Clive Austin Conference Centre

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1 Clive Austin Conference Centre APPLICATION FOR VENUE HIRE AND TERMS AND CONDITIONS The Clive Austin Conference Centre is a purpose built facility available for casual or repeat venue hire. The following form is required to be completed for all venue hires for a casual or once-off venue hire. We ask that you thoroughly read and understand all the terms and conditions below prior to making the venue hire application. To make a booking or to view the Venue, please contact Merrin Lavender, Event Coordinator at Royal Rehab on (02) Please complete this form and return to Royal Rehab through any of the following means: Post Royal Rehab Attention: Merrin Lavender 235 Morrison Road Ryde, NSW 2112 Fax to Scan and to Deliver to the Royal Rehab reception at the address above attention to Merrin Lavender. Please note that should you require a venue hire inspection please make an appointment. PLEASE PRINT ALL INFORMATION AND TICK APPROPRIATE BOXES APPLICANTS DETAILS Name of Hirer Mr / Mrs / Miss / Ms (Please Circle) Organisation Postal Address Postal Code Home Phone Work Phone Mobile (required) Organisation Website How did you hear about the venue? Page 1 of 11

2 Please tick what type of event you will be holding: Performance Lecture Meeting Conference Cocktail Party Lunch/Dinner Exhibition Workshop Religious/ Church Group Political group Group Fitness Private function Please describe Other Please describe VENUE HIRE DETAILS Name of Event: Date/s: Facility required from (access time): Function/Activity Start time: Pack up/cleaning time Expected Set up time: Function/Activity Finish Time: Facility required to (time): attendance: Room Configuration: Audio Visual Equipment Cocktail Theatre Classroom Cabaret Banquet U-Shape Other Royal Rehab can provide the following Audio Visual equipment (please tick what equipment is required for your booking): Data Projector Projector Screen Lectern & Microphone Wireless Microphone Lavaliere Microphone Whiteboard Presenter Laptop Internet Other Will catering be YES NO Name of Caterer: provided? Will liquor be YES NO Liquor Licence Number: provided/ sold*: *Please note that if liquor is to be sold the hirer is responsible for attaining a liquor licence permit for the event. Page 2 of 11

3 SCHEDULE OF FEES CATEGORY Category 1: Standard HOURS OF OPERATION Mon-Fri: 8am-6pm Mon-Thurs: 6pm-10pm Fri & Sat: 6pm-midnight HIRING CHARGES $70.00ph $80.00ph CATEGORY 1 This includes but is not limited to hire by individuals, commercial operators or for commercial activities, political organisations, schools, tertiary institutions and local, state and federal government (with the exception of the City of Ryde). Categories outlined below are exceptions to this standard rate. Category 2: Funded Community Groups 50% discount from Category 1 Category 3: Religious Worship 20% discount from Category 1 Category 4: Unfunded Community Groups Sat, Sun & Public Holidays Mon-Fri: 8am-6pm Mon-Thurs: 6pm-10pm Fri & Sat: 6pm-midnight Sat, Sun & Public Holidays Mon-Fri: 8am-6pm Mon-Thurs: 6pm-10pm Fri & Sat: 6pm-midnight Sat, Sun & Public Holidays All Hours of Operation $35.00ph $40.00ph $56.00ph $64.00ph POA CATEGORY 2 Community is defined as schools located within the City of Ryde and nonprofit organisations based in or providing community or leisure services to the residents of the City of Ryde CATEGORY 3 Activities for the purpose of religious worship or general congregation where the organisation is located within the City of Ryde. CATEGORY 4 Activities for the benefit of the community, such as education, leisure, social, cultural activities which meet priority outcomes in Council s Management and Social Plan and are run by small and emerging Non-Profit groups or charities (that do not receive recurrent/ongoing state or federal funding) which are located within the City of Ryde. This includes Playgroups. Groups in this category (with the exception of Playgroups) will be reviewed after two years. Page 3 of 11

