Venue hire frequently asked questions

Visitors and hirers will need to adhere to any public health safety protocols when visiting any of our community facilities.

Should you have any questions regarding this, please contact us on 8416 6333 during business hours or email info@wtcc.sa.gov.au. 

We have a variety of space options available and can generally suit the following activities: 

• weddings, receptions, anniversaries and engagements
• large functions
• performances
• community events
• sporting events
• corporate training
• conferences / expo events
• community meetings
• health and fitness programs
• birthday parties
• christenings, baptisms and naming parties
• luncheons / dinners / breakfast events
• business meetings
• family gatherings and reunions
• wakes and funeral suppers
• craft activities
• fundraising nights / quiz nights.

This is not a complete list. Feel free to ask us if you are unsure if your activity will be suitable. 

Operating times differ from venue to venue:

• Most venues 8am to 11pm
• Thebarton Community Centre 6am to 4am.

Search here for the online booking forms.

Yes. Our venues are very well patronised and a lead time of at least 2 weeks is required. We strongly recommend booking further in advance of two weeks – especially for weekends.

Dates cannot be held and no tentative bookings are taken.

Bookings at a City of West Torrens Community Facility do require an active Public Liability Insurance policy to a minimum value of $20m.

There are some exceptions to this, such as one off private activities. These exceptions are listed below.   

• My booking is for a one-off, private activity (e.g. family gathering) and we have not exhausted the 4x session allowance.
• My booking is for a community group and we have not exhausted the 4x session allowance.
• My booking is for an internal CWT activity or we have sponsorship with the City of West Torrens.

Please note:

• The expiry date of the policy must not exceed the final booking date on the booking application.
• The policy is to the value of twenty million dollars ($20 million) Australia-wide.
• The policy name and hirer’s name must be the same.
• The 4x session allowance for private hirers and community use spans all City of West Torrens Community Facilities as a total. 

Yes. Please do not use pins or tape. You must make sure that all decorations are completely removed at the end of your function, including any residues.

The setting up and packing down of equipment is the responsibility of the hirer and must be completed within your allocated time frames.

There are a range of different prices for our venues. Please refer to the venue Schedule B document for fees and charges. 

There is no upfront payment required when submitting a booking application. You are required to pay 50 per cent of the total hire fee once your booking is approved and you receive your invoice.

In most cases you will receive a venue invoice via post-mail. Instructions are on the invoice for how to complete a payment.

You should settle your total account 14 days out from the event date.

Only for activities classified to be 'high risk'. To assess your activity risk before placing a booking request, speak with Community Centres staff directly - phone 8416 6333 or email info@wtcc.sa.gov.au.

Please email csu@wtcc.sa.gov.au to update details.

Information cannot be taken over the phone or in person - it must come in writing.

Each booking request is assessed individually for risk. If your booking request is accepted, a confirmation email from staff will confirm if your activity is classified as high risk. To assess your activity risk before placing a booking request, speak with Community Centres staff directly - phone 8416 6333 or email info@wtcc.sa.gov.au.

Each booking request is assessed individually for risk. As a guide, activities such as those listed below are generally classified as high risk:

• Birthday parties that include 15^th - 22^nd age range
• Large activities / events with over 150 guests
• Pre-wedding activities such as 'hens' or bucks' events
• Activities that are open to public attendance
• Activities with a higher attendance ratio of minors to adults

To assess your activity risk before placing a booking request, speak with Community Centres staff directly - phone 8416 6333 or email info@wtcc.sa.gov.au.

Activities classified as high risk are required to:

• Complete and return the relevant Schedule D form
• Pay a refundable bond of $1000
• Engage a professional security service to provide crowd control for the duration of the activity and supply the required documentation.

• A copy of your booking confirmation for security service, including receipt of payment for the date, time and location of your activity
• A copy of the security service public liability insurance documentation to a minimum of $20m
• A copy of the security service current licencing documents to provide crowd control or the relevant security provisions

The above documentation will be required to be submitted to Council for review at least 14 days prior to your activity date.

You will need to engage a professional security service. Look for a reputable business or service provider who can supply the following documentation:

• A copy of your booking confirmation for security service, including receipt of payment for the date, time and location of your activity
• A copy of the security service public liability insurance documentation to a minimum of $20m
• A copy of the security service current licencing documents to provide crowd control or the relevant security provisions

The above documentation will be required to be submitted to Council for review at least 14 days prior to your activity date.

Professional security services are independent providers and prices will vary.

No. You will need to engage a professional security service, not an individual with a security license.

The security service you select will base the number of guards deployed around their risk profile of your activity. The service provider may ask you questions about your activity to build your risk profile - attendance numbers, type of activity, time of your event or if alcohol will be consumed.

As professional security services are independent providers, prices vary for each company. Look for a reputable business or service provider and contact them directly for a quote.

