INFORMATION PACKAGE Village Drive, Breakfast Point, NSW

Transcription

1 INFORMATION PACKAGE Village Drive, Breakfast Point, NSW

2 BREAKFAST POINT COMMUNITY HALL The Breakfast Point Community Hall is located within the picturesque surrounds of Breakfast Point. With beautiful high ceilings, timber flooring, a separate foyer and second level viewing deck, the Community Hall is suitable for all events. The back deck area provides an extended entertaining area and great back drop for those special photos. The grassed area at the base of the stairs is the perfect location for outdoor entertainment. The Community Hall can host a maximum of 100 guests seated for a dining event, 150 seated wedding ceremony or 150 canapé, stand up event. The Community Hall has been the venue for wedding ceremonies, birthday s, kitchen teas and christenings, to name a few. Listed below are the Hire times and fees involved for the hire of the Community Hall. These times are set and cannot be altered. Public Holidays attract a 10% fee for hire only. Venue Hire Fees and Hire Periods Full Day Hire Half Day Hire 8.00am 9.30pm $1500 Hire 8.00am 2.00pm $1000 Hire $1000 Bond 3.00pm 9.30pm $1000 Bond 2

3 Community Hall Q & A Is the hall available for hire for non-residents? Yes, The Community Hall is available for hire by non residents. How is payment accepted? Payment can be made at the Breakfast Point Country Club by cash, EFTPOS or credit card. Electronic fund transfer is accepted with prior approval from Function Coordinator. Credit card payments will attract a $30.00 surcharge. What else is required to confirm the booking? The application form, terms and conditions and checklist must be completed and returned with full payment. Be sure to complete the bank account details for a speedy return of the bond. Can I collect the keys earlier than my booking to set up? If additional time is required for set up the hall must be hired for this time. For example if the hall is booked for a full day hire on Saturday for a wedding ceremony and the client is wanting to set up Friday night they are required to hire the hall from 3.00pm 9.30pm with payment of a hire fee only required. What is provided with the hire of the hall? The hall has around 6 trestle tables, 80 black plastic folding chairs, a PA system with connectivity to ipod/mobile phone and microphone. What is in the kitchen? The kitchenette has a small bench space and a single sink. There is no refrigeration, freezer, urn or microwave. Can I cook and prepare food on site? There are no cooking facilities provided within the Community Hall therefore cooking is not permitted within the Community Hall and its surrounding grounds. All food should be prepared offsite and delivered prepared for consumption. The use of any cooking equipment is prohibited. Under no circumstances is food to be prepared and/ or cooked within the hall or the surrounding grounds. Street vendors and food trucks are not permitted within Breakfast Point. Not complying will result in the total forfeit of the bond. Are there power points located in the hall? Power points (single phase 240v) are located in the following locations: Kitchen: 1 x right side on entry above the counter Entry: 1 x floor level opposite toilet 1 x right side end of counter floor level Stage: 1 x right side, step side Main Hall: 1 x left side, floor level under shelf/counter 1 x right side, back door side 3

