Tentative bookings are not accepted for private function bookings. Contact Council on (07) 4970 0700 to check date availability, but a booking will not be created until a completed application form is submitted.
Form needs to be submitted two weeks prior to function.
Fees must be paid in full within one week of application date.
Submitting an application form does not equate to an approval for a park booking.
After an application has been assessed, approved and all applicable fees and bonds have been paid, you will receive an approval letter from Council for your park or hall booking.
This approval letter must be able to be shown at any time during your function or event.
For queries or further information contact the Events Booking Officer on (07) 4970 0700 or email info@gladstone.qld.gov.au
Booking changes and cancellations
Changes to bookings or cancellations must be submitted in writing and can be done via email or by using a Park Booking Amendment Form at least one week before the function or event.
Amendments to bookings require approval.
Full or partial refund of fees is at the discretion of Council.
Permit for alcohol
Apply for an alcohol consumption permit for a park event using a Park Booking Application Form.
Proof of age is required and identification provided must be in the same name as the applicant.
If approved, you will receive an alcohol consumption permit with an approval letter.
This permit must be displayed at the function or event at all times.
Access to electricity
Not all parks have electricity, contact the Events Booking Officer on (07) 4970 0700 for further information.
Is a bond required?
A security bond may be required for private function bookings for 100+ people, or if the booking is determined to be a high-risk private function or community entertainment event.
The bond amount will be determined at the discretion of Council following a review of your application - a Council officer will discuss this with you during the application approval process.
Is a pre-event/post-event onsite meeting required?
You may be required to attend a pre-event and/or post-event onsite meeting with a Council officer, depending on the type of function or event that you have requested.
A Council officer will discuss with you if an onsite meeting is required, and confirmation of the meeting time will be detailed in your approval letter.
You can also request an onsite meeting for a private function on your application form, if you feel one is required.
Liability insurance
When hosting a function or event on Council controlled land, you must have the correct public liability insurance in place.
Public liability insurance covers your function or event for any losses or damages suffered, or claimed to be suffered, by persons attending your function or event, or as a result of your function or event.
Council can extend its liability insurance to cover casual hirers of Council parks, if you have no more than 10 bookings within 12 months, and are not an incorporated body, sporting group, business, association or not-for-profit group of any kind.
Council cannot extend its liability insurance cover if you plan to charge a fee to enter your function or event, even if no profit is made, or all profits are donated to charity.
If you are hosting more than 10 bookings per calendar year, you are an incorporated body, sporting group, business, association, or not-forprofit group of any kind, or if you are charging an entry fee, you will need to source your own public liability insurance to a sum of no less than $10 million.
A copy of your certificate of currency must be provided to Council before the function or event date.
Indemnity to Council
Indemnity clauses are commonly found in commercial contracts. In simple terms, an indemnity is a promise to “hold harmless” the other party, should a particular issue occur.
When hosting a function or event on Council land you are entering into a contract with Council, and Council is responsible for ensuring that all equipment, structures and assets provided in the park are in working condition, are well maintained and are safe for use.
Items taken to the park for the function or event (chairs, tables, electrical equipment etc) are the responsibility of the park hirer who must ensure that they are in working condition, are well maintained and are safe for use.
By signing the indemnity clause in the application form, the hirer accepts that this is the division of responsibility.
Regardless of whether you have provided your own liability insurance or if you have chosen to be covered by Council’s liability insurance, this division of responsibility remains the same.
