Community halls and hubs - hire conditions

The application for use shall be made online via the booking form approved and supplied by the City of Greater Geelong (the City) and lodged at least fourteen days prior to function date.

The workflow for bookings is as follows:

1. Unconfirmed: when hirer submits online booking and receives automated response with online reference number - hire fees will now apply
2. Confirmed: when hirer receives confirmation documentation from the Booking Office with booking number and pays a non- refundable deposit - invoice will be emailed shortly thereafter for balance of fees due (excluding regular hirers)
3. Final: all outstanding fees have been paid in full

Requested changes may be put in writing to the Booking Office after submission. Refer to Condition 5 for further information on cancellations.

Permission to use the facility may be granted by an appointed City Officer on behalf of the City. All hirers must be over the age of 18.

It shall be at our discretion to refuse to let the facility.

Notwithstanding that the facility may have been let and that these conditions have been agreed to and signed and the hiring and other charges paid, we shall, if we see fit, cancel any such letting and direct return of all money paid.

The Hirer agrees in such cases to accept the same, and to have consented to such cancellation, and to have no claim at law or in equity for any loss or damage in consequence thereof.

The different types of hirer are defined as:

1. Casual hirers: a once-off or annual event (booking may be over multiple days)
2. Regular hirers: a booking with a regular occurrence such as weekly, fortnightly or monthly (minimum of six occurrences per calendar year).

All booking enquiries will require a non-refundable deposit to be paid before the booking is confirmed, with the remainder of the fees to be invoiced after booking confirmation:

• Minor halls and hubs: $50 non-refundable deposit
• Major halls: $200 non-refundable deposit.

All outstanding monies are to be paid more than 28 days prior to the date of the booking, or within two working days for bookings made with less than 28 days notice.

• For casual hirers: cancellations must be advised at least twenty eight days prior. If within the twenty-eight day period, booking is cancelled by hirer or payment has not yet been finalised, booking will be cancelled.
• For regular hirers: cancellations must be advised at least three working days prior and no more than 25 percent of recurring bookings may be cancelled (no matter how much notice given), otherwise you will forfeit your bond (where applicable) or invoiced equivalent amount.

In the event of a cancelled booking, the deposit will act as the cancellation fee and will be forfeited. When a booking is cancelled by the hirer more than one calendar month in advance for minor halls and hubs, or two calendar months in advance for a major hall, any non-refundable deposit may be transferrable to a new booking date, but will not be refunded.

In the instance of a booking being cancelled by the City due to a failure to pay any outstanding monies owed within the specified timelines, any deposit already paid will be forfeited and a new non-refundable deposit will be required to be paid to secure any new booking request, even if the same date is being requested.

Hirers wishing to re-schedule a booking may transfer their deposit to a new date, assuming the request for rescheduling is received within the above mentioned timeframe from the initial booking date. Requests outside this period will be required to pay a deposit for their new date, and will forfeit their initial deposit in lieu of an admin fee.

• For regular hirers: regular hirers will be required to pay a non-refundable deposit for each date that is booked.

The City reserves the right to cancel bookings at any time.

We will determine general charges for the facility and these charges may at our discretion vary from time to time.

All payments must be finalised within 28 days of bookings. The City reserves the right to cancel bookings, at their discretion, should payments not be made within 28 days of the hire date. Refer to section 5. Cancellations and Refunds for further detail.

For the hire to proceed, a security bond may be required, as determined by the city. The bond is security for any damage to the building and/or breach of conditions of hire. The total bond will be refunded to the hirer no earlier than 14 days after the function, provided the hirer has complied with all aspects of the conditions of hire.

Should the cost of repairing damage to the property exceed the bond, we will recover the cost of repairs (including cleaning) from the hirer and the hirer agrees to pay this cost.

The cost of extra cleaning as a result of the function will be deducted from the bond. We will forward an account for additional costs to the hirer within 30 days.

In instances where a bond has not been applied, applicable charges will be raised on a separate invoice.

Any discount is granted on the basis the hirer abides by the terms and conditions they have agreed to on their hall enquiry form. Discounts requests for fundraising events, must meet certain criteria as determined by the City. Decisions on discount requests are solely at the City's discretion.

As a requirement of discounted use of our facilities, you are required to acknowledge the City where possible.

A charge of $7 will be applied to invoice reprints requested by the hirer. For regular hirers, any questions or concerns regarding invoices must be raised with the booking office before the due date of the invoice or invoiced fees and charges will stand.

For information on how to pay an invoice, please visit our pay a council statement or invoice page.

