APPLICATION FOR HIRE
External Booking Form
Booking Details
Event Name: ………………………………………………………………………………..…….
Event Date/s: ……………………………………………………………….…………………….
Room/s required: …………………………………………………..……………………………
Number of guests: ………………….
Event Start Time: ……………………
Event End Time: ……………………
Facilitator arrival time: ………………………………
Please note COPACC staff will ensure set up of room prior to your arrival.
Contact Details
Name: …………………………………………………………………………………………
Company/Organisation: …………………………………………………………………....
Address: ……………………………………………………………………………………...
Billing Address: ………………………………………………………………………………
(If different to above)
Phone:
Business: ………………………….…… Mobile: ………………………………
Email: ………………………………………....................................................................
ABN: ……………………………………………………………………………………………
Facilitator Details:
Please complete if different from contacts above.
Event facilitator/chairperson’s name: ………………………………………………….
Email address: …………………………………………………………………………..
Mobile telephone number: ……………………………………………………………..
Equipment
Corner Rae & Gellibrand St, Colac - Phone 5232 9418 - www.copacc.com.au
Please tick equipment required:
Lectern
PA System
Cordless radio microphones
AV system (Data projector, DVD & Video)
Electronic Whiteboard
Flip Chart Easel
Tablecloths
Grand Piano
Mirror Ball & Lights
Portable Stage
Catering
COPACC offers continuous brewed coffee and selection of teas. Please specify numbers
required Tea and coffee (standard) @ $3.00 per person
Tea and coffee deluxe (includes biscuits & mints) @ $3.50 per person
Juice @ $5.50 per 2 litre (orange & apple available)
Will you be serving food?
Yes No
If you would like COPACC to organize your catering, please detail catering required
including dietary requirements and budget per person:
…………………………………………………………………………………………………..
…………………………………………………………………………………………………..
What time is the food to be served? …….…..Does it need to be kept hot/cold? ……………
Or - If you have ordered catering please detail below:
Name of Caterer: …………………………………. Mobile Number: ………….…..…………….
Time of food delivery ……………………………
Is the kitchen being used for food preparation?
Yes
No
Time food is required in the room: ……………………………………
If your caterer is preparing food in the COPACC kitchen please provide COPACC with a
copy of their current Colac Otway Shire Food Provider Registration. Alternatively please
provide a Temporary Food Permit.
Will alcohol be served?
Yes No
If yes, please attach copy of Liquor License.
Temporary Liquor licenses can be obtained from www.vcglr.vic.gov.au
Set Up Details:
Corner Rae & Gellibrand St, Colac - Phone 5232 9418 - www.copacc.com.au
To assist us with efficient support of your event, please supply a copy of the running
order.
Please select set up style:
Boardroom
Theatre Style (Seats facing presenter)
Other (If selected please attach floor plan)
U-Shape (Tables in U-Shape facing presenter)
Classroom (seated behind tables facing presenter)
Room Capacity:
Room Name
Civic Hall
Meeting Room 1
Meeting Room 2
Meeting Rooms 1 & 2
Rehearsal Room
Green Room
Theatre
300
50
50
100
50
15
Classroom
250
30
30
60
30
-
U-Shape
50
20
20
35
20
-
Boardroom
50
24
24
24
12
Ticketing
If your event requires ticketing, all tickets must be sold through the Box Office. The
Box Office requires 5 days’ notice to put a show or event on sale. Tickets cannot go
on sale until a booking has been confirmed.
How did you find out about us?
Please tick any of the following.
Colac Otway Shire website
Colac Otway Telephone Directory
COPACC website
White Pages Online
The Colac Herald
3CS/MIXX FM
Yellow Pages
You have used COPACC before
The Geelong Advertiser
Referral
Other, Please specify…………………………..
Conditions and Return information:


Bookings will be recorded as tentative for 7 days. If a completed booking form has
not been received after 7 days the booking will be released. To secure your booking
please return this form, complete with your requirements.
Bookings cancelled with less than 48 hours’ notice will be charged
Please return completed form:
Via email: copacc@colacotway.vic.gov.au
Via post: COPACC Bookings, Post Office Box 283, Colac, Vic 3250
Sign: ______________________________________
Date: ______________
Corner Rae & Gellibrand St, Colac - Phone 5232 9418 - www.copacc.com.au