Official Establishments Charity Events Programme Information Pack

GovernmentOfficial Establishments Charity Events Programme
Friday, October 14, 2016
Publication author(s):
Department of the Prime Minister and Cabinet
Publication abstract:

Please read the Official Establishments Charity Events pages before reading this Information Pack.

This programme is designed to provide an opportunity for Australian Charities to use Kirribilli House or The Lodge for fundraising events where all profits from the event go towards a registered Australian charity or charitable project. 

If you are interested in hosting an event at one of the establishments, please read the information provided below and fill in the online form.

Event Locations, Types, Capacities and Inclusions

If the application is successful, the organisers of the charity event can conduct a site visit to Kirribilli House or The Lodge at a date and time convenient to the House Managers.

Locations

The Charity will have exclusive use of designated indoor and outdoor areas of Kirribilli House or The Lodge, as agreed with the House Manager, for the agreed time of the event.

Event type

Suggested event timing*

Capacity

Stand up morning tea 10:00 am - 12:00 pm 120 guests maximum (marquee recommended for large events)
Stand up afternoon tea 2:30 pm - 4:30 pm 120 guests maximum (marquee recommended for large events)
Stand up reception 6:00 pm - 8:00 pm 120 guests maximum (marquee recommended for large events)

Kirribilli House event inclusion list

  • Glassware: up to 120 guests
  • Crockery/cutlery: up to 100 guests, for stand up events only
  • 10 high tables with black or white lycra covers
  • 28 white folding chairs
  • Tea light candles for evening events
  • Toilets: There are two internal toilets for guest use (these toilets do not have disability access)
  • Parking: There is no onsite parking and limited street parking

The Lodge event inclusion list

  • Glassware: up to 100 guests
  • Crockery/cutlery: up to 100 guests, for stand up events only
  • 6 high tables with black covers
  • Garden area: 3 glass square tables
  • Courtyard Area: 2 glass rectangle tables, 2 umbrellas, 12 chairs
  • Toilets: There are two internal toilets for guest use (one of these toilets has disability access) there are three external toilets for guest use (one has disability access)
  • Parking: There is no onsite parking and limited street parking

*Event timings can be tailored in consultation with the Official Establishments Section.

Costs

All costs incurred by the Commonwealth for goods and services requested by the charity for the event will be recovered from the charity by the Official Establishments Section. Examples include: catering, wait staff, event equipment and audio hire, audio technical support, flowers and other event décor.

Where agreed, the Official Establishments Section will meet the reasonable costs of electrical power and water usage.  The charity must meet the cost of repairing any damage to Kirribilli House or The Lodge buildings or grounds caused by suppliers, employees or guests during the set up for the event, the duration of the event, and pack down of the event.

Event Equipment and Decor

EQUIPMENT:

The charity is responsible for the hire, delivery and payment of event equipment outside of the inclusions list. Examples include:

  • marquees
  • audio/visual equipment and technical support
  • staging and lectern(s)
  • extra furniture
  • flags and flag poles
  • heaters
  • mobile fridges (for larger functions)
  • portable toilets (for larger functions at Kirribilli House)
  • flowers
  • event décor

Security

Access to Kirribilli House or The Lodge

All access requests must be submitted via email to the Official Establishments Section for approval. The Australian Federal Police control physical access and patrol the grounds of Kirribilli House and The Lodge.

The charity must adhere to strict confidentiality in relation to any matters involving the Prime Minister, Kirribilli House or The Lodge security arrangements and all other matters related to the operations of Kirribilli House or The Lodge.

Cancellation

The Official Establishments Section reserves the right to cancel the event if serious security issues, extreme weather or the Prime Minister’s programme adversely affect the operations of Kirribilli House or The Lodge. Wherever possible this notice will be provided with at least 24 hours’ notice.

Information required if your application is successful

If the application is successful the charity is required to send the following information to the Official Establishments Section prior to the event:

Information required

Time Frame

Signed Agreement for Use

At least 1 month before the event

Public Liability Insurance

At least 1 month before the event
Set up/Pack down Runsheet At least 5 days prior to the event
Event Runsheet At least 5 days prior to the event
Invitation and Guest List At least 2 days prior to the event
Catering requirments Confirmation of Menu items at least 7 days prior to the event.
Confirmation of final numbers for catering at least 5 days prior to the event
Media Plan At least 5 days prior to the event
First Aid plan At least 5 days prior to the event

a. Agreement for Use

The charity is required to sign an Agreement for Use, agreeing to the terms and conditions to use Kirribilli House or The Lodge under the Programme, which will be provided the Department.

b. Public Liability Insurance 

If the application is successful the charity is required to provide a copy of their public liability insurance in an amount of no less than $10 million for the event and for the contractual arrangements with any suppliers or subcontractors. 

