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Regular hire

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 four hour hire period charged at the Regular Hire rate applicable.

High Risk events

Special conditions may be imposed for some types of events including, but not limited to additional security requirements, traffic control plans, high risk conditions, safe work method statements and/or event safety plans.

  1. A security deposit is required for high-risk events. If at the conclusion of the hire, if there are no breaches to the Terms and Conditions of hire, the security deposit will be refunded in line with the hirer’s financial institution. Security deposit amounts are published in Council’s Fees and Charges.
  2. 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.
  3. 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.
  4. High risk functions are subject to special conditions and therefore, require at least four (4) weeks’ notice to be considered for approval.
  5. Licensed security guards holding a certificate of currency for public liability for no less than twenty million dollars ($20,000,000.00) must be employed at high-risk functions for the duration of the function/event. Evidence of security guard employment and insurance is to be provided to Council not less than 30 days prior to the booking. A minimum of one licensed security guard for up to 50 guests and thereafter, a ratio of one licensed security guard for every additional 50 guests.
  6. The event must not be openly advertised without prior written consent from Council. This includes advertising via the internet including social media and forums. To minimise opportunities for uninvited guests, only one (1) door of the venue should be used for exit and entry with supervision from hired security guards and responsible adults to be provided at all times.
  7. A NSW Police Force Notification to Take and Consume Alcohol in Public Halls must be obtained from the Local Area Command (Police station) to allow the entry and or consumption of alcohol at any Council owned venue. Council is to be provided with a copy of the authorised form not less than 14 days prior to the booking.

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 Regular Hirers Public Liability Policy.

Hirers should note that a two thousand dollar ($2,000.00) excess is applicable to Council’s Regular 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. fairies, catering, disc jockeys and the like, should make enquiries to establish they also have adequate public liability cover in effect.

Special conditions may be imposed for some types of events including, but not limited to additional security requirements, traffic control plans, high risk conditions, safe work method statements and/or event safety plan.