Application for Facility Hire Permit

SORELL COUNCIL
CONDITIONS AND GUIDELINES OF FACILITY HIRE

By applying to hire Council facilities, applicants are deemed to agree to abide by the following terms and conditions if granted a hire permit.

OBLIGATIONS

BOOKINGS
The hirer is not permitted to use Councils facilities at any time without a hire permit. If hirer uses facilities without prior permission, a surcharge of $25.00 will be applied as well as the normal hire rate and future use of facilities may be jeopardised.

All requests for changes to bookings are to be emailed through to the Facilities Team – council.facilities@sorell.tas.gov.au Adjustments will be made to the booking and fee reduced if appropriate.

All requests and enquiries in relation to facilities must be directed to the Facilities Team.

The Council reserves the right to approve the use of the facility by other persons at any time not specified in this application and reserves the right to cancel the hirer's use of a facility on a date shown in this application in the event of the facility being required for an extraordinary function or extraordinary use.

The hirer shall not produce, or perform, or suffer to be produced or performed on any reserve any dramatic, musical or other work in infringement of the copyright, or performing right of any owner of such rights, and it shall be a condition and term of this hiring that the hirer indemnifies Council against any claim for breach of copyright during such hiring, and any costs incurred in connection therewith.

No intoxicating liquor is to be served, or sold in association with this hiring unless the necessary approval has been obtained from Council and evidence of Licensing Commission permits are produced. The hirer is to strictly observe wet and dry areas stipulated on the permit.

The hirer agrees to indemnify and keep indemnified and to hold harmless the Council, its servants and agents and each of them from and against all actions claims, charges, expenses and damages whatsoever which may be brought about or made or claimed against it by any of them arising out of or in any way related to the use of this ground.

BOOKINGS FOR EVENTS/GALA DAYS
If hirer wishes to hold an event, an Event Guideline Application will need to be obtained and completed. Please discuss details of proposed event with the Facilities Team to ensure it will be suitable to be held at the facility. Please allow sufficient time for application to be processed.

CANCELLATION OF BOOKING BY APPLICANTS
If for any reason the hirer does not require a booking the hirer must advise the Facilities Team prior to the booking date, where possible and no more than 24 hours after the cancelled booking. The full hire fee will be applied if information is not provided in accordance with the above.

HIRE FEES AND INVOICES
The hirer must pay the hire fees set in accordance with Council’s adopted Fees and Charges Schedule. A tax invoice will be issued at the end of each month and must be paid in full within 30 days unless arrangements have been made with Council’s Finance Department.

For Casual hirers, fees will be required to be paid at time of hire.

KEYS
The hirer will be responsible for all keys issued to them. Key access to facilities is not to be given to other persons. Hirers are to keep a register of those who have been allocated keys and this information must be provided if requested by the Facilities Team.

Hirers listed as responsible key holders are required to sign Council’s key register at the time of collecting key/s. Please note that only one hire key per responsible person will be allocated. This does not include miscellaneous keys.

All keys must be returned within 1 week from your last booking. Failure to return keys may incur rekeying costs.

Casual hirers are required to return key no later than next business day.

HOUSE KEEPING - CARE AND TIDINESS
The hirer must ensure all reasonable care is taken to avoid damage to the facilities.

The hirer is responsible for ensuring the facility is left clean and tidy in readiness for the next booking.

Failure to ensure the facility is left clean and tidy and in the event that additional cleaning is required the hirer will be charged for any additional cleaning costs incurred by Council.

All rubbish left by participants and spectators of your event, must be placed in the rubbish bins provided. If requested extra bins can be provided at the expense of the Club.

Equipment is not to be stored in facilities without prior permission from the Facilities Team. These are to be kept clear at all times. Damage or loss to anything stored in the hired facility is at the hirers own risk and no liability is given or implied by Council.

Council may require the hirer to make available any room or facility in the facility to another hirer where such building or facility is not the property of the hirer. This may include removal of goods and chattels of the hirer if deemed necessary.

HALL CLOSURES
Council reserves the right at any time to close a hall or redirect users to an alternate hall if it is considered that it is unsuitable for use for any reason. Council will endeavour to communicate any closure directly with the hirer as early as possible.

Bookings will be automatically cancelled when a hall is closed.

PRE-CHECKING GROUNDS AND FACILITIES
Before each use the hirer or responsible person must physically inspect the whole facility for anything that may cause potential injury. Such things are at the hirers risk alone and the hirer is responsible for their removal so far as possible. Each inspection must be documented and records kept for production if required. The hirer must also notify Council on the next business day.

BREAKAGE/MAINTENANCE
All breakages/maintenance issues must be reported to the Facilities Team at the time if during business hours or if after hours the next business day.

In the case of an after-hours emergency, please call the after-hours number 6269 0000.

SECURITY
It is the responsibility of the clubs to ensure all facilities are locked at the end of each hire period.

EVACUATION
The hirer acknowledges that they and have read the supplied evacuation documentation and understand the procedure to be followed should an evacuation be required whilst the facility is in use and they will provide a person to be in charge during the hire period and in an emergency that person will assume the role of Chief Warden and follow the emergency procedures.

INSURANCE
The hirer shall at all times during the allocated period of hire, insure and keep insured with an insurance company approved by the Council against public risk for an amount of not less than $20 million.

The hirer shall not do, or neglect to do, or permit to be done or left undone, anything that will affect the Council's Insurance Policy or Policies relative to fire or public risk in connection with the hire of this court/ground and the hirer hereby agrees to indemnify the Council to the extent that such policies are affected by commission or omission.

BREACH OF PERMIT CONDITIONS
Council may at any time cancel the hire permit if the hirer consistently or seriously breaches any permit condition. Any cost or expense incurred as a result of a breach of permit conditions will be recoverable from the hirer. The hirer agrees to cover the cost of any damage to the facilities, other than general wear and tear as determined by Council.