Terms and Conditions

1. SUMMARY AND BOOKING FORM
   
   a. Thank you for booking a room at the Melbourne Assembly Rooms (MARs), we are here to help you in any way possible. Please fill in the Booking Form as fully as possible.
   b. The facilities at MARs are let out on the basis of ‘left as found’ and are to be put back in good order (see Breakages and Damages, section 5).
   c. The hirer is expected to abide by these terms and conditions and leave the facilities in a clean and tidy condition ready for the next hirer.
   d. The Hirer must be over 18 years of age.
   e. When filling in the booking form, please insert the times you require the room (s) and ensure you include setting up and breaking down times.
   f. If you booking is weekly or monthly, please make a note on the booking form. One form will suffice for the whole of the year unless any details on the form change during the year
   ie new times, dates, name of hirer etc.
   g. MARs reserves the right to withhold deposit money and add an additional cleaning or repair charge where these conditions are not met.
   h. MARs reserves the right to refuse, amend or cancel any bookings
   i. These Terms and Conditions apply at the time of booking, if they change you will be notified.
   
   
2. BOOKING, FEES, DEPOSIT, CANCELLATIONS AND SET UP
   
   a. No bookings can be accepted without a completed booking form
   b. Once the booking form is received, you will be contacted to confirm the fee and the deposit or advance fee required
   c. Until the deposit or advance fee is received, the booking is not confirmed.
   d. Hire charges are subject to change; the price charged will be that applicable on the date of hire, not at the time of booking.
   e. Hirers will be notified of any change to hire prices.
   f. MARs will retain the deposit should any damage to property or equipment be found (see Breakages and Damages, section 5)
   g. A handover date and time will be agreed when you will be shown how to use all the equipment you require.
   h. MARs reserves the right to cancel a hiring by written notice to the Hirer in the event of:
   – The premises being required for use as a Polling Station
   – MARs reasonably considers that such hiring will lead to a breach of licensing conditions, or other legal or statutory requirements
   – MARs believes unlawful or unsuitable activities will take place at the premises
   – The premises become unfit for the use intended by the Hirer
   – An emergency requiring use of the premises for other reasons.
   In any such case the Hirer shall be entitled to a refund of any deposit already paid, but MARs shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
   
   
3. KITCHEN AND FOOD
   
   a. The hirer will attend a briefing on the use of the kitchen equipment.
   b. The Hirer agrees to ensure sinks are used for the appropriate task, one is designated ‘hand wash’ only
   c. Cooking liquid must not be poured down any sink but taken away off site and disposed of separately. Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held at MARS to ensure that they are aware of and abide by the legal requirements.
   e. MARS accepts no liability for any breaches of Food Safety or Hygiene or any other related compliance breaches by the Hirer, their caterer or any other person providing food
   f. The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. No thermometer is provided
   g. No additional ovens or other gas/electrical catering equipment is permitted other than that installed
   h. MARs reserves the right to specify whether a person or company may provide catering services.
   i. The Hirer must ensure Children under 16 are not allowed in the kitchen or bar area except under strict adult supervision.
   j. The Hirer agrees to bring tea towels, sanitising wipes and other items to maintain a clean and hygienic work space and to remove these at the end of the hire period. Antibacterial hand-wash is provided but no other cleaning products
   k. Please use the exhaust fan when cooking at all times
   
   
4. BAR
   
   a. The bar must be booked if the hirer is using the MARs licence (see also licences, section 11). The Hirer must nominate a suitable person who is responsible for the bar operation
   b. The suitable person is responsible for strict adherence to the licensing laws and should be fully aware of the laws including;
   – No sale of alcohol to anyone under the age of 18
   – Correct measures of drinks
   – Challenge 25 Policy
   – Closing times and last serving times (see closing times, section 6)
   c. The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. No illegal drugs may be brought onto the premises. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way should be asked to leave the premises in accordance with the Licensing Act 2003.
   
   
5. BREAKAGES AND DAMAGE
   
   a. The Hirer must take due care and attention of the premises during the Period of Hire and where necessary protect floors, walls, soft furnishings, glass, pillars, cornices, entrances, decoration, artworks, furniture and fixtures and fittings relating to the premises, which are at risk of damage. Sellotape or similar products should not be used.
   b. Any damage to MARs property incurred as a result of the Hirers event will result in MARs deducting the cost of repair/replacement from the Damage Deposit and any outstanding sums due may be recovered by MARs as a debt from the Hirer.
   c. Any damage must be reported to MARS.
   
   
6. CLOSING TIMES AND LEAVING THE PREMISES
   
   Closing times are;
   Monday to Thursday 11pm
   Friday and Saturday 12 Midnight
   Sunday 11pm
   All areas of the centre must be vacated by this time
   The hirer must ensure that;
   All equipment is switched off where necessary
   All lights are switched off
   All windows are closed
   All doors are locked and closed as necessary
   All persons have left the building
   PLEASE NOTE; this is a residential area, leave as quietly as possible
   
   
7. WASTE, RUBBISH AND CLEANING
   
   a. Rubbish must be bagged and placed in the trade waste bin at the front of the building.
   b. Any broken glass must be wrapped before disposal
   c. No liquids to be emptied in the bins
   
