Visy Cares Hub Facility Function Hire
Community Care
1.0 VENUE INFORMATION
VISY CARES HUB
FUNCTION HIRE
Visy Cares Hub
(behind Sunshine Library)
80B Harvester Road
SUNSHINE VIC 3020
Phone: 9249 4110
Fax:
9249 4351
ROOM FOR HIRE
Auditorium
PO Box 70,
Sunshine VIC
3020
Facilities
Available
Size
Seating/
Capacity
Flooring
Facilities Available
Community
Studio 1
Size
Seating/Capacity
Community
Studio 2
Flooring
Facilities
Available
Size
Seating/
Capacity
Flooring
Community
Studio
1&2
Facilities
available,
size &
flooring
Seating/
Capacity
Community Care-Youth Services
FACILITY INFORMATION
Designed primarily for lectures, training, seminars etc
Tilt Up Door- White board on rear of door for projection
General lighting
Small stage designed for small scale performances/events
*after hours bookings only*
Large room with retractable seating -94 seats
9.6 meter x 10.5 meters
- when retractable seating is closed
- when tilt door is closed
15 meters x 10.5 meters
- when retractable seating is closed
- when tilt door is open
Retractable seating capacity – 94 seats
Seating capacity on floor with retractable seating open – 45
Total standing/seating capacity- 139
Marmoleum
6 x floor boxes (each floor box has 4 power points and 4
data points)
White board on operable wall panels
Projector and speakers which project onto the whiteboard
Kitchenette with bar fridge
Boiling and chilled water unit
Store room attached
Light weight stackable chairs and tables will be available
8.7 meters x 6.8 meters
40 seated in rows lecture style
20 seated at tables
Marmoleum
6 x floor boxes (each floor box has 4 power points and 4
data points)
White board on operable wall panels
Projector and speakers which project onto the whiteboard
Kitchenette with bar fridge
Boiling and chilled water unit
Light weight stackable chairs and tables will be available
7.2 meters x 6.8 meters
40 seated in rows lecture style
20 seated at tables
Carpet Tiles (with small area of marmoleum in
front of kitchenette)
As Above
80 – seated in rows- Lecture style
40 – seated at tables
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Visy Cares Hub Facility Function Hire
2.0
CONDITIONS OF USE
2.1
Bookings
2.1.1
All requests for bookings for venue hire must be made in writing using the
attached Application for Function Hire form. You should return completed
form with booking deposit as follows:
CHEQUES TO BE MADE PAYABLE TO THE CITY OF
BRIMBANK Payment in Person:
Payment by Mail:
Customer Service Centre
Brimbank City
Council
301 Hampshire Rd, Sunshine (Sunshine Library) Youth Services
or Keilor Municipal Office – 704B Old Calder Hwy PO Box 70, Sunshine 302
Bookings must be made a minimum of 10 working days prior to the
function and will not be confirmed until this form and deposit is returned
to Council.
2.1.2
Bookings will not be held if full payment is not received at least 10 working
days prior to the function. If payment is not made at this time staff will
assume that the booking has been cancelled.
2.1.3
A minimum of 5 days notice of cancellation is required in writing or all hire fees
will be retained.
PLEASE NOTE: Visy Cares Hub does not accept function hires such as birthdays, parties,
celebrations etc. Functions hires for youth focused activities/events may be considered by
written application and approval from BYS Co-ordinator only.
2.2
Hire Fees
2.2.1
Booking Fee
In order to reserve a booking, a non-refundable booking fee shall be payable on
application.
2.2.2
Hire Fee
Hire fees are as applicable for individual centres and are listed below one (1) hour setup and one (1) hour clean-up time is to be allowed for in total hire time.
Room/s
for hire
Auditorium
Community Studio 1 & 2
Booking Fee
(including GST)
$500
$71.00
Hire Fee
(including
GST)
$59.50 per
hour
$320
$71.00
$23.00 per hour
Bond
2.2.3
Bond
A payment of a bond as applicable for room hire will be required. Bond money will be
returned when Brimbank City Council staff are satisfied that the hirer has met the
requirements stated in the Function Hire Conditions of Use. Any portion of the bond
retained by Council will incur 10% GST.
