Types of Hire
There are three types of hire available –
- Regular Hire, being organisations or individuals hiring the Hall more than ten (10) times in a calendar year.
- Casual Hire, being for limited hire, for example private party or celebration, wedding etc.
- Government Agencies, e.g. Fraser Coast Regional Council, Electoral Commission of Queensland or Australian Electoral Commission
Unless otherwise specified, these terms and conditions apply to all hire types.
Basis of Hire and Use
- The Hirer must complete a Hall Hire Registration Form (see attached)
- Only the Hall, kitchen area and bathroom facilities may be used, and only for the day/s and time period confirmed.
- Any time required for setting up the venue or for cleaning up at the end of the hire must be included in the period booked.
- The venue must be vacated by the time stated in the Registration Form
- The Hirer must be at least 18 years of age and proof of age may be required
- Special conditions may be imposed for some types of events, including additional security requirements
- The maximum capacity of the Hall is 100 persons, and this number must not be exceeded at any time.
- Right of refusal – The Management Committee reserves the right to refuse any application for use of a facility where the Management Committee Booking Officer believes such booking to be contrary to the public interest or due to non-disclosure or the supplying of misleading information.
- The Memorial Wall, associated plaques, plinths and gardens are strictly out of bounds and must not be interfered with in any way whatsoever.
- Changes to contact details – any changes to contact details as completed on the registration form must be communicated to the secretary as soon as possible.
Payment of Bond and Hire Charges (all fees quoted are inclusive of GST)
- Casual Bookings are for a minimum of one hour and in half-hour periods thereafter at an hourly rate as set by the Management Committee.
- Casual Bookings will attract a bond of $500.00 which will be made to secure the booking. The bond and calculated hire fees must be paid no later than thirty (30) days prior to the event. For bookings made within one month of the event, the bond and hire charges must be paid immediately to confirm the booking. In the event that all charges are not paid in full by the due date, or booking conditions are not met, the booking will be cancelled and access to the venue will be denied.
- Regular Bookings hire charges will be calculated on the basis of either $5.00 per attendee, $40 per hour, or any other fee, at the discretion of the Management Committee. No Bond applies
- Government Agency Hire Fees are set by negotiation at the time of booking.
Payment of Bond and Hire Charges (Cont’d)
- Hire Charges are set annually in late June for the following financial year, commencing on 1 July. For bookings contracted before the review date, charges will remain as agreed.
Refund of Bond
- The bond will be refunded via bank transfer providing the Hall has been left in a condition acceptable to the Management Committee or their representative.
- Any reduction in, or retention of the bond will be at the Management Committee’s discretion and applicable if –
- Any additional time, equipment or facilities are spent/used.
- After inspection, the venue is found to have any damage, including but not limited to marks or stains on carpet or timber flooring, damage to paintwork or equipment etc. following the hire period.
- The facilities (including the outside of the venue, paths and gardens as well as bathroom facilities) are not left in a clean and tidy condition, with floors swept, spills cleaned up, kitchen equipment cleaned, and all decorations and rubbish removed. All rubbish must be placed in the appropriate bins provided externally.
Termination of Hire
- The Hirer acknowledges and accepts that the Management Committee may terminate, at its absolute discretion, the hire of the facility at any time and without notice to the Hirer during any period of the hire of the facility. This condition relates to for example Disorderly conduct, noise nuisance, damage to the facilities.
- If the Management Committee does exercise its discretion referred to in section 17, the Hirer acknowledges and accepts that as Hirer of the facility there can be no claim of loss or compensation of any kind against the Management Committee whatsoever arising out of or incidental to the hire of the facility.
- Upon termination of the hire of the facility the Hirer must vacate the facility immediately and the Hirer acknowledges and accepts that the Management Committee has no obligation of any kind whatsoever to relocate the Hirer to another facility.
Cancellations (all cancellation fees as described will be inclusive of GST)
- Cancellation of a booking must be made in writing to the Booking Officer a minimum of 48 hours prior to the booking date.
- Regular Hirers will not be charged for cancellations however they acknowledge that from time to time the organization may have to utilize the facility for other purposes and the Hirer will be given notice of applicable dates in a timely manner.
