Council Minutes - Town of Cambridge

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COUNCIL MINUTESTUESDAY 26 JUNE 2012CR12.88QUARRY AMPHITHEATRE - BOOKING POLICYPURPOSE OF REPORT:To seek Council's approval for the implementation of a booking procedure for hirers of theQuarry Amphitheatre.BACKGROUND:The Quarry Amphitheatre (QA) is a seasonal performing arts venue with a limited number ofweekends available within the peak season (1 October - 31 May).Historically all hirers, including event promoters and private hirers, have booked the QuarryAmphitheatre on a first-come-first-served basis.There are a number of regular, long standing hirers who compete for the same dates (usuallylate January to March). These hirers are valued customers and most have a high degree ofownership over the venue due to their historical use.Over past years, the management structure of the venue has changed from being outsourcedto an in-house approach, and as a consequence, the booking procedure has evolved tobecome complex with the potential for hirers to vigorously compete against each other.Since the conclusion of the 2012 season, the Town has undertaken a review of the bookingprocedure with a view to maximising facility use and providing equity and certainty for users.As a result of this review, it is proposed to offer regular long-standing hirers an advance andexclusive booking period, make some changes to the booking procedure, and formalise thebooking assessment process.DETAILS:The suggested booking procedure and assessment process will be applied by the Town tomaximise facility usage, evaluate the suitability and strength of 'Applications for Hire' at the QA,and provide equity and certainty for regular long-standing hirers.1. Standard Booking Procedure:1. Hirer submits a completed 'Application for Hire & Hire Agreement' form. This formoutlines the requested date(s), the nature of the event and the Conditions of Hire.2. Town assesses the availability of the venue and the suitability and strength of theapplication using the Assessment Criteria (refer to Section 4 below).3. If the booking dates are unavailable or the assessment scores less than 24 pointsand/or identified risks cannot be mitigated, the application may be deemed unsuitableand declined. If an application is Declined the hirer is advised in writing.4. If the booking dates are available and the assessment scores 24 points or above, theapplication may be deemed suitable. In this case the 'Application for Hire & HireAgreement' form is counter signed by the Town and returned to the hirer, together witha Security Bond Statement - (This is not a preferred booking, but a preliminary bookingsubject to bond requirements being met).H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\JUNE 2012\C CR.DOCX 139
COUNCIL MINUTESTUESDAY 26 JUNE 20125. The hirer is required to pay the Security Bond in full within 14 days of the date of theSecurity Bond Statement.6. Once the Security Bond is paid in full the booking is Confirmed and the Hire Agreementforms a binding contract between the hirer and the Town.7. If the Security Bond is not paid in full within 14 days of the date of the Security BondStatement, the booking date is released.2. Availability/ Dates:The peak 'performing arts' season for The Quarry Amphitheatre is 1 October through to31 May. The requested date(s) for hire must comply with the following seasonal eventscalendar.QA Seasonal Calendar From and Including Up To and IncludingOff Peak season Ticketed and private events 1 June 31 SeptemberPeak Season Ticketed and private events 1 October 31 OctoberTicketed events only 1 November 25 DecemberTicketed and private events 26 December 1st weekend inJanuaryTicketed events onlyMonday following 31 Marchthe 1st weekend inJanuaryTicketed and private events 1 April 31 MayIf the requested dates are unavailable due to a confirmed booking, the application isdeclined and the hirer is advised in writing.If the requested dates are available the Town will continue with the booking assessment.3. Mandatory Requirements:The hirer must comply with the following mandatory requirements:• Signed and completed 'Application for Hire' form.• Public Liability Insurance to the Value of $20,000,000. (N/A for private events)• Current Working With Children Check. (For hirers working with children under 18 yearsof age)4. Assessment Criteria:Each application for hire is assessed against a number of criteria outlined in the tablebelow. The criteria are designed to determine the likelihood of success and risk associatedwith the proposed event, the aim being to maximise the opportunity for a positive outcomefor both the hirer and the Quarry Amphitheatre. Each criterion is considered and assigneda score between 1 - 5 using the following points system:1. Does NOT meet the criteria2. Partially meets the criteria3. Meets the criteria4. Meets and exceeds the criteriaH:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\JUNE 2012\C CR.DOCX 140
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Council Minutes - Town of Cambridge

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