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Community Venues

Hornsby Shire Council operates over 20 community venues that exist for the use and enjoyment of the public. These venues are available for a range of activities such as social functions, regular club hires, classes and seminars.

Regular Hirers are those groups or individuals hiring the same Council venues 10 or more times per calendar year with a Regular Hire Agreement (unless otherwise specified within Fees and Charges).

Regular Hire is by application only for each calendar year. Regular hire bookings will not be accepted for Friday after 5pm or on Saturday and Sunday, unless otherwise specified.

Both regular and casual hire bookings are non-transferrable and Council does not accept tentative bookings or alterations. Once the hire agreement has been confirmed (both regular and casual), any additional bookings will need to be booked online, where the Casual Hire fee will apply. The Regular Hire fee and Not For Profit fee apply to yearly, Regular Hire Agreements only. Fees for Regular Hire vary between venues and are calculated and invoiced in advance on a monthly basis

Please note, the payment method for regular hire is via direct debit only.

Payment of a  security deposit and regular hire application processing fee  are required prior to commencing hire – see Fees and Charges.

Not for Profit - Regular Hire

A Not for Profit organisation is defined by the Australian Charity and Not for Profit Commission (ACNC) as ‘An organisation that does not operate for the profit, personal gain or other benefit of particular people’.

If your organisation would like to request the Not for Profit fee, evidence of registration with the ACNC must be enclosed with the regular hire application to vmt@hornsby.nsw.gov.au. .

Please note, unless otherwise stated, the Not for Profit rate, can only be applied to bookings that occur on weekdays prior to Friday 5pm.

Do you require Public Liability Insurance to hire a Council Community Venue?

The hirer must arrange public liability insurance for not less than $20,000,000 for the duration of the hiring activity. Private insurance arrangements are to be organised if the hirer or third party:

  1. Is a sporting body, registered club, association, corporation or incorporated body.
  2. Is undertaking a commercial or profit-making activity.

Individuals or community groups who are not undertaking the activities mentioned above, will be covered up to $20,000,000 by Council’s Casual Hirers Public Liability Policy.

Hirers should note that a two thousand dollar ($2,000.00) excess is applicable to Council’s Casual Hirers Public Liability Policy. Where any claim for property damage or personal injury is made against this Policy, this excess of $2,000.00 is payable by the hirer.

Hirer’s employing professionals, i.e. jumping castles, fairies, catering, disc jockeys and the like, should make enquiries to establish they also have adequate public liability cover in effect.

Public liability insurance must be in the same name as recorded on the booking. Should a hirer’s public liability insurance policy expire during the term of hire, it is the hirer’s responsibility to ensure continuity of cover for the entire hire period. A lapse of insurance constitutes a breach of the Terms and Conditions of Hire Community Venues. Council may at any time request evidence of such public liability cover.

For a more detailed explanation of Conditions, please read through the Terms and Conditions of Hire Community Venues below.

To apply as a Regular Hirer with Hornsby Shire Council, please review features and suitability within our network of community venuesand contact the Venue Management Team through email via vmt@hornsby.nsw.gov.au or phone 9847 6050.

Regular Hire Forms

Casual Hire is defined as organisation or individuals hiring not more than nine times per calendar year per Council facility. Bookings for Casual Hire must be processed through the online booking system through Council’s website, with full fees and booking fee payable immediately. A security hold is required for all Casual Hire bookings and is payable prior to key collect.

Children’s parties – ages 0-15

Hornsby Shire Council has many venues suitable for your child’s party. Some venues have playgrounds and plenty of outdoor space in order for them to spread out and enjoy the party fun.

To allow for setting up and packing down, there is a minimum hire time of four hours for Children’s parties.

As with all Council venue bookings, if you are hiring a professional entertainer, musician, face painter etc. a Certificate of Currency for the professionals public liability insurance to the value of no less than $20 million will need to be provided to Council  two weeks prior to the booking.

High Risk parties – ages 16-21

Hornsby Shire Council has a limited number of venues suitable for youth events and special milestone birthdays; these types of events need special consideration and have additional conditions that apply that are outlined in the Conditions of Hire. These are known as High Risk events.

High risk events are considered to be, but not limited to, 16th-21st birthday parties, organised youth events, large crowd events and live music events.

Council and NSW Police have implemented a joint procedure for managing High Risk functions at Council owned facilities in order to minimise the potential risk to the public and Council property.

Before proceeding with booking your High Risk event online, please first contact the Venue Management Team on 9847 6050 to discuss your options and ensure you read through the Terms and Conditions relating to High Risk bookings.

