Frequently asked questions

Yes. Please contact a Venue Officer via email communityspaces@sunshinecoast.qld.gov.au, or call the booking office on (07) 5413 1416 to make an appointment for a viewing. Office hours are 9am to 4pm Monday to Friday. 

Alternatively, you can take a Virtual Tour of the venue anytime! On the webpage of your selected venue scroll to the Accessibility heading and click 360 Degree Virtual Tour.

Bookings can be made:

• By downloading the Venue Hire Application Form from the venue’s webpage, see Additional Information. Email the completed form to communityspaces@sunshinecoast.qld.gov.au
• By using the online tools Check Availability & Venue Hire Request. On the webpage of your selected venue click the Check Availability link (located under the main image) and once your preferred date & time is selected, click Request Space to proceed with making the booking. *First time hirers will need to Sign Up to create an Account.

• Coolum Civic Centre, Kawana Community Hall: 6:00am - Midnight *Amplified noise must cease at 10pm
• Kawana Island Meeting Place, Bellvista Meeting Place: 6:00am – 10:00pm
• Kawana Forest Meeting Place: 7:00am - 9:00pm
• Community CoLab, Namba Meeting Place: 6:00am - 8:00pm

All spaces are self-service and include tables, chairs, basic AV (projector/screen), the Sunshine Coast Free Public Wi-Fi, and access to amenities.

No. There are no video conferencing capabilities in the Community Spaces.

Yes. The Community Spaces operate on a self-service model; therefore, it is the responsibility of the hirer to set up and pack down the room. Please include adequate time on your application either side of your event to allow for set-up/pack down.

Yes. You must include the time you need to set up your event and to pack down and clean up before vacating. Minimum booking time is 1hr, and booking times can be in 15-minute increments.

Yes. Decorations are allowed but the use of tape is prohibited. The hirer must not damage walls, fixtures, or equipment. Confetti, glitter, and open flames are not permitted. 

No. Jumping castles are not permitted.

Possibly. Once your application is received, the Venue Officer will advise if additional cleaning fees apply for your style of event, e.g. large attendance, consumption of food & drinks, events occurring on the weekends.

All hirers are required to complete a clean up after their event including removal of all decorations and personal property, returning used equipment to designated areas, sweeping/mopping any spillages from the floor, and removing rubbish from the venue to the outside bins. 

Contract cleaners will be booked to complete the post event 'deep clean' after an event/private function that has a large attendance, has served food & drinks and has occurred on the weekend. This includes cleaning the toilets and amenities, thorough clean of floors, walls, windows, sanitizing and restocking consumables used.

Yes.  It is a requirement of all hirers to have Public Liability Insurance Cover ($20 Million). 

If you are an individual holding a private function (e.g. birthday celebration, wedding reception), you may be eligible to use Council’s Public Liability Insurance with LGM Queensland. The Casual Hirer of Council Facilities Liability Insurance Declaration form will be provided to you if you are eligible to use this.

Possibly. Once your application is received, the Venue Officer will advise if a bond is applicable for your hire. 

A security bond, if required is charged as security against loss, theft and damage to the building and/or any fittings or furniture within the building, any equipment hired from a 3rd party and penalty cleaning charges. The bond is payable 7 days prior to the event date. Council reserves the right to hold the bond until all Conditions of Hire are met.

Bond categories are as follows:

• Major Event / High Risk Bond $1,500.00

A Major Event or High-Risk event is determined as any function that involves alcohol and any function that is expecting a large attendance – e.g. Wedding / Birthday Party.

• Casual / Low Risk Bond $400.00

Smaller attendance, low-risk activities being undertaken, hiring the venue for a one-off occasion.

• Regular Hirer Bond $250.00

A Regular Hirer must hold 10 or more events, booked in advance, within a 12-month period e.g. Weekly dance classes / Monthly meetings.

Yes. Catering is permitted and must be organised by the hirer. Each venue has slightly different kitchen facilities available so please refer to the Features listed on each venue’s webpage for a list of inclusions.

Alcohol is not permitted at Community CoLab, Bellvista Meeting Place, Kawana Island Meeting Place, Kawana Forest Meeting Place and Namba Meeting Place. 

Alcohol may be served at Coolum Civic Centre and Kawana Community Hall with prior approval and relevant permits.

If you are holding an event that involves alcohol, or that is deemed high-risk, then yes, it is a requirement that Security is engaged for the duration of the event.

• Cost is variable depending on day of event, ranging between $75 - $125 per hour per guard.
• Minimum guard requirement - ratio of 1 guard per 100 guests.
• Guards have a minimum 4 hour duty requirement
• Guards must be employed from the commencement of the event and/or alcohol consumption through to the time that all patrons have exited the venue (Event start – Exit Time)

Once your Venue Hire Application has been submitted and processed, an Event Agreement outlining your charges and your requirements for final confirmation/approval will be forwarded to you. You will also receive a Deposit Invoice (25% of the Venue hire costs, strictly non-refundable) that is due within 14 days. 

Once the Deposit Payment & signed Event Agreement are received then your event will be confirmed in the calendar.

Full payment is due 2 weeks before your booking date. Failure to meet the conditions of hire will result in the cancellation of your booking.

Cancellations must be made in writing within the required notice period to receive a refund. Details are outlined in the conditions of hire. Note: deposits are strictly non-refundable.

You will receive a PIN code and venue access instructions via email a few days prior to the booking. The PIN code can only be used during your booking time.

If considering the use an adjoining public park as part of your event space, it will be necessary to apply for a permit from the Team at Community Land Permits. They can be contacted via email at landpermits@sunshinecoast.qld.gov.au for further information.

Some venues have limited on-site parking, so street parking may be necessary at some locations. Please park lawfully, safely and consider other road users and pedestrians when parking at the venues.

• Community CoLab is located on the ground floor of Sunshine Coast City Hall. There is a mixture of free/regulated/paid parking options in this precinct. Please refer to the Parking area Map - Maroochydore for detailed parking information and always check local signage for time-limited parking restrictions.
• Coolum Civic Centre parking is varied around the building and shared with the adjacent library & Jack Morgan Park users. Check signage to make sure you are within time limits.
• Bellvista Meeting Place has 12 x spaces and 1 x accessible carpark adjoining the venue. Parking is shared with users of the Canavan Gracie Recreational Park.
• Kawana Island Meeting Place has 9 x spaces and 1 x accessible carpark adjoining the venue. More parking extends further around the retail complex in which the venue is situated, and all parking shared with Green Zebra Restaurant and Vrina Mezze Bar. Street parking is available along Grand Parade.
• Kawana Forest Meeting Place has 6 x spaces and 1 x accessible carpark adjoining the venue. Street parking is available along Woodlands Blvd and White Cedar Dr. Also note the venue is located across the road from Pacific Lutheran College so traffic can be congested at school drop off and pick up times e.g. 8.30am - 9am and 2.45pm - 3.15pm.
• Kawana Community Hall provides convenient onsite parking around the building shared with the adjacent library and playground, including dedicated accessible car spaces. Additional parking is often available in the Kawana Shopping precinct nearby. Check signage for parking regulations in this area.
• Namba Meeting Place is located on the ground floor of the Sunshine Coast Council Eddie De Vere Building. There is a mixture of free on street and off-street parking options in this precinct. Please refer to the Nambour Parking area map for detailed parking information and always check local signage for time-limited parking restrictions.