Hire Projector Agreement

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Hire Projector Agreement document sample

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FULLARTON PARK CENTRE
411 Fullarton Rd
FULLARTON SA 5063
Phone 8372 5180

HIRE FEE SCHEDULE FROM OCTOBER 2010
SESSION WEEKDAY WEEKEND
Morning 9am - 1pm 9am - 1pm
Afternoon 1pm - 5pm 1pm - 5pm
Evening 6pm - 10pm (Sun - Thu) 6pm - 2am (Fri & Sat)

WEEKDAY WEEKEND
Room Area Single Full Evening Single Full day Evening
session session
2
Howard Room 30m $69.00 $102.00 $69.00 $69.00 $102.00 $89.00
Boardroom 30m2 $69.00 $102.00 $69.00 $69.00 $102.00 $89.00
2
Community Room 40m $80.00 $135.00 $80.00 $85.00 $137.00 $100.00
Parkview Room 85m2 $127.00 $220.00 $127.00 $165.00 $280.00 $220.00
2
Lounge Dining & Kitchen 195m $285.00 $450.00 $285.00 $360.00 $600.00 $470.00
Banquet Room 195m2 $275.00 $425.00 $275.00 $360.00 $560.00 $445.00
2
Banquet Room & Kitchen 195m $305.00 $490.00 $305.00 $420.00 $650.00 $520.00
Rear function area 390m2 $435.00 $700.00 $435.00 $580.00 $920.00 $740.00
2
Whole building (hirable space) 575m n/a n/a n/a n/a $ 1375.00 n/a
Setting Up Hire see Conditions of Hire Relevant hourly charge
$11.00 hour ($11.00) $11.00 hour ($11.00)
Craft Studio
($85.00) (over 7 hrs) ($85.00) (over 7 hrs)

FULLARTON PARK GROUNDS - Hire fee applies - price on application

PUBLIC LIABILITY Complimentary for Mandatory for
INSURANCE “Casual” hirers Regular Hirers

BOND PAYMENT Banquet Room, Lounge Dining, Kitchen $300
separate payment to hire fee
required for after hours bookings Parkview Room $300
ensure hirers return room to pre-hire conditions
& to cover damage
must be paid at or before key pick-up time Community, Board, Howard $100

Conditions of hire apply.
PLEASE NOTE: Discounted hire fees may apply for non-profit groups, schools, charities & local residents
by approval only.
Failure to comply with conditions may result in additional charges.

Page 1 of 7
FUNCTION ROOMS
Furniture must not be moved between rooms.

Area Capacity Capacity Capacity
EACH ROOM HAS AVAILABLE: M2 Theatre Banquet Cocktail
Style Style Style
40 35 - 40
COMMUNITY Screen, urn, whiteboard, TV DVD, O/H Projector, 4 x 890mm square
tables, 2 x1800mm trestle tables, bar fridge & 30 chairs

30 30 - 25
HOWARD Screen, urn, whiteboard, TV DVD, O/H Projector, 4 x 750mm square
tables, 2 x1800mm trestle tables, 20 chairs, sink, bar fridge, toaster
oven

30 30 - 25
BOARDROOM Screen, urn, whiteboard, TV DVD, O/H Projector, sink, bar fridge, 4 x
890mm square tables, 2 x 1800mm trestle tables, 24 chairs

85 65 50 75
PARKVIEW Screen, urn, whiteboard, 9 x 1800mm trestle tables, 6 x 1060mm
trestle tables, 60 chairs, lectern, own kitchenette/servery with sink, pie
warmer, toaster oven, microwave, dishwasher & sound system

195 150 120 200
LOUNGE/DINING Screen, urn, whiteboard, Shared between Lounge/Dining & Banquet
(Carpeted) sound system, 100 and availability dependent on either rooms
chairs pre existing bookings

