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					   Maribyrnong Community Centre
                  9 Randall Street
                 Maribyrnong 3032
          Tel: 9318 6655 Fax: 9318 5427




     Function / Events Room Hire Conditions of Use
                  July 2010 – June 2011
 Maribyrnong City Council’s broad objective is to encourage and develop a range of diverse
                  activities and opportunities within community facilities

1. Application Form
  1.1. This is an invitation to apply for use of a room/hall to hold a function.

  1.2. The application must be completed and signed by the hirer.
       The Hirer, having signed the form, undertakes to comply with all Conditions of Use.

  1.3. Hirers must be a minimum age of 18 years. If the event is for a person under 18 years ,
       the application is to be completed by a parent/guardian who will be supervising the
       function and in attendance for the entire time. The person completing and signing the
       Application Form is responsible for upholding the Conditions of Use.

  1.4. Completion of this application does not necessarily mean approval will be given. Centre
       management has the right to refuse to grant the hire of any room/s at the Centre, not
       withstanding the permission to hire the premises may have been granted and fees paid.
       Centre management has the right to cancel such permission and direct the return of the
       fees and deposits paid.

  1.5. Approval will be given in writing.

2. Bookings
  2.1. All requests for bookings for hall hire must be made in writing using the attached
       application form. All bookings for Functions / Events can only be made twelve (12)
       calendar months in advance.
       The facility can be booked if available for hire during the following times:
       Monday – Saturday 9.00am – 11.00pm
       Sunday                 9.00am – 7.00pm

  2.2. A non refundable deposit of $50 must be paid to hold a booking. Bookings will not be kept
       if full payment is not received at least 10 working days prior to the function. If payment is
       not made at this time staff will assume that the booking has been cancelled and the
       deposit will be forfeited.

  2.3. A minimum of 5 working days written notice of cancellation is required for any booking, or
       hire fees will be retained.

  2.4. Alterations to bookings require a 10 day written notification period. This applies to both
       extensions and reductions in original hire times.

      2.4.1 If a hirer wants to reduce their booking, notification will need to be received 10 days
        prior to the hire date. If 10 days notice is not given, then the hirer will be charged the
        full rate for the original booked time.


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     2.4.2.1.1  If a hirer would like to extend their original booked time and the venue is
                available, then
         10 days notice must be given for the extended hire period and payment in full is
         required for the additional time prior to the hire


3. Security Bond
  3.1. A security bond of $350 is required for Room hire occurring out of normal business hours.
       (9.00am – 5.00pm Monday – Friday).
       This bond will be paid in addition to the hire fee, as a guarantee of fulfillment of the
       conditions of hire, and as security against any damage to the building or any fittings and
       furniture contained within the building.

  3.2. A key bond of $55.00 per key is required. If keys are misplaced a bond of $55.00 per key
       will be forfeited. The key is required to be returned the next working day after the function.

  3.3. Money will be deducted from the bond if:
        all rubbish is not removed,
        additional cleaning is required,
        there is damage to the Centre,
        the premises are not vacated by the agreed time; and/or
        extraordinary costs (i.e. Security costs) are incurred.

      PLEASE NOTE IF CENTRE IS LEFT UNARMED AND SECURITY IS CALLED OUT,
      YOU WILL INCUR A MINIMUM FEE OF $80

      IF ADDITIONAL TIME IS TAKEN BY THE HIRER EITHER SIDE OF A BOOKING
      THERE WILL BE A CHARGE OF DOUBLE THE HOURLY FEE FOR EVERY HOUR OR
      PART THEREOF.
      The hirer shall be liable to pay any further amount in excess of the bond to meet the full
      cost of any damages, cleaning or extraordinary costs.

  3.4. The Security Bond can be paid by cash, EFTPOS, credit card or cheque. Please note the
       security bond needs to be paid in full 10 days prior to the hire. A cheque will be refunded by
       Maribyrnong City Council within 2 – 4 weeks after the function if all conditions are adhered to.
       In the event of any of the above breaches; these costs will be deducted from the bond.

4. Public Liability
  4.1. Without a Certificate of Currency, a hirer is not permitted to use the facility. Current Public
       Liability Insurance is a mandatory condition of hire.

