Maleny Community Centre: User Manual Main Hall

Maleny Community Centre: User Manual Main Hall
Maleny Community Centre:
User Manual
Main Hall
April 2014
Table of Contents
Welcome ............................................................................................................................... 3
Key Contact & Emergency Numbers ..................................................................................... 4
Opening & Operating Procedures ......................................................................................... 5
Room Specifications ............................................................................................................. 6
Room Specifications ............................................................................................................. 7
Closing Procedures ............................................................................................................. 10
Health & Safety Matters ...................................................................................................... 11
Emergency Procedures....................................................................................................... 12
Incident Report Form .......................................................................................................... 13
Departing the Venue Checklist ............................................................................................ 14
Conditions of Hire Agreement ............................................................................................. 15
Maleny Community Centre Venues & Equipment ............................................................ 15
We Value Your Feedback ................................................................................................... 16
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Welcome
The Maleny Community Centre (MCC) has community facilities and event equipment
available to hire for external groups, clubs and individuals..
The Kiosk
Bicentenary Meeting Room
The Verandah Room
The Main Hall
Kitchen Facilities
Bicentenary Conference Room
This User Manual has been provided to you at the time of booking and contains the information
that you as the hirer will require to competently, safely and confidently utilise the Main Hall and
the equipment. It also provides you with important information for contact details during events
and after hours as well as promoting smooth operations and increased health and safety
precautions.
Hirers are responsible for any damage within the hired facility space. Failure to comply with the
procedures can incur an additional fee and/or future hire refused, so please ensure you have
read and understood what is required of you as the hirer.
Fees
•
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•
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The hire fees will be set by the MCC Management Committee and periodically reviewed
Community based, not-for-profit and/or fund raising hirers will be given a twenty percent
discount off the commercial rate. The hirer will be charged normal rates until proof of notfor-profit incorporation is received.
Regular use hirers providing community benefit will be given the twenty percent
discounted rate, at MCC’s discretion. (‘Regular’ use is hirers who have used the venue
regularly for a period of twelve months or more).
Any other variation to the stated hire fee being reduced or waived needs to be submitted
in writing to the MCC executive and management committee.
If the Hirer is playing music or lyrics in public, they must have the appropriate license.
You can obtain this license from The Australasian Performing Rights Associations
(APRA) www.apra.com.au.
The Phonographic Performance Company of Australia (PPCA) provide a license that
covers sound recordings.
Where music is performed live, both the performer/s of the music and whoever organizes
that performace are responsible for making sure permission to perform copyright
protected music in public has been obtained. The owner of the venue may also be liable
if a license is not obtained. A copy of the license must be provided to the Maleny
Community Centre prior to the performance.
Booking
• MCC reserves the right to refuse a booking if the purpose of use appears inappropriate
or to be in conflict with the stated mission statement of MCC or if the hirer has abused
the facility by leaving it damaged or repeatedly unclean
• MCC reserves the right to impose a bond of $100.00 before occupancy for a commercial
or casual hirer, with refund subject to inspection of the facility after hire is completed.
• Commercial and/or casual hirers are required to pay a booking fee of 25% of the hire fee
within 14 days of confirmation of the booking. This booking fee confirms the booking and
is non-refundable unless cancellation is made at least 8 weeks prior to the date booked.
• Regular hirers may be requested at the time of annual booking to supply a $100.00 bond
deposit to cover any losses, breakages, damage or exceptional cleaning required. If the
deposit is drawn below $20, MCC will request the hirer reinstate the balance again. MCC
will not deduct funds from this deposit without prior discussion with the hirer
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•
In a case where the conditions of hire have not been met, MCC reserves the right to
impose an additional amount to the hire fee to cover costs e.g. cleaning, key replacement
etc
Key Contact & Emergency Numbers
Maleny Community Centre
P.O. Box 596
23 Maple St
Maleny, Qld 4552
Phone: 07 5429 6043
Email [email protected]
Office Hours:
Monday to Friday 9.30am to 1.30 pm
Emergency Contact Person 1:
Name: Ann Koenig
Title: MCC Secretary
Telephone Number: 07 5494 3271
Mobile Number: 0407 138 182
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Opening & Operating Procedures
Collection of Keys:
Keys for the Main Hall can be collected between 9.30am – 4pm at the Maleny Visitors
Information Centre, Shop 2, Maleny Community Centre, 23 Maple Street, Maleny - contact
telephone (07) 5499 9033.
When opening and operating the Main Hall, the hirer must ensure that:
•
all entry doors are kept clear of obstruction
•
all fans, air-conditioning and heater appliances are used in a safe manner
•
only blue tack is used when putting up posters to avoid marking the wall surfaces.
