Sports Grounds and Pavilion Hire

Bookings for City of Bunbury owned, Hay Park Sporting Precinct Pavilions are managed through the South West Sports Centre. To learn more, please ema il the Community Recreation team.

Hay Park Sports Precinct

The Hay Park Sports Precinct provides grounds and sporting facilities for Hockey, Soccer, Cricket, Rugby, AFL, Athletics, carnivals and events. These facilities are available for seasonal or casual hire.

Hay Park Sports Ground Booking Request Forms

Application for hire of the Bunbury Regional Athletics Arena

Please note this is an application form only. Bookings are not confirmed until approval has been granted by the City of Bunbury’s Club Development Officer & payment of all fees has been received.

Organiser Name*

Organiser Position*

Organisation*

Telephone Number

Mobile Number

Address

2nd Contact Name

2nd Mobile Number

2nd Telephone Number

Event

Event Name*

Event Type*

IntraschoolInterschool

Event Date(s)*

Event Times (inc. set up & clean up)*

Event Start Time

Event Finish Time

Number of estimated participants*

Number of estimated spectators*

Number of estimated supervisors*

Equipment Usage

The TrackHurdlesSteeplechaseShot PuttDiscussJavelinPole Vault (supply own poles and uprights)High JumpLong JumpTriple Jump

Officiating/Starting Blocks/Starting Gates

The following clubs may be able to provide officials, starting gates & blocks for your event at an additional charge.

bunburyregionalathleticsclub@gmail.com

bunburylittleathleticsclub@gmail.com.au
bunburylittleathletics@gmail.com

Do you propose to erect tent(s)/marquee(s) etc?*

YesNo

Are you bringing any other equipment/structures to the event (e.g. food stalls, bouncy castles, PA system, stages, banners etc). If so, please provide details.

Food/Drinks

Will food or drinks be sold/provided?*

YesNo

Bin Requirement

4 Permanent bins are located at the Athletics Track at all times. All Athletics Carnivals and events will be required to hire at least an additional 6 x waste bins at a cost of $361.00 and $50.50each additional bin (includingGST)

Additional bin quantity (minimum 6 bins @ $361.00 after that $50.50 ea)

Toilet Facilities

Toilets are available in the block at the athletics arena, there is one unisex disabled access toilet as well as the 6 unisex toilets.

Hirers with over 600 attendees will be required to hire two extra portable toilets. Portable toilets are to be located on the asphalt adjacent to the netball/athletics fence, facing the netball pavilion. For more information regarding toilet requirements please contact the Community Recreation Team on 9795 2222 or swsc@bunbury.wa.gov.au

Please provide any additional information or requirements for your event below

I/We have read, understood and agree to abide by the Conditions of Usage. I/We agree to indemnify the City of Bunbury against all actions, claims, demands or costs arising out of connection with the hire of the facility. In consideration for the use of facilities owned by the City of Bunbury, I/we assume all liability for specific loses arising from the event listed above and release the City of Bunbury from all liability and costs incurred arising from or incident to the event*

We/I Agree

Signatory Name*

Signatory Date*

Have you emailed a copy of your Current Public Liability Insurance to swsc@bunbury.wa.gov.au?*

Yes

Hay Park Booking Request

Please select*

Seasonal BookingOccasional BookingNew ApplicationReplacement Application

Applicant Information

Full Name of Organisation*

Postal Address for invoice

Email Address for invoice

Contact Person*

Phone

Position in the Organisation

Email Address*

Booking Details

Is the booking for*

Junior SportSenior SportEvent

Describe the nature of the activity*

Which area/s are you applying for (refer to map at bottom of form if required)

Soccer (lights available)

Training Pitch 1Training Pitch 2Training Pitch 3Training Pitch 4Training Pitch 5Training Pitch 6Training Pitch 7Training Pitch 8Training Pitch 9Training Pitch 10Premier Pitch 1Premier Pitch 2Senior Pitch 1Senior Pitch 2

Hockey

Pitch 1Pitch 2Pitch 3Pitch 4Pitch 5Pitch 6Pitch 7

Cricket (summer only)

Cricket 1 (East)Cricket 2 (West)Cricket 3Cricket 4Cricket 5Cricket 6Cricket Nets

South Pavilion

½ Function RoomFunction RoomKitchen/KioskKitchen, Bar & Function RoomChangerooms

AFL Football (winter only)

AFL 1AFL 2AFL 3AFL 4AFL 5

Rugby (lights available)

Rugby 1Rugby 2

North Pavilion

Function RoomFunction Room + KitchenFunction Room + Kitchen + ChangeroomsChangerooms

Training:

Date Commencing

Date Finishing

Games:

Date Commencing

Date Finishing

What day(s) is this for?*

MondayTuesdayWednesdayThursdayFridaySaturdaySunday

Booking Times (ensure time for set up/pack away is included)*

Lights will be required from the following times: Winter Season 5.30pm | Summer Season 7.00pm