The hirer shall:

• enter the facility and start and end all meetings or functions not earlier or later than the agreed time stated on the hire application form and shall remove all decoration, litter or property belonging to the hirer and vacate by the clean up and exit time stated on the hire application form or multiple bookings schedule.
  
  Failure to comply with this section may result in additional hire charges being made against the hirer.
• only use the room/spaces as agreed in the hire agreement.
• comply with all requirements of the Health Act, Local Government Act, Australian performing rights associates, liquor licensing regulations and appropriate work cover legislation, if and when applicable and any regulations herein contained, and shall be liable for any breaches of such acts or regulations.

18th birthday parties

All 18th birthday parties must be:

• declared at the time of booking and made by an adult/parent/guardian - a $500 refundable bond is also payable
• registered with the police via the Victoria police party safe website.

18th birthday parties:

• are not to be advertised on social media
• person/s serving alcohol must hold a RSA and be over the age of 18
• cannot serve alcohol to anyone under the age of 18 and
• are also required to have a registered security firm working at the door. 

• The use of confetti, streamers or similar articles of decoration or amusement is prohibited.
• Helium filled balloons are not be be used.
• No tape, adhesives, pins etc, are to be attached to surfaces or flooring.
• Blue tac must only be used on glass or timber surfaces.
• All decorations must be removed at the end of the function. If this is not carried out, the costs will be deducted from the bond.

Hirer’s own or hired barbeque and spits are not to be used in or near our community facilities.

The City or our representative shall at all times, notwithstanding any hiring, be entitled to free access to any and every part of the building.

Regular hirers who have hired our halls for a minimum of six months may request their own access pass, meaning they will no longer be required to collect and return to customer service.

Each eligible regular hirer may request one access pass at no cost, however there will be a charge for each additional access pass thereafter. Cost will depend on the type of access required for that venue and will be added to the invoice.

Passes are only distributed from the Wurriki Nyal Customer Service Centre.

By submitting your online request for own access you agree to the following conditions:

• All new passes are to be collected from Wurriki Nyal Customer Service Centre (137-149 Mercer Street, Geelong)
• You may only access the venue during the specified times on your hire agreement
• The pass remains the property of the City 
• The individual completing the request for hall access is personally responsible for the security of the pass and the group/organisation liable as well
• In the instance of a lost key, the responsible party as listed above will be liable for the cost to re-key the building and re-cut all the necessary keys
• We reserve the right to cancel personal access at any time without notice
• You will be required to return the pass immediately to Wurriki Nyal Customer Service Centre (137-149 Mercer Street, Geelong) upon ceasing of hire arrangements
• Costs association with the allocation of the pass are non-refundable.

Please refer to Condition 30 for information on key collection for casual hirers.

The floors, walls, curtains or any part of the building, or any fittings or furniture shall not be broken, pierced by nails, pins or screws or in any other way damaged, and no notice, sign, advertisement or scenery or fittings of any kind shall be erected in the building or attached to or affixed to the walls, floors, doors or any such portion of the building, fittings or furniture without prior consent of the city.

Likewise, all furniture and equipment should be kept in good working order.

The hirer will be liable for the full replacement cost of equipment that is damaged due to misuse, or that goes missing during the duration of their hire.

Any damage to the building, furniture or equipment shall be reported to our community facilities booking office the same or following business day.

The hirer will be held responsible for repairing/replacing any damage to the building or to furniture or equipment, including equipment that is lost/missing/stolen during their hire period.

The hirer shall be responsible for the full observance of these conditions and for the maintenance and preservation of good order in the facility and in the approaches thereto, throughout the whole duration of the hiring.

The hirer shall leave the facility, including toilets, kitchen areas and approaches in a clean and tidy state and dispose of all rubbish.

Furniture and equipment must be left in the position as found prior to the hiring or as arranged with us.

Fridges are to be used for the duration of the booking only and no food is to be left in the fridge between bookings.

Any food or drink left behind may be thrown out at our discretion. 

If necessary, extra cleaning charges of up to $100 will be will be passed on to the hirer for failure to adequately clean our facilities. In the instance where professional services are required such as professional carpet cleaning for example, 100% of the charges will be passed on to the hirer. 

Please note: Due to the extra cleaning required, confetti is not to be used inside our community facilities. This includes, but is not limited to confetti, glitter and rice. Failure to comply will result in a cleaning fee being charged.

We reserve the right to request external security for functions.

Should the hirer request police attendance during their function, they shall be responsible for all expenses in connection with such attendance, and notify us of the police attendance by ringing the after hours phone number: 03 5272 5272.

