Definitions /
  • ‘Hirer’ means the person or body specified as the Hirer in the Venue Hire Application Form.
  • ‘Council’ means Golden Plains Shire Council.
  • ‘Regular Booking’ means 10 or more consecutive bookings over a twelve month period.
  • ‘Casual Booking’ means less than 10 consecutive bookings over a twelve month period.
  • ‘Venue’means the Community Centrechosen to be hired as per the Venue Hire Application Form.

Bookings /
  • Bookings are made by completing a Venue Hire Application Form.
  • A booking is confirmed once the completed Venue Hire Application Form and copy of the Public Liability Insurance or evidence of the payment of the fee for cover under Council’s Public Liability Scheme has been submitted. In the case of a casual booking, payment of the fee for hire and bond (where applicable) must also be paid before a booking can be confirmed.
  • Council reserves the right to refuse or cancel any booking/s that do not comply with Council’s conditions of hire.
  • The person completing the Venue Hire Application Form, and whose signature appears on the form, is subject to these conditions of hire, and must be over 18 years of age.
  • Additional use of the venue by regular hirers outside of the regular booking dates and times as listed on the Venue Hire Application Form require a separate Venue Hire Application Form to be completed for approval by the Centre Coordinator or representative.

Limit of Hire /
  • Council reserves the right to allocate alternative spaces for Hirers.
  • No refunds will be given to those Hirers who finish their event prior to the scheduled completion time.
  • Hirers will be charged for the time booked, not the time the room is used.
  • Set up and pack down times must be included in your booking.
  • The venue must be vacated by the specified booking time. If it is identified that the booking period has been exceeded, you will be charged accordingly.
  • Events must conclude by midnight, with the premises vacated by 12.30am.
  • The Hirer is only permitted to use the facility during their allocated date and booking time.

Cancellation of Booking – by the Hirer /
  • Notification of changes to thebooking, including cancellation of booking, must be made in writing (email acceptable) with a minimum of two (2) weeks’ notice; otherwise the Hirer will be charged according to the original booking.

Cancellation of Booking – by Council / Council may cancel a booking with a minimum of two (2) weeks’ notice if:
  • The venue is required for State or Federal elections;
  • The venue is required for an annual or one off Community event where the date of such an event occurs at the same time as a regular booking (limited to no more than twice per calendar year per regular booking);
  • Scheduled repairs or alterations to the venue are required.
Council may cancel a booking with minimal notice:
  • In the event of an emergency ie: natural disaster;
  • The hire fees and/or bond have not been paid within the allocated timeframe;
  • The Hirer has not provided evidence of $10 million Public Liability Insurance;
  • Council becomes aware that the event, goods or services proposed to be held, used or provided by the Hirer are objectionable.

Fees and Charges /
  • Fees and charges are costs for the use of the venue and its facilities, furniture and equipment.
  • Casual Hirers will be required to make full payment of hire fees and charges at least 14 days prior to their booking.
  • Regular bookings will be invoiced monthly following month end and are required to be paid within Council’s trading terms as identified on the invoice issued.
  • Fees and charges are adopted by Council as part of the annual budget process prior to the commencement of each financial year.
  • Fees and charges will be subject to annual increases as set by Council. Regularhirers will be informed of changes to fee rates following adoption of the annual budget by Council.

Annual Review Process /
  • Council will annually review all activities that occur in Community Facilities. This is to ensure that they continue to meet Council’s and the community’s needs and that they continue to provide opportunities for community participation and to contribute to social cohesion and wellbeing.
  • Council will requireregular hirers to complete a new Venue Hire Application Formprior to the start of each new calendar year.

Alcohol /
  • If a hirer wishes to hold a function at the venue at which alcohol will be available, that hirer must contact the Victorian Commission for Gambling and Liquor Regulations 1300 182 457 to determine if a license is required.
  • The use of drink carriers, or devices, which may damage the floor, will not be permitted in the venue.
  • Alcohol is not to be provided within the facility or its boundaries, to any person under the age of 18 years.

Animals /
  • Animals are not permitted in the venue, with the exception of registered guide, hearing and assistance dogs.

Bond /
  • A security bond is payable for all out of hours private functions held in the Bannockburn Cultural Centre Hall.
  • The bond is security for any damage to the building and/or breach of the Conditions of Hire.
  • Payment of the bond is required to confirm the booking.
  • The total bond will be refunded by cheque to the Hirer no earlier than 14 days after the event, provided the Hirer has complied with all aspects of the Conditions of Hire.
  • Should the cost of repairing damage to the property exceed the bond, the Hirer shall pay the additional costs.
  • The cost of extra cleaning as a result of the function will be deducted from the Bond.
  • An account for additional costs will be forwarded within 30 days.

