HAWTHORN ARTS CENTRE HIRING INFORMATION
Valid: May 2014 Review Date: July 2014
HAWTHORN ARTS CENTRE HIRING INFORMATION
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CONTENTS 3 3 3 4 6 6 6 6 6 7 7 7 8 8 9 9 9 9 9 10
Welcome Hiring Information Contact Details Rooms and Spaces Available for Hire Town Hall Gallery Catering Spaces Liquor Licence Ticketing Services Merchandising Marketing Services Booking and Payment Terms Staffing Requirements Community Hiring Private and Corporate Hiring Parking and Public Transport Occupational Health and Safety Access for All Insurance Booking Procedure Fees and Charges
WELCOME
The Hawthorn Arts Centre is the flagship of cultural and civic celebrations for the City of Boroondara. Following a major redevelopment, the grand Hawthorn Town Hall is now a premier arts, functions and events centre. From large presentations and performances in the Main Hall seating 500 through to small meetings and workshops for five people, the Hawthorn Arts Centre has the ideal space for a range of community and corporate events. The combination of rooms also provides the ideal conference centre enabling plenary sessions and multiple breakout rooms. The redeveloped facility has flexible functional spaces with a team of professional on-site event support staff and full catering services. In addition, the Hawthorn Arts Centre includes the Town Hall Gallery, a professionally curated gallery, the Basement Performance Space, artist studios, gallery retail space and a cosmopolitan cafĂŠ which all combine to offer a unique visitor and hirer experience.
HIRING INFORMATION The Hiring Information pack provides a broad range of information for all potential hirers of the Hawthorn Arts Centre. Some sections in this document will only be relevant to hirer’s presenting a performance in one of the performance spaces. Once an initial enquiry progresses, the potential hirer will be provided with the Terms and Conditions of Hire relating to their particular style of event. If you require further information before progressing your enquiry please do not hesitate contacting the Centre.
CONTACT DETAILS Hawthorn Arts Centre Address Phone Website Email
360 Burwood Road, Hawthorn (Melway 45 D10) (03) 9278 4770 www.hawthornartscentre.com.au hawthornartscentre@boroondara.vic.gov.au
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ROOMS AND SPACES AVAILABLE FOR HIRE The Hawthorn Arts Centre offers a range of room sizes with standard equipment to suit every function type. The following table provides an overview of each room and the standard facilities included in the hire fee (refer to Technical Specifications for full details). Large rooms suitable for performances and large functions or meetings Space Main Hall
Chandelier Room
Event Types
Capacity
Standard Facilities and equipment
Meeting style
Theatre style
Cocktail style
•• Presentations and performances •• Functions •• Conferences and meetings •• Graduation ceremonies •• Large scale displays and trade exhibitions
315
315 Ground Floor
850
•• Standard lighting rig •• AV facilities including data projector with motorised screen and in-house PA System
•• Functions •• Conferences and meetings •• Community meetings and programs •• Chamber performances •• Exhibitions
100
300
•• AV facilities including data projector with motorised screen and in-house PA System
96 Balcony 411 Total 200
Medium sized rooms suitable for functions and meetings Space
Event Types
Capacity
Standard Facilities and equipment
Meeting style
Theatre style
Cocktail style
Mayor’s Room
•• Meetings •• Functions •• Training sessions •• Breakout space
18
30
50
•• 65” LCD screen with input receiver for audio and video •• Lectern with microphone
Edward C. Rigby Room
•• Meetings •• Breakout space •• Training sessions
20
30
50
•• Nil
The Chamber
•• Meetings •• Functions •• Training sessions •• Breakout space
40
50
70
•• AV facilities including data projector with motorised screen and in-house PA System •• Lectern with microphone
The Zelman Room
•• Meetings •• Functions •• Training sessions •• Breakout space
60
80
100
•• AV facilities including data projector with motorised screen and in-house PA System
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More intimate spaces perfect for meetings Space
Event Types
Capacity
Standard Facilities and equipment
Meeting style
Theatre style
Cocktail style
Dora Wilson Room
•• Meetings •• Breakout space
14
n/a
n/a
•• 42” LCD screen with input receiver for audio and video
John Beswicke Room
•• Meetings •• Breakout space
14
n/a
n/a
•• 42” LCD screen with input receiver for audio and video
Workshop and intimate performance spaces Space
Event Types
Capacity
Meeting style
Theatre style
Cocktail style
Community Arts Space
•• Studio space with wet areas and washing facilities for classes and workshops
50
n/a
70
•• Workshop tables
Basement Foyer/Meeting Space
•• Foyer for performance space •• Meeting area
20
n/a
40
•• NIL
70
70
80
•• Standard lighting rig •• In house PA System
Basement Performance Space •• Performance / rehearsal space •• Workshops
Standard Facilities and equipment
In addition to the meeting and function rooms, the Hawthorn Arts Centre also has large foyer spaces for displays, conference registration and pre-event catering. On the first level there is also an outdoor courtyard area.
