Community Venues Terms
and Conditions
The hirer is responsible for the conduct and safety of all persons attending the event and must ensure compliance with all laws.
Public Liability: All parties who hire Council facilities must have minimum $10 million public liability insurance coverage. Proof of such coverage is required before your booking can be confirmed. We allow casual hirers who hire Council facilities no more than a total of twelve (12) days over a twelve (12) month period to use the venue without public liability insurance and they are covered by council’s policy (e.g. a private wedding or meeting). However, this does not include commercial or incorporated users or sporting clubs or associations of any kind.
Tentative Bookings: Tentative bookings for the venue will be accepted at the discretion of management and will be held for a period of seven (7) days only. If the venue receives an enquiry for a date that is tentatively booked, the contact person for the tentative booking will be notified and given first preference to confirm their reservation. If no signed Booking Contract is received, the tentative booking will be forfeited.
Regular bookings: Regular bookings can be made for a period of up to 12 months (within the same financial year). Regular booking requests need to be resubmitted each year. Any fee increases must be paid by the hirer. Use of the same room for each booking cannot be guaranteed. Council does not accept permanent bookings.
Payment: Our policy requires full payment of all charges ten (10) working days prior to your event. Payment can be made by cash, Master card, Visa card, EFTPOS and cheque at any Toowoomba Regional Council service centre. Please note: surcharges may apply on credit card payments.
Pricing: Fees and charges are reviewed yearly and once adopted by Council, cannot be amended or negotiated. Council reserves the right to review pricing up to three (3) months prior to the date of the function. Weekend functions may attract a staffing surcharge.
Cancellations: Cancellations of events at any stage will forfeit the deposit - in the situation where it is the Hirer who has cancelled the event (or caused the event to be cancelled). And functions cancelled less than ten (10) days before the event will forfeit all money paid and will require payment for goods or services already purchased.
Toowoomba Regional Council cannot be held responsible for cancellations and adjustments to bookings due to circumstances beyond our control. This includes but is not limited to power disturbances, industrial disputes, fire, flood, vandalism, or any act that prevents or inhibits the normal operation of the venue.
Management reserves the right to cancel or refuse the hiring of venues for reasons including unsuitability of the proposed activity, risk to public safety, previous unsatisfactory conduct of the Hirer or other good cause.
Entire Contract: This Booking Contract is the entire contract with respect to the subject matter of this Booking Contract and supersedes and cancels any other arrangements, understandings and negotiations in relation to it. The Booking Contract can be varied only by agreement in writing.
Indemnity: The Hirer is solely liable for and must indemnify and hereby indemnifies and saves harmless Council from and against all damage made by, or brought against the Hirer. The Hirer will ensure that it’s contractors, agents and invitees do not perform any act or omission that indirectly or directly causes damage, and that would, if the act or omission were performed by the Hirer, breach this Booking Contract. If the acts or omissions of the Hirer or the Hirer’s Contractors, agents and invitees indirectly or directly cause damage, the Hirer will be liable for any damage arising out of, in the cause of, or in relation to either directly or indirectly, the function including the postponement or cancellation of the function. For the purposes of this Indemnity, “damage” includes, but is not limited to, any and all liability, suits, actions, proceedings, claims, personal injury, death, demands, charges, costs, penalties, losses, damages and expenses.
Breakages, damage, or loss: The Hirer must reimburse Toowoomba Regional Council for any damages, breakages or losses occurring during their hire period. Toowoomba Regional Council is not responsible for any damage to or loss of property placed in the venue by the Hirer, except to the extent that such damage arises from a negligent act of Council.
Children: All children attending the facility are the responsibility of the hirer/parent(s)/guardian(s) and/or appointed carers and must be supervised for the duration of the booking.
Cleaning: Where excessive cleaning is required, an additional cleaning charge will apply.
Closing Time: All functions must cease by midnight. A security guard may attend the venue as part of these arrangements. When vacating the premises, please be considerate of our neighbours.
Delivery and Pick Up of Equipment: Management must be advised of any deliveries and collections to be made on behalf of the Hirer, to ensure access to the venue is available.
Electrical Obligations: Electrical Equipment owned by the Hirer or introduced into the venue for a function must be in good working order and fully compliant with Australian safety regulations.
Evacuation Plans: Fire and Emergency Evacuation Plans are located throughout the venue. On the day of your function/induction a copy of the evacuation plan will be provided to you. It is recommended that the plan be discussed/stated to your guests prior to the commencement of the function.
Operation of Equipment: Management is responsible for approving the use of equipment by hirers. No minor shall operate and equipment in the venue at any time. Equipment owned by the Hirer or introduced into the venue for a function must be in good working order and fully compliant with Australian safety regulations.
