These Conditions of Hire apply to casual and ad hoc bookings of Kallista Mechanics Hall. By submitting a booking request and accepting these conditions through the Hall's online booking process, the Hirer acknowledges that they have read, understood and agree to comply with these conditions.
1. Booking and Use of the Hall
The Hall may only be used for the purpose stated in the booking request and approved by the Hall Committee of Management (CoM).
2. Hire Fees and Payment
- Main Hall — Single Booking: $28 per hour, with a maximum hire charge of $200 per day.
- Main Hall — Multiple-Day Booking: $25 per hour, with a maximum hire charge of $200 per day.
- Main Hall — Recurring / Ongoing Booking: $25 per hour, with a maximum hire charge of $200 per day.
- Meeting Room — Single Booking: $20 per hour, with a maximum hire charge of $150 per day.
- Meeting Room — Multiple-Day Booking: $20 per hour, with a maximum hire charge of $150 per day.
- Meeting Room — Recurring / Ongoing Booking: $20 per hour, with a maximum hire charge of $150 per day.
- Hall-arranged public liability insurance: $20 per booking/event.
The applicable daily maximum applies to the hire charge for the selected space. The hire calculation includes the booked period and any approved set-up or pack-up time. Where the calculated hire charge exceeds the applicable daily maximum, the hire charge will be capped at that amount.
The Hall-arranged insurance charge is $20 per booking/event. Insurance remains subject to the terms, conditions, exclusions and requirements of the applicable insurance policy.
The booking is not confirmed until payment and any required documentation have been received, unless otherwise agreed.
3. Public Liability Insurance
The Hirer must have appropriate public liability insurance for the activity being conducted at the Hall.
Option A – Hall-arranged insurance. The Hall may arrange public liability insurance for the booking where the Hirer and activity are eligible under the Hall's insurance arrangements. The charge for this insurance is $20 per booking/event. Insurance remains subject to the terms, conditions, exclusions and requirements of the applicable insurance policy.
Option B – Hirer's own insurance. The Hirer may instead provide its own public liability insurance. The Hirer must provide a current Certificate of Currency showing appropriate public liability cover before the booking takes place. The Hall CoM may specify a minimum level of cover appropriate to the activity.
Recurring / Ongoing bookings. For recurring bookings, Option A is the Hirer's own public liability insurance, supported by a current Certificate of Currency. Option B is Hall-arranged insurance at $20 per session, where the Hirer and activity are eligible under the Hall's insurance arrangements.
4. Booking Times
The Hirer must not enter, occupy or use the Hall outside the times specified in the booking without prior approval. The booked period includes all set-up and pack-up activities. Additional charges may apply where the Hirer remains in the Hall beyond the booked period.
5. Cancellation
Cancellation must be notified to the Hall CoM as soon as possible. Any applicable cancellation arrangements will be advised as part of the booking process.
6. Security Bond
For Main Hall bookings, a refundable security bond may apply depending on the nature of the booking. For Meeting Room bookings, a refundable security bond will not normally apply, but the Hall CoM may require one where the nature of the booking warrants additional security. If required, the Hall CoM will advise the Hirer of the bond amount when the booking request is reviewed.
The Hall CoM may use the bond to cover reasonable costs arising from:
- damage
- additional cleaning
- lost keys or access devices
- excessive rubbish
- unauthorised use
- use beyond the booked period
- unpaid charges
- other breaches of these Conditions of Hire
Where costs exceed the bond, the Hirer remains responsible for the additional amount.
7. Hirer's Responsibility
The Hirer is responsible for the conduct of everyone attending the booking, including guests, participants, employees, contractors, instructors, performers and suppliers. The Hirer must ensure that all attendees comply with these Conditions of Hire and reasonable directions given by the Hall CoM.
8. Care of the Hall
The Hirer must leave the Hall clean, tidy and in the condition in which it was found. Before leaving, the Hirer must:
- remove rubbish
- clean areas used and clean up spills
- clean kitchen or food preparation areas used
- return tables and chairs to their original positions
- remove decorations and personal belongings
- report damage as soon as reasonably practicable
- switch off all internal lights, heaters, ovens, reverse cycle AC units, fridge, urns and hotplate
- ensure all external doors are locked
If lights, heaters or other electrical equipment are left operating after the completion of the booking, an additional charge may be applied to cover costs incurred by the Hall.