Nothing is allowed on the acoustic panels. The Hirer will be charged for any
damage.
•
no equipment is to be placed in the foyer of the Main Hall, nor are any posters
and banners to be erected in the foyer area, including the bannisters of the stairs.
•
banners and other signs are not permitted anywhere on the buildings without the
written consent of the Committee. Posters will be placed in the MCC Display
Cabinet. If information is given to the Administration Officer, it will be posted on
the MCC website.
•
children under the age of eighteen are supervised at all times
•
a person has been appointed to act as Fire Warden who will be familiar with
safety and emergency procedures. The fire warden or organizer must ensure that
easy access to all exits is maintained while using the facility and not obstructed
by any equipment, furniture or people. The information about fire safety will be
given to the audience before a production commences.
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Room Specifications
Page | 6
Room Specifications
Specifications:
Summary
Main Room
Floor Space
Kitchen
17 x 15 m
Microwave
Sprung wood floor
Electric oven
250 chairs
Gas hot plates
26 tables
Fridge
Gas Heaters
Urn
Not Air Conditioned
Dishwasher
150 dinner settings
Green Room
Floor Space
Stage
5.5m x 4.4m
Floor Space 10 x 5m to curtain
Shower
6m x 6 m to front edge
Toilet
Cyclorama wall
Wings
Car parking is available behind the Hall accessed via Bicentenary Lane.
Chairs
The Main Hall will seat 220 to 240 patrons in theatre seating style – depending on whether
the bar is used and if there is a catered meal. An aisle must be down the middle of the Hall
with 2 side aisles – this is necessary in cases of an emergency.
220 patrons when there is a bar and catering.
230 patrons when there is either a bar or catering.
240 patrons when there is neither a bar nor catering.
There are 265 chairs – 160 padded chairs are stored in the alcove behind folding doors on
the left side of the Hall – they are stacked 7 high. The remaining plastic chairs are stacked
on the right hand side of the hall – 7 high. Please return them to their correct positions.
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Audio & Lighting Equipment
The Maleny Community Centre has state of the art digital audio and lighting equipment. Only
authorised technicians may operate the equipment. Please make enquiries to determine what
you need for your performance.
Tables
There are 27 tables which are stored under the stage (behind the drapes). They are stored on
trolleys for ease of movement. Each table seats 6 people comfortably, however 8 may fit if chairs
are added to the end of the table.
White tablecloths and LED candles are available for hire.
Lights and Light Switches
The switches for the ceiling lights in the Main Hall are located to the right of the door on the back
wall. There are 3 switches operating separate rows of lights.
Dimmable Side Lights are operated from a lighting panel located to the left hand rear of the Hall
near the fire exit door. Instructions for use are located next to the box.
The lights in the toilets come on automatically as they are operated by sensors.
Heating
There are three gas heaters in the Main Hall. When not in use, they are stored under the stage
near the tables. They plug into sockets on the floor and must be plugged into a power point as
well. Two sockets are located on the left hand side of the Hall and one socket is on the right side.
IT IS ESSENTIAL THAT YOU CONTACT THE MCC TO NOTIFY US THAT A CYLINDER IS
EMPTY. Please send an email to [email protected] or ring the Office on 5429 6043. In an
emergency, contact the Secretary on 0407 138182.
Louvres
The louvres which are located high on both sides of the Hall are operated electrically. Switches
for the right side are located together near the cleaning cupboard. Switches for the louvres on the
left side are located below them on the wall. The louvres are designed to be opened at any
angle. GENTLY PUSH THE SWITCH AND HOLD UNTIL DESIRED ANGLE ACHIEVED. DO
NOT FORCE OR BUTTON WILL BE DAMAGED.
Operating the main doors into the hall
The main doors now have a strong magnetic lock which is located above the doors. The lock is
located on the street side of the doors, on the wall on the left hand side and immediately adjacent
to the doors.
PLEASE ENSURE THE DOORS ARE CLOSED & LOCKED WHEN LEAVING.
To open locked doors from the street side:
Insert the key into the lock, turn 90o counterclockwise to “Off”, then back to vertical and remove
the key. Magnets for all four doors are now off and you can easily open them
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To open locked doors from inside the hall:
There are two large green knobs on the wall to left and right of the doors. Push either and the
two doors closest to the knob can be easily pushed open.
To lock the doors:
Insert key into the lock, turn 90o clockwise to “On” then back to vertical and remove key. All four
magnets are now energised. Note: the doors do not have to be pushed into closed positions to
do this. As each door is pushed into its closed position it will lock.
