Multi Purpose Hall Hire Terms and Conditions
The College intends to make community facilities available for hire for all organisations within the community. However, where two applications exist to use the same facility at the same time, it will be the College’s discretion as to which organisation will be granted a booking. Generally the College will favour community groups over commercial groups. The standard hire is one court.
The application forms shall be fully completed and accompanied by proof of identity of the applicant either by way of motor vehicle licence, birth certificate, passport or current rates notice. The College will not process applications which are incomplete.
Below is a list of the rules and regulations in hiring the College hall:
- The College will not hire halls for persons under the age of 18.
- Persons 18 years of age and under applying to hire a hall for functions are required to provide the College with their parent’s/s’ written undertaking that:
- The applicant’s parent/s will attend the hall throughout the entire hire period
- The applicant’s parent/s will assume financial liability for any damage caused to College’s property by the function attendees.
- The consumption of alcohol/ liquor is prohibited on or in the College premises.
- Smoking in and around the College premises is prohibited.
- The College reserves the right to refuse an application for hall hire without giving any reason. The College scheduled events in the Hall will take precedence over any Hire agreements. Should the situation occur that there is a clash between the hire agreement and a College event the College will endeavour to provide as much notice as possible the Hirer, the Hirer will have no recourse upon the College for any late notice given. College events may change as little as an hours’ notice. The Hirer hires the hall knowing the risk that their event may be cancelled at short notice.
- Applicants shall be charged hire fees and bonds according to fees and charges set by the College from time to time.
- No booking shall be regarded as confirmed unless the required bond has been paid to the College prior to the function.
- That bond will only be repaid by the College subject to the applicant complying with all its obligations in respect of the hall.
- Where an applicant wishes to make a regular booking, the bond will be deposited prior to the first hiring period and refunded when the applicant informs the College that the hiring is no longer required. The hiring fee and bond shall be paid to the College no later than one month prior to the date of hire.
- No electrical devices are to be used in a hall without prior written approval by the College. If written permission is given by the College the hirer shall ensure that the electrical appliance is tested annually, in good working order and used in a safe manner that is compliant with the user manual.
- The applicant shall ensure that all equipment, food and beverages which are required for the applicant’s function are delivered to the hall within the period during which the applicant has hired the hall. The minimum hire period for a hall is 1 hour (2 hr min for one-off hire) and the maximum hire period is 17 hours, 7 am to midnight. The applicant may only use the hall for the purpose shown on the application form and approved by the College. Unauthorised Hall use will result in refusal of future hall hire and loss of bond. College Staff may have access to a hall at all times without prior notice to the applicant. The applicant shall leave the hall in a clean and tidy condition.
Clean up must be completed at the conclusion of the function. Cleaning includes:
- Removal from the hall of waste that cannot be deposited in bins provided for in the hall or public litter bins.
- Ensuring all floors are left in a safe and dry condition.
- Sweeping or vacuuming all floors.
- Ensuring all chairs and tables are properly stacked in the designated storage area.
- No solvents or cleaning solutions are to be used on the floors. Cleaning solvents and polishes are to be used by the College contractors only. On completion of cleaning, the applicant shall ensure that all lights, heating and cooling units are turned off and that the hall is then secured with the proper key. It is the applicant’s responsibility to provide all the necessary cleaning products and equipment to comply with the cleaning requirements. In a case where an applicant finds the hall in a bad or damaged condition prior to their use, it is the responsibility of the applicant to report the hall condition to the College. During work hours contact the College on 9455 1607. The applicant is to ensure that the key provided is returned to College no later than 10 am on the morning of the next working day following the completion of the hire period. In the event that College’s subsequent inspection shows that the hall has not been left in a clean and tidy condition the cost of any cleaning deemed necessary by the College shall be deducted from the bond deposited by the applicant. Hall Hire Application Decorations shall not be hung from lights or the ceiling and the driving of nails, tacks or screws into any part of the building or the use of adhesive tape or bluetac is prohibited.
- The use of helium-filled balloons is not permitted.
- Consumption of Food in the Hall is not permitted.
- A cost will be incurred by the hirer for the removal of any balls or other items from ceiling joists.
- If recorded music is to be played during the hire period, then the applicant shall ensure that the appropriate licence is obtained from the Australian Performing Rights Association. The applicant shall take all necessary steps to ensure that noise emitted from the facility (including any car park or outdoor areas) during any function does not cause annoyance to nearby residents. This can be done by ensuring doors and windows are closed if music is playing. Applicants are warned that any excessive noise may result in a prosecution by the City of Gosnells for a breach of the Environmental Protection (Noise) Regulations 1997.
- Sub-letting of the hall is prohibited. In the event that the applicant parts with possession of the hall to a person not approved by the College, then the applicant will remain liable for any damage caused by that person. The applicant shall be liable for any loss or injury caused to persons who attend the hall or its environs during the function.
- Please note that the College’s public liability insurance policy protects the College only, and does not protect the applicant or any other person against a claim made concerning the period of hire of the hall.
- Community and Associations groups are required to provide a certificate of currency.
- It is the applicant’s responsibility to ensure the facility being booked is suitable for their needs, and should a facility be deemed unsuitable by the applicant; an alternative venue should be sought. If an applicant deems a facility to be unsuitable after a booking has commenced, it is recommended that the applicant ceases all activities to reduce the risk of injury, loss or damage. It is strongly recommended that the applicant take appropriate steps to ensure a sufficient public liability insurance policy is in place prior to the commencement of the function.
- The applicant is liable for any damage caused to the hall, any fixtures or fittings contained within the hall during the period of hire and or use, whether caused by the applicant, his or her invitees or any other person. In the event that during the period of hire and or use any damage is caused to the hall or any property therein, the College may, at its absolute discretion, call on the bond and apply it to repair Hall Hire Application the damage. Assessment may take several weeks depending on the severity of the damage, and bonds may be held until all assessments are made. The applicant shall ensure the number of people using the facility shall not exceed the maximum number of persons stated by the City’s health services, which is in accordance with Section 178(3)(b) of the Health Act.
- If the applicant cancels a booking less than 14 days prior to the hire date, a fee of $25 will be deducted from the bond. Cancellation may only be effected by notice in writing addressed to the Business Manager. Access and keys Access to the hall will only be available from the date and time are shown on the application to hire a hall. Keys are to be collected from the College Administration, between the hours of 8.30 am and 4.00 pm weekdays.
- If the person collecting the key is not the applicant, then the applicant will need to provide that person with written authority for them to collect the key. Keys shall be returned by the next working day following the completion of the hire period. The applicant shall report any loss of hall keys to the College the next working day following the loss. The cost to replace the keys and/or locks to the hall will be debited from the bond.