9. Damage
The Hirer is responsible for damage caused by the Hirer or any person attending the booking at the Hirer's invitation or under the Hirer's control, except to the extent caused by the negligence or unlawful act or omission of the Hall CoM or another party for whom the Hall CoM is legally responsible. The Hall CoM may recover reasonable repair or replacement costs.
10. Maximum Capacity
Maximum permitted occupancy: 100 persons. The Hirer must not exceed the maximum permitted occupancy.
11. Prohibited or Restricted Activities
The Hirer must not conduct any activity that:
- is illegal
- creates an unreasonable risk to people or property
- damages the Hall
- creates excessive noise or disturbance
- exceeds the approved capacity
- involves dangerous materials or equipment without approval
- involves open flames without approval
- breaches a licence or legal requirement
- is materially different from the activity stated in the booking
12. Alcohol
Alcohol may only be consumed or supplied at the Hall with prior written approval and where all applicable legal requirements have been satisfied. The Hall CoM may prohibit alcohol at any booking.
13. Smoking and Vaping
Smoking and vaping are prohibited inside the Hall and in any other area where prohibited by law or Hall rules.
14. Equipment and Decorations
The Hirer may bring equipment, furniture, decorations or other items into the Hall only where they are suitable and safe for the premises. Nothing may be attached to walls, ceilings, floors, doors or other structures without approval. All items brought into the Hall must be removed at the conclusion of the booking unless prior storage arrangements have been approved.
15. Keys and Access
Any key, access card, code or other access device provided to the Hirer remains the property of the Hall. The Hirer must not give access to unauthorised persons. Lost or damaged keys or access devices must be reported immediately. The Hirer may be charged the reasonable cost of replacement.
16. Accidents and Incidents
The Hirer must report any accident, injury, damage, security issue or other significant incident to the Hall CoM as soon as practicable. Where necessary, emergency services must be contacted immediately.
17. Indemnity
To the extent permitted by law, the Hirer indemnifies and holds harmless the Hall CoM and the owner/operator of the Hall from claims, losses, damages, costs and expenses arising from the Hirer's use of the Hall or activities conducted during the booking, except to the extent caused by the negligence or unlawful act or omission of the Hall CoM or another party for whom the Hall CoM is legally responsible.
18. Personal Property
The Hirer is responsible for its own property and for property belonging to its attendees. The Hall CoM accepts no responsibility for loss of or damage to personal property except to the extent liability cannot lawfully be excluded.
19. Hall Manager's Access
The Hall CoM or authorised representative may enter the Hall during the booking where reasonably necessary for safety, maintenance, inspection, emergency purposes or enforcement of these Conditions of Hire.
20. Cancellation by the Hall
The Hall CoM may cancel a booking where:
- payment has not been received
- required insurance or documentation has not been provided
- the proposed activity is unsuitable
- the Hirer has provided inaccurate information
- the activity creates an unacceptable risk
- the Hall becomes unavailable
- the booking would breach a legal or insurance requirement
- the Hirer breaches these Conditions of Hire
Where practicable, reasonable notice will be provided.
21. Hall Unavailability
The Hall CoM may cancel a booking where the Hall becomes unavailable due to emergency, damage, maintenance, safety concerns, government direction or circumstances outside the reasonable control of the Hall Manager. Where practicable, the Hall CoM will provide notice and arrange a refund or alternative arrangement as appropriate.
22. Compliance with Laws
The Hirer must comply with all applicable laws, regulations, permits, licences and safety requirements relevant to the booking. The Hirer is responsible for obtaining any approvals required for its activity.
23. No Transfer
The Hirer must not transfer the booking to another person or organisation without prior approval. The person or organisation named on the booking remains responsible for the booking.
24. Online Acceptance
Before submitting a booking request online, the Hirer must read these Conditions of Hire and actively acknowledge acceptance of them.
