Conditions of Hire

1   Bookings

1.1   Deposits & Payments/Security Requirements
1.1    Cancellation of Bookings
1.2    Transfer or Assigning of Hiring

2   Liability of Hirer

2.1     Observance of Laws
2.2     Insurance
2.3     Damage to Persons/Building/Equipment
2.4     Minors

3   Adherence to Laws

3.1     Consumption of Liquor
3.2     Smoking
3.3     Gambling
3.4     Advertisements
3.5     Noise
3.6     Fire & Health Regulations

4   General Conditions for all Hiring

4.1     Access
4.2     Behaviour
4.3     Auditorium
4.4     Use of Kitchen
4.5     Equipment

1      Bookings

1.1    All accounts are payable within 14 days

1.2    In the event that you are unable to proceed with your booking, the following conditions apply:

  • All cancellations must be made in writing
  • Up to 6 months months prior to the hire date – full deposit is refunded
  • Between 3-6 months prior 25% cancellation fee applies to the deposit
  • Within 3 months the deposit is non refundable
  • Cancellations within 14 days incur the full venue hire cost as cancellation fee

1.3    No hiring shall be assigned to another person or transferred to another date without the written consent of OCC.

2      Liability of Hirer

2.1    Oberservance of Laws

  1. The Hirer shall comply with all Acts and Statutory Rules, Provisions and Regulations and By-laws of the Commonwealth of Australia, State of Victoria and the Whitehorse City Council and shall be liable for any breach of such.

2.2    Insurance

  1. The Hirer must hold a current Public Liability Insurance Policy indemnifying them to a minimum of $10 Million dollars for all activities associated with the hire.  A copy of this policy must be provided to One Community Church 7 days prior to hire. 
  2. Hirers are responsible for workers’ compensation or similar insurance over their servants or voluntary workers and for all insurance coverage on goods and services they cause to be brought into the complex.  No responsibility will be borne by One Community Church for any goods and services owned by any Hirer.

2.3    Damage to Persons/Building/Equipment

  1. No floors, walls, ceilings or any parts of the building may be broken or pierced by nails, screws or other means.  Nothing may be taped, glued or affixed to walls, ceiling, floors or any part of the building.
  2. No scenery fittings, decorations, posters, advertisements, flags, logos, shields or emblems shall be erected or fixed, hung or displayed in or around the building without prior consent.
  3. Any damage to the premises caused by negligence including incorrectly fastening of decorations will be the responsibility of the Hirer for which a charge will be payable.
  4. Any damage caused by the hirer to any site equipment, furniture, equipment or furnishings including spills and stains to or on floor coverings or walls will be charged to the hirer following  the event.
    The hirer will be informed of the damage in writing and invoiced accordingly for rectification or replacement in full.

2.4    Minors

  1. Hirers must be over 18 years of age.

3     Adherence to Laws

3.1    Consumption of Liquor

  1. No alcohol is to be consumed on the premises

3.2    Smoking

  1. OCC is a no smoking venue

3.3    Gambling

  1. No gambling activities are to be held on the premises

3.4    Advertisements

  1. No advertising may be made in relation to the hiring of the facilities without approval from OCC and the advertisement is not to imply that OCC is associated with the event other than providing the facility.  Without express permission, no advertisement, poster, handbill or other form of announcement or statement may be placed on, attached to or written on any structure or natural feature of OCC such as doors, windows, walls, the surface of walkways, footpaths or roads, posts, or other fixtures or fittings.

3.5    Noise

  1. The Hirer shall not permit the level of noise from any activity to exceed the level recommended by the State Environment Protection Policy and the National Health and Medical Research Council of Australia and the Hirer must respect the reasonable needs of other Hirers on the premises at the same time.
  2. The Caretaker reserves the right to require the noise levels to be lowered.  The hire may be terminated immediately by the Caretaker should instructions not be compiled with.
  3. Should a noise infringement notice be issued during the time of hire, it will be onforwarded to the hirer and it is their responsibility to ensure that it is paid.

3.6    Fire & Health Regulations

  1. Aisles, stairways, passageways and exit doors are to remain free from obstruction at all times.  Fire extinguishers are not to be relocated or covered.

4      General Conditions for all hiring

4.1    Facility Access

  1. Access to the premises for any person or item associated with the hiring (members, guests, entertainers, catering staff, etc.) will not be permitted except during the times and days specified on the Booking Agreement.
  2. All personnel and items associated with the hiring must be cleared from the premises at the agreed time.  The hire charge will continue until all items and persons have left OCC.  Extension of hiring time at short notice is at the discretion of Management on duty at the time. 
  3. No access available to Rooms and facilities located on Level 1

4.2    Behaviour

  1. It is the responsibility of the Hirer to ensure that the behaviour of all persons attending the hiring, and when arriving and departing the venue, does not cause disturbance or distress to others.  In conjunction with the Caretaker, the Hirer may require a guest or trespasser to leave OCC.  Should the Caretaker need to obtain Police assistance in this regard, the Hirer thereof shall meet any costs.
  2. Children attending functions must be well supervised by parents to avoid damage or injury and to ensure the amenity of others.

4.3    Auditorium

  1. No food or drink to be consumed in the Auditorium

4.4    Use of Kitchens

  1. The OCC Kitchen may be available to the Hirer for the preparation of food and drink in accordance with current Victorian laws on food hygiene and safety.
  2. Only limited crockery, cutlery and glassware is available for hire, on request.  If used, crockery must be thoroughly washed and stored in the Kitchen area.  The Hirer shall pay for any breakages.
  3. The Hirer is responsible to ensure that the kitchen is kept in a clean and serviceable condition.  Kitchen appliances are to be cleaned, food particles removed, benches wiped and floors swept and mopped.  A cleaning fee will be charged if the kitchen is not left in a clean and tidy condition
  4. Open flame cooking, and/or the utilisation of ancillary cooking appliances outside the immediate vicinity of the installed exhaust systems, is unacceptable.  Should fire alarms be activated through breach of this condition, the charges incurred as a result of Fire Brigade attendance will be the sole responsibility of the Hirer.
  5. Any damages or unserviceable appliances are to be reported to the Function Bookings Coordinator immediately.
  6. The use of BBQ’s or Patio Heaters inside the building is strictly forbidden.
  7. The use of portable cooking appliances connected to gas bottles is strictly forbidden within the OCC building.

4.5    Equipment

  1. All equipment must be removed from the premises at the end of the facility hire.  No storage of equipment is available unless prior arrangement is made.
  2. All equipment bought in by hirers must comply with Federal, State and Local Government OHAS Statutory Requirements and laws.