Halls and Meeting Rooms

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

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

Both seasonal and casual hire bookings are non-transferable and Council does not accept tentative bookings or alterations. The Seasonal Hire fee and Not For Profit fee apply to yearly, Seasonal Hire Agreements only. Fees for Seasonal Hire vary between venues and are calculated and invoiced in advance on a monthly basis.

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

Not for Profit - Seasonal 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 seasonal 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 Seasonal Hirer with Hornsby Shire Council, please review features and suitability within our network of community venues and contact the Venue Management Team through email via vmt@hornsby.nsw.gov.au or phone 9847 6050.

Seasonal Hire Forms

• Terms & Conditions of Hire Community Venues (PDF 60KB)

Regular Hirers are those groups or individuals hiring the same Council venue no more than nine times per calendar year. Bookings for regular hire must be processed through Council’s website via the online booking system. Hire charges for regular bookings are payable online at the time of booking.

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

Children’s parties – ages 0-15

Hornsby Shire Council has various venues suitable for children’s birthday parties. Some venues have playgrounds and offer plenty of outdoor space in order for them to spread out and enjoy the party fun.

To allow for setting up and packing down, Children’s parties have a minimum 4 hour hire period charged at the Regular Hire rate applicable.

High Risk events – ages 16-21

Council has several designated facilities suitable for high risk events. High risk functions are considered to be, but not limited to 16-21 year old birthday parties, youth events, large crowd events and live music events. The hirer must be at least 21 years of age to hire a Council venue for a high risk function and will be required to provide 100 points of identification prior to confirmation of the booking.

Council and NSW Police have implemented a joint procedure for managing high risk events 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 of Hire Community Venues relating to high risk bookings.

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

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

Regular Hire forms

• Terms and Conditions of Hire Community Venues - 60kb

Each year Hornsby Shire Council publishes Fees and Charges for public comment. Once the consultation process is complete, the Fees and Charges are then adopted for the new financial year.

Community Venue Fees and Charges

Each Community Venue has a different hire fees. The applicable hire fees can be viewed against each venue listed or you can view the entire list here, Fees and Charges.

Booking Fee and Security Deposit

For regular hire, there is a $16.00 booking fee (non-refundable and non-transferable) and is payable online at the time of booking. For Seasonal hire agreements, there is a $52.00 processing fee. All high risk functions require a $500 refundable bond.

Cancellations

Cancellations for seasonal and regular hire will only be accepted in writing (via email). Please send notification to vmt@hornsby.nsw.gov.au. Council’s cancellation policy is as follows:

• More than 14 days’ notice: 100% refund
• Less than 14 days’ notice: full hire fees payable

Both seasonal and regular hire bookings are non-transferable, and Council does not accept tentative bookings or alterations. Once the hire agreement has been confirmed (both seasonal and regular), any additional bookings will need to be booked online, where the Regular Hire fee will apply.

For all hire across Hornsby Shire Council’s network of Community Venues, Terms and Conditions exist to ensure the public and the venues are kept safe and secure.

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

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

Prior to booking a venue, it is essential to read the Terms and Conditions of Hire Community Venues and understand. If you have any questions regarding the Terms and Conditions of Hire, please contact the Venue Management Team on vmt@hornsby.nsw.gov.au or 9847 6050.

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 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.

Casual Hire forms

• Terms and Conditions - 60kb