Conditions for Hire of School
Facility
Thursday, 18 May 2023
Bookings
1. Tentative bookings will only be held for a period of 14 days.
2. Failure to pay application fees, hire fees in advance or security bond will result in withdrawal of the hire agreement. Any payment which is dishonoured or rejected by a financial institution shall also result in withdrawal of the agreement.
3. No booking will be accepted from any person under the age of 18 years unless the application is signed by a guarantor.
4. The hirer may be required to pay a security bond nominated by the School and understands that this may be used to make good any damage or loss suffered by the School as a result of the hire.
5. The hire fee and security bond shall be paid 14 days prior to the hire, unless otherwise arranged.
Cancellation
6. In the event of cancellation, a proportion of the hire fee will be retained – more than one month’s notice – 20% retained; less than one month’s notice – 40% retained.
Duration and Scope of Hire
7. The HIRER is required to keep their use of the facility within the time applied for and approved. Access to the facility is not permitted at times outside of those approved. If set up and shut down time is required prior to and after the function, it will be necessary for this to be included in the approved hire period.
8. The HIRER must provide an estimate of the maximum number of people attending the function. This number shall not be exceeded.
9. Only those areas applied for and marked on the attached plan are available for use.
10. The HIRER shall not make the facility, any part of it or any other part of the School available or accessible to another organisation, group or individual with or without charge without the prior written consent of the School’s Headmaster or Chief Financial Officer.
11. The HIRER may not advertise the use of the facility or the function at the School without the approval of the School’s Headmaster or Chief Financial Officer.
Prohibited Activities or Activities Requiring Permission
12. The following activities are prohibited on, in and around the School facility:
a. NO SMOKING is allowed in the facility or anywhere on the School grounds. The School is a “smoke free” zone.
b. NO ALCOHOL is allowed in the facility or anywhere on the School grounds without the approval of the School’s Headmaster or Chief Financial Officer.
c. Fixing of nails, screws or other fittings to the building or structure.
d. Alterations to electrical, gas or plumbing installations.
e. Lighting of fires or discharge of fireworks.
f. Painting any markings on the grass of the oval of surrounds.
g. Pouring any hot substances, including water, onto grass.
h. Any illegal activity.
13. The following activities require specific approval PRIOR to hiring:
a. Erection of any temporary structure (e.g. staging, marque, sunshade, portable toilet etc.)
b. Ball games or similar activities for which the facility is not designed or expected to be used for such activities.
c. Sale or provision of food and beverages.
d. Bring any item of equipment into the facility. All electrical items must be safety tested by the HIRER prior to approved use in the facility.
e. Use of portable barbecue or other cooking equipment.
f. Use of liquid fuel or other flammable source energy.
g. Display any sign, hoarding or notice for the purpose of advertising.
Insurance
14. The HIRER shall provide evidence with the application of current Public Liability Insurance to a minimum value of $10 million for bodily injury to persons. No application will be approved until the School’s Chief Financial Officer sights evidence of such insurance cover. The HIRER shall also have contents insurance for damage to property and equipment owned by the HIRER.
Safety and Instructions
15. The HIRER will be required to provide the School with a risk assessment prior to use. Should the HIRER not have a Risk Management Framework, the School can assist the HIRER.
16. For gatherings of greater than 200 people, the HIRER shall provide an evacuation/emergency plan with their application.
17. The HIRER and persons associated with the HIRER shall at all times observe directions of School officers or their agents and comply with instructions given. The HIRER shall comply with the instruction of emergency services personnel in order to protect the facility or users of it.
18. All care must be taken by the HIRER to ensure that noise is kept to acceptable levels. In the event that amplified sound or music being played during the period of hire, the HIRER is to ensure that the volume is kept to a level so as not to inconvenience nearby residents.
Amplified sound of any form is not to be played beyond 10.00pm. The School may withhold payment of the security bond where there has been a serious breach of noise (e.g. where the disturbance has necessitated the attendance of Police) in recognition of the impact on the name and image of the School.
19. The HIRER must remind patrons that children must be under adult supervision AT ALL TIMES.
20. The HIRER must notify the School in writing, as soon as practicable, of any injury incident, requiring medical treatment, occurring while using the School’s facilities.
21. Depending upon the nature of the activity being undertaken by the HIRER, the School may request the HIRER to provide:
a. Workplace, health and safety policies and procedures;
b. Child safety policies and procedures.
Cleaning
22. The hire fee includes an allowance for basic cleaning, but it is expected that the HIRER will remove all debris, decorations, foodstuffs, drink containers and other waste within one hour of completion of the function. All debris and waste is to be placed in garbage bags and placed in rubbish bins provided. The cost of cleaning or removing any soiling, marking or excessive dirt shall be at the cost of the HIRER.
Access (keys and security)
23. The School will, depending on the hire times, either provide the HIRER with a key and a security code, or will arrange for an officer of the School to open and close the facility. The keys and code will be issued the working day prior to the booking. Keys shall be returned to the School on the first working day after the booking, or under such other arrangements as agreed with the School’s Headmaster or Chief Financial Officer. These arrangements will be confirmed by the School’s Headmaster or Chief Financial Officer when the hire application is approved. Where keys are not collected during School hours, and School staff are required to issue the keys and code after hours, a call-out fee may be charged to the HIRER and deducted from the security bond. Where the HIRER loses keys, the cost of replacement keys (and cost of re-keying locks if deemed necessary) will be charged to the HIRER or deducted from the security bond.
24. The HIRER shall take necessary steps and provide resources to ensure the facility and the property of the School during and on completion of the period of hire. All equipment, valuables and personal effects brought onto the School property by the HIRER or an associate shall remain the responsibility of the HIRER.
Car Parking
25. No vehicles are to be parked or driven on paved or grassed areas around the facility unless permission is given by the Headmaster, Chief Financial Officer or Property Manager of the School.
26. Only those people with disabled parking permits shall park in those areas marked for the disabled.
Completion of hire
27. The HIRER will replace any furniture and equipment that is moved by it to their original position after the function. The HIRER will ensure that proper care is taken of the premises, external surrounds and all contents. Any damage or loss sustained to the property or equipment which occurs while the premises are being used by the HIRER will be made good to a standard required by the School. The costs of any repair shall be deducted from any security bond and if this is insufficient, a tax invoice payable within 14 days shall be raised by the School.
28. The security bond shall be refunded within 14 days of the period of hire, subject to inspection by the School and the satisfactory return of the facility to the School. Charges for additional hours or costs to reinstate the facility to its condition prior to hire will be deducted from the security bond.
Breach of conditions
29. A breach to one or more of these conditions may lead to withdrawal of any approval to hire which may have been granted to the HIRER.