Thank you for booking a Kiama Municipal Council Community Hall. Council is committed to providing safe and accessible venues for our residents. It is Council’s responsibility to manage hall bookings, maintain and clean the facilities, and ensure that all equipment and resources—such as tables, chairs, and appliances—are safe and in good working condition for use by hirers.
We ask that you read and understand the conditions outlined below to ensure your booking runs smoothly, and in accordance with the Terms and Conditions outlined in this document.
Applications to hire community halls must be made by a responsible adult over the age of 18. This person must be present during private function and is responsible for payment of the fees and any other charges.
Application to hire community halls for a function must be made at least 5 business days prior to the function taking place. If you wish to apply to hire a community hall within this timeframe, please call Customer Service on 02 4232 0444.
Bookings can be made up to 24 months in advance.
Customer and function details may be shared with our partners such as security companies as well as government agencies, including the NSW Police. This will be completed in confidence and in line with our Privacy & Personal Information Protection Notice, stated above.
Council may have specific requirements at some halls, which must be observed by hirers. These requirements will be provided at the time of the booking.
Council reserves the right to seek additional information from the hirers before confirming a booking. They could include:
- Proof of age and identity
- Insurance certificates
- Copy of NSW Police Safe Party check list for the event
- Contractor details
- Risk assessments
- Seating plans
To ensure a smooth booking process, if you receive an email or voicemail message from a Customer Service Officer, please respond within two (2) business days.
- The hirer must only enter the hall and have usage of the area/s of the hall on the date/s and times that are booked and confirmed.
- The hirer must not allow access or sublet the premises to anyone or for any purpose outside not included in the application.
- The hirer agrees to remove any furniture or equipment brought into the premises by the end of the hiring time. Failure to comply will result in additional fees.
- The hirer will not make any additions or alterations to the structure, goods, equipment or decoration of the halls without written approval by Council.
- Nails, screws, sticky tape or any fastenings must not be driven into or attached in any way to walls, floors, furniture or fittings. A frames and temporary signs/posters are permitted.
- Children must be supervised at all times.
- No animals, except assistance animals, are permitted at the halls.
- The hirer is liable for any damage to the hall, its facilities, furnishing and equipment during each booking period. This may be deducted from your bond and/or an invoice emailed to you.
- Coming-of-age celebrations (parties for 12-25 years) are only permitted in Gerringong Town Hall, North Kiama Neighbourhood Centre and Joyce Wheatley Community Centre.
- These parties will be permitted on the condition that:
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- Hirer completes a Party Registration form (refer to Party Registration - NSW Police Public Site for further information).
- In exceptional circumstances, a written request can be made to Manager Community Hubs for certain parties to be excluded from the requirement to provide security.
- Crockery and cutlery in the kitchen belong to CMRI. If you would like to enquire about using their equipment, please call CMRI on 0410 540 991, or email cmrigerringong@gmail.com
- When used for celebrations, hire of this hall is restricted to children’s birthdays up the age of 12 years only – this is due to the hall being in a residential area.
- Can only be used before sunrise or after sunset for meetings or other low noise impact use.
- All fees and charges are set annually as part of Council’s Fees and Charges.
- Annual Fees and Charges Review – Council reviews the Fees and Charges at the start of each financial year. If a hall is booked for an event/ activity after 30 June, the amount payable may be increased or decreased to reflect the fees applicable at the time of the event/activity.
- Fee concession – Council’s schedule of fees includes lower rates for volunteer groups and not for profit (NFP), charity organisations. To be considered for fee concessions, you will be required to provide evidence.
* Note: to qualify for the Not-for-Profit rate, Customer Service will need evidence that your organisation is ‘not for profit’. As a starting point, when you submit your application, please provide proof via one or more of the following means:
- Evidence on your organisation’s website
- Your organisation’s listing on the www.acnc.gov.au website
- Your organisation’s listing on the NSW Fair Trading Incorporated Association register
- A letter from your organisation’s parent body
- A security bond is required to be paid for all bookings.
- The bond will be refunded in full if the premises and all equipment is left as outlined under the ‘Cleaning and Waste’ heading below.
