City of Cockburn Recreation Services Community Venues - Terms and Conditions of Hire
City of Cockburn Recreation Services
PO Box 1215 Bibra Lake WA 6164
Phone: 08 9411 3444
Email: [email protected]
Document updated November 2025
1. Applications/Bookings
1.1. All applications must be via the official application format.
1.2. Applicants must be 18 years of age or over and able to produce a valid WA driver’s licence, passport or proof
of age card if requested.
1.3. It is the hirer’s responsibility to inspect the facility and confirm its suitability before booking.
Please ensure the space can accommodate your patrons and complies with the specified
maximum standing capacity. Take note of the number of tables and chairs provided, as the
City cannot supply or arrange additional tables.
1.4. All applications are to be made a minimum of 7 days prior to the booking start date and no
more than 12 months in advance.
1.5. City of Cockburn reserves the right to cancel any booking for council business or due to unforeseen
circumstances, as per Local Laws part VII, Division 2, 7.6 (e).
1.6. All hire will be a minimum of 1 hour duration, with 15min increments allowed thereafter.
1.7. Bookings are not confirmed unless all required information is provided, and a Written Confirmation Letter has
been issued by the City.
2. Charges
2.1. Costs of hire are in accordance with the current
Annual Fees and Charges Schedule.
2.2. Late Application Fees may apply, see Annual Fees and Charges Schedule.
2.3. All times booked must include setting up and cleaning up of the facility and form part of the chargeable time.
2.4. Cancellations made less than two weeks before the hire date will forfeit the full hire charge.
2.5. The hirer may make application for a transfer to another date without forfeit depending on
circumstances and the availability of the facility.
3. Regular Users
3.1. Regular users will be invoiced monthly for hire charges incurred during the previous month. Invoices will
be issued on the 1st day of each month, and customers will have six (6) days to review and query any
charges. Payments will be direct debited from the nominated account on the 12th day of the month.
Please ensure that sufficient funds are available in your account
3.2. Regular users must submit a separate application for one-off events and may also be charged a bond.
3.3. Regular hirers operating their business from a Community Centre will be restricted to a maximum of 2
sessions per week.
3.4. Applications for the renewal of a regular hire must be fully completed and submitted as per the request from
the City or
you will forfeit your hire time and day.
3.5. Regular hire renewals may be refused, revoked, or suspended if hire charges are not paid in a timely manner.
4. Casual Hirers
4.1. Payment for costs of hire are made at the time of booking.
4.2. Cancellations made less than two weeks before the hire date will forfeit the full hire charge.
4.3. A bond as per the Annual Fees and Charges Schedule will be applicable to all casual bookings.
5. High Risk Users (all 16-25 year old birthday parties, and other users/groups as determined by the authorising officer)
5.1. Additional requirements for high risk users include (but are not limited to)
5.1.1. a minimum of four weeks’ notice; applicants must be over the age of 18.
5.1.2. must provide a copy of driver’s licence.
5.1.3. a $1,000 bond is applicable.
5.1.4. a Police Party Registration is to be completed at
Register a Party | Western Australia Police Force
confirmation of registration is to be sent to Community Venues two weeks prior to the booking date.
5.1.5. evidence (invoice & receipt) that the services of a registered Crowd Control Company has been
engaged to be received by the City two weeks prior to the booking.
6. Bonds
6.1. Bonds are transacted using a pre-authorisation via a valid credit card. This will be transacted three
days prior to the booking date.
6.2. The bond will be held against the following;
6.2.1. Damage to the building or equipment.
6.2.2. Breach of the Terms & Conditions of Hire.
6.2.3. Any false or misleading information is given regarding the nature of the booking.
6.3. The hirer will be liable for costs for damage etc. in excess of the bond deposited.
6.4. The pre-authorisation bond will be released within 7 days if there are no breaches to the Terms & Conditions of
Hire.
6.5. For any breach of the Terms & Conditions of Hire there will be a deduction of all or part thereof from the
bond at the discretion of the authorising officer.
6.6. Failure to arm the security system on completion of a function/booking may incur a deduction of bond.
6.7. Call outs for CoSafe Security Patrols or other council works caused by the hirer, or resident complaints, may
incur a fee to the hirer.
6.8. The hirer should use only tagged and tested electrical equipment. If a hirer uses equipment not tagged &
tested and it causes an electrical fault (including power to trip) and invokes a call out, this fee will be
charged to the hirer.
6.9. Administration costs incurred by the Council addressing anti-social behaviour at functions or during general hire
will incur a fee.
6.10. In the event floors require a “strip and seal” because of your hire, the hirer is to pay 70% of the full repair
cost.
6.11. Hall hire bond will be forfeited in the event of any substantiated community complaints being received, in
respect of anti- social behaviour/activity attributed to patrons of the function conducted at the premises.
7. Restrictions
7.1. Vehicles must only use the parking bays provided. No parking on grassed areas.
7.2. It is imperative that the hirer must not enter the facility before or after times booked and paid for.
7.3. Noise levels must comply with the Environmental Protection (Noise) Regulations 1997. Further advice may
be obtained from the City of Cockburn Environmental Health Services. Please contact (08) 9411 3444 for
further information.
