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Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a....

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Important Dates to Note: Applicants will be notified week commencing Monday 18 June 2018 Bookings available from 1 July 2018 Closing Date for submission is Wednesday 6 June 2018, 12 noon Late submissions subject to room availability. Council reserves right of refusal to accept any or all submissions. Send to: The Mount Druitt Hub P.O. Box 63 Blacktown 2148 Or:[email protected] Expressions of interest (EOI) package Facility Hire
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Page 1: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

Important Dates to Note:

Applicants will be notified week commencing Monday 18 June 2018

Bookings available from 1 July 2018

Closing Date for submission is Wednesday 6 June 2018, 12 noonLate submissions subject to room availability.

Council reserves right of refusal to accept any or all submissions.

Send to:

The Mount Druitt Hub P.O. Box 63 Blacktown 2148Or:[email protected]

Expressions of interest (EOI) package

Facility Hire

Page 2: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

The Mount Druitt Hub Facility Hire 2

EOI - Private Functions

The Mount Druitt Hub is a community facility owned by Blacktown City Council with community rooms for hire.

The First Floor will be available for hire

Friday from 4.00 pm - Midnight Saturday from 8.30 am - Midnight Sunday and the last day of a long weekend from 8.30 am - 10.00 pm

The Mount Druit Hub is a community facility with focus on providing learning and employment opportunities to community memebers.

Expressions of interest are invited to hire the Mount Druitt Hub community rooms on a 6 monthly basis.

Applicants submitting an expression of interest should include the following essential information detailing:

> Target groups of users,

> Number of expected participants,

> Details on programs that deliver job training and social inclusion outcomes.

> A copy of your Public Liability Insurance certificate of currency.

The above criteria will be used in determining succesful candidates. Applicants need to submit this Expression of interest form.

Applications should be:

a) Sent through the mail addressed to: Blacktown City Council, PO Box 63, Blacktown 2148 or

b) Electronic mail submissions will be accepted if marked as received by the deadline sent to [email protected]

c) Facsimile mail submissions will not be accepted.

Page 3: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

Expression of interest form

The Mount Druitt Hub Facility Hire 3

Organisation/Business Name: ___________________________________________________________________

ABN: ______________________________________________________________________________________

Contact Name: ______________________________________________________________________________

Postal Address: _____________________________________________________ Post Code: _______________

Phone: _________________________________________ Mobile: _____________________________________

Email Address: ______________________________________________________________________________

Website: ____________________________________________________________________________________

How did you hear about The Mount Druitt Hub? _____________________________________________________

Diverse communities (please specify): __________________________________________________________

________________________________________

Category of hirer (please place a tick in the which applies):❑

Category of user group (please place a tick in the which applies):❑

❑ Activity A: Organized recreational classes, meetings, rehearsals conducted by instructors/teachers who charge a fee and operate activities on an income generating basis e.g. dance, and karate classes.

❑ Activity B: Blacktown city religious organizations who operate church related activities.

❑ Activity C: Blacktown city community based activities, registered charities, classes, meetings, who charge a nominal fee and operate on a ‘break- even’ basis e.g. local craft groups, registered political parties that are based in Blacktown.

❑ Activity D: Blacktown city non-funded cultural and support group/activities e.g. neighborhood watch, progress associations, playgroup, grief support, etc. and programs as liaised with Council, whereby funding agreements are based on operating activities e.g. literacy/computer classes, etc.

❑ Aboriginal and Torres Strait Islander

❑ Aged people

❑ Families and children

❑ Culturally and linguistically

❑ People with disability

❑ Women

❑ Young people aged 12 - 24 years old

❑ Other (please specify):

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The Mount Druitt Hub Facility Hire 4

Dates and Times Requested / Booking one:

Date(s) requested (from/to): ________________________ Number of people: ____________________________

Start time (include set-up): _________________________ End time(include clean-up): _____________________

Note: Hire charges are per hour. Hirers will not have access to the centre prior to the start time above.

Please circle one of the below options:

Casual/one off Daily Weekly Fortnightly Monthly

Please place a tick in the which applies:

Would you like to be contacted by Grounded cafe for catering? Yes No

How much are you charging participants?

❑ ❑

❑ Community room 1 20 - 30 people In-house projector and screen

❑ Community room 2 50 - 80 people Access to commercial kitchen

❑ Community room 3 25 - 40 people Access to kitchenette Accessible toilet Access to basins

❑ Community room 4 25 - 40 people Storage cupboards

❑ Community room 1 and 2 70 - 110 people In-house projector and screen Access to commercial kitchen Inhouse Audio Visual system

❑ Community room 3 and 4 50 - 80 people Storage cupboards Access to basins Accessible toilets Access to kitchenette

❑ Community room 5 - 8 (can be used as offices, clinics or interview rooms) 2 - 4 people Access to waiting area Access to kitchenette

What is the reason the room is required:

Does this function deliver job training and/or social inclusion outcomes? If yes please specify:

________________________________________

❑ Laptop

❑ Data Projector

❑ Fridge

❑ Microwave

❑ Whiteboard

❑ Microphone

❑ Portable Screen

❑ Portable Sound System

❑ Lectern

Page 5: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

Select a preferred room layout and specify the number of people in the square

Select a preferred room layout and specify the number of people in the square:

The Mount Druitt Hub Facility Hire 5

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Dates and Times Requested / Booking two:

Date(s) requested (from/to): ________________________ Number of people: ____________________________

Start time (include set-up): _________________________ End time(include clean-up): _____________________

Note: Hire charges are per hour. Hirers will not have access to the centre prior to the start time above.

