Laurimar Community Activity Centre
110 Hazel Glen Drive, Doreen 3754
CENTRE
HIRE AGREEMENT
Casual Hire
Centre Hire Agreement
The Centre Hire Agreementmust be completed and signed prior to the booking. The person(s) signing the agreement must be over 21 years of age.
Where the hirer intends to use the Centre to provide programs/activities for people under the age of 18 years, the hirer shall provide sufficient and competent adult supervision at all times and is responsible for all participants’ behaviour.
Public Liability Insurance
Hirer’s providing external services at their function – e.g. jumping castles, entertainment, petting zoos etc. must provide evidence on request of public liability insurance for not less than $10 million from the service provider.
Council may also at its sole discretion require the hirer to provide a satisfactory risk management plan, traffic management plan, security plan or any other information it believes is relevant to the hire of the space. Failure to provide the required information may result in the booking being cancelled.
Community Events
In response to the growing demand to present more community events and celebrations for our residents, Council has developed and endorsed a new Event Approvals Policy. Under the policy, Council has established new processes and procedures to assess and approve outdoor event requests on Council land. The new centralised process will be managed through the Events team, who will provide advice and support to groups in ensuring they produce safe and successful events for the community.
Events wishing to use outdoor open areas (including car parks) as part of their Centre bookings should contact the Events Approval Officer on 9217 2122.
Hours of Operation
Monday to Thursday7:30am – 10:00pm
Friday and Saturday7.30am – 1.00am
Sunday8.00am – 11.00pm
Private functions are required to end ONE HOUR before the above times to allow for packing up and cleaning. All music and PA Equipment must be turned off and guests vacated from the premises.
HireFees
Casual hire fees are due and payable within 14 days from the date of the booking request. Payment of fees will confirm your booking.
Bonds
The hirer must complete an online Credit Card Authorisation via the Facility Coordinator as bond payment to be held in trust. The bond payment will be released back to the hirer after the event if there has been no loss, damage or additional charges incurred.
Cancellation of Bookings
Individuals or groups must provide a minimum of7 days notice in writing prior to the event to avoid forfeit of fees.
Additional Charges
In the event of hirer negligence, the following additional charges may apply:
Replacement of/additional key/swipe$150.00
After Hours Officer call out fee$120.00
Fire Brigade attendance$600.00 (min)
Extra cleaning (if applicable)POA
Hire of scissor lift (removal of helium balloons)POA
Damage to centre/furniturePOA
The hirer will also be responsible for any loss, damage or additional charges incurred. If the damage or additional charges exceeds the bond amount, the remaining charges will be invoiced to the hirer.
Payment Options
Over the Phone/At the Centre
Fees and bond can be paid over the phone or at the Centre by credit card. No cash payments can be made at the Centre. Please contact the Facility Coordinator of the centre to arrange a time to make your payment.
Alternative Locations
Fees and bond can also be paid by credit card, EFTPOS, cash or cheque (made payable to “City of Whittlesea”) at the following locations:
- Cashiers Desk at the City of Whittlesea - Civic Centre, Ferres Boulevard, South Morang (Melway 183 B1)
- Reception at the City Of Whittlesea - 1st Floor (above Edge Youth Services), Westfield Plenty Valley, 415 McDonalds Rd, Mill Park (Melway 183 B1)
All payments made at Westfield or the Civic Centre must be accompanied by a Revenue Input Form provided by the Facility Coordinator.
Cleaning Requirements
It is the responsibility of the hirer to ensure the Centre is left in a clean and tidy state. Failure to do so may result in additional cleaning charges and/or suspension of future use of our Centres.
Duties include:
- Disposing of all rubbish in the provided bins. If rubbish exceeds the supplied bin, the hirers must remove excess from the premises;
- All surfaces, including tables, chairs, BBQ, benches and sinks are to be wiped clean;
- All carpets are to be vacuumed and kitchen/hall floors to be mopped;
- All chairs and tables are to be neatly stacked in the specified storage area;
- The toilets and foyer spaces are to be left in a clean and tidy state.
Hirers are required to bring their own cleaning equipment e.g. garbage bags, sponges, surface sprays, tea towels, broom, mop. A vacuum cleaner is provided.
General Conditions
Behaviour
No obscene or insulting language or disorderly behaviour shall be permitted. This includes any form of entertainment that may be considered lewd or inappropriate for a public place or that may offend or cause embarrassment to others.
Security
Your booking timeframe must also include your set up and pack up time. You will only be allowed to enter the facility during your scheduled time frame. This will be reflected on your swipe card access and with our security monitoring company.
For weekend or after hour use of the Centre the hirer is advised to lock the automatic doors once patrons have arrived. This is to ensure security for guests and to deter members of the community entering the facility during private functions.
Party Safe Registrations
All functions celebrating 13th - 21st birthdays must be supported by a completed Party Safe Registration Form from Victoria Police.
