EVENT AND FUNCTION SPACES AT THE BRIARS MOUNT MARTHA

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1 EVENT AND FUNCTION SPACES AT THE BRIARS MOUNT MARTHA The Briars is the Mornington Peninsula Shire s foremost property 220 hectares of rolling farmland, heritage site (jointly owned by the National Trust) and wildlife sanctuary. It is open every day and the Homestead can be visited between 10am and 4pm when a volunteer guide is in attendance. The Briars Homestead s Edwardian Room, Barn and Visitor Centre Theatrette are available for community group hire. The grounds may be hired for weddings, engagement parties, anniversaries, and memorial services, festivals and concerts. Detailed conditions for hire of an event space at The Briars are attached.

2 Bookings and enquiries Online at: Phone: Fax: Address: 450 Nepean Highway, Mount Martha 3934 Concert and festival venues Hire of The Briars for concerts or festivals requires approval by the Shire Events Team. To find out what Event Category your event is please contact the Events Team directly on To view the Category Information & Event Approval Kits please visit: The Briars Team will assist with site management. Private facilities at The Briars Josephine s Restaurant may be able to assist with functions and catering. Phone: Fax: Web: Briars Outdoor Ed Camp has dormitory style accommodation and kitchen. Phone: Fax: Web: Angus & Rose Coffee and Creativity Phone: Web: Peninsula Astronomical Society Phone: Web:

3 The Briars Angus & Rose Visitor Centre & Theatrette Parking Overflow parking Concert venues Parking Garden weddings Barn Homestead Josephine s Restaurant Eco Living Display Centre Camp

4 Garden functions $426 hire $300 bond Includes: 20 folding chairs 2 trestle tables Outdoor toilets 240 volt power outlet Car parking as shown on the map Does not include: Lectern, signing table, sound system, extension leads Restrictions: Time limits: Daylight hours 3 hours maximum Confetti is not permitted - rice or rose petals may be used Cleaning completed by hirer by 10am next morning Extras: Homestead wet weather contingency $62 hire Commercial photography $260 hire Function where an entry fee is charged $980

5 The Barn Community based use only Fees and bond upon application Includes: 10 trestle tables Pot belly stove and firewood Toilets adjacent (The hirer may be required to provide portable toilets) 240 volt power outlets Car parking as shown on the map Restrictions: Capacity: 120 people seated 150 people standing Time limits: Daylight hours only Not permitted: candles, loud music Kitchen may be used for food service but NOT food preparation Cleaning completed by hirer by 10am next morning Dimensions: 16 x 9 metres

6 Concerts and festivals $1000 hire $1000 bond All applicants for use of The Briars for commercial events must meet Shire requirements as determined by Events and Festivals for: Community benefit Emergency and first aid management Drinking water Traffic and parking management Security Public health and safety Cleaning and rubbish disposal Toilets Relevant permits and licences The event organiser is to provide all staging, lighting, plant and equipment, signage and evidence of public liability insurance with cover of at least $10,000,000. The organiser is to ensure that the number of patrons does not exceed 1500, no dogs are present, no structural alterations are made to the site, that amplified music ceases at 11 pm, and that temporary structures will be on site for less than 80 hours. A security bond of $1000 must be lodged with the Shire prior to the event with an authorisation for the Shire to use or retain all or part of the bond to make good any damage caused by the conduct of the event.

7 Theatrette Visitor Centre $146 hire Includes: 40 chairs 4 trestle tables Lectern, whiteboard Digital projector, internet access, DVD player Tearoom, toilets Restrictions: Capacity: 40 people seated Time limits: 9am to 5pm Sunday to Saturday Cleaning completed by hirer immediately after hire Extras: Community groups free hire except for $13.50 to cover public liability

8 Eco Living Display Includes: Meeting room for up to 30 people Kitchen facilities Digital projector Hire rates Community Commercial Bond Half day $13.50 $50 $300. This may be Full day $13.50 $100 waived under certain circumstances Bookings, payments and conditions of hire: Peninsula Visitor Information Centre, Dromana Free call

9 APPLICATION FOR HIRE OF THE BRIARS Please print clearly in black pen and read the notes on the back before completing this form. Note: Bookings will remain tentative until this application form is returned. Date Required: Time (From): (To): Hire location: Name/s of Hirer: Address: Postcode: address: Name and address for return of bond monies: Postcode: Telephone1: Contact during function name: Contact after function - name: Telephone2: Telephone: Telephone: Function Type/Purpose/Event space: Approximate number of people attending: Will there be alcoholic beverages sold? (If yes, Liquor Licence must be attached to this application form) Yes No Do you require power for musical accompaniment? Yes No 1. I / we hereby understand that the bond payable may be held in whole or in part when the Conditions of Hire are contravened and that, notwithstanding, I / we will be held responsible for ALL costs incurred to restore the Homestead, Homestead fittings, the Barn or grounds to their rightful condition whilst the facility is hired in my / our name(s). 2. I / we hereby undertake to comply with the Conditions of Hire (forming part of this application form), and also pay the hiring charges listed above. Signature of Applicant: Date: Please send the completed application form to: The Briars, 450 Nepean Hwy, Mt Martha 3934 Information Privacy Declaration Council is collecting personal information on this form in accordance with its legislative powers and functions and it will only be used and disclosed in accordance with these powers and functions. You may access the information by contacting Council.

