DESIGN TASMANIA VENUE HIRE GUIDELINES

Transcription

1 DESIGN TASMANIA VENUE HIRE GUIDELINES PAGE 1 - DESIGN TASMANIA VENUE HIRE GUIDELINES, JULY 2013

2 DESIGN TASMANIA S AIM IS FOR TASMANIA TO BE RECOGNISED GLOBALLY AS A PLACE OF DESIGN EXCELLENCE.

3 DESIGN TASMANIA IS A NOT-FOR-PROFIT ORGANISATION THAT HAS CONTRIBUTED INTERNATIONALLY TO THE TASMANIAN BRAND, BY PROMOTING TASMANIA AS AN ISLAND OF INNOVATION, DESIGN EXCELLENCE AND CREATIVITY. PAGE 3 - DESIGN TASMANIA VENUE HIRE GUIDELINES, JULY 2013

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5 DESIGN TASMANIA ONLY ACCEPTS VENUE HIRE PROPOSALS FROM CORPORATE PARTNERS, SPONSORS, NON- PROFIT, EDUCATIONAL OR COMMUNITY ORGANISATIONS. VENUE HIRE FUNCTIONS TAKE PLACE IN THE CONTEXT OF AN ACTIVE DESIGN GALLERY. VENUE HIRE EVENTS MUST ADAPT TO DIFFERENT CONFIGURATIONS OF GALLERY SPACES FROM TIME TO TIME DUE TO EXHIBITIONS. DESIGN TASMANIA DOES NOT HIRE OUT ITS PREMISES FOR PRIVATE SOCIAL EVENTS SUCH AS WEDDING RECEPTIONS, PRIVATE PARTIES OR DANCES. PAGE 5 - DESIGN TASMANIA VENUE HIRE GUIDELINES, JULY 2013

6 RATES OF HIRE FOR DESIGN TASMANIA FACILITIES

7 RATES OF HIRE NON-PROFIT, COMMUNITY AND EDUCATIONAL INSTITUTIONS WILL RECEIVE A 30% DISCOUNT OFF THE RATES LISTED BELOW. CORPORATE SPONSORS GET ONE WHOLE OF VENUE EVENT FREE OF CHARGE PER ANNUM SPACE M2 PEOPLE RATE GALLERY ONE $1,320 GALLERY TWO $440 GALLERY THREE $440 GALLERY FOUR $440 PARK ROOM $330 COURTYARD 100 $440 WHOLE OF VENUE 200 $1,760 *ALL RATES AND MAXIMUM GUESTS ARE BASED ON STANDING EVENTS AND ARE INCLUSIVE OF GST. PAGE 7 - DESIGN TASMANIA VENUE HIRE GUIDELINES, JULY 2013

8 CURRENT AND RECENT PARTNERS TH E SCHOOL OF RECENT VENUE PARTNERS

9 ADDITIONAL SURCHARGES SURCHARGE 1: $ (EVENT TO FINISH BETWEEN 5:30PM AND 7.30PM) SURCHARGE 2: $ (EVENT TO FINISH BETWEEN 7.30PM AND 9.30PM) SURCHARGE 3: $ (WEEKEND SURCHARGE) SURCHARGE 4: $ (SIT-DOWN DINNER, GALLERY 2 & PARK ROOM) SURCHARGE 5: $1, (SIT-DOWN DINNER, GALLERY 1) PLEASE NOTE THAT THESE SURCHARGES DO NOT INCLUDE HIRE OF TABLES, CHAIRS OR OTHER EQUIPMENT. FUNCTIONS CANNOT CONTINUE LATER THAN 9.30PM SIZE OF EXHIBITION GALLERIES MEASUREMENTS ARE APPROXIMATE AND DO NOT TAKE ACCOUNT OF ALCOVE SPACES, USABLE SPACE WILL VARY DEPENDING ON WHAT OTHER PROGRAMS ARE IN PLACE AT THE TIME OF THE EVENT. CONFIRMATION AND DEPOSIT ON APPROVAL OF YOUR APPLICATION TO HIRE, A 30% DEPOSIT IS PAYABLE TO DESIGN TASMANIA WITH THE BALANCE PAYABLE WITH-IN SEVEN (7) DAYS PRIOR THE EVENT. A FULL REFUND IS PAYABLE ON CANCELLATION OF A VENUE HIRE PROVIDED WRITTEN ADVICE IS RECEIVED FOUR (4) WEEKS PRIOR TO THE SCHEDULED EVENT. ANY CANCELLATION WITHIN FOUR (4) WEEKS OF THE EVENT WILL ATTRACT A 10% FEE THAT WILL BE DEDUCTED FROM THE DEPOSIT. CANCELLATION OF VENUE HIRE FOUR (4) WEEKS NOTICE MUST BE GIVEN IN WRITING BY THE HIRER, IF CANCELLATION OF THE EVENT IS REQUIRED. PAGE 9 - DESIGN TASMANIA VENUE HIRE GUIDELINES, JULY 2013