6 x stage modules - carpet covered 195 240 200 250
BANQUET Screen, urn, whiteboard, 1800mm x 1200mm x 250mm
(Wooden Floor) sound system, 140 60 chairs
chairs 8 x 750 x 2400mm trestles (8')
10 x 750 x 1800mm trestles(6')
8 x 750 x 1050mm trestles (3.5')
20 x 1800mm round trestles (seats 10-12)
8 x 1500mm round trestles (8-10)
TV/DVD, O/H Projector, lectern

Page 2 of 7
FULLARTON PARK CENTRE
411 Fullarton Rd
FULLARTON SA 5063
Phone 8372 5180

CONDITIONS OF HIRE PLEASE READ THESE CONDITIONS CAREFULLY
Current as at 23 August 2010
All Hire Agreements are bound by the following hire conditions.

By signing the hire agreement you are acknowledging that you fully understand and will comply with these hire
conditions.

Breaches of any of the following conditions may result in forfeiture of the Bond or termination of the use of the
venue.

1. TYPE OF FUNCTION
1. Full details of the type of booking/function/event being held must be advised at the time of booking. This
includes any anticipated noise made during the function that may hinder any other users ie drumming,
wailing, singing.

2. The Centre has the right to refuse or cancel bookings believed to be unsuitable or inappropriate to the
venue.

3. If the venue is used for a purpose or function other than specified in the Hire Application Form, the Bond will
be forfeited.

4. Buck's and Hen's night type functions and 16th, 18th and 21st birthday parties (and the like) are not permitted
at the Centre.

5. Hirers are required to provide all their own resources at all times. This includes catering, stationery and any
other resources associated to their function.

6. Hirers must adhere to their booked times. Booked times must include time for setting up and packing away.
Hirers must not enter the premises prior to the booked time or stay longer than their booked time. The Hirer
will incur additional hourly charges for their overstay.

2. BOOKINGS AND PAYMENT OF FEES
1. A hire agreement can only be entered into by a person over the age of 18 years and is not transferable.

2. Booking times must include time for setting up, packing away and cleaning in the allocated hire time.
Additional time required is dependent on availability and will be charged at the hourly rate (maximum 2
hours).

3. Tentative bookings will only be held for fourteen (14) days and will be automatically cancelled should there
be no confirmation.

4. Once confirmation of the booking has been received a hire agreement and invoice will be issued. Payment
of the total hire fee with a signed hire agreement confirms the booking.

5. Hirers must adhere to invoice terms of payment as set by the Centre.

3. CANCELLATIONS
Fullarton Park Centre requires advance notice of cancelled confirmed bookings. All monies paid will be
returned, less 10% administration fee, except in the following two instances:

Cancellations of less than 10 working days notice – 50% of hire fee is payable
Cancellations of less than 5 working days notice – 100% of hire fee is payable

Page 3 of 7
The City of Unley may cancel the booking without notice in the event of an emergency or if the facility is
deemed unsafe and will:

Refund any amounts paid by the Hirer in relation to the booking if the Hirer is without fault.
Not be liable for any loss or damage suffered as a consequence of exercising its right to cancel the
booking.

4. BOND & KEYS
1. A Bond must be paid as security against non-compliance of hire conditions.

2. A Bond will only be refunded in full should there be no costs to the Centre arising from the function.

3. A Bond will only be partially refunded where Centre Management needs to rectify any damage, supply
additional cleaning, organise inappropriately stacked/stored furniture (OHS & W) and rubbish removal etc.

4. In situations where costs for the above 4.3 exceed the Bond, the Hirer will be responsible for any additional
expenses incurred by Centre Management due to the function. This is not negotiable.

5. The signed key holder will accept responsibility for the payment of new locks and replacement keys if the
key(s) is/are lost, stolen or misplaced.

6. Key collection does not give authorisation for access to the venue outside the hours of hire.

7. Keys must be collected and bond monies paid prior to function. This must be done at a mutually agreed
time between the Hirer and Centre Management during office hours, (9am-4pm) within the week prior to the
function.

8. Should keys not be collected, a call-out fee will be incurred by the Hirer at a minimum rate of $55.00 per
visit on opening and closing the Centre.

