Hawthorn Arts Centre - Hiring Information

HAWTHORN ARTS CENTRE HIRING INFORMATION 1

HAWTHORN ARTS CENTREHIRING INFORMATION

Valid: June - October 2013Review Date: October 2013

CONTENTS

3 Welcome 3 Hiring Information3 Contact Details4 Rooms and Spaces Available for Hire6 Town Hall Gallery6 Catering Spaces6 Liquor Licence6 Ticketing Services6 Merchandising7 Marketing Services7 Booking and Payment Terms7 Staffing Requirements 8 Community Hiring8 Private and Corporate Hiring9 Parking and Public Transport9 Occupational Health and Safety9 Access for All9 Insurance9 Booking Procedure

10 Fees and Charges


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 café which all combine to offer a unique visitor and hirer experience.

HIRING INFORMATIONThe 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 DETAILSHawthorn Arts Centre

Address 360 Burwood Road, Hawthorn (Melways 45 D10)Phone (03) 9278 4770Website www.hawthornartscentre.com.au Email [email protected]

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ROOMS AND SPACES AVAILABLE FOR HIREThe 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 Event Types Capacity Standard Facilities and equipment

Meeting style Theatre style Cocktail style

Main Hall • Presentations and performances • Functions • Conferences and meetings • Graduation ceremonies • Large scale displays and trade exhibitions

300 318 Ground Floor

97 Balcony

415 Total

850 • Standard lighting rig • AV facilities including data projector with motorised screen and in-house PA System

Chandelier Room • Functions • Conferences and meetings • Community meetings and programs

• Chamber performances • Exhibitions

100 200 300 • AV facilities including data projector with motorised screen and in-house PA System

Medium sized rooms suitable for functions and meetings



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


• Lectern with microphone

The Zelman Room • Meetings • Functions • Training sessions • Breakout space



More intimate spaces perfect for meetings



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



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

Basement Performance Space • Performance / rehearsal space • Workshops

70 70 80 • Standard lighting rig • In house PA System

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.


TOWN HALL GALLERYThe 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.

Community Project Wall

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.

CATERING SERVICESFunction Services

The Hawthorn Arts Centre is a fully serviced venue and our professional staff will be able to assist with all your event requirements. The appointment of the Centre’s in-house catering contractor is currently underway and the full menu pricing and services offered will be available in October 2013.

The catering contractor will have exclusive catering rights to the Hawthorn Arts Centre, however there is the opportunity for bona-fide community groups to self cater for meetings. Conditions apply - see Community Hiring, page 8.

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.

LIQUOR LICENCEThe Hawthorn Arts Centre has an On-Premises Liquor Licence pending. Until such time that the licence is approved no alcohol can be consumed on the premises. If the application is successful, only alcohol provided by the Centre is able to be consumed on the premises. Under no circumstances is liquor provided by a third party allowed to be brought into the venue.

TICKETING SERVICESThe 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.

The Box Office will be open prior to all ticketed events at no additional charge.

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.

MERCHANDISINGThe 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.

Please read the Terms and Conditions of Hire for more information.


MARKETING SERVICESThe Hawthorn Arts Centre provides a range of complementary marketing and promotional services for hirers presenting medium to large events at the venue.

This service includes:

• 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 TERMSTo 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.

STAFFING REQUIREMENTSThe 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.

The minimum staffing allocation for events at the venue are:

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.


COMMUNITY HIRINGWe 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.

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:

• 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.

• 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.

PRIVATE AND CORPORATE HIRINGAll 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 base hire fee is payable in addition to any catering required and all bookings will be charged staff costs.

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.


PARKING AND PUBLIC TRANSPORTThe 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.

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.

OCCUPATIONAL HEALTH AND SAFETYAn 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 ALLAll 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 .

INSURANCEThe 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.

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.

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 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.


FEES AND CHARGESRoom Hire Charges (inclusive of 10% GST)

Valid until 30th June 2014

Room Only Hire Charges

(staffing and catering costs not included) Standard Rate Subsidised Rate 1 Subsidised Rate 2

Mon - Thurs Fri - Sun Mon - Thurs Fri - Sun Mon - Fri Sat - Sun

Min 4 Hours

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 dressing rooms 770.00 192.50 1320.00 330.00 385.00 95.70 660.00 165.00 - - - -

Chandelier Room 550.00 137.50 990.00 247.50 275.00 68.20 495.00 123.20 - - - -

Mayor’s Room 220.00 55.00 275.00 68.20 110.00 27.50 137.50 34.10 - - - -

Dora Wilson Room 88.00 22.00 104.50 26.40 44.00 11.00 51.70 12.10 - - - -

The Chamber 220.00 55.00 275.00 68.20 110.00 27.50 137.50 34.10 - - - -

John Beswicke Room 88.00 22.00 104.50 26.40 44.00 11.00 51.70 12.10 - - - -

The Zelman Room 220.00 55.00 275.00 68.20 110.00 27.50 137.50 34.10 - - - -

Edward C. Rigby Room88.00 22.00 104.50 26.40 44.00 11.00 51.70 12.10 22.00 11.00 - -

Community Arts Space 88.00 22.00 104.50 26.40 44.00 11.00 44.00 11.00 22.00 11.00 22.00 11.00

* Basement Foyer/Meeting Space 33.00 8.80 33.00 8.80 17.60 4.40 17.60 4.40 8.80 4.40 8.80 4.40

* Basement Performance/ Rehearsal Space 330.00 82.50 412.50 103.40 165.00 40.70 205.70 50.60 - - - -

* Basement Meeting Room/Dressing Room 33.00 8.80 33.00 8.80 17.60 4.40 17.60 4.40 8.80 4.40 8.80 4.40

* 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.


Staff Charges (inclusive of 10% GST)


Staff charge out costs

Per hour - Minimum 3 hours per hour per hourStandard Subsidised

Supervising Technician $45.65 $22.80

Front of House/Duty Manager $45.65 $22.80

Event Staff $40.70 $20.35

Technician $40.70 $20.35

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)


Description Fee 2013-14

Service fee $2.50 Per ticket

Credit card surchargeMasterCard and VISADiners ClubAMEX

0.38%1.47%1.48%

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.

Documents

Hawthorn Arts Centre - Hiring Information