If, for example, you want to lock three doors and leave one open, just push those three closed,
being careful not to allow the fourth to swing back into the doorway – otherwise it will lock
instantly.
Take care: If you have all four doors closed, then operate the lock, don’t assume the doors are
actually locked. Give them each a little push. The doors need to be fully closed before the lock
“grabs”.
The door at the side of the Hall that goes out to the small deck once closed it will lock
automatically.
The fire exit door at the end of the stairs to right of Hall has a bar for emergency opening to the
exit door down the interior stairs.
Operation of Stage Curtains
Curtains are to be left half open.
Cleaning Equipment
Cleaning equipment is located in the broom cupboard next to the bar. Brooms and dustpan are
stored in this cupboard. The mop and bucket are stored in the sluice cupboard which is located
through the fire exit door at the right of the stage.
Extra Supplies
Extra supplies of toilet paper and hand towels are located in the broom cupboard. The key to the
towel dispensers in the toilets is in the Box Office.
BAR
The MCC has a liquor licence and no alcohol other than that provided by the MCC bar is allowed
in the Main Hall at any time. If requested by the hirer. MCC volunteers will operate the bar. The
volunteers have their Responsible Serving of Alcohol certificate.
The MCC manages the bar and takes all the profits. Arrangements can be made with hirers
about what liquor is required at their function. For private functions like weddings, it is possible
for guests to each pay for their drinks or the hirer may provide a “tab” of a certain amount. This
money must be paid for in advance.
The MCC reserves the right to open the bar at times that suit the function, although consultation
will occur with the hirer.
Page | 9
Closing Procedures
Procedures
Prior to leaving the Main Hall, the hirer must ensure that:
•
all floor areas have been swept and thoroughly cleaned – this includes the toilets,
Green Room, the Stage and the kitchen if it has been used.
•
chairs stacked and tables are returned to their original position. All the blue
chairs go into the area behind the folding doors on the left of the Hall. The cream
coloured chairs are stacked on the right side of the Hall against the wall. The
trolleys that are used to move the chairs are stored in the area with the blue
chairs. Please leave one trolley outside the bar door, so staff can use it.
•
all props, decorations and hirer equipment must be removed. Materials,
equipment etc; left in the MCC facility after the hirer leaves will become the
property of MCC and if not claimed within 14 days will be disposed of, (unless
other arrangements have been made previously).
•
all doors, louvers and windows must be securely locked
•
all fans, air-conditioning, heaters and lights must be switched off (emergency exit
lights remain on)
•
If the kitchen has been used, all food has been cleared from the kitchen sink &
benches, microwave and fridge and all rubbish removed from the toilet bins
•
all rubbish is to be placed in the rubbish bins and disposed of in the large green
and recycling garbage bins which are located at the bottom of the driveway
•
The hirer is responsible for the cost to any damage to equipment.
Key return:
The hirer must return the keys for the Main Hall between 9.30am – 4pm to the Maleny
Visitors Information Centre, Shop 2, Maleny Community Centre, 23 Maple Street, Maleny contact telephone (07) 5499 9033. The keys may also be left in the drop off at the Box
Office, if the Information Centre is closed
Failure to do so may result in the cost of replacement being charged to the hirer.
Refer to Departing the Venue Checklist on page 13
Page | 10
Health & Safety Matters
In adherence to Health and Safety Regulations, the hirer must ensure:
•
that they have obtained their own public liability insurance and have provided a
photocopy of the Certificate of Insurance with their booking form. MCC
recommends a minimum limit of A$5,000,000. Hirers are financially responsible for
any injury to persons and damage, theft or loss of property (either personal or MCC
owned) resulting while using MCC facilities
The MCC’s public liability insurance policy covers its legal liability as property
manager for bodily injury to third parties arising out of the MCC’s negligence. The
MCC’s public liability policy does not extend to insure the negligence of groups or
users who hire the premise on a casual or regular basis
•
that they have relevant Permits required (e.g. Food Safety) where applicable
•
that they have insured their own equipment and all electrical equipment has been
tested and tagged by a licensed qualified electrician. MCC cannot assume
responsibility for private property used on MCC premises. Private property can only
be used at the owner’s risk
•
that smoking is NOT allowed on MCC premises
•
that no areas outside the property boundary of the Main Hall are used.
•
that they are responsible for providing their own first aid kit.
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Emergency Procedures
Fire Safety and Equipment
Fire Hose
There is a fire hose located at the back of the Hall behind the door next to the Opening into
the Kitchen
Fire Extinguishers
There are fire extinguishers located throughout the Hall.
