Classic form

Venue hire form for a community hall

A community hall committee is a handful of volunteers approving bookings between other jobs, so the hire form has to arrive complete or it costs somebody three emails. This one asks for the access and vacate times rather than the event time, names the five ways alcohol can appear at a function, and asks for a current certificate of public liability insurance, which the hall checks before it confirms a booking.

Create a form with OneCraft15 fields, 13 required
Top of the venue hire form for a community hall example
The top of the form as it renders. The image was generated for this example.

The form itself

A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.

Hall hire application

Wattle Grove Community Hall. Managed by the hall committee for the local community. Applications close fourteen days before the event, and the hall is not available after midnight on any night.

The hirer

The event

Book the hours you actually need, including setting up and packing down. The fee is charged from the time you take the key to the time the hall is vacated and locked, and a booking that runs over into another hirer time is the one thing the committee cannot fix on the day.

Alcohol, kitchen and insurance

A certificate showing at least twenty million dollars of public liability cover, valid on the date of the event, naming the hirer. A one off hirer insurance policy for a single function is accepted and can be arranged through most brokers. Images or PDF, up to 3 files, 10 MB each.

Conditions of hire

The hirer is responsible for everyone who attends. The hall is to be left as it was found, with floors swept, bins emptied into the wheelie bins at the rear, and the kitchen wiped down. Furniture goes back to the plan on the wall. Music finishes by eleven at night and the hall is vacated by midnight, because the building sits between two houses. Nothing is to be fixed to the walls with tape or pins. The bond is held against cleaning, damage and any overrun, and the committee inspects the hall on the next working day.

Every field, and what it collects

The complete field list, in the order respondents meet it.

The hirer

Name of the person responsible on the dayNameRequired
Organisation and ABN, if you are hiring on behalf of oneShort text
Mobile on the dayShort textRequired
EmailShort textRequired

The event

What is the hall being used for?DropdownRequired
Options: Private party or birthday · Wedding or engagement reception · Funeral or wake · Community meeting · Regular class or group booking · Market or fete stall day · Rehearsal or performance · Training or workshop · Election or polling use · Club presentation night
Date of the eventDateRequired
Access fromTimeRequired
Hall vacated byTimeRequired
How many people do you expect?NumberRequired
Which parts of the hall do you need?Multiple choiceRequired
Options: Main hall · Supper room · Kitchen · Stage and curtains · Sound system and microphones · Projector and screen · Outdoor courtyard · Car park reserved for the event

Alcohol, kitchen and insurance

Will there be alcohol?Single choiceRequired
Options: No alcohol at all · Guests bring their own, none sold · Supplied free by the hirer, none sold · Sold, and I will hold a limited licence for the function · Supplied by a caterer who holds their own licence
How will the kitchen be used?Single choiceRequired
Options: Not using the kitchen · Tea, coffee and the urn only · Reheating and serving food prepared elsewhere · Cooking on site from raw ingredients · A caterer will use it and clean it
Certificate of currency for public liability insuranceFile upload
A certificate showing at least twenty million dollars of public liability cover, valid on the date of the event, naming the hirer. A one off hirer insurance policy for a single function is accepted and can be arranged through most brokers. Images or PDF, up to 3 files, 10 MB each.

Conditions of hire

ConditionsMultiple choiceRequired
Options: I have read the conditions of hire and I accept responsibility for the hall and for everyone attending · I understand the bond is held until the hall has been inspected · I will be present for the whole booking, or I will name another responsible adult before the day
Signature of the hirerSignatureRequired

What each field on this form collects

The hirer block takes the name of the person responsible on the day, the organisation and its ABN where one applies, and a mobile beside an email. The event block opens with a ten option dropdown covering everything a community hall actually hosts, from a birthday to a funeral to polling day, then the date. A paragraph explains that the fee runs from key collection to lock up, which is why the next row takes an access time and a vacate time rather than a start time. Expected attendance is a single number, and the spaces tick list covers the main hall, the supper room, the kitchen, the stage, the sound system, the projector, the courtyard and the car park. The compliance block is three fields: the alcohol radio, the kitchen use radio and the insurance certificate upload. The last block is the conditions paragraph, three acknowledgement ticks and the hirer signature.