The hirer shall comply in every respect with regulations under the health acts, with regard to public buildings for the prevention of overcrowding, obstruction of gangways, passages, corridors or any other part of the building.

All patrons are to remain in booked spaces only. Passageways and communal areas are not bookable spaces and should only be used to travel to and from the booked space or bathroom.

In some circumstances, patrons may wait quietly for their appointment in the lounge areas, however noise must be kept to a minimum.

For situations where this may be hard for the hirer to control, we suggest your patrons wait outside the facility.

Any person causing an offence against such regulations shall be removed from the building.

Neither the city nor our servants or agents shall be liable for any loss or damage sustained by the hirer, or any person, firm or corporation entrusted to or supplying any article to the hirer by reason of any such articles or thing being lost, damaged or stolen.

The hirer hereby indemnifies the city against any claim by any such person, firm or corporation in respect of such article or thing.

The facility shall not in any way be ’sub-let’ or allowed to be used by any other user other than the organisation/hirer named on the application form.

The hirer must request permission to use any electrical or mechanical equipment other than that supplied with the facility (jumping castles not permitted).

Large events require the hirer to use a City of Greater Geelong preferred supplier, and the booking officer is to provide a list of preferred suppliers if necessary.

Any approved temporary electrical installation must be installed by a qualified electrician approved by us, and paid for by the hirer, such as: stage lights. There should be no permanent installation in our facilities by hirers.

Any equipment brought into a facility must be tested and tagged, as per electrical safety standards (AS/NZ 3760:2003), such as: tape recorder, data projector.

The physical condition of all electrical appliances and cords must be checked for signs of damage prior to use, and damaged items replaced. Extension leads are not to exceed 25 metres in length.

Smoke machines and pyrotechnics are not permitted in the venues due to smoke alarms and risk.

Deep fryers are not permitted to be brought into our facilities by hirers. 

We provide a limited amount of equipment but if this equipment becomes non operational during the hire, we will not be responsible for immediate replacement. It is the hirers' responsibility to provide their own cables for AV equipment to ensure you have everything you need.

The hirer is to supply and utilise their own cutlery and crockery for their function as this is not provided in the halls.

This also includes dishwasher liquid/tablets for halls that include a dishwasher (excluding major halls).

Any reference in these conditions to action by us shall include authority for our representatives to act in a similar capacity.

Council facilities are smoke free areas, and accordingly smoking by patrons is not permitted inside the buildings.

Hirers are not permitted to access the venue outside the allocated times. Any additional time other than what is stated on the hire application form or the multiple bookings schedule will incur an additional charge and the hirer will be invoiced for all security charges generated due to over-stay (such as setting off alarm and security attendance).

It is the hirer’s responsibility for setting up and clearing away all equipment to its original location unless arrangements have been previously made to engage our staff.

It is the hirer’s responsibility to dispose of all rubbish including food scraps and bottles in the bins provided. As portable bins are available, it is expected that the bin is taken to the mess rather than leaving a liquid waste trail dripping from the garbage bag. Failure to adhere to this condition will incur full loss of bond.

Any excess rubbish not fitting in the bins provided is to be removed from the venue and taken away by the hirer.

If in our opinion the hirer allows any unreasonable noise to be emitted from electrically amplified musical equipment, we may retain any security bond and may refuse any future application to use the facility by the hirer.

An unreasonable noise is one where noise is clearly audible in a habitual room of an adjoining dwelling. Any noise emitted from electrically amplified musical equipment after 11:00pm (or 7:00pm for Newcomb Hall and Virginia Todd Hall) shall automatically be deemed to be unreasonable.

In an instance where multiple hirers are using a facility at one time, noise should be kept to a reasonable level and respect shown to all parties.

Liquor

 It is the hirer's responsibility to determine and obtain the applicable Liquor license For their function.

Hirers proposing the sale of liquor (or inclusion in ticket/entry fee), require a ’limited licence’ from the Victorian commission for gambling and liquor regulation. applications for a limited licences should be submitted at least eight weeks prior to the event for the liquor licensing commission to process their application.

Hirers of the facility must ensure, any person serving alcohol is over the age of 18 and holds a valid RSA (responsible service of alcohol)

No drink carriers or devices that may damage the floor are to be taken into the facility.

Hirers of the facility must take care to avoid any spillage; in the event that spillage occurs, the hirer is responsible for cleaning the area in question.

For celebratory functions involving consumption of liquor (for example: birthdays, youth events), it is recommended the hirer register their event with the Victoria Police Partysafe Program.

