Venue Hire & Meeting Room Terms & Conditions
1. Conditions and Agreement
The term Hirer will include the applicant and the applicant’s organisation. The Generator agrees to hire to the Hirer the Venue/s together with any equipment in accordance with the Terms and Conditions set out in the Hire Agreement and any attached additional documents.
The Hirer agrees to be bound by the Terms and Conditions of Hire and by any additional conditions which the Generator may notify to the Hirer prior to the commencement of hire.
2. Responsible Officer
Unless agreed to the contrary in writing, the Hirer must nominate an attendant aged 18 years or more and who will be present for the duration of the function/training and who will take responsibility to ensure compliance with statutory safety requirements and the Hire Agreement.
3. Charges and Deposits
The charges payable by the Hirer shall be those set by the Generator and be those in force at the time of the Hirer’s use of premises.
The Generator has the right not to accept or to cancel a booking at any time.
The Hirer shall notify Regional Business HQ (The Generator) of any cancellations in writing not less than 10 working days prior to commencement of hire, failing which Regional Business HQ may impose a cancellation fee of up to 25% of the total quoted price. Less than 120 hours (5 days) notice may incur a charge of 50% of hire fee. Less than 48 hours (2 days) notice, the full hire fee/s, plus any additional expenses incurred may be charged at the Regional Business HQ’s sole discretion.
If a deposit/hire fees have been paid prior to date of hire and the cancellation notice is received more than 10 business days prior to the commencement of hire – a full refund will be given.
The Hirer shall indemnify and keep indemnified the Generator against all losses, expenses, liabilities, claims and damages incurred as a result of, or arising out of, the hiring of the premises, whether caused by any act of omission of the Hirer, its servants agents or invitees, or any other person whomsoever.
All users of The Generator venues must be covered by an appropriate public liability insurance policy. The Hirer must provide a Certificate of Currency for public liability insurance for an amount not less than $10m. The Certificate of Currency must be forwarded to the Generator along with the signed Hire Agreement.
The Generator takes no responsibility for the condition of products provided by the Hirer. It is the Hirer’s responsibility to ensure that all materials used in The Generator premises are delivered to the Generator venue in good condition.
7. Duty of Care
The Hirer is responsible for the adherence to general workplace health & safety standards. If beverages are to be consumed the Hirer must ensure that spillage is immediately cleaned up and take any action required to avoid possible injury by slipping. The Hirer must ensure adequate cleaning implements are on hand for potential hazards. Areas that can not be cleaned immediately should be cordoned off.
The Hirer is responsible for leaving the premises clean and tidy at the conclusion of the period of hire. The Generator may carry out, at the expense of the Hirer, such cleaning or other work as may be required to restore the premises to a satisfactory condition.
Excepting fair wear and tear, the Hirer shall be liable to the Generator for any damage to premises or to any fittings, equipment, furniture, carpets or other property therein, which occurs during the period of hire. The Hirer must immediately notify The Generator management of any damage.
8. Good Order
The Hirer shall be responsible for the maintenance of good order in and around the premises during the period for which the premises are hired. The Hirer shall comply with any instruction by The Generator management or any officer of the Generator relating to the maintenance of good order and compliance with these terms and conditions of the Hire Agreement in and around the premises.
9. External Displays
Hirer’s wishing to utilise external spaces i.e. hallways, for displays or activities must seek written permission from the Generator management.
10. The Generator Representatives / Security Personnel
If more than 50 persons are likely to attend the function, The Generator may, in its absolute discretion, appoint one or more The Generator representative/s or security personnel at the Hirer’s cost to ensure the Generator’s interests are protected.
The Hirer shall not issue any advance publicity of the use of the premises, before receipt of an acceptance of the booking by the Generator.
The Hirer shall not make any statement in any advertisement, which directly or indirectly implies that the event for which the venue is hired is conducted or promoted by the Generator.
The Hirer shall not issue any tickets, posters, advertisements, programs or other literature containing any The Generator logo unless the printers or other proof thereof has been approved in writing by the Generator. The Hirer shall not display any poster or advertisement in any part of the premises of The Generator without having first obtained the written approval of the Generator manager.
