JC Smith Pavilion

General Rules

· Please ensure you have read and understood the terms and conditions and the City of Nedlands Hall Hire policy and the space rules relevant to each hall.

· A bond may be applied to your booking at the discretion of the City of Nedlands through SpacetoCo. All other bookings will have to provide Credit Card details for a bond when keys are collected.

· The minimum hire period for a hall is one hour. The maximum hire period is 17 hours (7am to midnight)

· Please ensure set up and pack down is included within your booking time. The hall/park must be left in a clean and tidy state with all rubbish removed.

· The use of helium -filled balloons are not permitted in city venues.

· The use of smoke machines are not permitted in city venues.

· Noise levels must not be heard outside of the facility boundary.

· Tables and chairs must not be dragged across the floor and must be packed away neatly.

· An additional cleaning fee of up to $380 may be charged if the facility is not left in a clean state at the end of your booking.

· Damage to the facility will be charged at cost stipulate by the City of Nedlands.

· Wedding ceremonies and receptions will not be approved in City managed venues. Please see more information on the City of Nedlands Website – Weddings and Parties.

· Additional fees may be required should your event / function has any food businesses, amplified sound or be open to the public (including ticketed events). Please contact the City of Nedlands for further information.

Consumption of Alcohol

Please note the City does not permit the consumption of alcohol in halls or buildings for private individual or business events. An exception is made to incorporated sporting clubs or incorporated community organizations based within the City of Nedlands who are regular users of the facility. Please contact the City of Nedlands Administration and Events Officer for more information.

Birthday Parties

Bookings for birthday parties involving ANY of the following require approval by the City’s Events Control Unit:

· Third-party provider(s) such as caterers, DJ, magician, face painter, kids entertainer, photobooth, etc.

· Temporary structure(s) such as staging

· Electrical installations such as lighting

· Amplified sound such as the use of microphone and speakers

Booking requests for birthday parties requiring approval must be received 6 weeks prior to the event date. Additional documentation required for the event must be received a minimum of 3 weeks prior to the event date.

For more information about what documentation may be required, please see the City of Nedlands website – Weddings and Parties. An event assessment fee of $110 will be charged for approval of these bookings.

Events

Bookings involving ANY of the following require approval by the City’s Events Control Unit:

For simple events:

· Expected event attendees up to 100

· Use of up to two third-party provider(s) – Example: caterer, food trucks, vendors, amusement providers, kids entertainment.

· Temporary structure(s) below 55m2 – Example: marquees, amusement equipment, etc.

· Electrical installations – Example: Lighting, use of generators.

· Amplified sound

· Vehicle entry onto a reserve

· Commercial filming

Booking requests for simple events must be received a minimum of 6 weeks prior to the event date. Documentation required for the event must be received a minimum of 3 weeks prior to the event date. For more information about what documentation may be required, please see the City of Nedlands website – Planning an Event.

An event assessment fee of $110 will be charged for approval of these events. For short notice simple event bookings, please contact the City of Nedlands Administration and Events Officer to discuss.

Bookings involving ANY of the following require approval by the City’s Events Control Unit:

For complex events:

· Open to the public

· Ticketed events

· Expected event attendees >200

· Use of three or more third-party provider(s) – Example: caterer, food trucks, vendors, amusement providers, kids entertainment.

· Temporary structure(s) greater than 55m2 – Example: marquees, amusement equipment, etc.

· Structures greater than 500mm in height – Example: Staging, lighting towers, scaffolding, etc.

· Electrical installations – Example: Lighting, use of generators.

· Amplified sound or noise impacts

· Road closure or temporary suspension of road rules

· Consumption or sale of alcohol (will not be approved for private events)

· Trading in a public place

· Vehicle entry onto a reserve

· Parking, traffic or transport management plan required

· Fireworks or other pyrotechnics

Booking requests for complex events must be received a minimum of 4 months prior to the event date. Documentation required for the event must be received a minimum of 2 months before the event date. For short notice complex event bookings, please contact the City of Nedlands Administration and Events Officer to discuss. For more information about what documentation may be required, please see the City of Nedlands website – Planning an Event.

An event assessment fee of $110 will be charged for approval of non-ticketed complex events.

An event assessment fee of $1342 will be changed for approval of commercial, ticketed complex events.

Access and swipe cards

Access to the hall will only be available at the date and time of the booking.

Swipe cards are to be collected 24 hours before your booking from the City’s Administration Centre, 71 Stirling Highway, Nedlands between 8.30am and 4pm weekdays.

Your event must be approved before your swipe card can be collected.

Swipe cards will only be handed over to a person providing proof of identification at the City’s Administration Centre. If the person collecting the swipe card is not the applicant, the applicant will need to provide that person with written authority for them to collect the swipe card.

Swipe cards shall be returned the next working day, following the completion of the hire period.

The applicant shall report any loss of swipe cards to the City the next working day, following the loss. The cost to replace swipe cards and/or locks to the hall will be debited from the bond.

After Hours Service

Please note the City provides hire facilities as a low-cost, no-frills service primarily to meet the needs of community users. To keep costs low, these halls are not staffed, and City employees are generally not available to attend the halls outside normal office hours, except in an emergency. A call-out fee will be charged when the situation is not a genuine emergency, decided by the City.

Contact numbers have been provided below:

• 000 for life threatening emergencies

• 9273 3500 for non-life threatening emergencies