Venue Hire Frequently Asked Questions

Thank you for your enquiry to rehire with Council. We are delighted that we can reopen our facilities and offer spaces back to new and our ongoing users.

Make your COVID-safe plan

Before returning to our facilities, you will need to create your COVID-safe plan with our online form. The plan will cover things like physical distancing, occupancy limits, hygiene and record keeping. It's a small step for big peace of mind. 

What should I do if I feel unwell?

  1. Check your symptoms - you may have coronavirus (COVID-19) if you have any of the following: fever, chills or sweats, cough, sore throat, shortness of breath, runny nose and loss or change in sense of smell or taste.
  2. Get tested at a nearby testing location if you have any of the symptoms. Return home immediately.
  3. Wait for your test results. Do not go to work or go out shopping, stay at home. It usually takes two days for your results to be returned to you. If you are worried your results are taking too long you can call a service provider for more information.

When is it safe for me to use a Council facility again?

As deemed by the Victorian Government, it is now safe to return to hiring community facilities on a restricted basis. There will be new safety measures and protocols enforced by Council to ensure the safety of all user groups and the wider community.

What is the current capacity of each facility?

See a link to current restrictions for community facilities on the Department of Health and Human Services website.

From Monday 16 November

  • Occupancy Restrictions: Community facilities can open for up to 20 people. No more than 10 people can gather in a space (for example for a class). Smaller spaces can have a smaller number of people.
  • Maximum occupancy of 1 person per 4m2.
  • Social distancing rules (1.5m personal distancing).
  • Regular cleaning and sanitisation.
  • An event/session can take place for staff for up to 40 people with a maximum occupancy of 1 person per 4m2.

From Monday 23 November

  • Occupancy Restrictions: Community venues: Group limit 20, patron cap of 100 people, density quotient of 1 per 4m2 . No more than 5 people per space singing or using wind instruments for amateur groups.
  • Maximum occupancy of 1 person per 4m2.
  • Social distancing rules (1.5m personal distancing).
  • Regular cleaning and sanitisation.

What fees will be incurred if I recommence my booking?

Council is committed to providing equal opportunities to each new and returning ongoing hirer for 2020/21. Council has reviewed the fee schedule and offered discounts for user groups. For more information surrounding what you may be entitled to, please contact the Bookings Team on 9356 6768 or via email at

Is Council offering any discounts on hiring?

Yes, Council will be offering a range of discounts to new and returning users. To find out what you or your business is entitled to please contact the Bookings Team on 9356 6768 or via email at

When can I express my interest for a 2021 booking?

You may contact the Bookings Team about your 2021 Expression of Interest at any time. We will be reviewing each application and be in contact with you within the coming weeks about organising your 2021 hire. 

What forms do I need to complete to safely return to hire?

You will be required to complete a new booking application form for 2020/21 hire. There will also be additional measures undertaken to ensure the safety of users. This includes, but is not limited to, new COVID-19 terms and conditions developed by Council, completion of a risk management plan and an updated public liability insurance. 

Can I hire additional days and times for 2020/21?

Currently, we are not taking requests for additional day and time bookings. We wish to give every user group an equal opportunity to return to their original bookings. Once this has been established, we will be in contact with you about potential, additional dates and times available. 

If I was an ongoing user in 2020, will I be entitled to the same booking times and days I had prior to lockdown?

Yes. The ongoing bookings you had with us in 2020 will be upheld into 2021. You will not lose your regular booking due to COVID-19 as we wish to honour these bookings into 2021. If you require a change in day or time, we will assess its feasibility and notify you of the outcome.

Do I have to keep my own visitor and patron contacts log for potential contact tracing?

Yes. You will need to keep a register of all patrons that attend your bookings. Council will also be providing an additional tracing measure in the form of QR codes. QR Codes can be found at the front of each facility as well as within the building. All patrons must sign in via the QR Codes to assist with accurate contact tracing. All information will be erased 28 days after scanning of the code. 

What safety protocols will be put in place by Council?

The health and safety of our user groups is Council's first and foremost priority, therefore we will be providing regular cleaning of our facilities. Each community facility is also equipped with its own QR check in code for visitors. For more information about what we're doing read our Venue Safe Guide(PDF, 13MB).

Do I need to provide my own cleaning supplies?

If you are booking a community facility - yes. You will need to provide cleaning supplies. What is required from you can be found in the new COVID-19 Terms and Conditions. These will be provided to you upon your request to rebook for 2021.

If you are booking one of our Hume Global Learning Centres or the Town Hall Broadmeadows our team will be providing the cleaning for those facilities during your booking time.

Do I need to wear a face mask when I am in a Council facility?

Yes. All users, over the age of 12 years, must wear a fitted face mask as per the Victorian Government Guidelines. There are a number of lawful reasons where a person is not required to wear a facemask. These reasons can be found on the Department of Health and Human Services website. 


How do I collect my keys prior to my first booking?

Once someone from the Bookings Team has been in contact with you regarding your ongoing booking for 2021, we will arrange for convenient key collection. You are welcome to discuss this with the Bookings Officer organising your hire.

If I choose to recommence my bookings in 2021, will I be able to keep the same time and date as I had in 2020?

We will hold the same spots you had in 2020 into 2021, however, as we are extremely busy with bookings, we would appreciate early notice if this is what you wish to do. If we have not heard from you by 31 January 2020 our spot will become available to our other user groups.

Am I able to hire an outdoor space instead of my regular internal space?

If an external space is suitable for your ongoing hire, we may be able to accommodate. Each enquiry is being individually considered by the Bookings Team, so if this is a potential option for you to recommence your hire safely please contact the Bookings Team on 9356 6768 or via email on

Are we able to hire a Council facility for a private gathering/social event?

At present, we are not hiring spaces for private functions. We will be reviewing this decision when the next Victorian Government announcement is made on the 22 November 2020. If you would like further information surrounding this decision please contact the Bookings Team on 9356 6768 or via email at

Where can I go for further information surrounding regulations and safety?

Please head to the Department of Health and Human Services (DHHS) Website via the link


Unfortunately my business has suffered during this unprecedent time, is there the option for a payment plan to get me back to operation?

We are reviewing each hire on an individual basis. Please contact the Bookings Team with your request for a possible payment plan and we will be able to provide you with more information and options to facilitate your request on 9356 6768 or via email at