Is this booking for...*

TrainingMatches

Do you require usage of light towers? (if available)*

YesNo

Do you require additional bins? (fees apply)

Yes

Please indicate how many hours you will use the lights each week

Terms & Conditions of Hire

Individual applicants must be aged 18 years or over with proof of age to be provided upon request.
Approved hirers are not able to transfer the right of use to another person or organisation.
All bookings are tentative until confirmed in writing by the City of Bunbury. The Hirer should not advertise or promote any activities on the request grounds until written confirmation has been provided by the City.
Any changes, amendments or cancellation of bookings must be made in writing at least 5 working days prior to the amendment date.
Booking applications must be received at least 5 working days prior to the first required booking date.
Hirers are required to have current Public Liability Insurance of a minimum of $20,000,000 and must provide a Certificate of Currency with their application. Failure to do so may delay confirmation of your booking. It is the responsibility of the hirer to provide an updated copy following annual/biannual renewal.
Following a successful application, the hirer will receive a confirmation letter and summary of booked dates. The City will provide an invoice within 4 weeks of commencement of a season.
Bookings can only be taken up to 12 months in advance.
The City of Bunbury reserves the right to cancel any booking for council business or due to unforeseen circumstances. The City will make every effort to provide the hirer with as much notice as possible and assist the hirer in relocating to another suitable venue .

Fees and Charges

Applicable hire fees are determined by Council and are set out in the City’s Fees and Charges Schedule which can be found on the City’s website http://www.bunbury.wa.gov.au/Pages/Reports-Plans-and-Strategies.aspx
Where the use of light towers is required, an electricity charge will apply as listed in the City’s Fees and Charges Schedule. Lights not switched off will be charged to the hirer the hourly lighting fee until switched off.
Cancellation of your booking must be received in writing and may incur a fee:
- Cancellation more than 5 working days prior to booking start date = No charge
- Cancellation less than 5 working days prior to booking start date = 25% of standard hire fee
Payment of invoices can be made over the phone, via EFT transfer or in person at the City of Bunbury Administration Building (Stephen Street, Bunbury).

Hours of Hire

All set up, including deliveries and cleaning must be completed within the hours of hire stipulated on the Booking Confirmation. Accessing facilities outside of the listed booking time is considered a breach of these Terms and Conditions.

Hirer's Responsibilities

It is the hirer’s responsibility to inspect the sports ground surface prior to use and report any damages found
Smoking is not permitted within 10 metres of facility doorways or air intake vents of neighbouring facilities.
Alcohol is not permitted on reserves and sports grounds
Vehicles must only use parking areas supplied. No parking on grassed areas or paving around reserves
If power is not available at the reserve and required, you will need to supply your own e.g. generator.
The preferred method for stabilising of marquees, bouncy castles etc. is sand bags. Under no circumstance are star pickets allowed
Ground markings, layout and dimensions of playing areas are the responsibility of the hirer. Line markings on grass are to be in water based paint and used in accordance with the manufacturer’s recommendations and appropriate safety measures. No injurious lime powder/dust, creosote or glyphosate (Roundup) to be used.
The Approved Hirer must immediately report any maintenance issues to the City either via email at records@bunbury.wa.gov.au or by phoning 9792 7000
Signs, fittings or structures must not be erected within or on any City venue without prior approval from the City.
Disturbance to soil and vegetation must be avoided and/or minimised.
The Approved Hirer is responsible for ensuring any electrical equipment used within the venue is in a safe working order.
Each facility is provided with waste and recycling bins for rubbish disposal. Any additional rubbish is to be taken away by the hirer. The cost of rubbish removal for any rubbish left at/on the sports ground will be charged to the hirer.
Special Event Bins where required can be organised, for an additional charge.
An authorised Officer of the City may close a venue at any time if these Terms and Conditions have been breached.

City of Bunbury's Responsibilities

The City of Bunbury will make every effort to provide the hirer with a clean and tidy reserve.
The City of Bunbury is not responsible for any damage, theft or loss of items belonging to, or of the responsibility of the hirer

Emergency Contact Details

To report a false/accidental activation of the security system - 1300 552 276 (All-care Monitoring)
To report an alarm or building fault – 0427 077 602 (City Facilities)
For all other matters – (08) 9792 7000 (City of Bunbury Admin/ Connect Call Monitoring)

I/We have read, understood and agree to abide by the Conditions of Hire. I/We agree to indemnify the City of Bunbury against all actions, claims, demands, or costs arising out of connection with the hire of the sporting grounds. In consideration for the use of facilities owned by the City of Bunbury, I/we agree to hold the City of Bunbury harmless for any damages, acts or incidents that occur as a result of the above activities held by me/us. Further, I/we assume all liability for specific losses arising from the activities listed above and release the City of Bunbury from all liability and costs incurred arising from or incident to the activities.*

I agree

Applicant Name*

Date*

Applicant Position*