4 What are the measurements of the hall? The hall is 10m wide and 12m in length. The stage is 8.5m by 3.8m, the ramp is 1.1m What are the measurements of the chairs and trestle tables? The chair measurements are 40cm wide, 40cm deep and 80cm high. The trestle tables are 1.8m long, 75cm wide and 75cm high. Does the Country Club provide catering? The Country Club does not provide catering for the Community Hall. Can I have a marquee outside? Yes, small marquees are permitted on the grassed area directly at the back of the Community Hall. The marquee must use a weighted system. No pegging of any sort is to be used at any time. Use of pegs will result in the total loss of bond. The Functions Coordinator must be advised of the intention to install a marquee no less than 14 working days prior to the event. Can I have a petting zoo? No animals, except Guide and Care Dogs, are permitted within the premises. Can I have a jumping castle? Yes. Jumping castles are permitted within the pre-designated areas noted on the attached map. Jump castles may not be erected inside the Community Hall. Jump castles must use a weighted system. No pegging of any sort is to be used at any time. Can I hire additional equipment? Yes. Clients need to organise all hire equipment required. Equipment hire includes additional chairs, tables, linen, service equipment and styling items. Ball pits and the like are not permitted inside the Community Hall. The equipment must be delivered and collected between the hired times. Delivery prior to a booking time will not be permitted. BPCC does not take any responsibility for the delivery and collection of equipment. Can I hire the barbeque area? The barbeque area can be hired for the entire day for an additional charge of $ The hirer period is9.00am to 8.00pm. The hirer is responsible for the cleaning of the barbeques and the barbeque area. Can I hire a mobile cool room? Mobile cool rooms are permitted however must be parked in a marked parking space, not including the disabled parking space, on Village Drive. The cool room must be delivered and collected within the booking time frame. All power leads and other items attached to the cool room must be covered or taped down to reduce trip hazards. What time can the suppliers deliver equipment? All deliveries must be made and collected within your booking time frame. No equipment is to be left at the Community Hall for late or next day collection. Breakfast Point Country Club cannot take responsibility for equipment left behind after a hire period. Failure to comply with any of the terms and conditions, including information provided within the Questions and Answers, will result in the loss of bond. 4

5 BREAKFAST POINT COMMUNITY HALL CONDITIONS OF HIRE Breakfast Point Community Association reserves the right to refuse an application of venue hire, or to cancel any reservation already made without explanation, and to refund the fees and charges paid. Breakfast Point Community Association shall not be liable in any way for any loss or damage or otherwise in consequence of the exercising of this right. Bookings Tentative bookings are held for a maximum of fourteen days from the time of the initial enquiry. It is the responsibility of the hirer to contact and pay the required deposit during this time to secure the booking. Breakfast Point Country Club employees are not obligated to contact individuals with a tentative hold on the Community Hall at the end of the fourteen day period. An owner or tenant residing in Breakfast Point can be eligible for a members discount on the hire of the Community Hall. The members discount is not transferrable and subletting is not allowed. Unless prior permission is given, events cannot be for profit or ticketed events. A booking will only be confirmed when the application form, terms and conditions and check list are signed and payment of the security deposit and venue hire fee/s is received. A copy of the completed terms and conditions and check list are to be retained by the hirer. Breakfast Point Community Association reserves the right to revise the fees, charges and bond payable from time to time as necessary. Breakfast Point Country Club may propose to the booking party a change of function venue to another suitable venue within the premises at any time prior to 30 days before the date booked for the function. If the booking party does not agree with the proposed changed venue, the booking may be cancelled and the hirer to receive a full refund of the deposit paid. The Community Hall is not available for hire Christmas Eve, Christmas Day, Boxing Day, New Year s Eve and Good Friday Period of Hire Community Association Venues are in high demand and strict adherence to hiring times is enforced. When booking the Community Hall, the set up and pack down of the hall should be taken into consideration and must be completed during the hire period. Evening events must conclude at 9.30pm and completed bump out by 10.00pm. If a hirer exceeds their allocated booking time, they will be charged a fee of $100 for each hour which will be deducted from their bond. Bond The security bond must be paid at the time of booking. This bond will be refunded within ten working days after the event(s) on condition the Community Hall is returned in its original state. The bond will be returned to the nominated bank account, listed on the booking form. The bond will be forfeited in whole or part if the Community Hall or its fixtures or fittings are damaged or the Community Hall is left dirty or failure to comply with the conditions of hire. Venue Access The hirer is only permitted to use the area booked and identified on the booking form. The keys for the Community Hall are to be collected from Breakfast Point Country Club Reception, located at 72 Village Drive, Breakfast Point no earlier than fifteen minutes prior to the commencement of the booking. If the event concludes outside the Country Club trading hours, arrangements for returning the keys must be made. Venue keys that are not returned at the pre-arranged time will incur a late fee of $50.00 deducted from the security deposit. Contractors and deliveries can only be accepted by the hirer and during the hire period of the Community Hall. Breakfast Point Country Club employees will not receive and or take responsibility for deliveries of goods left for an event. 5

