Hiring FAQ Pages
Collingwood Masonic Centre (Corner Henry Street)
141 Gipps St, Abbotsford, 3067
FREQUENTLY ASKED QUESTIONS
This information addresses casual hire. We will also hire the hall for longer recurring periods of time, and if you are thinking that way, we would love to hear from you but you should still read the below. The below information is supplied to try to reduce basic inquiries to our volunteers.
Please read all the Frequently Asked Questions on this page before contacting us.
For information on our booking process – please see this page.
How many people can the Hall accommodate?
The main hall can seat around 100 at tables. (Table sizes are shown further down the page)
For larger organizations looking to hire on an ongoing basis we have other spaces available by negotiation.
How about smaller groups?
If you have a smaller groups, keep reading, we have a smaller hall and meeting room also for hire.
Can I hire the hall for children's parties?
Certainly! We welcome parties for younger children but please note, we do not hire the hall for parties for groups aged in the 15 to 45 year age bracket.
Can I hire the hall for a bucks' night party?
No, our hall is not available for hiring for bucks' night celebrations.
Can I hire the hall for a 21st Birthday Party?
No, our hall is not available for any birthday parties marking 15-40 years of age
What type of events have been held in the hall in recent times?
Some examples include, clothes and liquidation sales, weddings, workshops dinners, club meetings, film shoots, presentation of annual reports, social get togethers, focus groups, cultural events, community planning meetings, training and education, theatrical and dance rehearsals and lessons.
The timber floor in the main hall is hardwood and durable but hirers still need to take care and note that stiletto heels and other inappropriate foot wear likely to damage the floor such as dance shoes with metal taps are not to be worn in the main hall
How much does it cost?
The cost of the hall is by negotiation.
Several factors will determine how much you pay to use the space. These include
The frequency of your use
The time and day of the week of your use
The activity you propose to undertake.
The dual goal of offering the hall for hire is to allow wider community and commercial use of the space and to generate income.
Naturally we need income to meet utility and maintenance costs, but a particular goal is to raise funds to apply to our hall restoration project. We want to restore the hall but also make it a more modern facility. It is estimated that our capital works program will require close to $300,000 dollars. Once completed and we have a restored hall with cash provisions for rainy days, we plan to apply surpluses to charities in the local area, partly by letting not-for-profits use our hall for free, but our ambition is also to support worthy local community programs with cash sponsorships and grants. All users of the hall are helping us move closer towards that current very important goal.
Can I hire the hall once for an hour or so for $30 or less per hour?
Putting aside costs to us like cleaning and utilities, the hall will be opened by a volunteer making a special trip to Gipps St especially for you. We do not have an on-site manager or staff like a Neighbourhood House or commercial studio or hire space. However longer term tenants are supplied with keys which removes that problem.
Should we be in a position to staff the hall daily; that might change. We will keep you posted !
When can I gain access for setting up?
You should include set-up time in your booking.
Can I book extra time so I can set up before my function?
Yes, but you need to take set-up time into account when describing the period of time you need the hall.
Can I book the hall for several days, a week, or a month?
We love that kind of booking and are keen to book the hall to groups for longer periods and on an ongoing basis. That said, there are monthly and bi-monthly standing bookings of an evening which we have agreed to and any confirmed booking must take precedence.
How do I secure a booking and when do I pay?
First and after reading all the FAQs, email firstname.lastname@example.org or phone 0407 805 616 to check the availability of dates. Once an agreement on access and charges has been struck, you will be issued an invoice which you must pay to confirm your booking.
Are there any cancellation fees if I choose not to use the Hall?
Invoices dated before 12 Dec 2017 - standard Cancellation Fees are – 25% or 50% for less than 1 months notice and 100% on less than 14 days notice.
Invoices dated on or after 13 Dec 2017 - standard Cancellation Fees are – 25%. Or 50% for less than 60 days notice and 100% on less than 30 days notice
Is there a security bond?
Yes. A fully refundable $500 security bond is required on or before the day of hire, in order for you to receive the key and/or access. Our volunteers are under strict instruction not to allow access to the hall to casual users without a bond. We sometimes vary that bond amount for activities deemed high risk.
Do you often deduct money from bonds?
In 2010 we did not have a single incident where there was a deduction from a bond.
In 2011 we retained $605 in bonds, one in full for gross default from a hirer. In 2012 there were two incidents around some minor damage where we deducted $230 total from 2 bonds. In 2013 again one incident costing a hirer $150. In January 2014 we retained a full bond for floor damage and Nov 2014, $150 for floor damage.. This is our typical experience so far - deductions are rare. (It's now January 2015 and you get the idea - I don't think we need to update this each year..)
All that said, we take a bond to protect our position and in cases like leaving the hall dirty or damaged, you will be charged.
I have used the hall before without problems, do I still need to pay the security bond?
Can I lose my booking?
Yes you can. If you abuse or damage our hall, or fail to make any agreed payment, we reserve the right to cancel your booking and offer the time and space you booked to others.
Default or misconduct by a hirer resulting in termination of the booking will be treated as a Cancellation by the hirer and Cancellation fees will apply.
When am I required to return the key?
We will mutually agree on a time and method for you to return the key, normally within 24 hours of your hire concluding.
Can we smoke cigarettes, cigars and the like in the hall?
No. Furthermore, butts are not to be discarded around the property.
Is the Hall close to Public Transport?
