1. Applications
Bookings made more than four (4) weeks prior to your event will be secured upon receipt of a 50% non-refundable deposit and booking form. It is encouraged that you inspect the preferred space and amenities to ensure it suits your functions needs prior to making the booking.
If the booking is made within four (4) weeks of the event date, full payment of the hire fee is required to confirm the booking.
A security bond is required and must be paid in the week before your event.
2. Security bond
If any damage occurs to the gardens or buildings, or if rubbish is left on site after an event, management reserves the right to deduct up to $1000 from the security bond to cover repair and/or cleaning costs.
Where the Security Bond has been paid electronically, it will be refunded by direct deposit within four (4) weeks after the booking and upon receipt of the Facility Refund Request Form, provided no deductions are required.
The organiser / hirer is responsible for ensuring the function is conducted in a responsible manner at all times. A schedule of possible additional charges relating to security bond deductions is available upon request by contacting site management.
3. Alterations or cancellations
All booking changes must be submitted in writing to ocf@casey.vic.gov.au or confirmed directly with the bookings office. Once an amendment is approved, a revised invoice or confirmation will be issued.
If additional time or space is added to a booking, extra hire fees will apply. Please refer to the hire fees schedule for further information.
A 50% non-refundable deposit is required for all bookings to cover administrative costs.
If a booking is cancelled within four (4) weeks of the event date, including on the day of the event, no refund will be issued.
If a booking is cancelled more than four (4) weeks prior to the event date, any payments made above the non-refundable deposit will be refunded.
Cancellations due to inclement weather will be treated as standard cancellations and are subject to the same cancellation policy outlined above.
4. Time limitations
All bookings must adhere strictly to the times specified on the hirer’s booking form and confirmation email. All hired areas must not be entered prior to the hire time and must be fully vacated by the booked end time, otherwise additional fees may apply. Booking times include all set up and pack down activities.
Events held inside buildings may continue until 12.00am (midnight) and must be fully packed down and off site by 1.00am.
All outdoor bookings, including marquee functions, must conclude by 11.00pm, with pack down completed promptly thereafter.
All events must comply with EPA noise guidelines and restrictions (see amplified music below), and organisers are responsible for ensuring noise levels are managed appropriately throughout the event.
5. Old Cheese Factory staff
As part of the site hire agreement, hirers and participants must comply with reasonable directions from site staff or Security Officers.
Staff have the authority to terminate a booking at any time when compliance of these terms and conditions is not met. Furthermore, the hirer shall forfeit the entire security bond.
6. Guidelines for use
Equipment
Staff can assist in setting up site related equipment (tables and chairs) if details have been provided to the site via a floor plan at least one (1) week prior to the booking.
If you intend to bring any external equipment onto the site (including electrical equipment, marquees or similar items) you must notify staff in advance to confirm that these can be safely accommodated. All electrical equipment is required to be current tested and tagged and must comply with all applicable electrical safety standards.
Please be advised that smoke machines are strictly prohibited within all indoor spaces.
3rd Party providers
If you intend to engage any third-party suppliers on site (including, but not limited to, jumping castles, animal nurseries, DJs, decorators or similar providers), a copy of their current Public Liability Insurance must be submitted to site management no later than one (1) week prior to the booking date.
Any damage caused to the site by third-party suppliers remains the sole responsibility of the hirer and will be managed in accordance with the Security Bond conditions.
All third party providers engaged by the hirer must adhere to the same time limitations as the hirer, including those related to noise, set up and pack down.
Rubbish and cleaning
All rubbish and decorations must be thoroughly removed from each building at the conclusion of the booking and disposed of in the large external wheelie bins.
Cleaning equipment is provided within each booked space. It is the hirer’s responsibility to ensure that the room is cleaned. This includes sweeping and mopping floors, wiping down tables and packing away furniture (tables and chairs moved to the side of the room). The space must be returned to its original condition before departure.
Decorations
Decorations are permitted in all rooms, however they must only be installed using existing hooks (where available) or low-tack tape that will not cause damage to walls, ceilings or fixtures.
Decorations must not be nailed, screwed or otherwise permanently fixed and are to be completely removed by the conclusion of the booking, and the space returned to its original condition.
Helium balloons must be securely weighted down. Any damage to ceiling fans associated with unweighted balloons will be charged to the hirer.
The use of confetti (including gender reveal poppers), rice or artificial petals is strictly prohibited anywhere on the grounds. Real rose petals and bubbles are permitted.
Sustainable Events Guidelines
Please see the City of Casey Sustainable Events Guidelines for more information on how to organise a sustainable event.
Structures
Temporary structures, including marquees, may be permitted at the discretion of site management and must be approved in advance by a staff member. Where approved, all structures are required to be safely and securely installed using proper pegs and/or weights, as determined by their location and site conditions.
