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Terms and conditions - community facilities

The Centre hire agreement details your obligations as a hirer of a Mitchell Shire Council community facility. Please read and retain for your records. In this document, the facility being hired is referred to as the Centre. The hirer/s, hirer representatives and/or responsible persons are referred to as the Hirer.

Facilities covered by these terms and conditions

  • Beveridge Community Centre
  • Broadford Hall
  • Broadford Living & Learning Centre
  • Broadford Youth Room
  • Community Place and Chittick Park
  • Greater Beveridge Community Centre
  • Wallan Multipurpose Centre (Including Wallan Seniors Hall and Wallan Youth Room)
  • others as advised by Council staff

Hire rates and hirer representation

Proof of community group/ not-for-profit status

Proof of not-for-profit status is a requirement to confirm the booking at the reduced rate for that Hirer category.

Evidence of your organisation's not-for-profit status or particular community purposes may include its:

  • annual report
  • registration or association with other regulatory bodies that require not-for-profit status or the particular community purpose for registration.

Proof of community group may include:

  • current incorporated association number
  • constitution or governing rules
  • trust deed

Sub-letting

The facility must not be sub-let or any hire transferred or assigned.

Accessing regular hire rates

The regular hire rate comes into effect upon the sixth hire occasion. The first five hires within the financial year are charged at the casual rate with the regular hire rate being applied to the sixth hire. Hirers who were eligible for regular hire rate within the financial year immediately preceding the current financial year are automatically eligible for the regular rate.

Payment terms

  • casual hire bookings must be paid in advance to secure booking
  • regular hire bookings may be paid up to one (1) month after the booking
    • shorter terms may be required via request of the booking officer where multiple bookings occur in a month
    • shorter terms including advance payment may be required via request of the booking officer where a history of late payment has occurred.

Payment terms

  • casual hire bookings must be paid in advance to secure booking
  • regular hire bookings may be paid up to one (1) month after the booking
    • shorter terms may be required via request of the booking officer where multiple bookings occur in a month
    • shorter terms including advance payment may be required via request of the booking officer where a history of late payment has occurred.

Additional charges

In the event of hirer failure to adhere to terms and conditions of hire or negligence, the following additional charges may apply:

Exceeding booked hoursCasual rate will apply per hour
Replacement of key/access fob$60 per key (max) for keys/ fobs not returned within five (5) business days of the hire
Fire Brigade attendanceTotal cost as advised by Fire Brigade
After Hours Officer call out feePOA*
Extra cleaning (if applicable)POA*
Damage to Centre/furniturePOA*

*Price on advisement. A Council officer/contractor will assess facilities after hire. Additional cleaning or repairs will only be completed by Council approved contractors. Council reserves the right to recover costs associated with any repairs. These charges are final and non-negotiable.

Cancellation/ refund terms

Cancellation/ reschedule by hirer

Casual hires

Cancellation provided in writing up to five (5) business days prior to the hire date results in 100% of fees being refunded minus an administration fee of $15.

Hires that are rescheduled up to five (5) business days prior to the hire date and rescheduled to no more than 30 days after the original booking will attract an administration fee of $15 in addition to the hire rate.

Hires that are cancelled or rescheduled with less than five (5) business days’ notice in writing forfeit 100% of fees paid.

Regular hires

Cancellation provided in writing up to five (5) business days prior to the event results in 100% of fees being withheld from charge minus an administration fee of $15.

Hires that are rescheduled up to five (5) business days prior to the hire date and rescheduled to no more than 30 days after the original booking will attract an administration fee of $15 in addition to the hire rate.

Hires that are cancelled or rescheduled with less than five (5) business days’ notice in writing result in 100% of fees being charged.

Cancellation or hire refusal by Council

Council reserves the right to cancel any booking if the Centre is required for:

  • council events
  • facility maintenance
  • Municipal, State or Federal elections
  • national or regional emergency
  • code red days
  • emergency maintenance
  • pandemic testing or vaccination sites.

