Venue hire frequently asked questions

General booking details

What activities are suitable for our venues?

We have a variety of space options available and can generally suit the following activities: 

  • weddings, receptions, anniversaries and engagements
  • large functions
  • performances
  • community events
  • sporting events
  • corporate training
  • conferences / expo events
  • community meetings
  • health and fitness programs
  • birthday parties
  • christenings, baptisms and naming parties
  • luncheons / dinners / breakfast events
  • business meetings
  • family gatherings and reunions
  • wakes and funeral suppers
  • craft activities
  • fundraising nights / quiz nights.

This is not a complete list. Feel free to ask us if you are unsure if your activity will be suitable. 

When are the venues available for hire?

Operating times differ from venue to venue:

  • Most venues 8.30am to 11pm
  • Thebarton Community Centre 6am to 4am.

How can I make a booking?

Do I have to book in advance?

Yes. Our venues are very well patronised and a lead time of at least 2 weeks is required. We strongly recommend booking further in advance of two weeks – especially for weekends.

Can I make a tentative booking or place a hold on a space?

Dates cannot be held and no tentative bookings are taken.

Do I need public liability insurance?

All regular hirers of the centre will require public liability insurance to the minimum value of $20 million.

Can I decorate the space?

Yes. Please do not use pins or tape. You must make sure that all decorations are completely removed at the end of your function, including any residues.

Who is responsible to set up furniture?

The setting up and packing down of equipment is the responsibility of the hirer and must be completed within your allocated time frames.

Venue fees / payments / high risk activities

How much will hiring cost?

There are a range of different prices for our venues. Please refer to the venue Schedule B document for fees and charges. 

How much do I need to pay upfront?

There is no upfront payment required when submitting a booking application. You are required to pay 50 per cent of the total hire fee once your booking is approved and you receive your invoice.

How can I pay for my booking?

In most cases you will receive a venue invoice via post-mail. Instructions are on the invoice for how to complete a payment.

When is the remaining 50 per cent of my fees due?

You should settle your total account 14 days out from the event date.

Do I have to pay a bond?

Only for activities classified to be 'high risk'. To assess your activity risk before placing a booking request, speak with Community Centres staff directly - phone 8416 6333 or email csu@wtcc.sa.gov.au.

How will I know if my activity is classified as high risk?

Each booking request is assessed individually for risk. If your booking request is accepted, a confirmation email from staff will confirm if your activity is classified as high risk. To assess your activity risk before placing a booking request, speak with Community Centres staff directly - phone 8416 6333 or email csu@wtcc.sa.gov.au.

What activity types are classified as high risk?

Each booking request is assessed individually for risk. As a guide, activities such as those listed below are generally classified as high risk:

  • Birthday parties that include 15th - 22nd age range
  • Large activities / events with over 150 guests
  • Pre-wedding activities such as 'hens' or bucks' events
  • Activities that are open to public attendance
  • Activities with a higher attendance ratio of minors to adults

To assess your activity risk before placing a booking request, speak with Community Centres staff directly - phone 8416 6333 or email csu@wtcc.sa.gov.au.

What else is required if my activity is classified as high risk?

Activities classified as high risk are required to:

  • Complete and return the relevant Schedule D form
  • Pay a refundable bond of $1000
  • Engage a professional security service to provide crowd control for the duration of the activity and supply the required documentation.

What documentation does Council require from the professional security service?

  • A copy of your booking confirmation for security service, including receipt of payment for the date, time and location of your activity
  • A copy of the security service public liability insurance documentation to a minimum of $20m
  • A copy of the security service current licencing documents to provide crowd control or the relevant security provisions

The above documentation will be required to be submitted to Council for review at least 14 days prior to your activity date.

Can I use any security guard or service?

You will need to engage a professional security service. Look for a reputable business or service provider who can supply the following documentation:

  • A copy of your booking confirmation for security service, including receipt of payment for the date, time and location of your activity
  • A copy of the security service public liability insurance documentation to a minimum of $20m
  • A copy of the security service current licencing documents to provide crowd control or the relevant security provisions

The above documentation will be required to be submitted to Council for review at least 14 days prior to your activity date.

How much will a professional security service cost?

Professional security services are independent providers and prices will vary.

