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Hall booking terms and conditions

Bayside City Council (we) grant the use of venues to a hirer (you) subject to the following conditions:

Bookings

You can make a booking request by supplying the details requested on our booking form. You can do this online (preferred) or in person at the Bayside City Council Corporate Centre.

We have discretion to accept or refuse any bookings. Your hire is not a tenancy and does not give you exclusive rights to the venue on an ongoing basis.

Once we have approved your booking we will send you a confirmation letter. A booking is not complete until you have paid in full.

Only an adult over the age of 18 can make a booking.

Hire time

You must only use the venue for the purpose stated in your booking request.

Hires must be for a minimum of 2 hours, except for Brighton Town Hall. Brighton Town Hall is available in blocks of either half day, evening or full day.

You will only be able to access the venue during your hire time. You must set up for your event and clean up after your event within the hire time.

You must vacate the venue by 1.00am.

Key collection and return

You must collect and return your key to the Bayside City Council Corporate Centre at 76 Royal Avenue, Sandringham.

You can collect your key up to 2 business days before your hire. You must return your key within 2 business days following your hire.

You must collect and return keys between 8:30am and 5:00pm.

Fees, charges and payment

The cost of hire fees, security bond and other charges are set by a decision of Councillors at a Council meeting. Our website displays fees and charges.

Fees and charges are due and payable 7 days after you receive the confirmation letter. We will pass on a surcharge for online credit card payments.

If payment is not received within this time, we may cancel your booking.

Discounts

We offer discounts to not-for-profit organisations. Our website displays the discount rates.

You must provide evidence of your not-for-profit status to receive a discount.

We will not offer any other discounts.

Security bond

You must pay a security bond by the date specified in your confirmation letter.

If you leave the hall clean, tidy and without damage we will refund the security bond in full.

If you paid online via credit or debit card we will refund your security bond within 7 days of your event. If you did not pay online, refund will be by cheque and may take up to 4 weeks.

If you damage the venue or leave it in an unclean condition we may:

  • Withhold the security bond (in part or in full) to cover the costs of cleaning or repair
  • Demand that you pay an extra amount above the security bond to cover extra costs.

We reserve the right to take further action to recover costs that are not covered by your bond.

Key deposit

You must pay a key deposit by the date specified in your confirmation letter.

If you return the key in good working order we will refund the key deposit in full.

If you paid online via credit or debit card we will refund your key deposit within 7 days of your event. If you did not pay online, refund will be by cheque and may take up to 4 weeks.

If damage or lose the key we may:

  • Withhold the key deposit (in part or in full) to cover the costs replacement
  • Demand that you pay an extra amount above the key deposit to cover extra costs.

We reserve the right to take further action to recover costs that are not covered by your key deposit.

Insurance

You must have an appropriate level of Public Liability Insurance.

If you do not have Public Liability Insurance, you may purchase cover through our insurer for a fee. This cover is intended for one-off or irregular hire, for social or not-for-profit events. If you intend to hire our facilities regularly, you should obtain your own Public Liability Insurance. You can request a copy of our insurer’s policy by contacting us on 03 9599 4444.

If you have Public Liability Insurance, you must provide us with a copy of your Certificate of Currency.

You must obtain your own insurance for goods or products that you offer for sale or display.

Cancellation fee

You must tell us in writing if you wish to cancel your booking.

If you cancel your booking more than 4 weeks before your event, we will charge a $99.75 cancellation fee.

If you cancel your booking less than 4 weeks before your event you will lose 50% of the hire fee.

If you cancel your booking less than 2 weeks before your event you will lose 100% of the hire fee.

If you cancel a booking for 31 January less than 90 days before your event you will lose 100% of the hire fee.

We will only cancel your booking in exceptional circumstances. In this event we will refund your fees and charges in full. You agree to abandon any claim for loss or damages due to the cancellation.

Furniture and equipment

We provide some equipment that you may use during your booking. There is no extra cost for using these items.

This equipment includes trestle tables and chairs. We do not guarantee the quality or suitability of this equipment for your event.

When your event has finished you must return equipment to its rightful place.

You may rearrange the seats and tables to suit your event, as long as you comply with relevant health and safety regulations.

All equipment, including hot water urns, are considered part of the venue and their use is bound by the indemnity terms above.

Forklifts are not permitted.

What you can bring to the venue

You may bring your own caterers, DJs and other event suppliers without our consent.

Mist or smoke machines are not permitted inside the venue.

All types of confetti are not permitted inside and outside the venue

Signage

You must not erect any signs or decorations inside or outside the venue without our written approval.

If you cause damage when erecting approved signs, we may withhold all or part of your bond to recover costs.

Alcohol

You may serve alcohol to your guests within the confines of the building.

If you wish to sell alcohol you must seek our approval and obtain a liquor license.

You must observe the Licensing Acts, the Gaming Laws and all other Acts and Regulations of the State of Victoria.

Smoking

Smoking is not permitted inside the venue. If a smoke alarm goes off and Fire Authorities attend you will be liable to pay a $2,000.00 fine.

Noise and behaviour

You can play music up to 12:00am midnight.

You must keep noise to acceptable levels and ensure guests leave the venue in a quiet and orderly manner.

Parking

You must ensure guests park in the off- street car parking areas where available, or in accordance with parking signs.

Parking is not permitted under the portico or along the roadway adjacent to the Brighton Town Hall unless loading or unloading.

Cleaning and maintenance

You must leave the venue in a clean and tidy state at the end of your booking.

The floor, walls, or any part of the building shall not be damaged by nails, screws, adhesive fasteners or other attachments.

At the end of your booking you must:

  1. Sweep the hard floors and mop where necessary
  2. Arrange for steam cleaning or dry cleaning of carpets should spillage occur
  3. Clean all kitchen appliances and equipment.
  1. Empty the bain-marie and fryer
  2. Remove your rubbish, including bottles and items for recycling

Indemnity

By hiring our venue you agree that we are not liable for:

  1. Any injury suffered at your event
  2. Any loss or damage you sustain
  3. Any loss or damage sustained by any person or organisation associated with your event.

In hiring our venue you agree to indemnify us against any actions, costs and penalties claimed against you. The level of indemnity shall be reduced proportionately by the extent that we contributed to your loss.

Acts and Regulations

You must agree to conform to acts, laws and regulations of the Commonwealth of Australia, State of Victoria and Bayside City Council.

You must comply with the Victorian Health Act and building regulations. This includes taking steps to avoid overcrowding. You must keep exits and walkways free at all times.

Council officer access

You must allow for our officers to have access to all parts of the venue on request

Disputes

Any disputes regarding these terms and conditions shall be referred to the Manager responsible for Open Space, Recreation and Wellbeing at Bayside City Council for a decision. This decision is final and conclusive.