6 Pre-event site visits can be arranged with Country Club staff by appointment only and when the Community Hall is vacant. Lost Key In the event that the Community Hall key which is signed over to and entrusted to the hirer is lost, the cost of a replacement key, $50.00 per key, will be deducted from the security bond. Cancellation If a confirmed booking is cancelled greater than six weeks from the date of the event a penalty of 50% of the hire fee applies. If a confirmed booking is cancelled less than six weeks from the date of the event a penalty of 100% will be incurred. All cancellations are to be confirmed in writing to the Country Club Events Coordinator as soon as possible. Notification of cancellation should be sent to events@breakfastpointcountryclub.com.au and reception@breakfastpointcountryclub.com.au. Cancellation by Breakfast Point Community Association If the booking is cancelled by Breakfast Point Community Association without fault of the hirer, the Community Association will refund hire and bond payments for that particular booking. The Community Association may cancel the booking if: The Community Association becomes aware that any event, goods or services proposed to be held or provided by the hirer is/are objectionable, dangerous, prohibited by law, pose a safety threat, inappropriate impact on residents or contravene our terms and conditions. The venue is required for a Breakfast Point community event. The hire fees, bond and/or completed forms have not been provided to the Events Coordinator within the two week tentative booking period. Maintenance or urgent repairs are being carried out to the venue. The hirer has not provided evidence of insurance coverage and/or liquor licence. The Community Association and its representatives, reserve the right to monitor an event and limit access to the venue by individuals or amend booking times if there are concerns about the safety of people attending, residents of Breakfast Point or Community Associations property. Right to Refuse Booking Application Breakfast Point Community Association reserves the right to refuse an application of venue hire, or to cancel any reservation already made without explanation, and to refund the fees and charges paid. Breakfast Point Community Association shall not be liable in any way for any loss or damage or otherwise in consequence of the exercising of this right. Restricted Items There are no cooking facilities provided within the Community Hall therefore cooking is not permitted within the Community Hall and its surrounding grounds. All food should be prepared offsite and delivered prepared for consumption. Under no circumstances is food to be prepared and/or cooked within the Community Hall or the surrounding grounds. Street vendors and food trucks are not permitted within Breakfast Point. Smoke machines, candles, incense, matches, heaters, fire pits and fireworks are not permitted within Breakfast Point Community Hall. In the event fire alarms are activated by the hirer negligently, the cost of emergency services call out fee will be charged to the hirer. The False Alarm Charge set by Fire and Rescue NSW is $ Smoking is not permitted in any Breakfast Point venue under the Smoke Free Environment Act This includes any pedestrian access point to the Community Hall. A designated smoking area is located at the Community Hall. Disposing of rubbish, cigarette and cigar butts in the surrounding gardens and footpaths of venues is not permitted. A portable cigarette bin is provided and must be placed at a distant greater than 4 metres from the entrance of the Community Hall. 6

