Frequently Asked Questions

Where can I find the cost to hire a space?
Please visit our Fees & Charges page for further information or contact the City Hall team for a tailored quote.

Is City Hall an accessible venue?
Yes, please visit our accessibility page for further information.  

What is included with the venue hire?

• Room setup (including tables and chairs) as requested
• One wired microphone and lectern
• Data projector and screen
• Complimentary WI-FI, flipchart, whiteboard, notepads & pens upon request
• Black linen will be provided for non-catered events
• White linen, crockery and glassware is included for catered events
• Venue staff are also included in your venue hire and will be on call for the duration of your event

Additional audio visual equipment will attract extra charges.

What isn't included with the venue hire?

• Catering
• AV equipment in excess of that listed above
• AV technicians
• Decorations
• Entertainment

Which days can I come and view a space?
Site visits can be arranged Monday to Friday. Please contact our City Hall team on   4974 1460 to schedule a time.

How long will you hold a booking without a deposit?
A tentative booking may be held for up to 7 business days. If someone else challenges the date within this period you will have 24 hours to confirm the booking, if not the hold will be released.

What do I have to do to confirm my booking?
Bookings are considered as confirmed once you pay the full deposit amount (as indicated on your invoice) and a copy of the signed venue hire agreement has been received by the City Hall team on or before the due date.
 
When are the final numbers and payment required?
We require final guest numbers 14 days before your event date. Final payment is due 7 days before your event.

What sort of entertainment am I allowed for my event?
Most bands, DJs and entertainers are allowed within our venues. If you are engaging more 'out of the box' entertainers such as performers or live acts, it is best to check this with our team. All third-party suppliers must provide a copy of their public liability insurance to our team and depending on the nature of the activity may be required to submit a risk assessment.
 
Do you have security at the venue?
Please contact your event coordinator if you have any specific security concerns.

What accommodation options are there nearby?
Please see the Visit Newcastle website for nearby accommodation.

Does Newcastle City Hall have an exclusive decorator?
No, we don't have an exclusive decorator. 

Can I use my own decorator?
Yes, you are welcome to use an external decorator. They will need to provide a copy of their public liability insurance to our City Hall Team and you will need to ensure that they can complete the set-up and pack down of all décor within the venue access times booked for your event.

Can I do my own decorating?
Yes, you are welcome to provide your own décor. Please see the restrictions on décor below. Any decorating done above head height needs to be completed by an insured decorator.

What time can I access the venue to set up my decorations?
Decorations need to be set up within the access time as written in your hiring agreement. This also applies to third party suppliers such as decorators, AV suppliers and/or entertainment.
 
Are there any restrictions around what types of decorations I can have in the venue?

• Decorations hung above head height need to be installed by a professional decorator.
• Candles and tea lights must be contained in holders (glass votive).
• Adhesives such as sticky tape and blu-tack is not permitted to be used on painted venue surfaces.
• Confetti, rice, glitter, bubbles and unweighted helium balloons are not permitted.
• Smoke and fog machines are not permitted.
• All electrical items such as fairy lights must be tagged and tested.
• All decorations must be set up and removed within the access period of your venue hire as we do not have space to store decorations on the premises.
• City Hall staff are not responsible for the set up or pack down of decorations.

Am I permitted to bring my own caterer?
No, all catering is done in-house by our passionate hospitality team.

Am I allowed to bring in my own alcohol?
BYO alcohol is not permitted as we are a licensed venue. 

Do you have minimum catering spends that need to be met?
Minimum spends apply on food and beverage for midweek evening events and for weekend events.