A BRIMBANK CITY COUNCIL CHEQUE WILL BE ISSUED AND SENT.
PLEASE ALLOW UP TO 14 WORKING DAYS AFTER YOUR FUNCTION FOR
CHEQUE TO BE RECEIVED.
Community Care-Youth Services
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Visy Cares Hub Facility Function Hire
2.3
Noise Level / Finishing Time
2.3.1
The hire party will lower the music or discontinue the music if required,
eg. by Police, Council representative or local residents. All functions must be finished
as per curfew times listed in the below table. THESE TIMES ARE NOT
NEGOTIABLE.
Curfew Times
Facility
Visy Cares Hub
10.00pm
2.3.3
2.5
Sunday
5.00pm
S
u
n on the site
Both the applicant and nominated other responsible person MUST remain
d
throughout the function and be responsible for function behaviour.
a
A Hallkeeper will be present at the start of your booking to open up theyfacility and
ensure it is in a suitable condition for your function to take place. The Hall keeper will
also be present in the last hour of your booking to close up the facility and to ensure
the facility has been left in a suitable condition. The Hall keeper will be at facility 15
minutes either side of starting time, please contact 1300 889 304 only for
security issues outside of business hours, for all other times please contact
Brimbank City Council on 9249 4000.
2.3.2
2.4
Friday &
Saturday
Cleaning
2.4.1
The hiring party is responsible for leaving the building in a reasonable clean and tidy
condition.
2.4.2
All rubbish to be removed by hirer including glass and function rubbish or bond
will not be returned.
2.4.3
The Hirer is to provide own plastic garbage bags and cleaning products.
2.4.4
All surfaces, including tables, chairs, stove and sinks to be wiped clean.
2.4.5
All floors to be swept, mopped and vacuumed if dirty.
2.4.6
All chairs are to be stacked in the storage area or respective room layout as per notice
boards indicate after wiping.
2.4.7
All brooms and cleaning equipment / materials to be returned to kitchen or respective
area.
2.4.8
All decorations are to be removed, including all balloons, sticky tape and pieces of
string (Blu-Tac is recommended). No decorations are to be placed on ceiling fans or
light fixtures.
2.4.9
No drawing pins or other materials which will puncture walls, floor or other
surfaces are to be used.
NOTE:
IF CLEANING INSTRUCTIONS ARE NOT ADHERED TO BOND MONEY WILL NOT BE
RETURNED.
Operating Procedure
2.5.1
Centre Management is not liable for damage to or loss of equipment or food belonging
to hirers.
Community Care-Youth Services
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Visy Cares Hub Facility Function Hire
2.6
NOTE:
2.5.2
All hirers are to respect the rights of others including equipment and belongings.
2.5.3
Hirer is required to set-up furniture to pre-function layout or as indicated on the
Facility Layout notice found in the facility Notice Board. Failure to do so before
vacating premises will result in a bond deduction of $130.00
2.5.4
All breakage and damage must be reported promptly to Brimbank Youth Services staff on
9249 4110 so that repairs and/or replacements can be effected. Compensation for
damage will be required.
2.5.5
Kitchen access is included in hire. Care must be taken in use of same facilities shared
with hirers of the centre.
2.5.6
Children must be supervised by an adult at all times whilst in the facility.
2.5.7
Hirer is responsible for removing any spillage throughout the hire.
2.5.8
Brimbank City Council venues are non smoking environments.
2.5.9
Any group planning to sell alcohol must apply to the Liquor Licensing Commission for
the appropriate license on 9412 6621.
2.5.10
Groups wishing to gamble on the premises must apply to the Victorian Casino &
Gaming Authority 9651 3333 for the appropriate permit.
2.5.11
The hirer herby indemnifies the Council against any claim for breach of Copyright for
the playing or recording of any form of music and recommends hirers contact
Australian Performing Rights Association 9426 5200 for more details.