Security: The venue is hired under the terms that the person whose signature appears on the form accepts and agrees to ensure the security of the Toowoomba Regional Council property. The hirer is responsible for Council property that may be damaged or removed from the premises.
The hirer must always be present during the period of hire. The hirer is responsible for the conduct and safety of all persons attending the event and must ensure compliance with all laws. Hirers must not allow the premises to be used in a disorderly manner or in any manner likely to cause an annoyance to neighbours, or to bring dispute to the venue or Toowoomba Regional Council. It is the hirer’s responsibility to obtain adequate insurance coverage for their activities.
Smoking: Smoking is not permitted in the building or within 5 metres of any entrances to the building.
Sustainable practices: The venues strive to be environmentally friendly. We discourage the use of single use products such as water bottles, straws, balloons etc.
Temporary Fixtures and Decorations: It is the hirer’s responsibility to ensure that no walls, floors or any parts of the venue are to be broken, pierced by nails or screws, or other method nor any writing, printing, painting or other decoration be made on the walls. Adhesive tape is not an acceptable method of attachment.
Vehicles: Vehicles are not to be driven indoors or on the grassed areas surrounding the venues unless prior approval is granted by Management.
Additional Conditions of Hire - Highfields Cultural Centre
Cancellations: The Highfields and Oakey Cultural Centres are nominated evacuation centres for the Toowoomba Regional Council under the Local Disaster Management Group (LDMG). In the event of the venue being activated as an evacuation centre, Council reserves the right to cancel any event at its discretion. Hirers will be offered an alternative date or a refund of costs if the cancellation occurs less than 2 days before the event.
Alcohol and Food is not to be brought into the venue: Where guests do not abide by this condition, we reserve the right to confiscate this alcohol/food and levy a charge to the organiser, should it be deemed necessary. The staff of the venue have been trained in the Responsible Service of Alcohol, to follow the regulations set down in the Liquor Act 1992. It is against the law to serve alcohol to or allow anyone to supply alcohol to someone who is (a) a minor, (b) unduly intoxicated or (c) disorderly. ID may be required to be produced as evidence of age, and if acceptable ID is not shown, service of alcohol will be refused. Please ensure all guests are aware of this policy.
Final Numbers: Details including final numbers, special dietary information, function details, menu and beverage selection must be confirmed ten (10) working days prior to the date of the event. Confirmed numbers will be used for the billing of all catering and beverage charges, regardless of the actual number of attendees. Where attendee numbers exceed confirmed numbers, the provision of additional equipment or catering shall be charged to the hirer (where possible) as provided at the standard rate.
Pricing – Menus: Menu costs are subject to change without notification. Once your function is confirmed, we will notify you of any menu changes or price increases prior to your function. If there are unexpected price rises in certain foods, Council reserves the right to amend the menu after notifying the Hirer.
Staffing: Additional staffing charges may apply for events held on weekends and public holidays. For private functions scheduled on a weekend, a minimum spend of $5,000 is required.
Additional Conditions of Hire – Annex
Cancellations: In the event of the Annex being required for a civic function, Council reserves the right to cancel any event at its discretion. Hirers will be offered an alternative date or a refund of costs if the cancellation occurs less than 2 days before the event.
Alcohol and Food is not to be brought into the venue: Where guests do not abide by this condition, we reserve the right to confiscate this alcohol/food and levy a charge to the organiser, should it be deemed necessary. The staff of the venue have been trained in the Responsible Service of Alcohol, to follow the regulations set down in the Liquor Act 1992. It is against the law to serve alcohol to or allow anyone to supply alcohol to someone who is (a) a minor, (b) unduly intoxicated or (c) disorderly. ID may be required to be produced as evidence of age, and if acceptable ID is not shown, service of alcohol will be refused. Please ensure all guests are aware of this policy.
Final Numbers: Details including final numbers, special dietary information, function details, menu and beverage selection must be confirmed ten (10) working days prior to the date of the event. Confirmed numbers will be used for the billing of all catering and beverage charges, regardless of the actual number of attendees. Where attendee numbers exceed confirmed numbers, the provision of additional equipment or catering shall be charged to the hirer (where possible) as provided at the standard rate.
Pricing – Menus: Menu costs are subject to change without notification. Once your function is confirmed, we will notify you of any menu changes or price increases prior to your function. If there are unexpected price rises in certain foods, Council reserves the right to amend the menu after notifying the Hirer.
Staffing: Additional staffing charges may apply for events held on weekends and public holidays. For private functions scheduled on a weekend, a minimum spend of $5,000 is required.
Additional Conditions of Hire - Oakey Cultural Centre
Cancellations: The Highfields and Oakey Cultural Centres are nominated evacuation centres for the Toowoomba Regional Council under the Local Disaster Management Group (LDMG). In the event of the venue being activated as an evacuation centre, Council reserves the right to cancel any event at its discretion. Hirers will be offered an alternative date or a refund of costs if the cancellation occurs less than 2 days before the event.
