Hall Pavilion Availability - Week 30, 2025

The Hall Pavilion is in a residential area. In order to protect the quiet enjoyment rights of nearby residents, regretfully no teenage to 21st birthdays, school or college party bookings will be accepted.

By proceeding to hire the Pavilion the Hirer has entered into an agreement (the Agreement) with the Village of Hall and District Progress Association (VHDPA) to use the Hall Pavilion subject to the following conditions. Hirers must carefully read and acknowledge their understanding of the conditions before proceeding.

Booking Calendar

Instructions: Navigate to the week/day you want to book and click the associated [Book Now] button.

By making a booking, you confirm that you have read and agree to the Hire Agreement Conditions specified below.

• Available
• Provisional Booking
• Confirmed Booking
• Transition Period

Hire Agreement Conditions

The Hirer agrees to use the Hall Pavilion (a non-smoking venue) subject to the following conditions:

Hire Agreement Conditions
1. The venue hired is the Hall Pavilion, including the carpark and verandah.

Occupancy
2. The indoor occupancy limit for the Pavilion is 120 persons, not including function staff. Clear access paths to the designated exits are to be maintained at all times. The Hirer is to determine if the venue is appropriate for their event considering the event set up detail, attendee comfort level, etc.
3. The Hirer shall not exceed the occupancy limit at any time, and is personally responsible for the enforcement of the limit during the term of the Agreement.

Hire period
4. Two hire sessions must be booked if the required period cannot be limited to the session times. For early access, session two (2) must be booked on the day prior to the event.
5. The hourly rate is only available Monday to Friday for community activities such as exercise classes and does not apply to events, parties or the like.
6. In special circumstances and subject to availability; Hirers may request for equipment to be collected outside of the hire period. The request is to be in writing; as must the VHDPA approval. If written approval has not been granted, overstay of hire period charges will apply, these charges will be at the discretion of the VHDPA.
7. Overstay at the venue will incur forfeiture of the bond. Overstay is defined as:
• occupying the Pavilion after curfew - 11 pm or carpark after 11.30 pm on Friday and Saturday nights, or
• occupying the Pavilion after curfew - 10 pm or carpark after 10.30 on weekday or Sunday nights.

Fees and payments
8. Fees are reviewed annually by the VHDPA. Current fees are posted on the VHDPA website. Applicable hire fees are determined by the event date, not the booking date.
9. To be entitled to the community rate the Hirer must produce evidence to the VHDPA at the time of placing the booking.
10. A refundable bond of $400 is to be paid at the same time as the balance of the hire payment.
11. Until full payment of hire fees and bond is made, the booking is not confirmed.
12. The bond is fully refundable subject to any damages, cleaning, overstay of hire period, theft, misuse or vandalism of property. The bond is held by the VHDPA as a guarantee of compliance. Once the full compliance with the Conditions of Hire has been confirmed, repayment of the bond will typically occur within fourteen business days of the hire period.
13. A cleaning charge of $160 may be deducted from the bond if the premises or immediate surrounds are left in an unclean, untidy or unacceptable state, as deemed by the VHDPA (or their representative). This cleaning charge may be higher if the cleaner is required to attend on short notice, on a weekend or after normal business hours.
14. Any deduction from the bond will be advised in writing. Where possible photos with evidence will be provided. The issues noted are at the ultimate discretion of the VHDPA. The Hirer will be liable for all costs incurred for damages and repairs that exceed the amount of the bond. The bond will be held by the VHDPA until any dispute (if any should arise) has been resolved.

Cancellations
15. A cancellation fee applies in all scenarios once a booking form has been completed and a deposit paid.
• If the event is cancelled 21 days or more before the event the deposit will be forfeit.
• If the event is cancelled less than 21 days before the event date the hire fee will be forfeit.
16. The VHDPA reserves the right to cancel bookings at any time. In such cases all monies will be repaid and the VHDPA will not be liable to compensate the Hirer or any other entity for any losses which may be suffered.
17. The VHDPA may, at times, be required to complete upgrades or maintenance work on the building. These works are sometimes known in advance. Where possible, the VHDPA will endeavour to provide adequate notice of any disruption to the Hirer. The Hirer agrees to the venue being taken on 'as-is' basis on the event date.
18. Certain buildings are designated polling booths for Local, State or Federal elections. The VHDPA reserves the right to cancel your booking should the building be required for this purpose.

Control of the event
19. The Hirer agrees that the VHDPA may register the event with ACT Policing via the PARTIES registration form.
20. The Hirer agrees that it will, at all times, have control and conduct of the event. If the VHDPA reasonably suspects the Hirer will not have control of the event, it reserves the right to immediately cancel any booking made and the Hirer shall forfeit any fees, charges or bonds paid.
21. Where functions are attended by persons under the age of 18 years, the Hirer will be the person responsible for actively supervising the function. The person completing the booking form is subject to these terms and conditions. The hiring may not be assigned or transferred to any other person, persons or organisation without prior written permission of the VHDPA. Hirers must ensure that Conditions of Hire and any specific arrangements or instructions are complied with at all times.
22. The VHDPA has total discretion to accept or decline any application. The Hirer will not provide false or misleading information, or omit to provide information that will result in the application being false or misleading. Failure to meet any of the Conditions of Hire, either before or during a booking, will result in immediate cancellation of a booking. The Hirer should not use the Pavilion for any purpose other than that specified within the booking application. It is the responsibility of the Hirer to see that their guests adhere to these conditions.
23. Where functions are attended by persons under the age of 18 years, the Hirer will be the person responsible for actively supervising the function. The person completing the booking form is subject to these terms and conditions. The hiring may not be assigned or transferred to any other person, persons or organisation without prior written permission of the VHDPA. Hirers must ensure that Conditions of Hire and any specific arrangements or instructions are complied with at all times.
24. The VHDPA or representative (including the Australian Federal Police (AFP), ACT Fire Brigade or approved Security Company) shall be entitled to unrestricted access to any part of the building during the hire. Any instruction given by such representative to any person admitted by the Hirer shall be obeyed.