- Council reserves the right to retain part or the full amount of the Bond, as set out in the Fees and Charges to cover any expenses arising from a hirer’s use of community halls. Any repairs may be charged at external hire rates and deducted from the bond and/or you may be invoiced.
- A Bond of up to $2,000 will be charged for events and functions held at Gerringong Town Hall and Jamberoo School of Arts which deemed to be ‘high risk’, including for weddings, concerts and large events.
- Payment can be made in person at Kiama Council or over the phone using Mastercard, Visa or AMEX.
- Bookings require a 20% deposit within 5 business days of making the booking – Note: the booking will be held as tentative until such time you pay in full.
- This initial 5 business day period is referred to as the ‘Booking Period’.
- If the 20% deposit is not paid within the Booking Period, the reservation may be cancelled.
- The balance of payment (less deposit) must be received no less than 5 business days from the usage date.
Council may charge additional fees, including administration fees, in the case that:
- The hirer is late in vacating the hall.
- The hall is accessed/used outside of the agreed booking period.
- Additional spaces within the hall are used without Council’s permission.
- The premises is left dirty and untidy.
- Garbage is not properly disposed of in the receptacles provided or disposed elsewhere.
- Replacement of keys is required.
- Unauthorised use of fire equipment.
- Any security related matters including call outs or not arming the alarm at the end of hire, where applicable.
- These charges will be calculated at an hourly rate and the hirer will be invoiced accordingly.
- Key/s, alarm code and access information (where applicable) can be collected from Council’s Customer Service team (located at the Administration Building, 11 Manning Street, Kiama), between 8:45am and 4:15pm Monday – Friday, subject to full payment of fees and bond.
- Any key/s issued for access must be returned on the first working day after the completion of the approved use otherwise the cost of replacement of the key will be taken from the licence holders credit card details.
- Access to the hall is strictly limited to the booking period.
- Requests for cancellation must be emailed to council@kiama.nsw.gov.au.
- If a booking is cancelled or amended ≤3 business days from the date of use, zero refund or alteration to the amount payable applies (*except in extenuating circumstances).
- Cancellations or amendments to hours of use 3-5 business days from the date of usage will result in the equivalent of 90% refund of hire fees.
- Cancellations >5 business days will result in a full refund of any fees previously paid.
- Changes to hours of use >5 business days will result in change to fees payable.
- For the purposes of hall hiring, *extenuating circumstances refers to situations where the hirer is impacted by events outside their direct control and will be at the discretion of a Coordinator or Manager to approve or decline.
- Please note that if you are requesting to hire > 5 bookings in the financial year, should bookings drop to 5 or less bookings, you will be charged at the casual hirer rate.
- No equipment or resources are to be stored at the halls without prior approval and arrangements with Council.
- Storage of equipment within a hall is at your own risk. Council is not liable for any damage to your equipment, stored or otherwise.
- Annual Fees and Charges for the new financial year are approved during the Council meeting in late June each year, after which Customer Service sends out Hall Hire Applications forms to regular hirers for the new financial year stating the new fees and charges and terms and conditions.
- In most cases placing bookings in July for the upcoming financial year is sufficient notice for both parties.
- On occasion, Customer Service receives bookings 18 months or more in advance for events that require more forward planning, such as weddings or musical performances where a longer lead time is required to ensure all necessary arrangements can be made.
- To ensure regular hirers can maintain their hire frequencies / dates, should a regular hirer wish to apply for additional dates greater than the 12 months of a new financial year, you can complete and submit an application form at any time to book up to 24 months in advance at a time.
- Council will still send you a form at the commencement of each financial year so that you are aware of new fees and charges, as well as current Terms and Conditions.
- All bookings made for a new financial year are made with the mutual understanding that final rates will be confirmed when fees and charges become available after Council has endorsed them.
- Any bookings that you make can be cancelled/amended at any time in writing, in accordance with the terms and conditions of hire.
- It is the responsibility of the licence holder to undertake their own risk assessment of the area to be used and all uses/activities must be undertaken in accordance with it.