Council will not be liable for any loss to the hirer due to cancellation by Council. Council will endeavour to assist groups to relocate to an alternative Centre where possible. Where alternate venue options are not available, the hirer will have the option of a full refund or to reschedule their event.

Please note: future dates will be subject to availability.

Disclaimer

Mitchell Shire Council provide community facilities for events and activities in line with endorsed Council Strategies and Plans.

The Manager Life Stages or delegate may refuse or cancel any booking at the Centre at their discretion. The Manager or delegate will provide the Hirer with five business days’ notice where possible and an explanation for the cancellation.

Use of the Centre: Safety, risk and behaviour

Available hours

All Community Development and Youth Services managed facilities are unavailable for hire between 12:30 am and 6:30 am. Individual facilities may have additional restrictions in days and times available for hire. Available days and times may change depending on the time of year (eg. Christmas/ New Year).

Facility capacity

Hirers agree not to exceed the maximum capacity of persons allowed in any single hire space. Where attendees exceed the maximum capacity hirers must close down the event as soon as possible.

Insurance and Risk

If a Council facility is hired on behalf of any incorporated bodies, sporting clubs, educational or religious institutions or organisations and/or commercial enterprises, the hirer must provide Council with public liability insurance with a minimum cover of $20 million.

Hirers providing external services at their function – e.g. entertainment, outdoor jumping castles etc. must provide evidence on request of public liability insurance for not less than $20 million for the service provider.

Council, at its sole discretion, may also require the hirer to provide:

  • a satisfactory risk management plan (including COVID-19 safety)
  • traffic management plan
  • security plan or any other information Council believes is relevant to the hire of the space.

Failure to provide the required information may result in the booking being cancelled.

Public liability insurance may be arranged through the Mitchell Shire Council to individuals that do not hold a public liability policy, or hold insurance below the minimum cover.

Inflatables and amusement rides

Inflatables such as jumping castles and amusement rides are not allowable in any facilities covered by these terms and conditions.

Indemnity

The hirer indemnifies Council against responsibility for any accidents, loss, damage, expense or injury to participants, property or third parties.

Fire Alarms/ emergency services call-outs

It is strictly prohibited to use any apparatus which may cause a false fire alarm call-out. This includes but is not limited to:

  • smoke, ice, fog or haze machines
  • sparklers or candles
  • steamers
  • cooking in a non-designated area
  • cooking without engaging the exhaust fan
  • smoking inside the building or near entrances.

Emergency services call-outs will be investigated. If Council, the MFB or CFA determine a fire alarm is caused by hirer negligence, you will be invoiced for the full amount charged. See additional charges information below.

Use of a BBQ/ spit roaster/ smoker or similar anywhere in the Centre, or outside of the Centre as part of the hire is strictly prohibited. To use a BBQ at your event please consider a Council park facility.

Car Parks and Outdoor Areas

Hirers wishing to use outdoor areas external to the Centre (including car parks) for activities during allocated booking times, must contact the Events Concierge at events@mitchellshire.vic.gov.au or 03 5734 6200. Please note minimum notice times apply to apply for permission to use outdoor areas. Once approval has been granted, a copy must be provided to community.development@mitchellshire.vic.gov.au.

COVID-19 safety measures

It is expected that all hirers have safety measures and processes in place to meet current State Government COVID-19 Guidelines and Council directions when accessing facilities operated by Mitchell Shire Council. Adhering to current restrictions is the responsibility of the hirer and individuals attending. Spot checks may be undertaken by Council employees and non-adherence to current restrictions may result in cancellation of future bookings.

Party safe registrations

Council requires all private functions celebrating birthdays to register their event with the Victoria Police Party Safe Scheme. Registration can be completed online with Victoria Police or at your local police station.

Social Media

The hirer agrees that invitation-only events such as parties will not be shared on social media except as a private invitation. Hirers may be held liable for incidents and/or damage caused as a result of events being posited on social media.

First aid kits

The hirer is responsible for ensuring a personal first aid kit is available during their booking. Council does not provide first aid equipment or supplies at the centre.

