Roleystone Neighbourhood Family Centre – Venue Hire Terms & Conditions – updated 3^rd June 2025

1. General Terms
   The Roleystone Neighbourhood Family Centre Inc. Management Committee reserves the right to terminate any hire agreement with any organisation or individual.
2. Cancellations
   Cancellations must be made via email within the following timeframes:

• 10 business days’ notice: Full refund (incurs a 10% processing fee, typically issued within 14 days).
• 5 business days’ notice: Eligible for a full credit.
• Less than 24 hours’ notice: No credit or refund.

3. Venue Capacity
   Maximum occupancy per room:

• Activity Area 1: 65 persons
• Activity Area 2: 65 persons
• Meeting Room: 25 persons
• Lounge Room: 15 persons

4. Privacy Policy

• Personal information collected through this website will not be sold, shared, or used beyond its intended purpose.
• Data shared with the Department of Communities for reporting purposes will be anonymised—no names, addresses, or private details will be disclosed.
• CCTV operates 24/7, with access strictly limited to management in accordance with policy.

5. Payments & Bond

• Bookings are considered final only when payment has been received.
• Bond payment is $200.00 for day usage (6am to 5pm) & $500.00 for evening usage (5pm to 11pm).
• Bond payments need to be made in cash at the time of key collection.
• If the venue hire terms are not adhered to, costs to restore the venue to its standard condition will be deducted from the bond upon key return or invoiced if the bond does not meet the total costs involved.
• When times are not adhered to, a fee will be taken out of your bond at twice the standard room hire rate to cover usage and processing fees.
• Any disputes must be addressed with management via email.

6. Conditions on the Day of Hire

Access & Security

• Hirers must not enter the venue before or after the paid booking time.
• The venue must be vacated by 11pm.
• The hirer is responsible for ensuring the building is fully secured upon departure, including all gates, windows, and doors.

Liquor & Noise Compliance

• Liquor sales are strictly prohibited unless an approved temporary liquor licence is obtained under the Liquor Control Act 1988. The licence must be displayed if a random inspection is carried out.
• Noise must be kept to a respectful level and contained within the building after 10:00 PM to prevent disturbance to neighbours and possible complaints to police.

Health & Safety

• Hirers must provide their own first aid supplies suitable for their event.
• Smoking is strictly prohibited anywhere on the premises. Smoking is permitted beyond the letterbox or on the street verge, but all rubbish must be out in the bin.

Cleaning & Maintenance

• Floors must be swept and mopped after each session. A professional cleaner is available post-events at the hirer’s expense (this needs to be organised prior to the event and subject to availability).
• Kitchen items must be cleaned, dried, and returned to their appropriate cupboards.
• Oven and microwave must be left in a clean condition.
• All decorations and catering equipment must be removed at the conclusion of the event.
• Bins must be emptied and waste placed in outdoor disposal bins.
• All lights, fans, heating, and air conditioning must be turned off upon departure.
• Furniture must be returned to its original position and must not be removed from the premises.
• Only the booked rooms may be used as additional room use incurs extra charges.
• BBQs may only be used outside on paved surfaces and must be cleaned thoroughly after use. Gas must be turned off before storage.
• All toilets and outdoor areas must be inspected and cleaned after use.

Damage & Incident Reporting

• Any faults or damage must be reported to the Roleystone Family Centre via email as soon as possible.

7. Responsibilities & Liabilities

• The hirer is responsible for ensuring all attendees comply with the terms and conditions.
• If a BBQ is hired, the hirer must ensure appropriate risk management measures are in place, including a designated safe zone for children.
• The hirer is liable for the replacement of lost or damaged items belonging to Roleystone Neighbourhood Family Centre.
• Any damage done to the grounds outside the building itself, will incur a cost to the hirer.
• If extra cleaning is required, the hirer will be responsible for covering the associated costs.

8. Key Return & Late Fees

• Keys must be returned on the next available business day.
• A $20 per day fee applies for delayed key returns.