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TOWN HALL GALLERY
TICKETING SERVICES
The Town Hall Gallery is a professionally curated public gallery and is not available for general hire. The Gallery consists of three exhibition spaces as well as a Community Project Wall.
The Hawthorn Arts Centre offers a fully computerised ticketing and Box Office service. All events at the Centre requiring ticketing must be sold through the service including in person, over the phone and online sales.
Community Project Wall
The Box Office will be open prior to all ticketed events at no additional charge.
Adjacent to the Gallery is the Community Project Wall which is available to community groups and emerging artists through an application process. Exhibitions in this space will be two-dimensional and can only utilise the wall area. Exhibitions on the Community Project Wall will have a maximum duration of four weeks. Please refer to the Community Project Wall Application Form found on the website for more information.
The fees relating to the service can be found in Fees and Charges, page 11. Full information on this service is supplied in the Terms and Conditions of Hire.
MERCHANDISING
CATERING SERVICES
The Hawthorn Arts Centre will provide a merchandise table for hirer’s merchandise pertaining to the event or performance. A 10% commission fee plus GST is charged on all sales.
Function Services
Please read the Terms and Conditions of Hire for more information.
The Hawthorn Arts Centre is a fully serviced venue and our professional staff will be able to assist with all your event requirements. The venue’s catering services are managed exclusively by EPICURE. All bookings, meetings and events requiring the provision of food or beverages will be serviced by EPICURE under contract to the Hawthorn Arts Centre. The Hawthorn Arts Centre does not allow hirers to self-cater under any circumstances. Event Bar The Event Bar is generally open for performances in the Main Hall and will serve a selection of alcoholic and non-alcoholic beverages and snacks. The availability of the Event Bar will depend on the event. Please indicate your preference for the Event Bar when making a booking. Under no circumstances is liquor to be brought into the venue.
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MARKETING SERVICES
STAFFING REQUIREMENTS
The Hawthorn Arts Centre provides a range of complementary marketing and promotional services for hirers presenting medium to large events at the venue.
The Hawthorn Arts Centre has a duty of care to all visitors and hirers. A supervising staff member must be in attendance at all times. There are exceptions subject to conditions listed below.
This service includes:
The minimum staffing allocation for events at the venue are:
•• Information page on the Centre’s digital kiosk located in the ground floor foyer •• Display areas for posters and flyers •• Website listing (for performances only) •• Listing in the Centre’s monthly e-newsletter, The Arts Abstract (for performances and arts and cultural related activities only) Please note that the Centre withholds the right to refuse the display/ inclusion of any material for any reason.
BOOKING AND PAYMENT TERMS To ensure accessibility, flexibility, maximum utilisation and the offering of a broad range of programming, no permanent or long term bookings will be available for the Main Hall, Chandelier Room and function rooms. A deposit of $500 or 20% of estimated hire costs (whichever is the greater) is required within fourteen days of the signed hire agreement. All remaining monies must be paid within fourteen days of the hire. All bookings under $200 must be paid in full within fourteen days of submitting the signed hire agreement. All bookings (unless stated otherwise) are for a minimum of four hours. Usage after the initial minimum hours will charged at the applicable hourly rate. Please note: hirers exceeding the minimum four hour rate will be charged the full extra hour, not part thereof.
Presentation or Performance in the Main Hall •• 1 Technician •• 1 Front of House/Duty Manager •• 2 Event Staff (if the Balcony is in use an additional staff member is required) Additional technical staff for performances and presentations will be determined by the Centre depending on staging requirements. Meetings/Events in meeting and function rooms •• 1 Technician or Duty Manager Basement Performance Space •• Subject to an induction process and proof of technical capability, the Basement Performance Space and Basement foyer/meeting space may be hired without direct supervising staff but a venue Duty Manger will be in attendance at the venue during all times of operations without additional cost to the hirer. Community Arts Space •• Subject to an induction process the Community Arts Space may be hired without direct supervising staff but a venue Duty Manger will be in attendance at the venue during all times of operations without additional cost to the hirer.