Inductions: It is a requirement for all clients to attend a site induction at a minimum of every 12 months. If any changes are to occur within the venue, the client may need to attend an induction update session.
Bond: All commercial or private bookings require a bond, which will be returned to the client after a satisfactory post event inspection.
Pricing: Bump in and bump out days are subject to availability. Should you wish to secure dates before and after your event date for set up and pack down, these must be booked through the venues team and will be invoiced accordingly. For a full list of Council’s current Fees & Charges, see here.
Alcohol: It is highly recommended that alcohol may be served to your guests by Responsible Servers of Alcohol (RSA trained). As per the Liquor Act 1992: It is against the law to serve alcohol to, or allow anyone to supply alcohol to, someone who is (a) a minor, (b) unduly intoxicated or (c) disorderly. ID may be required for anyone that looks under 25 years of age and if acceptable ID is not shown, service of alcohol will be refused. Please ensure your guests are aware of this policy. If alcohol is to be sold, Venue Management will require a copy of the approved liquor licence (or exemption) prior to the function and a copy must be displayed at the bar during the function. Hirer’s must ensure that alcohol is only consumed within the confines of the Venue.
Catering: All activities involving food handling and/or preparation must comply with the Food Act 2006. All licensable food businesses must hold and display a current Food Licence under the Food Act 2006. Both licensable and non-licensable food businesses (including non-for-profit activities) must comply with food safety requirements under the Food Act 2006 and the Food Safety Standards. The Hirer shall not bring or permit any additional cooking appliances for use in the facility kitchens unless written approval has been received from Venue Management. For further information or advice regarding licensing requirements and food safety matters please contact Council’s Environmental Health Compliance Group on 131 872. All catering and/or food arrangements need to be declared to Venue Management a minimum of 24 hours prior to the booking commencing. If catering is organised externally the Hirer is responsible for the preparation, serving and clean-up of your catering.
Additional Conditions of Hire - Railway Goods Shed
Inductions: It is a requirement for all clients to attend a site induction at a minimum of every 12 months. If any changes are to occur within the venue, the client may need to attend an induction update session.
Bond: All commercial or private bookings require a bond, which will be returned to the client after a satisfactory post event inspection.
Pricing: Bump in and bump out days are subject to availability. Should you wish to secure dates before and after your event date for set up and pack down, these must be booked through the venues team and will be invoiced accordingly. For a full list of Council’s current Fees & Charges, see here.
Alcohol: It is highly recommended that alcohol may be served to your guests by Responsible Servers of Alcohol (RSA trained). As per the Liquor Act 1992: It is against the law to serve alcohol to, or allow anyone to supply alcohol to, someone who is (a) a minor, (b) unduly intoxicated or (c) disorderly. ID may be required for anyone that looks under 25 years of age and if acceptable ID is not shown, service of alcohol will be refused. Please ensure your guests are aware of this policy. If alcohol is to be sold, Venue Management will require a copy of the approved liquor licence (or exemption) prior to the function and a copy must be displayed at the bar during the function. Hirer’s must ensure that alcohol is only consumed within the confines of the Venue.
Catering: All activities involving food handling and/or preparation must comply with the Food Act 2006. All licensable food businesses must hold and display a current Food Licence under the Food Act 2006. Both licensable and non-licensable food businesses (including non-for-profit activities) must comply with food safety requirements under the Food Act 2006 and the Food Safety Standards. The Hirer shall not bring or permit any additional cooking appliances for use in the facility kitchens unless written approval has been received from Venue Management. For further information or advice regarding licensing requirements and food safety matters please contact Council’s Environmental Health Compliance Group on 131 872. All catering and/or food arrangements need to be declared to Venue Management a minimum of 24 hours prior to the booking commencing. If catering is organised externally the Hirer is responsible for the preparation, serving and clean-up of your catering.
Additional Conditions of Hire - Highfields Library Community Rooms
Inductions: It is a requirement for all clients to attend a site induction at a minimum of every 12 months. If any changes are to occur within the venue, the client may need to attend an induction update session.
Access: Hirers will be issued with an access card at their induction, which will allow access to the hired rooms on the booked date/s. This access card must be returned to the Highfields Cultural Centre during business hours (Monday to Friday, 9am to 4pm) or placed in the lockbox at the entrance to the Community Rooms.
Catering: Hirers are welcome to provide their own catering, or source this from an external supplier. If catering is organised externally the Hirer is responsible for the preparation, serving and clean-up of your catering.
Room Set Up: It is the responsibility of the hirer to configure the room to their liking and restore the room to its’ default setting (boardroom style) at the conclusion of each booking. Please ensure you allow time for this when confirming your booking.