   
8. ACCIDENTS, INSURANCE, LOSS, DAMAGE OR INJURY
   
   a. Any accidents during the hire must be reported to MARs and the relevant form filled out, see appendix
   b. The Hirer is covered by a policy of Public Liability Insurance taken out by MARs and the premium is included in the Hire Fee. A copy of the Policy is available on request from the Booking Officer and the Hirer should be aware of its financial limitations and exclusions. The property of the Hirer is not covered. The Hirer must state on the Booking Form whether he has his own policy of Public Liability Insurance.
   c. MARs shall not be liable for the death of or personal injury to any person attending the Venue for the Purpose of the Hiring or for any losses, claims, demands, actions, proceedings, damages, costs or expenses or other liability.
   d. MARs will not under any circumstances be responsible or liable for any damage to or loss of any goods articles or property of any kind brought on to or left at the Venue either by the Hirer or by any other third party.
   e. MARs shall not be liable for any loss due to any breakdown of equipment or machinery, failure of supply of electricity, water, gas or other utility, fire government restriction or act of God which may cause the Venue to be temporarily closed for the Purpose of the Hiring to be interrupted or cancelled.
   f. MARs will not be responsible for any loss or damage to personal equipment or property by anyone attending, within the premises, car parks, walkways and gardens within the vicinity of the hired premises.
   g. Any equipment left at MARs premises remains the responsibility of the owner of the equipment and it is the hirer’s responsibility to insure their own equipment. MARs does not accept any responsibility for equipment or other possessions left or stored at MARs nor will MARs be liable for any such equipment.
   h. Public liability cover is not extended to commercial hirers who are expected to provide their own insurance. MARs will require a copy prior to the event.
   i. The Hirer shall not use the premises (including the car park) for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
   
   
9. ACCESS, FIRE, HEALTH AND SAFETY
   
   a. The Hirer will be briefed on Fire Safety, Health and Safety
   b. The Hirer is responsible for undertaking their own Risk Assessments for the activities being undertaken and in ensuring full compliance by all those organising, performing and attending the booking.
   c. At the time of confirming the booking, MARs will discuss your booking with you and, dependent on the equipment used including staging and lighting, set the capacity of the Rooms being used. THIS MUST BE STRICTLY ADHERED TO. This is a legal requirement for health & safety, failure to conform to the limit could lead to any future bookings being cancelled
   d. The hirer agrees to provide a first aid kit during the hiring period which is adequate and suitable for the activity undertaken
   e. The hirer is responsible for
   – The orderly and safe admission and departure of persons to and from the venue
   – The orderly and safe vacation of the venue in the event of an emergency
   – The safety of the venue and the preservation of good order and decency in the venue
   – Ensuring that all doors (and fire doors) giving egress from the venue are left unfastened and unobstructed and immediately available for exit
   – Ensuring that no obstruction is placed or allowed to remain in any corridor giving access to the venue
   – The hirer must appoint a competent person to take charge in case of fire to ensure that all persons attending can escape unimpeded through the Fire Exits and to assemble in the car park.
   
   
10. LICENCES
    
    a. MARs is licensed for the sale, supply and provision of alcohol, the performance of live and recorded music, exhibition of films, indoor sporting events, the provision of refreshments, and the performance of dance.
    b. No food or alcohol can be sold on the premises unless the hirer has obtained agreement from MARs or has a license to do so from the relevant licensing authority and permission has been agreed at the time of the booking.
    c. The use and transfer of the MARs alcohol licence must be by prior arrangement and agreement with the licence holder, Andrew Heafield
    d. It is the hirers responsibility to check if any other licences are needed.
    
    
11. GENERAL
    
    a. No smoking is permitted anywhere in the building
    b. No animals, other than guide or hearing dogs, are allowed in the building
    c. Any decoration of rooms must be agreed prior to hire taking place. The use of nails, pins, hooks or adhesive tape is not allowed. If in doubt, please ask. Do not pin anything to the white acoustic panels on the walls of the Main Hall.
    d. The car park does not form any part of the room hire and is a public car park. The hirer must ensure that care is taken when parking and access is not blocked
    e. The Hirer shall ensure that any activities for children comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and only fit and proper persons who have passed the appropriate Criminal Records Bureau checks should have access to the children. Checks may also apply where vulnerable adults are taking part in activities. The Hirer shall provide MARs with a copy of their DBS check and Child Protection Policy on request.
    f. The Hirer must ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989.
    g. The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises
    h. The Hirer shall ensure that highly flammable substances are not brought into, or used in any part of the premises and that internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected. No decorations are to be put up near light fittings or heaters.
    i. The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
    
    12. CHECKLIST KITCHEN AND BAR AREA
    
    The Hirer agrees to undertake the following checks at the commencement and end of the hire period
    
    OPENING CHECKS
    
    a. Fridges, chilled display equipment and freezers are working properly.
    b. All other equipment (e.g. oven) is working properly.
    c. Your staff/volunteers are fit for work and wearing clean work clothes.
    d. Food preparation areas are clean and disinfected, including work surfaces, equipment, utensils etc.
    e. There are plenty of hand-washing and cleaning materials available (soap, paper towels, cloths etc).
    f. Please mop up all spills as these may occur whilst the kitchen and bar are in use.
    
    CLOSING CHECKS
    a. Remove all foodstuffs/drinks from ‘fridges / chilled storage. This includes alcohol in any form. Unused food must be placed in containers and collected from MARS no later than 12 noon following the date of hire
    b. Remove all their equipment and belongings at the end of the hire period.
    c. Ensure used and dirty cloths, tea towels etc have been removed.
    d. Ensure all general kitchen and bar waste has been bagged into the black sacks provided and placed in the waste bin.
    e. Ensure the dishwasher has been drained and switched off when you have finished using it. (If left on it will continue to heat the water.
    f. Ensure all equipment is turned off after use, and cleaned as per instructions in kitchen.
    g. Please do not turn off ‘fridges and freezers.
    h. Ensure all used pots, pans, crockery etc that is property of MARs has been washed, dried and put back in the designated area.
    i. Ensure the kitchen and bar area is left clean and tidy after use. Charts demonstrating cleaning procedures are on display in the kitchen.
    
    If additional cleaning is required, a cleaning fee may be charged, and deducted from your deposit.