Approval to use the facilities is granted on the understanding that the premises will only be used for activities that are Christian based ie Christian Weddings, Christian Funerals etc… non-Christian music, posters, displays etc are not permitted.

The rules below are for those who have met the “qualifying conditions” to use the church facilities:

1. Hours of use: Depending on availability - church events will take first priority. For Saturday bookings - premises will have to be vacated by 4 pm unless approval given for a later time.
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2. Booking / Booking Fee: Booking of the venue must be made at least 1 month before the event. A booking fee of $200 for Aud 1 or $100 for Aud #2 is payable within 5 workdays of confirmation or the booking will be void. This amount is part of the bond.
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3. Bond: You are required to pay a bond of 50% of the hireage charges (which will include your booking fee) at least one month before the event. This is refundable in full if no damage is done (within 7 days after the event).
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4. Cancellations: The booking fee of $200/$100 will only be refunded if cancellation is advised in writing to the Church Administrator at least 2 weeks before the event.
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5. Cost of cleaning Auditorium after use: To ensure cleaning is to our specification and ready for Sunday Services, all cleaning will be undertaken by our contract cleaners after your event. (Administrator will advise re current cost). The Cleaning Company will invoice you directly and payment must be made to them directly. The cost quoted does not include stain removal on the carpet. If that occurs, stain removal will be a separate cost and the amount will be deducted from the bond.
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6. Sound Equipment, Sound Desk and Sound Technician: Only approved sound technicians - authorised by the church will be allowed to operate the system. The church will organise a person for you but this person is a volunteer (not paid by the church for their time). Users must therefore pay the volunteer (not the church). See below for cost. Unless authorised, no one else is allowed on the sound desk / operate the PA system.
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7. Key Holder: There must be 2 Key Holders (in addition to a Sound Technician) present at your event if it is in Aud 1 and 1 Key Holder (in addition to the Sound Technician) if it is held in Aud 2. The Key Holder is the Church Representative at your event and is the person/s whom you are responsible to on the day, in regard to the use of the facilities. The church will organise this for you but this person is a volunteer (not paid by the church for their time). Users must therefore pay the volunteer/s (not the church). See below for cost.
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8. Payment to Sound Technician / Key Holder/s (per person): $ 70 for the first hour and $20 per hour thereafter. Even if an event is 1 hr (includes set up etc), a minimum of 2 hours is to be paid to each person. Please write out cheques to the persons concerned for the agreed amount and forward them to the church prior to the event so that we can issue it to the respective persons after. The hours and amount to be paid to each person must be agreed upon at the time of booking the auditorium – see form attached. Any extra hours can be paid separately.
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9. Car Park Attendant and Car Parking: A car park attendant must be provided by you to direct cars away from the front car park (where shop fronts open to). This car park is private property and is owned by the shopping village. Accordingly, users of the auditorium are prohibited from parking in the entire front parking area and in front of shops. Most of the shops are open late on Saturdays and have rights to that car park as well.
   No confetti / rice / petals to be used at weddings: Please ensure that your guests are aware that this applies to both inside and outside the auditorium.
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10. Decorations: Simple decorations only. Flower arrangements are acceptable but permission must be sought for any other decorations. Please refrain from sticking things such as ribbons or posters onto walls / furniture / equipment
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11. Furniture: All furniture in the auditorium must not be rearranged without prior approval. Eg. if you wish to take a table and place it in the foyer – let us know before hand and ensure that someone is allocated the task of returning it to the way it was after the event.
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12. Displays, Banners and Posters: Do not remove or cover up any displays, banners, or posters or signs that are in place when you use the auditorium.
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13. Lighting: You are welcome to use our lights. But if you wish to put up extra lighting, you must seek permission beforehand.
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14. No rewiring or rearranging of existing set up: this includes sound cables, extension cords, double plugs etc. Please provide your own and remove at the close of the event. Please do not use extension cords that are in place / connected.
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15. Stage and musical instruments: Please do not re-arrange the stage or any musical instruments. Unless approval is given at the time of booking, instruments are not to be used.
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16. Music: There is to be no non-christian music to be played under any circumstances at all.
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17. Food: No food is allowed in Aud #1. For Funerals – food maybe served in the crèche’ area
    Weddings in Aud 1 – Any serving of refreshments would have to be in Aud #2.
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18. No Alcohol is to be consumed or brought onto the premises.
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19. No Smoking permitted on the premises. West City Christian Centre has a smoke free policy for all buildings.
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20. Candles, matches, other forms of fire as well as smoke machines are strictly prohibited unless permission has been granted in writing prior to an event. Please note that if the smoke / heat sensors are activated by the hirer / user group and the Fire Service and or Security Patrols makes a call out, all fines and fee incurred will be paid by the hirer / user.
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21. No persons allowed upstairs in the gallery of Auditorium 1, unless the gathering is large & requires the balcony area – with the exception of authorised Sound Technician and Key Holder/s.
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22. Risk Assessment Report: A risk assessment is required for each event. This is also an opportunity for us to inform you of any hazards or potential hazards identified by us (for the building that pertains to your event). We will work with you to determine risks and how to manage them. This is a brief but necessary exercise – to be submitted at latest 1 week before an event.
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23. Liability Insurance: All hirers must carry liability insurance.
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24. Cost of Venue Hire – for External Users (Minimum hireage of 4 hours)
    Aud 1: $1000 for 4 hours or $2000 per day
    Aud 2: $600 for 4 hours or $800 per day
    - for those from within the church
    Cost as decided by Church Administration.