Please note: the use of Kirribilli House or The Lodge will not be confirmed until a copy of the insurance has been received.

c. Invitation and Guest list 

Invitations

The charity is required to provide a copy of the advertisement, invitation or ticket for the event to the Official Establishments Section for approval prior to release.

It is important that the following information is included on advertisements, invitations or ticket:

  • admittance to the event is by invitation or pre-purchased ticket only 
  • photo identification must be shown on arrival for admittance to the event
  • there is no parking on-site and limited street parking
  • invitation or ticket is non-transferable (the guest arriving at the event at Kirribilli House or The Lodge must be on the guest list)

Guest List 

The charity is required to provide a list of all persons attending the event, including the following information: 

  • first name 
  • last name 
  • designation/role 
  • organisation
  • preference is for the list to be in alphabetical order by last name, or in a document that can be manipulated into alphabetical order

A designated representative from the charity must be in position at the gates of Kirribilli House or The Lodge to manage the arrival of all guests. All attendees must show photographic identification on arrival and their name must be on a runsheet or guest list to be admitted into Kirribilli House or The Lodge. The charity is responsible for confining guests to the agreed designated areas for the event.

d. Event set up and pack down runsheet 

The charity is required to provide a copy of a runsheet with the details of the set up and pack down of the event including the following:

  • date and timing of the action during set up or pack down
  • the name and organisation of the persons involved in the action
  • the mobile number of the person(s) involved in the action
  • a description of the delivery items and the location of the set up or pack down
  • a description of the access required, foot or vehicle, for the action
  • include the registration number of the vehicle if access is required to drive into the ground to drop off or pick up goods

e. Event runsheet

The charity is required to provide a copy of a runsheet with the details of the set up and pack down of the event including the following:

  • time of arrival and departure of all attendees
  • time and location for catering
  • time and location of speeches
  • time and location of media movements
  • other important details

f. Catering requirements

Kirribilli House or The Lodge can supply catering and wait staff, at a cost to the charity. External catering may be approved in consultation with the Official Establishments Section.

The House Managers can organise non-alcoholic beverages for up to 120 guests, at a cost to the charity. The charity is responsible for the purchase and delivery of alcoholic beverages.

g. Media Plan

The charity is required to provide a copy of the: 

  • media plan 
  • media releases relating to the event prior to release
  • list of the media attending the event including the following: 
    • first name 
    • last name 
    • organisation/outlet 

A designated representative from the charity must escort media at all times. 

Photography and filming

  • The charity can seek approval from the Official Establishments Section for an official photographer to take official photographs of the event.
  • If approved the official photographs taken at the event must be approved by the Official Establishments Section before release or use.

h. First Aid

The charity is required to have qualified first aid officer (s) from the charity or from a registered organisation for events over 50 people. The charity is required to provide the name (s) and contact details of the first aid officer.

Definition of a charity event

For the purpose of the Official Establishments Charity Events Programme:

a. A charity event is one where all profits from the event go towards a registered Australian charity or charitable project that delivers at least one of the following: 

  • the relief of poverty and provision of accommodation services for Australians experiencing homelessness  
  • the relief of the needs of the aged 
  • the advancement of health and the relief of sickness or distress 
  • support for those with disabilities and disability organisations 
  • the advancement of education and support for non-government schools 
  • the advancement of social or public welfare 
  • the promotion of reconciliation, mutual respect and tolerance between groups of individuals that are in Australia 
  • the promotion or protection of human rights 
  • the advancement of the security or safety of Australia or the Australian public 
  • the prevention or relieving of the suffering of animals and support of animal welfare agencies 
  • the advancement of the natural environment  
  • the provision of child care services on a non-profit basis 
  • other purposes beneficial to the Australian community at home and abroad 
  • other purposes beneficial to the international community 

b. A charity event is not an event that is: 

  • carried on for the purposes of profit or gain to particular persons including its owners or members 
  • primarily for sporting, religious, recreational or social purposes 
  • for political, lobbying or promotional purposes 
  • for commercial or business enterprises operating for fund raising purposes 
  • for an organisation championing the common interests of members, such as professional, trade or union groups.

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