Child Protection Requirements /
  • Hirers whose activities include children under the age of 18 years must comply with current legislation with regard to Working with Children.
  • Children participating in activities must be supervised at all times to ensure their safety whilst at the venue; this extends the entire duration of their stay at the venue including both before and after the organised activity and to all areas of the venue.

Cleaning /
  • The hirer of the venue will be responsible for leaving all areas used at the venue clean and tidy.
  • Staff should be notified of any additional cleaning required.
  • No rubbish of any kind will be left within the venue or surrounds. Rubbish to be deposited in the appropriate bins outside the venue.
  • Users must vacuum carpeted areas and sweep and mop other surfaces after use.
  • Any area left in an unacceptable condition will incur additional costs if cleaning is required. The Hirer will be advised by phone or email within 48 hours if additional cleaning costs apply.

Damages and Breakages /
  • The floor, walls, blinds or any other part of the building or any fittings or furniture shall not be broken, pierced by nails or screws, or in any other way damaged.
  • The Hirer is responsible for the full replacement cost of any damage or breakages to the building, its fittings and contents.
  • The Hirer must report any damages to the premises or fittings and equipment to the Centre Coordinator or their representative as soon as possible.

Disputes /
  • Any dispute or difference arising as to the interpretation of these conditions will be dealt with according to Council’s Complaints Handling Procedure which is available to view on Council’s website.

Electrical Equipment /
  • The Hirer must request permission from the Centre Coordinator or representative to use any electrical equipment other than that supplied at the venue.
  • The Hirer must ensure that any electrical equipment and leads brought into the venue have current service tags displayed at all times. Electrical leads must not be used where current tags are not displayed.

Emergency Equipment and Procedures /
  • Fire exits must be kept clear of obstacles at all times. The Hirer shall keep each corridor, passage and exit in the venue clear of obstructions and ready for use in an emergency. It is the responsibility of the Hirer to observe all venue signage relating to fire and safety precautions. The Hirer must not interfere with the emergency exits and doors fitted with automatic closures.
  • Emergency equipment including fire extinguishers and hoses are located throughout the venue. These are to be used only in the event of an actual emergency.
  • The Hirer must advise if the fire extinguishers have been used in any way. If Council considers that the fire equipment is or has been used in an irresponsible manner the cost of inspection and replenishing will be charged to the Hirer.
  • The Hirer is responsible for ensuring they are informed of, and follow, emergency procedures in the event of an emergency.

First Aid / Supplies and Information /
  • It is the responsibility of the Hirer to provide first aid supplies and administer any first aid they feel necessary during an event / activity.

Force Majeure /
  • A “Force Majeure Event” is an event beyond the reasonable control of Council including but not limited to failure of a utility service or transport network, act of God, malicious damage, sabotage, public demonstration, compliance with any law or governmental or regulatory order, accident, fire, flood, storm or default of suppliers or subcontractors.
  • Council will not be liable to the Hirer as a result of any delay or failure of a booking to proceed as a result of a Force Majeure event.
  • Council will not source an alternative venue or equipment as a result of a Force Majeure event.
  • Council will refund the total funds paid if a booking cannot proceed due to a Force Majeure event.

Furniture & Equipment /
  • There is a small amount of equipment, including crockery and cutlery, available for use at the venue. Please ensure you discuss your requirements with the Centre Coordinator prior to your event.
  • The Hirer shall ensure that no furniture, fittings or equipment belonging to the premises are removed from the venue.
  • If the equipment provided at the venue becomes non-operational during the hire period, Council will not be responsible for immediate replacement.
  • The hire of equipment owned by Council may be subject to approval at the discretion of the Centre Coordinator and Management.
  • The Hirer may be required to undertake necessary training to operate such equipment.
  • The Hirer must pay the costs of repair or replacement for any equipment belonging to or is held in trust by Council that becomes damaged, lost or stolen during the hire period.
  • The Hirer is responsible for all arrangements and costs in relation to any additional equipment and supplies that may need to be sourced for their event or activity.
  • The Hirer is responsible for the setting up and taking down of furniture and equipment.
  • All furniture and equipment is to be returned to its original location unless prior arrangement has been made.
  • Furniture and equipment is not to be dragged across floor surfaces.
  • The Hirer is responsible for taking all reasonable precautions to protect the venue, equipment, exhibits or other property of Council.

Food /
  • The provision of food may require a permit. For more information contact Golden Plains Shire Council’s Environmental Health Officer on 5220 7111.
  • Hirers are responsible for the provision of all catering requirements for their activity including the supply of tea, coffee, sugar and milk.