Good Neighbour policy
25. The amenity of local residents shall be protected. Noise and music must not disturb neighbours and must cease by curfew. Offensive noise is considered as noise that may be capable of being heard inside the residence of any person.
26. Playing of music or other noisy activity outside the Pavilion is prohibited
27. To minimize noise disturbance, the doors facing Gladstone Street must be kept closed during events.
28. A car park speed limit of 10 kph applies.
29. Persons exiting the carpark should ensure headlights are dimmed and vehicle noise is minimised.
Indemnity and Insurance
30. The VHDPA undertakes no responsibility for the property of any Hirer or other person.
31. The Hirer indemnifies the Association for any loss or damage caused by a negligent act or omission of the Hirer or any other person during the hire period.
32. The Hirer shall indemnify and keep indemnified the VHDPA, its committee, members and agents against all actions, suits claims and demands which may have been made by any person for damages for death, personal injury, damage or loss of property or financial loss arising out of or in connection with the use of the venue including legal costs of any such actions, suits, claims and demands, except to the extent that any death, personal injury, damage or loss of property or financial loss was caused by the negligent or unlawful act or default of the VHDPA.
33. All commercial bookings (including markets) and bookings made by a sporting body, club, association or corporation, or business entity of any kind, must hold public liability insurance cover with an approved Australian provider to the value of $20,000,000. Stallholders will hold their own insurance and it is the Hirer's responsibility to ensure they do so.
34. A current certificate of insurance shall be provided to the VHDPA at the time of booking. The insurance shall state:
• The name of principal organiser
• A description of the event
• The venue name and that all public areas of the venue are covered.
35. Hirers/users who obtain services (paid or unpaid) from others to assist with the booking (eg caterers, cleaners, technical specialists etc) are required to ensure all contractors/service agents:
• Abide by these conditions of use
• Arrive and leave the premises within the approved period of the booking
• Hold evidence, in the form of a Certificate of Currency, that they hold Public Liability insurance cover of at least $20,000,000
• Have assessed the facility for risk and have adequate safety procedures in place, which may include safe work method statements.

Smoking or Vaping
36. Smoking or vaping is not permitted in any part of the Pavilion, including tennis court, car park, verandah, or within 15 metres of entrances. The hirer will be responsible to enforce the No Smoking/Vaping Ban during the function or activity.

Food and Alcohol
37. Hirers are to comply with the provisions of all Legislation and Regulations such as the Liquor Act and Public Health Regulations, in place at the time of hire.
38. The consumption of alcoholic beverages is limited to within the venue. No guest is authorised to leave the event with an open bottle of drink. Consumption of alcoholic beverages in cars, carpark and other areas is prohibited.
39. Where alcohol/food is to be sold at a function, the Hirer must obtain the required Licence(s) for the event date(s) and shall supply the Booking Officer with a copy of the License(s) before the function.
40. The party entering into the hire agrees to prohibit the provision, sale or supply of any alcohol to those under the age of 18 at events within the venue.

Fire and Safety
41. Doors and fire services must be free of blockages and exit doors must not be locked. Travel paths throughout the venue shall be at least two (2) metres wide.
42. Highly flammable materials are not permitted within the premises.
43. No gas heaters, flame lamps, candles, fires or use of fireworks are permitted either in the venue or its grounds.
44. Cooking is not permitted in the Pavilion using other than installed kitchen equipment.
Services, Equipment and Materials
45. All electrical equipment brought in by the Hirer must have a current compliance tag.
46. The VHDPA accepts no liability to compensate the Hirer for any loss, which may be suffered through any failure in the appliances, lighting or other service in the venue. Without limiting the exclusion of liability, the VHDPA will use its best endeavours to rectify any such failures as soon as possible after having been notified from the Hirer of the failure.
47. Smoke machines, sparklers or any other smoke producing item may not be used in the building under any circumstances. Should any smoke detector or alarm be activated during your hire, the bond may be forfeited and additional charges may be incurred for the call out of the ACT Fire Brigade/ VHDPA representative. Fire Brigade attendance exceeds $1,300.00 and is payable by the Hirer and once the final charges are known.
48. No nails, staples, paint, screws, tape, blue tack or glues are to be used. Decorations may be hung from hooks provided on the walls. All decorations are to be removed completely after the event.
49. Hirers must not use confetti or glitter.
50. Jumping Castles and inflatable amusement devices are not permitted to be used in the Pavilion and surrounds.
51. It is the responsibility of the Hirer to ensure the provision of adequate first aid is available during the period of hire.

Cleaning and Waste
52. The Hirer is responsible for the removal of all waste and rubbish and ensuring that the Pavilion and surrounds are left in a clean and tidy condition.
53. A cleaning charge may be deducted from the bond if the premises, furniture, fittings or immediate surrounds are left unclean or untidy or rubbish is not removed to the skip provided.

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