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Terms and conditions - stadium hire

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

Mitchell Shire Council directly or indirectly (via Committees of Management) manages stadiums and ancillary facilities primarily to support community participation in organised sport. These services also provide other sport, recreation and social opportunities for the broader community.

Council and Committees of Management work in partnership and other users to ensure that stadiums are managed and used responsibly so that they remain fit for their primary purpose of community use.

Facilities covered by these terms and conditions

  • Broadford Leisure Centre
  • Wandong Memorial Stadium
  • Beveridge Primary School Stadium

Available hours

Broadford Leisure Centre and Wandong Memorial Stadium

Monday to Sunday 6:00pm to 10:00pm

Beveridge Primary School Stadium

Monday to Friday - 6:00pm to 9:00am

Saturdays - 9:00am to 6:00pm

Sundays - 10:00am to 4:00pm and

public holidays 10:00am to 4:00pm

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.

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.

Fees

Council introduces new fees on 1 July annually. Hirers will be invoiced based on the fees and charges for the financial year of the dates of their booking usage. View this year's fees and charges.

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 facility 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.
  • school activities (Beveridge Primary School Stadium only)

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 facility 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 provides community facilities for events and activities in line with endorsed Council Strategies and Plans.

The Council may refuse or cancel any booking at the facility 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 Stadium: Safety, risk and behaviour

Dangerous goods

Including flammable liquids and gas cannot be stored in stadiums. Portable barbecues can only be used outdoors. Gas bottles must be ‘in date’, secured, used and stored in accordance with Energy Safe Victoria’s Code of Practice for the Safe Use of LP Gas at Public Events in Victoria. Use of barbecues is subject to any fire restrictions.

Emergency procedures

Should there be a situation where attendance of emergency services (Police, Fire or Ambulance) occurs, at the Hirer’s request or otherwise, Council must be informed immediately.

First Aid

Hirers are advised to ensure that appropriately qualified and supplied first aiders are present at all times.

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.

Fire extinguishers

Council provides fire extinguishers in each stadium to comply with Essential Services Regulations. If these are not in place or are unserviceable, the hirer must inform Council immediately

Buildings

Council insures buildings, including stadiums and their fixtures, owned or managed by Council.

Contents

The hirer is solely responsible for obtaining contents insurance for their contents

Public Liability

Hirers must have public liability insurance for a sum insured of not less than $10M in joint names of the hirer and Council. The policy is to be maintained as current during the period of the booking. The policy must indemnify the hirer and the Council from any liability arising out of the hirer’s use of the venue, including cover for all spectators and activities. Note – Most public liability policies exclude cover for activities such as events, temporary structures, amusement machines, jumping castles, fireworks and other activities considered higher risk. It is vital to check exclusion clauses in the policy. A certificate of currency of the policy stating the level of cover and any exclusion clauses must be provided to Council as part of the application to hire the venue. Hirers must not undertake activities not covered by their Public Liability Insurance

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.

Products

This insurance is often included in a Public Liability and Products Insurance policy however should be obtained.

Volunteers, coaches, directors, participant injury insurance

Need to be considered and are included under club or associations insurances organised by some umbrella sporting associations.

Indemnity

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 it by any of them arising out of or in any way related to the granting of this licence and/or the use of the stadium. Council is not responsible for any theft, loss, damage or injury suffered by the hirer or any guest or invitee of the hirer, or any person coming on the premises during the period of hire, and the hirer indemnifies the Council in respect of all claims for loss, damage or injury caused to any person or property during the period of hire, or as a result of the use by the hirer of the venue.

Inflatables and amusement rides

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

Keys

Council will provide hirers with keys to enable access during the approved use days/times. Hirers are responsible for returning all keys at the end of the hire period. Under no circumstances are keys to be loaned to any other party. Hirers are not permitted to change or add locks. Any lost or stolen keys must be reported to Council immediately. Should keys be lost or stolen, the hirer is responsible for any costs, which may include rekeying at the venue.

Risk management

Hirers are responsible for ensuring that all reasonable precautions are taken to ensure the safety of participants and spectators. Hirers must comply with the risk management and safety requirements of their sporting association (if applicable) and insurers. Hirers are responsible for conducting a risk assessment of the stadium prior to their booking use.