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COMMUNITY HIRING We are often asked if community organisations can apply for funding to assist with costs relating to venue hire. Council has made provision for this through a subsidised rates charter which is incorporated into the Fees and Charges schedule (see page 10). The Hawthorn Arts Centre is foremost a community venue and as such, all bona-fide community groups will have access to subsidised room hire and staffing rates.
•• Community Arts Space: Monday to Sunday, 8am - 11pm All hirers are required to undertake an induction program for access and safety. The room hire rates include standard cleaning. Any additional cleaning required will be charged accordingly. It is the responsibility of all hirers to remove excess rubbish, sets, props and equipment bought into the venue at the conclusion of the event. The full list of subsidised rates for all rooms can be found in the Fees and Charges Schedule, page 10.
Subsidised Rates are available for: •• Bona-fide non profit community groups that possess articles of incorporation as a non profit organisation •• Educational institutions (excluding for-profit educational providers) •• Groups or individuals who can demonstrate that the usage is for direct community benefit and that no personal financial gain will result from the usage of the venue (excludes functions or events for private use) There are two subsided rates:
PRIVATE AND CORPORATE HIRING
•• Subsidised Rate 1 allows community groups to book any space at the Centre for a subsidised room hire rate and a subsidised staff rate. A minimum hire period of four hours applies. •• Subsidised Rate 2 provides specific spaces for community groups wishing to book a room for a minimum two hour period. These spaces are offered at a subsidised room hire rate and with no staff costs (all bookings are subject to availability). The rooms available under Subsidised Rate 2 are: •• Edward C. Rigby Room: Monday to Friday, 9am - 5.30pm This also includes access to the Community Access Kitchen for limited self catering such as prepared lunches, morning teas and afternoon teas for a maximum of 30 people. •• The Basement Foyer/Meeting Space: Monday to Sunday, 8am - 11pm All hirers are required to undertake an induction program for access and safety.
The base hire fee is payable in addition to any catering required and all bookings will be charged staff costs.
All private and corporate hirers will be charged the Standard Rate for all spaces at the Centre. Standard hires are all based on a four hour minimum. Usage after the initial minimum hours will charged at the applicable hourly rate. Please note: hirers exceeding the minimum four hour rate will be charged the full extra hour, not part thereof.
The room hire rates include standard cleaning. Any additional cleaning required will be charged accordingly. It is the responsibility of al hirers to remove sets, props and equipment bought into the venue at the conclusion of the event. The full list of room and staffing rates can be found in the Fees and Charges Schedule, page 10.
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PARKING AND PUBLIC TRANSPORT
INSURANCE
The Hawthorn Arts Centre is well serviced for public transport with the Glenferrie Train Station a five minute walk and tram stop number 73 is close by for the Number 16 tram.
The hirer must hold public liability insurance of no less than $10,000,000 with an insurer approved by the Centre, approval of which shall not be unreasonably withheld.
Parking is available at the rear of the venue, fees are payable during business hours. Free parking is not available for hirers or guests during business hours.
All hirers must provide a certificate of currency (public liability) statement as proof of cover before an event is allowed to proceed. A copy of this document must be returned to the Centre together with a signed copy of the Hire Agreement.
OCCUPATIONAL HEALTH AND SAFETY
If you (or your group) does not hold public liability insurance, you/they may qualify for coverage under the City of Boroondara’s ‘Community Liability Pack’ (public liability insurance) and this will be assessed upon receipt of your initial enquiry to hire.
An Occupational Health and Safety Induction Information Sheet forms part of the Terms and Conditions of Hire. It is a requirement that all hirers/users of the facility have read and understood the OH&S requirements outlined in the document.
ACCESS FOR ALL All public areas of the Hawthorn Arts Centre are fully wheelchair accessible and infrared hearing augmentation is installed in the following rooms: •• Main Hall •• Chandelier Room •• Ground Floor Foyer •• The Chamber •• The Zelman Room Other spaces at the Hawthorn Arts Centre are serviced by portable hearing augmentation systems. Further details are available on request. Guide and companion dogs are welcome throughout the venue. The Hawthorn Arts Centre supports the Companion Card Scheme. Hirers of the Centre producing ticketed events are required to adopt the scheme for their events. Further information can be found at www.companioncard.org.au .
All commercial hirers must hold public liability insurance.