- You must indemnify and hold harmless Council from and against all actions, damages, sums of money, costs, claims, demands or other liabilities which may be sustained or suffered or recovered or made against Council which may arise out of your use/activity during the term of this short-term licence.
- All commercial bookings and bookings on behalf of an incorporated body, sporting clubs, educational or religious institutions/organisations, the licence holder must provide Council with Public Liability Insurance Certificate of Currency with a minimum cover of $20,000,000.
- For unincorporated and/or social groups and not part of/acting on behalf of an organisation, the building use under short term licence will be incorporated with Council’s community support liability policy and deemed as a low-risk booking. This policy is in place to protect licence holders against public liability claims arising from the use of Council property. A $2,500 excess applies to each claim payable by the licence holder under this policy.
Unless specifically approved otherwise, use of public buildings is only permitted between 8:00am & 11:30pm. Building hire under licence allows for 30-minute bump-in/bump-out either side of the start/finish hire times.
Please also note:
- Youth dances are not permitted.
- The use of pins, glue, double sided tape, staple guns, nails and screws on any walls, floors, ceilings or furniture throughout the venue is not permitted.
- No items are to be attached to emergency lights, firefighting detection/fighting equipment or other fixtures.
- The placement of lighted candles on tables and helium balloons are prohibited.
- The use of confetti, chewing gum, fireworks, straw, bales of hay, bean bags or any other items comprised of polystyrene or styrofoam are not permitted.
- Single-use plastic straws must not be provided or distributed on public property.
- Hirers must adhere to any signage displayed within a hall.
- Public halls contain equipment owned by regular hall hirers. Hirers must not use or move any equipment not part of their hall hiring agreement unless permission is obtained from the equipment owner.
For Council to permit the consumption of alcohol at any Council community hall, it is the responsibility of the hirer to register their function on the NSW Police Force website: https://www.police.nsw.gov.au/online_services/party_safety.
Please note:
- The hirer must complete registration no less than two (2) weeks prior to the hire of a community hall.
- Upon completion of the registration, the hirer will receive a registration number – this number must be provided to Council upon request.
- Hirers will forfeit their deposit if alcohol is consumed, and this registration has not been completed.
- Police have the authority to enter Council’s facilities without notice and ask to see the Event Register.
Additionally, details are required with the application, including:
- The organiser
- Type of function
- Anticipated number of people attending
- Control of the service and consumption of alcohol and other drugs
Additional conditions
- The hirer must have and provide to Council proof of approval to sell or serve alcohol before hall hire can be fully confirmed, as follows:
- In order to sell alcohol:
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- you will need to provide Council with a copy of your Liquor Licence via email to council@kiama.nsw.gov.au Information regarding liquor licences can be obtained through Liquor and Gaming NSW www.liquorandgaming.nsw.gov.au
- If you are licenced and you have obtained approval for the consumption of alcohol, you must always display any liquor permit during the Term whenever alcohol is being consumed.
- you will need to check with Liquor and Gaming NSW to verify if you require a Liquor Licence, then confirm that you have done so in writing to Council via email to council@kiama.nsw.gov.au
- For attendees to bring their own alcohol (BYO), you are solely required to complete the above-mentioned Party Safety registration with NSW Police Council reserve the right to request further information regarding alcohol being brought into Council halls.
- Persons under the age of 18 years must not be served, supplied or sold liquor. To do so is an offence under the Liquor Act 2007 and subject to a penalty/fine.
- Alcohol is NOT to be consumed or taken outside any of Council’s facilities. Alcohol may only be consumed when inside the building or adjoining enclosed fenced areas.
- Intoxicated persons are not permitted to remain on the premises and should be requested to leave.
- At no time can there be any unreasonable disturbance, annoyance or nuisance to other persons using the public place or to owners / occupiers of adjoining land.
- The use of amplified music is to be limited to a maximum continuous duration of 3 hours.
- The LAeq noise (i.e; the equivalent continuous level measured over any 15-minute period during the broadcast of amplified music) shall not exceed 5dBA above the background when measured at the property boundary of the nearest private residence.