Security

Hirers are responsible for ensuring that the venue is appropriately secured after use. Specific requirements are dependent on the venue and management model in place. If the hirer has not properly secured the venue the hirer will be required to return to the venue to secure it or if an afterhours security call out is required, the hirer will be charged the cost of the call out.

Reporting of incidents/accidents

Incidents or accidents arising out of the hirer’s use of the venue should be reported to the hirer’s insurance provider. Incidents or accidents that may involve the responsibilities of the hirer, the Committee of Management and/or Council must also be reported to the Committee of Management and Council - immediately for any major or statutorily reportable accident/incident or within five days for other.

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.

Safe, healthy, inclusive and respectful environment

Behaviour

Hirers are not to conduct or allow to be conducted any activity which could be considered noxious, offensive or immoral.

Compliance with laws

Hirers must comply with all laws and regulations which may apply to the hirer’s use of the venue. This includes laws and regulations in place in response to Covid-19.

Drugs

Sports hirers must comply with Victorian Sports Anti-Doping Policy which applies to all organisations conducting sporting competitions, sports organisations, their affiliates and members in Victoria, and any person or organisation receiving Victorian Government support for sporting activities. The policy is a requirement of the Victorian Sports Anti-Doping Act 2005.

Equal opportunity

Hirers must comply with the requirements of the Disability Discrimination Act 1992 and Equal Opportunity Act 1995 including, if applicable, Division 7 – Discrimination in sport and Division 6 – Discrimination by clubs and club members.

Food

Hirers must comply with the Food Act 1984.

Gambling, raffles and bingo

Hirers must comply with all requirements of the Victorian Commission for Gambling and Liquor Regulation and the requirements of any licences or permissions given.

Health and safety

Sports Hirers must comply with the Victorian Code of Conduct for Community Sport (VCCCS) and should comply with SunSmart and Good Sports

Illegal activities

Hirers must ensure that no illegal activity occurs at the venue during their use of the venue. Illegal activity can include under-age or unlicensed drinking, drug trafficking/use and gambling. Hirers must report any illegal activity to Council promptly.

Junior sports

Hirers must comply with any requirements of their sporting association in relation to liquor sales, liquor consumption, liquor advertising and junior sport.

Liquor Licences

The sale of liquor without a liquor licence is prohibited under the Liquor Control Reform Act 1998. Council requires hirers to seek permission from Council to apply for a liquor licence before applying to the Victorian Commission for Gambling and Liquor Regulation (VCGLR) for a licence. Hirers must not sell liquor before they have obtained a liquor licence and can only sell liquor during the times they are permitted under the licence but within Council’s venue usage rights. Hirers with existing renewable liquor licences with days and times that extend beyond Council or the Committee of Management’s approved use dates, days or times of any part of the venue must comply with Council’s and/or the Committee of Management’s approved use to the hirer.

If you are consuming alcohol but not selling you may still be required to obtain a temporary liquor licence. For further information speak with Council’s Local Laws Team on 5734 6200.

Noise

Hirers must not disturb the local amenity and comply with all requirements under the Environment Protection Act and Regulations. Use of any public address system can only be used indoors to control the event/activities.

Protection of children from sexual abuse

Hirers must comply with the Crimes Amendment (Protection of Children) Act 2014. Since 27 October 2014 it has been an offence for an adult (aged 18 and over) who holds a reasonable belief that a sexual offence has been committed in Victoria by an adult against a child (aged under 16) not to disclose that information to police (unless they have a reasonable excuse). Further amendments introduced, effective 1 July 2015, new criminal offences for failing to protect a child under the age of 16 from the risk of sexual abuse. A person in a position of authority in an organisation will commit an offence if they know of the risk of abuse and have power or responsibility to reduce or remove the risk, but negligently fail to do so.

Smoke free

The Tobacco Act 1987 prohibits smoking in any enclosed premises. Smoking is not permitted within Council owned or managed buildings. The Tobacco Act defines an enclosed premises as any room or a premise that is or are substantially enclosed by a roof and walls or any part of them are temporary or permanent and open or closed. The Tobacco Act also bans smoking.