Please circle one of the below options:

Casual/one off Daily Weekly Fortnightly Monthly

Please place a tick in the which applies:

Would you like to be contacted by Grounded cafe for catering? Yes No

How much are you charging participants?

❑ ❑

❑ Community room 1 20 - 30 people In-house projector and screen

❑ Community room 2 50 - 80 people Access to commercial kitchen

❑ Community room 3 25 - 40 people Access to kitchenette Accessible toilet Access to basins

❑ Community room 4 25 - 40 people Storage cupboards

❑ Community room 1 and 2 70 - 110 people In-house projector and screen Access to commercial kitchen Inhouse Audio Visual system

❑ Community room 3 and 4 50 - 80 people Storage cupboards Access to basins Accessible toilets Access to kitchenette

❑ Community room 5 - 8 (can be used as offices, clinics or interview rooms) 2 - 4 people Access to waiting area Access to kitchenette

What is the reason the room is required:

Does this function deliver job training and/or social inclusion outcomes? If yes please specify:

________________________________________

❑ Laptop

❑ Data Projector

❑ Fridge

❑ Microwave

❑ Whiteboard

❑ Microphone

❑ Portable Screen

❑ Portable Sound System

❑ Lectern

The Mount Druitt Hub Facility Hire 6

Page 7: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

Select a preferred room layout and specify the number of people in the square

Select a preferred room layout and specify the number of people in the square:

The Mount Druitt Hub Facility Hire 7

Page 8: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

The Mount Druitt Hub Facility Hire 8

1. Applications to hire a venuea. Applications for the hire of venues must be made with this form by a responsible adult over the age of 21

and this person must be present during the function and be responsible for payment of the fees and any other charges arising from the engagement, and for the observance of the rules. Proof of age may be requested at time of hiring.

b. Request to hire a Council venue for a function should be made at least 2 weeks prior to the function taking place. Requests for bookings within less than 2 weeks may be considered.

A copy of this form will be forwarded to the Police advising them of the function

2. Payment informationa. A deposit of $100 should be made no later than 2 weeks after the reservation is made to confirm the

booking. If the total fee is of equal or lesser value, the hire fee must be paid in full.

b. The contingency bond and remaining balance (if applicable) must be paid at least 2 weeks before the function to avoid cancellation.

c. If the reservation is made within 2 weeks of the function date, the bond and the hire fee must be paid in full immediately.

3. Cancellation All cancellation or reschedule requests are to be in writing 2 weeks prior to your booking date,

to receive a refund.

Council reserves the right to change a booking in exceptional circumstances provided that at least 4 weeks’ notice is given.

4. Overtime If the rooms are used outside the booking times, additional charges will occur.

All surrounding areas, i.e. car park, are to be vacated within 30 minutes of conclusion of the function. Music must stop half an hour before the function ends.

The hirer is also responsible for the conduct of any visitors whilst the Centre is in use. Note in the event of the breaching of this condition a call out fee may apply.

5. Sale of tickets Entry tickets to programs or events are not allowed to be sold at the venue. All tickets to programs must be pre-

sold prior to the program taking place, unless prior approval has been obtained.

6. Social media The use of social media (i.e. Facebook, etc.) to promote private functions in Council owned

venues is prohibited.

7. Supervision Functions or activities for children and young people must be adequately supervised at all times.

8. The consumption and serving of alcohol Under no circumstances is alcohol to be given / supplied to person under the age of 18 years.

9. Venue Capacity The number of community members attending a function, which should be indicated at the time of booking,

must not exceed the limit of that room. Failure to comply with this requirement may lead to the cancellation of the booking or the forfeiting of any bond. The capacity of the venue’s community rooms is set out in the booking form.

Rules and conditions applying to the of community rooms

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The Mount Druitt Hub Facility Hire 9

10. Tea, coffee, milk, cups, refreshments, bin liners, stationery (including whiteboard markers) are to be supplied by the hirer and not venue. We encourage the use of environmentally sustainable products.

11. Exclusions and prohibitionsThe following activities and items are not permitted

a. 18th birthday parties

b. Religious services

c. Confetti, chewing gum or sticky tape.

d. No gas cylinders can be brought into the venue

e. Doorways, passages, corridors and exits must not be obstructed.

f. Nails, screws or any fastenings

g. Interfering with any electrical installation or the use of broadcasting apparatus is not allowed.

h. Balloons must not interfere with fans and smoke detectors

i. All goods, properties, material or decorations brought in by the hirer or any person on his/her behalf should be removed after the function.

j. Games of chance, gambling, or any other kind of illegal activity are strictly not allowed at the venue.