  4.2. The User/Hirer/Lessee must take out a Public Liability Policy for a minimum of $10million.
       The Certificate of Currency should be provided to the Centre with the application form for
       hire prior to a hire agreement being formalised.

  4.3. If the group does not have Public Liability Insurance, an additional charge of $25 per
       visit will be levied to cover the cost of this insurance.

5. Noise Level / Finishing Time
  5.1. The hirer will lower the music or discontinue the music if requested during the function.

  5.2. Both the applicant and nominated other responsible person will remain on site throughout
       the function and be responsible for function behavior.




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6. Set Up
  6.1. The hirer is responsible for leaving the building in a reasonably clean and tidy condition
       and all furniture to be returned to its original status.

  6.2. Hirers are responsible for the set up and pack up of the function and this time should be
       included in the hours of hire of the facility.

  6.3. No drawing pins or other material which will puncture walls, floor or other surfaces
       are to be used. Blu Tac is highly recommended.

      NOTE: If cleaning instructions are not adhered to the bond money will not be
      returned.


7. Centre Facilities
  7.1. Shared kitchen access is included in rental. No cutlery, crockery cups, spoons, knives,
       serving platters, tablecloths etc. are provided. You must bring your own.

  7.2. Equipment available in the kitchen includes: microwave, 2 industrial ovens & cook tops,
       refrigerator and dishwasher.

  7.3. Maribyrnong City Council facilities are non-smoking environments. Smokers should ensure
       they are 5 metres away from entrances and windows in accordance with Council’s Non-
       Smoking policy. This must be adhered to by all users of this Centre.

8. Cleaning

  8.1. The hirer is responsible to leave the room/s clean and tidy.
         This involves:
          All rubbish to be removed from the facility

          The hirer is to provide all plastic garbage bags and cleaning products

          All surfaces including tables, chairs, stove and sinks to be wiped clean

          All floors to be swept clean; mopped and vacuumed if dirty

          All tables and chairs to be stacked in storage area or respective rooms after wiping

          All brooms and cleaning equipment to be returned to cupboard or respective area

          All toilet areas to be lightly cleaned

          Clean all whiteboards if applicable

          Spot clean all glass surfaces

     All hirers must complete cleaning to a reasonable standard and exit the facility by 11.00pm
     Monday – Saturday and by 7.00pm Sunday.

      These requirements are not negotiable




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9. Closing Up Procedure
  9.1. Hirers requiring access after hours are required to nominate a Primary Key Holder who will
       be responsible for the opening and closing of the Facility. The Key holder will be requested
       to sign a register book and will be issued with the Key Holder Opening and Closing
       Procedure and an alarm code. The Primary key holder is responsible for correctly setting
       the alarm. If you have a problem securing the building or setting the alarm it is your
       responsibility to contact the security company on the telephone number listed at the alarm
       panel.

  9.2. Keys issued must not under any circumstances be duplicated or reissued to any other
       person or group. Key holders should not be in the building outside allocated hours.
       Breaches of these conditions will terminate the right to use the venue on future occasions.

  9.3. ART Security Company will be informed of your allocated times and contact details. If you
       are in breach of the allocated time, security will attend the centre to close the facility and
       you will be liable for all extra costs incurred by the security company.

  9.4. Users are responsible for ensuring that all windows and doors in the building are securely
       locked before leaving.

  9.5. All appliances and lights must be turned off.

  9.6. Weekly security reports are issued to the Centre Facilitator and any discrepancies with
       opening and closing times will be penalized through the re-imbursement of security bonds.


10. Operational Procedures

  10.1.   Centre Management is not liable for damage or loss of equipment or goods belonging
          to users whilst at the Centre.

  10.2.   The Centre has a shared space philosophy. All users must respect the rights of others,
           including equipment and belongings.

  10.3.   Hirers are required to set-up and stack away furniture as per Centre requirements.

  10.4.   All breakages and damage must be reported promptly to Centre staff so that repairs
          and/or replacements can be undertaken. Compensation for damage may be required.

