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 prime arts, functions and events centre.

The ideal venue for a range of community and corporate events, the Hawthorn Arts Centre has diverse spaces available for hire. From large presentations and performances in the Main Hall seating 411 through to small meetings and workshops for five people. The combination of rooms also provides the ideal conference centre enabling plenary sessions and multiple breakout rooms.

The facility has flexible, functional spaces with a team of professional on-site event support staff and full catering services available.

In addition, the Hawthorn Arts Centre is home to the Town Hall Gallery, a professionally curated public gallery, the Basement Performance Space, artist studios, gallery retail space and a cosmopolitan café which all combine to offer a unique visitor and hirer experience.

The Hiring Information Guide provides key information for all potential hirers of the Hawthorn Arts Centre.

Specific sections of this guide provide information relating to hire of the venue for performances.

Once an initial enquiry progresses, the potential hirer will be provided with the Terms and Conditions of Hire.

If you require further information before progressing your enquiry please do not hesitate to contact the Centre.

Address 360 Burwood Road, Hawthorn (Melway 45 D10)

Phone (03) 9278 4770

Website www.hawthornartscentre.com.au

Email hawthornartscentre@boroondara.vic.gov.au

Presentations and performances

Functions Conferences and

meetings Graduation ceremonies Large scale displays and

trade exhibitions

320 (no dance floor) 280 (including dance floor)

256 (tables of 8 cabaret style)

411 total 315 (ground floor) 96 (balcony)

600 Standard lighting rig AV facilities including

data projector with screen and PA system

Functions Conferences and

meetings Community meetings and

programs Chamber performances Exhibitions

120 96 (tables of 8 cabaret style)

200 300 AV facilities including data projector with screen and PA system

The Hawthorn Arts Centre offers a range of room sizes with standard equipment to suit every function type.

An overview of each room and the standard facilities included in the hire fee is below (refer to Technical Specifications available on the website for full details).

Additional technical equipment can be arranged for all rooms. Please contact the Centre to discuss your requirements.

60 30 (U-shape)

30 (Classroom)

60 50 LCD Screen with input receiver for audio and video

80 50 (U-shape)

50 (Classroom)

100 120 LCD Screen with input receiver for audio and video

Lectern with microphone

60 30 (U-shape)

30 (Classroom)

60 50 LCD Screen with input receiver for audio and video

Lectern with microphone

14 LCD Screen with input receiver for audio and video

14 LCD Screen with input receiver for audio and video

Studio space with wet areas and washing facilities.

50 120

In addition to the meeting and other function rooms, the Hawthorn Arts Centre also has large foyer spaces, both upstairs and downstairs, for displays, conference registration and pre-event catering. On the first level there is also an outdoor courtyard area. These spaces are common spaces and are only available for hire upon a specific request. Ability to hire such spaces is subject to availability, event requirements and the needs of other hirers within the facility at that time.

The Basement Performance Space has facilities for lighting and sound systems on application.

Functions Meetings Training

sessions Breakout space

40 40

Rehearsals Workshops Meetings

40 30

Workshops Performances Rehearsals

40 70

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 provided by Council’s in-house caterer. All bookings, meetings and events requiring catering will be serviced by EPICURE with the exception of the Community Arts Space, Edward C. Rigby Room, Basement Foyer/Meeting Space and Basement Performance Space.

Self catering is permitted in the Community Arts Space, Edward C. Rigby Room and Basement Spaces. On level 1 a community kitchen services functions and the Basement spaces have a small kitchenette. Please discuss your requirements at the time of making your booking. Catering can also be arranged in these spaces upon request.

Under no circumstances is liquor to be brought into the venue, except for consumption in the Community Arts Space, Edward C. Rigby Room, Basement Foyer and Basement Performance Space. Liquor cannot be sold in these spaces without the appropriate temporary licence being acquired by the hirer.

The Events Bar is available for performances in the Main Hall and Chandelier Room (as required) and will serve a selection of alcoholic and non-alcoholic beverages and snacks. The availability of the Events Bar will depend on the event. Please indicate your preference for the Events Bar to be open when making your booking.

