Conditions of hire

Hirers are not permitted to access the Facility outside the allocated times. Any additional time other than what is stated on the Room Hire Request will incur an additional charge and the Hirer will be invoiced for all security charges generated due to over-stay (such as setting off alarm and security attendance).

It is the Hirer’s responsibility for setting up and clearing away all equipment to its original location unless arrangements have been previously made.

It is the Hirer’s responsibility to dispose of all rubbish including food scraps and bottles in the bins provided. As portable bins are available, it is expected that the bin is taken to the mess rather than leaving a liquid waste trail dripping from the garbage bag. Failure to adhere to this condition will incur full loss of bond.

Any excess rubbish not fitting in the bids provided is to be removed from the venue and taken away by the hirer.

Liquor

It is the hirer’s responsibility to determine and obtain the applicable liquor license  [LINK TO https://www.vgccc.vic.gov.au/] for their activity.

Hirers proposing the sale of liquor (or inclusion in ticket/entry fee), require a ’limited licence’ from the Victorian Commission for Gambling and Liquor Regulation [LINK TO https://www.vgccc.vic.gov.au/]Applications for a limited licences should be submitted at least eight weeks prior to the event for the Liquor Licensing Commission to process their application.

No drink carriers or devices that may damage the floor are to be taken into the Facility.

Hirers of the Facility must take care to avoid any spillage; in the event that spillage occurs, the Hirer is responsible for cleaning the area in question.

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Food

It is the Hirer’s responsibility to determine and obtain any food registration  [LINK TO https://www.geelongaustralia.com.au/foodindustry/article/item/8cbc6d6cc20328b.aspx] permits applicable to their activity.

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Performing rights

The Hirer hereby indemnifies CoGG and GNH against any claim for breach of copyright.

GNH are empowered to cancel any booking made for the Facility when the Facility is required for CoGG activities, municipal elections, State or Federal elections and emergency events.

Notwithstanding that the Facility may have been let or that these conditions may have been accepted and signed and the rent and/or deposit paid.

GNH may direct the return of the rent and/or deposit so paid and the Hirer agrees in such case to accept the same and to be held to have agreed to such cancellation, and to have no claim at law or in equity for any loss or damage in consequence thereof.

The Hirer and persons under their direction shall forthwith obey all directions or orders given by our staff as to the management of the Facility and activities being conducted therein.

CoGG or our representative shall at all times, notwithstanding any hiring, be entitled to free access to any and every part of the building.

In the event of any dispute or difference arising as to the interpretation of these conditions, or of any matter or thing contained therein, the decision of the Executive Manager appointed by CoGG shall be final and conclusive.

All Hirers including incorporated associations are required to have their own Public Liability Insurance (PLI). These hirers must take out and maintain PLI for the use of the premises for cover of not less than $20 million, for Death or Personal Injury, Loss or Damage to Property. By accepting the terms, you agree to the above and that the policy is in the same name as the hirer.

A Certificate of Currency of the applicant’s policy stating the level of cover and any exclusion clauses may be requested by GNH as part of the application and prior to any hire taking place. GNH also reserves the right to request an updated copy of the hirer’s Certificate of Currency.

Casual Hirers (not including the above) can apply to be considered to be covered under the Landlord’s Casual Hirer’s Public Liability Insurance Policy and pay a premium in addition to the hire fee.

A ‘Casual Hirer’ is any person or entity who hires the Premises for a Permitted Activity. A ‘Permitted Activity’ is either:

1. a one-off activity (such as a meeting); or
2. an activity held by a not-for-profit organisation whose primary purpose is to provide a service to the community or an underprivileged or disadvantaged sector of the community and who does not have the capacity to generate significant income through the provision of its activities or services.

provided that the staging of any event by the Casual Hirer referred to in (i) or (ii) immediately above does not occur more than six times per year.

Coverage under the Policy is limited to a period of five days commencing from the date the Casual Hirer takes possession of the premises.

Please note: The Casual Hirer shall bear the first $250 per claim arising out of any one occurrence. The policy specifically excludes participation risk involving sporting activities and amusement rides. All accidents and/or incidents, which may result in a claim being made under this insurance policy, must be reported to  GNH within two days of the incident.

The Hirer agrees to indemnify and keep indemnified and to hold harmless CoGG, our servants and agents and each of them from and against all actions, costs, claims, charges, expenses and damages whatsoever which may be bought 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 Premises.

We are not responsible for any theft, loss, damage or injury suffered by the Hirer or any guest or invitee of the Hirer, or any person entering onto the premises during the period of hire, and the hirer indemnifies the CoGG in respect of all claims for loss, damage or injury caused by any person or property during the period of hire, or as a result of the use by the Hirer of the premises.

