Conditions of hire

 

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Conditions of hire

Conditions of hire - academic facilities

  1. Use of facilities: The hirer may use the facilities/equipment for the purpose for which their hire was approved on the dates and during the times specified. The Hirer will comply with all instructions given by authorised persons whether regarding the use of the facilities/equipment, conduct or parking on University grounds or otherwise. If the facilities/equipment are not vacated at the end of the hire period an additional charge not exceeding a half day hire charge will be payable by the Hirer.
  2. Indemnity: The Hirer indemnifies the University against all claims, demands, liability, costs and expenses (including full indemnity legal costs) it may incur or for which it may become liable arising out of or in connection with the hire of the subject of this application (including any injury to any persons entering University grounds or facilities or damage to any property as a result of or in connection with the use of the facilities/equipment by the Hirer and associated persons and persons present at the invitation of or with the Consent of the Hirer. The Manager may require the Hirer to effect appropriate insurance cover to protect the University.
  3. Guarantee: The Responsible Person/s/Guarantor/s personally guarantees to the University the due and punctual performance and observance of all the Hirer's obligations pursuant to the Application for Hire and Conditions of Hire, and indemnifies the University against any loss howsoever arising as a consequence of the Hirer use of the facilities/equipment by the Hirer and associated persons or its failure to strictly comply with the Conditions of Hire.
  4. Public nuisance: The Hirer's use of the facilities or equipment must not create any public nuisance. The Manager may specify a time when the noise level of any live or prerecorded sound will be reduced. The University may terminate the Hirer's use of facilities and equipment if it considers any public nuisance is created.
  5. Responsibility for damage: The facilities and equipment hired must be clean and undamaged at the end of the hire period. All damage to the facilities/equipment (or other University property) will be the Hirer's responsibility. If extra cleaning or repair of damage is required to return the facilities/equipment (or other University property) to their pre-hire condition, such cleaning or repair will be arranged by the University and charged to the Hirer.
  6. Security deposit: The Hirer will pay a security deposit of 50 percent of the total hire charges. The security deposit may be used for extra cleaning or repair of facilities/equipment (or other University property). The balance security deposit will be refunded when the facilities/equipment are returned to their pre-hire condition. Any monies expended in excess of the security deposit will be payable by the Hirer and recoverable as a debt due to the University.
  7. Advertising material: No display of advertising material shall be displayed, permitted on campus without the Manager's permission. The University's name must not be used in any material produced or disseminated by the Hirer without the Manager's written permission.
  8. Changes to hire agreement: The Manager must authorise any changes to this hire agreement in writing. If any change results in a cancellation of part of the hire, Clause 9 will apply.
  9. Cancellation: Any cancellation of the hire agreement (in whole or in part) must be advised in writing. If cancellation is notified in writing not less than 4 weeks before the first hire date, all hire charges and the security deposit (less a A$20 booking fee) will be refunded. If written cancellation is received less than 4 weeks but no less than 7 days prior to the first hire date, the Hirer will pay 50% of the total projected hire charge or A$50 (whichever is greater). The University may cancel the hire agreement at any time without liability if circumstances arise which it considers makes the hiring impractical or inappropriate.
  10. Consumption of alcohol: Alcohol must not be sold and/or consumed on University grounds without the Manager's approval. If alcohol is to be sold and/or consumed, the University will obtain a licence at the Hirer's cost. The Hirer will ensure that all alcohol is consumed only within the location and during the times nominated by the University and the licence. The Manager's approval may be withdrawn at any time during the hire period if detrimental circumstances arise which the Manager considers makes alcohol sale or consumption impractical or inappropriate.
  11. Catering: The University reserves the exclusive right to undertake catering on campus.
  12. Security: The Manager may require the Hirer to provide security measures satisfactory to the University in relation to the hire of the subject of this agreement at the Hirer's cost.
  13. Evacuation: In the event of an emergency the Hirer will arrange the orderly evacuation of the facilities of the subject of this hire agreement.
  14. Smoking: Smoking is prohibited in and within 10m of all University buildings and facilities.
  15. Animals: BEWARE - the animals on the land are wild. Extreme care should be taken when near the animals. No Domestic animals are allowed on campus.
  16. Services provided by University: The University will provide electricity for light and power, water and toilets during the hire period (provided electricity supply is available from public utilities).
  17. Recycling: The University actively promotes the use of recyclable products and consumables. Hirers are requested to use recyclable products wherever possible.

