Community Centres - Frequently Asked Questions
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Community Centres - Frequently Asked Questions

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​Interesting in hiring one of Council's Community Centres? We've included some common questions and answers below.

If you can't find the information you're looking for here, please give us a call on (02) 4227 7111 or use our online enquiry form.

Making a booking

How do I book a community facility?

You can book over the phone, by email, or in person. Contact details for each centre can be found on our Community Centres page.
 
Please note, some of our centres are run by volunteers, and may not have staff onsite. Please call the facility you're interested in first to confirm their availability, or check office hours on our website.

Can I inspect the venue in advance to make sure it's suitable for my event? 

Yes! However, you will need to make arrangements with the centre first, so we can make sure the room or venue you want to inspect is available. Contact details to arrange an inspection can be found on our Community Centres page.
 
You can also find photos and floor plans for some centres, and virtual tours of our District Community Centres on our website.

What hours are the facilities available for hire?

Venues can be hired seven days a week. Most centres are available for hire from 6am to midnight.

How do I change or cancel my booking?

Contact the booking officer as soon as possible, either by phone or email. Four weeks' notice is required to change or cancel a booking, or full charges will apply.

What happens once I've made a booking?

A 50% deposit is required to secure your booking, and a Hire Agreement, along with Conditions of Use, must be acknowledged and signed. An appointment will then be made to induct you safely onto the site before your booking.
You'll be given keys and alarm codes at this time, and all final payments are to be made. This is the perfect time to ask any questions you have in relation to your booking.
 

Booking conditions

Am I required to have security at my function?

This may vary from event to event. The safety of hirers, their guests, and Council's assets are of the utmost importance. At the time of booking, staff will talk with you about security requirements for your specific event.

Am I allowed to go in early or stay later?

Please make sure your booking includes enough time to set up and pack up for your event. Venues must be left in the same condition as you found them - clean and ready for the next hirer.

Can I make a regular booking?

Yes, many groups use our centres on a regular basis. Check with your preferred venue for details and availability. Most centres start to take regular bookings around October or November for the following calendar year.
 

Payments

How much will it cost?

Please check with each centre for specific costs. Costs for some of our centres are available online. For any centres which do not show the cost online, please contact the centre by phone or email for details.

How can I pay?

Check with your booking officer for details. Please note, any cheques must be presented 10 working days before your booking.

Am I required to have insurance?

Regular hirers and functions using contractors are required to have public liability insurance, and meet any other applicable regulatory requirements. Please talk to your booking officer about what's needed for your specific event.

Do I have to pay a bond?

Yes. Most bookings require a bond, including all 'high risk' activities and any bookings outside business hours.

When do I get my bond back?

Your bond will be returned once the centre has been checked, and all Conditions of Hire have been met. Bond refunds can take between a few days, up to two weeks, depending on the form of payment (for example, credit card or cheque / cash payment).
 

Facility use

Do I have to set up the room myself?

Yes. Make sure you have booked enough time to set up the room as you would like, and then pack up again at the end. Some District Centres offer this service where possible, and fees may apply.

Can I decorate the venue for my function?

Yes, you can decorate your hired space to enhance your function, however there are some restrictions. You cannot affix anything to walls, nor use helium balloons, smoke machines or open flames. Please talk with your booking officer if you need more information on what is appropriate in each venue.

Can I engage contractors to provide services during my function; for example catering, entertainment and security?

It is important to notify the booking officer of any contractors you wish to bring onsite. There are conditions that apply, including providing copies of relevant insurances and risk assessments for work to be undertaken. More details are outlined in the Conditions of Use.

Are there car parking facilities available at this venue?

Car parking facilities vary from site to site. Please check with your Booking Officer or the centre website for more details.

Is the venue accessible (disabled access)?

Due to different requirements at sites, please refer to our website or contact the booking officer to discuss your needs.

Can I have a jumping castle?

Some sites have areas in which jumping castles can be erected. Please discuss this with your Booking Officer to see if your chosen venue has space for a jumping castle. Jumping castles cannot be erected inside a community facility. 

Can I have food and drinks at the venue?

Yes, most centres have kitchen facilities. Please speak to your booking officer for more details.

Is the venue air conditioned?

Most venues are fitted with either air conditioning, or ceiling fans and heaters. Please check with the booking officer at the centre.
 

After a booking

Am I required to clean up after my booking?

Yes. All community facilities run on a 'self service' system. This means you must leave the venue the way you found it, ready for the next hirer. All rubbish must be removed from inside the venue before you leave. Waste disposal will be discussed at the time of your induction.
 
If you have not found the venue in the condition you expect, please let the booking officer know when you return the keys. Take photos with time / date stamp to assist.

When do I return my keys?

A time for you to return your keys will be arranged during your induction. For after hours bookings, keys are to be returned the following business day. For bookings within business hours, you are required to return keys immediately after you have locked your room.
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