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 complete the enquiry form for a tailored quote.
How do I book a Newcastle Museum venue?
Bookings can be made online via the City of Newcastle’s Bookable platform. You can search for available spaces, view amenities and manage your bookings directly through the portal. Refer to the Bookable How-To Guide for assistance.
What is included in the venue hire?
Your hire includes access to the booked space for the duration of your event. Use of museum equipment is operated exclusively by City of Newcastle staff. As only City of Newcastle staff are authorised to handle this equipment, staff time will be charged in addition to the venue hire fee.
What is not included in the hire?
The following are generally not included:
- Staff time to set up the space and/or monitor the event
- Cutlery/kitchen equipment
- Catering services
- Additional AV equipment beyond the standard offering
- Decorations or entertainment
Can I view the space before booking?
Yes, site visits can be arranged Monday to Friday. Please visit Newcastle Museum Details | Bookable City of Newcastle, select make an enquiry and then select book in a time to view the space.
Are there any decoration restrictions?
Yes. The following are prohibited unless prior written approval is obtained:
- any banners or signs or anything similar to any wall within the venue
- any form of adhesive (blue tac/sticky tape or the like) on any venue surface
- helium ballons, confetti, rice, rose petals or bubbles inside the venue
- floor standing candelabras within the venue
- unweighted helium filled balloons or the like (as they may interfere with fire alarms)
- smoke machines and other special effects (no internal/external fireworks)
- open flame or candles
All decorations must be set up and removed within 24 hours after the bump-out time.
Is the venue accessible?
Yes, Newcastle Museum venues are accessible. For specific accessibility features, please contact the museum team.
What if I need to cancel or change my booking?
Changes or cancellations must be made in accordance with the terms outlined in your hire agreement. Contact the museum team for assistance.
How to book within 3 days of my event?
Bookings are generally required at least 3 days in advance. In some circumstances, bookings within this timeframe may be accommodated. Please submit an enquiry form or call us on (02) 4974 1400 and our team will get back to you as soon as possible.
Who do I contact for more information?
You can contact the museum team by:
- Completing the enquiry form on Bookable
- Phone: (02) 4974 1400
When are final numbers and payment required?
Final guest numbers and payment are due 7 days before your event.
Am I permitted to bring my own caterer?
Yes, you may use an external caterer.
Please note:
- Only a kitchen bench/preparation area and limited fridge space are available
- The kitchen is currently out of service
- All food must arrive fully cooked
Am I permitted to bring in my own alcohol?
Alcohol may be permitted; however, you must advise museum staff when submitting your booking. Approval is assessed case‑by‑case. For any event where alcohol will be served, all individuals responsible for its distribution must submit their RSA details at least 7 days prior to the booking. Failure to provide this information may result in the City of Newcastle prohibiting the service of alcohol at your event.