- For Casual Hirers, once the bond has been paid, the following cancellation charges will apply and may be deducted from the refund of any hire fees, or the bond being held –
- Where cancellation is received more than one (1) month prior to the event date no cancellation fee is charged.
- Where cancellation is received within one (1) month prior to the event date, 25% of the hire charge will be charged as a cancellation fee.
Cancellations (Cont’d)
- Transferred bookings will incur a cancellation fee of 100% of the booking hire fees if ultimately cancelled.
Alcoholic Beverages (where applicable)
- Our organization holds a ‘Community Other’ Licence
- , and as such provides basic beverages. Any additional drinks purchased by the Committee at the Hirer’s request which have not been sold must be reimbursed by the Hirer at cost price.
- The conditions of the existing Liquor Licence pertaining to the venue must be observed at all times by the Hirer and their guests.
- The licence conditions permit consumption of alcohol only in the Hall or on either verandah. Consumption of alcohol anywhere else is strictly forbidden. It is the responsibility of the Hirer to ensure this condition is enforced.
Public Liability Insurance
- As the Hirer is using the Hall with the approval of the Management Committee, they along with their guests will be considered to be operating as a function of the Management Committee and will be covered under the Association’s $20 million Public Liability Policy.
Hirer’s Other Obligations
- Chairs and Tables: The setting up, stacking and storage of tables, chairs and other equipment is the responsibility of the Hirer. For safety reasons, it is essential that chairs must not be stacked more than 16 high on the trolleys provided and follow the stacking instructions displayed on the trolleys. Make sure that furniture is not dragged across the floor.
- Additional Furniture or Equipment required other than that provided must be supplied by the Hirer at the Hirer’s expense and shall be the liability of the Hirer. All electrical equipment must be safe and in perfect working order.
- Prohibited Items – Barbecues, gas bottles, open flames, portable stoves or ovens, fireworks, kerosene or spirit type lamps, spit roasts or kegs must not be used inside the premises. Candles may only be used if secured in a glass (or similar) holder that will contain the flame if knocked over and which will prevent wax from dripping on tables or floors.
- Confetti, rice or glitter is prohibited. Bubbles must be confined to outside areas only.
- Decorations – Drawing pins, nails or screws must not be used to affix decorations. All decorations are to be removed after the event (including any associated fixings).
- Breakages, theft or damage – The Hirer is responsible for any breakages, theft or damage caused to the venue or supplied equipment. Should such an incident occur, the Booking Officer must be advised immediately. Where such loss exceeds the amount of the bond paid, the costs must be paid within thirty (30) days of the event date. Unpaid amounts may attract interest and enforcement costs. The Toogoom Community Association inc. or its Management Committee shall not be liable for any loss, theft or damage sustained by the Hirer or any person associated with the Hirer or attending the event.
- End of Hire Period – The Hirer must ensure that at the end of the Hire period, all lights, fans, air conditioners and cooking appliances are turned off, windows closed, curtains drawn, and all doors locked prior to leaving the facility.
Hirer’s Other Obligations (Cont’d)
- No Smoking is permitted within any part of the Hall. It is the responsibility of the Hirer to ensure this condition is strictly enforced. Any cigarette butts in the surrounds of the building are to be collected and placed in the garbage bins provided.
- Noise – Amplified music and general noise levels must be kept at a level that will not disturb people living near the venue and will comply with the conditions of the licence. The Hall PA equipment may be used if requested but must not be interfered with in any way.
- Cleaning – The Casual Hirer is responsible for ensuring that the venue is left (as at the end date and time recorded on the registration form) in a clean and tidy condition. See 17c for details. The Regular Hirer is responsible for ensuring that the venue is left in a clean and tidy condition as per 17c at the end of every hire. For Government Agencies, cleaning fees and cardboard removal fees are negotiable at the time of booking.
- Children (under 18 years of age) must be under the supervision of a responsible adult at all times and must not enter the kitchen or bar areas.
- Rubbish Removal – See 17c. Any rubbish that will not fit in the exterior bins provided must be removed by the Hirer.
Privacy Notification – Hire of Facilities
The personal information that the Management Committee has collected or is collecting from you is personal information for the purposes of the Information Privacy Act (2009) (Qld). The intended recipients of the personal information are officers of the Management Committee, the Fraser Coast Regional Council or any other agent/contractor of the Management Committee and other Statutory Authorities.