FORM Halifax Hall Confirmation of Booking Completing this form you agree to the Halifax Hall Terms and Conditions of Hire * Organisations/Hirers Name: * Hirers Postal Address: * Contact Name/Phone No: * Email Address: * Type of Function: * Function Date: * Function Times: Caterer s Name: * Induction Booked: Wednesday / / 20 am/pm Should the nominated person not attend the induction charges may be incurred. * Name of Person to attend Induction: Contact Phone: * Signature: Date: / / Facilities required and Type of use: * Compulsory Fields. BOND Refundable Bond. $340.70 HALL Hall Hire - per day/evening.. $208.30 Minor Use - maximum of 6 hours.. $115.35 Minor Use < 20 people (regular meetings less than 2 hours). $12.55 Grounds Inter-Town Football. $175.65 TOTAL $ Electronic version current. Uncontrolled Copy current only at time of printing Document Number: ECS_1101A Version No: 6 Authorised By: Executive Manager Environment and Community Services Initial Date of Adoption: 1 July 2012 Document Maintained By: Environment and Community Current Version Adopted: 10 April 2017 Next Review Date: 1 July 2017 K:\FORMS\Venue Hire\ECS_1101A Halifax Hall Confirmation of Booking.docx Page 1
HINCHINBROOK SHIRE COUNCIL ELECTRONIC FUNDS TRANSFER APPLICATION FOR BOND REFUND Account Name: Bank Name:. Bank Address:. Bank BSB Number: Bank Account Number:.. Hired in the Name of:. Date of Hire: Goods/Venue Hired: Contact Phone Number: Contact Person:.. Email Address for Remittance:. PLEASE PRINT CLEARLY All information will be held in the strictest confidence. Conditions of Direct Credit 1. Hinchinbrook Shire Council (HSC) is under no obligation to verify the above bank account details and any changes in the above particulars must be notified to HSC in writing. 2. Payment will be deemed to have been made when HSC has instructed its bank to credit the above account. HSC will not be responsible for any delays in payment or errors due to factors outside the reasonable control of HSC. 3. HSC reserves the right at any time to terminate or suspend this direct credit payment system and to pay by cheque or in any other manner which HSC may determine from time to time. 4. The vendor agrees to repay HSC on demand any payments credited to the vendor in error and HSC reserves the right to set off the amount of any overpayment made in error against future debt or liability owing by HSC to the vendor. I/We apply to have our payment paid by way of Direct Credit, to the account shown above, for the bond refund from the Hinchinbrook Shire Council and accept the above Conditions pertaining to this service. Authorised Signature:. Name of Authorised Person:. Please return completed form to: Accounts Payable Officer Hinchinbrook Shire Council PO Box 366 Ingham Qld 4850 Phone No: (07) 4776 4643 Fax No: (07) 4776 3233 or email accounts@hinchinbrook.qld.gov.au
HALIFAX HALL TERMS & CONDITIONS OF HIRE 2017/2018
It is the hirer s responsibility to comply with the following Legislation: Fire and Rescue Act 1990 Building Fire Safety Regulations 2008 Liquor Act 1992 Food Act 2006 and Food Regulations 2006 Act Non compliance may result in a fine or being evicted from the building Halifax Hall Terms & Conditions 2016/2017 INFORMATION ON HALL The hall is only available for hire for functions that cease by 6pm in the evening, with the exception of the facility being used as a wedding reception in which case the function must cease by 12:00am. If noise complaints are received after 12:00am the bond may be forfeited. Note: Hirers requesting bookings for functions/events which are expected to exceed 6pm are required to submit to Council a request to relax the curfew. All personal property must be removed from the hall by 9.00am on the morning following the function, unless prior arrangements are made because of special circumstances. An induction of the facility is a condition of hire and will be conducted on the Wednesday afternoon before the event between 1.30-3.30pm. Please confirm your attendance with Council s Facilities Officers on 4776 4607 at least one (1) week prior to the hiring date, where issues concerning access to the Hall, securing the Hall after use when the Shire Office is closed and a check list of requirements will be checked off. Please note that persons performing the induction must be present at the event until the end of hire. Charges may apply should the induction not be attended at the scheduled time without advance notice. Emergency (only) call outs during your event should be directed to Council s Community Services Facilities Officer, Mr Russell Andrews on mobile 0408 455 726. Please note, non emergency call outs may be deducted from your bond. Special considerations for hire will also be given to Service Clubs, community groups and like organisations which operate for community benefit causes upon application being made to Council. Hirer s must ensure that ambient noise level from amplifiers/instrumental devices is not too loud and/or disruptive. Smoking is NOT PERMITTED in the Hall (including foyers, toilets). It is a smoke-free building. Floor - Tables and chairs are not to be dragged across the floor. Use of CONFETTI or similar product in the Hall and surrounds is NOT PERMITTED. Staples and tacks etc. are not to be used nor any attachments which will disfigure or damage the walls, ceiling, floor or any part of the Hall. All decorations and items are to be removed after the function. If liquor is sold at a function, the hirer must obtain the necessary permit (application forms at the Court House). Functions are to cease at the expiration of the liquor permit or by 2:00am whichever is the earliest. Note that a permit is not required for a private function where liquor is not being sold (e.g. a wedding function). Hirers shall not sub-let the Hall or transfer the hiring to another party or individual. Setting and Tidying Up The hirer is to set up the Hall for the function and return tables and chairs to the required layout and sweep and mop the Hall after use. If this is not satisfactorily carried out, then costs to do this will be deducted from the bond. The interior of the hall is not to be hosed out. Kitchen and bar areas including equipment are to be left in a clean condition after use (ie benches wiped, floors swept and mopped). Any excess or unnecessary cleaning by Council staff will be deducted from the bond. The hot water system is under the sink and has a switch/button to activate. Cooking oil or fat is NOT to be disposed of down the sink or elsewhere on the premises. 1
