Terms and Conditions of Use
1. Venue
Bonegilla Migrant Experience shall:
1.1 Provide a venue for family reunions, birthdays, corporate events, meetings and private events;
1.2 Provide access to tables and chairs for up to fifty people for indoor and outdoor events. Additional tables and chairs are available at additional hire cost – set up fees may apply;
1.3 Access to kitchen facilities if available;
1.4 Provide emergency evacuation documents as required;
1.5 Wodonga Council reserves the right to prohibit further use of the function space (before or during the event) with regard to the type of activities being undertaken and behavior of attendees; and,
1.6 Permit hire of items by external hire company,; however, no responsibility will be taken for the care and security of these items.
Bonegilla Migrant Experience shall NOT:
1.7 Set-up or pack-up equipment brought into the venue by the Hirers or any external hire company (unless previously arranged with Bonegilla Migrant Experience staff).
2. Bookings
2.1 Confirmation of event booking will only occur when Bonegilla Migrant Experience receives:
- Completed venue hire EOI form;
- Hirer has received written confirmation of venue availability, quote and terms and conditions;
- Written acceptance of the quote provided to the Hirer, outlining confirmation of venue availability and costs; and,
- Hirer has accepted quote & terms and conditions in writing, via return email
- A copy of public liability insurance, event risk plan and liquor licence, if required;
- A $100 deposit (if requested).
3. Opening Hours
Bonegilla Migrant Experience shall:
3.1 Negotiate opening hours and entrance requirements with the Hirer of the venue. The site is open from 10am to 4pm daily, seven days a week. Closed Anzac Day, Good Friday and Christmas Day and any day deemed a Catastrophic Fire day.
4. Payments
Bonegilla Migrant Experience shall invoice the Hirer for:
4.1 The balance of the payment for venue hire including staff, plus any additional equipment and tours if applicable to your function – refer to quote;
4.2 Payments to be made within seven days of receipt of invoice;
4.3 Additional costs may be invoiced/paid separately if additional services are requested by the Hirer on the day or any unexpected damages that occur during the hire period;
4.4 Any damage caused to the property of Bonegilla Migrant Experience resulting from installation and hosting of activities;
4.5 Excessive cleaning resulting from hosting of activities as per the current fee schedule;
4.6 Refund full hiring fees if cancellation by the Hirer is more than four weeks before commencement of the function or event; if cancellation is less than four weeks then the deposit shall be forfeited; and,
4.7 Bonegilla Migrant Experience will provide a full refund if cancellation of event or rebooking to another date if possible required due to closure due to catastrophic fire or natural disaster
5. Marketing
5.1 The Hirer is responsible for designing, printing and distribution of their marketing materials for their event. Bonegilla Migrant Experience will promote events where appropriate, through its marketing channels, where information and images are provided on time.
Marketing material promoting the Hirer’s event at Bonegilla Migrant Experience should include:
Bonegilla Migrant Experience
135 Bonegilla Road, Bonegilla
(02) 6020 6912
bonegilla.org.au
[email protected]; and,
If relevant, ensure that the Bonegilla Migrant Experience logo is used according to style guidelines provided by Wodonga Council.
6. Licences
Bonegilla Migrant Experience shall:
6.1 Provide person/s hiring the venue with food safety standards information; and,
6.2 In the event that alcohol is served, the person/s hiring the venue will be directed to the Victorian Commission for Gambling and Liquor Regulation, for the relevant licenses, copies must be provided to Bonegilla Migrant Experience.
Bonegilla Migrant Experience shall NOT:
6.3 Accept responsibility for incidents arising where the Hirer has failed to meet their obligations regarding food safety standards in Victoria, risk minimisation or liquor licensing requirements.
The person/s hiring Bonegilla Migrant Experience shall:
6.4 Abide by the National Food Safety Standards when serving food or beverages during an activity at Bonegilla Migrant Experience. For further information, phone Wodonga Council’s Environmental Health team on (02) 6022 9300; PLEASE NOTE: If an admission fee is charged and food is provided as part of that fee, then food is deemed for sale;
6.5 The Hirer is responsible for applying for a Licence from APRA for public performance of copyright music, whether the performance is live or recorded.