7 The hirer is liable for all damage to property caused, directly or indirectly, by the booking party, or any of its contractors or attendees. Floors, walls, furniture or any part of the building shall not be broken or pierced by nails, screws, durex tape or any fastenings. Nor shall any appliance, fitting or fixture be interfered with in any way. Adhesives are not to be used on any surface. The use of a marquee is permitted within the nominated location shown on the map attached. No structure may be pegged into the ground. All structures requiring tethering must use a weighted system. This includes items such as jumping castles, wedding archway, sun shelter etc. The use of pegs will potentially damage the underground irrigation system. The hirer will be liable for all fees incurred to repair damaged property. All food waste, fat splatters and spills must be cleaned and removed. Failure to clean the area to its original state will result in the hirer being liable for professional cleaning services. Motor Vehicle and Motorcycle Access Motor vehicles, motorcycles and trailers are not permitted to drive or park on any pathway or grass area within the Breakfast Point precinct. The hirer is responsible for any damage occurred by a motor vehicle or motorcycle whilst in Breakfast Point. The revving of motor vehicles and motorcycles is not permitted within the Breakfast Point precent. Breakfast Point roadways are privately owned and therefore are private property. Heavy vehicles are not permitted within Breakfast Point for an event unless previously approved by the Events Coordinator or Country Club Manager. Unauthorised heavy vehicles associated with an event will result in the loss of the security bond and banning of booking future events in Breakfast Point. The marked parking spots are for the use of motor vehicles and motorcycles only. Portable entertainment rides are not permitted within Breakfast Point. Under no circumstances are motor vehicles, motorcycles or trailers to impede traffic egress or park illegally in Breakfast Point. Hirer s Responsibility during hire period The hirer must be present for the duration of the event and is responsible for the conduct and behaviour of their guests. This includes public safety, prevention of damage to the venue, emergency evacuation, noise levels, and returning the venue in a clean and tidy condition. The hirer should make themselves aware of the Emergency Evacuation Procedure located within the entrance of the Community Hall. Failure to carry out these responsibilities may result in all or part of the security bond being withheld and may compromise future bookings. The Hirer is responsible for the following: All equipment belonging to the Community Hall is to be returned to its storage space. All cleaning and rubbish disposal to be completed in line with Cleaning section of the terms and conditions Ensure all lights, fans and air-conditioning units are turned off, and all doors are securely locked when leaving the venue. Contact Breakfast Point Country Club on at the commencement of your event if the venue is found to be untidy, dirty or there is visible damage to building fixtures or fittings. Breakfast Point Community Association encourages hirers to take photos of dirty and/or damaged facilities when discovered. No animals, except Guide and Care Dogs, are permitted within the premises. Must ensure emergency exits are left clear and usable without hindrance at all times. In the event of an emergency the hirer must contact emergency services, 000 and Breakfast Point Country Club Security Security Guard s may be required for Community Hall bookings. The Security Guard will be on site during the period of your event. The Security Guard act on behalf of Breakfast Point Community Association and all direction and instruction given by the Security Guard must be complied with. Failure to comply with the Security Guard will lead to the forfeit of the total bond. 7

8 Noise Control Breakfast Point is a residential neighbourhood and therefore music, motor vehicle, motorcycle and crowd noise levels must not cause annoyance to occupants of neighbouring properties. Live music and other amplified sources are prohibited within the Breakfast Point precent. The supplied sound system within the Community Hall is the only sound system to be used. Under no circumstances are the external speakers at the Community Hall to be used, or any form of music played outside the Community Hall. Any request from Community Association contracted security company, Country Club representative or Community Association representative to reduce sound levels shall be complied with immediately. All music is to cease at 9.30pm and all participants are to leave the area quietly and respectful of the local residents. Cleaning The venue must be left in a clean and tidy condition by the hirer and locked on departure. The cleaning of the venue includes the following: Wipe down all surfaces including cupboard doors in kitchenette Removal of all balloons, signs and streamers Removal of blu-tac used to place decorations Spot clean of walls and doors Wipe clean all tables and chairs used during hire period Neatly stack chairs and tables in storeroom Collection of rubbish inside and outside the Community Hall Removal of all rubbish from the site there are no bins provided for the Community Hall Any serious damage to Community Association property must be reported to Breakfast Point Country Club immediately. Should staff discover damage to the premise or equipment, the cost of the repair or replacement will be deducted from the hirer s bond. Where possible, the Community Association will contact the hirer the next day to be notified of any damage or rubbish left. The hirer may be permitted to inspect the damage themselves, depending on whether the damage needs to be fixed immediately for the following function. The Community Association reserve the right to impose additional waste disposal charges after an event where additional cleaning services are required to remove fat splatter, spills and rubbish. Alcohol Breakfast Point Venues are for hire to private parties and family gatherings. Alcohol may be consumed at these events and not sold. No alcohol is to be consumed outside the boundaries of the venue and harm minimisation and intoxication will be monitored. Bulk beer is not permitted in Breakfast Point. Use for Sale of Goods or Advertising The Community Hall may not be used for the sale of products for profit or for advertising purposes, unless prior written permission is granted. Approval must be provided in writing prior to the booking. No Liability Breakfast Point Community Association does not accept any responsibility or liability for loss or damage to any property on the Community Association premises prior to, during or after the function. Property items found will be placed at the Country Club reception lost property. Outside Contractors Breakfast Point Country Club must be notified and approve all contractors (including entertainers) to be engaged by the hirer for any function. Any display, exhibition or stage requirements must be submitted to Club Management at least 30 days prior to the function for approval. Any structures erected on Community grounds must use a weight system for structural stability and a risk assessment for proposed structures to be provided on request. Due to underground irrigation through Breakfast Point the use of pegs in not permitted and will result in total loss of bond. 8

