Hall Hire Booking Form

Size: px

Start display at page:

Download "Hall Hire Booking Form"

Bertha Dickerson
5 years ago
Views:

1 Darra Oxley Pony Club Inc. 588 Boundary Road, Richlands Tel: (please note this number is not in operation 24/7 please leave a message or sms if not answered at the time of your call) Hall Hire Booking Form Name of Hirer: Organisation (if applicable): Contact details: Mobile: Address: Date/s of Hall Hire: Time/s of Event (include set up and clean up time): Type of Event: Age group/s involved: Number of people expected (maximum capacity is 120): Hire Cost: $ Bond: $ I/We agree to indemnify the Darra Oxley Pony Club against all actions, demands, claims and costs arising out of or in connection with the hire of this facility. I/We have read, understood and agree to abide by the Conditions of Hire. Signature Date

2 Darra Oxley Pony Club welcomes community use of our Hall for private functions. To ensure we can continue to make this facility available to the community, it is necessary that hirers abide by the Term and Conditions set out below. As the organiser of the event you are responsible for the patrons at your event and their adherence to the terms and conditions of the hire agreement. You will be held responsible for any damage caused during or after the event. Damage caused exceeding the bond will be charged back to the hiring party. For your safety and that of your children entry onto horse paddocks and restricted areas incurs a minimum charge of $100 per incursion. Further, as these areas are restricted ingress is considered trespassing and offenders may be prosecuted. Terms and Conditions 1) Hire Charges and holding of booking The Weekend (including Fridays) Hall Hire Charge is $400 per day plus $600 bond. Multiple day discounts and weeknight rates can be negotiated with the DOPC Committee, please contact the Hall Hire Coordinator to discuss. In all cases a non-refundable Booking Fee of $250 is required to hold the hall for your event. Booking Fees are accepted once the contract has been signed and returned to the club. Until such time as the contract has been received and the booking fee paid no booking exists. When returning the signed contract a copy of the signing party must supply a copy of both sides of a current driver s license and a bill which shows name and address which match the license. Should another party return both to the club in advance the event date is theirs. 2) Payment The balance of the fees is due no less than 14 days prior to the event. Failure to pay by the due date will result in cancellation of the booking and forfeit of the booking fee paid. Payments can be made by direct transfer to: BSB: Account: Name: Darra Oxley Pony Club Please put hall hire and your name as payee. A receipt showing the date and amount paid must be ed to darraoxley@gmail.com. We are unable accept credit cards, EFTPOS, cheques or cash. 3) Cancellation Upon signature and payment of the booking fee, Darra Oxley Pony Club reserves the time and date of the undersigned s hall hire as agreed and will not make other reservations for that time and date. For this reason, all fees are non-refundable if the date is changed or the event cancelled for any reason. 4) Access Keys Keys may be obtained by appointment at the hall on the morning of the day of hire or as arranged at the time of hire. Keys are to be returned by 9:30 the day after hall hire or as arranged at the time of hire.

3 5) Front gate Throughout the course of your event the front gate must be kept closed as patrons enter and exit the grounds. A gate keeper is recommended. Ensure front gate is closed and locked after everyone has left the grounds. Failure to keep the gate closed or locked on leaving will incur a $100 charge against the bond. 6) Security The hall, kitchen and all grounds are under 24-hour surveillance. In the event of any damage, video footage may be used to ascertain the party or parties responsible and legal action may follow. 7) Motor Vehicles In the event that an attendee/s become inebriated or otherwise unable to operate their motor vehicle it should be removed from the property and parked on the street for collection the next day. Absolutely NO vehicles are to remain on the property after the event. Vehicles left on the property will be towed at the owner s expense or a call out fee of $100 charged to the hirer. 8) Compliance with Acts of Parliament and Regulations The hirer of shall comply with the provisions of the Health Act, Liquor Act and any other Act and/or Regulation in force for the time being and applicable to such hiring and use of the building or part thereof. 9) OTHER CONDITIONS OF HIRE a. The hirer shall permit any staff or committee member of the DOPC to have free ingress to the Hall for the purpose of making inspections or enforcing any other of these conditions. b. Persons using the building must ensure that children accompanying them are kept under control at all times. c. All functions are to terminate by 12am except with prior permission from the DOPC. d. When hiring out the Hall, the DOPC requires all cleaning up and finalising to be carried out before 9.30am the following day. This may vary depending on the bookings in place for the following day. e. The hirer is to ensure overcrowding does not occur. Maximum occupants: 120 f. While the venue is in use, exits are to remain unobstructed. 8) Supplied items No linen, crockery, cutlery or toilet paper is supplied except as specified below: Hall: 20 x Folding Tables (each accommodating 6 people) 120 x Chairs (please restack in stacks of 10 as found) 1 x large table Canteen: 1 Upright Refrigerator 120 coffee mugs 1 Electric Stove 1 Esky 1 Microwave 1 Large Teapot 1 Urn Yard: 2 x Council Wheelie Bins for waste NB: The Bain Marie is available for hire for an extra $25 9) Terms and Conditions for Return of Bond Refunds will be made by Cheque that will be made out to the hirer and sent to the addressed supplied on this form. Bonds will be refunded between seven and twenty-one days after the date of hall hire, subject to the requirements contained within the Checklist below. Charges for failure to comply with these requirements are stipulated in Item 10 Bond Penalties and Surcharges. 1. Guests must vacate hall by midnight (12am). Late departure incurs a surcharge listed below.

