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What is the process for booking a hall?

Make an enquiry

Find a hall

Find a suitable venue for your event:

  • Beaumaris Community Centre
  • Brighton Town Hall
  • Black Rock Civic Hall

Things to consider when selecting a hall:

  • Location
  • Availability
  • Price
  • Capacity
  • Amenities
  • Appearance
  • Seating

What types of events are allowed?

Teenage birthday parties or deb and school formal parties are not allowed in the halls. All other events are allowed as long as they adhere to the terms and conditions.

Look at the legal requirements

Public liability insurance

To book a hall you must obtain public liability insurance cover for no less than $20 million. You can use our existing insurance for a $35.20 fee per event, or you can supply your own certificate of currency.

Will you be selling alcohol?

To sell alcohol you will need a temporary limited licence from the Victorian Commission for Gambling and Liquor Regulation.

Will there be advertising put up on or around the hall?

Please let us know as there might be additional Local Law permits required.

View the space

Pick up the key

You can view space on business days from 8.30am to 4.30pm. Please call us on (03) 9599 4687 to check available times.

You are required to bring back the key on the same day. You will need to pay a $50 key deposit which will be refunded in cash if the key is returned on the same day. If the key is returned later your deposit will be refunded as a cheque which can take up to 4 weeks.

You can pay for and pick up a key at our corporate office reception.

Corporate office address

76 Royal Avenue, Sandringham VIC 3191.

Phone

(03) 9599 4444

Make a booking

Are there any discounts for not for profit organisations?

Not for profit organisations based in Bayside can get a 75% discount on the hourly fee. Not for profit organisations outside of Bayside can get a 50% discount on the hourly fee.

To receive the not for profit discount, you will need to supply a certificate of incorporation or not for profit subsidy.

Receive your tentative booking email

We will email you about your booking. This will contain all of your confirmed information and any payments that are required. Remember, once you receive this you will have 7 working days to pay to hold your booking.

Cancel your booking

What's the process?

Cancelling within 48 hours of receiving your tentative reservation email will result in no fee being charged.

A $99.75 fee is to be paid for cancellations greater than 4 weeks before your event. If you let us know you’re cancelling:

  • 2 and 4 weeks before your event you will lose 50% of your total hourly fees

  • 2 weeks or less before your event you will lose 100% of your total hourly fees.

If you cancel after the date you will not receive a refund.

All cancellations must be made in writing to epeterie [at] bayside.vic.gov.au (subject: Hall%20booking%20cancellation)

Do you want to cancel one session from a regular booking?

If you need to cancel a single session, please email us at epeterie [at] bayside.vic.gov.au and will remove the booking and amend your invoice.

Pay for your booking

How you can pay?

We ask for hirers to pay the amount in full within 7 days. This can be paid online after your booking has been confirmed.

Adding the extras

Organise your professional services

To hold a great event you may need help. You can organise professional services to make the organising and holding that much better. These might be:

  • Advertisers
  • Cleaners
  • Equipment hire companies
  • Event planners
  • Food and drink providers
  • Interior decorators
  • Live performers
  • Photographers
  • Security
  • Ticketing staff

If these services require access to the hall to check suitability, you will need to organise a time, pay a key deposit and pick up the key from our head office reception. To organise this, please call us on (03) 9599 4687 in business hours.

Advertise your event

If you are setting up or attaching advertising around the venue you will need approval and in some cases a Local Law permit. You need to make sure that any signage used does not cause damage to the inside or outside of the hall.

Please let us know and we can advise you of what’s required.

Advertise your event on our website

If your event is open to the public, you can post your event on our website.

Prepare for your event

Parking

Please let your guests know to use the off-street parking areas where available. This means your guest’s cars are easier to access and local traffic can still park in the area.

Beaumaris Community Centre has off street parking either side of the Beaumaris Library.

Black Rock Civic Hall has a carpark off Balcombe Road.

Brighton Town Hall has on street parking on Wilson and Carpenter streets.

When can I pick up the key?

You can pick up the key 1 working day before your event. If you need the key earlier, please let us know and we can check availability.

How and when can I put up signage or decorations?

Please let us know if you want to put up signage or decorations. We will try to provide you with additional setup time for this depending on the previous booking time.

You are not allowed to use hanging methods that damage surfaces such as adhesive fasteners, tape, nails, screws or hooks. You will need to pay for any repairs or cleaning required if damage occurs.

Do you provide catering?

We do not provide catering. There are kitchenettes in the Beaumaris Community Centre and the Black Rock Civic Hall and a commercial kitchen in Brighton Town Hall that can be used by you or your catering company.

Set up your event

Check the hall for cleanliness or damage

We check the halls each week to make sure they are clean, free of damage and facilities are working. When you arrive at the hall, please take some time to make sure the space is clean and without damage. If you do see an issue, please call us and let us know before your event starts.

Call us out of business hours

(03) 9599 4444

Or contact Emily in business hours on

(03) 9599 4687

When can I set up my event?

We will confirm with you an entry and leaving time for your event. This time will include the setup and clean up. A minimum of 30 minutes is provided for setup and clean up for Beaumaris and Black Rock hall bookings.

Are fridges and hot water urns on?

The fridge and hot water urn are left off and will need to be turned on if required for your event.

What is not allowed in the halls?

Certain types of equipment or practices are not allowed, these are:

  • All types of confetti or confetti machines

  • Forklifts

  • Mist or smoke machines

  • Smoking is not allowed in the halls. If a smoke alarm goes off and fire authorities attend, you will be liable to pay a $2,000 fine.

Hold your event

Music and noise

All music must stop no later than midnight.

Noise levels need to comply with State Environment Protection Policy which can be viewed on the EPA website. As a courtesy, please let your guests know that excess noise can affect local residents.

When does my event need to wrap up?

If you have an evening event, the space needs to be cleaned and vacated by no later than 1am.

Event security

If there are any security issues with your event please call the police.

Pack up hall equipment

We provide tables and chairs with our halls. If you use these, it is important to pack them away so the next group can utilise their setup time effectively.

Beaumaris Community Centre

Approximately 50 chairs are to be stacked 5 high in the small hall.

Black Rock Civic Hall

Approximately 20 chairs are to be stacked 5 high in the small hall.

Brighton Town Hall

All chairs/tables to be put back under the stage. Please use the lift under the stage for this. If the piano has been moved, ensure it is placed against the wall on the left of the stage. Please make sure it is not blocking the door

Fridge and hot water urns

These are required to be turned off before leaving.

After your event

Return your key

You will need to return the key to our corporate office reception the next business day after your event. If you cannot return the key within business hours, you can put it in an envelope and put it in the deposit box at the front door at any time.

Corporate office address

76 Royal Avenue, Sandringham VIC 3191.

Phone

(03) 9599 4444

Receive your bond refund

After your event, we inspect the hall to make sure it is clean and that there is no damage. If there are any issues we will contact you to discuss and to give you an opportunity to fix.

If the hall is in an acceptable state we will refund your bond minus any agreed to repairs or cleaning. This will be mailed to you as a cheque.

How long does it take to get a bond refund?

Bond or key deposit refunds may take up to 4 weeks to the processed and mailed out.

I have changed my address, what do I do?

Please let us know immediately and we will make sure to send the cheque to your new address.