The Hawthorn Arts Centre offers a full Box Office service that provides your patrons with the option of purchasing tickets online, over the phone or in person. Events sold through this service have access to exclusive marketing services as detailed below. As part of the service the Box Office will be open one hour prior to ticketed events for ticket sales, as well as being open during business hours.

A service fee for the ticketing service can be found in the Fees and Charges section on page 12. A subsidised service fee is available to eligible groups (see Hiring Rates on page 9 for criteria).

All performance style events requiring ticketing must be sold through this service. Ticketing through this service may not required for workshop style events and will be confirmed at time of initial enquiry.

Full information on this service is supplied in the Ticket Planning Form available once an initial enquiry is made.

The Hawthorn Arts Centre provides a range of complimentary marketing and promotional services for hirers presenting medium to large events at the venue. This can be arranged upon confirmation of your event.

This service includes: A slide on the Centre’s internal and external digital screen system Display areas for flyers Website listing (for ticketed events only)

Please note that the Centre withholds the right to refuse the display/inclusion of any material for any reason.

The Hawthorn Arts Centre will provide a merchandise table for hirers’ merchandise pertaining to the event or performance. A commission fee plus GST is charged on all sales as detailed in Council’s Fees and Charges schedule. Provision of a merchandise seller and float are the responsibility of the hirer. Staff can be provided at the appropriate rate as detailed on page 12.

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.

Additional staffing surplus to these requirements will be determined by the Centre depending on the event requirements.

The minimum staffing allocation for events at the venue are:

1 Supervising Technician 1 Front of House/Duty Manager 2 Event Staff (if only ground level occupation); or

3 Event Staff (ground and level 1 occupation)

Associated costs will be quoted to the hirer as required.

1 Technician or Front of House/Duty Manager

Additional staff are available to assist as required by the hirer. Appropriate fees and charges will be quoted to the hirer as required.

An exception to the above staffing requirements may be considered at the time of booking if the entire booking falls within business hours. Staffing allocations will be quoted at time of booking enquiry.

The City of Boroondara is proud of the redeveloped Hawthorn Arts Centre and promotes community utilisation. As such, Council has made provision for subsidised rates for room hire and staffing costs. A discounted community menu is also available to eligible community groups for catering within the venue.

To qualify for subsidised rates, the following criteria must be met:

Not for profit community groups that possess articles of incorporation as a non profit organisation.

Community groups must be located within the City of Boroondara. (registered organisation address must be in Boroondara).

Community groups with 75% or greater membership of City of Boroondara residents.

All private and corporate hirers will be charged the standard rate for all spaces at the Centre.

Standard hires are all based on a three hour minimum. Usage after the initial minimum hours will be charged at the applicable hourly rate.

The hire fee is payable in addition to any catering required and all bookings will be charged associated staffing costs.

The room hire rates include standard cleaning. Any additional cleaning required will be charged accordingly. It is the responsibility of all hirers to remove sets, props and equipment brought into the venue at the conclusion of the event.

Please note: hirers exceeding the minimum three hour rate will be charged the full extra hour, not part thereof.

The full list of rates can be found in the Fees and Charges schedule on page 12.

To ensure accessibility, flexibility, maximum utilisation and the offering of a broad range of community events, no permanent or long term bookings are available for the Main Hall or Chandelier Room. Ongoing bookings are welcomed and can be facilitated in the Community Arts Space, Basement Performance Space and Edward C. Rigby Room.

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 upon receipt of an invoice.

All bookings under $500 must be paid in full within fourteen days of submitting the signed Hire Agreement.

An Occupational Health and Safety (OH&S) Induction Information Sheet forms part of the Terms and Conditions of Hire provided at the time of booking confirmation. It is a requirement that all hirers/users of the facility have read and understood the OH&S requirements outlined in the document.

The hirer must hold public liability insurance of no less than $20 million with an insurer approved by the City of Boroondara, approval of which shall not be unreasonably withheld.

All hirers must provide a certificate of currency (public liability) statement as proof of cover before an event is able to proceed. A copy of this document must be returned to the Centre together with a signed copy of the Hire Agreement.

