Hire Center Facility Form

Date of Request

Contact Information

First Name

Last Name

Name of Organization

Phone Number

Email Address

Mailing Street Address

City/Suburb

State/Province

Postal/Zip Code

Project Details

Name of Event

Purpose of Event: (Brief Description)

Start Date

End Date

Start Time

End Time

Estimated Number of Attendees: (Max 50 per Multi-Purpose Room, 148 Full Facility)

Facility Requirements

Preferred Facility

Multi-Purpose Room 1 (Max 50 people)

Multi-Purpose Room 2 (Max 50 people)

Full Facility (Both Multi-Purpose Rooms, Capacity 148)

Specific Room/Area Needed: (Specify if a particular area within the facility is required, e.g., near playground access)

Equipment/Amenities Required: (Please tick all that apply)

	Equipment Name	Click	Quantity
	A	B	C
1	Trestle Tables
2	Chairs
3	Children's Chairs
4	Children's Tables
5	Children's Plates
6	Children's Bowls
7	Children's Cups
8	Whiteboard(s)
9	Electric Fry Pans

Setup Requirements: (Describe desired layout, e.g., theater style, classroom style, banquet style, specify furniture arrangement within each room if booking multiple rooms)

Accessibility Requirements

Step-free Access

Gender-Neutral Toilets

Disabled Toilet

Baby Change Table

Catering & Refreshments

Will you require catering services?

Yes

If yes, will you be using our in-house catering or an external caterer?

In-house

External

Details of Catering Requirements: (Specify needs, e.g., type of food, dietary requirements, use of kitchen facilities for external caterers).

Insurance

Do you have public liability insurance?

Yes

If yes, upload copy of insurance certificate.

Choose a file or drop it here

Parking

Estimated number of vehicles

Any specific parking requirements? (e.g., accessible parking).

Special Requirements

Please list any other special requirements or requests: (e.g., specific access needs, use of outdoor areas, security arrangements)

Declaration

I/We have read and understood the terms and conditions of hire and agree to abide by them. I/We understand that a security deposit may be required and will be advised of the amount upon confirmation of booking.

Signature of Applicant/Authorized Representative

Form Template Insight

Please remove this form template insight section before publishing.

This facility hire form is designed to be comprehensive, covering all the essential details needed for both the hirer and the facility manager to ensure a smooth and successful event. Here's a breakdown of its key aspects:

For the Hirer:

Clarity and Completeness: The form is structured to guide the hirer through all necessary information, from basic contact details to specific equipment needs. This minimizes back-and-forth communication and ensures the facility manager understands the event requirements.
Choice and Flexibility: It offers options for different room configurations (single rooms or full facility), catering choices, and equipment needs, allowing the hirer to customize the space for their event.
Transparency: The form clearly outlines the available amenities and resources, so the hirer knows what's included in the hire and can plan accordingly. This avoids misunderstandings and unmet expectations.
Convenience: By consolidating all relevant information in one document, the form simplifies the booking process for the hirer.

For the Facility Manager:

Organization and Efficiency: The form provides a standardized way to collect information, making it easier to manage bookings and track event details. This streamlines the booking process and reduces administrative overhead.
Risk Management: By asking about insurance and special requirements, the form helps identify potential risks and allows the facility manager to take appropriate precautions. This protects both the facility and the hirer.
Resource Allocation: The detailed equipment and setup requirements enable the facility manager to efficiently allocate resources and ensure the event runs smoothly. They can prepare the space in advance and have the necessary equipment ready.
Record Keeping: The completed form serves as a record of the booking, including all agreed-upon terms and conditions. This is essential for resolving any disputes or misunderstandings that may arise.
Financial Management: The form includes sections for security deposits and hire fees, facilitating financial tracking and management.

Overall:

The form promotes clear communication, reduces the risk of errors and misunderstandings, and ensures both the hirer and the facility manager are well-prepared for the event. It's a valuable tool for managing facility bookings effectively and professionally. The level of detail also suggests a well-organized facility that is likely to be well-maintained and managed.

To configure an element, select it on the form.

To add a new question or element, click the Question & Element button in the vertical toolbar on the left.