating liquor by persons under the age of 18 years is not permitted. People who bring alcohol or consume alcohol on the premises must have identification with them and must provide such identification to security guards present at the function on request. Bringing bulk alcohol or kegs into a community facility is not permitted. Selling of alcohol on the premises is not permitted without a Liquor Licence. The Hirer must provide a copy of such a licence to Council prior to their function.

The hirer is responsible for cleaning the facility at the conclusion of hire. A mop, bucket and broom are provided however the hirer will need to bring their own cleaning equipment or products. Warm water only is to be used on spills on the halls timber floors. The floors are to be swept and any spills mopped up. The kitchen must be left clean and nothing is to be left in the fridge. The oven, fridge and microwave are to be wiped clean if used.

All hirers must remove their own rubbish from the site. In doing so Hirers must not place this rubbish in any fixed Council bin, or trade waste bin, located in or near the facility. Hirer’s will need to bring bin liners for their rubbish.

An adequate amount of tables and chairs are provided in all Council halls.  If you need additional chairs and tables you are able to bring them however if being delivered to the hall you must also make a booking for the access time required.  Tables and chairs are not to be dragged on floor surfaces.  Table and chair trolleys are to be used when setting up and packing up to minimise manual handling risk. All tables and chairs must be wiped down following use and returned to the storage area to be stacked in a neat and safe fashion.

Hirers must complete a Regular Hirer Application Form which can be found on Council’s website here and agree to use only that part of the facility nominated in the form and confirmed by Council or Management Committee.  Regular hirers are invoiced monthly for their hire.  A bond is applicable and is retained by Council for the duration of the hire.

The Hirer is required to give seven (7) days’ notice of cancellation otherwise full payment must be made.  A processing fee of 10% of hire fee is applicable to cancellations if more than seven (7) days but less than one (1) months’ notice is provided. No fee is applicable if one month or more notice is provided for cancellations.

All hall facility capacities differ.  Our smallest hall has the capacity of 80 and largest 273.  If you wish to know the capacity of the hall you would like to hire please view here.

Refundable bonds will be returned by cheque only within two (2) weeks of the hire date; provided the facilities are left in a condition satisfactory to Council or the Committee and the key is returned.  Failure to leave the facilities clean and tidy will result in the forfeit of the bond.