Conditions of hire

Hire Policy

Hirers are charged at a commercial rate unless they are a registered not-for-profit or school. Commercial and Community fees and charges are set by council and are available on our website, as well as on QPRC’s site. Fees and charges are set annually as part of Council’s budget and are updated on 1 July every year. A copy of the current fees and charges are issued with this agreement. Any increases in fees will apply to your event if it falls after July 1. The updated fees and charges will be issued to you once updated. 

For ticketed events, the cost of hire will be deducted from the total ticket sales at the conclusion of the booking. For non-ticketed events an invoice will be issued to the hirer at the conclusion of the event.

Bookings

All enquiries for bookings must complete the expression of interest form in the Hire our Spaces section of the website, and will be contacted by the team to discuss the availability of the venue.  

If the venue is available on the requested date a pencil booking may be made and a quote prepared according to the information provided by the hirer. 

Tentative bookings are possible up to two years in advance of the current calendar year. However, Hirers are reminded that bookings made over 18 months in advance are subject to change at Queanbeyan-Palerang Regional Council’s discretion until such time as all the dates required for the professional season have been secured. A tentative booking will not be considered confirmed until a holding deposit is paid, and a Hire Agreement signed and executed. 

To confirm a pencil booking, a venue hire deposit to be paid within 30 working days from the date of Queanbeyan-Palerang Regional Council’s invoice.  If the deposit has not been paid, tickets will not go on sale. 

If the deposit has not been paid within 30 days of issue, Council reserves the right to cancel the booking.  

Cancellation of Bookings

Cancellation of a booking will only be permitted in accordance with the following procedure.

Bookings cancelled more than two calendar months prior to Event/Performance date	$8.00 incl. GST per booking to be charged to the Hirer. Any other fees applicable for products or services used will also be taken from the deposit or invoiced to the Hirer. Any remaining venue hire deposit paid shall be refunded.
Bookings cancelled within two calendar months of Event/Performance date.	100% of the total venue hire deposit forfeited. $8.00 incl. GST per booking to be charged to the Hirer. Any other fees applicable for products or services used will also be invoiced to the Hirer.
Exchange of tickets for alternate date.	$4 incl. GST per booking to be charged to the Hirer. This is in addition to the standard ticket inside fee of $5 incl. GST per ticket also included in the final reconciliation.

Quotation for Venue Charges

The venue will provide you with a written assessment of the likely Venue Charges (Interim Quote). This quote is prepared based on the information provided by the hirer, together with the Venue’s knowledge and it’s operating practices and policies.  The interim quote may include charges for goods and services we agree to obtain on your behalf.  This is an estimate only of the likely Venue Charges that you will incur and not a fixed quotation. 

Production Charges

The Venue Hire fee includes use of standard lighting and sound equipment. If your requirements vary from this, the charges will be added accordingly, with additional equipment required charged according to hire rates quoted. This includes staff time used to meet your requirements. When using the Venue’s equipment, it is the Hirer’s financial responsibility have all sound lighting and staging apparatus restored to the basic standard arrangement to the satisfaction of Council or their delegate by our Venue Technician.  

Event requirements, including all technical, front of house, catering, and merchandise information, are to be provided by the Hirer as soon as possible after signing the Venue Hire Agreement, and no later than 30 days prior to the bump-in date listed in your schedule. Late receipt of Event requirements will attract a late fee per day until the full Event specifications are received. 

While every effort is made to fulfil Hirer requirements from in-house stock, no guarantee is made that the equipment listed will be available for a particular event due to circumstances beyond our control. 

Venue staff are in no way responsible for providing technical support for any equipment brought to the venue by the Hirer.  

Staffing

It is mandatory for any performance to which the public is admitted to have: 

• 1x Venue Technician – mandatory at any time when the stage facilities are in use 

• 1x Front of House Supervisor- mandatory at any time when the venue is open to the public 

• 2x Box Officers – mandatory for all performances with ticketing managed by the Venue 

Staffing included in the Venue Hire Fee: 

• Bar Supervisor – bar open up to 60 mins prior and 30 mins after the conclusion of performance 

• Ushers 

Staffing not included in the Venue Hire Fee – additional charges applicable as per the current fees and charges: 

• 1x Venue Technician 

• 1x Front of House Supervisor 

• 2x Box Officers  

• Program and or Merchandise sellers if requested 

• Additional Technical Staff – e.g., Sound, Lighting, AV, Follow-spot, Fly, Staging operators if required. 

