Venue booking instructions
This page will guide you through using our community facility booking system, Bookable.
Explore our instructional videos, procedure documents and frequently asked questions.
Instructional videos
We have developed step-by-step instructional videos to help you book a community facility within the City of Whittlesea via our Bookable booking platform.
View Bookable YouTube playlist
Step-by-step instruction documents
You can access detailed instruction documents including screenshots to learn how to use the Bookable platform.
View and download Bookable instruction guides
Account registration and logging in(PDF, 554KB)
Making a booking(PDF, 1MB)
Make a seasonal booking(PDF, 888KB)
Manage your bookings(PDF, 495KB)
Make a payment(PDF, 286KB)
Download an invoice(PDF, 303KB)
Manage your details(PDF, 255KB)
Manage your organisation details(PDF, 359KB)
Reset your password(PDF, 277KB)
If you need these documents in another format, please contact us on 03 9217 2170 or communityfacilities@whittlesea.vic.gov.au.
Frequently asked questions
Do I have to use the online booking system?
Yes, this is the preferred way of booking our community facilities.
Using Bookable will allow you to self-manage your bookings at any time. You'll have access to view availability, tentatively book dates, and make payments when it’s convenient to you.
If you need assistance, you can call 03 9217 2170, email communityfacilities@whittlesea.vic.gov.au or visit a staffed community facility.
Do I need to have an account, or can I just make a booking?
You must have an account to make bookings. You only have to register once.
Will there be any instructions or training to use Bookable?
Written instructions and video tutorials are available on this web page.
What payment methods are available?
Online card (SecurePay) is the preferred method, which accepts both debit and credit, Visa and Mastercard.
We offer BPAY as an alternative payment method. Please see your invoice for your payment reference.
Cash and cheque payments are available in person at the City of Whittlesea Civic Centre, 25 Ferres Blvd South Morang.
View map
Can I cancel my booking?
To be eligible for a full refund, cancellations must be made through the Bookable platform or email communityfacilities@whittlesea.vic.gov.au with a minimum of 7 days notice prior to the event.
Cancel through Bookable
- Log in to the Bookable platform.
- Select ‘My Account’. In your list of bookings click on the booking you would like to cancel.
- Select ‘Cancel Entire Booking’ next to ‘Booking Overview’.
How are refunds processed?
Payments made online within Bookable, will be credited back on your credit card.
Payments made at the Council cashier or via Bpay will be debited into a bank account. This process can take up to 8 weeks.
Is there a minimum time that can be booked?
Booking times must be a minimum of 60 minutes. Bookings can be made in 15 minute increments beyond 60 minutes and will be charged accordingly.
What if the time I want is not available?
Unfortunately, if the time you would like is not available out then you will need to look at hiring another time, date, or venue.
What happens if I need to change my booking?
Booking changes can be made up to 7 business days prior to the booking date. When you make a change, your booking will change to a ‘Tentative’ status. The booking will then be reviewed by Council and if approved the booking will be reconfirmed.
Can multiple people in my organisation have an account?
Yes, you can have multiple users under one organisation.
How can I remove users that are no longer with my organisation?
Log into your account and go to the My Organisation tab. You can add, remove, and invite new users from this page.
What if I forget my password?
In the login page there is a link for Forgot Password. Click and follow the prompts to reset your password. You can also call us to reset it for you on 03 9217 2170.
Will there still be support available via phone for my bookings?
Yes. You are still able to phone for assistance with your booking and speak directly with one of our team during business hours.
Who can I contact for assistance?
I have created an additional user to the one the City of Whittlesea has registered for me - what do I do?
The user email address is a unique identifier for all customers, and we recommend one email address and user for all bookings. Please contact us on communityfacilities@whittlesea.vic.gov.au for further assistance.
How do I update my contact details?
Once logged in, select My Account at the top of the page, then select My Details.
Here you can update your contact details as required.
How do I add an additional contact to receive confirmation emails and invoices?
- Once logged in, select My Account at the top of the page.
- Select your booking link under the Booking Name.
- Select Add Manual Contact at the bottom of your booking details.
- Enter the contact details name, email address and mobile number (if applicable).
- Select Add Contact.