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Conditions of hire - sporting and athletic facilities

  1. Use of facilities: The Hirer may use the facilities/equipment for sporting purposes only and for the hire dates and during the hire times specified. The Hirer will comply with all instructions given by approved authorised persons whether regarding the use of the facilities/equipment or conduct or parking on University grounds or otherwise. If facilities/equipment are not vacated at the end of the hire period an additional charge not exceeding a half day hire charge will be payable by the Hirer. Please note: spike lengths on running shoes worn on the athletics track must be no longer than 6mm in length. Non-marking shoes must be worn on the timber sportsfloor of the stadium. No type of skateboards, roller blades, roller skates or bicycles are permitted on the athletics track or in the stadium.
  2. Indemnity: Entry onto the land and use of the sporting facilities is solely at hirer's risk. The Hirer/ Responsible Person will indemnify the University for all actions, suits or demands, costs and expenses it may incur or for which it may become liable arising out of or in connection with the hire the subject of this application, including any injury to any persons entering University grounds or facilities as a result of or in connection with the Hirer's/Responsible Person's use of the facilities/equipment.
  3. Guarantee: The Responsible Person guarantees to the University the due and punctual performance and observance of all the Hirer's obligations pursuant to the Application for Hire and Conditions of Hire and indemnifies the University against any loss, howsoever arising as a consequence of the Hirer's use of the facilities/equipment or its failure to satisfy the Conditions of Hire.
  4. Public nuisance: The University is the Trustee of the land. The University is empowered to control the land and regulate the conduct of persons entering the land. The Hirer's use of the facilities/equipment will not create a public nuisance (maximum penalty is A$1,500). The Manager may specify a time when the noise level of any live or prerecorded sound will be reduced. The University will terminate the Hirer's use of the facilities/equipment if a public nuisance is created. A person must not fail to comply with a direction given to them by a Security Officer or other authorised person whilst on the land (maximum penalty is A$750).
  5. Responsibility for damage: The facilities/equipment hired must be clean and undamaged at the end of the hire period. All damage to the facilities/equipment (or other University property) will be the Hirer's/responsible person's responsibility. If extra cleaning or repair of damage is required to return the facilities/equipment (or other University property) to their pre-hire condition, that cleaning or repair will be arranged by the University and charged to the Hirer/Responsible person.
  6. Security deposit: The Hirer/Responsible person will pay a security deposit of 50 percent of the total hire charges or A$50 (whichever is the greater). The security deposit may be used for extra cleaning or repair of facilities/equipment (or other University property). The security deposit balance will be refunded when the facilities/equipment are returned to their pre-hire condition. Any monies expended in excess of the security deposit will be payable by the Hirer/Responsible person and be recoverable from them as a debt due to the University.
  7. Advertising material: Display of advertising material is not permitted on campus without the Manager's permission. The University's name is not to be used in any material produced or disseminated by the Hirer, without the Manager's permission.
  8. Changes to hire agreement: The Manager must authorise any changes to this hire agreement in writing. If any change results in a cancellation of part of the hire, Clause 9 will apply.
  9. Cancellation: Any cancellation of the hire agreement (in whole or in part) must be advised in writing. If written cancellation occurs not less than four weeks before the first hire date, all hire charges and the security deposit (less a A$20 booking fee) will be refunded. If written cancellation is received less than four weeks but no less than seven days prior to the first hire date, the Hirer/Responsible person will pay 50 percent of the total projected hire charge or A$50 (whichever is greater). The University may cancel the hire agreement at any time if detrimental circumstances arise, because regular sports stadium Hirers will receive a discounted rate, if a major event or multi-day event requires the hire of the sports stadium, bookings may be suspended for the duration of that event. The University reserves the right to cancel the booking if the sports stadium is required, in which case all fees paid may be credited.
  10. Consumption of alcohol: Alcohol will not be sold and/or consumed on University grounds without the Manager's approval. If alcohol is to be sold and/or consumed, the University reserves the right to impose a fee for a liquor licence at the Hirer's/Responsible person's expense. The Hirer/Responsible person will ensure that all alcohol is consumed only within the location and during the times nominated by the University and the licence. The Manager's approval may be withdrawn at any time during the hire period if detrimental circumstances arise. Where a booth licence is required to be obtained, the Hirer/Responsible person must undertake this application following written approval from the Manager, Events and Catering. The Hirer/Responsible person must provide a copy of the booth licence in such instances prior to entry for the event.
  11. Catering: All catering arrangements require the Manager's approval and must be obtained in advance.
  12. Security: The Manager may require the Hirer/Responsible person to provide security measures in relation to the hire, the subject of this agreement, at the Hirer's cost.
  13. Evacuation: In the event of an emergency situation the Hirer/Responsible person must contact University Security. In the unlikely event of an evacuation, security officers will supervise the evacuation.
  14. Smoking: Smoking is prohibited in and within 10 metres of all University buildings and facilities and within the enclosed track area and sports stadium.
  15. Animals: BEWARE - the animals on the land are wild. Extreme care should be taken when near the animals. No domestic animals are allowed on campus.
  16. Services provided by University: The University will provide electricity for light and power, water and access to available toilets during the hire period (provided electricity supply is available from public utilities). An additional charge will be applied to cover the cost of lighting during night hire (refer to the schedule of charges).
  17. Injury or loss: The Hirer is to insure against public liability for A$10 million and produce a Certificate of Insurance when paying the balance of the hiring fee.
  18. Hirer's Equipment: All property brought or placed upon the Facility by the Hirer, or any person, under or through it, shall be and remain at all times at the sole risk of the Hirer or that person. The University shall not be responsible for any loss or damage to any such property, whether occurring by accident, wilful act or omission, failure of electricity or other plant or equipment, the property of or supplied by the University. Equipment owned by Hirers or other persons associated with either the event or the Hirer shall be removed from the site immediately upon the conclusion of the event.
  19. Priority Bookings: The University reserves the right to cancel any booking in the event of State, National or International events that coincide with minor bookings that have previously booked the facilities.
  20. Consumables: No food, chewing gum or drink (except water and sports drinks) is permitted on the enclosed athletics track area or the timber sports floor within the sports stadium.

