Hire Guide

www.perth.wa.gov.au/library

Table of Contents

BACKGROUND, HISTORY AND ARCHITECTURE........................................................................................ 2

LOCATION ................................................................................................................................................ 2

PUBLIC TRANSPORT ................................................................................................................................. 3

NEAREST PARKING ................................................................................................................................... 3

SPACES AVAILABLE .................................................................................................................................. 3

Auditorium .......................................................................................................................................... 3

Terrace ................................................................................................................................................. 3

Atrium .................................................................................................................................................. 4

Capacity ............................................................................................................................................... 4

SERVICES PROVIDED ................................................................................................................................ 4

Before the hire .................................................................................................................................... 4

During the hire .................................................................................................................................... 4

CLEANING ................................................................................................................................................ 5

RUBBISH .................................................................................................................................................. 5

LIMITATIONS OF FACILITY ....................................................................................................................... 5

Decorations, banners and signage ...................................................................................................... 5

Passenger lift/deliveries ...................................................................................................................... 5

AVAILABILITY ........................................................................................................................................... 6

PRICING ................................................................................................................................................... 6

BOOKING PROCESS .................................................................................................................................. 6

Tentative (pencil) bookings ................................................................................................................. 6

Quotations ........................................................................................................................................... 7

Confirmed bookings ............................................................................................................................ 7

On time ................................................................................................................................................ 7

Cancellation refunds ............................................................................................................................ 7

POSSIBLE INCIDENTAL COSTS .................................................................................................................. 7

PUBLIC BUILDING .................................................................................................................................... 8

LOADING AND UNLOADING .................................................................................................................... 8

FIRST AID, ACCIDENTS AND INCIDENTS ................................................................................................... 8

ORIENTATION .......................................................................................................................................... 8

TESTING AND TAGGING ELECTRICAL EQUIPMENT .................................................................................. 8

SMOKING AND FIRE ................................................................................................................................. 8

SECURITY ................................................................................................................................................. 8

UNNACCEPTABLE BEHAVIOUR ................................................................................................................ 8

CONTROL OF CHILDREN .......................................................................................................................... 8

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WORKING AT HEIGHT EQUIPMENT ......................................................................................................... 9

FOOD SAFETY ........................................................................................................................................... 9

FLOOR SAFETY ......................................................................................................................................... 9

LICENCES AND INSURANCES .................................................................................................................... 9

Public Liability Insurance ..................................................................................................................... 9

Liquor licence ...................................................................................................................................... 9

APRA and PPCA licences .................................................................................................................... 10

INDEMNITY ............................................................................................................................................ 10

GENERAL CONDITIONS .......................................................................................................................... 10

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BACKGROUND, HISTORY AND ARCHITECTURE

The Perth Library began life in the mid-1800s to provide social and intellectual recreation for the new, pioneering Colony. While it has always been an important part of the fabric of the City, its physical presence has been limited, often housed as part of other civic buildings.

The new City of Perth Library, built on the approximate site of the original Library, is a purpose-built, stand-alone, state-of-the art building. The Library is located in the vibrant Treasury precinct within the heart of Western Australia’s capital. The inviting cylindrical form of the seven storey structure is designed to encourage pedestrians through the plaza and into its open, inclusive spaces. Perth’s Lord Mayor described the Library as ‘the City’s lounge room’, a space for the people of Perth to meet, learn and create.

The natural woods, locally quarried granite and natural fabrics used throughout the building add warmth to the space. Clever design allows light into reading spaces, and a four storey wall of plants provides visual respite.

As a capital city Library, the building needs to be many things to many people. The Library provides flexible spaces supported by technology for the business community, is warm and welcoming to the young and safe and familiar to the frail and disenfranchised.

This significant civic building has beautiful views of the City and the Swan River, with a range of internal spaces to accommodate a variety of functions and activities. The building employs universal design principles, making it accessible for people with diverse abilities. There are ample public transport and parking options nearby.

LOCATION

The City of Perth Library is located at 573 Hay Street.

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PUBLIC TRANSPORT

The City of Perth Library is located three blocks from the Perth Busport and the Perth Train Station. The closest CAT Bus stops are:

• Blue CAT stop No. 3 • Red CAT stop No. 8

A taxi rank is located near the Library on Hay Street.

NEAREST PARKING

Pier Street (City of Perth Parking) 87-89 Pier Street (near corner of Murray Street) Open 6.00am to midnight

Council House (City of Perth Parking) 27 St Georges Terrace Open 6.00am to 1.00am

Kings Complex (Wilson Parking) 517 Hay Street (entry via Hay Street or Pier Street) Open 24 hours

Fire Station (City of Perth Parking) 1 Murray Street and Hay Street (entry via Murray Street or Hay Street) Open 24 hours

For information about City of Perth Parking fees and charges, visit www.cityofperthparking.com.au/parking-fees and download the Parking Guide.

