The personal information requested on the booking form is being collected by Wellington Shire Council for hire purposes only. This information will be used solely by Council for that primary purpose or directly related purposes. The applicant understands that the personal information provided is for the hire of a facility and that they may apply to Council for access and/or amendment of the information.
Following receipt of booking confirmation, any relevant payment for hire should be made on the day of the meeting room usage. Where the Hirer is invoiced, payment is required within 14 days of the account being issued.
A setup fee of $50.00 will be incurred if Wellington Shire Council staff are required to change room configuration.
Additional costs may be incurred for meetings that exceed the booked time. The Hirer should advise the Facility Supervisor if the hire period is to be extended, as other bookings may be affected.
Replacement of room equipment damaged through misuse will be the responsibility of the Hirer.
The Hirer will be advised by phone and/or email within 48 hours if room is not left in a clean state and contract cleaners are required to be engaged. The Hirer will incur all costs associated with this.
Pre-payment of room hire fees is not required in most cases. No refunds will be given for cancellation of venue within 7 days of the booking.
The Hirer must ensure behaviour policies, Emergency Action plans and procedures are understood and followed. This includes, and is not limited to, facility layout, entry/exits, emergency exits, assembly areas, amenities and first aid.
The Hirer must ensure that all reasonable directions given by Council Officers are adhered to.
The room must always be maintained in a safe condition. The Hirer must notify the Facility Supervisor of any risk, hazard or dangerous occurrence, relating to safety, be it human, environmental or physical.
The Facility Supervisor must be advised of any incident(s) requiring first aid with relevant written report lodged. Basic First aid facilities are available.
Any Hirer and or other person not complying with or enforcing the provisions of these conditions may be directed to leave by the Facility Supervisor or other authorised Council Officer.
Council takes no responsibility for any personal property, nor does Council accept any responsibility for any property of any person the Hirer allows into the facility.
Clean up time must be included in the booking and all activities must finish at the scheduled time.
A staff member will inspect the facility both prior to and after the hire period.
All Hirers are responsible for maintaining a clean and tidy facility. This includes the removal of food and organic waste to the SEED Garden compost and returning furniture to its original position. Staff should be notified if any special cleaning is required. Please respect our sustainability goals by avoiding single use items such as disposable cups and cutlery, and plastic water bottles. Check that recycling is sorted correctly.
The Hirer must have adequate Public Liability insurance cover arrangements having regard to the nature of the Hirer’s event or activity. Only casual Hirers subject to completion of this hire agreement will be covered by the Wellington Shire Council casual hirers insurance policy. (NB: All casual, ad-hoc and regular Hirers provided hire occurs no more than 52 times per annum).
Smoking is not permitted in or within 5 metres of any Wellington Shire Council facility.
Animals (with exception of registered guide dogs) are not to enter the facility.
Staff may refuse entry to any persons they believe to be under the influence of alcohol and/or drugs.
Any individual or group, whose behaviour limits the enjoyment of other users, will be asked to leave.