• Security Staff appropriate to the size and type of your event 

The Hirer may elect to employ their own production personnel in addition to the Venue Technician at their own expense.  

The Venue’s sound and lighting systems may only be operated by competent operators approved by the Venue’s Technical Officer. 

Staff must have a meal break of minimum 30 minutes every 5 hours as per the LGA Award.  Should you feel this to be problematic for your production, please inform us as soon as you are able, in order that we may be able to alleviate any adverse impacts on your production.  Failure to achieve the mandatory meal break provisions may result in higher per hour staff rates being charged to you. 

Staff resources are allocated at Venue’s discretion depending on the requirements and complexity of the event. 

Box Office and Ticketing Reconciliation

A box office statement outlining revenue from tickets sales, less all venue costs associated with the event, will be sent through no later than 28 (twenty eight) days following the event. The remaining funds will be paid to the hirer on receipt of an invoice made out to Queanbeyan Palerang Regional Council. The hirer is required to register as a supplier with Council in order to process any invoices provided. 

Ticket Sales

All hirers of the venue are required to use the Venue’s digital ticketing system for all ticket sales, to be managed by the venue in consultation with the hirer. This includes but is not limited to; performances, functions, ceremonies, conferences and community events. Tickets to the hirer’s event will only go on sale once the Venue Hire Agreement, deposit and marketing requirements have been received. Please allow seven (7) working days from payment of deposit and receipt of all marketing materials and information required for the event to be built in the ticketing system and the Venue’s website.   

On sale dates (including the proposed date of any pre-sales) must be agreed with the Venue prior to any advertising. 

The Hirer agrees to all ticketing fees as outlined in the current fees and charges and ticketing requirements. Please note that these fees are reviewed for each financial year and updated fees will apply to your performance if scheduled after June 30. It is a condition of this Hire Agreement and agreed by the Hirer that all advertised ticket prices shall be inclusive of the inside fees of $5 per ticket and $3 per complimentary ticket, and that a fee of $5 per transaction will apply, to be paid by the patron on purchase. 

Tickets are non-refundable unless the performance is cancelled, in accordance with the Live Performance Ticketing Code of Practice.  

Seating Conditions

Complimentary Tickets – We will provide to you on request the Complimentary Tickets for the Event as you may require. The issue of each Complimentary Ticket attracts a charge of $3 per ticket as specified in the ticketing requirements. 

House Seats – The venue will reserve 6 seats per performance for our exclusive use. We will use the House Seats at our complete discretion however, we will have regard for your Event and to whom we issue the House Seats. 

Queanbeyan Performing Arts Centre recognizes the National Disability Services Companion Card for performances and events hosted at the Queanbeyan Performing Arts Centre. When the Companion Card is present at time of purchase a complimentary ticket is issued for the essential support companion of the card holder (www.nds.org.au/nsw/companioncard.htm) 

Food and Beverage

Under the Liquor License, the Bar (serving alcohol, soft drinks and confectionery) is to be open up to sixty ( 60 ) mins prior to the show, and during interval if scheduled.  The bar is staffed and stocked by the Venue and therefore all bar income and expenditure is the Venue’s responsibility. The Venue allows beverages to be taken into the auditorium during the Event. We reserve the right to determine the extent of bar service provided at your Event.  This decision will be made with reference to the nature of your Event and the expected audience and number of attendees. 

Applications to provide food and beverage outside of the standard offering is to be received in writing no less than thirty ( 30 ) days prior to your Event and are subject to Council approval. 

If you have an artist rider that you would like provided on the night, please send this to the Venue no less than 30 days prior to the Event to provide you with a quote. 

Programme and Merchandise Sales 

The Hirer agrees to pay the Venue 10% of gross sales income from all merchandise and programmes sold on the premises during the Event, unless otherwise stated in Schedule 1. Commissions are payable in cash on the Event day or taken from the settlement if arranged in advance with the Venue Coordinator. Please ensure that your Merchandise Seller is aware of the commission payable to save embarrassment on their part when liaising with the Front of House Manager at the conclusion of the Event. 

