Bunjil Place Venue Management | City of Casey
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Approved: 5 October 2017

Bunjil Place Venue Management

Version: 1.0

1. Purpose

The Framework for Priority Venue Hire and Programming at Bunjil Place (the Framework) identifies the priority for hire and guiding principles for programming and hiring of spaces at Bunjil Place.

The Framework will guide the decision making of programming and venue hire to ensure the process is fair, transparent and equitable for all stakeholders and delivers a balanced mix of quality events and performances which maximises our artistic, community and commercial profile.

2. Definitions

Commercial Hirers Means any individual, group or business that;
  • does not meet "not for profit" status as defined by the Australian Tax Office
  • operates for profit.
Co-presentations a event that is presented jointly by City of Casey and a commercial and/or communitypresenter.
Pencil In a request date that has not been secured. This means the booking is only tentative until paid for.
Artist an artist is a person engaged in an activity related to creating art, practicing the arts, or demonstrating an art. Art forms include but are not limited to literature; visual arts; community arts; performing arts; Aboriginal and Torres Strait Islander arts; music; film; and movable cultrual heritage
Programmable spaces spaces that are activated by the Bunjil Place Precinct Programming team.
Venue Hire spaces spaces that can be hired by the Council and external hirers.

3. Scope

The Framework applies to the following spaces at Bunjil Place:

  • Programmable spaces are identified as the Theatre, Function Centre, Studio, Training and Meeting Rooms 1 & 2 (Level 1), Foyer (Level 1 & 2), Plaza, and Library meeting rooms (Levels 1 & 2).
  • Venue hire spaces are identified as the Theatre, Function Centre, Studio, Training and Meeting Rooms 1 & 2 (Level 1), and Library meeting rooms (Levels 1 & 2).

This Framework does not apply to the following areas:

  • Bunjil Place Gallery
  • Staff meeting spaces in the Council offices
  • The Memorial Garden
  • Outdoor Screen
  • InteractiveWall
  • Bunjil Place Library
  • ReadingGarden

4. Context

The intent of the Framework is to provide a balance for the competing needs of the various stakeholders which include the Bunjil Place Precinct Programming Team, Casey Cardinia Library Corporation, commercial and community hirers.

The Framework will ensure that the hireable/programmable spaces in Bunjil Place achieve a balanced program, content and maximum utilisation of the spaces.

The Framework will also guide the decision making of venue hire and programming assessments to ensure the process is fair, transparent and equitable for all the stakeholders and hirers involved.

Bunjil Place Training and Meeting Rooms 1 & 2 (Level 1) and Bunjil Place Library meeting rooms will also take into consideration the Community Facilities Access Policy when prioritising access to these spaces. Curatorial overview of venue utilisation and program mix will be overseen by the Bunjil Place Precinct Programming Team.

5. Framework

The Bunjil Place Precinct Programming Team will take into consideration a yearly calendar to ensure there is a balance between commercial hirers and community hirers, this balance will allow for Bunjil Place to be financially sustainable whilst also servicing the community needs.

5.1 Process for DecisionMaking

The below decision making process will facilitate the Bunjil Place Precinct Programming Team for decision making for venue hire and programming assessments.

In determining the Bunjil Place venue hire and programming assessment, Council will:

 

Flow chart

 

5.2 Guiding Principles

The Guiding Principles below are to be considered when undertaking venue hire and programming assessments in conjunction with The Priority of Hire table (Attachment 1). The decision will be made based on which event can meet the best balance of both criteria.

a) Community benefit and cultural experience  

  • The event will have the best fit to incorporate the other facilities and activate other spaces in the precinct to provide a rich and holistic experience to the visitor and maximise the overall venue capacity.
  • Contribution to the community and civic pride by encouraging the use of events that support community to engage, include and connect with each other through participating in enjoyable experiences that increase their sense of belonging.
  • Encourage events that build the capacity of the community, fosters local talent and recognises artistic and cultural strengths within the municipality.
  • Showcase and build on the diverse range of art, cultural, sporting and entertainment events at Bunjil Place that celebrate local heritage whilst responding to growth and rapid change across the City.
  • Work in partnership with industries and community to plan events and educate organisers, to ensure safety of people and place through compliance with Council and other authorities’ legislative requirements.

b) Visitation and economic impact  

  • The quality of the event helps to build reputation for Bunjil Place as the destination for arts culture, leisure and entertainment experiences for the region.   
  • Use events to showcase and promote Casey as a destination, providing economic growth for and through increased visitation.   
  • Ensure events and programs have the capacity to offer high quality and diverse experiences to the community across the precinct.   
  • Seek to partner with leading organisations that can deliver social, economic or environmental outcomes which will benefit the industry and community.  
  • Provide a sustainable revenue stream.

6. Administrative Updates

It is recognised that, from time to time, circumstances may change leading to the need for minor administrative changes to this document. Where an update does not materially alter this document, such a change may be made administratively. Examples include a change to the name of a Council department, a change to the name of a Federal or State Government department, and a minor update to legislation which does not have a material impact. However, any change or update which materially alters this document must be by resolution of Council.

7. Review

The next review of this document is scheduled for completion by May 2018.

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