12. The Hirer shall be responsible for the cost of any damage caused to the building, furniture and fittings arising out of and in the course of the hire; reasonable wear and tear alone accepted.

13. Bond The bond is held as a deposit against possible damage to the venue, its furniture and fittings, function running

overtime, additional cleaning, electrical service, etc. The bond must be paid by the hirer at least 2 weeks prior to the booking. All bond refunds will be done by cheques, approximately 4 weeks after the function. Should Council be investigating concerns arising from your booking, you will be notified accordingly.

14. Council’s authorized officer has the right to refuse any reservation or cancel any booking for any reason. In that case, council will refund the hirer any fees already paid. The Council shall not be liable in any way for any loss, injury or damage or otherwise in consequence of the exercise of any right conferred under this agreement including the right of cancellation.

15. The venue is only let on the conditions prescribed in these rules. Any payment received from any person is considered to be acknowledgment and acceptance by that person

of these terms and conditions.

16. Smoke Free Zone a. Firework, naked flames except for candles on a cake, and smoke generating machines are not permitted due to the presence of smoke detectors, which are monitored back to base

b. Smoking should be at least 15 meters away from any entry or exit point.

Failure to comply with this condition may result in the hirer paying a callout fee, to cover the cost of staff to rectify and reset these alarms.

Rules and conditions applying to the of community rooms

Page 10: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

The Mount Druitt Hub Facility Hire 10

17. Hirers may be required to share amenities with other groups due to multiple bookings. This may include toilets, tea room, corridors and all common spaces. Hirers agree to respect other groups by showing courtesy, minimizing noise, labeling equipment and refreshments left in common spaces and avoiding gathering in corridors. In the case of sharing tea room amenities, it is the responsibility of the hirer to negotiate appropriate break times with other user groups to avoid overcrowding.

18. Public Liability Hirers should be aware that the use of the hall could result in an action for damages due to an allegation of

negligence. Private hirers should ensure they hold appropriate coverage under their household Insurance.

All organisations must supply a copy of their organisation’s Certificate of Currency (Public Liability Insurance). Organisations that do not have Public Liability Insurance will be granted access to use the Mount Druitt Hub only via discretion of Director of Sustainable Living.

Failure to abide by these rules and conditions will result in the total forfeiture of the Bond.

I have read, understood and agree to the Terms and Conditions of this Booking Agreement.

Organisation: ________________________________________________________________________________

Signature: __________________________________________________________________________________

Name: _____________________________________________________________________________________

Date: ________________________________

* A copy of this Agreement must be signed and kept with each party

Rules and conditions applying to the of community rooms

Page 11: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

Activities

The Mount Druitt Hub Facility Hire 11

Base Fee 2018/2019

GST Total Fee 2018/2019

Pricing Principle

Activity A – per hourRooms 1, 2, 3 or 4 $16.36 $1.64 $18.00 C

Rooms 1 & 2 or 3 & 4 $32.73 $3.27 $36.00 C

Office (each) $13.55 $1.35 $14.90 C

Contingency Bond $84.50 Nil $84.50 C

Activity B – per hourRooms 1, 2, 3 or 4 $13.55 $1.35 $14.90 C

Rooms 1 & 2 or 3 & 4 $25.45 $2.55 $28.00 C

Office (each) $13.09 $1.31 $14.40 C

Contingency Bond $84.50 Nil $84.50 C

Activity C – per hourRooms 1, 2, 3 or 4 $9.82 $0.98 $10.80 C

Rooms 1 & 2 or 3 & 4 $17.27 $1.73 $19.00 C

Office (each) $8.00 $0.80 $8.80 C

Contingency Bond $84.50 Nil $84.50 C

Activity D – per hourRooms 1, 2, 3 or 4 $7.00 $0.70 $7.70 C

Rooms 1 & 2 or 3 & 4 $10.27 $1.03 $11.30 C

Office (each) $7.45 $0.75 $8.20 C

Contingency Bond $84.50 Nil $84.50 C

Activity A: Organized recreational classes, meetings, rehearsals conducted by instructors/teachers who charge a fee and operate activities on an income generating basis e.g. dance, and karate classes.

Activity B: Blacktown City religious organizations that operate church related activities. Excluding religious services

Activity C: Blacktown City community based activities, registered charities, classes, meetings, who charge a nominal fee and operate on a “break even” basis, e.g. local craft groups, registered political parties that are based in Blacktown.

Activity D: Blacktown City non funded cultural and support group/activities e.g.neighborhood watch, progress associations, playgroup, grief support etc. and programs as liaised with Council, whereby funding agreements are based on operating activities e.g. literacy/computer classes, etc.

Table of Fees as of 1 July 18

Page 12: Facility Hire - blacktown.nsw.gov.au · Facility Hire 8 1. Applications to hire a venue a. Applications for the hire of venues must be made with this form by a responsible adult over

Expressions of interest (EOI) package

Facility Hire


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