FORM 2 - Williamstown Town Hall - Wedding

Your Details
Your Name*

First NameLast Name
Your Phone Number
Your Mobile Number
Your Email*
Which best describes you or your organisation?*
Event Start Date*

DayMonthYear
Event Finish Date if Multiple Day Event

DayMonthYear
To complete the following section, you will need to provide:
- Contact details of key staff
- Caterer's details for catered events
- Liquor License or Partysafe registration if there will be alcohol at your event
- Details of your approved technical requirements
- A provisional timeline of your event
If you are unsure of any of these, please get in touch with the Venues Unit to discuss further.
COVIDSafe Plan

Your COVIDSafe plan will need to be provided to the Venues Unit prior to your event.

Depending on the type of event you are hosting, many organisations can provide COVIDSafe plan templates and guidance.

For example, guidance can be found at

Ausdance

Music Victoria

Victorian Government

Please note: Weddings and private functions will not need to supply a COVID Safe plan, but abide by all Venue directions and State Government Advice.

Please note: All event types will need to provide a COVID Liaison to assist Venue Hall Keeping Staff to ensure compliance with Venue directions and State Governemnt advice
Statement of Acknowledgment

I acknowledge having received (current terms and conditions document below) and read the Conditions of Hire and Use of the Williamstown Town Hall, and undertake to comply in all respects to such conditions.

Please note: These terms and conditions of hire and use are subject to change. Any changes will be communicated and the most recently published version at the time of your event will apply.
Statement of Acknowledgment

The Williamstown Town Hall Venue Information Guide, FAQs and Client Venues Hub has information to assist with planning your eventand should be read early in your planning stages.

Williamstown Town Hall - Venue Information Guide

Williamstown Town Hall FAQ

Williamstown Town Hall - Client Venue Hub
Wedding
Name of couple*
Rooms required*

Ballroom (up to 850 guests)Balcony (up to 250 guests, fees apply)Supper Room (up to 200 guests)Dressing Rooms
Expected number of guests*
Expected number of guests*
Booking Contact Details
The main booking contact may be different from the person making the booking, for instance a wedding planner.
Booking contact

First NameLast Name
Booking contact email
Booking contact phone number
Person In Charge
The person in charge will be in attendance for the duration of the hire period and take responsibility for ensuring the venue is looked after and left in a tidy state. They should not be part of the wedding party.
Person in charge on the day*

First NameLast Name
Person in charge mobile phone number*
Master of Ceremonies
Venue Access Times
Enter your venue access times. This must take into account all bump in and bump out times. Deliveries outside this time will not be accepted and all equipment must be taken or collected within this hire time.

Changes from the times provided in Form 1 must be approved as a formal alteration by the Venue Services Offficer prior to competing this form. If this has not occurred, access will not be granted outside the times supplied at the time of booking.
From*

:HourMinutesAM/PM Option
Until*

:HourMinutesAM/PM Option
Catering
Please note:

Food vans are not permitted at Williamstown Town Hall events.

Meals must only be available for consumption seated at tables. Meals cannot be taken into the ballroom for theatre style shows. Dry snacks, whether pre-packaged cold or warm, can be consumed in a seated theatre style setup. Examples of permissible snacks include crisps, nuts, prawn crackers, arare, chicharon, jerky, biscuits, chocolates, mithai, sandwiches, sushi, pasties, and samosas.

The Williamstown Town Hall is hired without linen, crockery and cutlery. No food should be served in single-use plastic takeaway containers. Table cloths must be provided for all venue trestles used for food preparation, service and dining. Plastic table cloths are not permitted.

Please ensure your caterer brings everything needed with them.
I acknowledge the catering conditions above
Is your wedding catered?*
Are you using a preferred caterer?*
Which caterer?*
The Williamstown Town Hall is hired without linen, crockery and cutlery. Please ensure your caterer brings everything needed with them and avoids plastic disposable supplies where possible.
Service and supply of alcoholic beverages

Please note any request to supply alcohol or allow BYO will be reviewed by administration.