4 POSSIBLE ADDITIONAL COSTS Set-up and pack-down- Please note that the Royal Rehab venue hire fees do not include personnel labour fees to set-up and pack down your hired rooms or any equipment required for your booking however Royal Rehab can provide a set-up and pack-down service at a cost (see below for rates). Cleaning- Areas hired need to be left clean and tidy- should additional cleaning be required costs will be charged to the hirer (see below for rates). After hours labour- Royal Rehab operates the venue from 8am to 5pm daily- bookings prior to 8am and after 5pm may incur after hours charges (see below for rates). Security- Should Royal Rehab deem it necessary to provide security for your booking these costs will be on-charged to the venue hirer (see rates below). It is up to Royal Rehab absolute discretion to deem if security is required PERSONNEL RATES- Please note that personnel rates are based on a minimum call of 2 hours unless otherwise negotiated with RR. Public holiday rates available on request. REQUIREMENT Set-up and pack down labour E.g. for the set-up of venue furniture requirements etc. After hours labour E.g. required for any venue access prior to 8am and after 5pm subject to management discretion Security- note minimum 4 hour shift Security may be required at the discretion of management Cleaning Cleaning fees may be charged if the venue is not left as found and may also be required for large traffic events to service the toilets COST- per hour Mon- Fri: $44.00 per hour Saturday: $55.00 per hour Sunday: $65.00 per hour Mon- Fri: $44.00 per hour Saturday: $55.00 per hour Sunday: $65.00 per hour Mon- Fri: $44.00 per hour Saturday: $55.00 per hour Sunday: $65.00 per hour Mon- Fri: $44.00 per hour Saturday: $55.00 per hour Sunday: $65.00 per hour COMMUNITY GROUPS Community groups seeking the discounted community rate are to provide documentation that proves your organisation s not-for profit status. Please provide one of the documents below: Copy of your group s Certificate of Incorporation (from the Department of Fair Trading) or An Authority to fundraise (from the Department of Gaming and Racing) or Income Tax Exempt Charity Statement (from Australian Taxation Office) Page 4 of 11

5 INSURANCE Incorporated bodies, educational, religious organisations and commercial enterprises must provide Royal Rehab with a minimum of $20,000,000 Public Liability Insurance cover, or such other amounts as Royal Rehab may specify from time to time, which notes the interest of Royal Rehab. A current certificate of currency must be forwarded with this application. Tax invoices or summary sheets WILL NOT be accepted. Please attach a copy of the 1 page Certificate of Currency of your Public Liability insurance policy Insured (Name on Policy): Insurance Company: Policy Number: Expiry Date: BOND Please identify to whom the refund of any fees and/or bonds should be made out to: Name / Organisation (If applicable): Postal Address: Postcode The refund of any fees and/or bonds will be paid by EFT unless otherwise negotiated: Direct deposit into a nominated Bank Account (complete details below) Bank Account Name Bank: Branch: BSB No: Account No: The Organisation/Group/Individual agrees with Royal Rehab to use the Royal Rehab Community Hall on the following terms: To abide by the Terms and Conditions applying for the use Royal Rehab Community Hall; To use the hired area only for agreed time and purpose specified on the application; To leave the hired area, on each occasion of use, in a clean and tidy state; To report any damage to Royal Rehab immediately. Hire is paid in advance a minimum of seven (7) days prior to the event, unless otherwise agreed with Royal Rehab. Failure to pay accounts on time may result in hire being terminated. I, the hirer, have read, understood, and agree to abide by the Terms and Conditions for the hire of Royal Rehab Community Hall. I agree to be fully responsible for the payment of fees and any additional charges arising out of hiring, in accordance with the terms and conditions that have been supplied to me. Name: Signature: Date: NO BOOKING IS CONFIRMED UNTIL FULL PAYMENT IS MADE AND A WRITTEN CONFIRMATION IS RECEIVED Page 5 of 11

6 INDEMNITY AND RELEASE FORM Royal Rehab Address: 235 Morrison Road, Ryde, NSW 2112 Phone: Fax: DETAILS OF HIRER Name of Hirer Mr / Mrs / Miss / Ms (Please Circle) Organisation Postal Address Home Phone Work Phone Mobile (required) INDEMNITY (Name of hirer) (hereafter known as the Hirer ) agrees to indemnify Royal Rehab from and against all actions, claims, costs, losses, expenses and damages (including the costs of defending or settling any action or claim) in respect of: Loss of, use of, or damage to property of the Hirer; or Personal injury (including death) or illness to any person or loss of, loss of use of, or damage to any property; resulting from or by reason of anything done or omitted to be done by the Hirer arising at on or the property of Royal Rehab. The Hirer s liability to indemnify Royal Rehab is reduced proportionally to the extent that a negligent act or omission of RR or its employees has contributed to the injury, damage or loss. RELEASE The Hirer unconditionally releases Royal Rehab from all claims, suits, demands, actions or proceedings (whether at law, in equity or arising under any statute) arising out of or in connection with an act, default or omission of the Hirer or any of the Hirer s Agents. The Hirer agrees not to sue or make any claim or demand against Royal Rehab in respect of matters covered by this release. I declare that the information supplied by me on this form is complete, true and correct to the best of my knowledge. NAME: SIGNATURE: DATE: Page 6 of 11

