Venue Hire

venue hire policy

1. Introduction

The Upper Hunter Conservatorium of Music (UHCM) is situated on the First Floor of Campbell’s Corner in the centre of Muswellbrook. UHCM has a range of rooms available for hire.

The landlord, Muswellbrook Shire Council, desires that the Conservatorium facility at Campbell’s Corner is available to:

a.     Council

b.     Community organisations who are granted special access

c.     Any external organisation, business or not-for-profit entity.

2.Rooms for Hire

Atherstone Room
Colvin room
Function Room 2

3.Application for Hire

All enquiries for bookings are to be made through the UHCM Administration Manager and submitted in writing on the Room Hire Enquiry Form.

The Room Hire Procedure will outline the Terms and Conditions of Hire for the customer and associated details as described in this policy. After an initial telephone or email enquiry, a Room Hire Enquiry Form will be sent to the customer with a written quotation.

Bookings outside of the usual office hours will require a meeting with the Director or Administration Manager.

Upon acceptance of the quotation and receipt of the Room Hire Enquiry form is by UHCM the hirer will receive the Hire Agreement and invoice for 50% deposit. The balance of the fee must be received 3 days prior to the event taking place.

Long term and regular hiring may be negotiated between the hirer and the UHCM Director.

4. Cancellation

The deposit will be refunded only if a cancellation is received in writing 14 days prior to the booking date less the Cancellation Fee.

5. UHCM Staff Requirements

UHCM has a duty of care to all visitors, hirers, students and the UHCM community. As an educational facility in full operation during school terms, priority will always be given to UHCM students. Hirers must appreciate that common areas of the building are thoroughfares and access to other parts of the building will be required at all times.

Bookings outside of usual office hours (Mon-Fri 9am – 5pm) must be a minimum of 2 hours. Either a  UHCM Staff Member or UHCM Site Attendant must be on site at all times.  

Events in the Atherstone Room with lighting and audio requirements may require a Technician. The technician must be employed for the duration of the event plus an additional 2 hours set-up time.

6.Insurance

The hirer must hold public liability insurance of no less than $20,000,000.  All hirers must provide a certificate of currency as proof of cover before an event is allowed to proceed. A copy of this document must be returned to UHCM together with a signed copy of the Hire Agreement.

The Muswellbrook Shire Council may be able to provide insurance cover for some groups. Hirers should contact the Council directly for more information.

7.Risk Management

All hirers agree to abide by automated, recorded safety announcements. Emergency evacuation procedures must be in place for large events at the request of UHCM. Small events must follow UHCMs Emergency Procedures.

At the request of UHCM, a Risk Management Plan may be required for some events.

8.Work Health and Safety

The Terms and Conditions of Hire will require all hirers to agree to UHCMs Work Health and Safety Policy. It is a requirement that all hirers of the facility have read and understood the WHS Policy.

9. Decorations

No items are to be attached to walls, floors or staging.

Decorations are prohibited except for the following:

·       Flowers etc in vases

·       Table decorations which comply with fire regulations

·       Self-standing decorations

·       Stage props

·       Pull-up banners

·       Stand-alone signs

10. Smoking

Campbell’s Corner is a smoke-free building by order of Council and the NSW Department of Education. Smoking is not permitted anywhere in the building.

11. Consumption of Liquor

Consumption of liquor will only be permitted outside of teaching times.

The Upper Hunter Conservatorium of Music Liquor Licence may be utilised by hirers of the premises under the following conditions only:

a)     Consistent with the licensing conditions, the licensee must be present to supervise sales of alcohol. In the case of the Upper Hunter Conservatorium of Music Liquor License, the licensee is Andrew French-Northam, the Director.

b)     Hirers of the premises wishing to sell alcohol under the Upper Hunter Conservatorium of Music Liquor Licence will be required to pay $60 per hour for the Director’s attendance and supervision. Other suitably qualified staff can be engaged at a cost of $30 per hour, should this be required by the hirer.

c)      As the holder of the Liquor Licence, Upper Hunter Conservatorium of Music will receive 15% of takings from sales of alcohol.

12. Cleaning

The hirer is responsible for ensuring that rooms are left in an orderly manner. A cleaning fee will be charged for catered events, and for other events at the discretion of the Director.

Additional cleaning charges will be charged to the hirer if UHCM deems it necessary.

13. Additional Equipment

 Hire of the Atherstone Room includes the use of UHCM chairs and set-up of the chairs; data projection equipment; and sound system.

14.Fees and Charges

a.     Room Hire

Room Hire will be charged at three rates:

·       Standard Rate

·        Not-for-profit Rate

·        Council Approved Community Organisation.

These rates are to be set annually at the first committee meeting following the Annual General Meeting and published for the following calendar year.

15.Access to the venue

For bookings outside of office hours, a designated UHCM site attendant or staff member must be on site. A charge will be incurred for the out-of-hours attendance. Hirers will NOT be provided with keys to the venue.