SPACES AVAILABLE

Auditorium

The Library’s Auditorium is a flexible space suitable for functions of up to 90 guests (seated). The venue includes a complimentary lectern, microphone and AV equipment. The adjacent breakout area overlooks a vertical green wall. The water feature at the base of this wall is a reflection pool and brings natural light to this level. A small finishing kitchen, next to the lifts, is available should catering be required for your function. Universal access toilet facilities and a baby change table are also located on this level.

Terrace

The Terrace is an appealing space that showcases Perth City and the Swan River. It is an ideal setting for a corporate sundowner, dinner party or wedding. An internal space adjoins the Terrace. This space includes a complimentary lectern, microphone and AV equipment. A finishing kitchen, next to the lifts, is available should catering be required for your function. Universal access toilet facilities are also on this level.

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Atrium

The Atrium is an intimate space that would suit small dinners and exclusive events. The centrepiece of this indoor space is the Tree of Knowledge, which together with the dazzling lights of the City, make it a unique and memorable venue for any event. There are universal access toilet facilities and baby change tables on this level. There is no finishing kitchen on this level.

Capacity

Maximum capacities for each space are provided below. By admitting more people than is permitted, the hirer is liable to prosecution.

Room Name Location Capacity Equipment

Auditorium Mezzanine 90 (seated)

Screen, projector, lectern with microphone.

Terrace Level 3 150 (standing)

Atrium Level 4 80 (standing)

SERVICES PROVIDED

Before the hire

The Events Team can be contacted on library.events@cityofperth.wa.gov.au to:

• Answer questions and send information. • Take bookings and arrange invoicing and refunds. • Arrange appointments for pre-hire venue inspections. • Answer technical questions about the venue and its equipment.

During the hire

A Venue Supervisor will be present at the commencement of the hire period to:

• Provide access to the space at the agreed start of the hire time. • Walk through a venue induction, explain the fire alarm system and evacuation plan and point

out emergency exits and facilities. • Supervise the use of the lift if it is used to transport equipment. • Set up the audio and the house lights.

Notes:

• While the Events Team are familiar with the venue’s audio and lighting systems, they are not trained technicians. The use of an external professional audio/lighting service is recommended when a professional standard presentation is required.

• After the function is over, all rubbish must be placed and stored in the nominated area for your function and the space returned to a reasonably clean condition. Please see the next section for details.

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CLEANING

To leave the space in a ‘reasonably clean condition’ all rubbish must be placed rubbish bins, tables must be cleared, floors must be swept, breakages must be cleared and spills wiped up at time of spillage and the kitchen and all other areas must be left in their original clean condition. Decorations (including flowers) and other equipment brought into the venue are to be removed by the end of the hire period or at another time prearranged with the Venue Supervisor.

If, in the City’s judgement, the space is left in a dirty condition, or damage is caused to the venue or property, equipment, fixtures or fittings therein; or if the event goes over the specified time of hire, a fine may be incurred to cover the cost of cleaning and/or repairs.

At the conclusion of a large event or function, the venue must be professionally cleaned so it can resume its primary function as a Library the following morning. The hirer will be given an estimate of the cleaning costs after their function if required.

RUBBISH

The Events Team should be notified before the function if it is expected that the event will produce more than 360L (3 wheelie bins) of rubbish, so rubbish pickup can be coordinated. Functions expecting to generate large quantities of rubbish may be required to remove some rubbish themselves, or an excess rubbish fee may be payable.

LIMITATIONS OF FACILITY

The venue is unsuitable for some events, including:

• Concerts where a ‘mosh pit’ will develop. • Dances featuring rock, club or loud pop music. • 18th and 21st birthday celebrations. • Events featuring a band or DJ likely to encourage crowds of people to engage in vigorous,

rhythmic dancing.

Smoke and haze machines are not allowed as they are incompatible with the fire safety system. No smoking is permitted in the Library or on the Terrace. No candle, oil lamp or flame of any kind is to be used within the Library, even with a glass covering.

Decorations, banners and signage

Signage holders are available to display A3 posters before and during events. These materials must be approved by the Events Team.

Signage and/or any fixtures on the walls are prohibited. All signage must stand alone, not impede access and be approved by the Events Team.

Passenger lift/deliveries

The passenger lift is intended primarily for the use of Library visitors, especially people with prams or limited mobility. If goods and equipment need to be transported in this lift, the Events Team must be consulted, and the delivery and pick up of goods must be organised prior to the event. Failure to do so may result in deliveries being turned away.

