Kew Court House Information for Hire Guide

Kew Court House Hiring Guide Valid July 2015-June 2016

Contents 3

Welcome Hiring information Contact details

4

Rooms and spaces available for hire Just Theatre

5

Meeting Room Foyer & Access Gallery Kitchen

6

Catering Events Bar Ticketing Services Marketing Services Merchandising

7

Staffing Requirements Hiring Rates Occupational Health and Safety

8

Booking and Payment Terms Insurance Booking Procedure Access for All

9

Parking and Public Transport

10

Fees and Charges

* Please Note: Content is subject to change without notice.

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Welcome Kew Court House is a charming heritage building that has been redeveloped into a thriving arts and multipurpose facility.

The venue provides for diverse events with it boasting an intimate performance space with audio and lighting capabilities, a meeting room/workshop area and a community access gallery in the foyer that is suitable for small exhibitions.

Hiring Information This guide provides key information for all potential hirers of the Kew Court House.

Once an initial enquiry progresses, the potential hirer will be provided with a quote and contract for the hire. If you require further information before progressing your enquiry please do not hesitate to contact the venue.

Kew Court House Contact Details Address

188 High Street, Kew, Victoria, 3101 (Melway 44 C6)

Phone

(03) 9278 4770

Website

www.kewcourthouse.com.au

Please note: inspection of the venue is by

Email

kch@boroondara.vic.gov.au

appointment only.

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Rooms and spaces available for hire Kew Court House offers a large and small space to suit most function or performance types.

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 venue to discuss your requirements.

Just Theatre General Information The Just Theatre provides a multipurpose space that can be used for performances, functions or meetings. The venue comes with access to theatrical lighting and audio equipment.

Black drapes can be drawn to create a black box for performances or pulled back to reveal the original heritage court room architecture.

The floor surface is black tarkett and care must be taken not to damage this surface.

A small portable stage is provided as part of the hire.

A dressing room adjoins the space.

Capacities Meeting

Theatre

Cocktail

18-30

60-80

80

(depending on configuration) Maximum room capacity must not exceed 80.

Common Space In addition to the Just Theatre, the Kew Court House has a foyer space for displays, registration, box office and pre and post event food and beverage.

The use of the foyer is included in the hire of the theatre.

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Meeting Room General Information This room is suitable to be used as either a meeting room or as a small activity area for workshops for a maximum of 10 people.

It can also provide additional support for functions and events that are taking place in the Just Theatre.

Capacities Meeting

Theatre

6-10

10

Foyer & Access Gallery General Information In addition to the Just Theatre, the Kew Court House has a foyer space for displays, registration, box office and pre-event food and beverage.

This is a common space and is only available for individual hire upon specific request. Ability to hire the foyer separate from the theatre is subject to availability, event requirements and the needs of other hirers within the facility at that time.

Capacities Cocktail 80

Kitchen General Information The kitchen is appropriate for “heat and serve” catering only. It is the hirer’s responsibility to arrange catering and food safety permits as appropriate.

A bar with snacks can be provided upon request (subject to event type and expected attendance) and will be operated by City of Boroondara staff.

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General Information Catering Self catering is permitted in all spaces at the Kew Court House. A kitchen is available off the foyer (see page 5). A small amount of cups, plates, cutlery and glassware is provided. The kitchen is provided in a clean and tidy state. It is the responsibility of the hirer to ensure that everything used is washed, dried and put away and the kitchen is returned to the same state at the conclusion of the access period.

Events Bar The Events Bar is available for functions or performances in the Just Theatre, Meeting Room or Foyer space and serves a selection of alcoholic and non-alcoholic beverages and snacks. The availability of the Events Bar will depend on the event and is at the discretion of the venue. Please indicate your preference for the Events Bar to be open when making your booking.

Ticketing Service Kew Court House 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 at the Hawthorn Arts Centre during business hours.

A service fee for the ticketing service can be found in the Fees and Charges section on page 10. A subsidised service fee is available for eligible groups (see Hiring Rates on page 7 for criteria).

Ticketing through this service at the Kew Court House is not mandatory but we do recommend the service to give you peace of mind that there is a professional box office team managing your event.

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

Marketing Services Kew Court House provides a range of complimentary marketing and promotional services for hirers presenting at the venue. This can be arranged upon confirmation of your event.