2.5.12
All emergency exit doorways and passageways should be left clear at all times.
2.5.13
No drugs or illegal substances are to be consumed or brought into the premises,
anyone found to be using or conducting illicit activities will be removed from the
facility.
2.5.14
No loose helium balloons permitted.
2.5.15
Any group planning to sell food to either their members or the general public must
apply to the Environmental Health Services Unit on 9249 4919 for the appropriate
permit.
Insurance
2.6.1
Short Term and Casual Hire (24 hour period.)
2.6.2
The hire includes Public Liability Insurance cover for $10 million. A resume of the
Insurance policy may be obtained from Council Risk Management Section.
Management reserves the right to review fees for venue hire. To have discretionary powers
over access and to set any special conditions it sees appropriate provided they fit within the
aims and objectives of Brimbank City Council.
THANK YOU FOR YOUR COOPERATION
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Visy Cares Hub Facility Function Hire
BOOKING NO.
VISY CARES HUB
APPLICATION FOR FUNCTION HIRE
Office use only
ALL ENQUIRIES TO BE DIRECTED TO
Brimbank City Council,
PO Box 70,
Sunshine VIC
3020
Brimbank Youth Services Ph: 9249 4100
Email: bysvisycareshub@brimbank.vic.gov.au
Name of Contact Person
Address
Phone
Post Code
(home)
(bus)
(mobile)
Email
Please nominate another responsible person attending function
Name
Address
Phone
Postcode
(home)
(bus)
(mobile)
Type of Function
Number attending
Date required
/
/
Time required from
am / pm to
am / pm
(Please be sure to include one hour set up and one hour clean up time with your function time)
(Please tick one)
(Please tick one)
Is kitchen required if available?
Yes
No
Will food be sold on the night?
Yes
No
Will alcohol be provided on the night?
Yes
No
Will alcohol be sold on the night?
Yes
No
Are there any other details we should know?
Visy Cares Hub
Room hire required (please tick one)
Auditorium: 94 seats /139 standing capacity
Community Studio 1 & 2: 40-80 capacity
HIRE FEES (GST included) All fees are to be paid a minimum of 10 days prior to the function
Fee per hour/session $
Date Paid
/
x Total hours
/
Receipt no.
=
Hire Fee
$
Administration Booking Fee
$
(non refundable)
Date Paid
/
/
Receipt no.
Date Paid
/
/
Receipt no.
Total Hire Fee
Bond Fee
$
$
GL 539
GL 524
CHEQUES TO BE MADE PAYABLE TO THE CITY OF BRIMBANK
Payment in Person:
Payment by Mail:
Customer Service Centres:
Brimbank City Council
Sunshine: 301 Hampshire Rd, Sunshine (Sunshine Library)
PO Box 70, Sunshine 3020
Keilor: 704B Old Calder Hwy, Keilor
Watergardens: Station Street, Watergardens Town Centre (Located within Sydenham Library) Taylors Lakes
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Visy Cares Hub Facility Function Hire
Cancellation must be made in writing 5 working days before the function or hire fee will not be returned. The
hirer agrees to indemnify and keep indemnified and to hold harmless the Council, its servants and agents and
each of them from and against all actions, costs, claims, charges, expenses and damages whatsoever which may
be brought or made or claimed against them arising out of or in relation to this Agreement. I agree with all of the
conditions outlined in the Community Centre Function Hire – Conditions of Use.
Privacy Statement: The personal information requested on this form is being collected by Council for reference and
i d e n t i f i c a t i o n p u r p o s e s . To ensure confidentiality of information requested we will only use personal
information provided by you for the purpose of providing a range of access to facilities and equipment. In accord
with our Privacy Policy, we will not disclose your personal information without consent to a third party, institution or
authority except where required by law or other regulation.
Signature of applicant
Date
/
/
BYS Co-ordinator Signature
Date
/
/
Community Care- Youth Services
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