application to hire fremantle town hall · hall to provide catering services to clients, or to...

Application to hire Fremantle Town Hall Version- 2019 of 13

Once printed this document becomes uncontrolled. Refer to electronic copy for controlled copy.

Application to Hire Fremantle Town Hall

All application forms must be submitted no later than 21 days prior to your event to be

considered for approval. Applications submitted outside of these times will not be processed.

Applicant details

Name of event

Name of organisation

Contact name

Address

ABN

Telephone (mob) (hm) (wk)

Email

Which rooms will you require?

Rooms Tick area required

Entire facility (main hall/atrium/kitchen/supper room)

Day and date(s) of hire ______________________________________________________

Time of hire – Start (incl set up) _______________ Finish (incl pack down)

_____________

Note: No items are permitted to be stored or to be dropped off to the hall outside of booking

dates/times. You must ensure that you have booked enough time for all deliveries and pick-

ups to occur.

Anticipated attendance __________Will the general public be involved? Yes No



Equipment required

Equipment Description Number required

Chairs 300 maroon upholstered

Round cake table 4 cake table 4ft (1200mm) diameter

Trestle tables

12 trestle tables 8ft x 3ft (2400mm x

900mm)

14 trestles tables 6ft

High bar tables 4 bar tables (600mm diameter)

Red carpet risers 6 risers available 5ft x 4ft (1500mm x 1200mm)

Piano 1 x Yamaha C5 Grand Piano Piano tuning is to A440 pitch – two weeks notification is required to arrange tuning, Additional charges apply.

Will any music be performed or played at the event? Yes No if your event is for commercial purposes and you have ticked yes to this question please contact

APRA on 9382 8299 to obtain a license.

Do you require use of the piano? Yes No

Yamaha Grand Piano available. Fees apply, tuning included.

Do you require lighting / PA system /AV equipment? Yes No

If yes, you are required to contact Town Hall Production Manager Manager Aidan d’Adhemar

[email protected]

Is food/soft drink being provided? Yes No

The Town Hall has a non-commercial kitchen for service only. Food cannot be prepared in the Town

Hall Kitchen

If so will the food/soft drink be for sale? Yes No NA

If you plan to sell food at a public or ticketed event you must apply to the City’s environmental health services team on 9432 9856 or by emailing [email protected] (not applicable for private functions).

Will liquor be consumed? Yes No

If yes contact the City’s bookings officer to discuss.

Will liquor be sold at the event? Yes No

If yes contact the Department of Racing, Gaming, and Liquor to arrange a Liquor License.

mailto:[email protected]




Is the event being advertised or promoted? Yes No

If yes advise how this will be done_____________________________________________________

Do you require the use of any Parking bays? Yes No

Please contact Customer Service on 9432 9999 to book and pay for any bays required. Fremantle

Town Hall has a loading bay available for deliveries and collection; parking is not permitted in the

loading bay.

Do you wish to request a program message or speech

by the Mayor? Yes No

Any requests for program messages or speeches are to be directed to

[email protected] (note this is subject to approval and availability). You will be

required to submit requested key points for inclusion in any speech or program message at

the time of making your request, which must be not less than 7 days prior to your deadline.

Security

Satisfactory security arrangements are to be made and enforced by you for large events.

These security personnel are to be experienced crowd control officers and should be from a

licensed security company. You are to ensure that at least some security personnel are

female for appropriate access to female toilets, dressing areas and for venue access.

The following is a guide for the numbers of security personnel you may require for your

event:

•low risk events – (without alcohol) supply at least one security personnel for every 150

patrons.

•low risk events – (with alcohol) supply at least one security personnel for every 100 patrons

•moderate or high risk events – increase security personnel in consultation with the Western

Australian Police or at higher ratios as appropriate to the known risks.

