Meeting Rooms After-hours Policy

 

Purpose

The department is committed to supporting not-for-profit organisations that deliver services in the Western Australian community through sport, recreation, culture and the arts.

Scope

This policy applies to all organisations that wish to access the Department of Local Government, Sport and Cultural Industries (DLGSC) meeting rooms at 246 Vincent Street, Leederville. Only meeting rooms that are accessible to the public from the building foyer are available for public use. The policy allows access under certain conditions outside of normal business working hours.

Definitions

Normal business working hours

246 Vincent Street, Leederville business hours are between 8.30am and 4.30pm Monday to Friday excluding public holidays.

Not-for-profit organisations

A not-for-profit organisation is a type of operating entity that does not earn profits for its owners. All money earned by or donated to a not-for-profit organisation is used in pursuing the organisation’s objectives. In this context, any organisation that is charging a fee for attending a course/meeting will not be eligible to use the 246 Vincent Street, Leederville premises for such activity outside of business hours.

Policy statement

246 Vincent Street, Leederville forms a major part of the housing requirements for the Department of Local Government, Sport and Cultural Industries. The department is committed to supporting not-for-profit organisations that deliver services to the sport, recreation and cultural industries in Western Australia and as part of that commitment has supported the use of the building for these organisations to hold meetings and run education programs for the benefit of their members.

The department is committed to this policy and will continue to provide access to not-for-profit sport, recreation, and culture organisations. Access to this facility will:

  • Be confined to the community meeting rooms that are accessible without a fob key from the entrance to the building on the ground floor.
  • Be allowed outside business hours if booking enquiries are received at least two weeks prior to the use and the meeting rooms are not otherwise needed for activities run or sponsored by the department.
  • Only be granted on the proviso the DLGSC booking attendant receives the booking form and agreement via the department's website.
  • Be considered a privilege. As such, DLGSC may at its discretion withdraw the ability for organisations to use the building due to any issue(s) that may rise from the improper, inappropriate use or intent that is deemed not consistent with department values.

Who may use meeting rooms

Sporting, recreational, cultural groups and not-for-profit organisations may use meeting rooms when they are not needed for activities run by or sponsored by the department.

No group may use the meeting rooms in a way that would be:

  1. disruptive to the business of the department; or
  2. promote views that are inconsistent with the values of the department; or
  3. involve the provision of alcohol, the smoking of tobacco or the like.

Permission to use the meeting rooms does not imply departmental endorsement of the goals, policies, or activities of any group or organisation. The department reserves the right to revoke a permission previously granted if deemed necessary and expedient.

The maximum capacity of rooms as listed in the attached booking form must not be exceeded. All minors attending must be supervised by a responsible adult.

No group using the meeting rooms may charge an entry fee or ask for donations at the door. The facilities will not be available for fundraising events, except where specifically approved by the department. No items or services may be sold or advertised, except for department-sponsored programs.

When can the rooms be used and for how long

Meeting rooms are available for the following times:

  • Monday to Friday 5pm to 9pm (the building must be completely vacated by 9.30pm)
  • Saturday 8.30am to 5pm
  • Sunday 8.30am to 5pm
  • Public holidays 8.30am to 5pm

After-hours access to meeting rooms is facilitated by casual reception staff. As such, access to the building for meeting attendees will only be allowed 15 minutes prior to the scheduled meeting time that has been booked and not before.

When the authorised booking period has elapsed, the organisers are responsible for vacating the facilities. The booked hours must include setup and clean up time and must be adhered to.

All rubbish must be placed in bins, all furniture returned to an ordered state, any crockery or cutlery washed. Any food, juice or soft drinks brought onto premises must be removed from the building and not placed in departmental fridges or left on counters.

Any bookings that have been accepted by DLGSC can be cancelled up to 72 hours prior to the meeting without penalty. Failure to attend an after hours booking that has not been cancelled 72 hours prior to the meeting will incur a minimum fee of $120 ($40 per hour for a minimum three hours) to cover the cost of staffing the building for that meeting. Failure to pay the fee will prevent any future bookings being accepted.

Review

This policy will be for 12 months and will be reviewed prior to June 30, 2019.

Meeting rooms after-hours procedures

How to make an application

An authorised representative of the organisation should submit the request in advance on an approved booking enquiry form. Applications are taken on a first come, first served basis. Please note that we require reservations in advance. We will only consider your meeting room up to two months (60 days) in advance and will require the booking enquiry form at least two weeks prior to the required date. No bookings will be made for dates post June 30 2019 until the policy has been reviewed.

The person applying on behalf of the organisation must complete the form including details of the organisations ABN and or incorporation number and attach a certificate of currency for public liability insurance. If the above information is not provided then a room booking cannot be made.

Any group or organisation applying for room use must agree that their organisation does not engage in activities incompatible with the departments values including but not limited to discrimination in membership or in service provision, on the basis of race, religion, age, political affiliation, gender, sexual orientation or disability. Commercial activities including activities that promote commercial sponsors are not permitted.

No group using the meeting rooms may charge an entry fee or ask for donations at the door. The facilities will not be available for fund-raising events, except where specifically approved by the department. No items or services may be sold or advertised, except for department sponsored programs.

Booking enquiry forms for use of the meeting rooms are available on the department’s website and at the department's Leederville office reception. Bookings can only be made if a booking enquiry form is received via email at leederville.recpetion@dlgsc.wa.gov.au.

Bookings will not be considered confirmed until you receive confirmation from the department.

Care and use of facilities

Prior to use

Furniture and/or equipment that is not part of the normal furniture and equipment used in the conference or training rooms may be provided with prior approval. Arrangements for use of any personal furniture or equipment should be requested on the booking enquiry form.