Yes ! Very close ! Being less than 100 meters from the Collingwood railway station, the hall provides ideal access to Public Transport. The trip from Flinders Street takes about fifteen minutes, from Parliament Station only seven, to say nothing of the bus services within walking distance. You might want to check this page
Is there a carpark?
Not during business hours Monday to Friday.
There is a car park at the rear of the building offering some car parking depending on the time of day. This car park cannot be used during business hours on weekdays until after 6:00 pm. Unmetered street parking is also available on Gipps, Henry and Hoddle Streets. There is also a sizable carpark for the Collingwood Library in Stanton St, easily accessed via the lane opposite the building or via the walkway from Collingwood Station (which has better lighting of a night).
Does the Hall have disabled access?
Yes, a ramp leads directly to the street, however we do not have disabled toilet facilities. At this stage, we would not describe our venue as wheelchair friendly. We would like to change that.
Am I allowed to decorate the walls and the structure?
Yes, provided that all fixings cause no damage and are removed. However, in all instances, please use our two whiteboards for your photo collages, schedules and other material.
Can we serve alcohol?
Yes, as long as you comply with the Law, which we think will include having a Temporary Liquor License if you sell alcohol at your event. It is your responsibility to obtain any permits including Liquor permits necessary for the proposed use of the Facility. This link might help. And this link might also help. Or telephone 1300 650 367
Do you provide a PA system?
No, there is no PA system in the building, however the hall does have a piano.
Do you have whiteboards?
Yes, we have two mobile 6' long double sided whiteboards.
How much noise am I allowed to make?
We do not want hirers who are going to disturb our neighbours. Noise and music are to be kept to moderate and lawful levels and contained inside the hall, especially at night. During the day the semi-commercial nature of the street tolerates more noise than a purely residential area. Hirers are required to be considerate toward our neighbours when returning to their cars or accessing taxis.
Any direction made by the Manager or any Statutory Body such as the Police to reduce noise volume must be immediately followed and adhered to.
Is catering available, how about food?
No, we do not organise food catering. We only hire the space. You can eat and drink in the hall.
You and your guests/clients/visitors are not allowed to have chewing gum in the hall.
Do you have an oven and stove?
When your booking includes the kitchen, you will have access to our oven which is modern and electric and has a gas cooktop with five burners. Most users only reheat food using the oven, and being an unregistered kitchen, you are not allowed to sell food to hall users. You will also need to bring your own cookware.
Are plates and glasses provided?
The kitchen has some glasses and plates, but you are advised to bring your own for larger groups.
Are tables and chairs provided?
There are 50 rectangular trestle tables seating from 6 to 10 people at each table.This is also ample for book sales, showing other merchandise or simply for seating.
There are 10 rectangle tables 1.83 x .77 which can seat three on each long side (total 6) and one on each end - seating 8 per table
We also have an additional 24 folding tables 1.8 x .75 tables which can seat three on each side (total 6) and one on each end - seating 8 per table.
There are 2 larger rectangle tables 2.44 x .77 which can seat four on each long side (total 8) and one on each end - seating 10 per table
That's seating for 100 using the above.
We also have 6 big round tables with a diameter of 1.8 m. Larger groups can fit, but you will need to hire extra seats and tables.
There are about 100 chairs available in the hall for your use.
We do not charge extra to use our tables and chairs.
Do you have a stage - how big is it ?
Yes. The Stage is 5.53 meters wide, 1.73 meters long with a height of .53 meters.
Am I required to clean the hall?
Yes. For the general hall hire fee you are required to sweep the hall and leave it as found. All balloons, decorations, etc must be removed. Any items used must be washed and stored away in the cupboards provided. Tables or chairs should be returned to were you got them from (there is a plan in the hall).
All foodstuffs need to be removed from the kitchen, including from the refrigerator. Floors need to be swept (and spills mopped if necessary), and all kitchen surfaces wiped down. (Brooms, bucket, mop and a cleaner’s sink are provided.) Cleaning extends to any litter or cigarette butts that may have been dropped outside the entrance. Failure to do so will result in a charge being levied against the key deposit (security bond).
Am I required to remove my rubbish?
Yes, you are required to remove all rubbish from the premises to your own bins. The large bin in the adjoining car park is owned and used by the adjoining carpet company and must NOT be used. No rubbish is to be left on the curb side. We recommend you bring a few sturdy garbage bags with you.
Where can I get a copy of the Hire Agreement Form?
That is still being developed. It should be ready in a couple of weeks.
Can I inspect the Building?
(We put this towards the below of this page in the hope you have read the above).
Yes, you can initially see photos of the hall here.
Part of the goal of this web site is to reduce volunteers having to attend the hall to potential hirers.
If necessary, a closer inspection can be arranged by emailing email@example.com or calling Damien on 0407 805 616.
I think you do a great job and want to make a donation!
Ha ! You didn’t consider that we would think of that one to put in here! We would be grateful of any corporate, government or private financial or material support for the CMC Inc.
Please contact us.
You might want to view our sponsors page by clicking this link
Hey !!! I have a question which is not covered here !
Contact us and ask ! You can do that via email or phone.
Although every care has been taken to ensure the correctness of this information, its accuracy cannot be guaranteed. Interested parties should make their own investigations, especially in relation to any Laws which might effect your event.
The Committee of Management reserve all rights to refuse and amend hire arrangements.
All hirers are bound by the above FAQs which are part of your agreement to hire our hall.