Supply a detailed description of your event with any additional information that is

relevant to your event (i.e. fundraiser/commercial/non commercial, activities being

conducted, materials used, together with any additional requirements you may have)

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________




The following documentation is required to be submitted before any application will

be assessed:

Required for all events -

Public liability insurance certificate of currency

Risk management plan

Event application form

Site map

This is an application form only. Bookings are not confirmed until approval has been

granted by City of Fremantle and payment of all fees has been received.

I/We have read, understood and agree to abide by the conditions of hire included with this

application form. I/We agree to indemnify the City of Fremantle against all actions, claims,

demands and costs arising out of or in connection with the hire of this facility.

Signature of applicant _____________________________ Date ______________

On behalf of __________________________________________________ Organisation

Please ensure you have attached a copy of your public liability insurance certificate of

currency cover and ensure your postal address is correct.

In the event of any dispute or difference arising as to the interpretations of these

conditions the decision of the city’s Chief Executive Officer is final and conclusive.

Signing to acknowledge understanding and agreeing to comply with these conditions

on the application form is further acknowledgement of indemnifying the City.

Application form submission

In person:

Bookings officer Fremantle Oval 70 Parry St FREMANTLE WA 6160

By mail:

Bookings officer City of Fremantle PO Box 807

FREMANTLE WA 6959

Via email: [email protected]

Contact: Phone: 9432 9712 Fax: 9430 4634



Conditions of Fremantle Town Hall hire

Read these conditions carefully before completing the application form. These conditions of hire shall form part of your approval, shall approval be granted.

General conditions

All bookings are subject to the applicant being responsible for compliance with

legislative requirements including City of Fremantle policies, local laws and regulations.

No City managed public spaces or venues can be booked for public events more than 12

months in advance unless otherwise agreed to by contract with the city (a process that

requires Council approval).

City managed public spaces or venues may be tentatively booked for private functions

up to 12 months in advance but confirmation of the booking will not be given until 4

months prior to the date of the event. E.g. If your event is tentatively booked for Dec 1

you will not receive final confirmation of the booking until Aug 1.

The City reserves the right to decline an event application based on any of the

following:

o The event does not align with the City’s strategic objectives

o The event does not promote Fremantle in a progressive and/or positive light

o The City reserves the right to refuse hire to any individual, group or organisation.

Bookings for events will only be considered confirmed once payment of all appropriate

fees and bonds have been received.

Bookings will not be made to catering providers or any applicant who intends to use the

Hall to provide catering services to clients, or to re-book the facilities to a third party.

No alteration may be made to a confirmed booking date without forfeiture of the bond,

whether it be for a single booking, a multiple booking or part thereof.

Hire times are to incorporate any time required for pre-event deliveries and/or set up

arrangements and must be indicated on the application form.

Only areas hired are to be entered by the applicant. Access to other areas is

prohibited.

The City reserves the right to refuse, cancel and/or withhold the hiring of the Town Hall

facilities should special circumstances warrant such action. Should a confirmed

booking be cancelled in such circumstances all monies paid to the City will be

refunded. A minimum period of three weeks’ notice is to be provided.



The right to refuse the hiring of the Town Hall facilities extends to the City’s

interpretation of what is deemed appropriate or offensive in each circumstance. For

example, any activity which may cause anti-social behaviour or complaint from

properties in the vicinity would not be supported.

Note it is the applicant’s responsibility to provide access to the hall for all deliveries or

catering staff being used for the event. City staff will not open or provide access to the

Hall under any circumstances except in the event of an emergency.

It should be noted that the City of Fremantle does not give any warranty as to the

suitability of the premises for the stated purposes of the applicant, and whilst the City

takes reasonable care to present the premises in sound operational condition, the City

rejects any responsibility for any event or circumstance that is beyond the City’s control

which may adversely impact upon the applicant’s operation and use of the premises.

Should such circumstances eventuate the applicant acknowledges and accepts that it

is not entitled to any refund, partial or whole, of any monies that may have been paid to

the City as part of the hire agreement. Any decision to refund any monies is to be at

the sole discretion of the City.