Personal furniture and equipment shall be in good condition and fit for its intended use. Electrical equipment should comply with all relevant guidelines, standards and regulations and have been tagged by a qualified electrician within the preceding 12 months.

Equipment, supplies, or personal effects cannot be stored or left in departmental meeting rooms unless prior arrangements have been made with the building manager. Any request for such arrangements should be clearly written out on the booking enquiry form.

Prior access to the building to check IT resources available, and how to use them, may be provided during normal business hours. Such access and support must be requested clearly on the booking enquiry form.

Attendance at meetings will be limited to the capacity of the individual meeting rooms as listed in the booking enquiry form. This is due to safety and evacuation requirements. Seating and/or supplementary furniture are not allowed in corridors outside the meeting rooms.

The department is cognisant of the requirements of the Disability Discrimination Act and other legislative provisions and endeavours to ensure access is available to its facilities. The design of the building and the nature of a booking may result in some areas being less suitable for a person with a disability. The user should highlight any access requirements to the department on the booking enquiry form when making the booking to ensure suitable arrangements are made. Guide dogs are permitted.

Upon entry

For after-hour’s meetings all entry should be through the northern side of the premise to avoid alarm activation. Attendees will not be provided access to the building until 15 minutes prior to the scheduled time that has been booked for the event.

Users must sign in for the group at reception. The name of the group, the date of room use and the number of people attending must be included for the management of emergency evacuation as well as documenting use and demonstrating need of the facilities to our stakeholders.

During use

Under no circumstances shall the hirer permit access and egress paths or emergency exists to be locked to ensure public safety.

Groups using the meeting rooms must provide their own coffee, tea, cups, sugar, milk and refreshments.

If you are planning to have food catered for your meeting please meet the caterers outside the meeting room(s) entrance and escort them to the assigned meeting room and catering kitchen.

Reception staff working at the reception desk must remain on the desk. Department personnel are not available to assist any group to rearrange the seating, carry supplies to and from the meeting room, or to operate equipment. Groups using department meeting rooms must provide their own personnel for the performance of any of these tasks.

A meeting that would interfere with normal department activities and work because of noise or other factors will not be permitted. The user shall ensure that noise levels are kept to a minimum at all times to avoid disturbance to other users of departmental facilities, surrounding facilities and the general public. The user shall take all reasonable steps to prevent disorderly conduct in the premises or on the grounds throughout the period of hire. The hirer shall comply with the requirements of the Noise Abatement Act.

The use of the department's fixed or portable sound amplification equipment shall be in accordance with any instruction provided.

Nothing is to be attached to the walls, ceilings, lights or any other fixture without the prior written approval of the building manager. No sticky tape is to be used unless approval is granted. The user may be charged for any subsequent costs if these instructions are not complied with.

Upon leaving

All rubbish resulting from the serving of refreshments must be removed by the organisation. All dishes and kitchen utensils must be washed and returned to where they were found. All surfaces where food was prepared or eaten, including tabletops and counters, must be cleaned.

Each group using department property is responsible for the condition of the room and must remove after use of the facility any equipment, materials, utensils, refuse, and other items belonging to the organisation. Damage to Department property will be invoiced to the organisation booking the room.

The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damages that may occur as a result of the use of the meeting rooms. Permission to use department meeting rooms may be withheld from groups failing to comply with DLGSC Meeting Rooms After-hours Policy and from any group that damages the room, carpet, equipment, furniture, or causes a disturbance.

If your group sets off or triggers an alarm and it is not an emergency, your group will be assessed for and responsible for paying the attendance fees of emergency or security services. Failure to pay fee if incurred will result in loss of future meeting room use.

The meeting room must be returned to the set configuration as per the layout of the room found in the meeting room. If tables and chairs are borrowed from another room, they must be returned back to where they were found. All lights and appliances must be turned off when finished.

Failure of the user to meet any of these guidelines will make the user organisation ineligible to use the meeting rooms outside normal business hours in the future regardless of any other aspect of this policy.

Booking protocol

After-hours access to the 246 Vincent Street, Leederville building is restricted to not-for-profit organisations that meet the DLGSC Meeting Rooms After-hours 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 246 Vincent Street Reception within normal business hours 8.30am to 4.30pm Monday to Friday. Training Room and Conference Room resources can only be booked via Leederville office reception when required after 5.00pm or on weekends and public holidays.

DLGSC staff making after-hour bookings

No DLGSC staff can make these bookings. Internal bookings requests for meetings run by department staff need to be made through Leederville office reception via leederville.reception@dlgsc.wa.gov.au who will confirm bookings. The staff member making the booking must make it clear on the booking enquiry form whether they will be present for the event and/or whether casual staff will need to be organised to be present.

DLGSC staff should not make a booking on behalf of an outside organisation. All outside organisations wishing to enquire about booking the building after hours must do so through submitting the booking enquiry form.

When a casual staff member is required to open the building, bookings must be two weeks ahead of the required event date. Please note that the DLGSC division affiliated to the organisation making the booking will be responsible for meeting the casual staff costs for any meeting.

External organisations making after-hours bookings

External after hours requests for sport, recreation and cultural groups that meet the DLGSC 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 (60 days) prior to the date of requested booking.

  1. Group registration – complete After-hours Booking Enquiry Form to register and submit along with your organisations current certificate of currency.
  2. Booking enquiry will be considered by DLGSC and either confirmed or turned down within normal business hours’ dependent on availability of resources.
  3. All booking enquiries must be made on a booking enquiry form regardless of previous bookings.
  4. All cancellations must be in writing and made more than 72 hours prior to the booking.
  5. Clients must agree to usage terms and conditions.

After-hours reception staff will complete a checklist for each event.

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

Page reviewed 26 July 2019