  10.5.   Children must be supervised by a responsible adult at all times whilst in the facility.

  10.6.   Hirers are responsible for the cleaning of all spillages that occur during the hire period.

  10.7.   Any hirer planning to sell alcohol must apply to the Liquor Licensing commission on
          9655 6696 for the appropriate liquor license. A copy of the liquor license must be
          presented to the Centre Facilitator before the activity can commence

  10.8.   Declared community or charity organizations wishing to conduct minor gaming activities
          on the premises must apply to the Victorian Gaming Commission for the appropriate
          permit.

  10.9.   The hirer hereby indemnifies the Council against any breach of copyright and
          recommends they contact the Australian Performing Rights Association (APRA) on
          9426 5200. Copyright compliance is the hirer’s responsibility.

  10.10. All emergency exit doorways and passageways should be left clear at ALL times in
         compliance with emergency evacuation procedures.



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  10.11. No drugs or illegal substances are to be consumed or brought into the premises.

  10.12. Any hirer planning to sell food to either their members or the general public must apply
         to the Environment Health Services Unit at Council on 9688 0200 for the appropriate
         food permit.

  10.13. All hirers are requested to respect the residents of the surrounding area and ask their
      guests to leave in an orderly manner.


     PLEASE NOTE THERE MAY BE TIMES WHERE WE WILL NEED TO CANCEL YOUR
ACTIVITY DUE TO UNEXPECTED CIRCUMSTANCES. SHOULD THE NEED ARISE TO CANCEL
    YOUR ACTIVITY, WE WILL ENDEAVOUR TO PROVIDE YOU WITH AS MUCH NOTICE
                AS POSSIBLE SO THAT YOU CAN INFORM YOUR MEMBERS.




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            MARIBYRNONG COMMUNITY CENTRE FUNCTION / EVENTS HIRE
                   FEES AND CHARGES JULY 2010 – JUNE 2011


                                                                                   Total
                                                       Price          GST          Price

                             Main Hall                $73.64          $7.36       $81.00
                     Full Dining Room/Large
                              Kitchen                 $47.73          $4.77       $52.50
                      ½ Dining Room/Large
                              Kitchen                 $32.73          $3.27       $36.00
                        Recreation Room               $45.00          $4.50       $49.50
                          Training Room               $30.00          $3.00       $33.00
                      Multi Purpose Room              $30.00          $3.00       $33.00
                    Package Prices (per day
                       based on 8 hours.
                    Additional hours will be
                     charged as per hourly
                               rate.)
                   Main Hall/Large Kitchen/Full
                              Dining                 $606.82         $60.68       $667.50
                   Main Hall/Large Kitchen/Full
                    Dining/Recreation Room           $831.82         $83.18       $915.00

                             Bonds
                         Bonds (Hall hire)                                        $350.00
                         Bonds (Key hire)                                         $55.00


NOTE: Management reserves the right to review fees for room hire, to have discretionary
powers over access and to set any special conditions it sees appropriate provided they fit
within the aims and objectives of Maribyrnong City Council Community Facilities.

Agreement


I                                            , ____________________________
     (name of hirer)                               (name of organisation/group)

Of


Address __________________________________________                      Post Code          __


have received and read a copy of this agreement, and agree to comply with all the requirements in
this document.


Signature of applicant                             ___________________ Date ___/ ___ /___


Staff Signature                               ____________________               Date ___ / ___/___


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            Maribyrnong Community Centre
                              9 Randall Street
                             Maribyrnong 3032
                      Tel: 9318 6655 Fax: 9318 5427
              Application Form-Function / Events Room Hire
                          July 2010 – June 2011
NAME OF HIRER: ……………………………………………….. PRIMARY CONTACT: ……………………………………

ADDRESS: ……………………………………................................................................................ POSTCODE……………………..

CONTACT DETAILS: (BH) ………………..                        (AH) …………………                      MOBILE:       ……………………

EMAIL: …………………………………..


NAME OF KEY HOLDER: ……………………………………………….. …………………………………………………………………

ADDRESS: ……………………………………................................................................................ POSTCODE……………………..

CONTACT DETAILS: (BH) ………………..                        (AH) …………………                      MOBILE: ……………………

EMAIL: …………………………………..


BRIEF SUMMARY OF FUNCTION: ………………………………………………………………………………………………………….
………………………………………………………………………………………………………………………………………………….



