Bookings

• All hirers/users must have completed all sections of this hire agreement before it will be processed.
• A user representative must be 18 years or older and be in attendance at all times.
• East Gippsland Shire Council reserves the right to reject or alter any bookings in order to maximise its goals and objectives.
• It is the hirers/users responsibility to ensure they have written booking confirmation and that those details are correct.
• The user representative should provide any other information prior to hire/period of use.
• Cancellations require forty-eight (48) hours’ notice for the hire fee to be waived.
• Sub-letting of the facility is not permitted.

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Supervision

• The user representative must ensure behaviour, policies, and emergency action plans and procedures are understood and followed.
• This includes, but not limited to, the facility layout, entry/exits, emergency assembly areas, amenities, first aid rooms, location of accessible phones, medical alerts, and duress alarms.
• The duty manager will provide supervision to the overall facility and liaise with the user representative during the period of use. East Gippsland Shire Council staff will not actively supervise the stadium or oversee hired activities.
• The user representative must ensure that all reasonable directions given by staff or other authorised Council officers are obeyed.
• The facility must be maintained in a safe condition at all times. The user representative must notify the duty manager of any risk, hazard, dangerous occurrence or issue relating to safety, be it human, environmental, or physical.
• Any incident(s) requiring first aid must be reported to the Duty Manager. Basic first aid facilities are available.
• Any hirer/user and/or other person not complying with or enforcing the provisions of these conditions may be directed to leave the facility by the Duty Manager or other authorised Council officer or be removed by Victoria Police.
• Council takes no responsibility for any users’ personal property whilst at the facility nor does Council accept any responsibility for any property of any person the hirer/user allows into the facility. Without limiting the scope of the following indemnity clause, the indemnity from the hirer/user to the Council shall include such damage to property.
• Any motor vehicle driven or parked in the confines of the facility is entirely at the owner’s risk and no responsibility is accepted by the Council for any theft or damage thereto and without limiting the scope of the following indemnity clause, the indemnity from the hirer/user to the Council shall include such theft or damage.

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Set up and clean up

• All activities must finish on time. Set up and clean up time must be incorporated into the period of hire.
• A staff member will be on duty during the hire period and will inspect the facility prior to and after the event.

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Insurance and liability

• All hirers/users must maintain a public liability policy of insurance for the amount of not less than $10,000,000 for each and every occurrence, unlimited during the period of use. Hirers must provide the East Gippsland Shire Council with a copy of a certificate of currency or cover note on the above public liability policy of insurance.
• The hirer/user must indemnify East Gippsland Shire Council from and against all actions, claims, penalties, demands, costs, expenses or damages in any way related to any act or omission of East Gippsland Shire Council or of any person acting on its behalf in respect to the use of services and facilities.
• The public liability cover shall extend to cover the East Gippsland Shire Council in respect to claims for personal injury or property damage arising out of the negligence of the hirer/user.

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Expectations of behaviour

• All hirers/users agree to abide by the Victorian Code of Conduct for Community Sport.
• Smoking is not permitted within 15 metres of any facility entrance.
• The sale or consumption of alcohol is not permitted without prior written approval.
• Staff may refuse entry to, or direct to leave the facility any person(s), if in the opinion of the staff member, such person(s) are under the influence of alcohol or drugs.
• The facility encourages access to all groups. Any individual or group, which through their behaviour limits the enjoyment of other users, will be asked to leave the facility.
• Animals, with the exception of service dogs, are not to enter the facility.

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Sports floor and stadium equipment

• The use of talcum powder, chalk, oils, sawdust, resin or other similar materials on the sports floor is strictly prohibited.
• Plants or containers holding water are not permitted on the sports floor.
• Tape and markings are prohibited unless prior approval in writing has been given by the East Gippsland Shire Council.
• Food and drink (excluding water and sports bottles) are not permitted on the playing surface.
• If the sports floor is scratched or damaged by the hirer/user as a result of their booking they will be charged for any and all restoration costs.
• Stadium equipment must be maintained in good condition, replacement of equipment damaged through misuse will be the responsibility of the hirer/user.

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Payment

• Payment for the hire must be made following receipt of booking confirmation.
• Cash payments must be made prior to the booking unless an alternate arrangement is agreed upon with centre management.
• Where the hirer/user is invoiced payment is required within 14 days of the invoice being issued.
• If an event runs for longer than the period of hire, payment must be made within 7 days. The user representative must advise the duty manager as soon as they are aware that the hire period is likely to be extended.

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Cleaning

• All hirers/users are responsible for leaving the facility clean and tidy, this includes the collection of any rubbish or foodstuffs and its disposal in the bins provided.
• The duty manager should be notified in the event that any cleaning is required.
• Any area left in an unacceptable condition or if any deficiencies in cleaning up or if any facility damage is found, the user representative will be advised by phone and/or email within 2 business days. Contract cleaners (or like). will be employed and the hirer will incur all costs associated with this.

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Marketing and fundraising

• Centre management must approve all promotional and fundraising activities relating to the hire.
• The sale of items, including but not limited to food, drinks, and merchandise, must be done by prior written agreement.
• The sale of certain items (e.g. food or alcohol) must be done in accordance with any applicable law. Proof of this must be provided before approval will be given.
• The sale of items to act as fundraising , including raffle tickets, is acceptable providing written notice is given prior to the sale of such items.