Venue hire FAQs

General Support

Is event management included with venue hire?

Standard venue hire includes access to the space and standard facilities. The Academy does not provide event management support aside from basic IT/AV induction and replenishing supplied catering. You can request extra event management support, subject to availability and for an additional fee, at the time of initial enquiry.

What on-site support is the hiring organisation expected to provide?

Unless extra event management support is included in your booking, you must provide an on-site Event Manager. This person is responsible for:

• welcoming and registering guests on arrival
• distributing visitor lanyards  
• receiving catering and managing setup and pack-down, and
• supporting presenters, including with basic self-service technology.

The Academy’s East and North Melbourne venues are secured facilities. At East Melbourne, all guests must wear an Academy visitor pass at all times. 

Booking Process

How do I submit a booking request?

Submit a booking request via the Academy’s online booking request form. Once received, our Events team will review your requirements and respond with a quote and availability confirmation within five (5) business days. 

Can we arrange a site inspection before confirming a booking?

Yes. Contact the Events team to book an inspection, subject to availability. We highly recommend this for first-time hirers, large and complex events. 

What information needs to be confirmed before the event?

Please confirm the following at least five (5) business days before your event:

• expected number of participants, and
• a complete participant name list for site registration. 

What is the minimum booking lead time?

Bookings must be submitted at least two weeks before the event date to allow time for staffing, room configuration and other pre-event preparation. Enquiries received inside the two-week window will be considered on a case-by-case basis but cannot be guaranteed. 

What if our requirements change after booking confirmation?

Late changes are subject to staff availability and cannot be guaranteed. Where available, short-notice staff support will be billed from $160 per hour.  

Venue operating hours and access

What are the Academy’s standard venue hire operating hours?

Standard venue hire is available Monday to Friday, 8:00 am to 6:00 pm. Access outside of these hours is subject to staff availability and considered on a case-by-case basis. Please enquire about out-of-hours requirements or contact the Events team at the time of initial enquiry. 

Are venues accessible?

Yes. Academy venues are fully accessible, including lift access, accessible amenities and hearing loop capabilities in applicable rooms. Please list any specific accessibility requirements in your booking request or contact the Events team at the time of booking. 

Is parking available on site?

No. On-site parking is not available, although some venues have on-site accessible parking. If on-site accessible parking is required, please discuss this with the Events team at the time of booking. Hirers and guests are encouraged to use public transport or nearby commercial or on-street parking options.  

Room configurations and capacity 

What room configurations are available?

Room configurations vary depending on the size and layout of the space. Layout configurations include theatre, classroom, boardroom, U-shape and cabaret styles. Please confirm your preferred configuration at the time of booking and the Events team will be able to advise availability. Please factor in your own setup and pack-down times when you book.

Can we hire multiple rooms, custom layouts or breakout spaces?

Yes. Subject to availability, room dimensions and furniture, we can accommodate custom layouts or simultaneous rooms for breakout sessions, catering or overflow. Custom layouts will incur an additional setup and pack down fee. Please discuss your capacity and layout needs with the Events team during your initial enquiry. 

Is there a minimum or maximum booking duration? 

The minimum booking duration is half a day. There is no fixed maximum, though bookings outside standard operating hours require prior approval and are subject to staff availability. 

Cancellations and changes 

Can we cancel or reschedule a confirmed booking? 

Yes. Please notify the Events team as soon as possible if you need to cancel or reschedule. Date changes are subject to room availability. Cancellations made less than 30 days prior to the original event date will incur a fee. Rescheduling requests made less than 30 days prior to the original event date may also attract the standard cancellation fee. Please refer to your Venue Hire Agreement for full details. 

What if the Academy needs to cancel a booking? 

In the unlikely event that the Academy is required to cancel a confirmed booking, we will notify you as soon as possible. We will endeavour to offer an alternative room for the same date or issue a full refund. 

On the day 

Is there a space available for presenters to prepare before the session? 

A quiet preparation space or green room for presenters may be available subject to room availability. Please request this at time of enquiry to confirm availability. 

Where should guests enter the building? 

Guests should enter via main reception at the venue site. Your on-site Event Manager or a nominated representative should be present at reception to welcome and register guests. 

What happens if our event runs over the booked time?

Overtime will be charged at the applicable hourly rate and is subject to room availability. Please notify the Events team as early as possible if additional time is likely to be required. Room access cannot be guaranteed past your booking time. 

Catering

Is catering provided by the Academy?

No. The Academy does not currently operate an in-house catering service. We will provide a list of preferred caterers with your quote.