12. Distinguished Visitors
The Hirer shall give the Generator advance notice of the attendance of any Regal, Vice Regal or Government representatives or any other dignitaries to enable the Generator to ensure observance of appropriate protocols.
The Generator reserves the right to relocate a booking to a suitable alternative venue if circumstances arise beyond the Generator’s control.
Official Generator events and bookings by full paying clients take precedence over “free of charge” or “base cost” bookings. The Generator reserves the right to relocate a “free of charge” or “base cost” booking to an alternative venue at its discretion.
14. Booking Requests
All booking requests must be submitted to the Generator. A Booking Request Form stipulating the Hirer’s information, dates, times, spaces and set-up required for each event will be completed where necessary in conjunction with The Generator staff.
At the time of booking, Hirers must reveal all relevant information relating to the use of the venues including any sponsors sought or secured. Failure to reveal all information may result in the cancellation of the booking.
All bookings must include set up and pull-down time not just the delivery time.
15. Booking Confirmation
Once the Hirer has provided all information relating to the booking, the Generator staff will provide a copy of the Hire Agreement including Terms & Conditions of hire. These must be checked, signed and returned for booking confirmation. Confirmation of booking will only occur on receipt of the signed Hire agreement, and payment of the total fee.
16. Booking Alterations
All alterations to the booking and agreement information must be agreed to by The Generator management. Any request for changes, i.e. number of attendees, catering requirements etc. must be received, in writing by the Generator at least 3 days prior to the booking date.
Charges may apply to booking alterations, e.g. change of room or number of hours.
17. Alterations to Seating and Furniture Settings
Any alteration to the normal seating or furniture setting of The Generator facilities may be made only with the consent of the Generator and at the Hirer’s expense.
Before vacating the premises, the Hirer shall restore all furniture and equipment to the same location and configuration as it was at the commencement of the Hirer’s occupation of the premises, failing which the Generator may carry out, at the expense of the Hirer, such work as may be required to restore the premises to a satisfactory condition.
The Hirer shall not admit patrons to the premises in excess of the number of seats available or for a purpose not advised to and agreed by the Generator.
18. Liquor and Refreshments
The Hirer shall not bring, serve or sell any liquor, beverage, food or refreshments on any part of the premises hired unless specifically approved by the Generator.
Hirers must inform the Generator management in writing of any events at which alcohol will be served. The Generator management approval must be obtained before the commencement of the hire. Alcohol shall not be sold on the premises at any time.
The Hirer is normally expected to arrange their own catering as needed. Limited amount of glassware is available at The Generator on request.
Payment by credit card to be made at the time of booking.
Any breaches of the conditions included in the Venue Hire and Meeting Room Booking Request Form and Hire Agreement will incur fees or charges and/or suspension of use of the venue. All cancellations must be made in writing to the Generator.
21. External Equipment Requirements
Hirer’s must obtain approval from the Generator management to utilise any external equipment in the venues. The cost of hire, delivery, removal and installation of external equipment will be borne by the Hirer.
22. Equipment Delivery
All equipment and print products for client bookings must be delivered to the venue no earlier than 5 days before and no later than 1 working day prior to the hire.
23. Legal – Classification and Copyright
For all works to be shown at the Generator venue, the Hirer is to ensure that all legal responsibilities relating to classification and copyright of works are appropriately acquitted.
SMOKING is NOT permitted in any of the venue rooms, corridors, balconies or on the Generator premise. This includes a 5-meter area at all external doorways on the footpath.
Any disputes between the Hirer and the Generator arising from, or in relation to, any hiring of premises or from the terms of the Hire Agreement, shall be submitted to arbitration by a person appointed by the Board of the Generator. The decision of the arbitrator shall be binding on the Hirer and the Generator.
26. Operating Hours
The Generator Bundaberg is open from 8:30am to 5:00pm – Monday to Friday. The Generator Gympie is open from 8:30am to 4:30pm – Monday to Friday. Additional charges may apply for after-hours and public holidays if The Generator support is required.