Social Media
It is strongly recommended events are not posted on social media sites. Hirer’s may be held liable for incidents and/or damage caused as a result.
Noise Levels
During business hours the centre is used by various stakeholders. Music and noise levels must be kept to a minimum. As the Centre is located in close proximity to residential areas, please respect the local residents when leaving.
Sub-letting
No portion of the Centre shall be sub-let by the hirer.
Animals
Animals (other than Assistance Animals) are not permitted in the Centre.
Alcohol
Alcohol cannot be sold at the Centre unless the appropriate permits are obtained from the Liquor Licensing Commission. An application for a limited liquor licence can be found online at the Victoria Commission for Gambling and Liquor Regulations
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A copy of this licence is required to be given to Facility Co-ordinator prior to event.
Restrictions
Smoking
Smoking is strictly prohibited within 4 meters of the building.
Helium Balloons and Decorations
Helium balloons are strictly prohibited in the centre. All property, decorations, catering appliances or fittings belonging to the hirer shall be removed from the Centre on the day/evening of the event.
Fire Alarms
It is strictly prohibited to use any apparatus which may cause a false fire alarm call out to either the MFB or CFA. This includes but is not limited to smoke, ice, fog or haze machines; sparklers; candles; steamers; cooking in a non-designated area; cooking without engaging the exhaust fan; smoking inside the building or within 5 meters of the a doorway.
After Hours Assistance
Please report any maintenance or security issues to the afterhours number on
9217 2170. Please note this is a paging service and you will need to leave a message. A City of Whittlesea After Hours Officer will return your call.
If you find any criminal activity or vandalism has occurred at the venue prior to or during your event, please contact the Police on 000 immediately. You are also required to report the findings to the afterhours number.
If the afterhours officer is called to attend the Centre due to hirer error e.g. Centre alarm managed incorrectly, hirer negligence or an emergency/duress false alarm the hirer will be invoiced a fee of $120.00 for each call out.
Disclaimer
The Director, Community Services, may cancel any booking at the Centre at his or her discretion. The Director must provide the hirer with 7 days’ notice and an explanation for the cancellation.
Neither the Council nor any of its officers or servants shall be liable for any loss or damage sustained by the hirer or any person.
Privacy Statement
The personal information provided by you in the declaration is required for the purpose of your booking of a Council Facility and will be protected in accordance with the provisions of the Privacy and Data Protection Act 2014 and Council’s Information Privacy Policy.
PLEASE COMPLETE AND SIGN BOTH SIDES AND RETURN TO:
110 Hazel Glen Drive, Doreen 3754
CENTRE HIRE AGREEMENT
Hirers Name: Company:______
Venue:
Telephone: (BH) (M):Private:
Date Requested: Time Requested:to
Purpose of Function:
Room Booked:
HallKitchenFoyer Programs Room
Meeting Room Kitchenette Community Room ______
DOCUMENTATION
Proof of public liability insurance is attached (if required)...... Yes / No
Other required documents attached...... Yes / No
ACKNOWLEDGEMENT
* I have read and agree with the conditions detailed in the Hire Agreement;
* Where the hirer is a company or incorporated association, I am authorised by
the hirer to sign the Hire Agreement;
* I accept full responsibility for any damage to the facility and/or additional
fees incurred as outlined in the Centre Hire Agreement.
Signed: ______Date: ______
Please turn over
FIRE ALARM REGULATIONS AGREEMENT
Laurimar Community Activity Centre is governed under regulations set out by the Metropolitan Fire Brigade (MFB) and/or the Country Fire Authority (CFA) now referred to as the relevant authority
It is strictly prohibited to use any device which may cause a fire alarm call out to the relevant authority. This includes but is not limited to smoke, ice, fog or haze machines; sparklers; candles; steamers; cooking in a non-designated area; cooking without engaging the exhaust fan; smoking inside the building or within 5 meters of the a doorway.
It is compulsory for all fire alarm call outs to be attended and investigated. If the relevant authority determines an alarm is caused by hirer negligence, your $500 bond will be automatically forfeited. In addition, the City of Whittlesea may also invoice the hirer for additional costs incurred – e.g. balance of charges as determined by the relevant authority.
If the relevant authority determines the fire alarm call out is not due to hirer negligence, your bond will not processed.
By signing this Agreement, you accept responsibility for all costs incurred.
□ I………………………………………………………………………………………………………(Print Name) as the nominated hirer, have read and understand the above stated Fire Alarm Regulations;
□ I understand and accept if the relevant authority determines an alarm is caused by hirer negligence my bond of $500 will automatically be forfeited;
□ I accept full responsibility for any additional fees incurred as outlined in the Fire Alarm Regulations Agreement.
Signed: ______Date: ______
Centre Hire Agreement Page | 1
Updated Aug 2016