ROUNDHOUSE EVENT GUIDELINES

Transcription

1 ROUNDHOUSE EVENT GUIDELINES CONTENTS 1 Welcome to Roundhouse 1.1 About Roundhouse 1.2 Contact Details 1.3 ABN and Billing Details 1.4 Payment 1.5 Location & Transport 2. Venue Information 2.1 Accessibility 2.2 Access 2.3 Accommodation 2.4 Advertising 2.5 Alcohol 2.6 APRA/PPCA 2.7 ATMs 2.8 Audio Visual (AV) 2.9 Balloons 2.10 Banner Hanging 2.11 Candles 2.12 Care of Building 2.13 Carpet 2.14 CCTV 2.15 Children on Site 2.16 Cleaning 2.17 Confetti and glitter Damages 2.19 Deliveries 2.20 Dietary Requirements 2.21 Electrical Equipment 2.22 Emergency and Evacuation Procedures 2.23 Fire Exits 2.24 First Aid 2.25 Floor Plans 2.26 Forklifts 2.27 Hiring Agreement 2.28 Incident Reporting 2.29 Internet 2.30 Labour 2.31 Liquor License 2.32 Loading Area 2.33 Lost property 2.34 Noise 2.35 Pyrotechnics and Special Effects 2.36 Rigging 2.37 Risk Management 2.38 Room Set Up 2.39 Security 2.40 Smoking 2.41 Storage

2 2.42 Surcharges 2.43 Table dimensions 2.44 Ticketing 2.45 Toilets and Showers 2.46 User pays NSW Police 2.47 Weapons 3 Food & Beverage 3.1 Alcohol 3.2 Responsible Service of Alcohol 3.3 Cooking Inside Venue 3.4 Menus & Catering 3.5 Preferred Suppliers 3.6 Sponsorship of Food & Beverag 2

3 1 WELCOME TO ROUNDHOUSE Roundhouse is a venue dedicated to making your next event a sensational experience. It s a dynamic venue renowned for its unique architecture, incredible versatility and vibrant atmosphere. For over 50 years, Roundhouse has been showcasing the best local and international live music talent. From April 2018, Roundhouse is thrilled to be taking bookings for conferences, meetings, dinners and special events. Roundhouse is a vibrant and iconic versatile venue fitted with state-of-the-art audio visual fit-out. Our events team is friendly and professional and always focused on realising your event vision. 1.1 ABOUT ROUNDHOUSE Since 1963 Roundhouse has been hosting exceptional events. From conferences to live gigs; expos to galas; roller discos to secret cinemas; the only limitation is your imagination. Our experienced team are passionate about tailoring your Roundhouse event to suit your needs. Let our intricate understanding of the venue and expertise in event management allow your next event to be a roaring success. 1.2 CONTACT DETAILS Name: Roundhouse Postal Address: PO Box 173 Kingsford NSW 2032 Telephone: +61 (0) Website: unswroundhouse.com venue@arc.unsw.edu.au 1.3 ABN AND BILLING DETAILS UNSW Limited ABN: ACN: Address: PO Box 173 Kingsford NSW 2032 Phone: +61 (0) Fax: +61 (0) accounts@arc.unsw.edu.au 1.4 PAYMENT Roundhouse requires full payment of estimated costs 5 7 business days prior to the provision of services. Cash, credit card and electronic funds transfer are acceptable forms of payment. Account Name: UNSW Limited Bank: Commonwealth Bank BSB: Bank Account:

4 1.5 LOCATION & TRANSPORT Driving & Parking Roundhouse is located in the North-West corner of UNSW Kensington Campus. Passenger drop-off and loading is accessible from Gate 2 High Street (corner Anzac Parade). Paid parking is available on campus, and free parking available in streets surrounding. For more information on driving to and from UNSW and Roundhouse: Bus Buses are available on Anzac Parade to and from the city 24 hours a day. Serviced frequently by an express bus from Central, guests can also access Roundhouse from Bondi Junction, Coogee, the Inner West, Botany and Circular Quay More information on Public Transport to and from UNSW and Roundhouse: Light Rail There is a light rail station 100 metres from the entrance of the venue on Anzac Parade due to be in operation early For more information please visit Taxi Taxis run along Anzac Parade regularly. If calling a taxi we recommend using Gate 2, High Street as a pick up point. Cycling Roundhouse and UNSW are accessible for cyclists with bike racks readily available. 2. VENUE INFORMATION 2.1 ACCESSIBILITY Roundhouse is wheelchair accessible. 2.2 ACCESS Roundhouse staff have at all times, unrestricted access to all parts of the venue, for purposes including safety, security, maintenance, cleaning, food and beverage and audio visual. Roundhouse is unable to provide hirers any keys to rooms or access cards.