9. Keys must be returned within two working days after the function and in full working order.

10. Permanent/Regular Hirers will be issued a key once all hire requirements have been met.

5. SECURITY
1. Weekend and after hours Hirers will be issued with a temporary security code to arm and disarm the alarm.
Hirers are only authorised to be in the Centre at the times according to their signed hire agreement.
Random inspections of the hire facilities may occur as part of Council’s after hours security process.

2. Hirers will be charged a call-out fee if the alarm is activated as a direct consequence of their negligence and
a patrol has been dispatched.

3. The Hirer is responsible for securing the premises before leaving the Centre.

4. Prior to vacating the premises, the following must also occur:

All electrical appliances, lighting, and air-conditioning in the hired area must be switched off; (This
excludes refrigeration units, bug zapper in main kitchen and rechargeable vacuum cleaners);

All windows and doors in the hired area must be securely locked;

All furniture stacked in their correct positions.

5. Hirers with bookings from Sunday to Thursday evenings must vacate the premises by 10.30pm. The
Security system activates remotely on these nights. Any Hirer still in the building will be billed for any call-
out fees which occur.

6. FURNITURE/CATERING/EQUIPMENT
1. The hire fee does not cover the setting up of seating, tables or hire equipment before or after the function.
These tasks are the responsibility of the hirer. Failure of the Hirer to return all furniture to pre-hire condition
may result in a furniture re-stacking fee being charged if Centre Management are required to do this on the
Hirer's behalf.

Page 4 of 7
2. The hire fee does not include the provision of linen, cutlery, crockery, cookware, glassware or refreshments.
Provision of such items is the responsibility of the Hirer. Cleaning products, eg dishwashing liquid,
dishwashing powder, tea towels and garbage bags are not provided by the Centre.

3. Delivery and collection of goods must occur during the booked and prepaid hours of hire. When hiring
equipment, Hirers must liaise with Centre Management regarding delivery and collection times. (Please
note: Centre staff WILL NOT assume responsibility for or sign for delivery or collection of Hirer's goods)

4. All personal belongings and Hirer's equipment must be removed from the hired area. The Centre accepts
no responsibility for any equipment left on the premises by the Hirer.

7. MUSIC AND NOISE
1. On Friday and Saturday nights, music and noise is to be kept at a level so as not to disturb the local
residents and must cease at midnight.

2. Hirers are asked to ensure that all guests leave the premises promptly by 1am in a quiet and orderly
behaviour. This is to allow time for cleaning and packing up of Hirer's goods so as the premises can be
vacated by 2am.

3. Failure to comply may result in a forfeiture of part or full bond refund if a complaint has been received.

4. Any attendance by the SA Police Department will result in the bond totally being forfeited.

8. ALCOHOL CONSUMPTION
It is the Hirer's responsibility to obtain the relevant licence regarding the consumption/supply of alcohol on
the premises or grounds from the Liquor and Gambling Commissioner, 50 Grenfell Street, Adelaide, ph
8226 8477 or website www.olgc.sa.gov.au The licence must be displayed on the premises in a visible
position on the night of the function.

9. CLEANING
1. The hired area must be cleaned and tidied, before vacating the building with all furniture stacked or restored
to its original position unless otherwise indicated. It is the responsibility of the Hirer to ensure that soiled
floors are swept, mopped (kitchen only) or vacuumed accordingly and all tables should be wiped clean.

2. Rubbish must be placed in plastic bags and deposited in the commercial “skip” situated outside the rear exit
doors alongside the kitchen service yard.

3. Glass bottles, cans and plastic bottles are to be placed in the recycle bins in the kitchen service yard.

4. If using candles, ensure that drip mats are provided to prevent hot wax from staining any floor surface.

5. A carpet-cleaning surcharge will be incurred for any function where the carpet has been heavily soiled as a
result of the event held by the Hirer.

6. Where spillage occurs on parquetry floors, Hirers are asked to wipe and dry the spillage immediately to
ensure parquetry doesn’t warp.