Food

It is the hirer's responsibility to determine and obtain any food registration permits applicable to their function.

Performing rights

The hirer hereby indemnifies the city against any claim for breach of copyright.

We are empowered to cancel any booking made for the facility when the facility is required for city functions, municipal elections, state or federal elections and emergency events.

Notwithstanding that the facility may have been let or that these conditions may have been accepted and signed and the rent and/or deposit paid.

We may direct the return of the rent and/or deposit so paid and the hirer agrees in such case to accept the same and to be held to have agreed to such cancellation, and to have no claim at law or in equity for any loss or damage in consequence thereof.

The hirer and persons under their direction shall forthwith obey all directions or orders given by our staff as to the management of the facility and functions being conducted therein.

The City or our representative shall at all times, notwithstanding any hiring, be entitled to free access to any and every part of the building.

In the event of any dispute or difference arising as to the interpretation of these conditions, or of any matter or thing contained therein, the decision of the executive manager appointed by us shall be final and conclusive.

All hirers including incorporated associations are required to have their own public liability insurance (PLI). these hirers must take out and maintain PLI for the use of the premises for cover of not less than $20 million, for death or personal injury, loss or damage to property. By accepting the terms, you agree to the above and that the policy is in the same name as the hirer.

A certificate of currency of the applicant’s policy stating the level of cover and any exclusion clauses may be requested by our booking office as part of the application and prior to any hire taking place. The city also reserves the right to request an updated copy of the hirer's certificate of currency.

Casual hirers (not including the above) can apply to be considered to be covered under the landlord’s casual hirer’s public liability insurance policy and pay a premium in addition to the hire fee.

A ‘casual hirer’ is any person or entity who hires the premises for a permitted activity. A ‘permitted activity’ is either:

1. A one-off social activity or private event (such as a meeting, birthday party, anniversary celebration or other such like activity); or
2. An activity held by a not for profit organisation whose primary purpose is to provide a service to the community or an underprivileged or disadvantaged sector of the community and who does not have the capacity to generate significant income through the provision of its activities or services.

Provided that the staging of any event by the casual hirer referred to in (i) or (ii) immediately above does not occur more than six times per year.

Coverage under the policy is limited to a period of five days commencing from the date the casual hirer takes possession of the premises.

The hirer agrees to indemnify and keep indemnified and to hold harmless the city, our servants and agents and each of them from and against all actions, costs, claims, charges, expenses and damages whatsoever which may be bought or made or claimed against it by any of them arising out of or in any way related to the granting of this licence and/or the use of the premises.

We are not responsible for any theft, loss, damage or injury suffered by the hirer or any guest or invitee of the hirer, or any person entering onto the premises during the period of hire, and the hirer indemnifies the city in respect of all claims for loss, damage or injury caused by any person or property during the period of hire, or as a result of the use by the hirer of the premises.

The hirer must:

• have made all reasonable enquiries as to the suitability of the facility for the proposed function or use, that is: capacity, equipment.
• collect and return the facility keys/swipes.
• remain on the premises whilst visitors/patrons are in the building.
• keep premises locked when unoccupied.
• be responsible for orderly conduct and safety of patrons.
• supervise all people at the facility at all times.
• maintain the premises in a clean and safe condition for the duration of the term of hire, and dispose of all rubbish into the bins provided.
• hirers must ensure the premises are left in the same condition as when they were entered. This includes the cleaning all kitchen surfaces, sweeping of floors/vacuuming of floors if vacuum is available, spot cleaning of all spills, inspection of toilet amenities before leaving to ensure that toilets are flushed and no mess is left.
• adhere to the access and departure times as stated on the hire application form or multiple bookings schedule.
• be responsible for payment of charges by the alarm monitoring company should the hirer activate an alarm requiring the attendance of the monitoring company or forget to pick up their keys.
• all chairs removed from venue and used outside must be cleaned of all dirt, mud etc before being replaced.
• be responsible for administering your own first-aid and provide your own first-aid kit.

One set of keys will be available for collection from the customer service centre, the key collection date and location of the customer service centre is indicated on your hire confirmation form and allows pickup 24 hours prior (or closest business day) with drop off being on the next available business day.

Customer service centre key locations:

• Wurriki Nyal: Newcomb Hall, Cobbin Homestead and Chapel, Mount Duneed Hall, Geelong West Town Hall, Virginia Todd Hall
• Corio: Cobradah Homestead and Lara Hall
• Drysdale: Portarlington Parks Hall, St Leonards Reserve Hall, Marcus Hill Memorial Hall

As hirer, you are responsible for the collection and return of these keys. Caterers will not be given additional keys. You will need to coordinate caterer’s access time.

