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POLICY FOR HIRE OF THE CIVIC HALL

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POLICY FOR HIRE OF THE CIVIC HALL Powered By Docstoc
					    HIRE OF COPACC
        POLICY
COLAC OTWAY PERFORMING ARTS & CULTURAL CENTRE




                   Policy No: 4.1
               Date Adopted: 13/12/00
                 File No: GEN01688
             Revised: 24/01/01 & 24/5/06
                                                                                                               Policy No: 4.1
                                                                                                      Hire of COPACC Policy

1.     INTRODUCTION

       COPACC is located at 99 Gellibrand Street, Colac.

       COPACC is a quality entertainment and performing arts venue owned and operated by the Colac
       Otway Shire.

       The COPACC building comprises a large Foyer, Cinema, Auditorium/Theatre and back stage
       facilities, History Room, Civic Hall (including portable stage and change rooms), Meeting Rooms,
       Rehearsal Rooms and commercial Kitchen. Parking areas are available for Civic Hall users in
       Gellibrand and Rae Streets, Colac.




                                                                                   CINEMA
                            BAR



                                                                   CAFE
                             CIVIC HALL


                                                                          KIOSK
                                                                                     SHOP

                                                                  LOBBY
                                                                                            PORTICO
                         KITCHEN     FOYER




                         STORAGE     MEETING
                                     ROOM       TOILETS

                          GREEN
                          ROOM                                                    HISTORY CENTRE

                                     MEETING    WEST          AUDITORIUM
                                     ROOM       WING
                           ACTORS
                           LOBBY
                                                          STAGE
                                    DRESSING
                                    ROOMS      STAR
                                               ROOM
                                                  REHEARSAL           EAST WING
                                                  SPACE
                                                          TECH
                                                          OFFICE




Date Adopted: 13/12/00                                                                               Page 2 of 7
File No. GEN01688                                                                                Revised: 24/5/06
                                                                                                  Policy No: 4.1
                                                                                         Hire of COPACC Policy

2.     RELATIONSHIP WITH COUNCIL PLAN

       The Colac Otway Shire’s Council Plan highlights under the community priority – financial
       sustainability “Optimise the effectiveness and work towards the minimization of the Council subsidy
       for the Bluewater Fitness Centre, Colac Otway Performing Arts and Cultural Centre and Visitor
       Information Centre.

       User Pays charges are set for the hire of areas within COPACC and allows for a quality facility to be
       accessed by its users.

3.     POLICY

       It is Council policy to ensure that the Colac Otway Performing Arts and Cultural Centre (COPACC) is
       available for hire by its residents and the broader community subject to the following conditions.

3.1    COST OF HIRE

       User fees for the hire of COPACC including the Civic Hall are set by Council as part of its annual
       budget process.

3.2    COMPULSORY CONDITIONS OF HIRE

        1.     An Application form must be completed before any area within COPACC is booked.

        2.     A Code of Conduct will apply to all persons hiring or seeking to hire COPACC facilities )SEE
               3.16).

        3.     Separate charges apply for rehearsal booking in the Civic Hall or Auditorium.

        4.     Some equipment can be hired from COPACC and a separate fee applies.

        5.     A Deposit is required prior to the booking being confirmed.

        6.     No smoking is permitted in any areas of COPACC at any time.

        7.     All applicants to hire must provide identification that they are over the age of 18 years.

        8.     During a function all EXIT doors must be kept unlocked and ready for use as escape doors
               in case of fire.

        9.     No liquor in barrels will be permitted on the floor section of the Foyer, Auditorium, Civic Hall,
               History Centre, back stage areas or Meeting Rooms. Liquor may only be served from
               behind the bar.

        10.    A “liquor permit” is required for any function at which liquor is supplied by
               Organisers/Club/Host etc. for a charge, whether separate or included in the admission
               charge.

        11.    The Building Code of Australia sets out requirements for a maximum number of persons that
               can be accommodated within the Centre, this condition must be met.

        12.    Seating and table requirements etc. must be supplied to Property Officer at least 48 hours
               prior to function.

        13.    The hirer will be responsible for the good order of the Centre and environs, setting up of
               table and chairs and the orderly conduct of their guests or patrons. Repair to damage
               and/or replacement of stolen equipment or fittings will be charged to the hirer’s account.