  • within 10 metres of children’s playground equipment and skate parks in outdoor public spaces
  • within 10 metres of sporting venues in outdoor public places during an organised underage (persons under the age of 18 years) sporting event

Working with Children

Hirers must comply with the requirements of the Working with Children Act 2005 and that any employees or volunteers required to have Assessment Notices and WWC Check Cards do not undertake ‘child related work’ until these are obtained.

Care of stadium, ancillary facilities, surrounds and equipment

Damage/misuse

Any damage, faults, graffiti, vandalism or potential/identified risks are to be reported to Council immediately.

Should Council be required to undertake additional cleaning and or repairs as a result of misuse of the venue, the hirer/s will be responsible for meeting the costs and/or face a suspension of future bookings. Any damage must be reported to Council at recreation@mitchellshire.vic.gov.au

Cleaning

It is the responsibility of the hirer to ensure the stadium is left in a clean and tidy state. Should Council be required to undertake additional cleaning, the hirer/s will be responsible for meeting the costs and/or face a 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.

For a list of cleaning responsibilities, please see table below.

Electrical

Hirers must obtain Council consent prior to connecting or altering any electrical installation.

Equipment

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.

Kitchen

Hirers must take care of the kitchen and clean it before leaving the venue if they use it. Hirers must not drag equipment or chairs along the kitchen floor. Hirers will be charged for damage or extra cleaning.

Maintenance/work

No improvements, alterations, modifications, installations or additions can be made to the venue without prior approval from Council.

Parking/traffic

Parking is not permitted on footpaths or nature strips and must not obstruct emergency vehicle access points to sporting facilities. For activities likely to attract a larger than usual crowd, the hirer is required to submit a traffic and parking management plan to Council for prior approval

Periodic inspections

Periodic inspections of the venue will be undertaken by Council throughout the year. These inspections are to ensure that the venue is clean and safe. Hirers must comply with all reasonable actions they may be required to take following these inspections.

Scoreboards/timing equipment

All equipment including scoreboards and timing equipment must not be removed from the stadium. Hirers should report any issues with this equipment to Council.

Stadium floor

Appropriate non-marking footwear for your activity must be worn at all times eg basketball shoes for basketball. This is to protect the stadium floor from damage and reduce the risk of injury to participants. Hirers must not drag equipment or chairs as this can damage the stadium floor

Storage

All equipment must be appropriately stored and secured and not present a risk to venue users.

Waste and litter

Hirers are responsible for ensuring that all waste and litter generated from their use of the stadium is cleared by the end of the booking session. Bins are supplied by Council. If extra cleaning is required at the stadium following use, hirers will be charged.

Cleaning responsibilities

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 and 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
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

Breach of terms and conditions of use

Council has the right to withdraw or restrict the hirer’s rights to use a stadium if the hirer breaches the Mitchell Shire Council Stadium Terms and Conditions of Use. In the event of hirer failure to adhere to Terms and Conditions of Hire or negligence, the following additional charges may apply:

Exceeding booking 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 cleaningPOA*
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.

Grievance procedure

Council will in the first instance contact the hirer (contact person) for all matters related to usage of the venue. If this person is not going to be available an alternate contact should be provided to Council.

Council's contacts

IssueContactPhoneEmail
After Hours issues or emergencies – before 8.30am and after 5pm weekdays.Mitchell Shire after hours service5734 6200
FASA Agreement/Lease/LicenceRecreation Officer5734 6477Recreation@mitchellshire.vic.gov.au
Maintenance IssuesRecreation Officer5734 6477 or 5734 6200Recreation@mitchellshire.vic.gov.au
Bookings and seasonal allocationsRecreation Officer5734 6477Recreation@mitchellshire.vic.gov.au
Club or Committee issuesRecreation Officer5734 6477Recreation@mitchellshire.vic.gov.au
ComplaintsRecreation Team Leader5734 6239Recreation@mitchellshire.vic.gov.au

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.

This page was last updated on 23 November 2022.