Gambling /
  • Gambling is not permitted within the venue.

Keys / Fobs / Access Cards / The Hirer agrees to:
  • make a time with the Centre Coordinator or representative to collect the key, fob or access card at a predetermined time.
  • accept full responsibility for the key, fob or access card and will not allow its use by another individual.
  • return the key, fob or access card on the date and in the manner agreed.
  • report a lost or missing key to the Centre Coordinator or representative as soon as possible.
  • be responsible for any replacement costs associated with lost or missing keys, fobs or access cards.
  • pay any associated cost in relation to an out-of-hours call out due to a lost or misplaced key, fob or access card.

Venue Management /
  • The Hirer and persons under the direction of the Hirer shall obey all directions or orders given by Council staff as to the management of the venue.

Noise /
  • It is expected that the surrounding businesses, residents and other venue users are respected. The Hirer is responsible for the preservation of good order prior to, during and following the hire of the venue.

Notices and Advertising /
  • Notices or announcements of any event, activity or function shall only be displayed in the venue or grounds with the approval of venue staff. Community notice boards provided by the venue are to be used by venue hirers only, and only with the prior permission of the Centre Coordinator or their representative.

Performing Rights /
  • The Hirer shall not produce or permit to be produced at the facility, any dramatic or musical work in infringement of copyright or performing rights.
  • The Hirer agrees to indemnify Council against any claim for breach of copyright.

Police Attendance /
  • At the discretion of Council, Hirers may be required to register their event with the Police.
  • The Hirer shall, if an incident occurs, arrange for Police attendance and shall be responsible for all expenses in connection with such attendance.
  • Where Police are required to attend a complaint made by a resident, the Hirer will comply with all directions issued by the attending Police and ensure that patrons vacate the premises peacefully.
  • Hirers shall notify the Centre Coordinator of Police attendance on the next business day following the event.

Private Functions /
  • The Bannockburn Cultural Centre Hall is available for private functions.
  • Council venues are not suitable for teenage, 20th, 21st and “after parties”.

Public Liability Insurance /
  • The Hirer shall at all times during the Hire period insure and keep insured with an insurance company, against public risk for an amount of not less than $10 million.
  • Hirers with regular bookings are required to provide a copy of their Public Liability Insurance Certificate of Currency at the time of lodging their initial Venue Hire Application form and then each year following annual renewal of their insurance until such time that the regular booking is cancelled.
  • Casual Hirers can apply to purchase cover under Council’s Public Liability Scheme at a rate adopted by Council in the annual Budget.

Right of Entry /
  • The right of entry to the premises is reserved to every other agent or agents of Council and any Police Officer at any time.

Risk Management /
  • The Hirer agrees to carry out instruction or direction given by Council with regard to complying with Workplace Health and Safety legislation.
  • It is the responsibility of the Hirer to ensure that children attending the event or activity are supervised by adults at all times.
  • Council takes no responsibility for any user’s personal property whilst at the facility nor does Council accept any responsibility for any personal property whilst at the facility.
  • Any motor vehicle driven or parked in the confines of the facility is entirely at the owners risk and no responsibility is accepted by Council for any theft or damage thereto.
  • The users must not exceed the maximum capacity of their hired space.

Security /
  • The Hirer shall switch off all lights, heating, electrical equipment (excluding fridges and dishwashers) and secure doors and windows ensuring that all sections of the building are secure before vacating the venue.
  • The Hirer is responsible for ensuring the building is vacated by all patrons attending the event before exiting and locking the building.
  • Hirers must leave the building by the required time.
  • Hirers must ensure that they are familiar with lock up procedures and where required activate the security alarm as instructed.
  • Any costs incurred as a result of the Hirer failing to secure the building or failing to leave at the designated time will be passed on to the Hirer. These costs include those incurred by Council with relation to out-of-hours attendance by staff and/or the security company.
  • Council may request the provision of external security for specific functions. This security must be provided on request by a registered security company.

Smoking /
  • Smoking is prohibited in the venue at all times.
  • Smoking outside the facility must be within the designated smoking area.

Sub-Letting /
  • You must not sublet the venue or assign your rights to any other organisation or person without Council’s prior consent.

Unlawful Activity /
  • No unlawful activity shall be conducted within the centre or its grounds.
  • Activity thatdiscriminates against any other individual or group of individuals will not be permitted within the centre or its grounds.

It is the responsibility of the Hirer to inform members of their group and participants of these Conditions of Hire.
Any person or user group committing a breach of the conditions contained in the Conditions of Hire is liable to be refused future access to Community Centres managed by Council.
Hirers are advised that these conditions of hire may be altered or extended by Council at any time.

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