If you have not collected venue keys for your function from the stated customer service centre within the above times call the after hours contact number - 03 5272 5272. a duty officer can arrange for a security guard to open and close the venue at a cost to you of $60 to open the venue and $60 to close the venue – a total of $120 will be invoiced to the hirer.

Keys must be returned to the pickup location on the next available business day. if you are unable to do this, please contact the booking office to discuss. Hirers who do not return keys in a timely manner, make insufficient attempt to make alternative arrangements or lose their keys, will be charged a replacement key/swipe fee of $35 per swipe and $8.50 per key. hirer's may also be on charged the cost of replacing locks at facilities if keys are not returned.

The hirer is responsible for the safety of all guests attending your function. The hirer agrees to the following:

• All emergency exit doorways and passageways will be clear at all times
• The appointment of an emergency officer or warden responsible for familiarising themselves with the emergency exists and capable of directing patrons as required
• Read and abide by the emergency evacuation plans located on the walls within the facility and inform the guests
• Familiarisation of the location of the fire extinguishers within the facility (instructions are available on all extinguishers)
• In the event of an evacuation, ensure all patrons have been evacuated from the facility and meet the fire officers attending as a response to the fire-emergency.

After hours contact for all booking issues can be made by telephoning our After hours service On 03 5272 5272. state the reason for calling and the operator will transfer you to the appropriate out-of-hours city officer.

For any issues pertaining to WiFi connections in our facilities, please contact the IT after hours Support number on 0409 176 267.

Please be aware in the event of an issue impacting your booking, failure to contact the after hours service will render you unable to make any such claim for reimbursement on hire charges as we have not been afforded the opportunity to rectify the problem at the time.

We reserve the right to expel person(s) or terminate the function due to any breach of condition of hire and/or misconduct by patrons.

By agreeing to these terms and conditions for hiring the venue, you confirm that you will not use the venue as a place to spread hate, use speech to incite violence or hatred, or to threaten community cohesion, health and public safety, and if such action is, in the City’s view, a likely outcome of your hire of the venue, the City may in its sole and absolute discretion cancel the booking.

The collection and handling of personal information is carried out in accordance with our Privacy policy. this policy is available for inspection at, or collection from, our Customer service centres.

It is the hirer's responsibility to advise us if you are engaging any third party contractors to carry out works in the hall for your event (particularly working at heights).

The booking office may request a safe work method statement (SWMS) for any such works, which will need to be approved by an appropriate council officer.

There may also be other conditions including use of council's preferred suppliers.

Under no circumstances is a hirer (or agent representing hirer) permitted to drill, nail, affix, attach or erect any structures in the hall, or bond will be withheld in full (or invoiced equivalent amount for any repairs).

Council halls and properties shall not be let for 'liquidation sales' and shall only be let for fairs and exhibitions (events) which involve the sales of goods subject to meeting the following criteria:

• Direct retailing should be incidental to the principal activity of exhibition and recreation (that is: direct retailing should represent no more than 25 percent of the floor area occupied by the event).
• The activity should involve a number of traders, with evidence provided that Geelong region traders have been given ample opportunity to participate in each event.
• 'Swap meets' may be approved, if the goods changing hands at the event, or for which sale or exchange is arranged at the event, are second-hand, homemade or refurbished.
• To prevent the monopolisation of any council facilities, any one promoter shall be limited to one event per three months in any council facility (that is: only four events per year, per promoter).

Compliance with the above criteria is required and may be assessed by council officers prior to any hiring being arranged and at any time during the event. Although a permit is not required for an event as described above, failure to comply with the above conditions may lead to council refusal to hire its facility.

Weekend (and public holiday) markets have become established as events at which craft works and other homemade, second-hand and repaired items are sold and which have a high recreational, social and family component. They are usually held on public facilities and are regulated so that they are not seen as normal retail activity.

The following conditions apply:

• Total hours open to the public shall not exceed six hours, between 8:00 am and 5:00 pm on any day, with an additional hour allowed for set-up and an hour for clean-up.
• Sale of food shall be subject to health regulations.
• No alcohol, tobacco, fire arms, poisons, pornography, livestock (other than small pets, at the discretion of council) may be sold.
• Conditions may be imposed by council in a permit which may limit the life of the permit or may prescribe the mix of goods to be offered for sale.
• The above restrictions and any other conditions that the council might establish or that exist on a planning permit must be adhered to.