The Town Hall does not have a commercial kitchen. Food must be prepared off site

and only served from the kitchen.

Capacities – the maximum capacity allowed: 400 persons (balcony seating cannot

be accessed)

Cancellation and payment

Cancellation of a confirmed booking is required in writing to the City’s bookings officer.

Cancellation within seven days will forfeit total hire fees paid. Booking fees are not

refundable.

The hire fee is payable to the City at least fourteen days prior to the hire date. See

attached schedule of fees and charges for all associated costs. The City of Fremantle

is under no obligation to proceed with the event if full payment has not been received.

All fees and charges for Town Hall bookings are inclusive of 10% GST, unless

legislation provides otherwise, and will be detailed on a tax invoice (if requested)

Credit card payments incur a 0.5% surcharge

No invoice is issued upon confirmation of a booking unless the applicant has requested

one.

The hire fee does include a cleaning fee; however it only covers a normal clean up.



Bonds are GST exempt, however, any charges taken from the bond for example

damages and extra cleaning are subject to GST and will be detailed on a tax invoice

with the return of the remainder of the bond (if required)

The bond is refundable in full provided the building is left secure and there are no

damages, additional cleaning costs or left over waste items requiring deductions from

the bond paid. If the cost of damages and/or additional cleaning is greater than the

bond paid, such additional expenses will be recoverable from the applicant.

For rehearsals and set ups not on performance days, the current hourly charge as per

the current fees and charges section apply. The City reserves the right to change

bookings for rehearsals where a booking for a performance is received for the same

night.

The applicant is not permitted to extend the hire time on the night of the function.

Occupants including caterers, bar staff and any guests must vacate the facilities within

thirty minutes of the hire time. Failure to comply with this will result in a penalty charge

being equal to double the appropriate hourly rate.

All bookings which fall outside of the current financial year are to be charged at the

rates as approved by the City in that financial year schedule of fees and charges – not

at the rates at time of booking.

All bond refunds are returned by cheque, subject to submission of a bond refund form

being submitted.

Allow 4 weeks following submission of your bond refund form for your bond

refund to be processed.

Subsidised use

Certain groups may be eligible to apply for a reduced rate of hire fees. A subsidised use

application form is available from the City’s bookings officer.

Groups who receive subsidised fees are required to pay full bond, technical, and any

other fees due. Full terms and conditions of subsidised use are listed in the subsided use

application form.

Damage

All breakages, for example glass, must be cleaned up immediately. If necessary, the

event should cease until broken glass is removed (this is for the safety of the public).

The applicant is liable for all damages.



Any faults or damage to Fremantle Town Hall or equipment is to be reported to the

City’s Bookings officer unit (Mon to Fri – 9.00 am to 5.00 pm) on 9432 9712 or via email

[email protected] prior to or after usage.

Display and signage

The use of masking tape, blue tac, nails, hooks, staples and especially gaffer tape or

any other fixing device is prohibited on any internal or external surface, including the

walls, floors, doors or stage. Any paint chips or floor markings will result in a penalty

being deducted from the bond paid.

A banner professionally sign written can be hung on the town hall portico (2400 mm

wide x 850 mm high A3). Two billboards are available to put posters on and these can

be put on the front portico or in the Atrium (820 mm wide x 580 mm high A3). The

applicant is responsible for taking signs in and out of the venue.

No trapeze, rope, cable or any other item, other than lighting equipment, is to be hung

from the roof of the town hall under any circumstances.

At the event

City officers have the authority to act on the City’s behalf during an event and are to be

allowed access at any time.

If a City officer is required to attend to any matter outside of normal working hours the

applicant is to be charged the cost of the call out (minimum four hours). City staff are

ONLY on call for emergency building maintenance issues.

Kegs must not be placed in the Fremantle Town Hall Auditorium at any time. They

must be stored in the kitchen and any and all refreshments issued from the Atrium or

Supper Room only.