Unmixed spirits are not allowed in the facility, premix only.

Alcohol must be served with RSA principles in mind by certified bartenders.

The presence of straight sipirits, service of minors or intoxicated people may result in termination of your event.
Will there be alcohol?*
Are you supplying:*

BeerWineSoft DrinksSpirits (premix only)No Drinks
Upload your party safe registration*

Upload a File

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Electrical Safety
All electrcial equipment brought into the venue (except laptops and mbile phone chargers) must have current electrical testing tags

For further information about electrical testing and why it is needed, please follow this link

This applies to any stall holders, musicians, DJs, caterers, photographers and videographers.

Please see an example of a testing tag below.

There are many companies arcross the city that can test appliances for you, some can be found here
I will ensure that all items are tested and liaise with any external suppliers and contractors to ensure that their items are tested*

Yes, I will confirm with all suppliers
Environmental Requirements
Please be aware that balloons are not permitted in the venue in any context, whether they are used as sculpture, table decoration, children's entertainment or to be released outside. The use of balloons in and around the venue is of particular concern due to our proximity to the bay and rivers and potential impacts on local wildlife including fish and birds.

Williamstown Town Hall is also phasing out single use plastics where possible, and all attempts should be made to use an alternative solution for decorations, catering supplies and other consumables.

Please note, glitter is not permitteed to be used in Hobsons Bay venues
Environmental Commiment*

I agree not to bring any balloons into the venue and minimise single use plasticsI will not use glitter in decorations, makeup or garments
Decorating
Are you decorating the venue?*
Provide a description of what you want to do
Provide as much detail as possible
No flames, candles, tealights, balloons or throwing rice are to be brought into the venue.*

I agree.
Please note flames cannot be used for decoration, including in a Mandap*

I agree.
Any backdrops, curtains, media walls will be fire treated and I will ensure decorators can show evidence of this.*

I agree
Entertainment
Will there be a band or DJ?*
Is the band or DJ supplying audio equipment?*
What is the band or DJ bringing with them?
Upload their equipment list

Upload a File

Cancelof
Technical Requirements
Use of standard audio and lighting equipment is complementary for weddings when using a venue booked technician. Venue equipment can only be provided when a venue technician is booked

Technicians will be booked according to the needs and times determined by the relevant officer after consultation with the hirer. This will include time for a production briefing and time to setup prior to soundcheck and time at the end of the event to pack down. Cancellation fees apply where changes are made within one week of your event.
Which AV Package do you require
Do you require any add-ons to the above package as identified in the guide

LightingVisionMusicFollow SpotVisual EffectsNone
Audio technician*
Basic technical requirements

1 x PA System1 x Mixing Desk1 x Wireless Microphone1 x CD Player
Additional handheld wireless microphones
fees may apply, please note an appropriate technician is required
Additional headset wireless microphones
fees may apply, please note an appropriate technician is required
Foldback Wedges
Maximum 4 (fees apply, please note an appropriate technician is required)
Instrument Mics
fees may apply, please note an appropriate technician is required
DI Requirements
fees may apply, please note an appropriate technician is required
Do you have a videographer*

Yes - supplying ownYes - booked through venueNo
Videographer Company
Videographer Contact Name

First NameLast Name
Videographer Phone Number
Videographer Email
example@example.com
Please upload videographer's insurance statement of currency (min $20m)*

Browse Files

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Please upload plan that identifies camera locations, cable management and operating location (note this is to be completed on the event floorplan and needs to show how cables will be covered with vendor's cable traps or mats)*

Browse Files

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Other technical requirements discussed with Venue Operations Officer, for example, additional wireless microphones
Please proved as much detail as possible.
Stage Plot

Browse Files
If you have a live band, please upload a stage plot Cancelof
Other technical requirements discussed with Venue Operations Officer
Please proved as much detail as possible.
The Williamstown Town has a theatre projector.