7. No food materials are to be left in the refrigerators or cupboards at the end of the hire period.

10 DAMAGE
1. Hirers must respect the Centre's property and the rights and belongings of other patrons of the Centre.

2. Under no circumstances is furniture to be taken outside the building.

3. All damage, breakages and losses must reported to the Centre Management as soon as practicable during
office hours. If these occur outside of office hours, and these affect the security or the safety of the Centre
and its patrons then the Hirer must notify the City of Unley after hours service by phoning 8372 5111.
Compensation for damage to the Centre or its equipment, including loss of equipment will be required.

4. The Centre accepts no responsibility for loss or damage, which occurs to the Hirer's goods or equipment
during the period that such goods or equipment are lodged in the hired premises.
Page 5 of 7
11. GROUPS / NON-PROFIT ORGANISATIONS
It is the responsibility of the Hirer to substantiate their current status as a not for profit group / organisation.
A not for profit group / organisation will only receive a fee discount for events directly linked to their not for
profit activities.

12. INSURANCE
The Council’s General Public and Products Liability Insurance Policy will cover one off / casual hirers.
Please note: if the function includes any activities that are deemed high risk then the Hirer must purchase
Public Liability Insurance and provide the Centre with a Certificate of Currency.

Regular/permanent Hirers must have Public Liability Insurance to the value of $10 million Australia wide in
place prior to the hiring date. A valid Certificate of Currency needs to be provided annually. (Please Note:
In order for the insurance to be valid, the policy name and Hirer's name must appear the same).

13. SAFE ENVIRONMENT
The City of Unley is committed to providing a safe environment for children and other vulnerable people.
Hirers are required to comply with the City of Unley Safe Environment Policy: failure to do so may result in
the Hirer being excluded from future hiring of Council facilities. A copy of the Safe Environment Policy is
available on request or on the City of Unley website. www.unley.sa.gov.au

14. GENERAL CONDITIONS
Hirers shall conduct and manage their function at all times in an orderly and lawful manner.

There is absolutely no smoking within the Centre (including the toilets). The Hirer is responsible for
advising and enforcing this regulation to all guests.

Under no circumstances are wedding guests to throw confetti, rice or other like material, (with the
exception of rose petals being used outside only), anywhere on the premises. Failure to comply will
result in a cleaning surcharge.

Sub-letting of the Council venue, or a part thereof, is not allowed under any circumstances.

All children are to be supervised at all times

15. EMERGENCIES
Event organisers must be aware of fire exits and emergency evacuation procedures prior to
commencement of their function/event and must inform their guests of these procedures. Please observe
the locations and instructions of extinguishers prior to a function/event.

Emergency Exit Doors must be kept clear and remain accessible at all times throughout the function/event
and fire extinguishers must not be removed and placed elsewhere.

Page 6 of 7
FULLARTON PARK CENTRE
411 Fullarton Rd
FULLARTON SA 5063
Phone 8372 5180

APPLICATION FOR HIRE
NAME OF ORGANISATION / BUSINESS / HIRER:

NAME OF PERSON REPRESENTING
THE ORGANISATION / BUSINESS / HIRER:

ADDRESS:

POSTCODE:

CONTACT PHONE NOS:

AREA REQUIRED (Please tick to confirm)
Community Howard Parkview Boardroom
Lounge/Dining/Kitchen Banquet Room/Kitchen
Park/Grounds Craft Studio

ADDITIONAL REQUIREMENTS:

DAY DATE/S REQUIRED:
Please choose your dates carefully as constant booking/date changing will incur an administration fee

START TIME FINISH TIME
Hire times MUST include time for set up and pack up

FUNCTION TYPE: NUMBER IN ATTENDANCE:

ONLY UPON RECEIPT OF THIS COMPLETED SIGNED ORIGINAL PAGE AND PAYMENT IN FULL (AS PER
INVOICE TO FOLLOW) WILL BOOKINGS BE ACCEPTED AS TRULY CONFIRMED.