This service includes:   

A slide on the internal and external digital screen system at the Hawthorn Arts Centre (the Kew Court House does not have this system so is unavailable at the venue) Display areas for flyers (at both the Hawthorn Arts Centre and Kew Court House) Website listing (for events that are ticketed through the service outlined above only)

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

Merchandising Kew Court House 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 10.

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General Information Staffing Requirements Kew Court House has a duty of care to all visitors and hirers.

The minimum staffing allocation for events at the venue are: Performances and functions in the Just Theatre, Meeting Room or Foyer & Access Gallery  1 Supervising Technician or Front of House/Duty Manager (depending on the technical complexity of your event, the venue may determine that there is a requirement for one of each staff member type required) Additional staffing surplus to these requirements will be determined by the Venue depending on the event requirements.

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

Staffing allocations will be quoted at time of booking enquiry.

Hiring Rates Community Hire The City of Boroondara is proud of the Kew Court House and promotes community utilisation. As such, Council has made provision for subsidised rates for room hire and staffing costs.

To qualify for subsidised rates, the group must be:   

Not for profit and possess articles of incorporation as a non profit organisation.

Located within the City of Boroondara. (registered organisation address must be in Boroondara) Have 75% or greater membership of City of Boroondara residents.

Private and Corporate Hiring All private and corporate hirers will be charges the standard rate for all spaces at the venue.

Applicable to all hire rates 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.

All hires are subject to a three hour minimum booking. Hirers exceeding the minimum three hour rate will be charged for the full extra hour, not part thereof, at the applicable hourly rate.

The full list of rates can be found in the Fees and Charges schedule on page 10.

Occupational Health and Safety 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.

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General Information Booking and Payment Terms A deposit of $500 or 20% of the estimated hire costs (whichever is the greater) is required within fourteen days of submitting 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.

Insurance 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 together with a signed copy of the Hire Agreement.

If your group does not hold public liability insurance, it 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.

Booking Procedure All initial enquiries for bookings are to be made through the Hawthorn Arts Centre Reception on (03) 9278 4770 or e-mail at kch@boroondara.vic.gov.au and then submitted on the Initial Hire Enquiry form found on the website (http://www.hawthornartscentre.com.au/spaces-for-hire/).

On acceptance of the initial enquiry a quote and contract pertaining to the event will be forwarded to the hirer.

Upon acceptance of the quote and contract, the hirer will receive an invoice for the 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 booking. To confirm the booking the hirer must return the signed Hire Agreement and have paid the deposit as per the Booking and Payment Terms above.

All bookings in the Just Theatre requiring additional technical support will require a pre-event meeting with Venue staff prior to the event.

Access for All All public areas of the Kew Court House are fully wheelchair and ambulant accessible.

Guide and companion dogs are welcome throughout the venue.

Kew Court House supports the Companion Card Scheme. Hirers of the Venue presenting ticketed events (either themselves or through the Venue Ticketing Service) are required to adopt the scheme for their events.

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General Information Parking and Public Transport Arriving by car The venue is located at Melway Reference 44 C6 Ample off-street parking is located off Fenton Way and Walpole Street.

Arriving by tram North Balwyn to Victoria Harbour Docklands via Kew Junction (Route 48) Box Hill to Port Melbourne via Kew Junction (Route 109) St Kilda to Kew Cotham Road (Route 16) (walk 1km East along Cotham Road) Arriving by bus Doncaster via Kew Junction (Route 205) 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.

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Fees and Charges Valid until 30th June 2016 (inclusive of GST) Fees and Charges are subject to annual review. Subsidised rates only available to groups that meet the criteria on page 7 of this guide.

Room Hire Charges (staffing not included) Standard Rate Hourly Rate (min. 3 hours)

Subsidised Rate

Per Day

Per Week 1,050.00

Just Theatre

44.00

320.00

Meeting Room

28.00

87.00

Hourly Rate

Per Day

Per Week

11.00

80.00

262.50

7.00

21.75

(min. 3 hours)

Staff Charges Standard Rate

Subsidised Rate

Hourly Rate (min. 4 Hours)

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

43.90

21.95

Box Office Fees (if using the Venue Ticketing Service) 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.

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