Hall hire conditions of use
All Hirers of community facilities will be required to enter into an agreement with Council and comply with the Conditions of Use for Community Centre and Hall Hire. Booking fees are to be paid prior to using the facility. The Hirer is required to be over 18 years of age and Council may request proof of age prior to accepting the booking.
Community Centres and Halls will not be available to hire for private parties and functions. These facilities are to promote and encourage community enhancement and development programs i.e. Cultural development, health and fitness, programs relating to personal development, building social networks, meetings, religious services, arts and craft groups, etc.
1. Making a booking at a Council facility
An Application to Hire a Community Centre or Hall is to be completed and forwarded to the Bookings Officer to be processed. The Bookings Officer will contact the applicant if further information is required or to advise the request has been denied. Council reserves the right to refuse any booking if it is considered that such a booking is not in the best interest in the preservation of its community facility.
a) An invoice will be raised when the booking after confirmation has been sent
b) Bookings are not finalised until payment has been processed and any cheques have been cleared;
c) Conditions of Use have been signed and returned to Council's Booking Officer.
d) Payment must be made by one of the following methods:
- In person and during business hours by cash, cheque payable to City of Wagga Wagga, or EFTPOS or credit card.
- Cheques should be made payable to City of Wagga Wagga and posted to- City of Wagga Wagga PO Box 20, WAGGA WAGGA NSW 2650
- By credit card by ringing 1300 292 442
- Payments can be made on Council's Online Services - Home Page
3. Hire Rates
All hire charges are available on the City of Wagga Wagga website. Fees and charges are reviewed every 12 months by Council. New rates are available on 1 July each year.
The facilities key is to be collected from Council's Customer Service Centre on the day prior to your booking before 4.30pm. If the booking is on a Saturday or Sunday the key is to be collected on the Friday prior to your booking. The key is to be returned on the next business day following the hire period.
Council's Community Centres and Halls are available for hire between the hours of 7am and 11pm Monday to Friday. Council's Community Centres and Halls must be vacated by 12.00 midnight on Saturday and Sunday.
6. Cancellations and changes to bookings
All booking cancellations or changes to bookings must be made in writing (by letter or email).
a) If a booking is cancelled more than 14 days before the event, the security bond and any Hire Fees paid will be fully refunded.
b) If cancellation is made less than 14 days and more than 7 days prior to booking, a 20% of booking fee will deducted from booking fee before refund is made.
c) If cancellation is less than 7 days prior to booking, no refund will be made on the booking fee.
7. Permanent bookings
Bookings can be made up to 12 months in advance for all facilities. Regular bookings are to be paid monthly in advance. Failure to make regular monthly payments will result in the use of the facility being cancelled and future bookings being denied.
8. Working with Children
All persons with the intention of conducting courses/workshops or any activities involving children under the age of 16 years are required to complete the following requisites prior to starting the hire of a Council facility.
- A Working with Children’s Check is to be completed by the person hiring the facility, and anyone working or volunteering for the Hirer are also required to complete a check. Persons can apply online at www.newcheck.kids.nsw.gov.au for a Working with Children Check. The approval application number for each applicant is to be provided to Council prior to commencement of their bookings.
- The Hirer is responsible for ensuring any additional adults engaged in their program, after the initial booking commencement, hold current working with children checks.
- Council requires all persons who are conducting a certified activity with children, to provide a copy of their qualifications and certificates to Council prior to the start of their bookings.
- Council requests permission notes are signed by the parent/guardian of each child participating in the activity and retained by the Hirer.
9. Risk Assessment
Hirers are responsible to conduct their own risk assessment of a facility prior to the start of their booking. If there is an issue found, it has to be reported to Council during office hours Monday to Friday. In the case of an urgent issue, report it immediately to Council’s Call Centre on 1300 292 442.
10. Security bond
Payment of a security bond is required to cover any cleaning fees or damage incurred as a result of the Hirer's hire of the facility. Arrangements will be made for a refund of the bond after the facility is deemed clean and damage free. Deductions will be made from the bond for cleaning costs, repairs and replacement of items. Additional fees in excess of the bond will be invoiced to the Hirer. Please note that bond monies take up to two weeks from inspection to be forwarded back to Hirer.
11. No smoking policy
All Community Centres and Halls under the direct care, control and management of City of Wagga Wagga are deemed NO SMOKING AREAS. Non-compliance with the Policy may result in loss of bond and/or the person or organisation being refused any future use of the facility.