If you require a seller to manage the sales of your supplied merchandise during your performance, the following will apply: 

• Front of house staff rates apply and a minimum of a three hour shift is required 

• The Hirer must notify the Venue if stock is being delivered prior to the performance 

• Supplied stock will be counted at the beginning and end of the sellers shift 

• The merchandise sales will be reconciled at the conclusion of the shift, and the Hirer will sign off on sales sheet 

• All monies taken and commission payable will be included in the final settlement. No cash will be given on the day of the event 

• Payments cannot be arranged to third parties and must be settled directly with the Hirer 

• The Venue is unable to provide EFTPOS however a portable device can be provided by the Hirer 

• Stock needs to be taken with the Hirer or the Hirer should arrange collection from the Venue 

• If you would like the Venue to provide a seller to assist or manage merchandise, notice is required at least 30 days prior to your Event date. 

Raising Money for Donation or Charity 

Written permission to raise money for donation or charity purposes must be obtained from Council where this is ancillary to the primary purpose of the venue hire. This includes receiving and collecting monetary donations from patrons, selling raffle tickets, auctioning goods or services etc. on the Venue’s premises. If raising money is not the stated primary purpose of the event, Council may also request a written letter providing information regarding to whom the money will be donated. Please also refer to https://www.fairtrading.nsw.gov.au/news-and-updates/news/new-laws-for-community-gaming for information regarding fundraising.

Interval

The duration of interval is normally 20 minutes unless otherwise agreed. The Front of House Duty Manager must be advised if there is to be an interval and of the intended interval starting time.

House Rules

1. Whilst working in the Venue the Hirer will ensure that you, your employees and contractors conduct themselves in accordance with the following:  
   • language and behaviour that is offensive, threatening, demeaning and intimidating will not be tolerated 
   • no person working on the Event may be in an intoxicated condition or under the influence of an illegal substance  
   • if the Event involves working with children, all relevant child protection laws and policies will be complied with; and 

You will inform your employees and contractors that we may require that anyone who fails to comply with the requirements of clause 15.1 be removed from the Venue. 

2. The Hirer agrees to use the Centre in conformity with all rules and regulations applicable thereto and the Terms and Conditions of the Venue Hire Agreement with due regard to all other persons and activities in the Venue and its appurtenances and with due regard for the safety of all persons admitted therein.  

3. All signs designated “Authorised Personnel Only”, “Staff Only”, “No Entry”, “Restricted Area” or any other access restriction sign erected within the building must be strictly observed and obeyed. 

4. The Hirer is responsible for leaving the premises, dressing rooms, and/or other parts of the building and all entrance and exit routes in a clean and tidy condition after each use.  The client may incur additional charges where an event has created cleaning requirements, which is considered to be over and above normal cleaning. 

5. The Venue is a non-smoking facility.  Smoking is not permitted in any area of the Venue. 

6. Authorised personnel only are permitted to be back of house including the auditorium, backstage, or downstairs – authorised personnel refer to cast, crew, stagehands, and volunteers. A list of authorised persons requiring back of house access must be provided to the Front of House Manager prior to the facility being made available. Guests are not permitted backstage. This is a work zone and only working staff on the company list will be admitted. Companies can use the foyers to meet guests’ post-performance. 

7. All children under 16 are to be adequately supervised at all times. There is to be one adult supervisor per room and the appropriate behaviour of all children is expected. If in the opinion of the Queanbeyan-Palerang Regional Council the supervision of children is not adequate, a Queanbeyan-Palerang Regional Council staff member will be allocated to monitor the back of house area, and this will be charged to the hirer at a cost of $65.00 per hour. 

8. During the hire period the Hirer is responsible for the care, maintenance and safety of the facility and equipment and is responsible for any damages to or loss or replacement (normal fair wear and tear excepted). Hirer must immediately cease using the facility or equipment and notify the Queanbeyan-Palerang Regional Council upon becoming aware of any repairs required, damage or loss. 

9. Under no circumstances will the Hirer attempt to remove the orchestra pit cover. If use of the orchestra pit is intended notice must be given by the Queanbeyan-Palerang Regional Council who will arrange for the removal of the cover by authorised Council personnel. 

10. The hirer must not sell, assign, mortgage, or otherwise deal with the facility or equipment without the written authority of Queanbeyan-Palerang Regional Council. 

11. The Hirer must ensure that the facility and equipment is used only for the purpose set out above.  

12. The Hirer must not without Queanbeyan-Palerang Regional Council’s prior consent inscribe, paint, affix to or exhibit in or on the facility any sign, advertisement, or notice. 