Date Adopted: 13/12/00                                                                   Page 3 of 7
File No. GEN01688                                                                    Revised: 24/5/06
                                                                                                     Policy No: 4.1
                                                                                            Hire of COPACC Policy


        14.    The hirer (or provision for security labour can be made by the Landlord) will be responsible
               for providing security between the Foyer and Civic Hall during special functions to ensure
               the Civic Hall area remains a private function.

        15.    For the purpose of decorations, hooks are located on the walls. Masking tape and other
               similar adhesives must not be used. Damage incurred through not using available hooks
               will be charged to the hirers account.

        16.    The Hall, rooms and land adjacent to COPACC, must be cleared of all materials in use for
               any function. It is the responsibility of the hirer to remove barrels, bottles, glasses, crockery,
               food, decorations and the like from the venue. An industrial waste bin is provided at the rear
               of the Civic Hall for this purpose. If these duties are left for the Property Officer, the hirer will
               be charged. If the Civic Hall is booked by another Hirer on the following morning, all goods
               and materials, etc. must be removed by 6.00 a.m. otherwise a Roll Over Day Charge
               applies.

        17.    Roll Over Day charges apply to any event where bump-in requires set up the day prior to an
               event or bump-out is the day after an event and the venue is not available to any other hirer.

        18.    Users of copyright music should be aware that a Copyright Music Licence is required for
               performance of music at any social/club function.

        19.    Council Meetings are held regularly in the Civic Hall precinct. These meetings will have
               priority over other bookings.

       20.     Insurance arrangements must be completed in accordance with section 3.11 of this policy.


       21.     The Hirer must comply with the following condition:

               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 or any of them arising out of or in relation to (the said contract).

3.3    LIQUOR

       A “limited liquor permit” is required for any function at which liquor is supplied by the Hirer.

       A “limited liquor permit” is not required for any B.Y.O. function in COPACC if guests bring and
       consume their own liquor, or when liquor is supplied by the host for invited guests without any
       admission charge applying.

3.4    ROLE OF THE PROPERTY OFFICER

       The Property Officer is only responsible for the Centre being in a clean and tidy condition at           the
       commencement of hire. If the venue is not left, as per conditions of hire, the time taken by             the
       Property Officer to meet conditions will be charged to the hirer. This is in accordance with             the
       Municipal Officers (Victoria) Award and overtime will apply if such work is carried out on               the
       weekend or a public holiday.

3.5    ROLE OF THE COPACC DUTY MANAGER

       The COPACC Duty Manager will be hired for all large functions held in the Civic Hall area. It will be
       his/her responsibility to undertake tasks clearly defined by the COPACC Manager, to ensure the
       smooth operation of functions after business hours and identify and act on matters of security and
       safety.


Date Adopted: 13/12/00                                                                      Page 4 of 7
File No. GEN01688                                                                       Revised: 24/5/06
                                                                                                  Policy No: 4.1
                                                                                         Hire of COPACC Policy




3.6    CANCELLATION

       a)      Written advice more than 1 month prior to booking date, deposit refunded in full, less 20%
               administration charge.
       b)      Written or verbal advice within 1 month of booking date, deposit retained by Council.

3.7    CLEANING

       The Hirer will incur additional cleaning charges if the use, occupancy, function or performance has
       created cleaning requirements that are considered to be over and above normal general cleaning.

3.8    OCCUPATIONAL HEALTH & SAFETY

       COPACC staff will be fully acquainted with the requirements of the Occupational Health and Safety
       act, conduct regular risk identification and offer “duty of care” at all times for staff, general public,
       Hirers and performers.

3.9    FIRE AND SAFETY DEVICES

       Hirers must not tamper with:

                        Fire Hydrants
                        Key Pad Alarm Systems
                        Extinguishers
                        Sprinkler Pump Unit
                        Emergency Fire Levers and Evacuation Switches
                        Safety Curtain
                        Exit Signs and Lights

3.10   LOSS DAMAGE TO HIRERS BELONGINGS

       COPACC will not accept responsibility for damage or loss of goods and/or personal belongings left
       in the Centre prior to, during or after functions.