Each group that hires the centre facilities will appoint a person to act as Fire Warden who
will be familiar with safety and emergency procedures.
The fire warden or organizer must ensure that easy access to all exits is maintained while
using the facilities, with adequate aisle space and not obstructed by any equipment, furniture
or people.
The fire warden, MC or organizer must point out fire exits to the gathering before the
commencement of group activities in the centre facilities.
In the case of a fire the fire warden is to:
1. call 000 immediately and direct all to leave the building safely and calmly, including
from the toilet and storage room areas
2. priority must be the evacuation of all persons – If firefighting equipment is safely
accessible, attempts to contain the fire may be made, but at your own risk.
3. report to the MCC Secretary, Ann Koenig on 07 5429 6043 or 0407 138 182 within
48 hours. In an emergency contact the secretary immediately.
Other Incidents
In case of incidents such as major burns/scalds, injuries or accidents:
1. call 000 immediately for urgent assistance
2. or call the:
a. After Hours Doctor Service on 13 74 25
b. Maleny Hospital on 5420 5000
c. Ambulance on 5441 1333
3. report to the MCC Secretary, Ann Koenig on 07 5429 6043 or 0407 138 182 within
48 hours
All safety incidents or accidents are to be reported to the Maleny Community Centre.
Please complete a Incident Report Form and return to the office within 48 hours. A
form is attached to this manual.
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Maleny Community Centre Inc.
Incident Report Form
Details of Person Involved in the Incident
Full Name:
Address:
Contact Number:
Email:
Date of Birth:
Male/Female
Incident Details
Incident Reported to:
Date of Incident:
Date Incident Reported:
Witness (s) to Incident:
Time:
Time Incident Reported:
Location and area where Incident Occurred:
Description of Incident by Person involved:
Signature of Person Involved:
Date:
Details of Injury:
Part of Body Affected e.g. arm, leg, back, eye
Nature of Injury e.g. laceration, strain, burn
Details of Treatment Administered: e.g. dressing, ice pack
Enter “None, Report Only” if the person is reporting an injury but no
treatment is given
What Happened Next:
(a) Resumed duties
(b) Was taken to Doctor
(c) Ambulance Called
(d) Was taken to Hospital
(e) Was taken Home
(f) Other ( Please state)
Signature of Person to whom the Incident was reported:
Date:
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Departing the Venue Checklist
The hirer must ensure that :
all floors have been swept and cleaned – this includes the Green Room and the
Stage if they have been used.
chairs stacked and tables are in their original position
all props, decorations and hirer equipment has been removed
all doors and windows are securely locked
all fans, air-conditioning, heaters & lights are switched off (emergency exit lights
remain on)
all food has been cleared from the kitchen sink & benches, microwave and fridge
all rubbish has been removed from kitchen, toilets and main room
the keys have been returned to MVIC or the Drop In Box.
Page | 14
Conditions of Hire Agreement
Maleny Community Centre Venues & Equipment
This form is to be returned to the MCC Office with the deposit to
confirm booking:
I ..........OOOOOOOO....... (Name in print) have read, understood and agree to
comply with the Maleny Community Centre Conditions of Hire.
Name of Function OOOOOOOOOOOOOOOOOOOOO.
Date of Function: ..........OOO
Signed: ..........OOOOOOOO.....O.....................
Dated: ..........OOOOOOOO.....O.....................
Please tick appropriate box
Cash/cheque to MVIC
Method of Payment:
or
Mail
or
Direct Deposit
Payments can be made by:*
* Cheque to PO Box 596, Maleny 4552
* Cash or cheque left at the MVIC
* Direct Deposit to Maleny Community Centre
MCU
BSB – 704-606
Account Number
200060897
Please use your surname as reference.
Thank you for your interest and booking with Maleny Community Centre Inc.
We wish you all the best in the preparations for your function or event.
Please return to [email protected] or to PO Box 596, Maleny QLD 4552.
Page | 15
We Value Your Feedback
Feedback
Please take a moment to let us know if you have any recommendations or suggestions for
further information that you would like to see included in this document.
We want this document to be a useful resource for you as a user so your feedback is
valuable to us. Please return your completed feedback form:
-
with the keys to MVIC, Shop 2, MCC, Maleny,
with the keys in the drop off at the Box Office, if the Information Centre is closed
via post to MCC Secretary at PO Box 596. Maleny Q 4552
via email to the MCC Secretary at [email protected]
Thank you for your time,
Maleny Community Centre Inc.
Feedback Form
Name:
Contact Number:
Email:
Facilities Hired:
What I liked:
What I didn’t like:
Changes I would
suggest:
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