The Council may cancel any booking that is not confirmed within the terms of the booking agreement and reserves the right to re-let bookings that do not meet the payment requirements without further notice.

Please do not submit a booking application if you are uncertain about any of the terms and conditions or suitability of the venue. Once received, your booking application is processed. If approved by our staff, your booking will be confirmed.

See our Handy Booking Guide for tips to help ensure you get a space that suits you.

Please complete the Request to change or cancel an existing booking form.

Yes. No refunds will be given for cancellations received after the start time of the booking.

Yes. Feel free to browse our availability calendars online to select an alternative date or venue and make a request via the Request to change or cancel an existing booking form.

Tips:

• Hold off on submitting a booking application if you are uncertain about any of the terms and conditions or suitability of the venue. Once received, booking applications are processed and if approved by our staff your booking is then confirmed.

• If you have multiple bookings with us, hold onto your access card until your bookings are complete.

Yes, you can. Each space has a weekly Open House Viewing.

These sessions provide the perfect opportunity to inspect our venues, take measurements, and even test your AV equipment. Just remember to bring your device and cables. Ideal for those seeking a firsthand look, Open House Viewings help you ensure the space meets your specific needs and expectations.

You can schedule an Open House Viewing via the Community Facilities appointments page.

Note as the venues are in use every day, please refrain from entering the space without an appointment.

Yes. Each venue has a floor plan and gallery.  Search for your venue on our website to check out the venue photo galleries for set up and decorating ideas.

We provide all facility hirers with an orientation and keys. You can schedule this in as your booking date approaches and once full payment is complete.

You can request an appointment with staff via the Community Facilities appointments page or phone 8416 6333.

You are invited to join our in-person, staff-guided Onsite Equipment Demonstration where you'll gain hands-on experience using the facility and equipment.

This comprehensive walkthrough provides detailed guidance on equipment location and operation, making it ideal for those who prefer hands-on learning. To ensure you're fully prepared for your booking, a Key Handover is also included in this session, which is where we provide your facility keys.

You can schedule the Onsite Equipment Demonstration via the Community Facilities appointments page.

If you have previously completed an orientation and you feel confident with the use of the facility and equipment you can schedule a Key Handover appointment as your booking date approaches and once full payment is complete.

You can schedule a Key Handover via the Community Facilities appointments page.

Tip: You can only access the building for the date and times you have booked. Keep this in mind when selecting your hire times on your application.

The main thing to remember is that you cannot enter the venues before or stay after your booked times. If you try and enter the venue you may trigger the security alarm and a security call out fee may be charged. Any additional time that you use the venue will also be payable by you.

If you require extensive time to set up the space for your event you will need to take that into consideration when booking.

Yes. You will need to book and pay for time used even if it's just to put your items in the space. The space cannot be let to others so it is considered 'in-use' by you. The venue cannot guarantee the safety of any equipment left onsite.

Tip: For large events or those events with lots of drinks - consider collecting pre-chilled drinks from local suppliers on your way to the venue or consider hiring a portable cool room to have your drinks chilled for your start time.

All keys and access cards must be returned via our 24 hour return chute located at the front of the Civic Centre, 165 Sir Donald Bradman Drive, Hilton.

If you are planning to have alcohol onsite contact Consumer and Business Services to check any liquor license responsibilities here. Our venues do not hold a liquor license.

If you are planning to sell alcohol onsite contact Consumer and Business Services to check any liquor license responsibilities here. Our venues do not hold a liquor license.

Yes. You can satisfy your own taste, style and budget. You may arrange a caterer or cater the function yourself.

No, we refer to this as venue 'software' and is the responsibility of the hirer. We provide the venue 'hardware' - such as ovens/ cooktops/ dishwashers and fridges.

Generally smaller meeting rooms have access to a kitchenette or kitchenette trolley - check the Schedule B information to see what is available with your selected space.

Yes. You will need to bring all items required.

Yes. Each space has reverse cycle air-conditioning in all of our venues.

Each space has different audio visual options - check the Schedule B information to see what is available with your selected space. You will need to supply all cords for any equipment used.

Tip - if you are using audio visual equipment please make a time to come in and check your equipment is compatible prior to your event date. You can do this during your induction time too.

Community Centres do not have 3 phase power or 15 amp outlets.

Most of our venue spaces have access to whiteboards - check the Schedule B information to see what is available with your selected space. Markers and erasers need to be supplied by hirers.

No. You will need to supply these if you require them.

Yes. You'll need to ensure all equipment is delivered and collected within your allocated booking times. There are no storage options available at the venues.

No. You or your caterer will need to bring in anything you require.

Yes, if you have booked a large space, such as a hall area. Most of our venues have a height limit of 3m for jumping castles. Ensure you use a reputable provider who can provide public liability insurance and electrical equipment that is tested and tagged as safe to use. Please check with staff about compatibility of electrical equipment before applying for a booking.

Showers are not available at Community Centres.