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AVAILABILITY

Bookings can be taken for Auditorium both during Library opening hours and after hours. The Terrace and Atrium can only be booked after hours. Security must be arranged approved by the City of Perth Library for all after hours hires.

PRICING

• All prices include GST and are subject to change. • Eligibility for the Not-for-Profit (NFP) rate is determined at the point of booking and is

applied at the City of Perth Library’s discretion. • Surcharges may apply for function dates adjacent to public holidays and/or Friday, Saturday

or Sunday nights.

Space Rate Half Day Full Day After Hours

Auditorium NFP $225.00 $375.00 $375.00

Standard $300.00 $500.00 $500.00

Terrace NFP $880.00

Standard $990.00

Atrium NFP $880.00

Standard $990.00

Setup and takedown time (also known as ‘bump-in’ and ‘bump-out’) and clean-up time must be booked in advance and is charged at regular rates.

Due to storage restrictions, all event equipment must be removed at the conclusion of the function. If this is not possible, alternative arrangements must be made and confirmed with the Events Team prior to the event date.

We do not charge for the drop off and pick up of gear outside of booked hours, as long as these activities are scheduled at a time when the venue is staffed and they do not interfere with other bookings.

BOOKING PROCESS

Please email library.events@cityofperth.wa.gov.au to confirm availability, arrange a tour of the facility, make a pencil booking, and obtain a quotation.

Tentative (pencil) bookings

Pencil bookings will be held without a deposit for a maximum of two weeks, within the following conditions. If another enquiry is received for the date that a pencil booking is held, the original party will have 48 hours to arrange to pay a deposit. The City of Perth reserves the right to take precedence over a tentative booking.

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Quotations

When requesting a quotation please allow time for setup, clean-up and bump-out. As a guide, most cocktail events require minimum 2 hours setup. Most events involving food and drink will require an hour for clean-up.

Confirmed bookings

A deposit is required to confirm a booking. The City of Perth reserves the right, in rare circumstances, to take precedence over confirmed bookings.

The total function cost is payable one week before the date of hire. If the date of hire is less than one month away the total function cost is payable at the time of booking.

On time

Events that run past the booked time may incur extra charges.

Cancellation refunds

No cancellation fee will apply for cancellations where notification has been given 28 or more calendar days before the event. The full deposit, if paid, will be refunded by cheque.

Deposits will not be refunded for cancellations where notification has been given 27 to 8 calendar days before the event.

The full cost is forfeited for cancellations where notification has been given any time within and including 7 calendar days prior to the event.

If a hirer wishes to reschedule their booking, the original deposit can be used towards the new booking, provided they have:

a) given 28 days’ notice; b) the new date is no more than 6 months away, or at the end of the current financial

year (whichever is less).

Only one change of date will be accepted.

POSSIBLE INCIDENTAL COSTS

The following are not fees paid to the City of Perth; they are listed merely to aid planning:

• Licences and insurance: see pages 11 and 12 of this document. • Additional Equipment: tables, additional chairs, and audiovisual equipment may be hired

through any appropriate supplier. Drop off and pick up times must be arranged with the Events Team.

In regards to catering, the hirer is free to choose their own appropriate caterer for their function. If you are considering self-catering please see the section on Food Safety.

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PUBLIC BUILDING

Closing announcements are made over the PA every day – the first occurring 15 minutes before closing and then again at closing time. If you need to conduct a function without this interruption, make this known to the Events Team at least one week prior to your event to ensure this request can be accommodated.

LOADING AND UNLOADING

If multiple suppliers (caterers, decorators, technicians, florists etc.) require access for loading and unloading it is the hirer’s responsibility to coordinate the use of loading bay.

FIRST AID, ACCIDENTS AND INCIDENTS

First aid kits are available on every floor of the building. If required please contact the Events Team or a City of Perth Library staff member. The Events Team should be notified in the event of an accident or incident.

ORIENTATION

At the commencement of the hire, the Events Team will briefly explain the workings of the venue – i.e. lighting, first aid, equipment, and evacuation procedures. Please allow 10 minutes for this. The hirer is provided a short housekeeping note. We recommend that this is read to guests at the beginning of the function.

TESTING AND TAGGING ELECTRICAL EQUIPMENT

All electrical items brought into the building must be tested and bear current tags. Proof of this will be required prior to the event.

SMOKING AND FIRE

Please do not block or lock emergency exits. Ensure that no smoking or other flames are permitted anywhere in the building. No light fitting may be interfered with, covered or decorated any way.