A guest attending my activity is a licensed security guard, is that enough?

No. You will need to engage a professional security service, not an individual with a security license.

How many security guards will I need to have during my activity?

The security service you select will base the number of guards deployed around their risk profile of your activity. The service provider may ask you questions about your activity to build your risk profile - attendance numbers, type of activity, time of your event or if alcohol will be consumed.

Can you provide a general guide to costs for security guards?

As professional security services are independent providers, prices vary for each company. Look for a reputable business or service provider and contact them directly for a quote.

Booking adjustments and cancellations

If I cancel my booking is there a fee?

Requests to cancel a booking once staff have sent your confirmation will incur a $75 administration fee.

Please do not submit a booking application if you are uncertain about any of the terms and conditions or suitability of the venue. Once received, your booking application is processed. If approved by our staff, your booking will be confirmed.

See our Handy Booking Guide for tips to help ensure you get a space that suits you.

How can I cancel my booking?

If I cancel and I have already paid the hire fees, will I be refunded?

Yes. Any monies paid above $75 will be refunded.

One off and irregular bookings: all categories will be charged a $75 administration fee for cancellations.

Regular hirers (at least 1 booking per month): will not incur an administration fee providing written notice of cancellation has been given at least 30 days prior to csu@wtcc.sa.gov.au.

 

Can I swap my date or change venue rather than cancel?

Yes. Feel free to browse our availability calendars online to select an alternative date or venue and make a request via the Request to change or cancel an existing booking form.

Tips:

  • Hold off on submitting a booking application if you are uncertain about any of the terms and conditions or suitability of the venue. Once received, booking applications are processed and if approved by our staff your booking is then confirmed.
  • If you have multiple bookings with us, hold onto your access card until your bookings are complete.

Viewing a venue

Can I view the venue before I apply for a booking?

Yes. Each space has an Open House viewing session weekly, or you can request an alternative appointment time. As the venues are used every day please do not enter the space without an appointment outside of the Open House viewing sessions. Please contact staff for a list of Open House viewing times or to make an appointment on 8416 6333 or csu@wtcc.sa.gov.au.

Can I see photos or a floor plan of the venue?

Yes. Each venue has a floor plan and gallery.  Search for your venue on our website to check out the venue photo galleries for set up and decorating ideas.

Venue keys and access

How and where can I collect the keys?

Before your booking date, we will need to provide you with some keys and an induction to the facility.  You can request an appointment for an induction from 14 days prior to your booking date and once full payment is complete.

You can request an induction appointment with staff here or phone 8416 6333.

What will happen at the induction appointment?

  • A Community Centre staff member will meet you on-site at the facility you have booked.
  • You will receive a set of keys and emergency contact details for the facility with instructions for when and where to return your keys.
  • Staff will provide a full run down of the facility - where everything is and how to use it.
  • You will have an opportunity to test any audio-visual equipment - so bring along any equipment to the appointment.
  • Staff will be available to answer any facility questions you might have after the induction.
  • Induction appointments are generally scheduled 1 to 3 days prior to your booking date and take approximately 30 minutes.
  • The person attending the induction appointment should be onsite for the entirety of your booking time.

Tip: You can only access the building for the date and times you have indicated and booked via your application form. Keep this in mind when selecting your hire times on your application.

 

Am I allowed to go in to the space early?

The main thing to remember is that you cannot enter the venues before or stay after your booked times. If you try and enter the venue you may trigger the security alarm and a security call out fee may be charged. Any additional time that you use the venue will also be payable by you.

If you require extensive time to set up the space for your event you will need to take that into consideration when booking.

Can I set up my items and come back later?

Yes. You will need to book and pay for time used even if it's just to put your items in the space. The space cannot be let to others so it is considered 'in-use' by you. The venue cannot guarantee the safety of any equipment left onsite.

Tip: For large events or those events with lots of drinks - consider collecting pre-chilled drinks from local suppliers on your way to the venue or consider hiring a portable cool room to have your drinks chilled for your start time.

Liquor consumption

Can I have alcohol at my event?

If you are planning to have alcohol onsite contact Consumer and Business Services to check any liquor license responsibilities here. Our venues do not hold a liquor license.

Can I sell alcohol at my event?

