Phoenix Youth Centre Booking FormAll bookings are subject to the conditions of use outlined in this form. It is the hirer’s responsibility to ensure they understand and comply with the conditions of use.

Event/Booking Name:

Organisation /Business name:

Contact person:

Telephone:

Mobile:

Email:

Address:

Booking Date: Booking Start Time: Booking End Time:

Spaces required:Auditorium Courtyard & BBQ areaBunker Meeting Room 3Training Room Community Kitchen & MultispaceGIG Package with equipment Gig Package without equipment

Office Use Only:Public Liability Insurance confirmed Induction completeBooking form complete Keys & Swipe card returned:Event approved & confirmed Post event inspection completeInduction time made: / Time: Bond returned:Bond paid Payment received Invoiced

Additional comments or conditions:

Type of Activity:Live Music Event Music Rehearsal MeetingTheatre/Dance Performance Theatre Rehearsal Education / TrainingDisco / Dance Event Other: (Please list)Official Launch /Awards Presentation

Purpose of Booking: Please provide a brief description including training/entertainment content

Target Audience: Who are you expect will come to the event? Why will the event benefit them?

Booking time:Start set up (bump in): Venue vacated (bump

out):Event start (doors open): Event finish (stage

end):

Food & Drink:Will there be food and drink at the activity? If Yes please provide details:

Public Liability Insurance:

All hirers must hold public liability insurance to the value of $10 million. A copy of the policy must be attached to the booking form and the details completed below. Young people and not for profit groups can purchase public liability insurance through Council for $25 per use.

Public liability insurance policy: (please circle) Details provided below / purchase through Council

Name of Insurance company:

Policy Number:

Amount of Cover:

Expiry Date:

Bond & Hire Cost: Please fill outBooking bond

Swipe card bond

Key bond

Total Bond payable:

Room booking fee

Public liability insurance fee

Cleaning Fee

Total Hire Fee payable:

Hire Agreement:

The /Hirer shall indemnify and keep indemnified Maribyrnong City Council, its servants and agents and each of them from, and against, all actions, costs, claims, charges, expenses and damages whatsoever, which may be brought or made or claimed against it by any of them arising out of, or in any way related to, the granting of this agreement and/or the use of the premises. The Hirer’s liability to indemnify Maribyrnong City Council will be reduced proportionally to the extent that any act or omission of Maribyrnong City Council, its servants or agents, contributed to the loss of liability.

I acknowledge having received a copy of the conditions of hire, and undertake, on this application being accepted, to comply in all aspects to such conditions.

I consent to my contact details being provided to Council’s security contractor to assist with security and access issues arising from my booking.

Signature of applicant: ____________________________________ Date ___/____/_____

Position in Organisation: _____________________________________

Booking approved by MCC Staff Member: ________________________________________ Date ____/____/______

Privacy Statement: The personal information collected by Council is used for municipal purposes as specified in the Local Government Act 1989. The personal information requested on this form is being collected by Council for reference and identification, mailing purposes, or related purposes. Council may disclose this information to other organisations if required by legislation. The Hirer understands that the personal information provided is for the above purpose and that he/she may apply to Council for access to and/or amendment of the information. Requests for access and/or correction should be made to Council’s Privacy Officer.

Additional Booking Information for Music, Disco or Dance events:

Name of Band / Headliner / DJ/ Dance Crew:

Names of Supporting acts:

Booking agent company name:Record label name:Ticketing agent:Reason for show: CD Launch Tour Other:Have you held an all ages event before?Please provide details:

Expected number of attendees: (including performers & crew)Will there be passouts:Will there be food & drink for purchase:Do you have the relevant APRA licensing for this event? (Copy to be provided)

Security & Supervision:Who will be providing security for the event: Security Company / Other Adults (please circle)

Name of Security Company:Number of Guards:Or please provide names and Photo ID of 3 Adults (over 25) who will provide constant supervision:

Sound Equipment:Name of sound engineer/company:

Has this person used Phoenix Youth Centre’s equipment before?

Will you be bringing additional sound and/or electrical equipment to the event? (Please list)

If you would like the Phoenix Youth Centre to promote your event through our website, social media channels and ‘what’s on board’ please provide the following information:Name of Show:

Ticket Sales from:

Ticket Price:

Doors Open:

Promoter contact details:

Additional information:

Risk Management

All activities being considered must be assessed for risk prior to the event

Please address here any relevant issues of Risk Management. Please include any strategies that will be used to avoid, control, reduce, transfer or treat the risk.

hazards risk associated with hazards at your event, i.e. food, security, weather how each risk will be managed, and person/s responsible for ensuring that all risks are managed

An example table that outlines important areas for you to consider when planning for an event is provided below. See Helpful tips below for how to identify hazards, assess risks and implement controls.