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Conditions of hire - catering services

  1. Services provided by the University: The University will provide the catering services requested and all utensils, cutlery and glassware necessary to facilitate the catering of the function described in this application.
  2. Indemnity: The Applicant indemnifies the University against all claims, demands, liability, accidents, costs and expenses it may incur or for which it may become liable arising out of or in connection with the provision of catering services pursuant to this application or the presence of the Applicant or any associated persons or patrons or guests on University land. The Manager may require the Applicant to effect appropriate insurance cover to protect the University.
  3. Guarantee: The Guarantor guarantees to the University the due and punctual performance and observance of all of the Applicant's obligations pursuant to this application and indemnifies the University against any liability or loss howsoever arising as a consequence of the Applicant's use of the catering service.
  4. Breakages/Damage: The Applicant shall reimburse the University for any breakages and/or damage to any utensils, cutlery and glassware or other equipment associated with the catering of the function.
  5. Number of people attending: It is very important that the University knows the exact number of persons attending the function for which catering is required. The Applicant will notify the University of that number by not later than 5pm on the day five working days before the function date and will pay the University for provision of catering services in respect of that number of persons (regardless of whether a lesser number of people attend the function). No increases in the number of people attending the function will be possible after that date.
  6. Security deposit: The Applicant will pay a security deposit with this Application of 25 percent of the estimated total cost. The security deposit may be used by the University to re-instate any breakages or repair any damage to utensils, cutlery and glassware or other equipment provided to facilitate the catering of the function. Any balance of the security deposit will be refunded within 30 days of the function. Any monies expended in excess of the security deposit will be payable by the Applicant and recoverable as a debt due to the University.
  7. Payment: The Applicant will pay the University the confirmed total cost (calculated at the cost per head for the confirmed number of persons attending the function) by no later than 5pm on the day three working days prior to the function date.
  8. Changes to services required: The Manager may authorise changes to the catering requirements for this Application (but not the number of persons attending the function) up until 5pm, four working days prior to the function date. All changes must be in writing, approved by the Events and Catering Manager and noted on the foot of the application.
  9. Cancellation: Any cancellation of the application for catering services (in whole or in part) must be advised in writing. If cancellation is received five working days prior to the function date, the Applicant will pay 50 percent of the estimated total cost or A$500 (whichever is greater). If cancellation is received less than five working days of the function date, the Applicant will pay the whole of the estimated total cost or A$1,000 (whichever is greater). The University may cancel the provision of catering services at any time if circumstances beyond its control make provision of such services impractical or inappropriate.
  10. Consumption of alcohol: Alcohol must not be sold and/or consumed on University land without the Manager's approval. If the Applicant intends alcohol to be sold or consumed it must strictly comply with the Conditions of Hire relevant to its hire of the University's facilities/equipment and attach a copy of the Manager's approval to this Application. If no application for hire and/or Manager's approval exists, the University may obtain a booth licence for the Applicant at the Applicant's cost. The Applicant will ensure that all alcohol is consumed only within the location and during the times nominated by the University and the licence. The Manager's approval may be withdrawn at any time if the Manager considers circumstances beyond its control make service of alcohol impractical or inappropriate.
  11. Catering: The University reserves the exclusive right to catering on the campus.
  12. Smoking: Smoking is prohibited in and within 10 metres of all University buildings and facilities.
  13. Animals: BEWARE - the fauna on campus is wild. Extreme care should be taken when near fauna. No domestic animals are allowed on campus at any time.

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