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Terms and conditions of hire - Old Cheese Factory

State of Emergency

In the event the Victorian State Government declares a State of Emergency, all hirers must adhere to the regulations enforced by State Government.

1. Applications

Bookings will be reserved 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 function purposes.

All bookings will be deemed confirmed when full payment and security bond is received four (4) weeks prior to the booking date.

Bookings can be made in person at Old Cheese Factory, 34 Homestead Road, Berwick, or via phone on 9702 1919.

2. Security bond

If any damage occurs to the gardens or if rubbish is left on the site, management reserves the right to deduct up to $1000 from the security bond for damages and/or clean up fees.

The Security Bond return if paid electronically, will be returned via direct deposit or cheque, within a four (4) week period . from the conclusion of the booking.

It is required that the organiser / client conduct the function in responsible manner. A schedule of additional charges in relation to security bonds is available by contacting the site.

3. Alterations or cancellations

Amendments are accepted when submitted in writing or confirmed with the bookings office. On confirmation of the amended amendment we will send a revised invoice / email to confirm details. If additional time or space is added, an additional booking fee may be relevant. Please refer to hire fees for applicable information.

A 50% non-refundable deposit applies to all bookings to cover administrative costs associated with the booking.

For bookings cancelled on the day or up to four (4) weeks prior to the booking a 100% cancellation fee will apply.  Any money paid above the cancellation fee will be refunded.

If a booking is cancelled due to inclement weather it will be treated as a cancellation.

4. Time limitations

Bookings are for the time specified on hirer’s booking form / confirmation email and areas must be vacated by these times, or additional fees will be charged. Booking times include setting up and cleaning up your hired area.

All bookings that are of an evening must be completed by 12.00 am and packed down and offsite by 1.00 am.

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 are not met. Furthermore, the hirer shall forfeit the entire security bond.

6. Guidelines for use

Equipment

Staff are able to assist in setting up site related equipment (chairs, tables, dance floor, staging) if details have been provided to the site at least one (1) week prior to the booking.

If you are bringing in your own equipment (electrical, marquee or other) please notify staff to ensure that these can be accommodated at the site. All electrical equipment must be tested and tagged and comply with the current electrical safety guidelines. Please note Smoke machines are not permitted within the rooms.

3rd Party providers

If you are bringing any 3rd party supplier on to site (including jumping castle, animal nursery, DJ’s) a copy of their public liability insurance needs to be provided to the site at least one (1) week prior to the booking.

Accordingly any damages to the site by these 3rd party hirers, are the hirers responsibility in accordance with the Security Bond.

Rubbish and cleaning

All rubbish shall be cleaned up and removed from each building and placed outside in the large wheelie bins, or neatly in plastic bags if these bins are full.  

Cleaning equipment is located in each booking area to allow the room to be cleaned at the conclusion of the booking. It is the responsibility of the hirer to ensure the room is cleaned and packed down to its original condition.

Decorations

Decorations are permitted in all rooms, however, they must be fixed via existing hooks in some rooms, or via tape that does not damage to walls or fixtures.

All decorations need to be removed at by the conclusion of the booking.

Helium balloons are discouraged in the Chapel as these damage the fans and repair costs will apply.

No confetti, rice or and fake flower petals are to be used on the grounds; however real rose petals and bubbles are welcome.

Structures

In some situations temporary structures like marquees are allowed to be erected at the sites discretion. These must be secured by pegs / weights depending on their location. and confirmed in advance with a staff member.

BBQs

There are a number of BBQs available for use, these can be booked and reserved, including the area surrounding them.  BBQ’s are to be cleaned and all rubbish removed at by the conclusion of the booking.

No outside BBQ’s or other gas operated appliances (webers, etc.) are allowed onsite. If you request the use of a device run by fire or coal, it is at the discretion and location advised by site staff.

Amplified music

Sound must be kept within the Environmental Protection Agency’s (EPA)’s regulations.

Please respect other site users and neighbours and keep your volume to a minimum. This especially applies to marquees weddings and outdoor functions as sound travels in residential areas.

All amplified sound, must adhere to prohibited times:

  • Monday to Thursday before 7.00 am and turned off by 10.00 pm
  • Friday and Saturday before 7.00 am and turned down by 11.00 pm and off by midnight,
  • Sunday and public holidays, before 9.00 am and turned down by 11.00 pm and off by midnight.

Smoking

Whilst smoking is permitted outdoors on the site, please ensure that all cigarette butts and packaging is disposed of appropriately. No smoking is allowed inside or within 10m of all building structures.

Site furniture

No site furniture, heritage items or equipment is to be relocated or moved under any circumstances.

7. Alcohol

Council’s Local Laws do not allow the consumption of alcohol in public places; this restricts any drinking on the outdoor grounds of the site.

A liquor licence is required if you wish to sell, supply or bring your own alcohol for consumption onto the site.

Visit The Victorian Commission for Gambling and Liquor Regulation (VCGLR) website to apply online or download an application form.

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 with 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

A premium has been included in all hiring fees to cover the hirer for public liability insurance which will cover the hirer against damages and injuries to their guests and other users of the site if they are proven negligent. A copy of the certificate is available from the City of Casey upon request (contact 9702 1919)

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.

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