7 TERMS AND CONDITIONS We aim to provide clean, quality, affordable facilities for community use. We appreciate your assistance in providing these facilities to the community. Penalties for breaching any of these conditions of hire can include fines or immediate cancellation of hire. 1. QUOTES AND PRICES a. All prices are current at the time of quotation and are subject to revision prior to confirmation, unless otherwise agreed. Royal Rehab expressly reserves the right to revise fees and charges from time to time. b. All written quotes are valid for twenty-one (21) Business Days from the date of quotation for tentative bookings unless withdrawn by the Hirer prior to receipt of the required deposit in cleared funds. c. Royal Rehab may provide discounted hiring charges for those hirers who are classified by Royal Rehab as Category 2, 3 or 4 as defined under the Schedule of Fees. 2. VENUE HIRER CANCELLATION/ POSTPONEMENT/ CHANGE OF DATE a. If an Event or series of events are cancelled by the Hirer, the following terms are applicable:- i. Two (2) months notice: no cancellation fee will apply. Pre-paid deposits will be returned to the Hirer ii. One (1) month to (2) months notice: the cancellation fee will be equivalent to the deposit, which will be forfeited iii. Fourteen (14) days to one (1) month notice: the deposit will be forfeited plus an additional cancellation fee, the equivalent to 50% of the estimated amount (based on last costing and numbers outlined in registration form) which would have been billed to the Licensee for the Event, will be applicable. iv. Less than ten (10) days notice- full payment is required or payment made is non-refundable. b. If an Event is postponed or date changed, the following terms are applicable:- v. One month notice: no cancellation fee will apply. Pre-paid deposits will be transferred to future event i. Fourteen (14) days to One (1) month the postponement fee will be equivalent to the deposit, which will be forfeited vi. Five (5) to fourteen (14) days notice - the deposit will be forfeited plus an additional fee, equivalent to 50% of the estimated amount (based on last costing and numbers outlined in registration form) which would have been billed to the Licensee for the Event, will be applicable vii. Less than five (5) days notice - full payment is required or payment made is non-refundable. c. The Hirer and the Card Holder (if charges paid by credit card) agree that the cancellation fees/postponement/charge fees are reasonable and agree to these as liquidated and agreed damages to compensate Royal Rehab for (inter alia) administrative time and lost opportunity. d. RRC reserves the right to cancel or postpone any confirmed booking if i. any payments are not made as and when requested; ii. the type of Event materially alters in any way from what was booked and confirmed; iii. the Hirer does not observe any time requirements set out in this agreement or in any communication with them; iv. Any arrangement or proposal for the Event presents a security risk for Royal Rehab or causes Royal Rehab to be in breach of any licences or permits it holds or is directly responsible or liable for. e. If Royal Rehab cancels or postpones any confirmed booking under 3.d, it will use all reasonable endeavours to make alternative arrangements to your satisfaction including arranging an alternative suitable venue and/or nominating an alternative suitable date. If suitable alternative arrangements cannot be agreed, Royal Rehab will refund all monies paid but will not be liable in any way for any other claim, demand or compensation. Page 7 of 11