5 2.3 ACCOMMODATION Roundhouse is not zoned to provide overnight accommodation to patrons. If you are planning an event that requires local accommodation, please speak to our events team. 2.4 ADVERTISING All references to the venue in promotional and marketing material should read Roundhouse. Prior written consent is required to display any printed, electronic or digital material in connection the Roundhouse. For media enquiries, please contact Arc Marketing Manager 2.5 ALCOHOL Roundhouse is a fully licensed venue and reserves the right to supply all alcoholic beverages for any event. All alcohol must be consumed within the venue. Roundhouse promotes the responsible service of alcohol. 2.6 APRA/PPCA Australian Prudential Regulatory Authority and Phonographic Performance Company of Australia Limited fees are not included in the hire fee and are the responsibility of the hirer. 2.7 ATMS The closest ATMs are located at Gate 2 High Street, which is less than a five minute walk from Roundhouse. Roundhouse bar and bistro accept card transactions without surcharge. 2.8 AUDIO VISUAL (AV) Roundhouse has an in-house AV department and experienced in running all types of events. If you wish to bring in your preferred AV supplier, please discuss with your Event Manager. Roundhouse reserves the right to require an in-house AV technician for load in, event and load out of all events. 2.9 BALLOONS Balloons may be used inside the venue. Due to the proximity to Sydney International Airport balloons are not permitted to be used external to the venue. Removal charges may apply for any balloons trapped in overhead spaces BANNER HANGING There are a variety of banner hanging opportunities available in the venue. Please discuss with your Event Manager before your event.

6 2.11 CANDLES The use of candles is at discretion of Venue Management. Naked flames are not permitted in the Roundhouse CARE OF BUILDING Any repair or replacement costs resulting from damage to any of Roundhouse s facilities caused by the client, including but not limited to staff, contractors and service providers, will be assessed and charged CARPET Activities such as painting and those which generate dust are not permitted within the venue. Care must be taken when in carpeted areas to avoid damage CCTV Roundhouse has established CCTV systems in order to support the maintenance of a safe and secure environment for staff, customers, visitors, and guests. CCTV also assists with the security of assets by acting as a deterrent against acts of vandalism and theft CHILDREN ON SITE For the majority of licensed events, children are not permitted on the premises. LIC/AA events are the exception and children under the age of 15 years must be supervised by an adult in all areas of the venue CLEANING Roundhouse provides a clean space prior to the commencement of the event. Roundhouse does not have on-site cleaners during event hours and is not responsible for any cleaning during the event. Cleaners during event hours can be made available for an additional charge. Roundhouse will conduct a general clean of the venue after the event, however any cleaning required more than a reasonable amount for that event will be charged to the client CONFETTI AND GLITTER The use of confetti and glitter is prohibited within the venue. Paper streamers may be authorized but cleaning charges will apply DAMAGES The hirer will assume sole responsibility for any damage to Roundhouse property caused by customer, guests, invitees or other persons attending the event. The hirer shall pay the amount of any property loss or damage referred to above.

7 2.19 DELIVERIES Please advise your Event Manager of all deliveries required for your event. UNSW Roundhouse accepts no responsibility for any lost, damaged or stolen items. Due to lack of on-site storage, Roundhouse reserves the right to only permit deliveries during the contracted period DIETARY REQUIREMENTS The venue requests clients to submit full details of dietary requirements 7 business days before the event ELECTRICAL EQUIPMENT (TESTING AND TAGGING) Any electrical equipment brought into the venue by the hirer must be tested and tagged warranting its current safe operation in accordance with NSW Work and Health and Safety Regulations. Items that do not have a tag will be required to be tested on site by qualified Roundhouse staff and costs for the tags will be payable by the hirer. UNSW Roundhouse reserves the right to disapprove the use of any untagged equipment EMERGENCY AND EVACUATION PROCEDURES UNSW Roundhouse has an Emergency Response Plan in the event of emergencies. Venue staff are trained in Emergency Response and will lead all procedures FIRE EXITS All fire exits must remain unblocked with an unobstructed pathway to all fire exits in the venue. Any interference, blockage or obstruction of any fire exit or pathway to any fire exist may result in the immediate termination of the event and the removal of the Client from the venue FIRST AID Roundhouse venue and security personnel are trained as first aid responders in first aid emergencies. The Venue Manager reserves the right to require event dedicated paramedics on site at cost to the organiser FLOOR PLANS All floorplans require approval from your Event Manager prior to your event. Please submit at least 7 business days prior.