DATE REQUIRED: ______________________________TIME IN: ________________ TIME OUT: ___________________
(Includes set-up, dismantling & clean up)

EXPECTED NUMBER OF PEOPLE ATTENDING YOUR FUNCTION: _____________________________


Insurance:                 ___________________

Venue Hire:                ___________________

Total:                    ____________________

Deposit:                  ____________________               Receipt No: _______________

Outstanding Amount: ____________________                     Receipt No: _______________

Bond:                     ____________________               Receipt No: ______________

Key Bond:                  ____________________              Receipt No: ______________            Key number/s: _________________


Main Hall ( )     Large Kitchen/Full Dining ( )                  Large Kitchen/Half Dining ( )               Recreation Room ( )
Multi Purpose Room ( )        Training Room ( )
The User/Hirer/Lessee shall indemnify and keep indemnified Maribyrnong City Council, its servants and agents and each of them from, and
against, all actions, costs, claims, charges, expenses and damages whatsoever, which may be brought or made or claimed against it by any of
them arising out of, or in any way related to, the granting of this agreement and/or the use of the premises. The User’s/Lessee’s liability to
indemnify Maribyrnong City Council will be reduced proportionally to the extent that any act or omission of Maribyrnong City Council, its servants
or agents, contributed to the loss of liability.
Privacy Statement: The personal information collected by Council is used for municipal purposes as specified in the Local Government Act
1989. The personal information requested on this form is being collected by Council for reference and identification, mailing purposes, or related
purposes. Council may disclose this information to other organizations if required by legislation. The User/Hirer/Lessee understands that the
personal information provided is for the above purpose that he/she may apply to Council for access to and/or amendment of the information.
Requests for access and/or correction should be made to Council’s Privacy Officer.

Signature of applicant: _________________________________________________________                             Date _______/_______/_______
Centre Facilitator: ___________________________________________________________                               Date _______/_______/_______




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         Maribyrnong Community Centre
                                   9 Randall Street
                                  Maribyrnong 3032
                           Tel: 9318 6655 Fax: 9318 5427



                                Notice of Booking Cancellation

Name of Hirer:___________________________________________________


Room/s to be cancelled (Please tick)

□ Main Hall                                                           □ Large Kitchen/ Full Dining
□ Large Kitchen/Half Dining                                           □ Recreation Room
□ Multi Purpose Room                                                  □ Training Room


Date of Cancellation: _________________________________________________


Time of Cancellation: _________________________________________________


Reason for Cancellation: ______________________________________________



To ensure your group is not charged for your reserved booking, this form needs to be
received by Maribyrnong Community Centre 5 days prior to the reserved booking time.
Thank you for your cooperation.

Cancellation notice can be forwarded by mail, fax, E-mail and in person.

Signature of Nominated Group Member ___________________ Date: ______________

OFFICE USE ONLY
Staff Member

Signature _____________________________________ Date received _____________




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                   Maribyrnong Community Centre
                                   9 Randall Street
                                  Maribyrnong 3032
                           Tel: 9318 6655 Fax: 9318 5427




                                    Room Hire - Summary Sheet



DAY: ________________________                        DATE: ________________________


FUNCTION TIME:                       __________to____________


ROOM/S HIRED:                      _________________________________________________


COST PER HOUR $_________ X _________ HOURS                                                   $ __________



INSURANCE COST (IF APPLICABLE)                                                               $ __________



SUB TOTAL                                                                                      __________




BOND                                                                                          $ 350.00

KEY BOND: (CASH ONLY) $55.00 PER KEY                                                         $__________

GRAND TOTAL:                                                                                 $__________


KEY NUMBER ISSUED: ________________

KEY CODE ISSUED: ___________________

INDUCTION COMPLETED BY:_______________________________________________________

HIRER’S NAME & SIGNATURE:______________________________________________________


          A deposit of $50.00 (non-refundable) or full payment for room hire is required to secure the booking.
          The Bond must be paid 10 Days prior to the date of function. The bond is refundable after any
           additional expenses have been deducted and will be sent to the hirer 2-4 weeks via cheque from
           Maribyrnong City Council.
          Full hire cost must be paid 14 days prior to the date of function.
          Room Hire bookings must be accompanied with a completed
           “Application Form”
          Please read all sections of the “Condition of Hire” information.


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