8 3. DEPOSIT a. Bookings are tentatively held at the time of enquiry by the customer, but all bookings are considered tentative until a non- refundable deposit of at least 20% of the nominated venue hire is paid. 4. VENUE ACCESS a. Access to the proposed venue is by prior arrangement only a schedule of deliveries and venue set-up and pack-down arrangements should be sent to Royal Rehab no later than seven (7) days prior to the venue booking. b. Please contact the Royal Rehab contact named above to organise pre-venue hire site inspections and on the hire day access. c. No items can remain on the property between bookings unless prior written permission is received 5. BOND a. A fully refundable bond is held against possible damage to the Conference Centre or facilities, its furniture and fittings including fire and electrical services. b. Bond amounts are dependent upon the nature of your venue booking requirements. c. The entire bond or parts thereof may be retained for any of the following reasons: 1.1. Early access required on the day of the booking 1.2. The event or booking running overtime 1.3. If smoking was detected in the facility 1.4. If additional cleaning is required post booking 1.5. If an insurance claim is made the excess payment may be withheld 6. CLEANING a. The hired venue must be left clean and tidy for the next hirer b. Every hirer must do the following: Place all loose rubbish in the bins provided. Wipe down all benches and tables (where necessary) Dispose of rubbish correctly into bins before leaving. Rubbish is not to be dumped on the ground near the bins. Recycle if possible. You must advise Royal Rehab staff if there is excess rubbish that doesn t fit in bins provided. Any rubbish above a reasonable amount must be removed from the building by the hirer Safely stack all tables and chairs. All furniture should be accounted for. Report to Royal Rehab Management if the venue was not found in a clean and tidy state. c. Should additional cleaning be required, Royal Rehab shall provide this service at the nominated rates- see rates table on page VENUE SET UP AND PACK DOWN a. Should you require the set-up and pack-down of furniture or equipment related to your venue hire this service can be provided by Royal Rehab at the nominated personnel rates- see rates table on page 4 b. Please note that some equipment including technical theatre or audio visual equipment can only be set-up, operated and packed-down by suitable qualified and experienced personnel engaged by Royal Rehab. 8. EXTERNAL EVENT COORDINATORS AND SUPPLIERS a. If you propose to engage an external event management company to assist in the preparation of your event, the event management company name and all contact details must be advised in writing 14 (fourteen) days prior to the event or submitted with your venue hire agreement. Page 8 of 11

9 b. Royal Rehab reserves the right to refuse or require modification to any plans of any external event management company without liability or consequence, for the benefit of the event, venue or any WH&S issues. 9. VENUE DELIVERIES a. All deliveries to the venue must be agreed with Royal Rehab prior to delivery and must be delivered to the venue on the dates and times agreed. All deliveries should be clearly marked with the name and date of the Event/ Booking. Royal Rehab reserves the right to refuse any delivery made or attempted at any other dates or times, at its complete discretion, without any liability or consequence. b. All equipment and property brought to the venue must be removed immediately following the Event/ booking unless previously arranged in writing with Royal Rehab. Any equipment or property not removed, may be removed and/ or discarded by Royal Rehab at its complete discretion, without any liability or consequence and any cost, damage, claim or losses relating to the exercise of this discretion will the responsibility of the hirer. 10. SECURITY a. Should Royal Rehab determine your proposed venue booking is of a high-risk nature it will be compulsory for you to hire Security (arranged by the Royal Rehab at full recovery cost from the Hirer) prior to, during and after the event/function. Please see rates table on page 4. b. Royal Rehab provides security in accordance with industry standards- Two (2) security for the first 100 (one hundred) guests and one (1) security per 100 (one hundred) guests thereafter. 11. DECORATIONS a. The hirer is responsible for removing all decorations immediately after the completion of the venue hire period b. Venue hirers are not permitted to attach any decorations to any wall or surface in the venue c. Venue hirers are not permitted to utilise confetti, rice, bubble machines or glitter within the venue. Should these materials be used within the venue significant cleaning costs will be incurred by the venue hirer (plus loss of the bond). d. Smoke machines are not permitted in function rooms as they may set off fire alarms 12. CHILDREN a. All children under the age of 16 (sixteen) must be under the direct supervision of a responsible adult at all times when in the venue 13. FOOD CATERING For the health and safety of people attending the event it is recommended: Self-caterers be aware of the health guidelines for the safe preparation, handling and serving of food at functions as per the temporary food licence guidelines set by the local council The hirer is to ensure that all food is prepared in a licenced commercial kitchen or by a licenced caterer as per NSW Health Guidelines Hirers need to organise all their own catering equipment- this includes heating and cooking equipment, table cloths/ crockery/ cutlery and glassware. The kitchen must be left in a clean and tidy condition at the conclusion of the venue hire period, or the Hirer shall be held responsible for any additional cleaning costs (as per costs table above). 14. ALCOHOL Please note the following important considerations: The Royal Rehab Community Hall does not have a liquor licence. Page 9 of 11