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.

All commercial hirers must hold their own public liability insurance.

All initial enquiries for bookings are to be made through the Arts Centre Reception on (03) 9278 4770 and submitted on the Initial Hire Enquiry form found on the website. (hawthornartscentre.com.au/spaces-for-hire/hiring-information)

Events requiring catering will be directed to the hospitality provider for assistance.

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.

Please Note: 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 and have paid the deposit as per the Booking and Payment Terms on page 10.

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 the event.

All public areas of the Hawthorn Arts Centre are fully wheelchair accessible and hearing augmentation is installed in the following rooms:

Main Hall Chandelier Room First 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 presenting ticketed events are required to adopt the scheme for their events.

The Hawthorn Arts Centre is well serviced for public transport with the Glenferrie Train Station (Lilydale/Belgrave line) a five minute walk and tram stop number 73 is close by for the Number 16 tram.

Parking is available at the rear of the venue accessible from Kent St or Oxley Road. Fees apply to a limited section of parking facilities, and are payable during business hours.

Free parking is not available for hirers or guests during business hours.

Parking may also be available from Serpells Lane and Swinburne Avenue carparks.

Melbourne University—Kew via St Kilda Beach (Route 16)

Arrive at the corner of Glenferrie and Burwood Roads and walk one minute along Burwood Road.

Docklands—Wattle Park (Route 70)

Arrive at the corner of Riversdale and Glenferrie Roads and walk north on Glenferrie Road for five minutes until you get to Burwood Road. From here, turn right and walk one minute east along Burwood Road.

City—Vermont South (Route 75)

Arrive at the corner of Riversdale and Glenferrie Roads and walk north on Glenferrie Road for five minutes until you reach Burwood Road, turn right and walk one minute east along Burwood Road.

Alamein/Belgrave/Lilydale Lines

Arrive at Glenferrie Station, walk two minutes south along Glenferrie Road then turn left into Burwood Road.

For more public transport information, including timetables, fares, route information and the Journey Planner, visit ptv.vic.gov.au or call Public Transport Victoria (PTV) on 1800 800 007.

We look forward to assisting you to deliver a successful event.

Standard Rate Subsidised Rate

Mon-Thurs

Hourly Rate

(Min. 3 Hours)

Fri-Sun

Hourly Rate

(Min. 3

Hours)

Mon-Thurs

Hourly Rate

(Min. 3 Hours)

Fri-Sun

Hourly Rate

(Min. 3

Hours)

Main Hall including stage and dressing rooms

205.00 350.00 102.50 175.00

Chandelier Room 146.00 265.00 73.00 132.50

Mayor’s Room 59.00 73.00 29.50 37.00

Dora Wilson Room 23.50 28.00 5.90 7.00

The Chamber 59.00 73.00 14.75 18.25

John Beswicke Room 23.50 28.00 5.90 7.00

The Zelman Room 59.00 73.00 29.50 37.00

Edward C. Rigby Room 23.50 28.00 5.90 7.00

Community Arts Space 23.50 28.00 5.90* 7.00*

Basement Foyer/Meeting Space 8.70 8.70 2.20* 2.20*

Basement Performance/Rehearsal Space

49.00 63.00 12.25* 15.75*

Basement Performance/Rehearsal Space

274.40** 352.82** 68.60** 88.20**

* indicates that minimum booking time is 2 hours

** indicates rate for full day booking

Please note: hirers exceeding the minimum hour rate will be charged the full extra hour, not

part thereof.

Standard Rate

Hourly Rate

(Min. 4 Hours)

Subsidised Rate

Hourly Rate

(Min. 4 Hours)

Supervising Technician 49.20 24.60

Front of House/Duty Manager 49.20 24.60

Event Staff 43.90 21.95

Technician 49.90 21.95

Standard Rate Service Fee (Per ticket) 2.50

Subsidised Rate Service Fee (Per ticket) 1.50

Hirer refund fee (per transaction) 1.00

Complimentary tickets issued do not currently incur a

service fee.

Please see Terms and Conditions of Hire for full details.