ConditionsforHireofSchool
Facility
Friday,24October2025
Bookings
1. Tentativebookingswillonlybeheldforaperiodof14days.
2. Failuretopayapplicationfees,hirefeesinadvanceorsecuritybondwillresultinwithdrawalofthe hireagreement. Anypaymentwhichisdishonouredorrejectedbyafinancialinstitutionshallalso resultinwithdrawaloftheagreement.
3. Nobookingwillbeacceptedfromanypersonundertheageof18yearsunlesstheapplicationis signedbyaguarantor.
4. ThehirermayberequiredtopayasecuritybondnominatedbytheSchoolandunderstandsthat thismaybeusedtomakegoodanydamageorlosssufferedbytheSchoolasaresultofthehire.
5. Thehirefeeandsecuritybondshallbepaid14dayspriortothehire,unlessotherwisearranged.
Cancellation
6. Intheeventofcancellation,aproportionofthehirefeewillberetained –morethanonemonth’s notice–20%retained;lessthanonemonth’snotice –40%retained.
DurationandScopeofHire
7. TheHIRERisrequiredtokeeptheiruseofthefacilitywithinthetimeappliedforandapproved. Accesstothefacilityisnotpermittedattimesoutsideofthoseapproved. Ifsetupandshutdown timeisrequiredpriortoandafterthefunction,itwillbenecessaryforthistobeincludedinthe approvedhireperiod.
8. TheHIRERmustprovideanestimateofthemaximumnumberofpeopleattendingthefunction. Thisnumbershallnotbeexceeded.
9. Onlythoseareasappliedforandmarkedontheattachedplanareavailableforuse.
10. TheHIRERshallnotmakethefacility,anypartofitoranyotherpartoftheSchoolavailableor accessibletoanotherorganisation,grouporindividualwithorwithoutchargewithouttheprior writtenconsentoftheSchool’sHeadmasteror DirectorofBusinessandOperations
11. TheHIRERmaynotadvertisetheuseofthefacilityorthefunctionattheSchoolwithoutthe approvaloftheSchool’sHeadmasteror DirectorofBusinessandOperations.
ProhibitedActivitiesorActivitiesRequiringPermission
12. Thefollowingactivitiesareprohibitedon,inandaroundtheSchoolfacility:
a. NOSMOKINGisallowedinthefacilityoranywhereontheSchoolgrounds. TheSchoolisa “smokefree”zone.
b. NOALCOHOLisallowedinthefacilityoranywhereontheSchoolgroundswithoutthe approvaloftheSchool’sHeadmasteror DirectorofBusinessandOperations.
c. Fixingofnails,screwsorotherfittingstothebuildingorstructure.
d. Alterationstoelectrical,gasorplumbinginstallations.
e. Lightingoffiresordischargeoffireworks.
f. Paintinganymarkingsonthegrassoftheovalofsurrounds.
g. Pouringanyhotsubstances,includingwater,ontograss.
h. Anyillegalactivity.
13. ThefollowingactivitiesrequirespecificapprovalPRIORtohiring:
a. Erectionofanytemporarystructure(e.g.staging,marque,sunshade,portabletoiletetc.)
b. Ballgamesorsimilaractivitiesforwhichthefacilityisnotdesignedorexpectedtobeused forsuchactivities.
c. Saleorprovisionoffoodandbeverages.
d. Bringanyitemofequipmentintothefacility. Allelectricalitemsmustbesafetytestedby theHIRERpriortoapproveduseinthefacility.
e. Useofportablebarbecueorothercookingequipment.
f. Useofliquidfuelorotherflammablesourceenergy.
g. Displayanysign,hoardingornoticeforthepurposeofadvertising.
Insurance
14. TheHIRERshallprovideevidencewiththeapplicationofcurrentPublicLiabilityInsurancetoa minimumvalueof$20millionforbodilyinjurytopersons. Noapplicationwillbeapproveduntilthe School’sDirectorofBusinessandOperations sightsevidenceofsuchinsurancecover. TheHIRER shallalsohavecontentsinsurancefordamagetopropertyandequipmentownedbytheHIRER.
SafetyandInstructions
15. TheHIRERwillberequiredtoprovidetheSchoolwithariskassessmentpriortouse.Shouldthe HIRERnothaveaRiskManagementFramework,theSchoolcanassisttheHIRER.
16. Forgatheringsofgreaterthan200people,theHIRERshallprovideanevacuation/emergencyplan withtheirapplication.
17. TheHIRERandpersonsassociatedwiththeHIRERshallatalltimesobservedirectionsofSchool officersortheiragentsandcomplywithinstructionsgiven. TheHIRERshallcomplywiththe instructionofemergencyservicespersonnelinordertoprotectthefacilityorusersofit.