The Hirer must:

• have made all reasonable enquiries as to the suitability of the Facility for the proposed activity or use, that is: capacity, equipment
• collect and return the Facility access pass and/or keys
• remain on the premises whilst visitors/patrons are in the building
• keep premises locked when unoccupied
• be responsible for orderly conduct and safety of patrons
• supervise all people at the Facility at all times
• maintain the premises in a clean and safe condition for the duration of the term of hire, and dispose of all rubbish into the bins provided
• adhere to the entry and exit times as stated on the Room Hire Request
• be responsible for payment of charges by the alarm monitoring company should the Hirer activate an alarm requiring the attendance of the monitoring company
• chairs removed from venue and used outside must be cleaned of dirt, mud etc. before being replaced
• be responsible for administering your own first-aid and provide your own first-aid kit.

One access pass will be available for collection from the GNH office during opening hours by appointment.

Casual hirers will be issued with one access pass and will be required to pay a bond of $50 which will be refunded to the Hirer upon return of the pass.

As Hirer, you are responsible for the collection and return of the access pass. Caterers will not be given additional passes. You will need to coordinate caterer’s access time.

The Hirer is responsible for the safety of all guests attending your activity. The Hirer agrees to the following:

• all emergency exit doorways and passageways will be clear at all times
• the appointment of an emergency officer or warden responsible for familiarising themselves with the emergency exists and capable of directing patrons as required
• read and abide by the emergency evacuation plans located on the walls within the Facility and inform the guests
• familiarisation of the location of the fire extinguishers within the Facility (instructions are available on all extinguishers)
• in the event of an evacuation, ensure all patrons have been evacuated from the facility and meet the fire officers attending as a response to the fire-emergency.

After hours contact for all booking issues can be made by telephoning CoGG After Hours Service on 03) 5272 5272. State the reason for calling and the operator will transfer you to the appropriate out-of-hours CoGG officer.

Please be aware in the event of an issue impacting your booking, failure to contact the after-hours service will render you unable to make any such claim for reimbursement on hire charges as we have not been afforded the opportunity to rectify the problem at the time.

We reserve the right to expel person(s) or terminate the activity due to any breach of condition of hire and/or misconduct by patrons.

The collection and handling of personal information is carried out in accordance with CoGG Privacy Policy. This policy is available for inspection at, or collection from, GNH.

It is the Hirer’s responsibility to advise GNH if you are engaging any third-party contractors to carry out works for your event (particularly working at heights). The Booking Office may request a Safe Work Method Statement (SWMS) for any such works, which will need to be approved by an appropriate CoGG Officer.

There may also be other conditions including use of CoGG’s Preferred Suppliers.

Under no circumstances is a Hirer (or agent representing hirer) permitted to drill, nail, affix, attach or erect any structures in the hall or bond will be withheld in full (or invoiced equivalent amount).

The Facility shall not be let for ‘liquidation sales’ and shall only be let for fairs and exhibitions (events) which involve the sales of goods subject to meeting the following criteria:

• Direct retailing should be incidental to the principal activity of exhibition and recreation (i.e. direct retailing should represent no more than 25 percent of the floor area occupied by the event).
• The activity should involve a number of traders, with evidence provided that Geelong region traders have been given ample opportunity to participate in each event.
• ‘Swap Meets’ may be approved, if the goods changing hands at the event, or for which sale or exchange is arranged at the event, are second-hand, homemade or refurbished.
• To prevent the monopolisation of any CoGG facilities, any one promoter shall be limited to one event per three months in any CoGG facility (i.e. only four events per year, per promoter).

Compliance with the above criteria is required and may be assessed by GNH prior to any hiring being arranged and at any time during the event. Although a permit is not required for an event as described above, failure to comply with the above conditions may lead to GNH refusal to hire its facility.

Weekend (and public holiday) markets have become established as events at which craft works and other homemade, second-hand and repaired items are sold and which have a high recreational, social and family component. They are usually held on public facilities and are regulated so that they are not seen as normal retail activity.

The following conditions apply:

• Total hours open to the public shall not exceed six hours, between 8:00 am and 5:00 pm on any day, with an additional hour allowed for set-up and an hour for clean-up.
• Sale of food shall be subject to health regulations.
• No alcohol, tobacco, fire arms, poisons, pornography, livestock (other than small pets, at the discretion of CoGG) may be sold.
• Conditions may be imposed by CoGG in a permit which may limit the life of the permit or may prescribe the mix of goods to be offered for sale.
• The above restrictions and any other conditions that the CoGG might establish or that exist on a planning permit must be adhered to.

It is the responsibility of the Hirer to follow and enforce all applicable and current Government pandemic orders and guidelines that relate to their hire of the Facility. CoGG and GNH accepts no responsibility for any breach of the above and will report any known instances to the relevant authorities. Failure to comply will also result in the cancellation of future bookings. GNH retains the right to cancel or suspend a booking at any time without penalty upon any change in government directions or in interest of public safety.