Helpful Tips

People often confuse hazards, risks and outcomes. When documenting hazards you should attempt to define the three separately.

Example

Hazards Leaking LPG cylinderIgnition sourcePoor atmospheric circulation in confined area

Risks ExplosionCrowd crushGrandstand collapse

Outcomes BurnsSmoke inhalationEvent reputation damagedFinancial loss on property claim/fine

Controls

Identify the current controls that are in place to manage each hazard. Next determine the adequacy of those controls, either ‘poor’, ‘fair’ or ‘good’. When conducting the risk assessment, consider any risk that has poor controls which may increase the likelihood of the hazard or consequence of the risk.

Risk assessment

Risks now need to be assessed in terms of likelihood and consequence. Apply the categories as described in the risk matrix in Appendix 2.

Risk Rating

Plot the risks on a risk matrix to determine risk rating. Be aware that some risks that are assessed as low likelihood and high consequence may not be ranked as highly as other risks which have less catastrophic consequences, but are more likely to occur. All risks with major or catastrophic consequences require closer examination. The risks with the higher risk rating should receive higher priority.

Risk Management Plan

The risk management plan should become a working document to monitor the event as it progresses from planning, to construction, to operation and through to the venue returning to its original state.

Hierarchy of controls

When faced with a list of risks, the event organiser must then propose additional controls (actions) for those risks with an extreme or major risk rating. From this list, risks deemed too high or with inadequate controls may require additional controls (actions) to reduce the risks’ likelihood and/or consequences. The following hierarchy of controls should be applied. The event organiser should seek additional controls that are as high up the hierarchy as possible.

Elimination Eliminate the risks altogether if possible, e.g. choose not to conduct pyrotechnic display because of proximity to other hazardous goods or a staging structure that significantly compromises egress.

Substitution Substitute the risk with something of less risk, e.g. conduct a lower risk laser show than pyrotechnics.

Minimisation Minimise the exposure required to the risk, e.g. limit the spectator attendance to the event.

Engineering controls Develop an engineering solution.

Administrative / procedural controls Develop a policy and supporting procedures, e.g. require the staging contractor to submit an event safety plan or safe work method statement.

Training /supervision Train the staff or supervise members of the public, e.g. train ushers in emergency evacuation.

Personal protective equipment Lowest level of the hierarchy, e.g. construction staff building the stage may require leather gloves and steel capped boots.

The best way to mitigate risks is to have several layers of control. The higher priority risks require more levels of controls. The higher up the hierarchy of controls, the more effective the result.NB: Control systems that are totally reliant on human intervention, e.g. administrative controls, training, supervision and the wearing of personal protective equipment, are not 100% reliable. People can and do make errors and therefore, additional higher-level controls are required for the higher risk activities.

Evaluate control

Once controls have been proposed, revisit the risk matrix in Appendix 2 and plot the intended changes of each risk based on: the significance of the controls proposed; their reduction of likelihood; and/or the reduction in consequence. You will find that the risk rating will improve. Risk Management Plan – monitoring and reviewing tool

Use the risk management plan as a monitoring tool for tracking progress throughout and following the event. A debrief should be conducted at the completion of the event to determine if the risk management plan controlled all the hazards adequately.

Risk Definition and Classification

In assessing identified hazards, council has used a frame work that determines the level of risk in accordance with current Australian Standards. See below for risk matrix table and rationale.

Consequences

Likelihood 5

Extreme

4

Major

3

Moderate

2

Minor

1

Negligible

Almost Certain A Extreme Extreme Major Major Medium

Likely B Extreme Extreme Major Medium Minor

Possible C Extreme Major Major Medium Minor

Unlikely D Major Major Medium Minor Minor

Rare E Medium Minor Minor Minor Minor

Risk Management Standard Australia 4360-20

Likelihood Almost certain

The event will occur on an annual basis once a year or more frequently

Likely The event has occurred several times or more in your career, once every three years

Possible The event might occur once in your career once every ten years

Unlikely The event does occur somewhere from time to time once every 30 years

Rare Heard of something like the occurring elsewhere once every 100 years

Consequences Extreme

The consequences would threaten the survival of not only the program or activity, but also the organisation, causing major problems for participants.

Major The consequences would threaten the survival or continued effective function of the program or activity, or require the intervention of top-level management.

Moderate The consequences would not threaten the program, but would mean that the administration of the program or activity could be subject to significant review or changed ways of operating.

Minor The consequences would threaten the efficiency and effectiveness of some aspects of the program, but would be dealt with internally.

Negligible The consequences are dealt with by routine operations.

Name if Event: ______________________________________________________________Type Consequence Likelihood Classification Risk control