Hosting functions

[admin]

Does your croquet club have a clubhouse and outdoor space that sits empty some of the time? Hiring out your facilities for functions, meetings, or community events can be a fantastic way to generate extra revenue. However, it's not just about opening the doors – there are quite a few things to consider first!

Thinking About Function Hire? Key Considerations:

1. Is Your Space Suitable?

   • What kind of functions could it host (e.g., meetings, parties, workshops)?
   • What's the capacity? What facilities are included (kitchen, toilets, AV equipment, parking, BBQ)?
   • When is it realistically available? (Make sure hire doesn't clash with club activities or member access).

2. Setting Your Prices:

   • Research what similar local venues charge.
   • Decide on your pricing structure (e.g., hourly rate, half-day/full-day rate).
   • What's included in the fee? (Use of kitchen, cleaning?)
   • Will you require a security bond?

3. Managing Bookings:

   • How will people enquire and book? (Email, phone, online form?)
   • Who is responsible for managing bookings, payments, and communication?
   • You'll need a reliable calendar system to avoid double-bookings.

4. Insurance & Liability (CRUCIAL!):

   • Check your club's public liability insurance! Does it specifically cover third-party hire? You may need additional coverage.
   • What are the risks involved with different types of functions?
   • If alcohol will be served, what are your responsibilities? Does the hirer need their own license or responsible server? (Check QLD liquor licensing laws).

5. Rules & Regulations:

   • Are there any Local Council restrictions regarding noise levels, operating hours, parking, or food safety (if the kitchen is used)?
   • What are your club's own rules for hirers (e.g., smoking areas, decorations, pack-down requirements)?

6. Staffing / Volunteers:

   • Who will be responsible for opening and closing the venue for hirers?
   • Who handles cleaning before and after?
   • Does the function require any supervision?
   • Factor in any costs if paid staff or extra volunteer time is needed.

7. Marketing Your Space:

   • How will potential hirers find out about your venue? (Club website, social media, local noticeboards, flyers?)

8. Hire Agreement (Terms & Conditions):

   • You absolutely need a clear, written agreement for every hire. This should cover: hire fees, payment schedule, bond conditions, cancellation policy, hirer responsibilities, club rules, insurance requirements, emergency contacts, etc. Seek legal advice if unsure.

Hiring out your facilities can be rewarding, but doing your homework upfront is essential to protect the club and make it a success.