1

This is a legally binding agreement between Brimbank City Council (“Council”, “We” and “Our”)

and the ‘Hirer’ specified as (“You” and “Your”). The Conditions of Use apply to the hire by any

community group or individual entering into an agreement for the use of Brimbank City Council

Community Facilities.

Community groups or individuals that are seeking a once off booking for a function, event or

celebration, or bookings from Regular Hire groups outside of their allocated times including on

weekends, will be considered for Function Hire.

1.1

Community groups or individuals that are seeking a once off booking for a function,

event or celebration, or bookings from Regular Hire groups outside of their allocated

times including on weekends, will be considered for a Function Hire Agreement.

1.2

Applications must be made online.

1.3

Bookings must be made with at least two weeks’ notice of required date.

1.4

Bookings are tentative until a deposit is paid and written confirmation is issued.

1.5

Bookings must be paid in full at least 10 working days prior to event date.

1.6

If full payment is not received at least 10 working days prior to event date, the booking

will be cancelled and all fees paid will be forfeited.

1.7

Bookings can only be made by a legal guardian who is over the age of 18 years.

1.8

Public Liability Insurance cover of up to $20 million is included in the hire.

1.9

Blackout dates for Function Hire are 24 and 31 December and all public holidays.

2.1

Fees and charges consist of a Hire Rate, Booking Fee, Security Fee, and Bond.

2.2

Fees and charges are set through the annual budget process and available on Council’s

website.

2.3

Some booking types incur higher Security Fees and / or Bonds to cover service

requirements.

2.4

A bond pre-authorisation is raised as a security deposit 1-2 business days prior to the

hire date placing a hold against the funds (funds are not removed from the account).

2.5

It is the Hirer's responsibility to ensure there are sufficient cleared funds in the

nominated account on the drawing date.

2.6

If there are insufficient cleared funds in the nominated account on the drawing date

the booking will be cancelled.

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2.7

The pre-authorisation will be taken on the last card registered for a payment. If the

Hirer uses a different card to pay the outstanding balance then the system will attempt

a pre-authorisation against the card paying the balance, not the one used for

the deposit.

2.7.1

If at the conclusion of the hire, there has been a breach of the Conditions of Use, the

funds will be withdrawn whilst the matter is investigated and depending on the

outcome, Hirers may forfeit a bond amount.

2.7.2

If there are no breaches to Conditions of Use, the pre-authorisation security hold will

be released within 7 business days after the completion of the function.

3.1

Cancellations must be made in writing by email to facilities@brimbank.vic.gov.au with

a minimum of 7 working days’ notice in order to receive a refund of Hire Rate, Security

Fee and Bond.

3.1.1

The booking fee is non-refundable.

4.1

Council provides security guards through an approved contractor for the opening and

closing of facilities for Function Hire bookings.

4.1.1

Security will be present within 15 minutes of either side of the start time to unlock

the facility and ensure it is in a suitable condition for your function to take place.

4.1.2

Security will be present 15 minutes either side of your finish time to lock up the

facility and to ensure the facility has been left in a satisfactory condition.

4.1.3

Any further Security call outs are at the Hirers cost and will be deducted from the

bond.

4.2

Hirers are not provided with keys.

4.3

Kitchen access is included in hire.

4.4

The person responsible for the booking

and will be responsible for function behavior.

4.5

In the absence of the person who made the booking, responsibility can only be delegated

to the nominated second responsible person as listed on the Function Hire Application.

4.6

All functions must be finished by the curfew times outlined in the table below. A

minimum of 1 hour set-up and 1 hour clean-up time is to be allowed for in total hire

time.

Grantham Green Hall

9:00pm

(10:00pm clean up) 11:00pm

(Midnight clean up)

9:00pm

(10:00pm clean up)

Glengala Hall

9:00pm

(10:00pm clean up) Midnight

(1:00am clean up)

9:00pm

(10:00pm clean up)

Keilor Park Hall

9:00pm

(10:00pm clean up) 11:00pm

(Midnight clean up)

9:00pm

(10:00pm clean up)

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Old Shire Hall

9:00pm

(10:00pm clean up) 10:00pm

(11:00pm clean up)

4:00pm

(5:00pm clean up)

Overnewton Gatehouse Hall

9:00pm

(10:00pm clean up) Midnight

(1:00am clean up)

4:00pm

(5:00pm clean up)

Sassella Park Hall

9:00pm

(10:00pm clean up) Midnight

(1:00am clean up)

9:00pm

(10:00pm clean up)

Taylors Lakes Hall

9:00pm

(10:00pm clean up) 10:00pm

(11:00pm clean up)

9:00pm

(10:00pm clean up)

4.7

For Functions during business hours, contact the Community Facilities Team via 9249

4537 with any issues.

4.8

For security or access issues outside of business hours contact 1300 723 887 (24 hour

operations center for the security company) and ensure you have a copy of the

booking details that can be electronically forwarded to the operator as evidence.

4.9

For urgent maintenance issues outside business hours that require immediate

addressing (e.g. plumbing, electrical, property damage) contact the After Hours line

via 03 9249 4000.

5.1

The Hirer is responsible for leaving the building in a reasonably clean and tidy

condition, which includes supplying garbage bags, products and equipment to:

•

Clean spillages.

•

Responsibly remove all waste and recycling.