- Hirers are reminded that most Council halls are located in residential areas and consideration should be taken to keep noise to a minimum.
- Smoking is not permitted at Council premises, including community halls.
- No posters associated with the use/activity shall be placed on public infrastructure and property (i.e. buildings, street furniture, light poles, bus stops) or displayed on a public place (including trailer, vehicle or structure).
- Any advertising will be removed by Council and any bond paid can be used to cover the cost of rectification or invoicing for costs incurred in the removal.
- The hirer must inform Council of any intention to use film projection equipment, to photograph, broadcast, televise or record any activity within the hall.
- At all times it is the responsibility of the hirer to comply with any Public Health Orders in place and to implement the necessary operational requirements/management associated with public health orders.
- Kiama Municipality Council is a Child Safe Organisation. All community hall hirers are to adhere to the Council’s Child Safe Policy and the Behavioural Standards for Keeping Children Safe while on Council premises. Please review and ensure you understand your obligations: Child safe policy and behavioural standards for keeping children safe Kiama Council (nsw.gov.au).
- If the activity involves children under the age of 18, the hirer is legally required to comply with Child Protection Act.
- It is the responsibility of the hirer to ensure public toilets are left in a clean and tidy state after use. Where public toilets have been left in an untidy state, the hirer may be invoiced for toilet cleaning costs.
- Where electricity or gas is available, it is the responsibility of the licence holder to ensure safety and adherence to relevant procedures, practices and regulations including the integrity of any leads or appliances used.
- The licence holder must familiarise themselves with the Evacuation Plan on display at the facility before commencing any activities and in particular note the location of emergency exit doors.
- The licence holder is responsible for ensuring that fire doors and emergency exits are not obstructed throughout the event. The placing of furniture, boxes or any other item or structure within two (2) metres or within the areas of the emergency exits is prohibited.
- The licence holder is responsible for calling 000 and organising easy access for emergency vehicles in cases of emergency, serious injury or illness of anyone attending the event.
- Fire extinguishers, hose and blankets are provided within the facilities for emergency use only. Misuse or removal of this equipment will incur fees for repair and replacement and can result in the forfeiting of the bond.
- Any emergency building issues that occur during an event should be reported to Council’s after hour service on 0417 686 477.
- The licence holder must provide Council with full details of any incident that occurs during the event that resulted in the attendance of the Police, damage to Council property, or injury to a guest. These details must be reported to Council within 24 business hours after the event by emailing council@kiama.nsw.gov.au, or calling 4232 0444 during business hours
- Some community halls are not equipped with first aid kits. It is the responsibility of the hirer to have first aid supplies during their bookings.
- The hirer is responsible for activities, conduct and behaviour of all people associated with your hiring.
- Council reserves the right to cancel or stop any disorderly, offensive or discriminative acts and behaviours by the hirer or their members.
- All Council Electrical equipment in Council halls is tested and tagged for safety purposes.
- Any electrical equipment brought into the facilities must be tested and tagged by a qualified electrician.
- It is the responsibility of the hirer to ensure all vehicles are parked in designated parking bays on site or legally parked on the streets.
- Parking on nature strip or grass areas is not permitted and may result in fines.
- Bikes and skateboards are not permitted within the facility or on the ramps and walkways.
- Council will not accept any responsibility for articles left on the premises, including personal belonging or that of the group/organisation.
- Any damage to the property must be rectified. Where damage has occurred or if not left in a pre-use state, any bond paid may not be released.
The hirer is responsible for:
- Leaving the hall in a clean and tidy condition and return it to the condition before the time of hire/use.
- Returning tables and chairs to their original position
- Do not drag tables and chairs on floors.
- Do not leave any food or drinks in fridges.
- Removing garbage and cleaning of kitchen, food preparation areas and any equipment and resources used. All waste and recycling material must be properly disposed in the receptacles provided otherwise must be properly disposed elsewhere.
- Bond may be withheld in circumstances where Council has had to address unsatisfactory cleaning and waste management.
- Where using the dishwasher (where applicable) the hirer is responsible to turn off the dishwasher and unpack prior to leaving the hall.