9 Insurances The hirer must provide any insurance reasonably required by Breakfast Point Country Club in relation to the event. The client must ensure that all contractors hired by them for the hirer period are covered by their own Public Risk and Worker s Compensation Insurance. To the extent permitted by the law, the client releases the Community Association (including its employees, contractor and agents) from any loss or injury to property suffered by the client or their guests whilst in the Community Hall and using the facilities. In the event a guest attending a private function makes a claim against the Community Association s Public Risk Insurance Policy as a result of an incident or accident occurring at the function or in Breakfast Point, the client may be required to pay any increased premium and/or excess fee attributed to any claim as determined by the Executive Committee. This fee will be deducted from the bond. The booking party must accept these conditions of use, thereby constituting a legally enforceable agreement, by signing below. There may be no amendment to the agreement except in writing signed by the booking party and Breakfast Point Country Club Management. Payment can be made by cash, credit card or electronic transfer. Prior arrangement for electronic transfer must be made with Breakfast Point Country Club Management. A surcharge of $30.00 is applicable to payments made by credit card. Please advise Breakfast Point Country Club by once details of payments made. I / We accept the terms and conditions of this Agreement. Name (please print) Signed 9

10 Breakfast Point Community Facilities Community Hall Function Booking Form Reference No.AA Client Detail: I (name) Post Code of (address) Representing the following organisation (if applicable) (hereafter referred to as the hirer) am applying to hire Breakfast Point Community Hall on (Day) (Date) / / from A.M/P.M. to P.M. The Hire of the Community Hall is subject to the terms and conditions of hire attached to this booking form. I also understand that Breakfast Point Community Association may amend the hire charges associated with my booking. Phone: (H) (M) (B) Address: Function Details: Event Start Time: Event Conclusion Time: Purpose: Max number of guests: Style: (Wedding, Birthday, Meeting etc) (Sit Down, cocktail etc) External Suppliers: Please provide all details relating to external contractors providing service to your event Equipment Supplier: Company Name: Contact Person Contact Number Bump In/Bump Out Time: Catering: Company Name: Contact Person Contact Number Bump In/Bump Out Time: Florist: Company Name: Contact Person Contact Number Bump In/Bump Out Time: Entertainment: Company Name: Contact Person Contact Number Bump In/Bump Out Time: Other: Company Name: Contact Person Contact Number Bump In/Bump Out Time: Client Bank Details: Details are used for return of Bond only. Account Name: Bank BSB: Account Number: Bank Name: Staff Use Only: Received By: Date Received / / Form Completed YES/NO Payment received: YES/NO Date Payment Received / / Receipt # T&C received YES/NO RMS Completed YES/NO 10

11 Breakfast Point Community Hall Hirer Name: Ref # All food should be prepared offsite and delivered prepared for consumption. The use of any cooking equipment is prohibited Hirer Initial Date Bond will be refunded within 10 working days after event Bond will be forfeited in whole/part if fixtures or fittings are damaged All rubbish must be removed from Breakfast Point. Illegal dumping of rubbish in other BP facilities (BBQ) will incur cleaning fee Hire area as per attached map No Pony Rides permitted Motor vehicles are not permitted on any pathway or grass area in Breakfast Point Heavy vehicles are not permitted within Breakfast Point Revving of any engines is not permitted within Breakfast Point precent Gas Bottles are not permitted in Community Hall All structures must be weighted. No pegging of any kind No animals, except Guide & Care Dogs permitted in side hall