Shared spaces

Some facilities have multiple spaces available for hire, Mitchell Shire Council reserves the right to hire available spaces to various hirers at the same time. This may result in sharing of the foyer and toilets within the centre. It is the responsibility of every hirer to ensure these areas are kept clean and accessible.

Noise levels

Our centres are shared spaces with multiple stakeholders and are located within residential areas. Please be respectful of the stakeholders and local residents when accessing and using the centre by keeping noise and music at minimum levels both inside and outside. Hirers that do not comply with this condition may incur restrictions to their bookings or cancellation of future use.

Please refer to the Environmental Protection Agency for the restricted hours for noise.

Children

Children must be supervised at all times and must remain within the hire area for the duration of the hire. The hirer must not allow children to climb or jump on any furniture or non-floor surfaces of the centre. This responsibility includes providing sufficient and competent adult supervision at all times. The hirer is responsible for all participants' behaviour.

Child Safe Statement of Commitment

At Mitchell Shire Council we are committed to ensuring all children and young people reach their full potential as we strive to achieve our mission of working with our communities to build a great quality of life:

  • We do not tolerate any abuse or neglect towards children or young people.
  • We work actively to embed a culture of child safety in our organisation, programs and services.
  • Any reasonable belief of abuse to a child or young person is acted upon appropriately and in accordance with our policy and legal obligations.
  • All children and young people and their families are engaged to participate in decisions which will affect service offering, programs or their future.
  • We ensure Aboriginal children are culturally respected and valued.

Child safeguarding is a shared responsibility for all councillors, employees, workers, contractors, volunteers, associates, and members of the community. The hirer accepts responsibility for adherence to this commitment as a condition of hire.

Behaviour, discrimination and vilification

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. Mitchell Shire Council buildings are designed to be inclusive and safe spaces. Any behaviour, messaging surrounding planned activities or planned activities that are considered discriminatory or risks vilifying others may lead to cancellation of the booking or future bookings

Animals

Animals (other than Assistance Animals) are not permitted in the centre.

Smoking

Smoking is strictly prohibited within four metres of the building.

Food preparation and handling

It is expected that all hirers have adequate food safety measures and processes in place when accessing facilities operated by Mitchell Shire Council. If you are planning on serving food at your event, it is recommended that you use a registered caterer.

Further information can be found on Council’s website or by speaking with Council’s Environmental and Public Health Officer on 03 5734 6200.

Equipment in facilities

Any information provided regarding equipment available in facilities such as tables, chairs, crockery and cutlery and electronic equipment is indicative only. Council cannot guarantee the presence of specific equipment or amounts of equipment.

Environmental considerations

Climate change risk mitigation is a focus of Council’s Environment Policy. Hirer’s are required to consider options for reducing climate change risk as part of their hire such as the use of compostable or reusable dishes, cups and cutlery, the use of vendors who offer carbon-reducing options and environmentally friendly alternatives to the use of plastics.

The use of balloons and balloon garlands is not allowed in any facilities covered by these terms and conditions. More environmentally friendly alternatives include bunting (paper or material) and paper decorations.

Decorations

All property, decorations, catering appliances or fittings belonging to the hirer must be removed by the end of the booking time without causing marking or damage to the centre. Suitable temporary wall fixing options for your decorations can be discussed with Council staff at the time of booking.

Set up/ pack up

Hire fees apply to set up and pack up times for each hire. Hirers should ensure the booking times requested are sufficient for set up and pack up including ensuring the below requirements are met.

Cleaning and security requirements

It is the responsibility of the hirer to ensure the centre is left in a clean and tidy state and that the building is secure. Failure to do so will result in additional charges and/or suspension of future bookings.

Hirers are required to bring their own cleaning equipment, personal protective equipment and food safety equipment, e.g. dishwasher tablets, garbage bags, sponges, surface sprays, tea towels, hand sanitisers, gloves. It is recommended that additional toilet paper is also brought along. A mop and bucket, broom and dustpan are provided at a minimum.