If you are planning to sell alcohol onsite contact Consumer and Business Services to check any liquor license responsibilities here. Our venues do not hold a liquor license.

Venue cleaning and responsibilities

Am I responsible for cleaning the hall?

Yes. In all the venues we have a mop, a bucket, and a broom but you will need to provide your own surface spray cleaner along with sponges/paper towels to clean any of those unavoidable spills on tabletops, chairs and floors.

The floor will need to be swept, spills mopped up and your garbage must be bagged and put in the outside bins.

Will the centre be cleaned prior to my use?

All the venues are fully cleaned, including toilets, each morning between 4am and 8am, 7 days a week.

What is expected of me in terms of cleaning the space after my event?

The centre should be cleaned to the same standard as it was prior to your event, including the kitchen.

*Please do not mop any timber floors. Spilt drinks can be wiped up with paper towels.

Can I use a cleaning service provider?

Yes, you are welcome to use any service of your choosing. Please ensure all cleaning is completed within your booked time frames.

Do you have a cleaning service I can use?

No, we cannot provide any cleaning services as part of your booking.

Can you recommend a cleaning service?

There are a number of local service providers who are able to assist with casual event cleaning.

Will the toilets be re-stocked prior to my use?

Yes. Toilets are re-stocked in the mornings and in-between large events.            

Tip: We recommend for large functions to bring some additional toilet rolls, just in case. Grab a bulk pack on your way and leave it in the car for emergency use.

Do I need to take my rubbish away?

No. We have outdoor bins for rubbish bags. If the bins are full, you will be required to stack bags neatly adjacent to the bin area.

*Glass should be placed next to the bins and not inside.

Will I be charged if I do not clean?

Yes, you will be charged cleaning costs and staff call out costs.

Tip: Staff working at venues after normal business hours are not able to discuss additional costs. Contact the centre during business hours to discuss any specific costs such as cleaning.

Do you have internal bins I can use in the venues?

Yes, there are a variety of bins throughout the venues and all bins are supplied with 2 bin liners.

Tip: We always recommend for large functions to bring some additional liners, just in case. Grab a bulk pack on your way and leave it in the car for emergency use.

What if I arrive at the centre and can see that something has already been damaged?

Before you start decorating or unpacking, take the time to inspect the space. If you see something broken or dirty speak to the staff onsite or phone 8416 6333 immediately.

Staff working after hours are not able to discuss additional costs outside of business hours. Contact 8416 6333 during business hours to talk about specific costs.

Catering

Can I provide my own catering?

Yes. You can satisfy your own taste, style and budget. You may arrange a caterer or cater the function yourself.

Do you have cutlery and crockery?

No, we refer to this as venue 'software' and is the responsibility of the hirer. We provide the venue 'hardware' - such as ovens/ cooktops/ dishwashers and fridges.

Venue amenities and facilities

I'm using a meeting room, can I access a kitchen?

Generally smaller meeting rooms have access to a kitchenette or kitchenette trolley - check the Schedule B information to see what is available with your selected space.

Do I bring my own tea and coffee supplies?

Yes. You will need to bring all items required.

Do the venues have air-conditioning and heating?

Yes. Each space has reverse cycle air-conditioning in all of our venues.

Does my space have audio visual equipment?

Each space has different audio visual options - check the Schedule B information to see what is available with your selected space. You will need to supply all cords for any equipment used.

Tip - if you are using audio visual equipment please make a time to come in and check your equipment is compatible prior to your event date. You can do this during your induction time too.

Do you have whiteboards?

Most of our venue spaces have access to whiteboards - check the Schedule B information to see what is available with your selected space. Markers and erasers need to be supplied by hirers.

Do the venues have display boards or pin boards?

No. You will need to supply these if you require them.

Can I bring in additional hire equipment?

Yes. You'll need to ensure all equipment is delivered and collected within your allocated booking times. There are no storage options available at the venues.

Is crockery and cutlery available in the kitchens?

No. You or your caterer will need to bring in anything you require.

Can I have a jumping castle inside the venue?

Yes, if you have booked a large space, such as a hall area. Most of our venues have a height limit of 3m for jumping castles. Ensure you use a reputable provider who can provide public liability insurance and electrical equipment that is tested and tagged as safe to use. Please check with staff about compatibility of electrical equipment before applying for a booking.