The Australian pieces on this form

Two questions on this form exist because of Australian rules. Selling alcohol at a one off function generally requires a limited licence obtained from the state liquor regulator, while guests bringing their own or a hirer supplying it free usually does not, so the radio separates those cases instead of asking a yes or no that would need a phone call either way. The insurance question asks for a certificate of currency for public liability cover, which is the document Australian venues ask hirers for and which a one off hirer policy can satisfy for a single function; the field description says so, because most private hirers do not know that a policy for one day exists.

How to adapt this form

A sports club hiring out a function room adds a question about whether the club own bar will be operating, which removes the limited licence path entirely, and a field for the club member sponsoring the booking. A hall that takes regular weekly bookings adds a recurrence block, asking for the day, the term dates and the number of weeks, and turns the single date field into a first session date, since a playgroup booking thirty eight Tuesdays should not fill in this form thirty eight times. A council venue with several spaces replaces the parts of the hall tick list with a room dropdown carrying each room capacity and hourly rate, and adds a question about whether the event is open to the public, because public events usually need a different approval path.

What makes this form work

The times asked for are the times the hall is occupied

Access from and vacated by, sitting on one row under a paragraph explaining that the fee runs from key to lock up.

Alcohol is five cases, not a yes or a no

None, bring your own, supplied free, sold under a limited licence, or a licensed caterer. Each one carries a different obligation under state liquor rules.

The insurance field explains itself

The upload description names the cover level, says the certificate must be valid on the day of the event, and tells private hirers that a one off policy for a single function is accepted. On an upload field that description does render, which is why the instruction sits there rather than in a paragraph.

Questions people ask

Why ask for access and vacate times rather than the event time?

Because the hall is occupied from the moment the key is collected until it is locked, and that is what the fee and the next booking are built around. A party from seven to eleven with an hour of setting up and an hour of packing down is a six hour booking, and asking it this way stops two hirers arriving at once.

What is a certificate of currency and where does a private hirer get one?

It is a document from an insurer confirming a policy is active, what it covers and until when. Community groups usually hold annual public liability cover. A private hirer can buy a one off policy for a single function through most brokers, often for a modest fee, which the field description says so nobody assumes they are excluded.

Why does the alcohol question have five options?

Because the five cases have different legal consequences. Nothing is needed when there is no alcohol or when guests bring their own, while selling drinks at a function generally requires a limited licence from the state regulator, and a licensed caterer carries their own. One tick tells the committee which conversation to have.

Does the drawn signature make the conditions enforceable?

It evidences that a named person read the conditions and accepted responsibility, dated and attached to their answers, which is what a volunteer committee needs when a bond is disputed. A hall using formal agreements for long term hire would send those for e-signature separately; this form covers the single booking.

Why ask about the kitchen separately from the catering?

Because the five kitchen answers map to five different cleaning and food safety situations. Tea and an urn leaves almost nothing behind. Cooking from raw ingredients on site brings food handling obligations and a much longer clean. The committee reads it as a risk question rather than a convenience one.

How does a volunteer committee keep track of applications?

Every submission is stored with the hall account and can be exported as a spreadsheet, one row per application, with the tick lists joined into single columns. Committees that meet fortnightly usually export the period applications, read them in the meeting and record the decisions in the minutes against the same list.

Build your own in about a minute

The button below opens the generator with this use case already described. Change the wording to match your own, generate, then edit anything you like.

Make one like this

Other form examples

Equipment hire booking form with the items as a table

A hire yard prices a booking from three columns, which are the item, how many and for how many days, and everything else on a hire form is about getting the gear to a site and back. This booking form takes those three as a table, asks what the truck will find when it arrives, and closes with the waiver and the terms signed.

Campsite booking form that asks about the rig before the dates

A camping ground fits vehicles to sites, so the booking that matters is not the date but the length of what is being towed. This campsite booking form asks for the total rig length in metres, the power in amps and whether a generator is coming, then closes with the fire rules that apply on any day the district is under a total fire ban.

Boat hire booking form with the licence and the weather policy on it

A boat hire booking turns on two answers that a date field cannot capture, which are what licence the person at the wheel holds and what happens when the bureau issues a wind warning. This booking form asks for both, prices each boat by its passenger limit, and takes a signature under a weather policy written in plain terms.

Want the steps in the builder? Read Create a form with AI, then View, export and manage your responses. For everything this generator can do, see the form maker.

Sources

Written and checked by the OneCraft team. Last checked .