3.11   INSURANCE

       Without evidence of current Public Liability Policy persons/organisations hiring the COPACC must
       be covered under the following Public Liability Insurance:

        The Policy covers only activities conducted in all areas of COPACC.

        An indemnity limit of $5,000,000 up to a maximum of $10,000,000 any one claim is applicable
         under the policy and the Hirer is responsible for the first $100 of any claim.

        Premium costs based on ($5,000,000 liability) are set based on the type of function and the
         number of people attending.

        Where an event falls into two or more of the premium categories the one attracting the highest
         premium will apply.

        A Certificate (available at Municipal Offices) is to be completed prior to the event commencing.
         Each certificate must be completed in the presence of a Council staff member to ensure correct
         completion of forms. At this time a cheque payable to the relevant insurer/broker should be
         made out for the appropriate amount by the Hirer.

        The original Certificate is to be provided to the hirer with a copy of the insurance policy.

Date Adopted: 13/12/00                                                                    Page 5 of 7
File No. GEN01688                                                                     Revised: 24/5/06
                                                                                               Policy No: 4.1
                                                                                      Hire of COPACC Policy

        The duplicate copy of the Certificate and the cheque will be forwarded by the Council to the
         relevant insurer/broker.

3.12   EQUIPMENT HIRE

       COPACC equipment can be hired out at a minimum charge providing that equipment is not required
       for a special event or function within a 24 hour period. Fee per unit applies to one 24 hour period.

       Equipment hire charges are set by Council as part of its annual budget process.

       Arrangement must be made for equipment to be collected through the Property Officer and returned
       on time or special arrangements can be made for certain groups for equipment to be delivered by
       the Property Officer and collected after hire.

       An equipment form must be completed, dated and signed prior to hire and available from the
       Property Officer.

3.13   BOOKING DEPOSIT

       A minimum deposit applies to all Hirers, required within a week of making the reservation to confirm
       the booking.

       Booking deposits are set by Council as part of its annual budget process.

3.14   BOND

       A security Bond will be required once deposit paid and booking confirmed.

       Bonds are set by Council as part of its annual budget process.

3.15   ASSESSMENT OF DAMAGE / CLEANING FOR BOND REFUND

       In the event that the Centre is not left in a satisfactory condition, as assessed by Council, in its
       absolute discretion, Council may deduct the cost of such damage/cleaning from the bond and in the
       event of the Bond being insufficient to cover such damage/cleaning, the Hirer shall reimburse
       Council the outstanding costs within 7 days of being advised.

3.16   CODE OF CONDUCT

       1. Management reserve the right to refuse entry to any part of the Centre and the right to have
          removed from the Centre any person who poses a risk to either themselves, other persons or
          the Centre.

       2. No alcohol is to be brought onto the premises unless Hirers obtain the required Liquor Permit
          from the Liquor Licencing Commission (refer 3.3 Liquor).

       3. Drugs or any other illegal substances, other than prescription medications, are not permitted in
          the Centre.

       4. Smoking is prohibited in all internal areas of COPACC.

       5. Food and drink is forbidden on the premises, unless prior permission is sought from COPACC
          management.

       6. The COPACC Board does not accept any responsibility for the loss or damage of any property,
          personal or other, brought to the Centre.




Date Adopted: 13/12/00                                                                 Page 6 of 7
File No. GEN01688                                                                  Revised: 24/5/06
                                                                                               Policy No: 4.1
                                                                                      Hire of COPACC Policy
       7. No person is permitted in the upstairs control rooms or in any area back of stage, or in any area
          of a technical nature, without the permission of COPACC management or the supervising
          technician.




       8. No person may operate the stage equipment unless authorised to do so by the Technical
          Supervisor or COPACC Management.

       9. All rubbish must be placed in bins provided, failure to do so may result in extra cleaning charges
          after your event.

       10. No running or unruly behaviour is permitted in the Centre.

       11. No parking is permitted near the ramp leading to the Scene Dock.


4.     IMPLEMENTATION AND REVIEW

       This policy will be implemented by the COPACC Manager and is subject to periodical review.




Date Adopted: 13/12/00                                                                 Page 7 of 7
File No. GEN01688                                                                  Revised: 24/5/06

				
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