BOOKING PROCEDURE All initial enquiries for bookings are to be made through the Hawthorn Arts Centre Reception on (03) 9278 4770 and submitted on the Initial Enquiry Hire Form found on the website. Events requiring catering will be directed to the hospitality provider from 1 October 2013. All other hire enquiries will be directed to the appropriate Centre staff member. On acceptance of the initial enquiry the Terms and Conditions of Hire pertaining to the event will be forwarded along with a quotation. Upon acceptance of the quote, the hirer will receive the Hire Agreement and invoice for deposit or full amount for the hire as applicable. Tentative bookings will only remain valid for a two week period and it is the responsibility of the hirer to confirm any bookings. To confirm the booking the hirer must return the signed Hire Agreement with payment. All bookings in the Main Hall, Chandelier Room and other spaces requiring additional technical support will require a pre-event meeting with Centre staff prior to final confirmation.
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FEES AND CHARGES Room Hire Charges (inclusive of 10% GST) Valid until 30th June 2015 Room Only Hire Charges (staffing and catering costs not included)
Standard Rate Mon - Thurs Min 4 Hours
Subsidised Rate 1
Fri - Sun
Mon - Thurs
Subsidised Rate 2
Fri - Sun
Mon - Fri
Sat - Sun
Hourly rate
Min 4 Hours
Hourly rate
Min 4 Hours
Hourly rate
Min 4 Hours
Hourly rate
Min 2 Hours
Hourly rate
Min 2 Hours
Hourly rate
Main Hall including stage and 800.00 dressing rooms
200.00
1370.00
342.50
400.00
100.00
680.00
170.00
-
-
-
-
Chandelier Room
570.00
142.50
1028.00
257.00
284.00
71.00
510.00
127.50
-
-
-
-
Mayor’s Room
228.00
57.00
284.00
71.00
114.00
28.50
142.00
35.50
-
-
-
-
Dora Wilson Room
91.00
22.75
109.00
27.25
45.00
11.25
53.00
12.50
-
-
-
-
The Chamber
228.00
57.00
284.00
71.00
114.00
28.50
142.00
35.50
-
-
-
-
John Beswicke Room
91.00
22.75
109.00
27.00
45.00
11.25
53.00
12.50
-
-
-
-
The Zelman Room
228.00
57.00
284.00
71.00
114.00
28.50
142.00
35.50
-
-
-
-
Edward C. Rigby Room
91.00
22.75
109.00
27.25
45.00
11.25
53.00
12.50
22.50
11.25
-
-
Community Arts Space
91.00
22.75
109.00
27.25
45.00
11.25
45.00
11.25
22.50
11.25
22.50
11.25
* Basement Foyer/Meeting Space
34.00
9.00
34.00
9.00
18.20
4.55
18.20
4.55
9.10
4.55
9.10
4.55
* Basement Performance/ Rehearsal Space
340.00
85.00
428.00
107.00
170.00
42.50
210.00
52.50
-
-
-
-
* Basement Meeting Room/ Dressing Room
34.00
9.00
34.00
9.00
18.20
4.55
18.20
4.55
9.10
4.55
9.10
4.55
* Basement rates do not incur peak time increase
Please note: hirers exceeding the minimum 4 hour rate will be charged the full extra hour, not part thereof. The venue is expected to be heavily booked and relies on your event finishing on time so staff can undertake changeover for the next booking.
The subsidised rate is only available to bona-fide community groups (see Community Hiring). All fees and charges are subject to annual review as per the City of Boroondara Fees and Charges Policy.
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Staff Charges (inclusive of 10% GST) Valid until 30th June 2015 Staff charge out costs Per hour - Minimum 3 hours Supervising Technician
per hour Standard $47.50
per hour Subsidised $23.70
Front of House/Duty Manager
$47.50
$23.70
Event Staff
$42.30
$21.15
Technician
$42.30
$21.15
The subsidised rate is only available to bona-fide community groups (see Community Hiring). All fees and charges are subject to annual review as per City of Boroondara Fees and Charges Policy. Box Office Fees (inclusive of 10% GST) Valid until 30th June 2015 Description
Fee 2014-15
Service fee
$2.50
Credit card surcharge MasterCard and VISA Diners Club AMEX
0.38% 1.47% 1.48%
Per ticket Per transaction
Complimentary tickets do not currently incur a service fee Please see Terms and Conditions of Hire for full details. Equipment Hire The venue has a comprehensive stock of audio visual equipment and most rooms come with a LCD TV and/or data projectors. Please refer to the Equipment Hire Schedule for a comprehensive list of all equipment.
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