Venue hire terms

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The Warrnambool Community Garden reserves the right to assess the suitability of all proposed activities and refuse bookings that conflict with our community purpose or safety requirements. 

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Download a PDF of the Venue terms of hire.

 

Conditions

1. Access 

   • Daylight hours: Members retain access to facilities for basic needs (e.g. toilets, tea-making)

   • Pavilion and outdoor areas unavailable after dark unless agreed by committee.

   • 20-minute setup included in booking time - extended setup requires prior approval

   • A key can be collected from the garden two business days before the event and are to be returned by 10am the following business day of the event.

2. Committee authority

   • Final approval on all bookings

   • May impose special conditions (member supervision, security bond)

   • Reserves right to vary fees for community benefit cases.

Exclusions

• Member workshops: Free or donation-based member-led activities excluded

• Garden-run events: Presenters directly contracted by the garden excluded

 

Payment terms

• Deposit: For bookings longer than 4 hours, a non-refundable 25% required to confirm booking

• Balance: Due 7 days pre-event (10% late fee applies)

• Bond: May be required for first-time hirers (refundable post-inspection)

• Extended bookings: If the function concludes after the time agreed upon confirmation of booking, then a surcharge may be applied.

• Cancellation: If the Hirer cancels a booking after the deposit has been paid, the deposit amount will be retained as a cancellation fee. If the booking is cancelled within seven days of the full balance being paid, then the full amount is forfeited.  

 

Insurance requirements

• Public liability: For public events, minimum $10 million coverage (home policies excluded) a copy of the certificate of currency must be provided before hire is confirmed.

• Professional indemnity: Required for paid workshops/instruction

• Food handling: Certificate required for kitchen hirers

• Temporary liquor license and Responsible Service of Alcohol: A Temporary Liquor Licence is required if alcohol will be supplied during your event. It is the responsibility of the hirer to arrange this via: https://liquor.vcglr.vic.gov.au/templicence A copy of the licence must be provided to prior to the event date and displayed during your event.

 

Hirer responsibilities

The Hirer shall leave all areas of the garden which are used for the event in a clean, safe and proper condition. At the end of your use ensure that all external doors and windows are secured and all appliances except the fridge turned off at the socket.

1. Waste management

   • Compost/FOGO: Organic waste only in designated bins

   • All other waste: Removed by hirer (including recyclables)

2. Cleaning standards

   • Floors swept, surfaces sanitized

   • Dishwasher run on hot cycle (utensils stored if time permits)

   • Toilets left in original condition

3. Incidents or damage liability

   • All incidents, damages to the garden or any surrounding premises/property, or injury to any persons must be notified to the committee by close of business on the next working day by phone on 0434 156 506 or in person by email to grow@wcg3280.org.au. Notifications must be confirmed in writing. 

   • Full responsibility for breakages/losses is on the Hirer

   • Committee may deduct repair costs from bond or charge for repair/replacement

 

Restrictions

• Noise: Noise is to be kept to a reasonable limit and the Hirer will not permit behaviour which would cause disturbance or annoyance to adjoining or neighbouring occupiers.

• Marquees: The garden reserves the right to direct where and when marquees may be erected within the grounds.

• Decorations: Nothing affixed to walls/structures without approval.The garden does not allow plastic confetti or glitter. Biodegradable confetti, rose petals, rice and/or bubbles are allowed.

• Alcohol: No alcohol to be served within the grounds unless a licence/permit to do so has been obtained and a copy included with the application to hire.

• Smoking: No tobacco products or any illegal substances are to be brought onto or consumed on site.

• Plot protection: No harvesting/picking from garden beds

• Power: Pavilion has no electricity access

 

The Committee may require:

• Site supervision by a garden member

• Security personnel for large events

• Activity-specific risk assessments

 

Indemnity
By submitting the hire application and agreement, the Hirer releases Warrnambool Community Garden from all claims arising from:

• Alcohol service or attendee intoxication

• Equipment brought onsite by hirer

• Failure to comply with safety directions

• Damage caused by third-party contractors

• Any other claims not described above.

 

Failure to abide by the Terms will be regarded as a breach of the agreement, giving the right to sue for the recovery of any amount due in respect of such breach and/or to cancel any future bookings. Failure to abide by the Terms of the Hire may also result in partial or full loss of payments already made for the hire of the garden.