AUSTRALIAN INSTITUTE OF MUSIC (AIM)

SYDNEY CAMPUS

1 Foveaux Street Surry Hills NSW 2010
T 02 9219 5444
F 02 9219 5454
E enquiries@aim.edu.au

MELBOURNE CAMPUS

120 King Street Melbourne VIC 3000
T 03 8610 4200
F 02 9219 5454
E enquiries@aim.edu.au

AIM.EDU.AU

ABN 89 003 261 112
Provider No PRV 12050
CRICOS Code 00665C

Form: Event and Venue Booking

This form is to be used for all event bookings held on AIM Campuses and general room bookings.

Approval from Senior Management must be granted for all bookings of facilities at the Australian Institute of Music (AIM). Permission will be granted only after the enquirer has:

  • Completed the Event and Venue Booking Form
  • Provided a Certificate of Currency for Public Liability Insurance (should the booking include bringing several non-AIM persons onto the AIM campus)
  • Agreed to abide by all reasonable direction given to them by any AIM staff members during the entirety of their booking
  • Finalised all outstanding invoices relating to the venue hire.

AIM Senior Management reserves the right to cancel any booking if the agreed conditions are not met and may at times be required to adjust the venue and/or booking time in the event of AIM activities. No marketing material, inclusive of AIM’s name, may be released without prior approval of the AIM marketing department, and no materials shall be adhered to any surface of the AIM buildings and/or property.

A business case must be provided for all Internal Event applications before approval will be considered, and consultation must take place with the relevant departments, with final approval coming from the Director of Finance or CEO.

Section 1: Applicant Details

Name*
Address*
Does the event organiser have an existing relationship with AIM?*
Does the event organiser hold Public Liability Insurance?*
(Required for all event/ room bookings where non-AIM staff/students will be in attendance)
(a copy to be provided and attached to the form)

If no, and the event will be hosting non-AIM Staff and/or students, the event organiser/company will be required to provide a copy of their Public Liability Insurance before the booking will be approved.

Section 2: AIM Contact Person (if known)

Name

Section 3: Booking Details

Campus*
Start Date of Event*
End Date of Event*
Start Time of Event/s*
:  
Access to venue
End Time of Event/s*
:  
Exit Venue
Bump In*
:  
Access to venue
Bump Out*
:  
Exit Venue
Booking Type*
Room Type Required*
Intended Audience*
Is this a ticketed event*
Will there be minors involved or in attendance?*
Is this a catered event?*
Do you intend to serve liquor at this event?*
No File Chosen
File uploads may not work on some mobile devices.
Is parking or loading dock access required for this event?*
Do you require AIM facilities assistance to re-set the venue post event?*
Has a Risk Assessment been conducted for this event?*
No File Chosen
File uploads may not work on some mobile devices.

If no, a Risk Assessment must be completed before final approval will be given for this.

Section 4: Resources Required (Sydney)

STAFF (Please note, certain venues and event types will require certain levels of staffing. You will be advised of this following submission of this form)

EQUIPMENT

  • The hirer, hereby assume all liability, including all associated financial costs incurred for any loss of or damage to the property of the Australian Institute of Music, indicated in this agreement. This assumption of liability includes any bodily injury that may arise from or in connection to any acts and/or omissions during the course of this agreement, in relation to the use of, and delivery of the property indicated below.
  • Equipment hire is subject to additional costs. Costs are indicated next to item.
Lectern*
Whiteboard*
Audio Playback*
TV/Projector*
Grand Piano*
CFX*
($500 for day hire)
Electric Piano*
Drum Kit*
Double Bass*
($300 for day hire)
Synthesizer*
Mixing Desk *
XLR Leads*
Monitor Stands*
(Maximum 2)
Megadeck 8 pieces*
($35 per piece)
Marimba*
($100 for day hire)
Vibraphone*
($100 for day hire)
Timpani drums x 2*
($100 per piece)
Argogo Bells*
Cabasa*
Cow bell*
Maracas*
Mridangam*
Shekere*
Timbales*
($70 per set)
Congas*
($75 per set)
Jam block*
BBQ*
($20 for day hire)

Section 4: Resources Required (Melbourne)

STAFF (Please note, certain venues and event types will be required certain levels of staffing. You will be advised of this following submission of this form)

EQUIPMENT

  • The hirer, hereby assume all liability, including all associated financial costs incurred for any loss of or damage to the property of the Australian Institute of Music, indicated in this agreement. This assumption of liability includes any bodily injury that may arise from or in connection to my acts and/or omissions during the course of this agreement, in relation to the use of, and delivery of the property indicated below.

 Equipment hire is subject to additional costs. Costs are indicated next to item.

Lectern*
Whiteboard*
Audio Playback*
TV/Projector*
($15 per unit/per day)
($15 per unit/per day)
($15 per unit/per day)
Grand Piano (Yamaha Grand)*
Electric Piano (Roland RD-800)*
Drum Kit (Pearl Master’s 5 x Piece)*
Mixing Desk (Behringer X32)*
Megadeck 4 pieces*
($35 per piece)
Percussion Bag (Shaker, AgoGo, Chimes, WoodBlocks)*
Timbales*
($70 per set)
Congas*
($75 per set)
Bongos*
($50 per set)

Section 5: Marketing Details

Will the organiser be displaying/releasing the ‘AIM’ name?*

Section 5A: Marketing Department Approval

I, Director Sales and Marketing, approve the use of AIM's name in the above named event.*
To be completed by the Director Sales and Marketing
Director Sales and Marketing Name
Date

Section 6: Operations Department Details

Before the Head of Operations (HO) approves this event, you must provide in detail the implications this event will have on AIM staffing and resources. Please list below. You must also provide the HO with a copy of the completed Risk Assessment.

Section 6A: Operations Department Approval

I, Head of Operations (HO), approve AIM to participate in the above named event*
To be completed by Head of Operations (HO)
Head of Operations (HO) Name
Date

Section 7: Finance Department Details

Before the Director of Finance/CEO approves this event, you must provide details of all costs involved with AIM participating in the abovenamed event. You must also provide a copy of the Event Organiser/Company’s Public Liability Insurance.

Section 7A: Finance Approval

I, Director of Finance/CEO, approve AIM to participate in the above named event.*
To be completed by Director of Finance/CEO
Director of Finance/CEO Name
Date

Section 8: Declaration and Submission

By submitting this form you:

Section 9 - Event Details

Please select whether this request is approved or denied:*

Version Control

 Version: 1.3
 Effective: Study Period
 File location: SharePoint/Quality/Forms

 Last Updated: 30 May 2019
 Policy Owner: DOT
 Form Title: Internal Event Venue Booking Form