Room Hire Terms & Conditions – Newstead Community Centre

• Confirmation: Bookings are not confirmed until you receive written confirmation from Newstead Community Centre. The Committee of Governance reserves the right to accept or decline an application to hire the facilities.
• Double Bookings: In the rare event of a double booking, the Newstead Community Centre will prioritise groups and activities that align with our Strategic Direction, Vision, and Mission. If we are unable to accommodate your request, we will notify you promptly and work with you to find an alternative time or solution.
• Hire Charges & Bonds:
  • Hire fees (including any bond) must be paid at least 7 days before your event.
  • If payment is not received, your booking may be cancelled.
  • Bond amounts are set according to the current Fees & Charges Schedule and may be varied by the Committee based on the assessed risk of damage.
• Invoices: Invoices may be sent monthly or by term, depending on prior arrangement.
• Fee Increases: If fees change, your booking will remain at the rate confirmed until the end of your current term.
• Additional Charges: A fee of $40 per hour will apply if rooms are not left clean and in a reasonable condition.

• Induction: Hirers may request a basic induction covering keys, lighting, heating/cooling, and emergency procedures.
• Key Collection:
  • Keys must be collected from the Key Safe prior to use.
  • Keys are your responsibility — lost keys will be charged to you. Keys must not be copied.
• Key Return: Return keys to the Key Safe once you have cleaned and secured the building.
• Security:
  • Ensure all lights, heating/cooling, and appliances are turned off before leaving.
  • Lock all doors securely when leaving.

• Use only the rooms and facilities you have booked.
• No decorations, posters, or other items may be attached to walls, ceilings, or fixtures in a way that causes damage.
• No naked flames (candles, lighters) are permitted.
• Tables and chairs must be set up and returned to their storage areas by the hirer.
• Clean up spills immediately to prevent slips.
• The venue must be left clean, tidy, and ready for the next hirer — this includes:
  • Washing and replacing cups, plates, etc.
  • Vacuuming and mopping kitchen floors.
  • Removing any external hire or catering equipment.
• Any damage will be assessed by the Committee and repair costs may be deducted from your bond

• Fire Safety:
  • All fire exits must remain clear at all times.
  • Fire extinguishers must not be moved or blocked.
  • No items may be hung on firefighting equipment.
• Occupational Health & Safety:
  • Cover electrical cables across walkways to prevent trips.
  • Designate someone to assist in the event of an emergency.
• Smoking:
  • Smoking is prohibited inside the building and within 10 m of entrances or areas where children play (e.g., playgrounds, skate parks).

• Food Preparation:
  • Food may only be prepared in the designated kitchen areas.
  • If food is being sold or provided to the public, the hirer must contact Council’s Environmental Health Officer on (03) 5471 1700 to ensure compliance with the Food Act 1984.
• Alcohol:
  • The hirer is responsible for obtaining a temporary liquor licence if alcohol is to be sold or included as part of an entry fee or meal.
  • Licence applications can be made via VCGLR.
  • A copy of the licence must be provided to the Committee and displayed where alcohol is served.
  • It is an offence to supply alcohol to anyone under 18 years of age.

• Vehicle access to ovals and reserves is prohibited without prior written permission.
• No stakes, pegs, or attachments to trees are permitted.

• Public Liability Insurance:
  • All hirers must hold $20 million Public Liability Insurance and provide a current Certificate of Currency at least 7 days before the hire period.
  • Community groups may be eligible for coverage through Council’s Hirers Insurance Policy (fees apply).
• Indemnity:
  • The hirer indemnifies the Committee and Council against any loss, damage, or injury to persons or property during the hire period.
• Responsibility:
  • The hirer is responsible for damage caused by negligence and may forfeit bond monies if repairs are required.

• Animals are not permitted inside the facility except for assistance dogs.
• Any animals on the property must be secured outside, and owners are responsible for cleaning up after them.

• Bookings may be cancelled by the Committee if fees are unpaid.
• The Committee is not liable for cancellations caused by events beyond its control (e.g. weather, civil disturbance).

By booking, I/we confirm that:

• I/we have read and agree to these Terms & Conditions.
• I/we accept that the Committee and/or Council may deduct from any bond monies the cost of repairs or additional cleaning beyond fair wear and tear.
• I/we understand it is the hirer’s responsibility to set up and clean the facility.
• I/we will contact Council’s Environmental Health Officer if food is being sold or prepared for the public.