Terms & Conditions of Hire

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Terms & Conditions of Hire

I want to

    Access

    The hirer or nominated person is required to collect keys from the Customer Service Centre, 1 Bridge Street East Benalla. Keys will be clearly marked with access points for each facility. If you require assistance from a staff member as to the location of a meeting room, a site visit can be pre-arranged.


    After hours access

    Use of the facility is available outside of business hours. The hirer or nominated person is required to collect keys from the Customer Service Centre during work hours. Keys must be returned immediately at the conclusion of the function, or alternatively on the next business day if hired out of normal business hours. It is the hirer’s responsibility to return to the Customer Service Centre to arrange for the bond refunded.

    Please note: if a key is not collected from Customer Service Centre staff the day before an early meeting, access will not be granted before 8.30am.

    Agreed use

    The hirer agrees to use the venue only for the purpose described on the Booking Form. The hirer will ensure that the function is conducted in a proper, orderly and lawful manner.

    Alterations


    Alterations or additions to the venue must not be made without the consent of Benalla Rural City Council.

    Bookings


    To make a booking please complete and sign a Booking Form and return to

    Benalla Rural City Council’s Customer
    Service Centre, 1 Bridge Street East, Benalla, VIC 3672.
    Fax: 5762 5537
    Email: council@benalla.vic.gov.au

    Call out fee

    A fee of $50 will apply for any incident where staff are required to attend after hours, eg, tripping of security alarm.

    Cancellations or non-attendance

    An administration fee may be charged if a booking is cancelled with less than 7 days’ notice. Non-appearance on the day of the booking will incur the full hiring fee.

    Catering

    Benalla Rural City Council does not provide catering for functions. It is the hirer’s responsibility to provide their own catering. The kitchen is available for use by hirers, but must be left clean and tidy, otherwise a cleaning fee will be charged.

    Cleaning

    Meeting rooms/auditoriums are to be left clean and tidy. Kitchens are to be clean of all dishes, all rubbish to be placed in the bin and tables/chairs to be placed in their original position. If the venue is left in a state that requires extra cleaning, a cleaning fee will be levied in addition to
    the room hire fees. Please refer to the detailed instructions provided at time of hire.

    Damages

    The hirer will be responsible for any breakage, defect, damage, theft or vandalism to the room and/or fittings/equipment. Damage must be reported to Council staff immediately or at the earliest opportunity.

    Fees

    Charges for room hire are calculated according to the Benalla Rural City Council Fees and Charges Schedule which are current for each financial year. All fees and charges are GST inclusive.

    Indemnity

    The hirer agrees to indemnify and keep indemnified the Benalla Rural City Council against any action, claim or demand whatsoever that arises or may arise as a result of the hirer’s function. The hirer indemnifies the above organisations for the loss or damage of any of the hirers and third party equipment, property or personal belongings.

    Inspection

    The hirer will permit authorised Benalla Rural City staff to enter the venue during the hire period for the purpose of inspecting the premises or for any purpose connected with or related to these conditions.

    OH&S

    The hirer is responsible for compliance with all applicable sections and regulations of the Occupational Health and Safety Act 2004.

    Parking

    Benalla Rural City has several short or long term parking options. Please enquire at the Customer Service Centre if you are unsure of parking lot localities.

    Payment


    Cash, EFTPOS or cheque payment (made out to Benalla Rural City Council) before or at the time of booking. Invoicing from the Benalla Rural City Council is available on request with a minimum of 14 days’ notice before the booking date.

    Regular bookings

    Bookings can be made for an ongoing period of time, up to 12 months in advance (please note fees and charges may vary through the year).

    Privacy

    The hirer’s details will be recorded and kept for management purposes.

    Smoking

    Smoking is not permitted in any Council building.