Room Booking Agreement

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1 Room Booking Agreement Once completed, return the first two pages of this form to the Commissioner for Children and Young People by: Mail or in person - Ground Floor, 1 Alvan Street, Subiaco, WA 6008 Scan and - For more information, contact the office on or (country freecall) or visit the Commissioner s website. Organisation Address Contact Tel: Mobile: Nominated meeting coordinator Meeting coordinator after hours/mobile phone number Description of meeting (Note: Please refer to approved room usage requirements) Date and time of meeting Rooms are only available: 4:30pm to 8:30pm weekdays and 9:00am to 5:30pm weekends & public holidays Room required (max persons meeting/seminar style) Meeting room (20) Boardroom (16) Combined room (wall opened) (45) Room layout requested (if not standard fees may apply) Number of people attending (Note: Please refer to approved room usage requirements) 0 to 18 yrs to 25 yrs yrs and over - See meeting coordinator responsibilities over page

2 Meeting coordinator agreement I am the authorised representative for the organisation booking the rooms. I agree to use the room(s) set out in the Conditions of Use of Meeting Rooms. I agree that I am responsible for the behaviour of participants and their entry and exit to the building. I must provide photographic Proof of Identity when collecting the Access Key. I must ensure that a qualified First Aid Officer is present during the booked session and that a First Aid Kit is available. I will not have alcohol served in the rooms or anywhere in the premises of the Commissioner for Children and Young People WA. I agree I am responsible for the cost of repair or replacement of any furniture or fittings damaged by participants during this event or for additional cleaning costs incurred as a result of the room s use. At the conclusion of the booked session I agree to secure the premises, turn off all lights and arm the security system. In the event that the security firm is called out because the premises have not been properly secured, I understand that any costs incurred will be charged to my organisation. I agree to take responsibility for any emergency or evacuation procedure. I agree that my organisation is responsible for arranging Working with Children Checks when required. I agree that my organisation is responsible for arranging suitable liability insurance coverage for participants. I acknowledge that the Commissioner for Children and Young People WA accepts no liability other than for safety and security measures which are under its control. I will return any keys by 10am the next working day after the event. Lost cards will incur a charge of $50 to cover the cost of replacement. Signed by meeting coordinator: Date: Booking confirmed: Yes No Signed: Date:

3 Conditions of Use Pre-meeting/event checklist Ensure that, when required, people have authorised current Working with Children Cards. First Aid Officer has been designated and a First Aid Kit is available. Any changes to the standard layout will require at least five working days notice and may incur charges. Provide a list of participants to CCYP on the day of the event or the last working day before the meeting if occurring on a weekend, for emergency and authorisation purposes. A ceiling-mounted data projector and screen is available in the boardroom and combined room formats. A portable electronic whiteboard is available in each room. Any other electronic equipment is to be supplied at the organisation/individual s own cost. There is no wireless internet access available. All refreshments including tea, coffee, milk and disposable cups for cold drinks/water to be supplied at the organisation/individual s own cost. Alcohol is not permitted on the premises. Limited seating is available please check your requirements prior to finalising your booking. Security and emergency access information After-hours access is by security access card(s) signed out to Meeting Coordinator (see procedures). The Meeting Coordinator is to provide after-hours contact details (i.e. personal or work mobile) and commit to being contactable during the booked time in case of an emergency. Please provide Proof of Identity when collecting the access key. For after-hours meetings when a staff member from the Commissioner s office is not present, the Meeting Coordinator will access the meeting rooms via the main entrance using a programmed security card and the access pin code provided to disarm the alarm. The Meeting Coordinator is to check internal doors are closed, turn off lights and re-arm the alarm upon completion of the meeting. If the Meeting Coordinator fails to secure the premises and the security firm is called out after the booking, the call-out fee will be charged to the organisation using the facility. After hours, doors beyond the main reception and to office work area will be locked. Entry into the office work area is not permitted.

4 Exit from rooms to the shared toilets and kitchenette is via a codelocked door and press button at all times. Access back into the rooms from the shared toilets and kitchenette is via access card. The Meeting Coordinator is responsible for the return of the access card(s) in person to the office of the Commissioner by 10am on the first working day after the completion of the meeting/workshop. Return by post, drop off in letterbox or courier will not be accepted. Emergency exit (after hours) is through the front doors to Roberts Road or through the emergency exit door beside the lift to Alvan Street. Do not use the lift in the event of an emergency. Use of meeting rooms on the day It is the responsibility of booking organisation/individual to: arrive in sufficient time to set the room up to your own requirements manage the entrance and exit of all participants. It is recommended that you have: o a designated person to deal with any housekeeping issues that arise, such as parking, toilet access, breaks o a sign directing participants to the room to reduce the number of queries directed to the Commissioner s staff. ensure the Meeting Coordinator is contactable by mobile phone throughout the event in case of emergencies. The door from the foyer to the toilet access corridor and the door from the corridor to the toilets may be propped open during the meeting to allow access to the toilet and kitchenette areas. The Meeting Coordinator is responsible for ensuring that these doors are closed prior to leaving. If these doors are left open when security is active, an alarm will be triggered. ensure that the premises are left clean and tidy, including all rooms used, the shared kitchen and toilets. A vacuum cleaner and cleaning supplies are available in storage room in the foyer. Spills or damage should be reported to the Commissioner s office as soon as possible. The Commissioner s office reserves the right to recover the cost of major cleaning, damage or security attendance from the individual Meeting Coordinator or organisation that made the booking as per the signed agreement. Failure to comply with these responsibilities may lead to refusing further usage of the rooms.

5 No parking for visitors The Commissioner s office does not provide car parking facilities for visitors using the meeting rooms. The City of Subiaco offers ticket parking on the street or in two nearby parking stations. There are two accessible parking bays (permit stickers required) one on Railway Road and one on Roberts Road. The Commissioner s office is within two minutes walking distance of Subiaco Train Station (Fremantle Line) and is close to several Transperth bus routes. For information on how to find us, visit Instructions for Meeting Coordinator emergency procedures These instructions are to be read aloud at the commencement of any activity in the Commissioner s meeting rooms by the Meeting Coordinator. Instructions for reading aloud The meeting rooms are provided free of charge by the Commissioner for Children and Young People WA so let s please respect the space. Please ensure that everyone has signed in and that all participants are listed on the Participants Sheet. In the case of emergency the designated first aid officer is (insert name). And the First Aid Kit is located. If we need to evacuate the building, an alarm will sound. We will assemble in the foyer and move together to the evacuation assembly area. In the case of emergency dial 000. The address of the building is ground floor 1 Alvan Street Subiaco. The nearest street corner is Alvan Street and Roberts Road someone should be sent to the corner to direct emergency vehicles. There is no smoking in this facility or within a ten metre perimeter of the building. This is a residential building and so noise should be kept to a minimum especially after hours and at all times when entering and leaving. Toilets are accessible through two security doors the first will need a pin code 1234, and at the second door you will need a swipe card to get back in. The Commissioner s office areas are not to be entered. Do you have any questions before we start?

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