10 CONDITIONS OF HIRE FOR THE BRIARS G E N E R A L I N F O R M A T I O N 1. The Homestead/Edwardian Room is available for community activities and full commercial kitchen facilities are available. The Homestead can seat up to 60 people or a maximum of 80 people for stand-up buffet/cocktail functions. Dancing is not permitted. 2. The Gardens are available for weddings, receptions, luncheons, photographs, christenings, memorial services etc. 3. The Barn is available for community activities. The Barn cannot be used for food preparation, but food may available for community activities be served. Music volume must not cause annoyance to patrons of Josephine s Restaurant. The hirer may be required to provide portable toilets if there is a function at the restaurant. 4. Outbuildings and Grounds are available for community festivals and concerts. A P P L I C A T I O N F O R H I R E A N D B O O K I N G 5. Application for use of The Briars must be made in full on the Application For Hire of The Briars form. The application must state the purpose for which the facility is being booked, the day and hour of commencement and completion of the function and must contain the applicant s undertaking to comply with the conditions of hire. The application must be signed by the applicant. If an amendment is required to the original application, it must be agreed to by both parties. Acceptance of the booking is at the discretion of The Shire. 6. It is implicit in the hiring of facilities that the onus is on the hirer to ensure that their function is conducted in a safe and orderly manner. 7. All bookings shall be made through The Briars Team at the Visitor Centre. P A Y M E N T 8. A deposit of $200 (non-refundable) must be paid within two weeks of booking. If not received by this time, the said booking is deemed to be cancelled and that date can be re-hired. 9. The balance of the hire and bond (if applicable) is to be paid a minimum of two weeks prior to the ceremony/function. S E T T I N G U P 10. The setting up for the function is the sole responsibility of the hirer and/or hirer s agent(s). The hirer may set up for a function on the day before the function by arrangement with The Briars Team, provided that the premises are not required for other purposes at this time. C L E A N I N G U P 11. Premises must be left in a clean and tidy condition. If cleaning is not satisfactorily carried out by the hirer or their caterer a charge will be deducted from the bond. The amount of such deduction will be entirely at the discretion of The Coordinator of The Briars. The use of confetti (including rice and other materials) at the gardens will incur a deduction of $50 from the bond. 12. All cleaning is to be done before 10am of the morning immediately following the function. The premises must be left in the condition it was found prior to the hire. A C C E S S B Y T H E P U B L I C 13. The Briars is open to the general public between the hours of 9am and 5pm. The Homestead exhibition area will be available to the public during the course of any function. D I S P O S A L O F R U B B I S H 14. All rubbish, including cigarette butts and bottle tops, shall be placed in the bins provided. The Briars is an active recycler and expects hirers to conform to this policy. T I M E L I M I T S 15. Garden functions are restricted to daylight hours for a maximum of 3 hours. 16. No other bookings will be taken on that day for that event space. 17. If a function is booked for outside and needs to be moved inside, a minimum of one day s notice is required and is subject to availability and other bookings.

11 CONDITIONS OF HIRE FOR THE BRIARS L I Q U O R 18. A Liquor Licence must be obtained from Consumer Affairs Victoria if alcoholic beverages are to be sold, or if an admission fee is charged to a function at which liquor is served. A copy of the Licence must accompany the Application For Hire of The Briars form. R E Q U I R E M E N T S 19. The hirer shall provide all power leads, adaptors and boards, which shall comply with Electrical Regulations. Additional toilets will be required for all functions where the number of guests exceeds 100 and/or as specified by the Occupancy Permit. 20. The hirer may use The Briars tables and chairs, with full responsibility for their set up and storage after the function. 21. Wedding guests are to be informed that confetti is not permitted. Rice or rose petals are preferred. P R O T E C T I O N O F F U R N I T U R E A N D F L O O R S 22. The unauthorised relocation or movement of any item of furniture or carpet is not permitted under any circumstances. O P E N F I R E P L A C E 23. If the hirer wishes to use the open hearth in the Edwardian Room, all care must be taken to ensure that the fire is handled responsibly, with due regard for safety and that the fire screen is left in place at all times. The hearth must be left in a clean and tidy condition. C A N C E L L A T I O N O F B O O K I N G 24. By The Shire The Shire reserves the right to cancel any bookings by giving notice to the hirer no later than one month prior to the proposed booking date, whereupon the booking shall be deemed to have never been made. The Shrire accepts no liability in the matter whatsoever. Should it be necessary for The Shire to cancel any bookings, all fees paid in respect of that booking will be refunded. 25. By the Hirer Should any hirer desire to cancel a booking, The Shire will not be liable to refund any fees paid unless notified of the cancellation in writing at least three (3) months prior to the booked date. The refund does not include the non-refundable deposit of $200. L I M I T O F H I R I N G 26. The Hirer shall only be entitled to the use of the particular part or parts of the property hired, as specified on the Application For Hire of The Briars form and The Briars reserves the right to let any other portion of the property for any other purposes at the same time. The unauthorised use of areas of The Briars not booked will incur a deduction from the bond. A C C E S S 27. The Shire staff or its nominee shall, at all times and notwithstanding any hiring, be entitled to free access to any and every part of the property and buildings. T H E F T 28. Neither The Shire nor its staff shall be liable for any loss or damage sustained by the hirer, or any person, firm or corporation entrusting to, or supplying any article or thing to the hirer, by reason of any such article or thing being lost, damaged or stolen. The hirer hereby indemnifies The Shire against any such claim by any person, firm, or corporation in respect of such article or thing.