10 RIGHT OF REFUSAL DESIGN TASMANIA RETAINS THE RIGHT TO REFUSE REQUESTS TO HIRE THE VENUE. ARRANGEMENTS TO HIRE THE VENUE WILL BE MADE AT THE DISCRETION OF THE APPOINTED REPRESENTATIVE OF THE DESIGN TASMANIA. CATERING DESIGN TASMANIA DOES NOT PROVIDE IN-HOUSE CATERING OR PROFESSIONAL WAIT STAFF FOR FUNCTIONS. IT IS THE RESPONSIBILITY OF THE HIRER TO ORGANISE CATERING AND STAFF FOR THE EVENT, HOWEVER, DESIGN TASMANIA IS HAPPY TO ASSIST THE HIRER IN THE CHOOSING AND BOOKING OF CATERING. IN THIS INSTANCE, CATERING WOULD BE BILLED TO THE DESIGN TASMANIA AND CHARGED BACK TO THE HIRER AT COST. CATERERS CONTRACTED BY THE HIRER MUST LIAISE WITH DESIGN TASMANIA STAFF PRIOR TO THE EVENT AND FOLLOW STAFF DIRECTIONS REGARDING OH&S AND LOGISTICS. COSTS COVERED AND SUPPORT PROVIDED BY DESIGN TASMANIA ELECTRICITY, SECURITY AND ON-COSTS ADJUSTMENTS TO EXISTING LIGHTING SYSTEMS

11 THE HIRER AGREES TO PROVIDE THE FOLLOWING SERVICES ASSISTANCE WITH SETUP AND DISMANTLING OF STAGING/ EQUIPMENT IF REQUESTED COLLECTION OF STAGING/EQUIPMENT IMMEDIATELY FOLLOWING THE EVENT ASSISTANCE WITH RETURNING GALLERY TO THE STATE IN WHICH IT WAS PRIOR TO THE EVENT OPENING HOURS OPENING HOURS ARE MONDAY TO FRIDAY 9:30AM 5:30PM, WEEKEND S AND PUBLIC HOLIDAYS 10:00AM 4:00PM (10:00AM 2:00PM WINTER) EXHIBITORS HAVE ACCESS ONLY DURING OPENING HOURS UNLESS PRIOR ARRANGEMENT HAS BEEN MADE WITH STAFF. SETTING UP THE INSTALLATION OF STAGING/EQUIPMENT IS THE RESPONSIBILITY OF THE EXHIBITOR AND MUST BE COMPLETED WITHIN THE ALLOCATED VENUE HIRE TIMES. DESIGN TASMANIA STAFF RESERVE THE RIGHT TO VARY THE INSTALLATION ONCE SET UP IN ACCORDANCE WITH DISPLAY STANDARDS, SECURITY REQUIREMENTS, PUBLIC ACCESS AND OH&S. LIGHTING ALL GALLERIES HAVE STANDARD TRACK LIGHTING AND FLUORESCENT CEILING LIGHTS, THE ADJUSTMENT OF LIGHTING FOR THE EVENT MAY ONLY BE CARRIED OUT BY DESIGN TASMANIA STAFF. PAGE 11 - DESIGN TASMANIA VENUE HIRE GUIDELINES, JULY 2013

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13 PACKING MATERIALS IT IS THE RESPONSIBILITY OF THE HIRER TO REMOVE AND STORE OFF-SITE ALL PACKING MATERIALS FOR THE DURATION OF THE EVENT. CLEANING AND RECTIFICATION THE HIRER IS REQUIRED TO LEAVE THE AREA CLEAN AND TIDY AT THE END OF THE EVENT. IF THE HIRER UTILIZES DESIGN TASMANIA S DISPLAY EQUIPMENT THE HIRER SHALL BE RESPONSIBLE FOR THE PROPER MAINTENANCE OF THE EQUIPMENT FOR THE DURATION OF THE EVENT AND UNDERTAKES TO RESTORE IT TO ITS ORIGINAL CONDITION AT THE COMPLETION OF THE EVENT. INSURANCE & LIABILITY DESIGN TASMANIA INSURES WORKS ON EXHIBITION: AGAINST THEFT OR DAMAGE DUE TO BURGLARY; AND AGAINST DAMAGE CAUSED BY FIRE OR WATER DAMAGE ALL OTHER LOSS OR DAMAGE TO WORKS ON EXHIBITION SHALL BE THE RESPONSIBILITY OF THE HIRER. PUBLIC LIABILITY THE DESIGN TASMANIA CENTRE HAS PUBLIC LIABILITY INSURANCE TO COVER INJURY TO THE PUBLIC IN THE GALLERY. IT IS RECOMMENDED THAT YOU SEEK INDEPENDENT ADVICE IN RELATION TO YOUR PARTICULAR PUBLIC LIABILITY OR PRODUCT LIABILITY INSURANCE TO ENSURE ADEQUATE PROTECTION. PAGE 13 - DESIGN TASMANIA VENUE HIRE GUIDELINES, JULY 2013

14 CONTACT DETAILS PROGRAM COORDINATOR PHONE PO BOX 1845, LAUNCESTON TAS 7250