HDMI/Display Port and VGA inputs are available at the airlock end of the ballroom, HDMI cables are available, but all other cables and input device must be brought to the venue by the hirer. This includes Display Port, Mini Display Port and Thunderbolt connections.
Do you require the theatre projector?*
Must provide own laptop or player
Technicians will be booked according to the needs and times determined by the relevant officer after consultation with the hirer. This will include time for a production briefing and time to setup prior to soundcheck and time at the end of the event to pack down. Cancellation fees apply where changes are made within one week of your event.
Lighting requirements*

Basic Auditorium LightingFull Lighting with Computerised Desk (technician fees apply)
The standard lighting rig can be downloaded from the Venue website. Any changes to the standard rig will require approval, additional time and will attract a re-hang fee. Any proposed changes need to be discussed with the Venue Operations Officer.

If you are not proposing to change the rig, nothing needs to be uploaded here.
Lighting Cue Sheet

Browse Files

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Lighting Plot

Browse Files

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Floor Plan
Venue floor plans for Williamstown Town Hall are available for download at the Venue Hub. Please review and choose which floorplan will suit your event.
Which standard seating floor plan are you using?*

A1 - Ballroom - Theatre Style Gold, Silver & GA - 672 capacityA2 2024 - Ballroom Theatre Style - 800 (please note rows must be removed if ticketing in sections)A3 - Ballroom - Theatre Style 248 capacityA4 - Ballroom - Theatre Style 480 capacityA5- Ballroom - Theatre Style 612 capacityB1 - Ballroom - Dinner StyleB2 - Ballroom - Dinner Dance Style - 320 - 420 capacityB3 - Ballroom - Dinner Dance - 250No setup in ballroomE1 - Chamber - Theatre Style 70+ capacityE2 - Chamber - Conference Panel Style 100+ capacityXX - Custom floor plan, please note fees and lead time apply (a copy must be attached below)
If we have not yet prepared a floor plan, please provide information here so that we may build you a floor plan.

Important information to include

Ballroom
Total number of patrons
Number of tables and number of seats at each table
Do you prefer the bridal table setup iat the head of the room in front of the decorative airlock or a central bridal table amongst the guests?
Do you need a cake table, gift table or any additinal tables in the room?

Supper Room
Do you require tables in the centre for food service?
Do you require tables set up along the walls for tea/coffee service (crockery and consumables not supplied)?
Floor plan information
Upload ballroom floorplan

Upload a File

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Upload supper room floorplan

Upload a File

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Stage stairs*

Yes, Stage LeftYes, Stage CentreYes, Stage RightNo, stairs not required
Stairs positon*
Would you like the ballroom and supper room bathrooms set as*

Male/FemaleGender Neutral
Timeline
If you have one, a full run sheet can be uploaded below to support your information entered on the following, fully editable timeline
Timeline*
Run sheet

Upload a File
Attach a run sheet or other information that may help with your event. Cancelof
COVID Safe Plan
COVIDSafe Plan

Weddings and private functions will not need to supply a COVID Safe plan, but must abide by all Venue directions and State Government Advice.

The wedding must provide a COVID Liaison to assist with guest and contractor (eg caterer) compliance with Hall Keeper directives on the day that will be available from arrival of the first contrctor to the departure of the last contractor and guests.
COVID Liaison Name

First NameLast Name
COVID Liaison Number*
Mobile Number
Upload your COVIDSafe plan

Browse Files

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By submitting this form, you confirm that the information submitted is accurate and accept the associated fees and charges. *

I agree

Your Details

Wedding

Booking Contact Details

Person In Charge

Master of Ceremonies

Venue Access Times

Catering

Electrical Safety

Environmental Requirements

Decorating

Entertainment

Technical Requirements

Floor Plan

Timeline

COVID Safe Plan