Please note, a minimum of five weeks’ notice is required for High Risk bookings to be considered.

Not for Profit – Casual Hire

A Not for Profit organisation is defined by the Australian Charity and Not for Profit Commission (ACNC) as ‘An organisation that does not operate for the profit, personal gain or other benefit of particular people’.

If your organisation would like to request the Not for Profit fee, evidence of registration with the ACNC must be forwarded to Council.

Please note, the Not for Profit rate, can only be applied to bookings that occur weekdays prior to 5pm.

For a more detailed explanation of Conditions, please ensure you read through the Terms and Conditions below.

Casual Hire forms

Each year Hornsby Shire Council publishes Fees and Charges for public comment, after the consultation process is complete, the Fees and Charges are then adopted for the new financial year. Find out more about all of Council’s Fees and Charges.

Community Venue Fees & Charges

Each Community Venue has a different fee and rate and these can be viewed against each venue listed or you can view the entire list.

View entire list of Community Venue Fees and Charges.

Please note, unless otherwise stated, Casual Hire Rates only apply for all weekend bookings.

Booking Fee & Security Deposit

When you make a booking online, there is a $12 booking fee (non-refundable). The booking fee does not apply to bookings confirmed in a Regular Hire Agreement, however any bookings made online outside this agreement are subject to the booking fee and are charged at the casual hire rate.

A security deposit hold is applicable when booking a venue, this is either raised as a bond invoice for Regular Hire, or as a pre-authorisation security deposit for Casual Hire.

A pre-authorisation security deposit places a hold against the funds and is released in 4-6 working days from processing. The time until these funds are available for use again depend on your individual financial institution.

The amount of security deposit depends on the type of booking but generally ranges from $250 for a standard day time booking, to $800 for a High Risk booking.

Cancellations

If you need to cancel your booking at a Hornsby Shire Council venue, whether Regular Hire or Casual Hire, written notice must be received by Council. Notifications will be accepted via post or email vmt@hornsby.nsw.gov.au. Regular hirers must use the Regular Hirer Alteration form.

Cancellation terms are as follows:

  • 30 days’ notice or more – 100% refund of hire fees (does not include booking fee)
  • Less than 30 days’ notice – No refund and no exceptions
  • Galston Community Centre has additional cancellation fees – see fees and charges

For all hire in Hornsby Shire Council Community Venues, Terms and Conditions exist to ensure the public and the venues are kept safe and secure.

It is essential to read the Terms and Conditions of Hire Community Venues and understand them before making a booking at a community venue.

The Terms and Conditions of Hire Community Venues cover important issues such as:

  • Hirer responsibilities
  • Alcohol consumption in public halls
  • Public Liability Insurance requirements
  • Cancellation terms

Do you require Public Liability Insurance to hire a Council Community Venue?

The hirer must arrange public liability insurance for not less than $20,000,000 for the duration of the hiring activity. Private insurance arrangements are to be organised if the hirer or third party:

  1. Is a sporting body, registered club, association, corporation or incorporated body;
  2. Is undertaking a commercial or profit-making activity.

Individuals or community groups who are not undertaking the activities mentioned above, will be covered up to $20,000,000 by Council’s Casual Hirers Public Liability Policy.

Hirers should note that a two thousand dollar ($2,000.00) excess is applicable to Council’s Casual Hirers Public Liability Policy. Where any claim for property damage or personal injury is made against this Policy, this excess of $2,000.00 is payable by the hirer.

Hirer’s employing professionals, i.e. jumping castles, fairies, catering, disc jockeys and the like, should make enquiries to establish they also have adequate public liability cover in effect.

Public liability insurance must be in the same name as recorded on the booking. Should a hirer’s public liability insurance policy expire during the term of hire, it is the hirer’s responsibility to ensure continuity of cover for the entire hire period. A lapse of insurance constitutes a breach of the Terms and Conditions of Hire Community Venues. Council may at any time request evidence of such public liability cover.

Third Parties

A Third party is an individual or organisation engaged to perform a service at during the hire period. Common third parties include, but not limited to, paid professionals such as caterers, face painters, entertainers, and guest speakers, DJs, security guards and jumping castles. The hirer is responsible for the third party they have engaged and ensure they abide by the Terms and Conditions of Hire Community Venues whist in attendance at the booking.

Hirer’s employing professionals, i.e. jumping castles, fairies, catering, disc jockeys and the like, should ensure that attending third parties have public liability insurance in place for their own activities.

Casual Hire forms