•

Wipe down all surfaces including tables, chairs, stove and sinks.

•

Sweep, mop and vacuum floors.

5.2 5.3 5.3.1 5.3.2 5.3.3

5.3.4 5.4

5.5 5.6 5.7 5.8

All equipment must be returned to the designated storage area as per the notice

boards within the facility.

All decorations must be removed including balloons, string and blu-tac.

No decorations are to be placed on ceiling fans or light fixtures.

Helium balloons must be tied down.

No sticky-tape, drawing pins or other materials which will puncture walls, floor or

other surfaces are to be used.

No smoke machines and pyrotechnics allowed.

No charcoal barbeques or spit roasts allowed. Gas barbeques are permitted at selected

venues with large outside areas however require

prior

approval from council. Hirers

must read and follow the Barbeques Checklist instructions.

Children must be supervised by a responsible adult at all times.

Brimbank City Council venues are non-smoking environments.

Council is not liable for damage to or loss of equipment or food belonging

to Hirers.

All Hirers are to respect the rights of others including equipment and belongings.

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5.9

Hall Keeping services are not responsible for cleaning and tidying after user groups;

if the facility is not left in an acceptable state the Hirer will be charged the cost of any

additional cleaning that is required.

6.1

The Hirer is responsible for ensuring attendees are familiar with and adhere to the

Emergency Procedures that can be found on the notice boards within the facility.

6.2

All emergency exit doorways and passageways must be left clear at all times, and

emergency exit doors kept closed.

6.3

Essential services equipment (including Fire extinguishers and fire blankets) must

not be misused.

6.4

If there is a threat to life or property and police, fire or ambulance are required

always call triple zero (000).

6.5

If an incident, emergency, or damage occurs during your hire period, or issues are

identified with the emergency equipment or procedures, inform the Community

Facilities Team within 24 hours via email to facilities@brimbank.vic.gov.au

.

6.6

Council provide security guards through an approved contractor which depending on

the booking type, may be required for the duration of the event at the cost of the hirer.

6.6.1

A minimum of 2 security guards are required for identified bookings up to 60 people

and a minimum of 4 security guards for bookings over 60 people.

6.7

Bookings for people aged 16 – 21 years and any functions identified by Council as

requiring additional risk management controls agree to:

•

Crowd controller attendance for the booking duration which is organised by

Council and costs met by the Hirer.

•

Register the function with the Victoria Police Party Safe Program and provide

evidence to Council via email to facilities@brimbank.vic.gov.au.

6.8

Strictly no promoting or advertising event via any form of social media.

6.9

It is Your responsibility to assess and plan for risks before the event (Risk Assessment)

This may include reviewing suitability of activities, identifying evacuation points, and

ensuring necessary permits are in place (e.g. temporary limited liquor licence).

6.10

It is Your responsibility to understand and comply with the Victorian Child Safety

Standards.

6.10.1

The Principles of the Victorian Child Safety Standards must be extended to all

vulnerable people who participate in Your activities.

6.10.2

You must have measures in place that protect children and vulnerable people in

accordance with the Victorian Child Safety Standards.

6.11

The noise level generated by Your activities must at all times comply with Local Laws

and reasonable direction of Council Officers.

7.1

Hirers are required to understand and adhere to responsibilities under current Liquor

Control Victoria legislation. Call the Victorian Liquor Commission on 1300 182 457 for

further information (www.vic.gov.au/liquor

).

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7.2

No alcohol consumption is permitted for parties under the age of 18. For all other

bookings, alcohol consumption is subject to Council approval on the condition that

the relevant Liquor Licence has been obtained, a copy is provided to Council, and

conditions strictly adhered to.

7.3

Strictly no drugs or illegal substances are to be consumed or brought into the

premises.

7.4

Gambling is not permitted at Council facilities; for raffles the appropriate permit

must be obtained from the Victorian Gambling and Casino Control Commission

(www.vgccc.vic.gov.au).

7.4.1

If You propose to sell food onsite, a Food Premises Registration must be obtained in

advance via Business Forms | Brimbank City Council

7.4.2

You must ensure that all required permits have been obtained for all food services

in connection with Your organisations activities.

7.5

Jumping castles and petting zoos/animal farms are permitted externally at a limited

number of facilities.

7.6

Special conditions may be applied to bookings at Council’s discretion that fit within

aims and objectives of Council.

8.1

The hirer hereby indemnifies the Council against any claim for breach of Copyright for

the playing or recording of any form of music and recommends hirers contact Australian

Performing Rights Association on 1300 852 388 for more details.

8.2

The personal information requested on application forms for facility hire is collected by

Council for reference and identification purposes. To ensure confidentiality of

information requested we will only use personal information provided by you for the

purpose of providing a range of access to facilities and equipment.

8.3

The Information we collect about you may be used to ensure that your personal details

are kept up to date across the services in which you engage Council so that we can

provide a better customer service to you.

8.4

In accordance with our Privacy Policy, we will not disclose your personal information

without consent to a third party, institution or authority except where required by law

or other regulation.

8.5

The Hirer agrees to indemnify and keep indemnified and to hold harmless the Council,

its servants and agents and each of them from and against all actions, costs, claims,

charges, expenses and damages whatsoever which may be brought or made or claimed

against them arising out of or in relation to this Agreement.