8 2.26 FORKLIFTS Roundhouse does not have access to a forklift. Please ensure this is communicated to all contractors and persons making deliveries for your event to make other arrangements HIRING AGREEMENT A signed Hiring Agreement acts as confirmation of the event. It outlines all the conditions for the booking of the space/s INCIDENT REPORTING Please report all incidents and near misses to your Event Manager INTERNET Complimentary wireless internet is available throughout the venue for , basic browsing and social media. If you require a premium internet service please speak to your Event Manager when making your booking LABOUR Roundhouse can provide staff to assist with tasks such as ticketing, promotion on campus, merchandise. Please enquire with your Event Manager for a tailored solution LIQUOR LICENSE Roundhouse retains the right to be the sole provider of all alcoholic beverages in compliance with ILGR, license conditions and house policy LOADING AREA The venue s loading area is available from Gate 2 High Street LOST PROPERTY Venue Reception handles all enquiries with regards to lost items. All items are catalogued and stored until the Monday of each week when they are picked up by UNSW Security Services NOISE UNSW Roundhouse is obligated to control noise generated from the venue PYROTECHNICS AND SPECIAL EFFECTS Pyrotechnics require permission in writing from Roundhouse. A risk assessment is required.

9 2.36 RIGGING All rigging is to be coordinated and installed by Roundhouse RISK MANAGEMENT Risk assessments identify potential hazards. Clients are responsible for assessing risks and completing a risk assessment worksheet for their event. Roundhouse will review risk assessments and safe work methods and monitor controls during events ROOM SET UP The venue will be set-up as per instructed by the hirer and the initial set up is included in the venue hire. Any set-up that are deemed to be unusual or additional venue changes can be accommodated but at the cost to the hirer SECURITY Roundhouse has a relationship with their nominated security provider and no external security companies are to be brought to the venue. The Venue Manager reserves the right to have final say on number of security required for any given event in order to create a safe environment for its guests and employees. Whilst Roundhouse endeavours to maintain the venue as a safe place, clients and guests are responsible for safeguarding their personal belongings at all times. The venue is not responsible for any lost or missing items SMOKING The entire UNSW Kensington campus is designated as a non-smoking area. This includes all areas of the Roundhouse. This applies to electronic cigarettes STORAGE Storage at Roundhouse is limited. Event Managers will work with you to find a solution for your event. Charges may apply for items that require storage SURCHARGES Surcharges exist on Saturdays, Sundays and public holidays to cover penalty rates. Penalty rates also exist for any staff rostered from hours TABLE DIMENSIONS Roundhouse table dimensions are: Round tables: 2m diameter Trestle tables: 2.4m x 0.9m

10 2.44 TICKETING Roundhouse is the sole provider of ticketing and has an arrangement with Ticketek. Please contact your Event Manager for more information TOILETS AND SHOWERS Please see Floor Plans USER PAYS NSW POLICE User pay police service may be required for some events. User pays will be at cost to the hirer WEAPONS Weapons of any type are not permitted to be brought into the venue. 3 FOOD & BEVERAGE Roundhouse works with you to provide a memorable experience for you and your guests. Please speak to your Event Manager to get a quote tailored for your event needs. 3.1 ALCOHOL Roundhouse is a fully licensed venue and reserves the right to supply all alcoholic beverages for any event. All alcohol must be consumed within the venue. Roundhouse promotes the responsible service of alcohol. 3.2 RESPONSIBLE SERVICE OF ALCOHOL Roundhouse supports the responsible sale of alcohol and maintains compliance with the NSW Liquor Act of All beverage services are to be provided by UNSW Roundhouse. Alcohol and non-alcoholic beverages are not permitted to be brought into the venue. Roundhouse reserves the right to request additional security hired when alcohol is served. 3.3 COOKING INSIDE VENUE Roundhouse discourages any events which require cooking inside the venue as a demonstration. Should you require this for your event, please consult with your Event Manager regarding the isolation of fire alarms.

11 3.4 MENUS & CATERING For details and pricing please contact your Event Manager. 3.5 PREFERRED SUPPLIERS Roundhouse has contractual arrangements with select companies to serve their products exclusively. Please submit requests to serve sponsored products to Roundhouse. 3.6 SPONSORSHIP OF FOOD & BEVERAGE Roundhouse has arrangements with select companies to serve their products exclusively. Please notify the venue in advance if there are event sponsorship arrangements entailing service of other food and beverages.