18. AllcaremustbetakenbytheHIRERtoensurethatnoiseiskepttoacceptablelevels. Intheevent thatamplifiedsoundormusicbeingplayedduringtheperiodofhire,theHIRERistoensurethatthe volumeiskepttoalevelsoasnottoinconvenience nearbyresidents. Amplifiedsoundofanyform
ConditionsforHireofSchoolFacility
24October2025
isnottobeplayedbeyond10.00pm. TheSchoolmaywithholdpaymentofthesecuritybondwhere therehasbeenaseriousbreachofnoise(e.g.wherethedisturbancehasnecessitatedthe attendanceofPolice)inrecognitionoftheimpactonthenameandimageoftheSchool.
19. TheHIRERmustremindpatronsthatchildrenmustbeunderadultsupervisionATALLTIMES.
20. TheHIRERmustnotifytheSchoolinwriting,assoonaspracticable,ofanyinjuryincident,requiring medicaltreatment,occurringwhileusingtheSchool’sfacilities.
21. DependinguponthenatureoftheactivitybeingundertakenbytheHIRER,theSchoolmayrequest theHIRERtoprovide:
a. Workplace,healthandsafetypoliciesandprocedures;
b. Childsafetypoliciesandprocedures.
Cleaning
22. Thehirefeeincludesanallowanceforbasiccleaning,butitisexpectedthattheHIRERwillremove alldebris,decorations,foodstuffs,drinkcontainersandotherwastewithinonehourofcompletion ofthefunction. Alldebrisandwasteistobeplacedingarbagebagsandplacedinrubbishbins provided. Thecostofcleaningorremovinganysoiling,markingorexcessivedirtshallbeatthecost oftheHIRER.
Access(keysandsecurity)
23. TheSchoolwill,dependingonthehiretimes,eitherprovidetheHIRERwithakeyandasecurity code,orwillarrangeforanofficeroftheSchooltoopenandclosethefacility. Thekeysandcode willbeissuedtheworkingdaypriortothebooking. KeysshallbereturnedtotheSchoolonthefirst workingdayafterthebooking,orundersuchotherarrangementsasagreedwiththeSchool’s HeadmasterorDirectorofBusinessandOperations. Thesearrangementswillbeconfirmedbythe School’sHeadmasterorDirectorofBusinessandOperations whenthehireapplicationisapproved. WherekeysarenotcollectedduringSchoolhours,andSchoolstaffarerequiredtoissuethekeys andcodeafterhours,acall-outfeemaybechargedtotheHIRERanddeductedfromthesecurity bond. WheretheHIRERloseskeys,thecostofreplacementkeys(andcostofre-keyinglocksif deemednecessary)willbechargedtotheHIRERordeductedfromthesecuritybond.
24. TheHIRERshalltakenecessarystepsandprovideresourcestoensurethefacilityandtheproperty oftheSchoolduringandoncompletionoftheperiodofhire. Allequipment,valuablesandpersonal effectsbroughtontotheSchoolpropertybytheHIRERor anassociateshallremainthe responsibilityoftheHIRER.
CarParking
25. Novehiclesaretobeparkedordrivenonpavedorgrassedareasaroundthefacilityunless permissionisgivenbytheHeadmaster, DirectorofBusinessandOperations orDirectorofFacilities oftheSchool.
26. Onlythosepeoplewithdisabledparkingpermitsshallparkinthoseareasmarkedforthedisabled.
Completionofhire
27. TheHIRERwillreplaceanyfurnitureandequipmentthatismovedbyittotheiroriginalposition afterthefunction. TheHIRERwillensurethatpropercareistakenofthepremises,external surroundsandallcontents. Anydamageorlosssustainedtothepropertyorequipmentwhich occurswhilethepremisesarebeingusedbytheHIRERwillbemadegoodtoastandardrequiredby theSchool. Thecostsofanyrepairshallbedeductedfromanysecuritybondandifthisis insufficient,ataxinvoicepayablewithin14daysshallberaisedbytheSchool.
28. Thesecuritybondshallberefundedwithin14daysoftheperiodofhire,subjecttoinspectionbythe SchoolandthesatisfactoryreturnofthefacilitytotheSchool. Chargesforadditionalhoursorcosts toreinstatethefacilitytoitsconditionprior tohirewillbedeductedfromthesecuritybond.
Breachofconditions
29. Abreachtooneormoreoftheseconditionsmayleadtowithdrawalofanyapprovaltohirewhich mayhavebeengrantedtotheHIRER.