Keys are to be collected from the City’s bookings officer prior to close of business (5.00

pm) on the last working day before the event and returned the first working day after

the event. A key bond is included as part of the bond paid and will forfeited if the key is

lost or not returned.

Confetti, paint and balloons are prohibited in all Fremantle Town Hall facilities. Failure

to comply will result in the applicant being charged for additional cleaning. All areas

used must be left clean and tidy with rubbish placed in bins provided.

Smoke/haze, bubble or confetti machines and/or naked flames are not permitted in the

Town hall under any circumstances due to occupational health and safety regulations

and safety requirements.




The balcony seating area and atrium balcony area is not to be accessed during any

event.

Emergency exit doors are for emergency only – opening of these doors unnecessarily

incurs a penalty deduction from bond for replacement of the glass lock.

All lights must be turned off after use.

Security is a condition of hire for large events and numbers of guards should be based

on two for the first 100 patrons and then one for every 50 patrons after that. A copy of

your booking confirmation outlining security services must forwarded to the City’s

bookings officer prior to the event.

Site Works: The City is undergoing significant construction works surrounding the Town

Hall, the hirer is responsible for making themselves familiar with all site works before the

event and making sure they have planned and implemented safe access to the Town

Hall venue.

Protection of people and property

Insofar as compliance with the requirements of the hire conditions permits, the

applicant is to:

provide all things and take all measures necessary to protect people and property

Prevent nuisance and unreasonable noise and disturbance.

The applicant must have current insurance cover for:

Public liability to the value of $10, 000, 000.00. If an applicant does not have

public liability insurance cover it may be available through Western Australia’s

Community Groups Insurance Facility. Forms can be found on the Local

Community Insurance Services (LCIS) website

www.localcommunityinsurance.com.au

Workers’ compensation to the full extent of liability under the Workers'

Compensation and Injury Management Act 1981 (if applicable).

A copy of the insurance certificates of currency (for the specific event and indemnifying

the City as listed below) must be provided to the City’s Bookings officer prior to your

event.

The applicant shall indemnify the City against:

loss of or damage to property of the City, including existing property

http://www.localcommunityinsurance.com.au/



Claims by any person against the City in respect of personal injury or death or

loss of or damage to any property arising out of or as a consequence of the

actions of the applicant.

Liquor consumption and sale approvals

If you wish to consume liquor, those serving must have their current Responsible

Service of Alcohol License and security guards must be present. A liquor license is

required from the Department of Racing, Gaming and Liquor. Contact the department

on 9425 1888 if liquors it to be sold or provided under a cover charge.

Copyright and public performance of music

The applicant is responsible for any infringement of copyright in connection with the

performance of any musical, literary or dramatic works on any City reserve.

If performing at the hall you may be required to obtain Australasian Performing Right

Association (APRA) and Phonographic Performance Company of Australia (PPCA) live

performance licenses. Contact APRA (08) 9382 8299 and PPCA on (02) 9267 7877.



Schedule of Fees and Charges 2018/2019

*Credit card payments incur a 0.5% surcharge

Town Hall Hire (minimum of 4 hours)

Non-refundable booking fee $104.00

Entire facility

8am to 5pm - per hour (Includes 1 hour of tech staff support)

$132.00

5pm to 2am - per hour (Includes 1 hour of tech staff support)

$212.00

Full Day & Night (8am to 2am) (Includes 4 hours of tech staff support)

$1,650.00

Atrium, Kitchen, or Supper Room

Per hour (Minimum 4 hours) $74.50

Bonds

8am to 5pm $700.00

5pm to 2am $1,050.00

Full Day & Night $1,750.00

Additional Charges

Yamaha C5 grand Piano (including tuning) $361.00

Set up fee $100.00 - $300.00

Additional cleaning as needed $100.00 - $500.00

Officer call out fee $83.50



Fremantle Town Hall floor plan

application to hire fremantle town hall · hall to provide catering services to clients, or to...

Documents