4 2. Main Hall must be CLEAN and TIDY by 9:30am the morning following day of hire please do not wash floor, just sweep, and wipe up any spills. Restack tables as found, and chairs restacked in piles of 10 as found. 3. Kitchen Area must be CLEAN and TIDY (mop floor with mop provided) by 7:30am the morning following day of hire. 4. Decorations are only to be tied to window latches or hooks provided on roof. NO sticky tape, drawing pins or blue tack on ceiling or walls. 10) Bond Penalties and Surcharges a. Late departure: $25/hour or part thereof. b. Trespassing onto paddocks $100 c. Front gate left open $100 d. Main Hall cleaning: extra cleaning required by club and/or any rubbish located in car parks incurs a minimum charge of $50 deducted from the bond. (Rubbish includes cigarette butts, bottle tops, broken glass, vomit, etc.) e. The full bond will be forfeit should any hypodermic needles be found. (Safe disposal bins are located in each toilet for diabetic use.) f. Any damage to the hall including ceiling area (for example, incorrect use of tape or fixtures) incurs a minimum charge of $50 deducted from the bond. g. Any damage or tampering with fire hydrants and extinguishers incurs a minimum charge of $200 deducted from the bond. If you have any questions please contact the Hall Hire Coordinator on Office Use Only Driver s Licence Copy Received: Yes/No Driver s Licence Number: State: Booking Fee received: / /2017 Amount: $ Balance received: / /2017 Amount: $ Bond returned: / /2017 Amount: $ Deductions made (if any state reasons and amount/s): Authorised by: For Hall Hirer Name: Signed: Date: / / For Darra Oxley Pony Club Name: Signed: Date: / /

5 Hall Hire Checklist Kitchen Floor swept and mopped Benches, sinks and cupboard doors wiped down Fridge and Freezer wiped out, turned off at wall and left open Bin emptied Sliding door gate closed and BOTH padlocks secured Sliding door closed and locked Security grates to hall lowered Shutter doors to hall closed and locked Zip hot water, lighting circuit breakers and lights turned off Alarm set on (when you are ready to leave) Door locked and padlocked Hall When decorating the hall, you must use the existing hooks on ceiling lights and window frames no tacks, sticky tape or blue tack is allowed All spills should be wiped up (do NOT mop this floor please) Sweep hall floor and remove any rubbish Stack chairs in stacks of 10 in corner you found them Stack tables (face to face and back to back) as you found them Ensure all windows are closed Ensure all doors are closed and locked on top and bottom Toilets and Grounds All toilets to be left empty of waste, clean up any mess left by your guests All rubbish to be removed including cigarette butts, bottle caps, empty bottles and cans and food scraps (please check the carpark and areas close to the entrance gate for rubbish your guests may have left when leaving). Two wheelie bins have been allocated for hall hire use. Excess rubbish must be taken with you. Bins to be taken to inside the front gate ready to be put out on collection day.

Hall Hire Policy February 2018

Hall Hire Policy February 2018 February 2018 Policy No. PDSC 1.2013 Title Version Approved Date B B. Devine 11 March 2013 C A. Wilson 6 February 2018 Table of Contents PART A: HALL HIRE POLICY... 1 1 Overview... 1 2 Basis for approval...