Room Hire Agreement Terms

1. St Mary’s Sporting Club Inc. Room Hire booking process

Room booking enquiries will be made via the St Mary’s Sporting Club Room Booking Enquiry form.

Approved bookings shall be confirmed via email, and the Room Hire Agreement will be forwarded to the hirer for completion.

The Room Hire booking process is as follows:

Unconfirmed: when the hirer submits an online room hire booking enquiry and receives an automated confirmation email of submission.
Approved booking: when the hirer receives a confirmation email from St Mary’s Sporting Club Inc. including the Room Hire Booking Agreement Form and a deposit invoice will be emailed shortly thereafter.
Final confirmed: Full invoice for Room Booking Hire sent to hirer 14 days before the event. This must be paid in full before the hire date/s.
Booking finalisation: all outstanding fees have been paid in full.
The application for use shall be made online via the booking form approved and supplied by St Mary’s Sporting Club Inc. and lodged at least fourteen days before the function date.

Booking changes: Requested changes may be put in writing to the Booking Office after submission. Refer to Condition 5 for further information on cancellations.

2. Permission to use the facility
Permission to use the facility can only be granted by an appointed St Mary’s Sporting Club Board Member.

It shall be at our discretion to refuse to hire the facility.

Notwithstanding that the facility may have been let and that these conditions have been agreed to and signed and the hiring and other charges paid, we shall, if we see fit, cancel any such letting and direct return of all money paid. The Hirer agrees in such cases to accept the same, to have consented to such cancellation, and to have no claim at law or in equity for any loss or damage in consequence thereof.

3. Hirer type definitions
The different types of hirers are defined as:

Casual hirers: a once-off or annual event (booking may be over multiple days)
Regular hirers: a booking with a regular occurrence such as weekly, fortnightly or monthly (minimum of six occurrences per calendar year).

4. Hiring fee, deposits and bonds

All approved bookings will require a non-refundable deposit to be paid before the booking is confirmed, with the bond and the remainder of the hire fee to be invoiced after booking confirmation and paid before the event.

Hiring fee

Members: $150
Super halos: 1 (one) $0 room hire fee per calendar year $150 thereafter. Excludes bond and any additional fees.
Non-members: $250 casual room hire
Regular hirers: fee to be agreed upon and put in writing

Deposit:

Members: $50 non-refundable deposit
Super halos: No deposit first hire. $50 thereafter
Non-members: $100 deposit
Regular hirers: Deposit as agreed

Bond:

18th and 21^st birthday: $500
Special occasion (night): $250
Special occasion (day): $100
Meeting and corporate event (day): $100

Should a community group or Not-for-Profit organisation require facilities and Room Hire assistance, please include details in your original Room Hire Enquiry form, which will be reviewed.

4. Hiring fee, deposits and bonds

Hiring fee

Members: $150
Super halos: 1 (one) $0 room hire fee per calendar year $150 thereafter. Excludes bond and any additional fees.
Non-members: $250 casual room hire
Regular hirers: fee to be agreed upon and put in writing

Deposit:

Members: $50 non-refundable deposit
Super halos: No deposit first hire. $50 thereafter
Non-members: $100 deposit
Regular hirers: Deposit as agreed

Bond:

18th and 21^st birthday: $500
Special occasion (night): $250
Special occasion (day): $100
Meeting and corporate event (day): $100

Should a community group or not-for-profit organisation require facilities and Room Hire assistance, please include details in your original Room Hire Enquiry form, which will be reviewed.

5. Cancellations and refunds

For casual hirers, cancellations must be advised at least 14 days prior. If the hirer cancels the booking within the twenty-eight-day period or payment has not yet been finalised, the booking will be cancelled.
For regular hirers: cancellations must be advised at least three working days prior, and no more than 25 per cent of recurring bookings may be cancelled (no matter how much notice is given). Otherwise, you will forfeit your bond (or invoiced equivalent amount).

Hirers wishing to reschedule a booking may transfer their deposit to a new date, assuming the request is received within the above-mentioned timeframe from the initial booking date. Requests outside this period will be required to pay a deposit for their new date and forfeit their initial deposit in lieu of an admin fee.

For regular hirers, a non-refundable deposit will be required for each booked date.

In the event of a cancelled booking, the deposit will act as the cancellation fee and will be forfeited.

St Mary’s Sporting Club Inc. reserves the right to cancel bookings anytime.

Please note: a $30 refund fee applies to all hirers on all refund requests. This fee will be deducted from the total refundable amount.

7. Limit of hiring

The hirer shall:

start and end all meetings or functions not earlier or later than the agreed time stated on the hire application form and shall remove all decoration, litter or property belonging to the hirer and vacate by the clean-up and exit time stated on the hire application form or multiple bookings schedule.
Failure to comply with this section may result in additional hire charges being made against the hirer.
only use the room/spaces as agreed in the hire agreement.
comply with all requirements of the Health Act, Local Government Act, Australian performing rights associates, liquor licensing regulations, and appropriate work cover legislation, if and when applicable, and any regulations herein contained, and shall be liable for any breaches of such acts or regulations.