A copy of the APRA Licence Agreement must be provided to Bonegilla Migrant Experience.
All licenses, copyright permissions, registrations or rights to perform or screen content, must be obtained prior to booking the event, and a copy must be provided to Bonegilla Migrant Experience before the first performance.
7. Insurance
Bonegilla Migrant Experience shall:
7.1 Maintain public liability insurance in respect of the venue.
Bonegilla Migrant Experience shall NOT:
7.2 Accept responsibility for loss/damage of exhibited material, equipment or personal items brought into the space. Insurance and security is the responsibility of the person/s hiring the venue.
The person/s hiring Bonegilla Migrant Experience shall:
7.3 Provide a copy of their Public Liability insurance at time of booking. The policy should be in the name of the Hirer, and provide coverage for an amount of at least $10 million. The policy shall cover such risks and be subject only to conditions and exclusions that are approved by the council and shall extend to cover the council in respect to claims of personal injury or property damage arising out of the negligence of the Hirer.
8. Equipment
The person/s hiring Bonegilla Migrant Experience shall:
8.1 Take responsibility for the safe operation and security of all equipment they bring into the venue including display, lighting and audio equipment;
8.2 Comply with the Occupational, Health and Safety Act 2004 when working with or around venue equipment; and,
8.3 Ensure all technical equipment brought onto the site are test and tagged items.
9. Activity
The person/s hiring Bonegilla Migrant Experience shall:
9.1 Undertake to deliver, install, dismantle and remove all equipment and materials required for functions and events as per the dates/times specified in the Hirer’s agreement;
9.2 Be responsible for the installation and set-up of all equipment (unless otherwise agreed) under the direction of Bonegilla Migrant Experience staff and the sites heritage guidelines;
9.3 No adhesive material is to be used on the walls, floors, ceilings and doors of heritage-listed buildings. Blu-tak may be used on the walls of the Function Centre and tape may be used on the floor. If other adhesives are to be used please seek permission by contacting the venue staff.;
9.4 Ensure that all works to be displayed are of a safe construction and free from fault including frames, stages and stands; and,
9.5 Ensure that all displays and equipment are installed in a manner which does not cause risk to the public or the venue, and abide by any instructions from venue staff concerning manual handling, risk minimisation and public safety.
10. Smoking
10.1 Smoking is not permitted anywhere inside buildings or on the grounds of Bonegilla Migrant Experience. The Hirer must ensure that hire staff or attendees adhere to the no smoking rules and direct people to the designated smoking area near the carpark.
11. OH&S
11.1 Occupational Health and Safety is the responsibility of all parties. Bonegilla Migrant Experience promotes safe work practices and all employees and Hirers will actively participate in safe practices. This will include adhering to any current government health requirements.
11.2 All hirer staff and contractors must participate in the safety induction, prior to any work/set up taking place.
11.3 If the event includes any high risk activities or installations, including but not limited to smoke, large or delicate props, rigging or naked flames, the Hirer must complete a risk assessment and send through to the venue prior to arrival. Please contact the venue for a risk assessment template or assistance, if required.
12. Natural disaster/Force Majeure
Should the council cancel the event and give notice before or during the event date or booking period, due to any of the following:
12.1 The location or venue being resumed, requisitioned or required for a public purpose as an evacuation relief centre;
12.2 The location or venue being damaged or destroyed so that the council considers the location or venue unsuitable for use under this Agreement;
12.3 The occurrence of a Force Majeure Event;
12.4 Location or venue closure as required by government direction as the result of a pandemic or other natural disaster; or
12.5 An emergency, danger of damage to people or property or other act or event outside the council’s direct control as a result of which the council considers the Location or Venue should not be used under this Agreement.
The Recipient is entitled to a refund of any money that has been paid for fees and charges under this Agreement, but you do not have any other claim against the council.