BBQs
There are a number of BBQ’s available for use. These facilities, including the surrounding area, must be booked in advance. Users are required to leave the BBQ and surrounding area clean and tidy at the conclusion of their booking, with all rubbish removed. Cleaning supplies are provided onsite to assist with this requirement.
No external BBQ’s or gas operated appliances are permitted onsite. Requests to use equipment powered by fire or coal will be considered at the discretion of site staff, with approved locations determined by staff.
Amplified music
Sound levels must comply at all times with the Environmental Protection Authority (EPA) regulations. All users are required to be respectful of other site visitors and neighbouring properties by keeping noise to a minimum. Particular care must be taken for marquee weddings and outdoor functions, as sound carries significantly in residential areas.
All amplified sound is to be strictly controlled and must adhere to the following permitted times:
- Monday to Thursday: No amplified sound before 7.00 am and must cease by 10.00 pm
- Friday, Saturday and Sunday (indoors): No amplified sound before 7.00 am, volume must be reduced by 11.00pm and cease by midnight.
- Friday, Saturday and Sunday (outdoors and marquees): No amplified sound before 7.00 am and must cease by 11.00pm.
Smoking
Smoking is permitted in designated outdoor areas only. All cigarette butts, packaging and related waste must be disposed of responsibly in appropriate receptacles. Smoking is strictly prohibited indoors and within 10 metres of all building structures and the playground at all times.
Site furniture
No site furniture or equipment are to be relocated, removed or interfered with under any circumstances. All such items must remain in their designated locations. Any unauthorised movement or misuse of these items is strictly prohibited and may result in action being taken by site management.
7. Alcohol
Responsible consumption of alcohol is permitted at the Old Cheese Factory.
Third party providers offering, selling or providing alcohol at events, or celebrations must be licensed and all staff must have valid Responsible Service of Alcohol (RSA) certification.
For more information about liquor regulation and requirements visit The Victorian Commission for Gambling and Liquor Regulation (VCGLR) website.
8. Permission to occupy
The hirer is only entitled to use the nominated area of the site on the date and time specified; management reserves the right to permit other areas of the site for any other purpose at the same time. No section of the hired location shall be sub-let, contract transferred or reassigned without consent from the site management.
Staff may request additional information on your booking or refuse to grant hire, the reasons will be directly discussed with the hirer.
9. Indemnity and insurance
9.1 Theft, Loss and Damage
Any loss of or damage to equipment (including, but not limited to, decorations and personal belongings) are the responsibility of the hirer and / or hirer’s agents and guests. The City of Casey nor its staff shall be liable for theft, loss or damage sustained by the hirer or any person, firm or corporation entrusting or supplying any equipment, item or service to the hirer, by reason of any such equipment, item or service being damaged, lost or stolen.
9.2 Indemnity Clause
The hirer agrees to indemnify and to keep indemnified, the City of Casey Council, its servants and agents, and each of them from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, or any of them, in connection with the hirer/s performance or purported performance of its obligations under this agreement and be directly related to the negligent acts, errors or omission of the hirer/s.
9.3 Insurance
An additional Public Liability fee will be charged at the time of booking to provide coverage for the hirer. This insurance protects against claims arising from damage, loss or injury to guests or other site users where the hirer is found to be negligent. A copy of the relevant insurance certificate can be obtained from the City of Casey upon request.
10. Child Safe Standards
All children or young people who attend services, programs, and events delivered by, and spaces owned or managed by the City of Casey, have the right to feel and be safe. The wellbeing and safety of children and young people in our care will always be our priority.
Council has zero tolerance of child abuse and is committed to creating and maintaining a child safe and child friendly city where all children are valued and protected from abuse.
The City of Casey is committed to creating and maintaining a child safe organisation where protecting children from abuse is embedded in the everyday thinking and practice of Council, its employees, contractors and volunteers.
All organisations in Victoria that provide services or facilities for children are required to comply with Child Safe Standards, to ensure that the safety of children and young people is promoted, child abuse is prevented, and allegations of child abuse are properly responded to.
As a condition of this agreement the hirer must ensure that it complies with the requirements as set within the Child Wellbeing and Safety (Child Safe Standards Compliance and
Enforcement) Act 2021, and Reportable Conduct Scheme**. The Service must immediately notify
Council where it becomes aware of a breach of the Victorian Child Safe Standards and ensure that all employees and volunteers who are required to apply for a Working with Children Check’s (WWCC) under the Worker Screening Act 2020 (Vic)*** have done so, before working with children at the service/program/facility.
* For more information on the Victorian Child Safe Standards please view more.
** For more information on the Reportable Conduct Scheme please view more.
*** Please refer to the Worker Screening Act 2020 to determine the Working with Children Check requirements on your service.
11. Disputes
In the event of any dispute or difference of arising as to the interpretation of these terms and conditions, or of any matter contained therein the decision of the City of Casey’s Chief Executive Officer or his nominated representative thereon shall be final and conclusive.