18th or 21^st birthday parties

All 18th and 21st birthday parties must be:

declared at the time of booking and made by an adult/parent/guardian – a $500 refundable bond is also payable
are not to be advertised on social media
cannot serve alcohol to anyone under the age of 18 and
registered with the police via the Victoria police party safe website.
At the Club’s discretion, booking requests may be declined or required to have a registered security firm working at the door.

8. Decorations

The use of confetti, streamers, or similar articles of decoration or amusement is prohibited.
No tape, adhesives, pins, etc., will be attached to surfaces or flooring.
Blue tac must only be used on glass or timber surfaces.
All decorations must be removed at the end of the function. If this is not done, the costs will be deducted from the bond.

9. Hirer’s barbeque on council land

Hirer’s own or hired barbeque and spits will not be used in or near our community facilities.

10. Damage

The floors, walls, curtains, or any part of the building, or any fittings or furniture shall not be broken, pierced by nails, pins, or screws, or in any other way damaged. No notice, sign, advertisement, scenery or fittings of any kind shall be erected in the building or attached to or affixed to the walls, floors, doors or any such portion of the building, fittings or furniture without the prior consent of the city.

Likewise, all furniture and equipment should be kept in good working order.

The hirer will be liable for the full replacement cost of equipment and kitchen equipment that is damaged due to misuse or that goes missing during the duration of their hire.

Any building, furniture, or equipment damage shall be reported to our community facilities booking office the same or the following business day.

The hirer is responsible for repairing or replacing any damage to the building, furniture, or equipment, including equipment that is lost, missing, or stolen during the hire period.

11. Good order – cleaning of the venue

The hirer is responsible for taking care of the facility and keeping everything orderly while you’re using it. This includes ensuring the facility, including bathrooms, kitchen areas, and surrounding spaces, is clean and tidy when you leave in the state you were provided with. You also need to throw away all your trash in the provided bins.

All furniture and equipment must be placed back where you found them unless you’ve arranged something different with us. You can use the fridges during your event but don’t leave any food in them afterwards. Cleaners are booked for early the next day, and the remaining food or drinks left behind will be disposed of unless prior arrangement is made.

Decorations must be removed and removed within the agreed hire timeframe or other agreement as noted in writing.

If extra cleaning is needed because the space isn’t left tidy, this will be taken from the bond or invoiced with a 7-day payment term.

Please note: Due to the extra cleaning required, confetti, glitter, and rice are not to be used inside our community facilities.

12. Security services

We reserve the right to request external security for functions.

13. Police attendance

Should the hirer request police attendance during their function, they shall be responsible for all expenses in connection with such attendance and notify us of the police attendance by ringing the after-hours phone number: MOBILE NUMBER

14. Obstructions

The hirer shall comply in every respect with regulations under the Health Acts with regard to public buildings for the prevention of overcrowding, obstruction of gangways, passages, corridors or any other part of the building.

All patrons are to remain in booked spaces only. Other Clubroom spaces, change rooms, coaches boxes, grandstands, storerooms, etc. are completely off limits. Any breaches of this requirement, including breaches of the Club’s player, supporter, club official, or member code of conduct, may result in penalties, loss of bonds, cancellation of memberships, or where laws and regulations are not upheld, appropriate action is taken.

Any person offending against such regulations shall be removed from the building.

15. Theft

Neither St Mary’s Sporting Club Inc. nor our agents shall be liable for any loss or damage sustained by the hirer or any person, firm, or corporation entrusted to or supplying any article to the hirer because any such articles or things are lost, damaged, or stolen.

The hirer hereby indemnifies St Mary’s Sporting Club Inc. against any claim by any such person, firm, or corporation in respect of such article or thing.

16. Restrictions

The facility shall not in any way be ’sub-let’ or allowed to be used by any user other than the organisation/hirer named on the application form.

17. Venue equipment

The hirer must request permission to use any electrical or mechanical equipment other than that supplied by the facility.

Any equipment brought into a facility must be tested and tagged as per electrical safety standards (AS/NZ 3760:2003).

Smoke machines and pyrotechnics are prohibited in the venues due to smoke alarms and risk.

We provide a limited amount of equipment, but if this equipment becomes non-operational during the hire, we will not be responsible for immediate replacement. It is the hirers’ responsibility to provide their cables for AV equipment to ensure they have everything they need.

The hirer is required to agree in advance to all bar, kitchen, and equipment requirements for use during the hire period. This equipment will be made available before the event and must be returned in the same working order to the same location after the hire period.

This also includes emptying the dishwashers, ensuring all decorations are removed, and all rubbish is in the allocated bins prior to vacating the venue

18. Non-smoking provisions

St Mary’s Sporting Club Inc. Clubrooms and facilities are smoke-free and vape-free areas, and patrons are not permitted to smoke or vape inside the buildings.

19. Set up/pack up

Hirers are not permitted to access the venue outside the allocated times. Any additional time other than what is stated on the hire application form or the multiple bookings schedule will incur an additional charge, and the hirer will be invoiced for all security charges generated due to overstay (such as setting off alarm and security attendance).

