POLICY NO: DSD 9 - CL
AQUATIC AND LEISURE CENTRES
SCHOOL CARNIVALS AND EVENTS
POLICY
Date Resolved By Council:
10 February 2010
Commencement Date:
10 February 2010
Review Dates:
December 2012
Responsible Department:
Social Development
This policy has been authorised and is included on Council’s Website.
Peter Brown
Chief Executive Officer
10 February 2010
___________________________________________________________________________________________
AQUATIC AND LEISURE CENTRES
SCHOOL CARNIVALS AND EVENTS POLICY
___________________________________________________________________________________________
1.
PURPOSE
The purpose of this policy is to detail the circumstances in which groups can book
areas at aquatic and leisure centres for exclusive use for events / activities, and the
conditions that apply to ensure the event / activity is safe and conducted to a high
standard.
This policy applies to all aquatic and leisure centres owned by Moreland City Council;
2.

Brunswick City Baths

Coburg Leisure Centre

Coburg Olympic Swimming Pool

Fawkner Leisure Centre

Oak Park Aquatic Centre

Pascoe Vale Outdoor Pool
OBJECTIVE
The objectives of this policy are:
3.

To achieve a balance between competing community demands for ongoing
access to centres by members and casual users, and exclusive use required to
conduct events / activities with community benefit;

To ensure that events / activities conducted by hirers are safe and of a high standard;

To ensure that hirers are aware of their obligations in regard to relevant legislation and
industry guidelines;

To ensure that hirers are directed to the most appropriate facility for their event;

To ensure that patrons are well informed of events / activities that may impact on their
access to areas of the centres; and

To maximise usage and financial return of centres;
BACKGROUND
Moreland City Council aquatic and leisure centres are available for members and
casual users to access during advertised operating hours to undertake a range of
activities, some of which is general access, and some of which is programmed in
specific locations at specific times. Access to different areas is based on the services
purchased however aquatic areas are usually accessible for recreational and lap
swimming at all times, even when capacity is reduced to accommodate programs such
as aqua-aerobics or learn to swim classes.
This policy provides the opportunity to approve temporary closure of areas of centres to
members and general public for the purpose of an exclusive booking.
The term ‘Aquatic Area’ is used throughout this policy and may refer, individually or
collectively, to pools, sauna and steam rooms, water features and water slides.
__________________________________________________________________________________
1
___________________________________________________________________________________________
AQUATIC AND LEISURE CENTRES
SCHOOL CARNIVALS AND EVENTS POLICY
___________________________________________________________________________________________
4.
DETAILS
4.1
Indoor Aquatic Areas
In general, exclusive use of indoor aquatic areas during operating hours is not
permitted so that there is continuity of access for members and casual users to
these areas. Groups may book part of indoor aquatic areas to conduct activities
such as school Learn to Swim programs, however part of the area remains open
for general public use.
4.2
Outdoor Aquatic Areas
Outdoor aquatic areas may be booked for exclusive use outside of operating
hours, and within a limited range of off-peak operating hours by schools,
swimming clubs and community groups to conduct events / activities with
community benefit.
When the main outdoor pool is booked for exclusive use, the other pools, water
features and water slides will be closed, regardless of whether or not they are
used for the event / activity, for the purpose of safe operation.
Off-peak hours for outdoor aquatic areas are 9.00am to 3.30pm, and 11.00am to
3.30pm for outdoor aquatic areas that open at this time, This provides the
opportunity for general public access prior to exclusive events / activities where
demand is sufficient for aquatic areas to be open prior to 9.00am, and after
school at all centres.
4.3
Aquatic Areas - Private and Commercial Purposes
Indoor and outdoor aquatic areas may be booked for private or commercial
purposes outside operating hours, and within a limited range of off-peak
operating hours, provided that there is minimal impact on general public use.
4.4
Dry Areas
Dry areas, such as group fitness rooms, may be booked for community, private or
commercial purposes outside operating hours, or within a limited range of offpeak operating hours, provided that there is minimal impact on general public
use.
4.5
Fees and Charges
Fees and charges will be in accordance with those adopted by Council as part of
the annual budget process, with hourly and session booking rates available.
__________________________________________________________________________________
2
___________________________________________________________________________________________
AQUATIC AND LEISURE CENTRES
SCHOOL CARNIVALS AND EVENTS POLICY
___________________________________________________________________________________________
4.6
Coordination
Exclusive use bookings must be notified when booked via:
4.7

E-mail notification to other centre managers so that they are aware that
patrons may be referred to alternate Moreland City Council centres during
the exclusive use; and

E-mail notification to the Unit Manager Aquatic Facilities so that enquiries
from general public can be responded to and to ensure that all Moreland
aquatic and leisure centres are not booked for exclusive use at the same
time.
Advertising of Exclusive Use
Exclusive use bookings must be advertised at least one month prior using:

Signage on facility notice-boards;

A contact number visible on the outside of the facility for public to enquire
about upcoming bookings / exclusive use

Verbal reminders to patrons by receptionists and lifeguards;

Information on the activemoreland website; and

Newsletters (if produced).
Advertising will include external signage that is visible to passing traffic to indicate
the facility is closed for an event.
4.8
Booking Enquiry Referrals
Centre managers will refer booking enquiries to the most appropriate facility for
the event / activity. In particular, events / activities with more than 150 participants
will be referred from Brunswick City Baths to Oak Park Aquatic Centre in the first
instance, and then to other outdoor pools, due to space constraints at the
Brunswick City Baths.
4.9
Hirer Obligations for Exclusive Use Events / Activities
Hirer obligations are detailed in the ‘Moreland City Council Terms and Conditions
for Hire of Aquatic and Leisure Centres’ as approved by the Aquatic Facilities
Unit.
These obligations will include reference to;

Royal Life Saving Society of Australia Guidelines for Safe Pool Operations,
including relevant ratios;

Department of Education school excursion guidelines, including relevant
ratios;
__________________________________________________________________________________
3
___________________________________________________________________________________________
AQUATIC AND LEISURE CENTRES
SCHOOL CARNIVALS AND EVENTS POLICY
___________________________________________________________________________________________

Provision of evidence for staff / leader qualifications relevant to the event /
activity (i.e. Austswim, pool lifeguard, first aid);

Proof of relevant insurances;

Control of participant behaviour;

Control of staff and contractor behaviour;

Requirements for identification and supervision of non-swimmers;

Arrangements for identification and compensation for any damage to the
facility and/or equipment; and

The Moreland City Council Events and Festivals Safety Policy.
4.10 Handover of Patron Responsibility at Conclusion of Exclusive Use
At the conclusion of an exclusive use event / activity, all participants will be
required to exit the venue and re-enter as a fee paying customer to ensure that
there is a clear handover of responsibility for the person who wishes to continue
to use the venue, and to ensure that patron numbers are in accordance with
Royal Life Saving Society of Australia Guidelines for Safe Pool Operations ratios.
__________________________________________________________________________________
4