Booking Sheet for the Use of Church Facilities@ WCCC
* For those who have met the qualifying conditions * For those within the church * For non church events (eg. Weddings / Funerals etc )

Name of the person booking & responsible for the event:

Describe the event:

Building and Room required:

Day & Date of hire:

Name of Pastor ministering at this event:
(This booking sheet is only for the booking of Venue, Key Holder/s and Sound Technician. Please note that you must make arrangements directly with the Pastor concerned for that event).

Time of actual event: from am/pm to am/pm (start time) (finish time)

Set up time: from am/pm to am/pm

Break down time: from am/pm to am/pm

(The above information will also be used to determine the time required for the Sound Technician and Key Holder/s to be available).

The following cost is an estimate for a 1 hour event, that requires 30 mins for set up and 30 mins for Breakdown / Lockup. If more time is required, then the cost would increase accordingly. You can use the estimates below to obtain an approximate cost for your event. When we confirmation your booking we will also confirm the cost.
Estimated cost (approx) Actual cost
(for office use)

1. 1 Cost of cleaning the Auditorium 1 (excluding the west wing – ie. creche and mothers room area. The back area / doors will be locked).
   $275 + gst (approx cost only)
    
2. 2 Cost of an approved sound technician @ $70 for the first hour and then
   $20 phr thereafter. (2 hours min). Min $ 90
    
3. 3 Cost of 2 Approved Key Holders for lockup and security @ $70 for the first hour and then $20phr thereafter. (2 hours min pp + extra 1 hr for lockup after cleaners). Min $ 90 + $110
    
4. 4 Booking fee of $200 payable within 5 days of booking (part of the bond)
    
5. 5 A refundable bond of 50% of hireage cost be paid one month before the event
    
6. 6 Donation to the Minister
    
7. 7 Donation for the use of venue (optional)
   Total Cost

I have read the conditions for the use of the church facilities and will agreed to abide by them (including cost).

Signature of person booking & responsible: date
Note: On receipt of your completed booking sheet, we will confirm your booking within 5 work days. Once confirmed, a booking fee of $200 is payable within 5 work days (this is part of the bond). Cancellations must be given in writing to the Church Administrator at least 2 weeks before the proposed event otherwise the booking fee will not be refunded.