10 If alcohol is to be consumed in the venue the Hirer must obtain the permission of Royal Rehab to confirm the booking. Alcohol can only be served if the Hirer obtains the necessary approvals and permits from the Office of Liquor, Gaming and Racing (www.olgr.nsw.gov.au) and the local police. Copies of the relevant approvals must be provided to Royal Rehab at least 14 days prior to the event. No kegs or similar bulk containers are permitted and liquor sales must cease 30 minutes prior to the nominated event finish time. A copy of the relevant permits must be on display for the duration of the venue hire booking. No alcohol is to be consumed outside the Royal Rehab Community Hall. The licensee may only advertise in accordance with the licensor guidelines and must not promote any alcohol or tobacco products on the premises The sale, supply and consumption of alcohol by minors in the Royal Rehab Community Hall is strictly prohibited. 15. NOISE CONTROL Music sound levels must not cause annoyance to the occupants of Royal Rehab residents or the local community Any breach of noise regulations may result in Royal Rehab taking action under the Protection of the Environment Operations Act 1997 Any request from an Royal Rehab representative or a local council or police officer to reduce the sound levels shall be complied with immediately 13. SAFETY An Royal Rehab representative will ensure you are familiar with the emergency evacuation procedures The Royal Rehab Community Hall is equipped with a first aid kit and defibrillator. These are located in the kitchen cupboard closest to the fridge. It is the responsibility of the Hirer to notify Royal Rehab if anything from the First Aid kit is taken out and used, or the defibrillator is used. All exits shall be maintained clear and open for exit or entry without obstruction at all times. Blocking a fire exit is unlawful. Use of dangerous goods- the Hirer will not bring or permit any flame, candle explosive, fuel, ammunition, pyrotechnic, forearm or flammable liquid or substance, or any dangerous weapon to be brought into, or used in the Community Hall or surrounding facilities except with the express written consent of Royal Rehab Management. The Royal Rehab Community Hall has limited car parking on site. The hirer is not permitted to park any vehicle on driveways or footpaths on or around the venue. 17. BOOKING CANCELLATION a. Royal Rehab reserves the right to refuse any booking and to cancel a booking already made for whatever reason. With such cancellations, Royal Rehab will refund the hirer any monies paid to Royal Rehab. Royal Rehab will not be liable for any loss, injury or damage or otherwise of the exercise of any right stated under this agreement, including the right of cancellation. 18. SPECIAL TERM a. Royal Rehab has the right to set out special conditions and hire fees for functions not covered in the current fees and charges Page 10 of 11

11 IMPORTANT NOTES- please take the time to read the following: The hirer must: Be over 21 years of age to book the facility and sign the Application Form. Understand that no booking is confirmed until full payment has been made and a confirmation received. State precisely the type of activity to take place in the facility and any set up involved Under no circumstances enter any areas other than the section/room hired unless authorised permission has been granted. Only be in the facility the times your application states. Any additional time will be charged to the hirer. Notify police immediately if there is any threat of trouble. Report any accidents or near accidents to RR Service staff as soon as possible. Arrange a person to assume responsibility on behalf of the hirer in their absence. No pets or animals are to be on the premises. All cancellations are to be made in writing- please see cancellation policy for terms. Helium balloons are not permitted at the facility unless permission is granted. A charge will be deducted from the hirers bond, or added to their invoice, if balloons are required to be removed from the facility. Smoke machines are not allowed in function spaces. Throwing of confetti, glitter, sprays, poppers or rice is not permitted. The hirer is responsible for the preservation of good order during and following the hire of the facility. Vehicles should not obstruct access to driveways or restrict parking in the street. Hirer's must meet the requirements of the Noise Pollution Act. All music and noise levels must be kept at an acceptable level. Music must cease at 12.00am or at the discretion of Royal Rehab personnel. All items brought in by the hirer must be removed from the premises no later than the time specified on the hiring agreement Hirers are responsible for the care and control of their own property and personal effects. Loss or damage to such items is not covered by Royal Rehab s insurance policy. No game of chance, gambling or any other kind of illegal activities are permitted inside the venue. Page 11 of 11

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