SECURITY

For any function that occurs outside of the Library’s normal opening hours, the City’s licensed security guards will be required, at the cost of the hirer. If alcohol is to be served at any time during the event, one guard per 100 people is the minimum requirement. The cost of security will be included in the quoted hire fees, as required. At management’s discretion, security may also be required at other times, such as when large numbers of children are present or if the function is conducted over multiple levels of the building.

UNNACCEPTABLE BEHAVIOUR

No person using the venue shall behave in a disorderly manner, use profane or indecent language, be in an intoxicated condition, create or take part in any disturbance, or cause any nuisance or annoyance to the owners or occupiers of any adjoining property or property in the vicinity of the precinct.

CONTROL OF CHILDREN

While children are welcome, they must be kept under strict adult supervision at all times.

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WORKING AT HEIGHT EQUIPMENT

Ladders and the aerial work platform may be used only with permission of and under the supervision of the Events Team. A ticket for the use of an elevating platform is required. If this equipment is required as part of setting up the space, a request must be made beforehand so the Events Team can allow time to assist. If assistance is needed at the end of the event, the same procedure must be followed.

FOOD SAFETY

All professional caterers who work at the City of Perth Library need to be properly registered with their local government authority. Those who have not worked at the venue before will need to present evidence of registration.

Self-catering is permitted at the City of Perth Library to a limited degree. Cakes, biscuits, oven-ready commercially prepared foods and similar low risk foods are permitted. For other foods, self-caterers need to be aware of the increased risks of handling and transporting food in bulk for large numbers. They will be asked to review food handling information and to complete a food safety plan.

FLOOR SAFETY

No candles or confetti are to be brought to or used in the venue. If anything is spilled on the floor, a person should be posted at the site to keep people from slipping until catering staff can attend to the spillage.

LICENCES AND INSURANCES

Proof of all relevant licences and insurances is required at the time of confirmation of the function. Entry to the venue will not be permitted if proof of the required licences and insurances is not presented before the commencement of the hire.

Public Liability Insurance

Businesses and organisations must provide a Certificate of Currency proving public liability cover of $20M or more. Community groups not possessing Public Liability Insurance must discuss this with the Events Team.

Liquor Licence

Applications for occasional liquor licences can be obtained from the Department of Racing, Gaming and Liquor at www.rgl.wa.gov.au (click on Liquor, Application Kits and Occasional Licence). Licences must be applied for two weeks before the event.

Except where a licensed caterer is engaged, the following types of events require an occasional liquor licence:

• Events where alcohol is sold or supplied as part of a ticket price; • Events where alcohol is provided to sponsors, volunteers or clients; • Events where alcohol has been paid for out of members’ fees, including social club

events.

There are some exceptions for small events (up to 75 or 100 persons) under specific conditions. It is the hirer’s responsibility to understand if they require a liquor licence.

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APRA and PPCA licences

Public events involving the use of music require licences from the Australian Performing Rights Association (APRA) and the Phonographic Performance Company of Australia (PPCA), exempting events using broadcast radio. The City of Perth Library holds licences for both APRA and PPCA, which cover the use of incidental background music at non-ticketed events.

Ticketed events involving music (live or recorded), and most other events where music is a feature of the program (including dance contests, exercise classes and fashion shows as well as concerts and performances) may require an additional licence. It is the hirer’s responsibility to understand if they require an APRA OR PPCA licence.

INDEMNITY

Upon acceptance of hire, the hirer is bound to hold the City of Perth and the employees of the City of Perth indemnified against claims which may be made against them for damages.

Otherwise, in respect of any loss, damage, death or injury caused by or in the course of or arising out of the hiring of the venue, the property of the City of Perth during all periods when such venue is on hire to the hirer. However this indemnity only applies to the extent that such loss, damage, death or injury is caused by the negligence of City of Perth.

GENERAL CONDITIONS

In return for the use of the venue and services, it is expected that the hirer will:

1. Complete and sign a booking form acknowledging that all the conditions set out in this document are understood, and ensure that all the conditions are met.

2. Pay the deposit specified in addition to the hire fees and other fees as applicable. 3. Advise the Events Team if alcohol is to be served, even if no liquor licence is required. 4. Conclude the function on schedule. Additional costs will be incurred for exceeding finishing

time. 5. Leave the venue in a reasonably clean condition. 6. Comply with the provisions of the Environmental Protection (Noise) Regulations 1997. A

breach of the Environmental Protection Act may result in a Noise Abatement Direction being served. Non-compliance with a Noise Abatement Direction is evidence of an offence, maximum penalty $5,000.00.

7. Not remove property, equipment, fixtures or fittings from the venue.