After-hours meeting bookings

Booking protocol

After hours access to the 246 Vincent Street, Leederville building is restricted to not-for-profit organisations that meet the department's Meeting Rooms After-hours Booking Policy or those meetings where an agency representative is in attendance as the nominated representative for the entire event.

Booking enquiries must be made to the Leederville office reception within normal business hours 8.30 am to 4.30 pm Monday to Friday. Training Room and Conference Room resources can only be booked via Leederville office reception when required after 5 pm or on weekends and public holidays.

External organisations making after-hours bookings

External-after hours requests for sport, recreation and cultural groups that meet the department accessibility criteria can only be obtained by using the after hours booking enquiry process. These bookings must be made at least two weeks in advance of the required date but cannot be booked more than two months (8 weeks) prior to the date of requested booking.

Group registration – complete the after-hours booking enquiry form to register and submit along with your organisations current certificate of currency.
Booking enquiry will be considered by the department and either confirmed or denied within normal business hours dependent on availability of resources.
All booking enquiries must be made on a booking enquiry form regardless of previous bookings.
All cancellations must be in writing and made more than 72 hours prior to the booking.
Clients must agree to usage terms and conditions.

In the event of an unforeseen requirement to use the facilities, prospective clients will be contacted at the earliest opportunity where it’s anticipated that this may impact on their booking.

COVID-19

Please follow the directions from the Department of Health about keeping up physical distancing and good hygiene.

COVID-19 Cleaning

Due to COVID-19 the standard and frequency of cleaning has increased and is required between each booking.

Each group must wipe down desks, chairs, equipment and door handles after each meeting to ensure our minimum cleaning requirements are met. Cleaning supplies are available on site, found in the kitchen area under the sink.

Additional cleaning and disinfecting will be provided by the department at the end of each night. Please leave tables and chairs out so that the cleaners can undertake this additional cleaning.

After-hours booking enquiry form

Please complete this form to enquire about an after-hours room booking.

If there any changes to any information, please email Leederville office reception as soon as possible.

*Required fields

Organisation

Organisation name*

Australian Business Number (ABN)*

Incorporation number*

Certificate of Currency*

Authorised representative

Authorised representative name*

Provide full name

Authorised representative role*

Authorised representative telephone*

Authorised representative email*

Primary contact

Primary contact name

If different from authorised representative

Primary contact telephone

Primary contact email

Booking information

I/my organisation request the hire of the following venue/s*

Leederville Conference Room (max 72 capacity)

Leederville Training Room (max 25 capacity)

Start date and time of booking*

Finish date and time of booking*

Meeting use details*

Purpose, number of anticipated attendees, special requirements such as technology use, disability access etc.

Is this a variation to an existing booking?*

If yes, provide details of current booking:

Applicant, for itself and its heirs, successors and assigns, shall release, defend, indemnify and hold harmless its officers, agents, employees and volunteers, from and against any and all claims, demands, liability, damages, lawsuits or other actions, including, but not limited to, personal injury or death or property damage arising out of or in any way connected with Applicant’s use or occupancy of the DLGSC 246 Vincent Street facilities or equipment.

Applicant shall be responsible for any damages, including replacement costs and staff time, sustained by the public Department meeting rooms, including but not limited to its furnishings and equipment, as a result of Applicant’s occupancy or use.

Applicant agrees that it does not discriminate in membership or service provision, on the basis of race, age, religion, political affiliation, gender, sexual orientation, national origin, or disability, or in employment on a basis prohibited by law.

Applicant has provided documentation of its not-for-profit based status as set forth in the Meeting Room Policy along with a Certificate of Currency showing public liability insured amount of not less than $2 million.

The applicant understands that attendees will be not allowed access to the building until 15 minutes prior to the scheduled booking and that building use concludes within 30 minutes of the scheduled booking.

The applicant agrees that the organisation can cancel any bookings that have been accepted up to 72 hours prior to the meeting. Failure to attend an after-hours booking that has not been cancelled 72 hours prior to the meeting will incur a fee of $40 per hour of the booking to cover the cost of staffing the building for that meeting. The minimum fee will be $120 ($40 per hour for a minimum 3 hours).

The applicant agrees by submitting this enquiry that they have read and understand the terms and conditions of this booking policy and that should they not meet any of the conditions of the policy that they will not be allowed access to the building for after-hours use in the future.

Meeting Rooms After-hours Booking Policy

Meeting Rooms After-hours Booking Policy*

I have read and understood the Meeting Rooms After-hours Booking Policy.

Page reviewed 05 September 2024