Halifax Hall Terms & Conditions 2016/2017 NOTE: All food handling activities are required to be conducted in accordance with the Food Act 2006 regardless of whether the organisation requires a Food Licence. It is the responsibility of the hirer to ensure that this is carried out. Rubbish is to be placed in the wheelie bins provided and bins to be placed on footpath for collection. If more bins are required it is the hirer s responsibility to make alternative arrangements at their expense. Loss and Breakage or other act of default by a hirer will result in the cost of repairs being deducted from the bond. Any damage repair costs over and above the retention bond shall be recovered from the hirer. INFORMATION FOR HIRER Hirer to collect keys from Council Office, on last day business prior to event and return keys on the first business day after the event. Should the keys be lost or not returned the hirer will be liable for the cost of changing all locks and the cost will be deducted from the bond. Hirer must ensure Windows and Doors are left securely locked. Hirer must ensure Lights, Fans and Hot water System are Turned Off. However Security Lights are to be left on. Equipment Available: o 24 trestle tables o 217 chairs o Fridge o Oven Equipment not available: o Crockery o Cutlery o Drinking glasses o Cooking and serving utensils. A copy of the Hirer s insurance cover to be given to Council prior to the event. The Insurance Policy is to cover claims which may arise from injury to persons or damage to property arising from or attributable to the conduct of the event. Please Note: The Hirer may be held liable for incidents for matters that they are responsible for that giving rise to litigation. Council s Insurance covers Council liability only and does not cover the Hirer s liability. PAYMENT OF ACCOUNT An invoice for the security bond and hire fees will be sent out approximately 1 month prior to the booking date, if possible and must be paid in full before use of the hall is permitted and keys being provided. Please note that prices quoted are for the current financial year and are subject to an annual increase. 2
Halifax Hall Terms & Conditions 2016/2017 Fire and Emergency Services Act 1990 Building Fire Safety Regulations 2008 LEGISLATION COMPLIANCE Areas around fire escape doorways and walkways are to be kept clear at all times. Fire Escape Plans are not to be removed from the walls or covered over. Hirers need to comply with Fire Safety Regulations. If you are unsure of the procedure, the Queensland Fire and Emergency Services can inspect the facility to ensure that regulations are being met. The responsible person completing the induction will be expected to instruct all staff/supervisors/responsible persons (including family members) in the fire evacuation procedures for the Shire Hall. The appropriate form will be provided at the initial induction for this purpose and must be signed by all responsible persons. Hinchinbrook Shire Council will be conducting spot checks during events for compliance of requirements for this section. If an event is found to have not met these requirements an induction will be conducted immediately, the costs for this will be deducted from the bond. To maintain fire safety standards the maximum number of persons permitted in the Pavilion is 625 (inclusive of bar and catering staff). FOOD ACT 2006 FOOD REGULATIONS 2006 It is the Hirer s responsibility to comply with all legislative requirements including the Food Safety Standards. If a food licence is required and you are not a current licensee, a food business licence must be applied for at least 10 days prior to the event. It is the responsibility of the hirer to ensure the kitchen is cleaned and sanitised before and after use. The hirer must ensure that prior to any food preparation, ALL food contact surfaces and equipment to be used are cleaned and sanitised, using a food grade sanitiser (Sanitise or similar). Food contact surfaces include, but are not limited to; benches, pots, pans, chopping boards, plates, knives and other utensils. (The Council's Environmental Health Officer may visit the kitchen to check on this requirement). Cooking oil or fat is not to be disposed of in the waste disposal unit. All other refuse is to be deposited in bins provided. Persons hiring the kitchen must have a probe thermometer to ensure potentially hazardous food is received, stored, processed and served at the correct temperatures. Persons hiring the kitchen are to provide soap and single use hand towels for hand washing. LIQUOR ACT 1992 If liquor is sold at a function, the hirer will be required to obtain the necessary Liquor licence and provide a copy to Council. Functions are to cease at the expiration of the liquor permit. Note that a licence is not required for a private function where liquor is not being sold e.g. birthday party or wedding etc. CONTACT DETAILS FOR HINCHINBROOK SHIRE COUNCIL Facilities Officer Hinchinbrook Shire Council PO BOX 366 INGHAM QLD 4850 Phone: 07 4776 4715 Fax: 07 4776 3233 Email: council@hinchinbrook.qld.gov.au 3