12 CONDITIONS OF HIRE FOR THE BRIARS I N S U R A N C E 29. The hirer agrees to indemnify and to keep indemnified, the Shire, its servants and agents, and each of them from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, or any of them, in connection with the Hirers performance or purported performance of its obligations under this Hire and be directly related to the negligent acts, errors or omission of the Hirer. The Hirers liability to indemnify the Shire shall be reduced proportionally to the extent that any act or omission of the Council, its servants or agents, contributed to the loss or liability. 30. Part of the hire fee contributes to Mornington Peninsula Shire s public liability insurance. Your function is therefore covered for public liability. Exclusions include paid performance, any property, personal belongings or money brought onto The Briars by the hirer or the hirer s guests. The policy excess is $250 for each claim. 31. It is essential that the hirer takes on a leadership role with duty of care implications for a function. S U B - L E T T I N G 32. No portion of the building hired shall be sub-let or any tenancy transferred or assigned without the written consent of the Coordinator The Briars. D I S P U T E S 33. In the event of any dispute or difference arising as to the interpretation of these conditions, or of any matter contained therein, the decision of the Mornington Peninsula Shire Chief Executive Officer thereon shall be final and conclusive. P A R K I N G 34. Cars are to be parked only in designated car parks. Bridal vehicles (including horse-drawn vehicles) may be parked directly in front of the Homestead. Vehicles must not leave formed tracks. Caterers and other deliveries may access the kitchen from the service car park at the rear of the Homestead. The cost to repair any damage to the lawns and gardens caused by deliveries and staff or guests associated with the function will be deducted from the bond. N O S M O K I N G 35. The Shire has a no smoking policy when inside all buildings and out-buildings, and within ten metres of any door or window. P R I C E I N C R E A S E S 36. The Briars reserves the right to increase hiring fees, subject to approval by Mornington Peninsula Shire Council. Prices quoted are valid for a twelve (12) month period from the time of enquiry. W E D D I N G P H O T O G R A P H S 37. All photographic sessions must be pre-arranged with The Briars Team. Pre-booked wedding ceremonies have priority over wedding photographic sessions, ie. spaces and garden sites are only reserved for booked wedding ceremonies. R E T U R N O F B O N D M O N E Y 38. The bond money acts as a guarantee for fulfilment of these conditions and as security against damage (but not limited to), to the gardens (including the picking of flowers), grounds, building(s) or any fittings or furniture contained therein, by the hirer, their guests or their caterer. The hirer shall be liable on demand by The Shire to pay the full cost of such damage. Should the hirer not fulfil the conditions of hiring, the bond money shall be forfeited and become the property of The Briars as liquidated damages. If there is no breach of the conditions of hire or damage or injury to the building or contents, and provided the premises are left in a clean and tidy condition, a cheque refunding the bond money will be forwarded to the hirer within a three week period from the conclusion of the booking. For further information, please contact The Briars on The Briars 450 Nepean Highway, Mt Martha 3934

13 WEDDING NOTIFICATION THE BRIARS GARDEN (Office Use Only: C&SE../ ) Mornington Peninsula Shire is committed to assisting you to prepare and plan a successful wedding. This notification form has been developed to assist you with organising your wedding, while protecting the surrounding area and ensuring public safety. 1. Applicant Details Name Postal address Postcode Telephone BH Fax Mobile Contact during event 2. Wedding Details Location of wedding The Briars Homestead Garden Melway 145 F12 Date of wedding Wedding times From To On-site set up time Clean up finish time Number attending Erecting a marquee Yes/No (please circle) 3. Wedding Notification All details on the notification form will be entered into the Community & Special Events database and forwarded to the relevant Shire Service Provider for mowing prior to your preferred date. Signed Date Return this form to: Community & Special Events Mornington Peninsula Shire Private Bag 1000 Rosebud 3939 Or Fax (o3) Note: The Shire is collecting personal information on this form in accordance with its legislative powers and functions and it will only be used and disclosed in accordance with its powers and functions. You may access the information by contacting the Shire.

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