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Book, pay for, or cancel a room hire

Our venues operate between 8am and 5pm. Some rooms can be used outside of regular hours—by special request—for an extra fee. Please make sure all conference rooms are vacated within designated times.

This process applies to rooms at:

Read the terms and conditions for more detail about your responsibilities.

1. Make a booking

Once you have confirmed dates, times and numbers for your function, make a booking through our online system.

2. Pay for your event

The invoice will be emailed to you before your event.

You need to pay for the room hire at least 4 working day before the scheduled event via credit card. You can do this through the secure payment gateway.

3. Cancel a booking

You can cancel your booking up to 6 business days before the booked date with no charge.

However, if you cancel 5 or less business days before the function, you will be charged the full room hire rate.

If you need to cancel, you must do it in writing. Email venues@hpw.qld.gov.au during office hours (9am to 5pm), and include the booking number, date and location.

4. Set up and preparation times

Generally, the facilitator should meet our conference room coordinator 30 minutes before the event to help set up.

Check your confirmation sheet for your 'meet and greet' or facilitator arrival time. 

5. Other charges

After hours events

Functions outside normal working hours (8am to 5pm) are by special request only.

These charges apply (prices include GST):

  • Security minimum charge for the first 3 hours (from 5pm): $187
  • Security hourly rate, after first 3 hours: $55
  • After-hours air-conditioning (hourly rate, from 5pm): $55

Cleaning charges

You will be charged $100 for cleaning if:

  • rooms are left untidy
  • you or the caterers do not clean up after your event.

Room set-up charges

You will be charged $100 if you:

  • change your set-up request
  • don’t return the rooms to their original set-up
  • ask for set-up changes on the day of your function.

Contact the conference room coordinator for details.