Alcohol is prohibited from being served or consumed in Council's Community Facilities. Bookings will not be accepted for parties or social functions involving the consumption of alcohol.
13. Equipment and furniture
a) When additional tables and chairs are required they are to be supplied at the Hirer's expense.
b) Extreme care must be taken in transporting positioning tables and chairs, in order that such equipment does not damage the floor or walls, otherwise a charge will be applied for any maintenance or additional cleaning required.
c) Return all tables and chairs to correct locations away from entrances, fire exits and cupboard doors.
d) No person should carry any more than 2 chairs at any one time. Chairs are to be returned to storage position around the walls stacked with no more than 10 chairs high.
e) Tables are to be lifted by 2 or more persons.
f) Council makes no provision of food, beverages, utensils, crockery, glassware, cleaning solutions/washing up detergent. It is the Hirer's responsibility to provide these items.
g) First Aid Kit is not supplied to Community Centres and Halls by Council. Hirers are responsible to supply their own First Aid Kits when using the centre.
h) Hirers are not permitted to use equipment belonging to another hirer, which may be located in facilities without the owners' prior consent.
i) Regular Hirers may use storage space provided at Council's facilities subject to approval from the Council's caretakers. Council will accept no responsibility for any loss, damage or theft of a Hirer's equipment or effects even if permission to store on site has been given.
j) Council does not provide extension cords, power boards, video cables or data projector cables (including VGA and composite cables) of any kind. All Hirers must provide all AV items themselves.
k) If you require the use of PA/microphone please contact Visitors Information Centre on 1300 100 122. A fee may be required.
a) The Hirer is responsible for ensuring that the hired area is left in a clean and tidy condition.
b) Hirers are required to supply all their own commodities for example dishwashing liquid, tea towels, coffee, tea, milk etc.
c) All crockery and cutlery provided at venues must be washed and put away in cupboards after use.
d) If the kitchen is used, benches and sink must be cleaned and left clear.
e) If refrigerator is used it must be emptied after use. Please ensure any spillage is wiped over. Items are not to be left stored in the fridge unless the bookings run in consecutive days.
f) Hirers who run sporting/dancing activities must clean walls or floors where marked by their use.
g) Return all tables and chairs to correct locations away from entrances and cupboard doors.
h) Wipe down all benches and tables.
i) Floors must be swept and the vacuum cleaner emptied after each use and returned to storage.
j) Please ensure all rubbish from internal bins is placed in garbage bins provided outside.
k) All cleaning is to be completed by the end of your booking.
i) A cleaning fee will be charged if contract cleaners are required to clean after your event
15. End of Hire Period
The Hirer must ensure that all lights, fans, heaters and cooking appliances are turned off at the end of each booking. All doors, fire doors and windows must be secured prior to leaving the facility.
16. Public Liability Insurance
Liability Insurance is required for the use of booking Council facilities. (Includes parks, sportsgrounds and halls)
A casual Hirer is a person (not including companies, businesses, associations or sporting clubs) hiring a facility that is covered under council's casual Hirer's liability insurance.
If they are a non-profit organisation, an association or a company they must provide us with a copy of their public liability showing a minimum cover of $20 million dollars. Without this insurance, Hirers could be successfully personally sued.
The Hirer unconditionally releases all claims, suits, demands, actions or proceedings (whether at law, in equity or arising under any statute) which The Hirer has or may have against Wagga Wagga City Council, its councillors, officers, employees or agents (other than The Hirer) arising out of or in connection with an act, default or omission of The Hirer or any of its officers, employees or agents. The Hirer agrees not to sue or make any claim or demand against the Wagga Wagga City Council, its councillors, officers, employees or agents in respect of matters covered by this release. The Hirer indemnifies, holds harmless and defends the Wagga Wagga City Council, its councillors, officers, employees or agents (other than The Hirer) against loss (including legal Costs and Expenses) or liability reasonably incurred or sustained by any of the indemnified persons arising from a claim, suit, demand, action or proceeding by any person against any of the indemnified persons where the loss or liability arises out of or in connection with an act, default or omission of The Hirer or any of its officers, employees, clients, invitees or agents.
The Hirer agrees that indemnity granted under this clause shall continue in full force and effect irrespective of the fact that this Agreement may have terminated.