7.4. Kegs of any type must not be placed in the halls/rooms. They must be stored in the kitchen or kiosk along
with any other refreshments.
7.5. Alcohol is not to be stored on site within the community facilities at any point of time. All excess alcohol must
be removed from the facility at the completion of each hire.
7.6. Confetti or any similar materials are not permitted either inside or outside the facility.
7.7. Decorations such as balloons or streamers are permitted provided, they are cleaned away at the end of
the function, including the tape/string.
7.8. Helium balloons are permitted provided they are anchored. If balloons are left in the venues a fee will be
charged for their removal. There will be a charge for any balloons activating the alarms due to them
deflating.
7.9. Balloon releases are not permitted.
7.10. Smoke machines are not permitted.
7.11. Live music will be evaluated on a case-by-case basis. .
7.12. All deliveries and collections to the hall are to be included in the agreed booking time.
7.13. No buck or hen parties, exotic dancers, nudity or entertainment alike is permitted in venues.
7.14. Under no circumstances can an event to be held in one of the City of Cockburn’s community venues be
advertised on the internet or social media without the approval from the City.
7.15. Bouncy castles, inflatable obstacle courses, amusements and animals are not permitted inside any venues.
7.16. Smoking is restricted to well-ventilated outdoor areas, and any discarded butts must be disposed of
appropriately. Smoking is not permitted around playgrounds or less than 5 metres from entry points to
any buildings
8. City of Cockburn Responsibilities
8.1. The City will take every reasonable care and precaution to ensure that all utilities, services, and equipment
are in proper working order, but will not accept responsibilities for breakdowns beyond their control.
8.2. The City will make every effort to provide the hirer with a clean and tidy facility.
8.3. The City is not responsible for any damage, theft or loss of items belonging to or the responsibility of the hirer.
9. Hirers Responsibilities
9.1. Liquor Licenses are the sole responsibility of the hirer, subsequent to permission being granted by the City for
liquor to be consumed on the premises, according to the Liquor Licensing Act 1988 Section 119 (1).
9.2. Liquor Licenses are required when liquor is sold or provided under a door/cover charge.
9.3. Hirers must show respect and common courtesy for other user groups within the centre or persons in
nearby premises, including residents.
9.4. The hirer is responsible for the behaviour of all persons attending the function or activity.
9.5. Hirers are responsible for the insurance of their own equipment or supplies, which are stored or left at the
venue.
9.6. Hirers are responsible for any public liability in respect to their activity. The City of Cockburn’s public liability
will only cover injury, loss, or damage because of any proven neglect or default of the City.
9.7. Should any accident and/or injury occur in the venue because of the hirer’s function and/or activity or
general hire of the venue, the City of Cockburn cannot be held liable under any circumstance.
9.8. Keep outside doors and windows closed where possible and ensure they are locked at the conclusion of your
function.
9.9. Music must be turned down at 10pm and turned off at 12 midnight and must not be a nuisance to other
user groups or persons in nearby premises.
10. Cleaning
10.1. At the conclusion of the session the hirer shall:
10.1.1. Leave the building in a clean and tidy condition.
10.1.2. All external surrounding areas, car parks, verges, and park lands to be left clean and tidy.
10.1.3. Make sure all fans/air conditioning/ heating and lighting is switched off.
10.1.4. Sweep all floors that were used.
10.1.5. Spot mop any spillage.
10.1.6. Wipe and stack tables and chairs then return to designated storage areas.
10.1.7. Place all rubbish in bins.
10.2. It is the responsibility of the hirer to remove all excess rubbish from the premises.
10.3. All unused food, drinks & ice from freezer must be removed from the premises unless otherwise arranged with
the City.
While basic cleaning supplies (such as a dustpan, broom, and mop) may be available, their availability is not
guaranteed. Hirers are advised to bring their own cleaning materials, including a broom, dustpan, mop, sponges
for benches, and rubbish bin liners.
11. Keys/Security
11.1. All keys/cards are to be allocated by the City.
11.2. Keys/cards are to be collected from the City administration building (9 Coleville Crescent Spearwood) on the
last business day before the booking date, between 8.30am and 4.30pm Monday – Friday.
11.3. Swipe Cards/Keys are to be returned by 4:30 PM on the next business day following your booking
Swipe Cards/Keys can be returned to the Front Counter during business hours or:
- The secured lock box located at the Council administration building near the front doors
- The secured lock box located on Remembrance Avenue, Cockburn ARC Staff Carpark near the exit boom gate.
12. Compliance with Legislation and Local Laws
12.1. The hirer must comply with the provisions of all relevant State and Commonwealth legislation and in
particular, the Environmental Protection Act 1986, the Environmental Protection (Noise regulations)
1997 and Health Act 1911.
12.2. The hirer must ensure compliance with the City of Cockburn’s local laws.
13. Disputes
Any disputes concerning bond refunds or complaints must be made in writing and marked:
Attention: Head of Recreation
Services City of Cockburn
PO Box 1215
BIBRA LAKE DC WA 6965
Failure to comply with these Terms & Conditions may impact future bookings