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Port Phillip Town Halls and associated meeting rooms can be booked for large community events. Refurbishment of the St Kilda Town Hall and the availability of the Port Melbourne Town Hall in July 2008 have returned this space to the community. The South Melbourne Town Hall is also available in December to January, subject to confirmation from the Australian Academy of Music.
The City of Port Phillip Town Hall Hire Subsidy Scheme is one of the many programs that are delivered as part of the
Civic Recognition & Support Strategy . Each year council subsidises between 40 - 50 community groups to conduct major public relations, special events and community celebrations.
The process in place:
- Contact Council's Meetings & Events Department they will assist you with information on a suitable council venue, City of Port Phillip, Private Bag No 3, St Kilda, Vic, 3182 or by telephoning (03) 9209 6493. You will be required to submit an application form (below)
PDF format:  Town Hall Hire Subsidy Application Form January 2006 or
Word format:  Town Hall Hire Subsidy Application Form January 2006
- Council staff will assess your application to the Town Hall Hire Subsidy Scheme
- You will be contacted by the Meetings & Events staff and advised of the outcome
- If successful, the Meetings & Events staff will assist you with your organisation of your event. Please note that the subsidy may be full or partial, dependent on a number of factors as outlined in the Conditions of Subsidy outlined below
- Based on the outcome of the application, you may choose to continue with your booking or cancel
Note: Eligibility, conditions and sponsorship requirements for the scheme remain the same as per below
Guidelines
Aim
The aim of the Town Hall Hire Subsidy Scheme is to provide community organisations with affordable and accessible access to community spaces within the Town Halls for major public relations, special events and community celebrations for the benefit of the Port Phillip community.
Access & Equity Principles
Events or functions that are held in council spaces must be free of any form of discrimination as outlined in the Racial and Religious Tolerance Act and Equal Opportunity Act.
Costs covered by the scheme
The Town Hall Hire Subsidy Scheme may cover the cost of:
- Room hire
- Kitchen use
- Standard equipment use
- Staff Costs
- Security Costs
The organisation will have to cover any additional or special equipment costs, catering and beverage costs and public liability insurance.
Eligibility Criteria
- Organisations are required to be incorporated and not for profit.
- Organisations that fall within an area of legitimate interest / responsibility of the City of Port Phillip or support council's policy goal to promote diversity
- The subsidy will be used to improve the access of Port Phillip residents to the event as a priority, or used to directly benefit the Port Phillip community
and / or
- The general purpose and work of the organisation is predominantly for the benefit of the Port Phillip community and enhances their quality of life
Conditions of subsidy
- If organisations meet the above criteria, the application is assessed taking into consideration any other town hall hire subsidy they may have already received that financial year and the amount of money that is still available in the budget.
- The level of assistance available is limited by council's budget decisions and its priorities. Applications are accepted at any time and are assessed on a first come first served basis
- Council reserves the right to identify priority areas for funding consistent with the broad strategic directions and policies endorsed by council
- No application can be guaranteed use of facilities, nor can any applicant be guaranteed use of facilities to the full extent requested. Applicants may receive full or partial subsidy. It is important that applicants consider these limitations when preparing the request for assistance
- Generally, organisations are eligible for one Town Hall Subsidy per financial year though exceptions will be considered
- Rejection of an application does not necessarily mean that the project/activity is not worthy of support. Worthwhile applications may not be successful due to budgetary restrictions
- Successful Town Hall Hire Subsidy Scheme applicants are subject to all the usual terms and conditions of use that apply to hirers. For details of these terms and conditions, contact the venue staff
Sponsorship requirements
A requirement of successful Town Hall Hire Subsidy applications is the public acknowledgement of council's support for the project/activity. This should include a minimum of one or a combination of the following:
- Acknowledgement of council's support at the function/event
- Opportunities for the City of Port Phillip to speak at key activities, if appropriate
- Acknowledgement of council's support on printed materials and inclusion of Port Phillip logo and sponsor message (as below) in any function/event related publicity
"This event has been sponsored by the City of Port Phillip"
- Display of City of Port Phillip promotional banners (available from Council's Meetings & Events Department) at the function/event
Application & Assessment Process
- Applications to the Town Hall Hire Subsidy Scheme are open all though the year and are assessed as they are submitted
- Organisations are required to contact Meetings & Events staff to check availability and cost of the event before submitting their application form
- Applicants are encouraged to read through the guidelines before filling in the application form
- Completed application forms are to be submitted to council Meetings & Events staff
- Meetings & Events staff forward the application to the Community Facilities Team Leader, for recommendation based on the eligibility criteria
- The application form together with the outcome are returned to Meetings & Events staff who contact applicants and advise them of the decision, within two weeks of submitting their application
- Based on the outcome of the Town Hall Hire Subsidy Scheme applicants can choose to continue with booking or cancel their booking
Note: All enquiries are to be directed to the Meetings & Events Department, City of Port Phillip, Private Bag No 3, St Kilda, Vic, 3182 or by telephoning (03) 9209 6493.
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Application Form
Please ensure you have read the above guidelines and contacted facilities to ensure the space is available before filling in the attached form.
PDF format: Town Hall Hire Subsidy Application Form January 2006 or
Word format: Town Hall Hire Subsidy Application Form January 2006
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Further information
Use eServices to ask us a question, request information or give us feedback online. If you prefer phone ASSIST on (03) 9209 6777 or TTy (03) 9209 6713 Community Facilities.
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