At Academy metropolitan venues, we may be able to assist with catering coordination upon request. 

What is required if we organise our own catering?

If organising your own catering, please:

• provide details of your chosen caterer, and
• ensure your Event Manager is available to meet the caterer and manage setup and pack-down. 

What kitchen facilities, storage and catering equipment are available?

We provide a basic kitchenette suitable for serving, but it is not a commercial kitchen and is not intended for food preparation. We do not supply crockery, cutlery and napkins. Please arrange these with your caterer.

Limited staging and storage space may be available subject to availability. Please advise the Events team of any catering or supplier logistics when you initially enquire. 

Can the Academy accept deliveries on behalf of hirers?

No. The Academy cannot accept deliveries on your behalf. All deliveries must arrive during your event booking and be received by your Event Manager or a nominated representative. Please advise the Events team of deliveries in advance so that building access can be confirmed.

Is alcohol permitted at events?

No. Alcohol is not permitted without prior approval. If you wish to serve alcohol, please discuss this with the Events team when you initially enquire. Approval is subject to the nature of the event and any site conditions. 

Decorations and stationery

Can we bring decorations or signage to the venue?

Decorations cannot be affixed to walls, ceilings, doors or furniture. Free-standing items like branded pull-up banners or table decorations are permitted at the Academy’s discretion. Please discuss your requirements with the Events team when you initially enquire.

Is stationery included with venue hire?

No. You are encouraged to bring any stationery required for the event, such as pens, notepads or flip chart paper. If you require the Academy to supply stationery, please discuss this with the Events team at time of initial enquiry, and we may be able to supply standard stationery at cost, depending on availability. 

IT/AV

What IT/AV equipment and support is provided? 

Standard room bookings include:

• a Windows laptop
• a presentation clicker (for the Academy Windows laptop only)
• projector and display screens, and
• microphones and room audio equipment.

Video conferencing is available in select rooms. Please note your IT and AV requirements in your booking request.

At Academy metropolitan venues, a dedicated IT/AV technician may be pre-booked subject to availability and for an hourly fee.

Can we bring our own devices (BYOD)?

Yes. If you BYOD you are responsible for its connection, operation and for supplying your own adapters and clickers. We recommend Windows devices with USB-C. Apple devices may experience compatibility issues. Always bring a backup copy of your presentation.

Can we record our event?

Recording capability may be available and should be requested at the time of initial enquiry. You are responsible for obtaining filming and photography consent from all participants in accordance with privacy obligations prior to recording. 

Is Wi-Fi available?

Yes. Free guest Wi-Fi is available. Connectivity may vary depending on device settings and usage. 

Is an IT/AV induction included?

Yes. An Academy staff member will assist with initial setup, including:

• a brief facility induction
• basic orientation to the IT/AV systems, and
• connecting devices and addressing room equipment issues.

Self-help resources are also available on-site.  

Fees and Invoicing

How is venue hire pricing structured?

Venue hire fees are charged on a half-day or full-day basis. Rates vary depending on your organisation type and the space required. Additional fees apply for outside of hours bookings or events that go over time.  

When will we be invoiced?

Invoices are issued after your event concludes.

Are deposits or bonds required for larger or higher-risk events?

The Academy may require a deposit or security bond for large-scale or high-risk bookings. This requirement and the amount will be determined at the Academy’s discretion and communicated to you when the booking is confirmed. Deposits are deducted from your final invoice following the event, provided the venue is returned undamaged.

What are the terms of a confirmed booking?

By formally confirming your booking, you agree to:

• the quoted venue hire fees
• adhere to our Venue hire terms and conditions, and
• accept published rates for any additional support provided.

Are concessions available for First Nations organisations?

Yes. Complimentary venue hire is available to First Nations organisations. Please identify your organisation as First Nations during your initial enquiry. Standard Venue Hire Terms and Conditions apply. 

Liability and conduct

Who is responsible for damage to the venue or equipment?

The hiring organisation is liable for all spaces and equipment used during the booking. Any damage will be assessed following the event and costs will be invoiced to you accordingly. You are encouraged to conduct a start and end walkthrough with an Academy staff member.

Are there noise or conduct restrictions at Academy venues?

Academy venues are located within professional and government precinct environments. Noise levels and the conduct of guests must remain appropriate throughout the event. The Academy reserves the right to request that noise or behaviour is moderated where it impacts other building occupants.

Is the hiring organisation required to hold public liability insurance?

Yes. Hiring organisations are required to hold current public liability insurance with a minimum coverage of $10 million. Evidence of cover may be requested prior to the event. Please refer to your Venue Hire Agreement for full details.