It is the hirer’s responsibility to set up and clear away all equipment to its original location unless arrangements have been previously made to engage our staff.

The hirer’s responsible for disposing of all rubbish, including food scraps and bottles, in the bins provided. As portable bins are available, the bin is expected to be taken to the mess rather than leaving a liquid waste trail dripping from the garbage bag. Failure to adhere to this condition will incur a full loss of bond.

Any excess rubbish not fitting in the bins provided must be removed from the venue and removed by the hirer.

20. Noise

If, in our opinion, the hirer allows any unreasonable noise to be emitted from electrically amplified musical equipment, the bar staff may request the volume be reduced. If action is not taken, we may retain any security bond to pay for any subsequent penalty or fine and may refuse any future application to use the facility by the hirer.

An unreasonable noise is one where noise is audible in a habitual room of an adjoining dwelling. Any noise emitted from electrically amplified musical equipment after 11:00 pm shall automatically be deemed to be unreasonable.

21. Permits

Liquor

At St Mary’s Sporting Club Inc., we believe that serving alcohol responsibly is a joint effort between our venue and our patrons. We are dedicated to providing alcohol in a professional and responsible way, following all relevant laws and sticking to the endorsed Liquor Service Codes of Practice. We understand the seriousness of alcohol misuse and underage drinking. Our bar team are trained in Responsible Service of Alcohol and is committed to encouraging our customers to drink responsibly. We ask young adults to show valid photo IDs as proof of age before we serve them alcohol.

For celebratory functions involving the consumption of liquor (for example, birthdays and youth events), the hirer should register their event with the Victoria Police Partysafe Program.

Food

The hirer is responsible for determining and obtaining any food registration permits applicable to their function.

22. Disputes

In the event of any dispute or difference arising as to the interpretation of these conditions or of any matter or thing contained therein, the decision of the Club President shall be final and conclusive.

23. Insurance

All hirers, including incorporated associations, are required to have their own public liability insurance (PLI). these hirers must take out and maintain PLI for the use of the premises for cover of not less than $20 million for death or personal injury, loss or property damage. By accepting the terms, you agree to the above and that the policy is in the same name as the hirer.

Our booking office may request a certificate of currency of the applicant’s policy stating the level of cover and any exclusion clauses as part of the application before any hiring takes place. St Mary’s Sporting Club Inc. also reserves the right to request an updated copy of the hirer’s certificate of currency.

Casual hirers (not including the above) can apply to be considered to be covered under the landlord’s casual hirer’s public liability insurance policy and pay a premium in addition to the hire fee.

24. Indemnity

The hirer agrees to indemnify and keep indemnified and to hold harmless the St Mary’s Sporting Club, the Board, and their representatives from and against all actions, costs, claims, charges, expenses, and damages whatsoever which may be bought or made or claimed against it by any of them arising out of or in any way related to the granting of this licence and/or the use of the premises.

We are not responsible for any theft, loss, damage, or injury suffered by the hirer or any guest or invitee of the hirer or any person entering onto the premises during the period of hire. The hirer indemnifies St Mary’s Sporting Club Inc. in respect of all claims for loss, damage or injury caused by any person or property during the period of hire, or as a result of the use by the hirer of the premises.

25. Hirer’s responsibilities

The hirer must:

have made all reasonable enquiries as to the suitability of the facility for the proposed function or use, that is, capacity and equipment.
collect and return the facility keys as agreed.
remain on the premises whilst visitors/patrons are in the building.
keep premises locked when unoccupied.
be responsible for orderly conduct and safety of patrons.
supervise all people at the facility at all times.
maintain the premises in a clean and safe condition for the duration of the term of hire and dispose of all rubbish into the bins provided.
adhere to the access and departure times as stated on the hire application form or multiple bookings schedule.
be responsible for payment of charges by the alarm monitoring company should the hirer activate an alarm requiring the attendance of the monitoring company or forget to pick up their keys.
be responsible for administering your own first-aid and provide your own first-aid kit.

26. Key collection

One set of keys will be available for collection from the Clubroom. The key collection is indicated on your hire confirmation form and allows pickup 24 hours prior (or the closest business day), with drop-off on the next available business day.

27. Emergency exits and evacuation plan

The hirer is responsible for the safety of all guests attending your function. The hirer agrees to the following:

All emergency exit doorways and passageways will be clear at all times
Read and abide by the emergency evacuation plans located on the walls within the facility and inform the guests.
Familiarisation of the location of the fire extinguishers within the facility (instructions are available on all extinguishers).
In the event of an evacuation, ensure all patrons have been evacuated from the facility and meet the fire officers attending as a response to the fire emergency.

28. Emergency and after-hours contact

After-hours contact for all booking issues can be made by telephoning the MOBILE NUMBER. Please note that AV support is not available after hours. This must be checked during the event’s set-up.

29. Breaches

We reserve the right to expel person(s) or terminate the function due to any breach of the condition of hire and/or misconduct by patrons.

30. Privacy

The collection and handling of personal information is carried out in accordance with our Privacy policy.