13. The Hirer consents to comply with any requirements of the following legislations: 
    • Food Act 2003, ISO 
    • Work Health and Safety Act 2011 
    • Work Health and Safety Regulation 2017 
    • All policies, regulations, and directives prepared by Queanbeyan-Palerang Regional Council relating to security, WHS at the facility and notified to the Hirer in writing.  

Public Perfomance

The Hirer agrees to obtain all necessary copyright licenses for the public performance of any production in connection with the Hire Agreement and to indemnify the Queanbeyan Palerang Regional Council against all loss, expense or liability arising out of any breach of copyright or resulting from the Hirer’s public performance of music in connection with the venue Hire Agreement.

Stage Door

The safety and security of all performers, musicians and back stage personnel is a responsibility of the Queanbeyan Palerang Regional Council under WHS legislation. All performers, musicians, backstage crew and other associated personnel are required to enter and exit the building by the stage door only.

A code will be provided for access to the stage door via the gate at the rear of the building. The Hirer must provide a list of authorised persons requiring backstage access to the Program Manager/Front of House Manager.

Parking

‘The Q’ – Queanbeyan Performing Arts Centre can be accessed from Rutledge, Lowe and Crawford Streets. There is parking available via the Lowe Street entrance, and underground parking accessible via Rutledge Street. There are no fees payable for general parking at events.  Please note that on a weekday there is limited parking available in this area.

Alcohol Management

‘The Q’ – Queanbeyan Performing Arts Centre has a fully licensed bar and provides alcoholic and non alcoholic beverages which can be purchased before and after each performance as well as during intermission. Catering and private rooms for functions such as after show parties can be arranged.

The venue strives to promote a safe and enjoyable atmosphere for all patrons in attendance at the venue. In order to assist staff with alcohol related matters the following guidelines have been established.

• Patrons will not be allowed to possess or consume alcoholic beverages in the venue that have been purchased elsewhere.
• Alcohol can be sold by the venue from the bar or other designated area.
• Some events will prohibit minors from defined bar premises and other areas will be out of bounds for liquor consumption.
• Trading times of outlets may be varied at the discretion of the venue licensee.
• Signage denoting 18 years of age intoxication policy and responsible consumption of alcohol will be erected in prominent locations.
• No one will be allowed into the venue whilst under the influence of alcohol.
• It will remain the right of the venue to ban the sale of alcoholic beverages during any event.
• Management reserves the right to check a patron’s identification.

Insurance

All Hirers of the venue are required to have public liability insurance. At a minimum the level should be no less than $20 million for any one occurrence. Failure to have the appropriate level of public liability will render the hirer ineligible to stage the event in the venue. A copy of the Certificate of Currency for this policy must be provided to Queanbeyan Palerang Regional Council prior to the commencement of the hire period.

Occupational Health and Safety

Queanbeyan Palerang Regional Council has an occupational health and safety strategy that seeks the continued development and maintenance of safe and healthy workplaces throughout the venue and in all matters concerning the well being of staff visitors and Hirers of facilities.

All Hirers must have regard and compliance with:

• Risk assessment and management.
• Compliance with directives from Queanbeyan Palerang Regional Council relating to issues of safety management.
• Induction by Queanbeyan Palerang Regional Council staff relating to the following areas:
  • Evacuation.
  • Risk compliance.
  • Shared environment.
  • Fire proofing.
  • Electrical Equipment which must have a current tag for proof of compliance.

All Hirers of the venue (including staff and subcontractors) are expected to adhere to the requirements of Council policy.

Electrical safety procedures

The Hirer agrees to comply with the requirements under the NSW Work Health and Safety ACT, that all electrical equipment brought to the venue comply with Australian Standards. This means that all electrical equipment brought to the venue shall display a current approved safety test tag.

The NSW Work Health and Safety Act imposes a duty of care on employers suppliers and installers of plant and equipment to conform to the Australian electrical safety standards.

Emergency procedures

Should an evacuation be required, the Front of House Duty Manager will act as the evacuation controller and will ensure that all patrons are advised over the public address system to evacuate the venue in an orderly manner and that emergency services are notified.

Queanbeyan Palerang Regional Council are responsible for the decision to evacuate the building and will arrange for their staff to open all exits including the back loading dock. Designated technicians will shut down all electrical equipment with the exception of the house lights. A member of the venue staff will be dispatched to await the arrival of the emergency services and advise them of the situation.