Duties include:
GarbageGarbage bins to be emptied with all garbage bags disposed of in the outdoor bin area. Recyclable items in the correct bin (no plastic bags in recycle bins). Any additional rubbish that doesn’t fit into supplied bins must be taken away by the Hirer
Personal itemsAll items belonging to the hirer or guests must be removed within the booking time
SurfacesWipe clean and sanitise all surfaces and appliances, e.g. tables, benches, oven, cooktops
Dishes aFurniturend DishwasherDishes, cooking equipment such as pots and cutlery belonging to the Centre must be clean and replaced in the correct place. If used, dishwashers must be emptied of clean dishes and cutlery before leaving
FoodNo excess food to be left in the Centre. All food must be either taken home or placed into the outdoor garbage bins. All surfaces must be free from food scraps
FurniturePut away all furniture in an organised manner and inside designated storage areas (if applicable)
FloorsSweep, mop and/or vacuum after each booking. Vacuum to be emptied
Fridge/ freezerEmpty all items and clean any spillages in both fridge and freezer
ToiletsLeft in a clean and tidy state. Benches and floors need to be clear of all; paper towel, toilet paper, wrappers; human waste, etc.
Heating/ coolingTurned off
Audio-visual equipmentTurned off. Return microphone to Council if applicable
Kitchen appliancesWiped clean and turned off
Hallways and outdoor areasEnsure all areas accessed by guests/ participants are left clean and tidy
Doors and windowsInternal and external doors and windows are closed and locked
AlarmArm and disarm as per instructions if applicable

Booking times must be inclusive of cleaning time. Stains and damage must be reported to the community.development@mitchellshire.vic.gov.au after your booking. Additional costs may be incurred by the hirer for damage to the centre caused during a booking.

After hours assistance

Please report any maintenance or security issues to the after-hours number on 03 5734 6200.

If you find any criminal activity or vandalism has occurred at the centre prior to, or during your event, please contact the Police on 000 immediately. You are also required to report the findings to the after-hours number.

If the After-Hours Officer is called to attend the centre due to hirer negligence, e.g. emergency/duress false alarm, the hirer will be invoiced for the associated cost.

Regulations and statutory requirements

Hirers are responsible for identifying and complying with any regulatory and/ or statutory requirements. The information below is a guide only to some common requirements.

Community and charitable gaming

Community and charitable organisations can conduct a number of minor gaming activities on the premises. However, some gaming activities may require a minor gaming permit in order for the organisation to conduct the activity legally.

The following activities that require a minor gaming permit:

  • raffles (where the total prize value exceeds $5,000)
  • lucky envelopes
  • fundraising events such as casino nights.

Further information can be found by visiting the Victorian Commission for Gabling and Liquor Regulation.

Consumption of alcohol and liquor licensing

Alcohol-free events are encouraged at all our centres. Where alcohol is included in a hire the alcohol can be consumed but not sold on the premises. You may be required to obtain a temporary liquor licence. It is the responsibility of the hirer to know whether a liquor license is required.

If you are holding an organised event in a Council park or building and propose serving or consuming alcohol, you need to apply for a permit.

Organised events include:

  • ticketed events
  • events where an area within a park or public space has been portioned off with approval from Council
  • community markets, expos or roadshows etc.
  • music events and other entertainment.

Further information and permit applications can be found on our serving alcohol page or by speaking with Council’s Local Laws Team on 03 5734 6200.

This clause does not apply to events or festivals where a license has been obtained under the Liquor Control Reform Act 1998 for the consumption or possession of alcohol.

Full liquor licensing requirements can be found by visiting the Victorian Commission for Gambling and Liquor Regulation or by phoning 1300 1 VCGLR (1300 182 457).

Food safety requirements - Streatrader

If the hirer or anyone included in the event or activity the hire is made for is selling food as part of the activity or event they must comply with food safety requirements including Streatrader.

Further information can be found on our temporary food premises page and at Streatrader or contact the Environmental Health team at Mitchell Shire Council on 03 5734 6200.

This page was last updated on 22 November 2022.