Venue Application

Welcome to the Prom Night Programme. We’re happy to be partnered with the most premium venue brands in the events industry and we invite you to submit your application to join our ranks for mutually beneficial partnership.

Venue Participation Application Form.

Most fields require specific data. When you press “Submit”, if any fields have missing or incorrectly formatted data, the form will not send, however the problem fields will have a note in red to tell you what needs adjustment.

It is also essential that you comprehensively read and understand the Prom Night Events Information Pack updated for the year you intend to apply to participate in before proceeding. Both the information contained in the manual, and the terms mentioned below are what you’re agreeing to, along with the data you insert, when submitting this form.

If your property has more than one event space, you may choose to either fill out this form once for each room, OR just once for your initial room and, as most details will be the same, just submit the capacities, availability and prices by email later.

We’ve listed here the most frequently asked questions, and answers, that venues think about. Read all of these before filling out the form above to ensure you understand what your responsibilities will be.

Q: As a venue, what criteria does my property have to meet to be eligible to take on this role?

A: The following list must be met by all participating properties. The property must…

1/ be (or have) professional, full time function / banquet facilities including on-site catering and food service.

2/ have full time management and / or function administration staff available during normal business hours to deal with bookings.

3/ be positioned in close proximity to public transport.

4/ be fully enclosed and air-conditioned with controllable lighting.

5/ be easily accessible to disabled persons.

6/ be 4-star rating or higher in status or quality.

7/ have all banquet and service staff cleared through the mandatory “Working with Children Check” or “Blue Card”, imposed by the state government within which the venue operates.

8/ have the appropriate licenses / permits / conditions awarded by the state government for the hosting of “Minor’s Functions” if such exist in your state.

9/ have appropriate equipment / procedures / training in place for the safety and security of guests in the event of any emergency / fire / evacuation.

10/ have a maximum capacity not less than 60 Pax, banquet style (Min 10 Pax Tables) with suitable sized dance floor.

11/ grant autonomy to Prom Night Events and Security Staff (whether ours or yours) to run the function within the boundaries of the agreed function space without interference from staff members from departments other than Banquets / Events.

12/ that the agreed function space will be inclusive of main function room or ballroom, pre-function lounge (if present), balconies or courtyards (if  present), toilets and access ways in and out of the space.

13/  that the agreed function space be exclusive, meaning that members of the public and guests attending other events are not granted access to the agreed function space, i.e. will not be permitted to mix freely with guests at minors functions (a requirement of state law (NSW) – licensing and a company policy).

14/ permit the provision of additional package inclusions by Prom Night Events / and it’s suppliers, all of which will produce relevant certification as requested.

15/ permit the use of images / logos / information pertinent to the property and branding for the purpose of marketing and public relations by Prom Night Events.

16/ agree to the operational booking / administration / payment policies of Prom Night Events.

Q: As the signatory representing the property, what are my responsibilities?

A: Quite simply, a signatory submitting this form must be a bona-fide representative of the management and licensee of the property empowered with all necessary decision-making abilities at this level of operations.

Q: As the venue, what liability do we accept in respect of money and ticket sales?

A: Prom Night Events administers all ticketing and revenue generated from it. The property simply accepts a booking, without initial monetary deposit, however in writing and confirmed, followed by advance full payment around 10-14 days out from the event (or sooner).

Q: What other responsibilities will we have?

A: Once you join the programme, the price, conditions, menu, space allocation and availability you commit to will be secure for the remainder of that calendar year. Prom Night will make bookings with an expectation that you will honour your promises to us in respect of exclusivity, pricing, quality, availability, compliance and the spirit of cooperation. If we find at any time that the property, or any of its representatives, fail to meet those promises, or these criteria, we reserve the right to cancel bookings without penalty and move them to alternative properties on the programme.

Q: What if this property has multiple function rooms or spaces?

A: An application MAY need to be filled out for each space separately. This is because the capacities (both min and max) may be different, as may the price of conducting formals in such spaces due to varying fixed overheads at your end. Consult with your Prom Night Manager as to what’s required for your unique situation.

Once you have read and agreed with all of this section, by all means go to the top of this page and begin filling out your form.